How to set up a deposit policy

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This tutorial will show you how to set up a deposit amount and explain the different deposit options.

The deposit that you configured is listed on your mybookings booking engine and also used when creating reservations directly from myfrontdesk.

The Property Owner has access to Hotel Policies by default. The rest of the users can be given permission to manage the Hotel Policies by the Property Owner. Check this article to learn more: Roles and Permissions

If you have Payment Gateway connected to myfrontdesk - you can set up automatic or scheduled charge of the deposit amount for bookings from mybookings and certain channels. Learn more in this article: Setting Payment Options for OTAs

Use other options in the Policies to define other terms and conditions for which you will accept reservations. These are the terms that will be a legally binding obligation between you and the guest in order to guarantee a room stay at your property.

Access the Policies settings

  1. Click the gear icon 'Manage'
  2. Go to 'Policies'
  3. Open 'Deposit' tab

Select the Deposit method

  • At the moment, it's only possible to set one type of deposit for all the reservations.
  • The deposit is calculated from room rate only (sub-total). You can also decide whether taxes and fees will be the part of deposit (available for specific deposit types only).  Add-ons and items won't be included to deposit amount.
Percentage

You can determine how much in percentage (%) of the reservation total price is the deposit.

Fixed Amount

Fixed amount option is a set amount for every room type per night/per accommodation.

Please note that if the fixed deposit amount will be higher than room rate value (when creating a reservation on mybookings), the system will put the daily room rate as the deposit. 

First Day Price

The first-day price deposit option is equivalent to the combined amount of all rooms for the first day's stay.

This deposit is restricted to the daily room rate. If you need to include the add tax/fees as part of the deposit, see steps: Do you include taxes and fees as part of the deposit?

Do not collect deposit

This method is used for properties that do not collect a deposit to secure reservations. With this option, you still have the ability to capture the guest credit card details in the reservation to keep on file.

Do you require the full payment amount of the reservation to be collected prior to check-in?

This feature is for internal use only. If this feature is enabled, then staff will need to ensure that the Balance Due section of the guest reservation is at $0.00 before checking in the reservation.

If there is a balance still due on the guest reservation then the system will prevent you from checking in that reservation on the platform.

Do you include taxes and fees as part of the deposit?

You will see this feature only if you previously selected the Percentage, Fixed Amount, and First Day Price deposit.

Please note that you will need to set up your taxes/fees in the Taxes/Fees section as well as to Apply the Taxes and Fees To Reservation Sources, if you have not done so already.

Choose reservation confirmation type (mybookings and direct reservations only)

The reservation confirmation type describes how you want to handle online reservations through the mybookings booking engine and the Facebook app. There are 2 options:

  • Immediately confirm online reservations without verifying deposit payment
    The reservation will be marked as Confirmed. If the reservation is made in mybookings or on the Facebook app, the guest will be notified that the reservation is confirmed. The system will generate the Reservation Confirmed email template to be sent to the guest.
  • For online reservations, require confirmation of the deposit payment before reservation is confirmed
    The reservations will be marked as Pending Confirmation when a new reservation is made in mybookings or on the Facebook app. The system will automatically generate the Pending Confirmation email template to the guest. Upon verifying payment, the status will need to be manually updated to Confirmed, at which point you will be asked whether to send a confirmation email to the guest.

Choose whichever option works best for your property.

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