Global Cards

CARDS WITHIN A CHAIN

Items Shared Within a Chain

Whether a card is marked as global or not, it is shared within the chain. In a shared chain environment, all company and travel agent cards will be searchable across all properties.
In this first section, we will clarify what information is shared on each card when part of a chain, as well as how you may prevent users from modifying/editing information on these cards if required.
The following sections will cover optional global card functionality for chain environments, which allows for centralized management of company and/or travel agent cards

For all company cards, the following fields will be shared among properties:

COMPANY NAME
ADDRESS
CITY
POSTAL CODE
STATE
COUNTRY
PHONE
FAX
EMAIL ADDRESS
WEB PAGE
CORPORATE ID
PRIMARY CONTACT DETAILS, including:
- FIRST NAME
- LAST NAME
- JOB TITLE
- PHONE
- EMAIL ADDRESS

For all travel agent cards, the following fields will be shared among properties:

TRAVEL AGENT NAME
ADDRESS
CITY
POSTAL CODE
STATE
COUNTRY
PHONE
FAX
EMAIL ADDRESS
WEB PAGE
IATA NUMBER
COMMISSION (see CARDS MARKED GLOBAL section below for impact of global card activation on commissions for a chain)
PRIMARY CONTACT DETAILS, including:
- FIRST NAME
- LAST NAME
- JOB TITLE
- PHONE
- EMAIL ADDRESS

For both travel agent cards and company cards:

Most fields on the Summary tab (with the exception of some items such as ACCOUNTS RECEIVABLE NUMBER, CREATE ACCOUNT, and COMMISSION, which require their own separate permissions to edit—namely Create an A/R Account and Update Commission) can be edited when a user is assigned the permission appropriate to that card type. These permissions are Edit Company Card and Edit TA Card.
When a travel agent card is not marked as global, the COMMISSION value can be set per individual property (or disabled entirely).
Editing fields in one property will update the values for that respective card across the entire chain, with the exception of commission and the items noted under the Property Specific/Not Shared Within a Chain section below.
Should you wish to restrict users from modifying information on company and travel agent cards, please ensure they are not granted the Edit Company Card and Edit TA Card permissions.
Notes on a company and travel agent card are shared between all chain properties that are marked as multi-property. If a property is part of the chain but not multi-property, the notes will not be shared.

Property Specific/Not Shared Within a Chain

Any A/R number/account is not shared. Bills show only per hotel.
Statistics are not shared/combined and show per hotel.
For both company and travel agent cards, the following fields will not copy:
- TAX ID
- BILLING INFORMATION
- ACCOUNTS RECEIVABLE NUMBER
If a property is part of a chain but not flagged multi-property, the notes will not be shared (see section immediately above).

CARDS MARKED GLOBAL

Below are some important items to note for global cards:

Contracts created are automatically created in the hotels where the rate exists and automatically linked to the that rate (see ITEMS TO NOTE below).
The notes are shared between all properties that are marked as multi-property. If a property is part of the chain but not multi-property, the notes will not be shared. Please note, only users with the Global Card Update permission assigned from Settings > Hotel & Staff > Permissions are able to delete notes from the card for all properties.
Commissions can be set on a travel agent card, and the percentage or currency value will apply at all properties within the chain.
The Global Card Update permission in Settings > Hotel & Staff > Permissions grants users the ability to modify global cards. Users without this permission will find that almost all fields on the Summary tab of the card will be grayed out and cannot be updated. They can, however, add notes under the Notes tab of the card, so long as they have the relevant Edit Company Card and Edit TA Card permissions. As mentioned, however, deleting of notes will be reserved for those users with Global Card Update permission only.

Users without the Global Card Update permission will see GLOBAL ON without the toggle, and all information will be grayed out (see example below):

For GLOBAL COMPANY CARDS, the following fields will be shared among properties:
- COMPANY NAME
- ADDRESS
- CITY
- POSTAL CODE
- STATE
- COUNTRY
- PHONE
- FAX
- EMAIL ADDRESS
- WEB PAGE
- CORPORATE ID
- PRIMARY CONTACT DETAILS, including:
  - FIRST NAME
  - LAST NAME
  - JOB TITLE
  - PHONE
  - EMAIL ADDRESS
Only users with the Global Card Update permission can modify the values in these fields.
In the below screenshots, you can see the shared information between two test hotels. Please note, in these examples COMPANY NAME is grayed out, as there is a linked contract. When no contract exists, this field is editable.
Moreover, in the first screenshot, which is for the home hotel, you'll see that the fields for TAX ID and ACCOUNTS RECEIVABLE NUMBER have been populated.

However, in the second screenshot, which is for another property in the same chain sharing the company card, TAX ID and ACCOUNTS RECEIVABLE NUMBER are not shared/copied over.

For GLOBAL TRAVEL AGENT CARDS, the following fields will be shared among properties:
- TRAVEL AGENT NAME
- ADDRESS
- CITY
- POSTAL CODE
- STATE
- COUNTRY
- PHONE
- FAX
- EMAIL ADDRESS
- WEB PAGE
- IATA NUMBER
- COMMISSION (when active at the property; commission amount defined will apply across all properties)
- PRIMARY CONTACT DETAILS, including:
  - FIRST NAME
  - LAST NAME
  - JOB TITLE
  - PHONE
  - EMAIL ADDRESS
Only users with the Global Card Update permission can modify the values in these fields.
In the below screenshots, you can see the shared information between two test hotels.
As noted above for company cards, please note, in the first screenshot, which is for the home hotel, you'll see that the fields for TAX ID and ACCOUNTS RECEIVABLE NUMBER have been populated.

However, in the second screenshot, which is for another property in the same chain sharing the travel agent card, TAX ID and ACCOUNTS RECEIVABLE NUMBER are not shared/copied over.

As mentioned, the COMMISSION amount on a travel agent card will copy the original value across all properties when the card is marked as global (central management of commission amount).

CARDS NOT MARKED GLOBAL

The below screenshot shows how the Summary tab will appear to a user who has the Edit Company Card permission but not the Global Card Update permission.

ITEMS TO NOTE

When a card is made global, and that card had an existing contract linked to it, that contract will not be copied over to the other properties.
Only contracts created after an account was made global will be copied to the other properties.
If the hotel wants an existing contract to be copied over to the other properties, you can set the current contracts to expired and delete the future contracts, then re-create the contracts with the account set to global.
Those contracts will then be copied over to the other properties, as long as the rates exist in the required properties as per the next bullet point.
The rates linked to these contracts must be active and valid for the contract date ranges in all the properties in the chain marked as multi-property, then it will automatically link to the contracts in the other properties, as well. If the rate does not exist in all properties (flagged as multi-property) within the chain, it will not be possible to select the rate for the contract.