How To: Confirming A Booking from Quote/Enquiry

How To: Confirming A Booking from Quote/Enquiry

  1. Via Email - either by guest response or receipt of a Credit Card Payment Notification to confirm a quote
    1. If a quote has been provided by Stayz or Direct Enquiry, using the Retrieve/Search function in Seekom, enter the guests name or booking ref, then press search, once quote/enquiry has appeared, click on the ref number to open.

    2. If Enquiry or Quote is still active, click on the Confirm button, this will confirm the booking and forward the guest a confirmation.
      1. If the status is Cancelled Quote, then take the nightly rate entered into the Private Notes, Click Edit on the Room Type line. Once the Edit Screen appears, enter the rate from notes into Actual Rate, then press Save, then Back. Once on Booking Screen, click Rebook button, and this will re-book and confirm the reservation, if an error appears but there is a save button, click the save and this should confirm, if it doesn't give you a save option, there is no availability.

      2. If the status is just Cancelled, change the status to Closed Enquiry, then take the nightly rate entered into the Private Notes, Click Edit on the Room Type line. Once the Edit Screen appears, enter the rate from notes into Actual Rate, then press Save, then Back. Once on Booking Screen, click Rebook button, and this will re-book and confirm the reservation, if an error appears but there is a save button, click the save and this should confirm, if it doesn't give you a save option, there is no availability.

    3. If its not available, please reply to guest advising the property is no longer available, you may call or email and offer them another available property.

    4. If the booking confirms then;
      If no Credit Card information received, click Email, and send the "SSS - AU - Deposit Required", ensuring that you have entered into the email where marked XXX the deposit amount in accordance with the property's deposit policy, the field in the lower section has the same amount entered, and all boxes are ticked in the lower section.

    5. The guest will now be able to either contact us to provide card details or enter them directly into the system via the link.

    6. If card details have been provided then follow payment process for Deposit or Final Payment
  2. Via Phone
    1. Open Quote/Enquiry in Seekom using Retrieve/Search, searching by guest surname or booking reference. Once the quote appears click the ref to open.

    2. If Enquiry or Quote is still active, click on the Confirm button, this will confirm the booking and forward the guest a confirmation.
      1. If the status is Cancelled Quote, then take the nightly rate entered into the Private Notes, Click Edit on the Room Type line. Once the Edit Screen appears, enter the rate from notes into Actual Rate, then press Save, then Back. Once on Booking Screen, click Rebook button, and this will re-book and confirm the reservation, if an error appears but there is a save button, click the save and this should confirm, if it doesn't give you a save option, there is no availability.

      2. If the status is just Cancelled, change the status to Closed Enquiry, then take the nightly rate entered into the Private Notes, Click Edit on the Room Type line. Once the Edit Screen appears, enter the rate from notes into Actual Rate, then press Save, then Back. Once on Booking Screen, click Rebook button, and this will re-book and confirm the reservation, if an error appears but there is a save button, click the save and this should confirm, if it doesn't give you a save option, there is no availability.

    3. If not available advise the guest and open Property Availability to see if a similar property is and advise the price.

    4. If it is available and has confirmed, collect Credit Card Details, and process the deposit in accordance with property deposit policy and Payments Process.

    5. Should the guest not wish to provide the credit card details over the phone;
      Send click Email, and send the "SSS - AU - Deposit Required", ensuring that you have entered into the email where marked XXX the deposit amount in accordance with the property's deposit policy, the field in the lower section has the same amount entered, and all boxes are ticked in the lower section.

    6. The guest will now be able to either contact us to provide card details or enter them directly into the system via the link.

  3. If via phone or email and no quote has been made.
    1. Check Availability
    2. Enter as much information as possible into Seekom, the minimum is Name, Email and Phone Number
    3. If via Phone, collect Credit Card Details, and process the deposit in accordance with property deposit policy and Payments Process.

    4. Should the guest not wish to provide the credit card details over the phone or this is an email request;
      Send click Email, and send the "SSS - AU - Deposit Required" Email, ensuring that you have entered into the email where marked XXX the deposit amount in accordance with the property's deposit policy, the field in the lower section has the same amount entered, and all boxes are ticked in the lower section.

    5. The guest will now be able to either contact us to provide card details or enter them directly into the system via the link.

  • PLEASE REMEMBER THAT IF THE BOOKING BEGINS WITHIN 30 DAYS, INSTEAD OF SENDING DEPOSIT REQUIRED EMAIL SEND FINAL PAYMENT DUE!

  • IF THE BOOKING IS FOR A PROPERTY OTHER THAN A SHORTSTAYS MANAGED PROPERTY, PLEASE ENSURE YOU USE THE TEMPLATE APPROPRIATE TO THE PROPERTY.

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