Release Details
Product: Bookings - EQ1
Release Date: Monday 25th November 2024
Summary: A new feature in Equiem One which allows the bookings team to override the default rates of a resource when approving a booking request
Overview
Resource Cost Override
This feature applies to manual approval bookings (i.e. the booking is in a Pending approval state) and the payment type is Invoice
This feature is typically used when a resource is configured to have the Costs hidden. Refer to these Release Notes for further information.
Background
Previously, all booking requests used the default rates set for a resource. To address the need for “Enquiry” bookings—where bookings can be converted to paid resources at a custom rate—we’ve introduced a feature allowing the bookings team to override default rates and set a new total price for the booking.
Overriding the Default Resource Rate
Providing a booking is in the Pending approval state and the Host has chosen to pay via Invoice, you are able to edit the booking and override the default resource cost before it is approved or rejected.
You cannot do this after the booking is approved. In order to make adjustments after this point, you will need to use the refund and additional charge functionality when viewing the booking.
Go to the Bookings management tab, find the booking in the Pending approval state:
Select the Edit option in the operations menu:
In the side modal, scroll to the Costs section and you’ll see a pencil icon:
A modal will be launched which allows you to enter a New Total Cost:
It’s important to take note of the information in the banner at the top of the modal:Editing enables you to override the total booking cost, including any paid extras and tax. The Host will see a single total amount on their booking confirmation. Ensure the new total is communicated with the Host prior to making this change.
In summary:
Ensure you have communicated the new total cost with the Host (the person who made the booking) prior to overriding the booking cost
The new total cost includes any paid extras and tax
Simply enter the new total cost and Confirm to save the new total. The booking won’t be completed until you finalise it.
You’ll be shown the difference in price between the original and new total as indicated below:
Once you’re happy with the changes select GO TO PAYMENT and then CONFIRM CHANGES on the final step:
The booking has now been approved and the default resource rates have been overridden with a new total. A confirmation email will be sent to the Host confirming their booking and the total cost.
Activity Log
If a booking has had the default rates overridden, this will be recorded in the activity log section when viewing the booking.
Additionally, an info icon will be shown next to the total to indicate that the original total cost was overridden.
Reconciliation Report
Similarly, when viewing the Reconciliation tab, any bookings which have been overridden will show an info icon next to the Total cost to indicate the original total:
When extracting the Reconciliation report a new column called Original total cost is included:
If the booking total has been overridden, the new total will be shown in the Total cost column and the original total in the Original total cost column.
Host Confirmation Email
When a booking request has had the rates overridden (i.e. new total cost) the booking is automatically approved and a confirmation email is sent to the Host.
The confirmation email will provide a single Total cost based off of the New Total Cost assigned by the bookings team. There will be no further breakdown in costs e.g. for any paid extras.
FAQs
Question | Answer |
|---|---|
Can I override the total cost of a confirmed booking? | No. You can only override the total cost for bookings in the |
Does the booking automatically get approved after overriding the total cost? | Yes. You do not need to approve the booking after this. Overriding the total cost is considered an approval of the booking. |
How can I avoid a Host being shown the cost of the booking in the first place so that I can negotiate a final price before completing the booking? | Refer to these Release Notes in particular the Booking Cost Visibility section. |