Allotments Per Agencies/Companies

In this application, you can assign allotments to agencies in a specific and customized manner.

It is essential to define the Basic Smart Avail configuration in order to start distributing your rooms through hotelRSV. If Smart Avail is not configured, no rooms will be available even if seasons and rates have already been defined.

With this functionality, you can limit the maximum number of rooms that an agency or individual can purchase simultaneously.

You can define the number of rooms you want to distribute through Web channels. In addition, you can use the following options:

Basic Smart Avail: Define reorder points to adjust or increase room availability when online inventory has been sold out.

ReveMax: Configure price adjustments (percentage-based) according to the available inventory. The rate will increase or decrease by the defined percentage each time the inventory reaches the reorder point or zero (similar to how airlines adjust ticket prices based on seat availability).

Advanced Smart Avail and Novohit Sync: Compares the availability in Novohit and hotelRSV and uses the lower value of the two to prevent overbooking or uncontrolled sales.

Day-Specific Allotment: Allows you to define allotments for specific days.

Smart Avail: Allows you to limit the number of rooms that can be sold to an agency or company. The percentage increase will be applied regardless of whether the rate is charged in local or foreign currency.

To access this application, go to:

Front Office → Sales → Allotment by Agency / Company

Upon entering, you will see two sections:

• Agency Availability Assignment Search: Allows you to search by agency or date.
• Room Availability Assigned to Agencies: Displays a list of agencies along with their assigned room availability.

Assign an Allotment to an Agency

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To assign an Allotment to an agency you must click on the Insert button located at the bottom of the list of agencies (green color), the following screen will be displayed:

The following must be indicated in the Define Period of Room Availability for Agencies/Companies section:

Concept	Description
Agency or Company	Select from the drop-down list the agency or company to which Allotment is to be assigned.
Date From	Indicate the start date of the use of the room availability.
Date To	Indicate the date of termination of the use of room availability.
Description	Write a brief description.
Add button	Click this button to start adding Allotment for this agency.
Ignore button	Click this button to ignore the changes and close the log.

Clicking on the Add button will display the following screen:

This section shows the following:

Room Types: This column shows all the room types of the hotel numbered (in blue color).

Base Availability: In the drop down list shows the total rooms available for each room type, in this list you can select the Allotment that you want to assign to the agency for each of the room types.

Active Availability Rate Adjustment (IBE): Indicates the minimum number of available rooms that will automatically trigger the configured rules to apply a rate adjustment for this room type. When the available inventory reaches or falls below this value, the system will execute the subsequent actions defined in the Booking Engine.

% Increase over Base Rate: Indicates the percentage increase that will be applied to the base rate when the active availability threshold defined in the previous field is reached. (Booking Engine)

Extra Availability for IBE: Indicates the additional number of rooms that the system will make available once the value defined in the "Active Availability Rate Adjustment (IBE)" field is reached. If the value is 0, no additional rooms will be added. Novohit will validate the hotel's physical availability in real time to prevent overbooking. (Booking Engine)

% Adjustment on Rate with Extra Availability: Indicates the percentage increase or decrease that will be applied only to the rooms added through the "Extra Availability for IBE" field. If the value is 0, the additional rooms will maintain the same rate as the base room inventory. (Booking Engine)

Availability is assigned by room type.

Ask our Support Staff to verify the RsvWeb_Avail_Control and RsvWeb_Avail_NoAllot parameters so that the Allotment is considered in the booking registration processes and to verify if the Allotment is restrictive (if there is no Allotment assigned for an Agency, Company or Channel no bookings can be taken) or flexible, so that the system takes the global availability of the hotel if any Allotment is not assigned.

The fields reserved for the Booking Engine allow you to have a dynamic availability in the booking engine on the hotel's web page. Requires the Booking Engine service to be contracted.

Modify Allotments

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If you do not assign Allotment to an agency, by default Novohit will assign the actual availability.

To modify the Allotment you must select the agency from the Pencil icon (See first image) and modify according to the instructions in the previous point.

Day-Specific Allotment

This new feature allows you to adjust the allotment assigned to a specific day in a detailed manner. In the Day-Specific Allotments section, you can modify the number of rooms you want to sell for that particular day. Blank fields indicate that the system will use the base allotment configured in the previous section (Assign Quantity by Room Type).

Use Day-Specific Allotments only to make changes for special dates. Do not use this table to configure the general or base allotment. To set up the base allotment, follow the instructions in Smart Avail Basic Configuration under Assign Quantity by Room Type.

To modify the allotment for a specific day:

1. In the Day-Specific Allotments section, locate the date or dates you want to modify and enter the desired number of rooms (between 0 and the maximum number of rooms available for sale).
2. Click Save Day-Specific Allotments.

Example of Day-Specific Allotments

The following screen shows the following:

For the USD rate, between April 1, 2028, and December 31, 2028, the base allotment is:

5 rooms for the STANDARD room type, and it increases by 2 rooms each time availability drops to 2 rooms remaining.

5 rooms for the JUNIOR SUITES room type, and it increases by 3 rooms each time availability drops to 3 rooms remaining.

However, for April 6, 7, 8, and 9, the STANDARD room type will ignore the base configuration and instead use the following allotment:

1 room on April 6

2 rooms on April 7

3 rooms on April 8

4 rooms on April 9

Allotment / Smart Avail Configuration Examples

Basic Configuration Example

Observe the following image:

	ACTIVE AVAILABILITY FOR IBE INCREMENT	ACTIVE AVAILABILITY FOR IBE INCREMENT
Example Value	4	IGNORE
Explanation	An initial allotment of 4 rooms will be made available. The base rate will be applied to these rooms. Ready! You can now start selling rooms. Only the number of rooms configured in your inventory for that specific room type will be displayed under Base Availability.	Not required in a basic configuration.

Advanced Configuration Example with RevMax

Observe the following image:

LUXURY DOUBLE ROOM TYPE (ID = 200)	BASE AVAILABILITY	ACTIVE AVAILABILITY FOR IBE INCREMENT	% INCREASE OVER BASE RATE	EXTRA AVAILABILITY FOR IBE	% INCREASE OVER RATE WITH EXTRA AVAILABILITY
Example Value	4	2	5	1	10
Explanation	An initial allotment of 4 rooms will be made available. The base rate will be applied to these rooms. Under Base Availability, only the number of rooms configured in your inventory for this room type will be displayed.	When the system reaches 2 available rooms, the formulas in the following columns will be triggered. If you enter 0 in this field, the system will not perform any operation. The maximum value allowed is limited by the actual physical inventory of rooms for this room type in the hotel. Also known as the Trigger Value or Reorder Point.	The 2 rooms remaining in inventory (the value defined in the previous column, Active Availability for IBE Increment) will have their rate increased by 5% for this room type during the current season. If this field is set to 0, the system will not increase or decrease the rate for the remaining rooms.	When the system reaches 2 available rooms (as defined in the Active Availability for IBE Increment column), it will add 1 additional room to the available inventory (the value defined in this column). This additional room will not affect the rate defined in the previous column; instead, any increase or decrease will be determined by the next column if a value greater than 0 is specified there. If this field contains a value greater than 0, the system will increase availability by the number of rooms specified. If you use NovoHIT, the system will validate availability in real time and will not make more rooms available than are actually available in the hotel.	The additional room made available in the previous column will have its rate increased by 10%. This value affects only the rooms added through Extra Availability for IBE. If this field is set to 0, the system will not increase or decrease the rate for those additional rooms.

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