ESTABLISHMENT MANUAL

Version 2.4 March 2011

Table of Contents
Table of Contents ......................................................................................................................................... 2 Welcome to HostelsClub.com!................................................................................................................. 3 Logging in to the Back Office ................................................................................................................... 4 The Home Page ............................................................................................................................................ 5 Inserting Rooms: ............................................................................................................................................ 6 a)Creating Private Rooms ..................................................................................................................... 6 b)Creating Shared Rooms (Dorms) ..................................................................................................... 7 The Availability Calendar ........................................................................................................................... 8 How to read the availability calendar?................................................................................................. 9 a) Private Rooms: .................................................................................................................................... 9 b) Shared Rooms: ..................................................................................................................................... 9 -To insert availability............................................................................................................................... 10 -To Change a Price ................................................................................................................................ 10 -To Change Availability ........................................................................................................................ 10 -To Remove Availability ........................................................................................................................ 10 Managing Availability ............................................................................................................................... 11 Editing Prices ................................................................................................................................................ 12 Alternative use of rooms........................................................................................................................... 13 Managing Reservations ............................................................................................................................ 14 Confirmation Email..................................................................................................................................... 15 How to Recover Credit Card Details for No-Shows .......................................................................... 16 How Can I Modify My Page on Hostelsclub.com? ........................................................................... 17 How Can I Insert Restrictions On My Lisitng?....................................................................................... 18 How Can I Insert Minimum Stays for Certain Periods? ..................................................................... 19 Here you can see if a group has replied to one of your bids. ........... Error! Bookmark not defined. How do I reply to a Group booking request? ................................................................................... 21 Checking Your Statistics ........................................................................................................................... 22 Your Ratings ................................................................................................................................................. 22 The Booking Interface ............................................................................................................................... 23

HostelsClub.com Manual, Version 2.4

2

The HostelsClub. the sections marked by a double asterisk (**) are mandatory.com network. Version 2. In the Back Office.com. please contact the staff of HostelsClub. contact us immediately.com.com Manual. opinion or problem.com! Dear Partner.com at: info@hostelsclub.com team * Remember: You are responsible for offers and prices advertised on our website! If you make a mistake and cannot change it. Please read and follow the steps for inserting and setting up your rooms so you can start receiving bookings from HostelsClub. This manual will guide you in using that system and in a few minutes you’ll be able to manage the various services offered by HostelsClub. We believe that our new Back Office system is very simple and extremely easy to use.com as soon as possible. For any question. Looking forward to a profitable partnership. Congratulations! Your property is now a member of the Hostelsclub.Welcome to HostelsClub. HostelsClub.4 3 .

3.com and we will send you new ones.hostelsclub. scroll down to the bottom of the page and click on Hotel Back Office --------------------------------------↓ or go to https://www.4 4 . go to www. Version 2. Insert the login and password you received in the welcome email you got when your user account was created.com Manual. contact us at info@HostelsClub. To log in.php and save that page in your bookmarks for easy access next time! 2.com/admin/index.hostelsclub.Logging in to the Back Office 1.com. HostelsClub. Click >Enter In case you lose your login and password.

Here you can see the new group booking requests you have received. Here you can manage your rooms and access directly your advanced availability calendars. Here you will see if a group a replied to your offer with a message. Here you see your availability for the next month.com Manual. Version 2. 3. The green bars show how many beds are available each day: if the number is 0. you have no beds left for that day! 6. 5. Click here for Group Booking. 2. you may have more unread reservations than the ones you can see in this box. If you have a single user managing multiple properties. This is a resume of all the guests that will arrive in the next 7 days. HostelsClub. 8. just click on “view all reservations” to see all the reservations for your property.The Home Page The new Back Office home page will display right away the most useful information about your property: 1. The orange bar on the left side shows the total number of beds you have inserted.com during the current month. 7. 4. Here you see how many reservations you have received through HostelsClub. you will have a drop-down menu here to switch between your properties. Click on > view to see the details of these reservations.4 5 . Here you have the last 4 unread reservations – please note that only the last 4 will be displayed here.

You have just created a new price! You can continue to create prices for all the other types of rooms you will be inserting. To create a price for the room click on: View/edit prices for PRIVATE rooms in the right column.  Click >>SUBMIT.  Choose the default price among the ones that you created. it’s for your benefit only!  Tick this box if the room has a private WC. 3.com Manual.  Insert the number of rooms of the same type you wish to create.Click on Insert new Private prices.  Insert here the price per room for weekdays (from Sunday night to Thursday night) in the currency you selected when joining. or come back in the future to add/edit prices.We suggest that you create a price before creating a room.  Insert here the price per room for weekend days (Friday and Saturday nights) in the currency you selected when joining.Inserting Rooms: a)Creating Private Rooms 1.Go back to the “Rooms” 7. Version 2.You are now ready to create private rooms.  If it is a room for 2 you can specify if it is a double bed or a twin (leave blank).  Select a classification for the room.Click on “Rooms” from the top bar.Click on Insert PRIVATE rooms page.4 6 . 2.  Insert here the name of the rooms – the clients will NOT see this information on our site. 5. this is how you can make two double different and give them different prices! Example Single Room with view could be classified as a single deluxe and therefore have a higher price than a single standard. This is what the client will see as the ROOM TYPE on our site.  Click >>Insert: you have just created a new Private Room! HostelsClub. 6. 4 Insert here the name for your price (example: double room high season): the guests will NOT see this information.  Insert the number of people of the room’s occupancy.

Example: 6 bed dorm female standard / 6 bed dorm female deluxe  Click >>Insert: you have just created a new Shared room! HostelsClub.Click on Insert new Shared prices. 1.  Click >>SUBMIT. this is how you can make two dorms with the same occupancy different and give them different prices.  Insert here the number of rooms that you want to create of this same type. Version 2.  Insert here the price per bed for weekdays (from Sunday night to Thursday night) in the currency you selected when joining.b)Creating Shared Rooms (Dorms) Please note that you need to ask HostelsClub.  Insert here the name of the rooms – – the clients will NOT see this information on our site. 4 Insert here the name for your price (example: girl dorm high season): the guests will NOT see this information.Click on Insert SHARED rooms page. This is what the client will see as the ROOM TYPE on our site. To create a price for the room click on:View/edit prices for SHARED rooms in the right column. 3.Click on “Rooms” from the top bar.4 7 .  Insert here the price per bed for weekend days (Friday and Saturday nights) in the currency you selected when joining.  Choose the default price among the ones that you have created.com staff to be enabled to use shared rooms . You have just created a new price! You can continue to create prices for all the other types of rooms you will be inserting. it’s for your benefit only!  Tick this box if the room has a private WC. or come back in the future to add/edit prices.  Insert here the number of people of the room’s occupancy  Choose the type of room from the drop down menu. 2.You are now ready to create shared rooms 6.We suggest that you create a price before creating a room.com Manual. since they are not available by default. 5.Go back to the “Rooms” 7.  Select a classification for the room.

Version 2.In the last column you will see in which currency your prices are inserted.com Manual. to change this contact us.How many beds you have for each kind of room (point 6) Example: This means you have inserted 20 rooms of the kind “4 beds mixed shared” with private WC which gives a total of 80 dorm beds.The Availability Calendar If you click on manage private rooms or manage shared rooms from the homepage you will open the room’s Availability Calendar: Here you can quickly check: 1. in this case Norwegian Krones (NOK).4 8 . but PER ROOM in the PRIVATE ROOM Calendar! HostelsClub. Example: IMPORTANT: The price is always PER BED in the SHARED ROOM calendar. This is the default currency you selected when you joined.How many rooms of each kind you have inserted (point 6) 2. 3.

b) Shared Rooms: The green number represents how many BEDS are available.com). for a price of 239 and you have 1 reservation: click on the number of reservations (in this case <1>) to see the reservation details. for a price of 239 (this price is in the currency you selected when joining – you can change the default currency by sending an email to info@HostelsClub. Means you have 32 ROOMS available.com Manual. Means you have 31 ROOMS available. and zero reservations. Version 2. The second line is the price PER ROOM in the currency you selected. Means you have 32 BEDS available. Some examples: Means you have 0 beds available for that day. for a price of 239 and you have 1 reservation: click on the number of reservations (in this case <1>) to see the reservation details. Means you have 0 BEDS available and 3 reservations: click on the number of reservations (in this case <3> to see the reservation details. HostelsClub. and zero reservations. for a price of 239 (this price is in the currency you selected when joining – you can change the default currency by sending an email to info@HostelsClub.com). Means you have 31 BEDS available.How to read the availability calendar? a) Private Rooms: The green number represents how many ROOMS are available. Some examples: Means you have 0 beds available for that day.4 9 . The last line is the number of reservations for that kind of bed on that day. The last line is the number of reservations for that kind of room on that day. The second line is the price PER BED in the currency you selected. Means you have 0 ROOMS available and 3 reservations: click on the number of reservations (in this case <3> to see the reservation details.

This is the standard cell.4 10 . Click on to save the modifications you have made.Editing Prices and Availability for One Day: The advanced availability calendar allows you to quickly change prices and availability for each particular room in each particular day: WARNING: With this method you can edit price and availability. Change it to the number you wish. the price in your default currency. -To insert availability To insert availability for one day. Change the number to 0 and press Enter on your keyboard (do NOT “Go” on the screen). then press Enter on your keyboard (do NOT click “Go” on the screen). -To Remove Availability Highlight the number of beds or rooms available with your mouse. Green: number of ROOMS/BEDS (Private/Shared) and underneath. Version 2. also for more than one day at a time. you enter <3>. in this case 93 (this number cannot exceed total number of beds + reservations) and press Enter on your keyboard (do NOT click “Go” on the screen). -To Change a Price Highlight with your mouse the value you wish to change and write the new number. In this example. You will get a warning message if you try to change month without saving your modifications. HostelsClub. then enter <545>.com Manual. Press Enter on your keyboard (do NOT click “Go” on the screen). but you must save your changes before you change month. -To Change Availability Highlight the number of beds or rooms available with your mouse. you have to put a number of beds or rooms AND enter a price on the line underneath before pressing Enter on your keyboard.

Choose the date range that you wish to apply the changes to. You can choose 1 type of room OR all types of rooms. 3. you should use the “prices” page.Choose which kind of room you want to manage: i. click on manage private rooms or manage shared rooms in the Rooms page or you can click on the icon in the Quick links section of the home page. You can select any prices that you have used before or inserted for any of the rooms. 2.4 11 .Choose if you want to use an existing price. you will see it listed without a name. The Availability Calendar is the best way to create and manage prices and availability . Version 2.If you want to use a new price.Managing Availability To manage the availability. write the amounts. See How to create prices for shared rooms. 4. 6.Choose if you want to INSERT OR REMOVE availability. but only with the amounts for weekdays and weekends (if your price is 15 € in weekdays and 19 € in weekends.com. 5. in the currency you chose when you joined HostelsClub. 1. If you create a price directly in the Calendar. To create a price and give it a name. for weekdays and weekends. or tick the use default prices box if you want to use them (this is the price that was setup when you created the room) which is handy when you’ve selected more than one type of room. it will be listed as 15 – 19). ii. HostelsClub. You can choose to apply the change to all rooms of that type or select how many of that type. See How to create prices for private rooms.com Manual.Click “GO”. you will not be able to assign a name to it: in the price list.

4 12 . See How to create prices for private rooms. different prices for high and low season or a single price that changes on weekend nights.Editing Prices To edit or insert prices. go to “Prices” from the top bar. See How to create prices for shared rooms. Version 2. You can insert a single price. just update the old one and your listing will change accordingly. If you edit a price.com Manual. Prices for SHARED ROOMS are PER PERSON. HostelsClub. all the rooms with the old price will automatically be updated to the new one: you do not need to create a new price every time your pricing policy changes. From here you can view. create or edit prices for your rooms. Prices for PRIVATE ROOMS are PER ROOM.

go the “Rooms” page alternative uses for PRIVATE rooms” in the right column. You will be able to insert discounts only in percentage (and only for double – single use).4 13 .g. This will only be possible for private rooms . Please note that you can only use a room for MORE guests than the original number : ONLY doubles can be also listed as singles.g. you will be able to create a double room which will also be listed as a single (double with single use). but to sell it for a different number of guests as well: e. single AND triple). and click on “View/edit To create an alternative use for a room. a double room can be listed as double. while price increments can be inserted both in percentage and in your currency. click on the “+” sign beside the room’s name: you will be able to create more than 1 alternative use for each room (e. HostelsClub.Alternative use of rooms It is possible to create a room for a certain amount of guests.com Manual. Version 2. To create an alternative use for a room. or a triple that can be also listed as a quad.

Click on any of the green arrows on top of the columns to sort the reservations by number (default). still to pay.com Manual. click on in the top bar. In the right column (Point 2) you can perform advanced searches and apply filters through all your reservations.com. Click on the eye symbol (Point 1) to see all the details of the reservation. first night or last night in your property.Managing Reservations To see and manage all your reservations. HostelsClub.4 14 . Second column: the site that sent the reservation: it could be HostelsClub. if you are using our booking engine.st in line 2) or even your OWN SITE. username. You will now see the reservations page: The First column has your reservation number. one of our affiliates (as Hostels. Version 2.

The balance of stay will be paid to you directly by the client . There is no exchange of money between HostelsClub.com Manual.com and your institution.Confirmation Email This is the confirmation email you will receive when a customer makes a reservation for your establishment: General details Customer details Reservation details: price. it is still very important to check your Back Office regularly to see if you've received new bookings and to verify that your price and availability is in order. However.4 15 . Version 2. rooms.com. how much is the balance to be paid in your default currency. how much the customer has paid to HostelsClub. dates Payment details: total price. NOTE: All bookings are confirmed by email. HostelsClub.

for security reasons. You are not allowed to charge any money to no-shows unless you have a clear cancellation policy in the description. It will not be possible to recover the details after this limit. Go to Click on the eye from the top bar.How to Recover Credit Card Details for No-Shows You can recover the details of the credit card the client used to make the reservation in case they no-show. symbol to see the reservation details.com Manual. Version 2. PLEASE NOTE: you can only see the credit card details for 14 days after the expected arrival date.4 16 . HostelsClub. Please note: ALWAYS write your cancellation policy in your description. Click on > GET CREDIT CARD DETAILS You will now be asked to re-type your password.

Facilities are essential to your listing! (see above) Note: if you want HostelsClub. Click Videos to insert a video of your property*. your establishment will not appear on HostelsClub. Go to the Description Page from the Home page top bar. Click Pictures to insert a maximum of 10 pictures of your establishment.com Manual.com: our Advanced Research System allows the guest to look only for hotel with certain facilities and/or near a certain place. Click Facilities to tick off the facilities you offer from a list.4 17 .How Can I Modify My Page on Hostelsclub. Please do not insert videos of your city or any video not regarding your hostel. its features and/or how to reach your hostel. Click Coordinates (geocoding) to confirm and update your GPS Coordinates. Click Translate description to insert your description and directions in other languages. In the right hand column you will see these options. This is not essential however the more languages your property’s info is translated in the more success you will have with our site.com. Version 2. *Please note: videos inserted here must be videos regarding your hostel. Click Modify to insert your property’s description and directions. GPS Coordinates are essential: if your coordinates are not confirmed and updated. your establishment will not appear on HostelsClub. GPS Coordinates are the MOST important: if your coordinates are not confirmed and updated. HostelsClub. you have to tick the “Group bookings accepted” box. coordinates and facilities is a key factor for getting more bookings through HostelsClub.com? Updating your description. main roads… in English. airports.com. how to reach your establishment form train stations.com to send you group booking requests.

Yes -> Friday and Saturday nights must be booked together (Sunday checkout) Yes -> Saturday and Sunday nights must be booked together (Monday checkout) Yes -> Friday. Please note that this restriction is for your entire listing and cannot be changed for different dates. Choose one of the following:      No (No restriction applies) .How Can I Insert Restrictions On My Lisitng? You can insert general restrictions: send an email to info@HostelsClub. There are 2 parts to this restriction.limits the number of people for each reservation (can be between 4 and 20 people). Version 2.This is the system default. Weekend restriction – The weekend restriction allows you to choose what constitutes a weekend . Choose one of the following:        Strict (no exceptions allowed) 2 nights flexible (allow exceptions for reservations of 2 or more nights) 3 nights flexible (allow exceptions for reservations of 3 or more nights) 4 nights flexible (allow exceptions for reservations of 4 or more nights) 5 nights flexible (allow exceptions for reservations of 5 or more nights) 6 nights flexible (allow exceptions for reservations of 6 or more nights) 7 nights flexible (allow exceptions for reservations of 7 nights) Contiguity restriction – whether you accept or not reservation periods with gaps. HostelsClub. Saturday and Sunday nights must be booked together (Monday checkout) Weekend option (rigid or flexible) .com to ask us to do it for you. Minimum nights – restriction on reservations can be from 2 to 7 nights.4 18 .This option activates exceptions to the weekend restriction so that you do not deter clients wishing to make a long reservation if their dates do not comply with the weekend restriction chosen.com Manual. Maximum beds/night .

How Can I Insert Minimum Stays for Certain Periods? To activate a period restriction. This can only be used in conjunction with date periods of 7 nights or less. Version 2.com Manual. HostelsClub.4 19 . please send an email to info@hostelsclub. Easter.com with the following information: Restriction name . Date from: dd/mm/yy Date to: dd/mm/yy You can choose your minimum stay from the following options:        Strict 2 nights minimum stay 3 nights minimum stay 4 nights minimum stay 5 nights minimum stay 6 nights minimum stay 7 nights minimum stay The strict option means that every day in the date range must be booked.for example: Carnival. Summer. You will find this option useful if you have a package available for a certain period or require bookings to have a minimal stay for holiday season.

deadlines… HostelsClub. Requests from kind of groups that you do not accept will not be forwarded to you. click in the right column. Here you can inform the customers about your payment policy – deposits. but requests with a maximum price that is lower than you minimum price will not be forwarded to you. In this section. if they do not reply within 48 hours. you can choose which kind of groups you are willing to accept – uncheck a box if you do NOT want a particular kind of group: request from kind of groups that you do not accept will not be forwarded to you.com .4 20 . your offer is no longer valid. you can choose which age restrictions apply to groups for your property. Version 2. If you do NOT want to receive Group Booking requests from HostelsClub. Here you can set the minimum price per person the customers will not see this info (you are free to offer a higher price). In this section. This is how long your offer will be available for the clients .How Does Hostelsclub.in this case. Setting filters is extremely important to avoid receiving requests that you can’t take.com Group Booking Work? From the Groups section in your back office.com Manual. You will not receive any requests for groups larger than the top limit you set or smaller than the bottom limit you set. you can set the parameters for group requests that will be forwarded to your establishment. Here you can set the minimum and maximum number of members that a group can have.

specifying: Total price for the whole stay (this MUST include HostelsClub. Notes – any message you want to send to the customer. click on the eye symbol next to the bid you want to edit. 5. based on the number you entered here). as it will be calculated automatically by the system. you can also renew your bid. Version 2.How do I reply to a Group booking request? From the back office home page. Click on to send your offer to the customer. the maximum price per person and any message the have sent you. To modify your bid. and you will then receive all their contact details.4 21 . but you can edit them for any group. in case it has expired.com’s 10% commission. as separator for decimals and no currency symbol – the price will be inserted in your default currency.com Manual. 5135. please specify in the “Notes” section how many beds do the rooms have. their age. in the top right corner of the page. Payment conditions – your default payment conditions will appear here. please go to your back office home page. .55 is a price entered the right way. Number of rooms offered.55€ is wrong as well. Bid validity – how long your offer will be valid after you submit it.135. HostelsClub. click on “ View all group requests”. Click “Send Offer” .55 is wrong and 5135. to reply to the request with your bid. Prices should be inserted as follows: no separator for thousands. or click “Refuse request” if you are not interested. If you are offering shared rooms. In the next page you will be able to make your offer. From the same page. then “Withdraw bid” and finally “Back to request to send a new bid”. Then click “ View bid” in the right column. You will receive an email and a back office notification whenever a customer replies to an offer you made: you will be able to reply to these messages until the customer decides to book: they will pay our 10% by credit card. click “view” to see the request details: on the next page you will see the number of guests. the number and kind of rooms they request (and if they prefer private bathroom).

Your Ratings To check your ratings go to Ratings from the top bar. Gross revenue per month: how much you earned from the bookings received through the HostelsClub.com network.com.com network each month. Availability graph: your availability for the upcoming month – this is the same graph you can see on the Back Office home page. Version 2.com and our affiliates network. These ratings are visible to all the visitors on our website. Share of revenue by site: how the gross revenue of the reservations received through the HostelsClub.com Manual. Here you can see all the ratings left by your past clients on HostelsClub.4 22 .com network is divided between HostelsClub.com and by our affiliates. HostelsClub. Percentage of reservations by site: how many reservations were sent to you by HostelsClub.Checking Your Statistics From the stats page in your Back Office you will be able to see      Number of reservations per month: how many reservations you received through the HostelsClub.

com offers a booking engine service. It is active 24/7: even a customer from a different time zone can make a certified reservation on your website in a few minutes. The booking engine is a booking form on your website. No more reservations from your website without a verified credit card number.com – so absolutely no more work for you! It is fully customizable to the look and feel of your website. but we will send you 7.com Manual. and it is extremely convenient for you for many reasons:       Reduced commission: HostelsClub. This URL code can even be your site's domain name.5% commission for reservations made on your website through the booking engine: the client pays 10% of the total amount. for your property only: visitors to your website will no longer have to send you an email and wait for your reply. The booking engine works with the same prices and availability you set on HostelsClub.The Booking Interface HostelsClub. From the booking interface page you can Configure booking interface – You can personalize the colors.5%. The booking engine is a real-time secure way to receive reservations through your own website. HostelsClub. to be used in the link instead of the ID number. and add extra HTML tags to further customize the interface. Version 2.com owes you and how much we have already sent you. Is implementing the booking engine hard? Not at all: you only have to insert a link on your website! You will see the link in your Back Office. to cover credit card transfer expenses. You save time: no more replying to emails asking for a reservation. and more importantly YOU will save the time you now use for replying to their emails. pictures font and logos which appear on your personal booking interface.4 23 .com only keeps a 2.5% and just keep 2. View payment center – See how many reservations you received through your booking engine. how much money HostelsClub. URL code for interface – Allows you to set up a special URL code for your link.

Sign up to vote on this title
UsefulNot useful