Booking

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Synchronising Prices, Availabiltiy and Bookings with your Booking.com account

General

  • You need an account with Booking.com.

Capabilities

With the connection you can

  • Export prices and availability
    • send inventory (available rooms)
    • send minimum stay
    • send maximum stay
    • send multiple rates
  • Import bookings, modifications to bookings and cancellations (by request)

Limitations

If you export inventory you will also need to export rates from Effective Tours, rates can not be set within the Booking.com extranet. Booking.com may sometimes withhold the credit card number or CCV unless you specifically request they are sent to you. Contact your Booking.com rep if this is occurring and you require this information.

Before you Connect

Prices

When the connection is activated Booking.com will remove all price and availability details on the Booking.com extranet and replace them with the data sent from Effective Tours. Therefore prices and availability of all rooms must be set up in Effective Tours before connecting.

  • We can only send availability if you have set up prices which are activated for this channel.
  • Booking.com needs a room price for the maximum number of guest.
  • If you want to send a single price and a room price you need to ask Booking.com to activate the single price option for you.
  • If you need prices for more occupancy levels talk to Booking.com about derived rates or additional rate codes (see chapter "Multiple Rates" further down).

Extras and Taxes

If required you can enter extras and fees can directly in Booking.com.

Bookings

Upcoming bookings can be imported. Booking.com will only send a summary of the booking, not the full information. The full information can still be accessed in the Booking.com extranet. New bookings made after activation will include full booking information.

Credit Cards

If you want to access credit card details through Effective Tours ask Booking.com to only accept bookings with credit card details and always send all details to Effective Tours.

Rooms and room types

If you have room types here and sell rooms individually at another channel or your own web site and want to sell them here as a "roomtype" with a quantity of more than one you can set up virtual roooms.

Sync Prices, Availability and Bookings

Setting up the connection is a 4 step process:

1) You request a connection on Booking.com extranet- nothing changes you are still bookable according to the prices and inventory you have set in the Booking.com extranet

2) Effective Tours accepts your request - nothing changes you are still bookable according to the prices inventory you have set in the Booking.com extranet

Between step 2 and 3 you should map your rooms and rates, check everything and import existing bookings from Booking.com to block the booked dates.

3) You enable the connection in Booking.com - this is when Booking.com removes your inventory and rates and you are temporarily not bookable.

4) Effective Tours sends prices and availability to Booking.com. You are bookable again. To send the update immediately click the "Export Hotels" buttons in the Agents area.

Bookings are not removed from the Booking.com extranet. Existing and new bookings are always visible in the Booking.com extranet.


Initiate the connection in Booking.com

Initiate the XML connection from the property menu within the booking.com extranet and then do the Effective Tours setup.

1) Login to Booking.com and go to ACCOUNT->CHANNEL MANAGER. If you do not see this option contact Booking.com and tell them you want to use a channel manager

2) Click the Start button and search for Effective Tours.

3) Complete the rest of the on screen instructions.

4) When ready you will receive a notification from Booking.com, go to the Channel Manager menu again and activate the connection.


Multiple Rate Plans at Booking.com

Booking.com can support more than one price per room for example to send prices for different occupancies, minimum stays, meal options or refundable and non-refundable prices. There are two options:

1. Linked/Derived Prices

Booking.com can auto calculate different occupancies from one standard rate. This rate is either for the base or for the maximum occupancy of a specific room. The system then automatically adds or subtracts a percentage price per person when the occupancy increases or decreases.

Talk to your Booking.com rep about how to best set this up (either a base rate to add on to or a maximum occupancy rate to subtract from).


2. Multiple Rate Ids

Booking.com can set up multiple rate ids for each room, each with pre-defined booking conditions. Effective Tours can send a different price to each Booking.com rate ID.

If you do not have the appropriate rate ids you need to request Booking.com to add them.


Maximum number accepted bookings

By default all available rooms are sent to activated channels.

Check Connection

The connection is working if you are not receiving error messages and the display in the channel is correct. If you are receiving error messages check in the "Common Errors" section why you are receiving the error and how to fix it.

Updates

Changes to availability and prices will be instantly sent to the channel. Changes for settings for example minimum stays, or quantity of rooms will send with the next update. Click on "Update" if you want to push them through instantly.

Notes

1) Credit card details are imported and shown on the "INVOICE" tab of the booking. If not please refer to "Missing Credit Card Details" in Setup Problems above.

2) Multiple Rates - if you want to send multiple prices for a room you must have a rate id for each rate in Booking.com and a matching rate with the price and rate id setup in Effective Tours. See the Multiple Rates section above for more details.

3) Single occupancy prices must be activated within booking.com if you are sending them to multi person room rates. They can be disabled by setting "Rates" = "Full Only"

4) For bookings imported through the button "Import upcoming bookings" Booking.com will only send a summary of the booking, not the full information. The full information can still be accessed in the Booking.com extranet. New bookings made after activation will include full booking information.

5) Deleting a rate or price in Effective Tours will not delete the price in Booking.com. If you need to close a rate at Booking.com, make the rate id unbookable at Effective Tours, for example by closing the room or removing the price and wait for it to update at Booking.com. Only once the rate has closed at Booking.com it is safe to remove it from Effective Tours.

You can close a rate at booking.com by making sure there is no price for it on the dates to close in Effective Tours. As long as the rate has at least a price for 1 day in the next year, all the other dates without prices will be closed.

If you have multiple rates at booking.com, the other rates can continue to be available by giving them prices.

Note that if there is no price on any day at all for a rate, this will not necessarily close the rate, in this case no information will be sent and whatever data is in Booking.com will remain.

You can always see the data being sent with the "View Actual Data" button in the channel manager.

6) Bookings with payment collected by booking.com will show the payment amount collected as a payment in the booking invoice.

Common Errors

Any errors reported by Booking.com will be emailed to you with the error message as returned by Booking.com. The error message usually includes information about the date, rate or room with the problem and a brief description. Below are common error messages and how to fix them.

Access denied while trying to get rooms for hotel XXXXXX 
Check if you have received a notification from Booking.com that the connection is ready. 
*If not please check in the Booking.com extranet that the connection has been requested. 
*If yes please check the Booking.com hotel id you have entered is correct and does not have blank spaces.
*If your connection is set up check if you confirmed the connection in your Booking.com Extranet as explained under „Activation“ step 4:


Access denied
Log into Booking.com and activate the connection as described under "Activate" step 4 and make sure you have confirmed the connection with Effective Tours..
Updating availability hasn't been enabled for hotel 0000
You have not activated the connection in the booking.com extranet. Please log into your booking.com extranet and activate the connection.
Not allowed to update Single Use Rate for Room
Booking.com have not activated a single occupancy price for the room.
Either ask Booking.com to allow a single price or set "Booking.com Rate Type"= One Price
Rooms to Sell were set below the Minimum Contracted rooms for these dates
You have agreed to supply a minimum number of rooms to Booking.com on the mentioned dates and Effective Tours is trying to update them to a number lower than your agreed minimum. Booking.com have ignored the Effective Tours values on those dates and used your agreed minimum instead.
*Make sure you have valid rates for the mentioned dates and no bookings from other sources
*Effective Tours: change your inventory to send the allotment you have guaranteed Booking.com
*Booking.com: Ask Booking.com to remove the guaranteed allotment
Rate is not active
You do not have an active Booking.com rate id with this number. Please double check your rates and daily prices and select a valid Booking.com rate id from the list in 'get codes'.
Room is not active
Booking.com has not activated the room for selling. Please ask Booking.com to activate it and check the room id  is correct.
Rate 123456 cannot be updated via XML
This rate has not been activated for channel management. Ask Booking.com to activate it. 
Did not set Close Room 'XY for Rate Category 'ZZ' because of remaining Minimum Contracted Rooms on dates.....
You have guaranteed and to have a minimum number of rooms to sell on  Booking.com but the channel manager is sending a lower quantity than contracted. 
*Make sure you have valid rates for the mentioned dates and no bookings from other sources
*Effective Tours: change your inventory to send the minimum contracted rooms you have guaranteed Booking.com
*Booking.com: Ask Booking.com to remove the minimum contracted rooms
Rate does not exist
You have added a number which is not a valid Booking.com rate id into the field in the "Channels" tab of a rate/daily price. 
*Open your rates (Channel Tab) and make sure the correct booking.com rate id is selected from the 'get codes' list.
*Open your daily prices (Enable list) and make sure the correct booking.com rate id is selected from the 'get codes' list. 
hotel 'xxxxx' not allowed for user 'Effective ToursProductionServer' 
 Check if you have received a notification from Booking.com that the connection is ready. 
*If not please check in the Booking.com extranet that the connection has been requested. 
*If yes please check the Booking.com hotel id you have entered is correct and does not have blank spaces.
hotel 'xxxxx' not allowed for user BA-bookingautomationadmin' 
 Check if you have received a notification from Booking.com that the connection is ready. 
*If not please check in the Booking.com extranet that the connection has been requested. 
*If yes please check the Booking.com hotel id you have entered is correct and does not have blank spaces.
 rate is not active 
You are trying to send prices for a Booking.com rate code which is not active. You can only send prices for active Booking.com rate codes. You will see your active rate codes when you click on "Get Codes". Make sure you only map these rates in you channel manager settings, daily prices and rates. 
 rate does not exist 
You are trying to send prices for a Booking.com rate code which does not exist. You can only send prices for active Booking.com rate codes. You will see your active rate codes when you click on "Get Codes". Make sure you only map these rates in you channel manager settings, daily prices and rates. 
room/rate combination is not active 
Your codes are not correctly mapped. Check you have entered the right Booking.com mapping codes.
You have added a number which is not a valid Booking.com rate id into the field in the "Channels" tab of a rate/daily price. 
*Open your rates (Channel Tab) and make sure the correct booking.com rate id is selected from the 'get codes' list.
*Open your daily prices (Enable list) and make sure the correct booking.com rate id is selected from the 'get codes' list. 
Not allowed to update Single Use Rate for Room
Booking.com requires the bed price be sent to them as the room price. Therefore they do not accept a single price for a dorm. Set "Booking.com Rate Type"= One Price. If you want to send a single price for other rooms ask Booking.com to set up a "Single" rate id for these.
Room reservation does not belong to this hotel reservation
The booking was already cancelled in Booking.com before the Channel syncronisation.

Notes

- Credit card details are imported

- Multiple Rates - if you want to send multiple prices for a room you must have a rate id for each rate in Booking.com and a matching rate with the price and rate id setup in Effective Tours. See the Multiple Rates section above for more details.

- Single occupancy prices must be activated within booking.com if you are sending them to multi person room rates.

- Deleting a rate or price in Effective Tours will not delete the price in Booking.com. If you need to close a rate at Booking.com, make the rate id unbookable at Effective Tours, for example by closing the room or removing the price and wait for it to update at Booking.com. Only once the rate has closed at Booking.com it is safe to remove it from Effective Tours.

You can close a rate at booking.com by making sure there is no price for it on the dates to close in Effective Tours. As long as the rate has at least a price for 1 day in the next year, all the other dates without prices will be closed.

If you have multiple rates at booking.com, the other rates can continue to be available by giving them prices.

Note that if there is no price on any day at all for a rate, this will not necessarily close the rate, in this case no information will be sent and whatever data is in Booking.com will remain.

You can always see the data being sent with the "View Actual Data" button in the channel manager.

FAQ

Will I receive notifications on new bookings?

After you activate the channel manager the channel will stop sending notifications. You will receive them from Effective Tours instead.

Do guests receive a confirmation?

The channel confirms the booking with the guest. Effective Tours will not sent a confirmation message. If you want to send one as well you can set up an Auto Action Email.

How do I modify or cancel a booking?

Bookings coming from a channel should be modified by the channel. Cancelling a booking in Effective Tours will not cancel the booking in Booking.com and can cause a double booking. Please ask booking.com or the guest to cancel the booking in Booking.com and the cancellation will be sent to Effective Tours.

How do can I access credit card details?

This is how you can view credit card details. Booking.com may sometimes withhold the credit card number or CCV unless you specifically request they are sent to you. Contact your Booking.com rep if this is occurring and you require this information to always be sent.

How do I add a promotion or special price?

You can set up promotions directly in Effective Tours or in the Booking.com extranet.

How do I add extra costs or fees?

Extra Costs, e.g. tax, cleaning fee, service charge can be set directly in the channels extranet.

Can I send different prices for different minimum stays or for different numbers of guests?

Yes. You can do this either with "derived" prices or multiple rates ids. See the "Multiple rates" section of this page.

I have multiple Booking.com hotel ids. How do I set this up?

The system can handle multiple properties in one account. Each Booking.com hotel requires one property in Effective Tours.

I have multiple Booking.com accounts. How do I set this up?

The system can handle multiple properties in one account. It doesn't matter whether the Booking.com properties are in different Booking.com accounts. Each Booking.com property still requires one property in Effective Tours, though.

What to do when I receive an overbooking?

  • Check if you are receiving error messages by email or in the potential issues menu. Error messages need to be addressed immediately because they can mean the channel manger is able to make updates.
  • Entering the same Booking.com room code in multiple rooms in Effective Tours can cause overbookings. Check your set up for warnings.

If you can not see a problem in your set up send us a support ticket with the booking numbers and dates.

Why is the price for the booking wrong?

  • A special offer set up in the channel may have reduced the price the channel manager sent.
  • Your prices are not set up as you expect.

What are contracted rooms?

This is an agreement between you and the channel where you agree to provide a number of rooms exclusively to that channel. This means you will not be able to sell these rooms directly or on other channels.