Stayntouch Auto-Configurator: Worksheet Guide

Modified on: Mon, 3 Mar, 2025 at 2:25 PM

Applies to:          Stayntouch PMS          

Stayntouch Auto-Configurator: Worksheet Guide


This article provides a guide for completing the Stayntouch Auto-Configurator worksheet.

  • Only focus on the blue and yellow tabs; you can ignore the gray tabs.
    • On the blue and yellow tabs, ignore any columns under the Automation Logs section. Again, that is for internal use only. 
  • The file is sensitive, and many of the fields/tabs rely on others, so please do not delete/remove/change any columns/headers. If a field is a dropdown, select from the dropdown, rather than copying and  pasting data into those fields.


TABLE OF CONTENTS

Floors

  • Create a floor entry for each guest room floor.
  • If you have more than nine floors, we suggest you prefix single-digit floor numbers with "0" (e.g., use "03" instead of "3") to ensure proper numerical ordering.


Features & Likes

  • These are unique physical attributes of guest rooms that help differentiate them for room assignments (e.g., Balcony, Fireplace, Pull-Out Sofa, ADA Roll-In Shower, ADA Tub).


Room Types

Code

  • This is typically hidden from most users and should match external systems, such as the CRS, for backend mapping.

Room Type Name

  • Displays for internal users and on guest communication.

Room Description

  • Highlights marketable and relevant physical room attributes (e.g., "1 King bed, oversized desk, pull-out sofa, balcony").
  • Guests will see this if the Upsell feature is enabled in Guest Mobility/Kiosk or the Stayntouch Internet Booking Engine.

Max Occ (Maximum Occupancy)

  • Defines the maximum number of adults and children allowed in this room type. This should be entered as a numerical value (e.g., “4” or “2”).

Day Use

  • Should be set to No.


Rooms

Room Num (Room Number)

  • Typically alphanumeric and should generally match the number guests are given.
  • If you have more than nine floors, prefix single-digit floor numbers with "0" (e.g., "0503" instead of "503") for proper sorting.

Room Type & Floor

  • Use dropdown menus to select.

Day Use

  • Leave blank.

Maximum Occupancy (Max Occ)

  • Leave blank unless overriding the default Room Type maximum occupancy with a different numeric value (e.g., this room can accommodate one less person than the room type typically does).

Columns G and Beyond

  • Select options from dropdown menus only if applicable to the room; it is helpful to go ahead and do this now. Otherwise, leave blank.


Charge Groups

  • Used for internal reporting and typically includes categories such as Room Revenue, Food & Beverage Revenue, Miscellaneous Revenue, Internal Non-Revenue, Taxes, and Payments.
  • Ensure that the payment charge group is named "Payments".


Payment Types

  • Do not modify the gray default sections.
  • Additional payment methods should be entered in the white section (starting from row 31). For additional payment methods, ensure column G is set to YES.
  • Examples of common additional payment methods: "EFT / Wire Transfer", "Property Gift Certificate".


Tax Charge Codes

  • All columns must be completed.
  • As a best practice, create separate codes for room taxes and non-room taxes.
  • For room taxes:
    • Amount Type: Set to "Room".
    • Post Type: Set to "Night".
  • Charge Code Type:
    • Most taxes should be categorized as "TAX".
    • "TOURIST TAX" is a special tax designed to behave independently of its parent charge code. This means even though the Tourist Tax will get posted based on the amount posted for the parent room charge, Tourist Tax will be posted as an independent transaction. Learn more about the Tourist Tax functionality here. Do not use "Tourist Tax" for fees unless they are percentage-based amounts rather than flat amounts (e.g., Resort Fee, Guest Amenity Fee, Destination Fee).


Other Charge Codes

  • Adjustment charge codes are not required.
  • Each payment type must have a corresponding charge code.
  • If Charge Code Type is "PAYMENT", select a Payment Type in Column F.
  • Charge Group & Charge Code Type: Use dropdown menus.
  • Room Revenue Charge Codes:
    • Any charge code under "ROOM" contributes to room revenue & ADR statistics.
    • Example: “Upgrade Fee” should be categorized as “ROOM” but "Cancellation Fee" should be categorized under "OTHERS", not "ROOM."
  • Fee Charge Codes:
    • Do not use the "FEES" charge code type unless for credit card processing fees (common in some countries).
    • Any other types of fees (e.g., Cancellation Fee, Pet Fee, Resort Fee) should be categorized under "OTHERS".
  • Allow Manual Postings:
    • Most charge codes should be set to "Yes" this allows users to post charges on them. However, most hotels choose to set POS related charge codes to “No”.
  • Taxes (Column G onward): Use dropdown selections.
    • Tax Type
      • Exclusive taxes will post when you complete a charge with this charge code and will be exclusive of what the charge is. For example, if you select a 6% sales tax, an Exclusive tax will post as $0.60 in tax on a $10 item.
      • Inclusive taxes, on the other hand, are included within the total. If a guest is charged $100, they will just see this flat fee. However, in the Journal, you will see the sales tax broken out as follows: $94.00 in charges and $6.00 in sales tax.
    • Calculation Rule
      • If you have more than 1 tax on a charge code, you will have to set a tax calculation rule for the second and all subsequent taxes. For taxes that are based on the room charge alone, select ChargeCodeBaseAmount for the tax calculation rule.
      • For taxes that are based on the room charge (base amount) plus TAX 1, select the tax charge codes and then select ChargeCodePlusTax1 from the dropdown menu under CALCULATION RULE.
  • A/R Manual Balance & A/R Manual Credit cannot be created in this spreadsheet and must be created manually in the PMS if applicable.


Market Sources

  • Optional; used for revenue and statistics reporting.
  • Markets (Column A): Typically align with P&L room revenue reporting categories (e.g., Retail, Qualified Discount, Non-Qualified Discount, Package, Corporate, Consortia, Association Group, Complimentary). 
  • Sources (Column B): Used to track production on various booking channels (e.g., Direct Call, Walk-In, Website, Expedia, Booking.com).
  • Origin (Column C) [Optional; less commonly used]: Some hotels use this for high-level categorization (e.g., Transient, Group, Complimentary). Other hotels use this for a further breakdown of Sources, but many find that redundant of Sources and decide to not use it.


Rate Restrictions

  • Select restrictions you wish to enable from the dropdown.
  • Only enable restrictions supported by your CRS. Contact your Implementation Consultant if unsure.


Deposit Rules

  • If you do not take deposits, you will likely still want to build a rule for Credit Card Guarantee.
  • Policy Name: Use clear, descriptive names (e.g., "Full Prepayment - Day of Arrival" instead of "FPP-DOA").
  • Description: This is visible on reservations & guest communication (e.g., "A credit card is required to guarantee your reservation. The full stay amount will be charged on the morning of arrival.").
  • Allow Editing of Deposit Payment: Set to Yes.
  • Apply to All Bookings: Set to No.
  • No Deposit Request on Routed Charge Reservations: Set to No.
  • Per Night or Stay:
    • First Night Deposit:
      • Amount Type: 100
      • Type: Percentage
      • Per Night or Stay: First Night
    • Full Stay Deposit:
      • Amount Type: 100
      • Type: Percentage
      • Per Night or Stay: Nightly
  • Days in Advance: Use dropdown.
  • Instant Payment: Strong Recommendation—set to No.
    • It is recommended to set Instant Payment to NO and rely instead on the automatic deposit processing feature during the end of day process and up to two other times of day (customizable).
  • Exclude from Auto Collection: Generally No unless it is a same-day deposit you wish to collect during the check-in process.


Cancellation Policies

  • Request Name: Use clear names (e.g., "48 Hrs - 1 Night" instead of "48H-1N").
  • Description: Ensure clarity for users and guests. (e.g., "Cancellations must be received by 4 PM on the day of arrival to avoid a penalty of one night's stay.")
  • Cancellation Charge Code: Select from the dropdown.
  • Apply to All Bookings: Set to No.
  • For Non-Refundable Policy:
    • Set Days in Advance to 999.


Add-Ons

  • Building add-ons via this worksheet is for simple add-ons (e.g., Pet Fee, Resort Fee, Parking, Champagne & Chocolates) rather than complex add-ons like Allowances.
  • Name/Description: This is visible internally as well as externally on guest communication.
  • Best Seller: Select Yes if prioritizing visibility for internal users.
  • Reservation Only: Select Yes if sold via Guest Mobility/Kiosk (cannot be used in rate packages).
  • Rate Only: Select Yes if creating rate packages only.
  • From Date / To Date: Can leave this blank if you intend to offer this on an ongoing basis.
  • Amount: This is in flat currency—not a percentage.
  • Consume Next Day: select YES if this is a Breakfast add-on
  • Charge Group/Charge Code, Occupancy Type / Post Type: Select from the dropdown.


Rate Types

  • Categories used for reporting & visibility.
  • Align Rate Type with CRS Rate Categories for use with hierarchy restrictions if applicable.
  • Classifications:
    • Public: Default visible rates to reservations agents (e.g., BAR, Discount).
    • Corporate: Restricted rates (e.g., OTA, Complimentary, Corporate Negotiated).
    • Group: Only for group blocks.


Rates

  • Rate Code: Align with CRS.
  • Rate Name: This is visible to users and guests.
  • Rate Description: Visible to users and to guests when booking on the Stayntouch Internet Booking Engine
  • Rate Type: Select from dropdown.
  • Day Use: Set to No or leave blank (unless the rate is derived and it is greyed out).
    • If you set it to yes, you will not be able to use this rate for overnight stays.
  • Display Rate Name on Bill: Optional. This will display the rate name instead of the room charge code description on a guest bill. This is most commonly used for packages and negotiated / discounted rates to remind the guest what they booked.
  • Charge Code: Charge code used to post Room Revenue. Select from the dropdown.
  • Extra Adult Or Child Min/Max Amount Threshold In Percentages: Enter value of 100 if it is a base / parent rate.
  • Derived / Parent Rates: Fill in columns J-N. Parent Rate in column J is the Rate Name—not the Rate Code. Based On or Copy; generally, you will want to select Based On so that the rate stays dynamically derived.
  • PMS Only: Set to No or leave blank.
  • Channel Only: Set to No or leave blank.
  • Public Rate: Set to No  or leave blank unless you are using an API integration that requires the ability to look up rates for new booking inquiries.
  • Commissionable Rates: Fill in columns S-W. Ensure you select a charge code in column V to ensure commission calculates without taxes; leave column W blank if not applicable.
  • Prepaid: Set to No or leave blank.
  • Suppress Rate: Use Yes only for OTA collect rate codes.
  • Market, Origin, Source: Select from Dropdown; leave blank if a default does not apply to all reservations within that rate code.
  • Date From / Date To: 
    • Date range formats must match the first sheet (Credentials) setting. For example, if on that sheet it is MM/dd/yyyy then it must be here in mm/dd/yyyywith leading zero for single digits.
    • Base / parent rates will be listed on multiple rows if there are multiple date ranges / seasons / sets. To create another rate set or set values for different days of the week: On a new row, fill in columns A-D that match the previous rate set’s details, fill in AC and AD (if just updating days of the week then those should match as well) and then update the days of the week and prices from AS onwards.
  • Columns AE - AK: Select from dropdown. Required.
  • Deposit Policy / Cxl Policy: As a best practice, do not leave blank and assign to every rate code by selecting from the dropdown.
  • Columns AN - AQ: If applicable, enter numeric value (days). If not applicable, leave blank.
  • Columns AS - onward: These are numeric rate amount values for your room types. For most hotels, single and double occupancy values are the same assuming you charge the same price for one or two guests. Fill out each column for each room type. If you do not charge for extra adults or children, ensure you enter a 0 value.
    • Do not copy or drag/drop from one cell to another within columns or rows.


Rates Add-On

  • This sheet is primarily used by hotels wanting to add Resort Fee add-ons to rate codes or to build simple packages.
  • For all three columns, select from the dropdown.


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