[NEW!] Multi-Property Template Configuration

Modified on: Thu, 29 Aug, 2024 at 7:47 AM

Applies to:          Stayntouch PMS          


Multi-Property Template Configuration

 

We now support Multi-Property template configuration for hotel chains with the Multi-Property functionality enabled. Please note, the Multi-Property Configuration setting must also be enabled by Stayntouch Admin for your hotel chain for Multi-Property template configuration to be available. Multi-Property template configuration is only accessible for Multi-Property users. Please contact Customer Support to have this enabled for your chain.


TABLE OF CONTENTS

Overview of Functionality

 

We’ve introduced template configuration at the Multi-Property level to streamline updates to subscribed hotels and enable more efficient opening processes for hotels that belong to the chain. Multi-Property users have the ability to subscribe hotels to certain templates so that updates will be received automatically to reflect any changes made to the Multi-Property template.

 

Subscribe/Subscribed: The defined template is sent to one, many, or all of the properties within the chain, and template fields cannot be edited. Template fields at the property level are automatically updated when updates are made to the Multi-Property template on the chain level. Subscription status is recorded in the PMS. When subscribing a hotel(s) to a template, a popup message will appear alerting the user that continuing will create templates for new entries and override fields in existing entries to match the Multi-Property template. Hotel specific fields remain intact. The user has the option to continue or cancel.

 

Multi-Property Template: Designation given via checkbox on the template. Templates that are marked as Multi-Property templates can be applied in bulk to the hotel from the Properties section in Multi-Property configuration by selecting the Subscribe property button.




Before applying the templates, a message will appear letting the user know that any data existing in the system will be overridden by the Multi-Property template. The message will read as follows:



Please note, this button can only be selected once. After the button is selected, the PMS will record the date that the templates were applied. When Subscribe property is selected, all templates marked as a Multi-Property template will be uploaded to the hotel.


 

Multi-Property templates will include rates, rooms, reservations, financials, and cards for the initial iteration.

Configuration Landing Page

 

For the initial iteration of Multi-Property configuration, you’ll notice the landing page with two sections: Chain Details and Templates.




Within the Chain Details section, the chain logo and name are displayed along with the following navigation options:

  • Chain Details
    • Multi-Property users can view and edit details about the chain.
  • People
    • This section will mirror Settings > User Setup > All Users in Hotel Admin. Updates from Chain Dashboard > Configuration > People will reflect in Settings > User Setup > All Users, and updates in Settings > User Setup > All Users will reflect in Chain Dashboard > Configuration > People.
  • User Permissions
    • Multi-Property users can manage permissions centrally. Hotels will be able to subscribe to or send the user roles to desired hotels. Subscribed or sent user roles inherit associated permissions. Subscribed user roles are automatically updated when updated at the chain level. When a user role is sent or subscribed, current associated permissions will be overwritten with configured chain permissions. User roles that are subscribed to the chain cannot have permissions added or removed in the PMS. User roles that are sent to the hotel can have permissions added or removed.
  • Properties
    • Multi-Property users can view and edit properties within the chain. You can choose to sort by Showing (i.e., all, live, configuration, suspended, demo, cancelled, or not started) and/or properties from (i.e., all or no groups, all groups, no group, or by property groups).
    • Multi-Property users can select the Subscribe property button for a property once. Once the property has been subscribed to Multi-Property templates, the date of the template upload will be recorded. All templates designated as a Multi-Property template are uploaded to the hotel. 

 














  • Property Groups
    • This section will mirror Settings > Chain > Property Groups in Hotel Admin. Updates from Chain Dashboard > Configuration > Property Groups will reflect in Settings > Chain > Property Groups, and updates in Settings > Chain > Property Groups will reflect in Chain Dashboard > Configuration > Property Groups.

Multi-Property Configuration: Rate Type Templates

 

In Multi-Property Configuration under Configuration > Rates > Rate Types, you’ll find an option to Create template. 








Once a rate type template has been created, you’ll need to turn ON the toggle next to the rate type template to apply this to all hotels within the chain. Furthermore, when a new hotel within the chain is created, rate types are automatically activated based on the Multi-Property settings. Please note, rate type templates must be configured in Multi-Property configuration and active in order to add them to a rate template.



When subscribing a chain to a rate type template, the following message will appear:

 

You are about to activate rate type [NAME] in all properties.

 

This is what will happen next:

  1. First, we'll automatically create rate type [NAME] for properties that don't have it.
  2. Then, we'll activate it in all properties.

 

When you deactivate a rate type, it's no longer automatically created and activated for new properties, but it will remain active in properties that currently use it.


 

Users have the option to select Activate or Cancel. If a user selects Activate, the entry will be merged and will reflect the rate type template for the chain. The entry will then be updated to Subscribed in both Multi-Property Configuration and Stayntouch PMS.


 

When a rate type template is deactivated at the chain level, the rate type is not automatically deactivated for hotels in the chain.



In Stayntouch PMS (not the Multi-Property Configuration), if the rate type template is activated, it cannot be deactivated, edited, or deleted, as it has been identified as a chain parameter. If a rate type template is not activated at the Multi-Property Configuration level, a rate type template can be activated, deactivated, edited, or deleted within Stayntouch PMS.

 

Active in Multi-Property Configuration








 

Not Active in Multi-Property Configuration







 

Items to Note:

  • Updates to rate types at the Multi-Property Configuration level automatically update all hotels in the chain. 
  • Hotels can add hotel specific rate types from Stayntouch PMS. Hotel specific rate types can be edited and deleted if there are no rates associated.
  • Hotels cannot edit or delete chain-defined rate types in Stayntouch PMS.
  • When a rate type template is created, it is automatically active and will be created at all hotels in the chain. 
  • When a rate type template is active for a chain, it cannot be deactivated at the hotel level. If a rate type template is deactivated at the chain level, the standard functionality in the PMS will be used. 

Multi-Property Configuration: Rate Templates

 

In Multi-Property Configuration under Configuration > Rates > Rates, you’ll find an option to Create template. 






From here, you’ll be required to enter the following information:

  • Rate Name: Enter a rate name.
  • Rate Code: Enter a rate code.
  • Rate Description: Enter a rate description.
  • Rate Type: Enter a rate type.
  • What type of rate is this? (Choose from one of the following options. Not mandatory.)
    • Hourly: Select this option if the rate is an hourly rate.
    • Nightly: Select this option if the rate is a nightly rate.
      • If Nightly is selected, you can indicate if the rate is Day Use.
  • Features (Not mandatory.)
    • Channel Only: This rate will be available to channel managers. However, as a result, the rate will not appear for selection on the Rooms & Rates page.
    • Member Rate: Indicate if this rate will be available to members.
    • PMS Only: The rate will display on the Rooms & Rates page during reservation creation but will not be available to any external channels.
    • Public Rate: The rate will be available to the public.
  • Under Who can use this template?, you’ll be required to select either All properties or Selected properties to either make the rate template available to all properties or only selected properties. If you choose Selected properties, you’ll need to indicate which properties.

 



 

Please note, required fields in Multi-Property template match required fields in Stayntouch PMS. The following items must be updated at the hotel level:

  • Charge Code
  • Currency
  • Room Types 
  • Sets

 

Once this information has been provided, select Create Rate Template to save the template.



Once a rate template has been created, you can click the checkbox to the left of the rate to Add to chain templates. Upon doing so, you will see a CHAIN indicator in orange to the right of the rate, which shows that the rate has been added to Multi-Property templates. Please note, when a new hotel within the chain is created, rates are automatically activated based on the Multi-Property settings.




 

If you select the checkbox to the left of the rate after adding the rate to Multi-Property templates, you can also choose to Remove from chain templates. Once the rate is removed from Multi-Property templates, it will no longer have a CHAIN indicator in orange.



 

From the Showing templates with rate type dropdown, you can choose to sort by a specific rate type.



You can also click on the blue hyperlinked rate to edit the rate template.



 

Active in Multi-Property Configuration












 

Items to Note:

  • Rates are marked as INCOMPLETE if all of the mandatory fields are not present. Rates can be saved without completing all mandatory fields; however, they will be marked as INCOMPLETE, and the status will automatically be set to disabled. Rates will be shown as INCOMPLETE if room types and date ranges are not complete. Once all the mandatory fields are updated, the rate will be marked as completed in the database, and the status can be set to active. You’ll also notice a Show incomplete rates checkbox, which will only show incomplete rates. Selecting Show incomplete rates will automatically select the Show inactive rates checkbox; however, selecting Show inactive rates will only show inactive rates and will not automatically select Show incomplete rates.
  • From the Showing dropdown menu at the top of the Rates screen, you can choose to show All rates, Rates subscribed, or Hotel rates only.

Multi-Property Configuration: Charge Group Templates

 

In Multi-Property Configuration under Configuration > Financials > Charge Groups, you’ll find an option to Create template.

 




 

Once a charge group template has been created, you’ll need to turn ON the toggle next to the charge group template to apply this to all hotels within the chain. Furthermore, when a new hotel within the chain is created, charge groups are automatically activated based on the Multi-Property settings.


 


When subscribing a chain to a rate type template, the following message will appear:

 

You are about to activate charge group Chain Tax in all properties.

 

This is what will happen next:

  1. First, we'll automatically create charge group Chain Tax for properties that don't have it.
  2. Then, we'll activate it in all properties.

 

 

Users have the option to select Activate template or Cancel. If a user selects Activate template, the entry will be merged and will reflect the charge group template for the chain. The entry will then be enabled in both Multi-Property Configuration and Stayntouch PMS. Hotel-specific fields will remain intact.



When a charge group template is deactivated at the chain level, the charge group is not automatically deactivated for hotels in the chain. 

 

You can edit the charge group name by clicking on the blue hyperlinked name.

 



You can search for charge group templates from the search bar at the top left of the screen.



 

In Stayntouch PMS (not the Multi-Property Configuration), if the charge group template is activated, it cannot be edited or deleted, as it has been identified as a chain parameter. If a charge group template is not activated at the Multi-Property Configuration level, a charge group template can be edited or deleted within Stayntouch PMS.

 

Active in Multi-Property Configuration






 

Items to Note:

  • Updates to charge groups at the Multi-Property Configuration level automatically update all hotels in the chain.
  • Hotels can add hotel specific charge groups from Stayntouch PMS. Hotel specific charge groups can be edited and deleted if there are no charge codes associated.
  • Hotels cannot edit or delete chain-defined charge groups in Stayntouch PMS. 

Multi-Property Configuration: Charge Code Templates

 

In Multi-Property Configuration under Configuration > Financials > Charge Codes, you’ll find an option to Create template.





 

From here, you’ll be required to enter the following information:

  • Charge Code: Enter a charge code.
  • Charge Code Description: Enter a charge code description.
  • Charge Group: Select from one of the charge groups created for Multi-Property configuration.
  • Charge Code Type:Select a charge code type.
    • If TAX is selected, the hotel will need to update Amount and Amount Type.
  • Manual Posting: Activate to allow manual postings.
  • Under Who can use this template?, you’ll be required to select either All properties or Selected properties to either make the charge code template available to all properties or only selected properties. If you choose Selected properties, you’ll need to indicate which properties.

 




The following items must be updated at the hotel level:

  • Amount
  • Amount Type

 

Once this information has been provided, select Create Charge Code Template to save the template.


 

Once a rate template has been created, you can click the checkbox to the left of the rate to Add to chain templates. Upon doing so, you will see a CHAIN indicator in orange to the right of the rate, which shows that the rate has been added to Multi-Property templates. Please note, when a new hotel within the chain is created, rates are automatically activated based on the Multi-Property settings.




 

If you select the checkbox to the left of the rate after adding the rate to Multi-Property templates, you can also choose to Remove from chain templates. Once the rate is removed from Multi-Property templates, it will no longer have a CHAIN indicator in orange.



 

On this page, you can also sort charge code templates by the following:

  • Showing templates from charge group: Choose from any or a specific charge group.
  • With type: Choose from any or a specific charge type.


 

You can also click on the blue hyperlinked charge code to edit the charge code template.

 


 

Active in Multi-Property Configuration

 





Please note, charge codes can be saved without completing all mandatory fields; however, they will be marked as INCOMPLETE if all the mandatory fields are not present, and the status will automatically be set to disabled. Once all the mandatory fields are updated, the charge code will be marked as completed in the database, and the status can be set to active. You’ll also notice a Show incomplete charge codes from chain checkbox, which will show only incomplete charge codes.


Multi-Property Configuration: Market Templates

 

In Multi-Property Configuration under Configuration > Reservations > Markets, you’ll find an option to Create template.





 

You’ll then be prompted to enter a Market Name. Under Who can use this template?, you’ll be required to select either All properties or Selected properties to either make the market template available to all properties or only selected properties. If you choose Selected properties, you’ll need to indicate which properties. Upon doing so, you can click Create Market Template.







Once a market template has been created, you can click the checkbox to the left of the market to Add to chain templates. Upon doing so, you will see a CHAIN indicator in orange to the right of the market, which shows that the market has been added to Multi-Property templates. Please note, when a new hotel within the chain is created, markets are automatically activated based on the Multi-Property settings.





If you select the checkbox to the left of the market after adding the market to Multi-Property templates, you can also choose to Remove from chain templates. Once the market is removed from Multi-Property templates, it will no longer have a CHAIN indicator in orange.



 

Moreover, if you click on the blue hyperlinked market name, you’ll be able to edit the market template.



 

Active in Multi-Property Configuration

 

 

Items to Note:

  • Updates to markets at the Multi-Property Configuration level automatically update all hotels in the chain that are subscribed to the template.
  • When a market template is deactivated at the chain level, the market is not automatically deactivated for hotels in the chain.
  • In Stayntouch PMS (not the Multi-Property Configuration), if the market template is subscribed, it cannot be deactivated, edited, or deleted, as it has been identified as a chain parameter. 
  • If a market template is not subscribed at the Multi-Property Configuration level, a market template can be activated, deactivated, edited, or deleted within Stayntouch PMS.
  • Hotels can add hotel specific markets from Stayntouch PMS. Hotel specific markets can be edited and deleted if there are no rates associated.
  • Hotels cannot edit or delete chain-defined markets in Stayntouch PMS.
  • When a market with the same name exists in Stayntouch PMS, and the hotel is subscribed to it, the markets will be merged into one market.

Multi-Property Configuration: Source Templates

 

In Multi-Property Configuration under Configuration > Reservations > Sources, you’ll find an option to Create template.





You’ll then be prompted to enter a Source Name. Under Who can use this template?, you’ll be required to select either All properties or Selected properties to either make the source template available to all properties or only selected properties. If you choose Selected properties, you’ll need to indicate which properties. Upon doing so, you can click Create Source Template.

 





Once a source template has been created, you can click the checkbox to the left of the source to Add to chain templates. Upon doing so, you will see a CHAIN indicator in orange to the right of the source, which shows that the source has been added to Multi-Property templates. Please note, when a new hotel within the chain is created, sources are automatically activated based on the Multi-Property settings.




 

If you select the checkbox to the left of the source after adding the source to Multi-Property templates, you can also choose to Remove from chain templates. Once the source is removed from Multi-Property templates, it will no longer have a CHAIN indicator in orange.


 

Moreover, if you click on the blue hyperlinked source name, you’ll be able to edit the source template.



 

Active in Multi-Property Configuration

 





Items to Note:

  • Updates to sources at the Multi-Property Configuration level automatically update all hotels in the chain that are subscribed to the template.
  • When a source template is deactivated at the chain level, the source is not automatically deactivated for hotels in the chain.
  • In Stayntouch PMS (not the Multi-Property Configuration), if the source template is subscribed, it cannot be deactivated, edited, or deleted, as it has been identified as a chain parameter. 
  • If a source template is not subscribed at the Multi-Property Configuration level, a source template can be activated, deactivated, edited, or deleted within Stayntouch PMS.
  • Hotels can add hotel specific sources from Stayntouch PMS. Hotel specific sources can be edited and deleted if there are no rates associated.
  • Hotels cannot edit or delete chain-defined sources in Stayntouch PMS.
  • When a source with the same name exists in Stayntouch PMS, and the hotel is subscribed to it, the sources will be merged into one source.

Multi-Property Configuration: Segment Templates


In Multi-Property Configuration under Configuration > Reservations > Segments, you’ll find an option to Create template.





You’ll then be prompted to enter a Template Name and < Nights amount. Under Who can use this template?, you’ll be required to select either All properties or Selected properties to either make the segment template available to all properties or only selected properties. If you choose Selected properties, you’ll need to indicate which properties. Upon doing so, you can click Create segment template.





 

Once a segment template has been created, you can click the checkbox to the left of the segment to Add to chain templates. Upon doing so, you will see a CHAIN indicator in orange to the right of the segment, which shows that the segment has been added to Multi-Property templates. Please note, when a new hotel within the chain is created, segments are automatically activated based on the Multi-Property settings.

 



 

If you select the checkbox to the left of the segment after adding the segment to Multi-Property templates, you can also choose to Remove from chain templates. Once the segment is removed from Multi-Property templates, it will no longer have a CHAIN indicator in orange.



Moreover, if you click on the blue hyperlinked segment name, you’ll be able to edit the segment template.




Active in Multi-Property Configuration





 

Items to Note:

  • Updates to segments at the Multi-Property Configuration level automatically update all hotels in the chain that are subscribed to the template.
  • When a segment template is deactivated at the chain level, the segment is not automatically deactivated for hotels in the chain.
  • In Stayntouch PMS (not the Multi-Property Configuration), if the segment template is subscribed, it cannot be deactivated, edited, or deleted, as it has been identified as a chain parameter. 
  • If a segment template is not subscribed at the Multi-Property Configuration level, a segment template can be activated, deactivated, edited, or deleted within Stayntouch PMS.
  • Hotels can add hotel specific segments from Stayntouch PMS. Hotel specific segments can be edited and deleted if there are no rates associated.
  • Hotels cannot edit or delete chain-defined segments in Stayntouch PMS.
  • When a segment with the same name exists in Stayntouch PMS, and the hotel is subscribed to it, the segments will be merged into one segment.

Multi-Property Configuration: Likes Templates

 

Multi-Property users can create system-defined likes as well as add options for newspaper, room feature, and room type preferences from Multi-Property Configuration > Cards > Likes. When an option is added and saved, the option will be sent to all hotels in the chain.

 

Items To Note:

  • Room features can be added to rooms.
  • Newspaper, room feature, and room type preferences are visible on the guest card.
  • Chain room features cannot be deactivated when active for the chain.


 

 

Create New Template







 

Edit Newspaper Template

 




Edit Room Feature Template





Edit Room Type Template




Multi-Property Configuration: Origin of Booking Templates

 

Multi-Property users can see a list of existing origin of booking templates, view an origin of booking template, and create a new origin of booking template.






 

During origin of booking template creation, you will see an option to subscribe the template to specific properties or select to apply it to all chain properties.




 

Upon successful creation, the new template will be visible from the list of templates with the selected subscribed properties displayed, and you can edit the template if necessary.



Multi-Property Configuration: Payment Method Templates

 

Multi-Property users can navigate to Multi-Property Configuration > Financials > Payment Methods and select Create Template to create a payment method template.







From here, you will be prompted to enter relevant details, such as payment method name, code, and configuration options.



 

Once created, the new payment method will be visible from the list of templates and can be enabled as a Multi-Property template and edited.




Multi-Property Template Configuration: Copy Rates & Create Templates

 

When Multi-Property templates are enabled for your hotel, Multi-Property users can copy rates and share them with other properties in the chain from Configuration > Rates > Rates > Copy. When a rate is copied and shared with a property or properties, if the rate code already exists for the property(s), the entry is skipped. If a value does not exist in the subsequent property(s), those fields will be left blank. If a required field is left blank, the rate will be marked as incomplete in the property(s) the rate is sent to. All room types defined on the rate will be sent to the property(s). If a room type does not exist in the property(s), that entry will be skipped, and the remaining room types that do exist in the property(s) will be added to the rate. If none of the room types match what is being shared, a template will be shared, and the property(s) will need to complete the room types and date ranges/set.

 

In the event the date range of the rate has a date in the past, the rate will be sent to the property(s) with a start date of the current business date of the property(s). Completed date ranges will not be sent.

 

When the rate is saved, the activity will be recorded in the rate Activity Log, and necessary updates will be sent to the Rate Manager, Rate Strategy, and CRS. Subscribed properties will not be able to edit the copied rate template at the property level.








 

Additionally, you can also copy and create a template where the header fields will be subscribed and then locked down. The template will then be found in the Templates section.

 


Multi-Property Configuration: Reservation Type Templates

 

Multi-Property users can toggle ON or OFF the following predefined reservation type templates from Configuration > Reservations > Reservation Types:

  • 4pm Hold
  • 6pm Hold
  • Company Guaranteed
  • Credit Card Guaranteed
  • Deposit Received
  • Deposit Requested
  • House Use
  • Not Guaranteed
  • Payment Guaranteed
  • Travel Agent Guaranteed

 




When you try to enable a reservation type template, you will be prompted with the following message:

 

“Activate reservation type. You are about to activate reservation type Company Guaranteed in all properties. This is what will happen next in properties:

  1. First, we'll check each property to make sure they have a reservation type called Company Guaranteed.
  2. We'll create it in properties that don't have it.
  3. When all properties have this reservation type, we'll activate it for all.
  4. Properties won't be able to deactivate it.

 

When you deactivate a reservation type it's no longer automatically created and activated for new properties, but it will remain active in properties that currently use it.”

 

You can either click Activate template or Cancel.



 

Items to Notes:

  • When a reservation type is activated at the Multi-Property configuration level, the reservation type is activated across all hotels in that chain.
  • Any hotel that is created within the chain automatically inherits the enabled reservation types.
  • Users cannot deactivate a reservation type from the Hotel Admin level that is active at the Multi-Property configuration level.
  • Deactivating reservation type from the Multi-Property configuration level does not automatically deactivate the reservation type at all hotels.
  • Users on the Hotel Admin level can toggle off reservation types after deactivation of the Multi-Property configuration toggle.
  • Users on the Hotel Admin level can activate a reservation type that is not active at the Multi-Property configuration level.
  • Users on the Hotel Admin level can deactivate a reservation type that is not active at the Multi-Property configuration level.

Multi-Property Configuration: Room Type Templates

 

Multi-Property users can configure room type templates from Configuration > Rooms > Room Types.





The following fields can be configured:

  • Name: This field is required.
  • Code: This field is required.
  • Max. Occupancy: The maximum number of guests that can stay in the room. This field is not required.
  • Description: Add a description of the room type. This field is not required.
  • Features: You can choose to mark the room as either Suite OR Day Use.
  • Select Properties: Select which properties the template should be applied to.

 


 

Once you enter the required information, you can click Create Room Type Template.

 

You will then be prompted with the following message:

 

“Send To Properties. If Room Type or Room Type Code exists in selected properties, entry will be skipped.”

 

You can either click Activate template or Cancel.


 

You can then activate the newly created room type template for the chain by clicking the checkbox to the left of the room type template and click Add to chain templates. 




When applied to the chain, the template will be marked as CHAIN in orange.



Items to Note:

  • Room type template fields can be edited from the Hotel Admin level.
  • Room type template fields can be edited from the Multi-Property configuration level.


Updates to room types at the Multi-Property configuration level are not sent to subscribed hotels.

Markets, Sources, & Segments Automatically Activated When Sent From Chain to Stayntouch PMS

 

If market, source, and/or segment templates are sent from the chain to Stayntouch PMS, the system will automatically activate the modules in the PMS if not already active.

Mirror Property Groups In Multi-Property Dashboard From Settings > Chain > Property Group


Multi-Property users can view and make updates to property groups in Multi-Property Configuration from Configuration > Property Groups, and these updates will be reflected in Hotel Admin from Settings > Chain > Property Groups. Furthermore, updates by a Hotel Admin user from Settings > Chain > Property Groups will reflect in Multi-Property Configuration from Configuration > Property Groups.






Multi-Property Configuration: Service Provider Login

 

Service provider users can navigate to the Multi-Property Configuration section from the Dashboard. When the service provider user tries to click into the Configuration section, they will be prompted to select a chain from a list of chains to which they have access, at which point they will be directed to the Multi-Property configuration screen for that chain.

 


Multi-Property Configuration: User Roles & Permissions

 

User roles and associated permissions can be configured at a chain level from Configuration > Roles & Permissions. When configured, user roles and associated permissions can be automatically updated for all hotels in the chain. These user roles and associated permissions will then update in Stayntouch PMS Hotel Admin; however, they cannot be edited in Hotel Admin.








Updates To Users From Multi-Property Configuration Reflect In Hotel Admin User Setup

 

Any updates from Multi-Property Configuration > People will be reflected in Settings > Hotel & Staff > User Setup > All Users from Hotel Admin.





Did you find it helpful? Yes No

Send feedback
Sorry we couldn't be helpful. Help us improve this article with your feedback.