Guideline for Schmetterling-Bombyx

 

Table of content 

1. Login ........................................................................................................................................................... 4

2. Starting page ............................................................................................................................................. 4

3. Search for an object.................................................................................................................................. 5

4. Object Selection ........................................................................................................................................ 6

4.1 Create new object .............................................................................................................................. 7

4.2 Create new object (next step) .......................................................................................................... 8

5. Master file data ......................................................................................................................................... 9

6. Description of objects and directions ................................................................................................... 10

7. Hotel information .................................................................................................................................... 11

8. Environment ............................................................................................................................................. 12

9. Location ................................................................................................................................................... 13

10. Media upload ......................................................................................................................................... 14

11. Service description ................................................................................................................................ 17

11.1 Service description (next step)...................................................................................................... 18

12. Gastronomy & catering........................................................................................................................ 19

13. Entertainment & leisure opportunities ............................................................................................... 20

14. Additional informations ....................................................................................................................... 21

15. Media upload (offer) ............................................................................................................................. 22

16. Entry: Period of booking in reservation systems............................................................................... 25

17. Entry: Name and period of a season .................................................................................................. 26

18. Entry: Duration of stay ........................................................................................................................ 28

19. Entry: Price and type of application ................................................................................................... 29

20. Entry: Inclusive and optional services................................................................................................. 31

20.1 Entry: Inclusive and optional services (next step) .................................................................. 32

21. Entry: Optional services „discount“ .................................................................................................... 34

22. Room facilities ....................................................................................................................................... 35

23. Add more room categories (by copy)................................................................................................. 36

24. Add more room categories (manually) .............................................................................................. 38

25. Modify room type ................................................................................................................................. 39

26. Set contingent (free- / stopsale) ......................................................................................................... 40

26.1 Set contingent (freesale) ................................................................................................................ 41

26.2 Set contingent (contingents and stopsale) .................................................................................. 42

26.3 Set contingent (release day / reservation type) ......................................................................... 43

 

27. Types of period (freesale / date) ......................................................................................................... 44

27.1 Types of period (freesale / year) .................................................................................................. 45

27.2 Types of period (freesale / month) ............................................................................................... 46

27.3 Types of period (freesale / day) .................................................................................................... 47

27.4 Types of period (freesale / hour) .................................................................................................. 48

28. Types of period (stopsale / date) ........................................................................................................ 49

28.1 Types of period (stopsale / year).................................................................................................. 50

28.2 Types of period (stopsale / month) .............................................................................................. 51

28.3 Types of period (stopsale / day) ................................................................................................... 52

28.4 Types of period (stopsale / hour) ................................................................................................. 54

29. Starting page (general view) ............................................................................................................... 55

30. Tips & hints ............................................................................................................................................ 56

 

1. Login

a) Use your personal login to access at www.Kooperation24.de and start your „Profianwendung“

(expert tool). Hit the button „Schmetterling Bombyx“

b) The following starting page will appear

2. Starting page

a) Press Create Offer .

b) The following submenu will pop up

c) Select the correct type of your offer, e. g. „Hotels & Accommodation“

d) When done the following window will appear:

e) More informations about the starting page can be found at step 28.

 

3. Search for an object

Start checking whether your object is already listed:

a) Enter the name of the object into „Location Search“ and hit Enter

b) Registered master file datas will be shown

c) Optionally you can reopen your data file using „Recent Objects“

d) Please proceed with step 11.

 

 

4. Object selection

Your object is already listed?

a) Proceed with creating master file datas and offers

b) Your input is split into four sections:

a. Location - to save your master file data

b. Service description - to enter a description of your offer

c. Seasons, Appointments & Prices - to register your seasons, dates of free- and

stopsales and the applicated rates.

d. Contingents - to set and administer your contingent

Please note:

Once your master file data are set up, you cannot change or update them by yourself!

In case of errors or updates of your master file data please contact us at petalis@schmetterling.de 

 

Location 

4.1 Object Selection (create new object)

Please note:

All fields preselected with „Please enter here your data“ have to be filled!

a) Please click at „Please enter here your data“

b) The following window will appear:

c) Enter your continent or click on the black arrow next to „Please choose a continent“

d) The next step will be to select the country of your object

e) Enter your country or click on the black arrow next to „Please select a country“

f) Continue with entering the name of your city.

 

4.2 Object Selection (create new object, next step)

a) Because your object is not listed at this time click on the black arrow next to „Please select a

location“

b) Press „Structure a New Object"

c) Press the button Next

d) The following window will appear:

 

5. Master file data

a) At this point please enter the master data of your object

b) If you are already partner of Petalis you can easily copy your data into the form sheet by pressing

the button „Retrieve Masterdata from sr system“!

c) Enter the name of your house/object into the text area named „Object Name“

d) Enter the official classification of your house/object into the dropdown field named „Stars“

e) Complete the remaining text areas according to their names

Please note:

All input fields marked with this sign have to be filled out!

After entering your address data the geographical coordinates will be retrieved automatically from Google

Maps.

 

6. Description of objects and directions

a) At the field „Object Description“ you may describe some details of your object, such as location,

facilities, special services, and similar informations.

b) At the field „Direction Description“ you can explain your guests the best way to find you,

e. g. by train, by bus or plane, the closest railway station or certain inputs in navigation systems.

c) In case you are listed at other service providers as well, you can decide wether to grant them access

to your descriptions made here.

Answer the question „Do you want to give access to another provider to use your descriptions?“

either with „yes“ or „no“.

d) If you want to proceed at this step later, please press Save and Close

e) If you want to go on after completing all your datas, please press Next

f) The following window will appear:

 

7. Hotel information

a) You can provide detailed information about all the service facilities your object can offer.

b) Once a feature is selected the free text area will be available to give more information.

c) If you want to proceed at this step later, please press Save and Close

d) To go on press the Next-Button. The following window will appear:

 

8. Environment

a) Now you can inform your guests about sightseeings, points of interest or activities situated in the

surrounding of your object.

b) Again, selecting a topic will open the free text area for further informations.

c) If you want to proceed at this step later, please press Save and Close

d) To go on press the Next-Button. The following window will appear:

 

9. Location

a) This part is to give some informations about the location of your object.

b) Selecting a topic will open the free text area for further informations.

c) Press Save and Close

d) The following window will appear:.

 

10. Media upload (House / Object)

a) You are given the possibility to upload picture files of your house / object.

b) Currently only photos are allowed.

c) The usage of other types of media, e. g. video files, is planned

d) Follow the words „Please click here to upload media files“ to open the next window:

e) Press the button + Add Media and search for pictures on your computer.

f) Assign a preferred picture and confirm to open it.

 

g) Click the black arrow next to „Please select a picture description“

Several types of sceneries are given to your choice.

h) You have to define the scenery of your picture and then press the Upload Button.

i) If there is no picture visible after upload, the file size might be more than 4 megabytes!

Please compress the file size and try it again.

j) You can store an unlimited number of pictures.

k) Press Save and Close to proceed.

 

Example „Location“

a) Your „Location“ is successfully created and has a green check mark now.

b) The progress of entry is now at 25 %.

Please note:

By clicking into the field below a picture you can define it as your most meaningful or interesting picture.

This picture is the first one displayed in reservation systems.

 

Service description 

11. Service description

a) Press the link to the section „Service description“

b) The following window will appear:

c) Hit the area „Please enter here your data“

d) The following window will appear:

 

11.1 Service description (next step)

a) Now create your detailed offer

b) Add a description of your included and/or optional services

c) If you want to proceed at this step later, please press Save and Close

d) To go on press the Next-Button. The following window will appear:

 

12. Gastronomy & catering

a) Please point out your Food & Beverage services

b) The free text area will be open after selecting a topic

c) If you want to proceed at this step later, please press Save and Close

d) To go on press the Next-Button. The following window will appear:

 

13. Entertainment & leisure opportunities

a) Select the entertainment & leisure opportunities provided by your object.

b) Describe it in the free text area after selecting the topic.

c) If you want to proceed at this step later, please press Save and Close

d) To go on press the Next-Button. The following window will appear:

 

14. Additional informations

a) Now you can give additional informations e. g. concerning taxes, fees, to be paid directly

b) Press Save and Close to open the next main window

Example „Service description“

 

15. Media upload (offer)

a) At this point you are given the possibility to upload picture files directly referring to your offer

b) Currently only photos are allowed.

c) The usage of other types of media, e. g. video files, is planned.

d) Follow the words „Please click here to upload media files“ to open the next window:

e) Press the button + Add Media and search for pictures on your computer.

f) Assign a preferred picture and confirm to open it.

(see next page)

 

g) Click the black arrow next to „Please select a picture description“

Several types of sceneries are given to your choice

h) You have to define the scenery of your picture and then press the Upload Button

i) If there is no picture visible after upload, the file size might be more than 4 megabytes!

Please compress the file size and try it again

j) You can store an unlimited number of pictures

k) Press Save and Close to proceed.

 

Example „Service description“ 

a) Your „Service description“ is successfully created and has a green check mark now.

b) The progress of entry is now at 50%.

c) Now click „Seasons, Appointments and Prices“ to enter the next section.

 

Seasons, Appointments and Prices

16. Entry: period of booking in reservations systems

a) Press Add Category

b) The following window will appear:

c) Please start with category single room.

d) Define at „Bookable From Date“ / „Bookable To Date“ the period of time in which this room type is

supposed to be visible at the reservation systems.

(see next page)

 

Please note:

You can not set free- or stopsale periods at this point. This can be done later.

e) Click to the greyed text area named „Season Name“

f) The area will be set active as shown below

17. Entry: Name and period of a season

a) Please give the season being created a name

(see next page)

 

b) Click to the greyed text area named „From Date / To“

c) The area will be set active as shown below

d) Define the period of validity of your offer at „From Date / To“.

e) Click at Create

f) The following window will appear

 

18. Entry: Duration of stay

a) For single nights there is …

a. a minimum stay of 2 days (=1 night) to be set.

b. a maximum stay of 0 days (means “unlimited”) preselected. This can be modified according

to your own conditions.

b) When creating arrangements …

a. the duration of min./max. stay has to be modified according to the offer

b. the min./max. stay has to have the same value, for example: an arrangement with 2 nights

(Friday to Sunday) has a minimum and a maximum stay of 3 days each.

Please note: Always Save your input after entering your rate.

 

19. Entry: Price and type of application

a) Enter the „Rates“ for your offer and set the „Price Type“

The rate will always be shown in Euro (€).

Please note:

For single nights always set „price per person and night“

For arrangements always set „price per person“

For objects or apartments always set „price per night“

All other price types must not be used at this time.

(see next page)

 

b) Press Save

c) You will see the following message

 

20. Entry: Inclusive and optional services

a) Click to the greyed text area named „Select Discount“ to set the following area active:

b) At this point you can define optional (charged) or included services of your room rates or

arrangements

c) Click on the black arrow next of the dropdown field „Category“

d) Select a category, e. g. „Catering“

e) Click on the black arrow next of the dropdown field „Service“

f) Select the appropriate included service, e. g. „breakfast“

 

20.1 Entry: Inclusive and optional services (next step)

a) Declare your service as an „Included Service“ to deactivate the field „Rates“ and make this service

displayed in the reservation systems.

Please note: The button „Relative“ is always preselected. Do not change this!

b) Use the description field to describe your included service more detailled, for example „Wellness-

breakfast with organic food“

c) Press Create

d) You will get a confirmation by following message.

(see next page)

 

a) To enter more included services just repeat this process and finish it always with Create.

b) You can check or change your input by selecting the previously entered value using the black arrow

next to “Select Discount”

At this step you can create additional/optional services as well, such as “half board”.

It is the same process, just place your click on „Markup“ instead and set the respective surcharge.

The radiobutton „Relative“ is always preselected. Do not change this!

Example:

c) Press Close to finish your input at this time or proceed entering discounts as follows.

 

21. Entry: Optional services „discount“

Discounts can also be applied here, such as early booking or children discounts.

This is similar to editing included services:

a) Place your click on „Discount“ and set the respective reduction at „Rates“.

b) Use the description field to describe your conditions more detailled, for example „valid 30 days

before travelling“

Please note: The button „Relative“ is always preselected. Do not change this!

c) After each application always click on Create

d) After applying all your additional services and/or discounts click on Close

e) The following window will appear:

 

22. Room facilities

a) Click at „Room facilities“ on „Please click here to make your selection“

b) The following window will appear:

c) Here you get the possibility to specify your room features.

d) Once a topic is selected the text field below will be open to describe the feature closely

e) Click on Save and Close

f) The following window will appear:

 

23. Add more room categories (by copy)

a) Click on „Add Category“

b) The following window will appear:

c) Here you have the opportunity to create more room categories.

d) The easiest step is to copy all the benefits from the single room.

e) Click on Create

f) The following window will appear

g) If all features from the previously generated single room can be applied, please press Save and then

Close.

Please note:

If some services or features are to be changed or modified, proceed with step 24!

If there are more room types to create, repeat this procedure.

h) The following window will appear

 

Example „Season, dates und price“

a) Your „Season, dates and prices“ have been successfully created and is now equipped with a green

check mark.

b) The total status of the establishment is now at 75%.

 

24. Add more room categories (manually)

a) Click on „Add category“

b) Click on black arrow next to „Choose Occupancy“

c) The following window will appear

d) Select a room category

e) The following window will appear

f) Please continue as described from step 16d.

 

 

25. Modify room type

a) Click on the date of the season, for example 03.02.2012 – 19.02.2012

b) The following window will appear

a) Click on the greyed field „Additional Services“

b) Continue as decribed at step 20d!

 

Create contingent (free- / stopsale)

26. Create contingent (free- / stopsale dates)

a) Click on „contingent“

b) The following window will appear

a) Click on a room category at „Please click here to make your selection”

b) The following window will appear

 

26.1 Set contingent (freesale)

„Freesale from/to“

a) Click on the black arrow next to „Type / Please select“

b) The following window will appear

c) Select the type of period, in which the offer may be booked, for example a certain daterange.

d) For more informations about the different types of periods, please refer at step 27 + 28!

e) The following window will appear

f) enter the period, in which your offer may be booked

g) Click on Create

h) The following window will appear

 

26.2 Set contingents (contingent / stopsale)

„Contingent“

a) Set the maximum availability of the selected room category.

b) The number of contingents will be displayed behind the period.

c) Click on the black arrow beside „Allotment“

d) A drop down field will open

e) The following symbol represents „unlimited“.

„Reservation stop (Stopsale) from/to“

The procedure is the same as „Freesale from/to“, just use the right part of the window.

f) Individual dates, which should not be booked (because for example it’s booked out) can be disabled

a. Click on Create after setting your stopsale date or period

b. The following window will appear

(see next page)

 

26.3 Set contingents (release day / reservation types)

„Release days“

a) at „release days“ you can set how many days prior to arrival your offer is bookable

„Reservation type“

b) Here „on request“ is always preset. All your contingents are set on „Freesale“:

You will always get a reservation request in written form, which you can confirm or reject.

c) If you do not want this, set a click on „Obligatory reservation“:

All reservations are treated as fixed bookings!

d) After entering all datas click on Close

e) The following window will appear

f) Optionally you can create additional data or more room types at this point.

g) You can change current data or delete expired data at this step as well.

 

27. Types of period (freesale / date)

Freesale from/to:

Type „Date“:

a) Period „Date“ for example: “01.01.2012 to 16.02.2012”

 

27.1 Types of period (freesale / year)

Type „Year“

a) Period „Year“ for example „2012“

 

27.2 Types of period (freesale / month)

Type „Month“

a) Period „Month“, for example „January“

 

27.3 Types of period (freesale / day) Type „Day“

a) Period „Day“ for example: Monday through Thursday at „Midweek“ / Friday until Sunday at „Weekend“

 

27.4 Types of Period (freesale / hour)

Type „Hour“

a) Period „Hour“ for example: “08.00 o‘clock to 12.00 o’clock” Note: Set time with a colon (hh:mm) between the hours and minutes!

 

28. Types of period (stopsale / date)

Reservation stop (Stopsale) from/to:

Type „Date“:

a) Period „Date“, for example “14.02.2012 to 16.02.2012”

 

28.1 Types of Period (stopsale / year)

Type „Year“

a) Period „Year“, for example: „2012“

 

28.2 Types of Period (stopsale / month)

Type „Month“

a) Period „Month“ for example: „January“

 

28.3 Types of Period (stopsale / day)

Type „Day“

a) Period „Day“ for example, Monday through Thursday at „Midweek“ / Friday to Sunday at „Weekend“

(see next page)

 

 

28.4 Types of Period (stopsale / hours)

Type „hours“

a) Period of time „Hour“ for example: “08.00 o‘clock to 12.00 o’clock” Set time with a colon (hh:mm) between the hours and minutes!

 

29. Starting page (general view)

Your Homepage offers information, facilities and functions:

a) No.: will be given automatically when saving your object

Note: In case of problems always keep this number close at hand.

b) Objekt Name: the name of the object, your offer is connected with.

c) City: the location of your object (may vary when you register different houses)

d) Category: the type of your offer: Adventure and roundtrips, Hotels &

Accomodation, Packages

e) Subcategory: to define the type of your offer closer: e. g.. Hotel, Guesthouse /

Phototour, roundtrip / citytours and so on.

f) Service Name: your chosen name of the offer

g) Active: to set your offer active or deactive.

Note: Without setting your offer active it cannot be booked!

h) Stopsales: to manage your stopsales.

i) Preview: to get a preview of the offer like it is displayed in reservation systems.

j) Hotel Rating: inform yourself about current ratings of your house/object

k) Edit: to go back to your entries in order to change them

l) Service code: the code given by you or the system

m) Released: to check whether your offer has already been activated by a Schmetterling

administrator

n) Create Date: the date you created your offer

o) Changed On: the date you updated or changed your offer the last time

 

30. Tips and Hints

We wish you a successful booking process!

Your Schmetterling-Apatoura Team

Date: 06.02.2012 / reze