Options and surcharges allow you to add extra charges or optional extras to a booking. You can set the price, choose which accommodations they apply to, and determine under which conditions they are calculated.
This article explains how to set up options and surcharges and what you can configure in each tab.
Overview of options and surcharges
Go to Settings > Surcharges > Options and surcharges. Here you can view all configured options and surcharges, including whether they are visible online or mandatory and which price is set. Click Edit next to an existing option or surcharge to view or change its settings.
Create a new option or surcharge
Click New option/surcharge in the top-right corner to create a new option or surcharge. The General tab opens automatically.
Here you can configure:
Type: select the type of option or surcharge, if applicable. Some settings may be adjusted automatically based on the selected type.
Description: enter the name of the option or surcharge.
Summary: add a short description for the guest.
Price: set the price.
Calculation: choose whether the surcharge is calculated per person, per night or as a percentage.
Mandatory or optional: determine whether the surcharge is added automatically or can be selected by the guest.
Guest environment: determine whether the option or surcharge can be added through the guest environment.
Bookings: select which types of bookings the surcharge applies to.
Click Save changes when you are finished.
Additional options
Show as included in accommodation price
This displays a mandatory surcharge as included in the accommodation rate. The guest sees one accommodation rate together with the included surcharges. The individual prices of these surcharges are not shown.
Surcharge to be paid on site
The surcharge is not included in the amount to be paid online and is shown separately on the booking confirmation. The amount is not included in administrative entries, payment terms or other financial reports. Payment must be handled outside our booking system.
Link to accommodations or packages
By default, an option or surcharge is linked to all accommodations. To make it available only for specific accommodations:
Open the Accommodations tab.
Select Only linked to the selected accommodations.
Select the desired accommodation(s).
Click Save changes.
Linking an option or surcharge to packages works in the same way under the Packages tab.
Configure reporting
In the Reporting tab, you can choose which reports should include the option or surcharge and when it should be reported. You can also choose whether to display it on the energy statement.
Add attachments
In the Attachments tab, you can upload files that are sent with the booking confirmation when the surcharge is included in the booking. You can also use an attachment as terms and conditions that the guest must sign.
Set up rules
In the Rules tab, you determine when and for which bookings the option or surcharge is valid. You can:
set a validity period based on stay dates;
set a validity period based on reservation dates;
link the surcharge to specific age groups;
link the surcharge to specific location features.
When changing surcharges for future bookings, it is important to configure these rules correctly. Read more in the article Adjusting options and surcharges.
Set up conditions
In the Conditions tab, you determine when and how an option or surcharge is calculated. You can:
set a minimum or maximum number of nights;
determine from which night onwards the surcharge is calculated;
set a maximum quantity when the guest can choose the quantity.
For a surcharge calculated per night that only applies from a certain number of nights onwards, the preceding nights are not included in the calculation.
Manage administrative settings
In the Administrative tab, you can select the VAT profile and general ledger account to which the surcharge should be linked.
Other settings
In the Other tab, you can find additional settings for specific options and surcharges, such as early check-in, late check-out or a surcharge for choosing a preferred location. For more information, see our article Set up early check-in or late check-out.