Setting up the Online Systems

You can change your individual settings under Online Booking System > Settings.

After the first synchronization with Lodgit Desk you will be notified of the required minimum data.

Required Data

  • General Terms missing: You have not yet added any general terms for this object. General terms are conditions that a guest has to agree to before an online reservation is completed.
  • Object Description missing: You have not yet added a description for this object that a guest will see as a quick overview of the object when doing an online reservation. This description will be show on the first page of the online booking module.
  • Payment Methods missing: You have not yet added any payment methods that a guest can choose when doing an online reservation. You have to add at least one payment method for each object.
  • Contact Information for online bookings missing: You have not yet added any contact information that will be sent to a guest after they have done an online reservation. The contact information, such as email address, phone number or postal address will be shown on the confirmation page as well as in the confirmation email that is sent to the guest.
  • Cancellation Information missing: You have not yet added any cancellation information for this object. The conditions for cancelling a booking will be shown on the confirmation page as well as in the confirmation email that is sent to the guest.

Important: Without the above listed data, the online module is not fully functional and the respective links to calendar or booking system will not work. Please make sure you have entered all the required information.

Setting up the System: Options

Aside from the required information there are several other options for the Online Systems. These help making the Online Booking System and/or Booking Calendar fit into your website as neatly as possible.

Please note that most of the settings can and must be defined globally for each object, but there are also some settings you can define for each rentable unit individually (e.g. the Image Gallery).

Important: Because you can create an Online Booking System and Online Calendar for each object and rentable unit, you can (and must) define these settings for each of these generated systems and calendars individually!

Select Object or Rentable Unit

First, go to the Settings area and then select the object or the rentable unit for which you want to configure the Online Systems. In the example below, we want to define the settings for the entire object “Water Lilies”:

You can switch to a different object or rentable unit by clicking on it. In the drop down list “Show” you’ll find all the options you can define:

There, you’ll also find the require minimum data that you had to enter at the beginning. You can edit these at any time in the respective fields.

Global and Object Options

Here you’ll find information about all the global options and settings, such as payment methods, contact address, general terms and conditions, etc. for the rentable object. If you enter any texts here, they will most often be shown somewhere on the front page of the Online Booking System. There are also additional settings and options for each rentable unit you can define.

Overview

In the Overview area you’ll find the link for the Online Booking System as well as the settings imported from the Lodgit installation: synchronized languages, time zone, minimum booking duration and defined arrival and departure dates as well as the features of the object.

This is also the place to activate and deactivate the Online Booking System.

Important: Please make sure that you have checked the activation box if you want to use the Online Booking System for this object!

Here you also find the settings, links and code example (iframe) for the quick search.

The quick search (see right image) can easily be integrated into your website design with an iframe, e.g. in your sidebar. Put it in an obvious position on your site and make it even easier for your guests to book their stay online. The Overview allows for a few basic options:

whether the button “Search” will only forward the guest to the Online Booking System or perform the search right away, whether categories can be selected in the quick search and what language the quick search should be displayed in.

Below that, you can see what settings were imported from Lodgit Desk (e.g. arrival and departure days, synchronized languages, etc.).

General Terms and Conditions

This is where you can edit and publish your General Terms and Conditions. The GTC are part of the required information you had to add at the very beginning.

Booking Preferences: Search

The Search area lets you define how you want the rentable units to be sorted when the search results are displayed, whether the name of the rentable unit will be listed and what sould happen if there are no vacancies in the chosen time frame.

Separately means that each unit is listed in the search results individuallly, which is best if your units all have individual pricing and features. Categories mode means that units you have defined to be in the same category in Lodgit Desk will be grouped together, which is best if you have a lot of units of the same type/price/features.

The name of the rentable unit can be displayed in several areas of the Online Booking System. Simply check the areas you want it to be displayed or uncheck all, if you don’t want it listed anywhere.

If you allow your guests to book extra items and/or services along with their stay, you’re able to put two or more in a selective group: Guests can only choose one of the items in the group, not all of them. The name of the group can be displayed as a heading for when they’re displayed in the booking process, in case you want to make sure your guests know what they’re selecting from.

You can allow the guest to click on the icon next to the rentable unit to display further information (which you can enter in the settings for the rentable units). Uncheck this box if you don’t want to allow this. Not that if you haven’t uploaded descriptions or images for the rentable unit, the icon will not be clickable by default.

Should you not have any vacancies during the time a guest wants to book a stay, you can offer them a calendar so that they can pick a different time for their stay if they want. Define the options for the calendar with the drop down menus.

Booking Preferences: Payment Methods of the Guest

The payment methods are part of the information required to run the Online Systems. Please select at least one of the payment methods offered: Debit from the Guest’s bank account, Credit Card, Credit Card via HeidelPay, Wire Transfer to Your bank account, PayPal, Moneybookers (Skrill) or Payment on Site.

Important: Lodgit does not receive any kind of payment from your guests! You are responsible for processing the payments based on the information you receive. Please make sure to only select payment methods you can actually process!

The option Available until lets you define how many days before the arrival date a guest must book to be able to use this payment method.

Default payment period means the term during which you want to receive the deposit payment as a confirmation for the booking. You can set this as a time period of x days in reference to either the day of the booking or the day of arrival.

For your own protection, a deposit payment of at least 5 % is required for almost all payment methods. The only exception is Payment on Site, which doesn’t have options for deposit payments. However, you can offer it to only those last minute guests that want to book a stay when no other payment method is available anymore (due to the availability settings). Simply check the box Online available if no other payment method is offered anymore, because the date is too close to the arrival:

Booking Preferences: Contact Information

Here you can enter and edit your contact information. The contact information will be shown in the non-binding booking confirmation email the guest receives upon completion of the booking.

Booking Preferences: Cancellation Deadline

This is where you can define the deadline for a free cancellation. This will be displayed in the confirmation email with the exact date and time. If the deadline has already passed (because the arrival date is too close to the booking date), no information about a free cancellation is listed.

Booking Preferences: Cancellation Policy

The cancellation policy is part of the required information you had to add at the beginning. This is where you can edit it later on at any time. The cancellation policy will be shown to the guest on the last page before the booking is completed as well as on the front page under “Legal Information”.

Important: Before you publish your texts, make sure you have added the texts in all languages. Once you hit the button “Publish”, all currently valid cancellation policies will automatically become invalid and be overwritten.

Booking Preferences: Information and Regulations

Any additional information you add here will be shown to the guest in the non-binding booking confirmation email they receive. You can use this to answer frequent questions and concerns (“What to do when there’s nobody at the front desk?”) or leave a note about future correspondence (“You will receive a binding confirmation within 24h after we have received the deposit payment.”).

Booking Preferences: Email Confirmations

To be notified about new incoming bookings you can have a copy of the confirmation email sent to your email account.

If you want to receive such a copy, check the field Receive booking confirmations. This will automatically send a copy to the email address listed in the Contact Information. If you want to receive the copy on other email accounts as well, add them into the field below. Separate email addresses with a line break.

Online Presentation: Object Description

Here you can edit the object description you had to enter at the beginning at any time. It will be displayed on the front page of your Online Booking System.

Important: Before you publish your texts, make sure you have added the texts in all languages. Once you hit the button “Publish”, the current object description(s) will automatically become invalid and be overwritten.

In order to add a description to each rentable unit, please select the unit in the left list and then select the area Description.

Online Presentation: Google Maps

To make it easier for your guests to find your house, you can place a map in your Online Booking System. It also has a route planner function and will be displayed on the front page under “Arrival”.

Online Presentation: Arrival and Parking

Other arrival information, e.g. times for checking in, train connections or route descriptions you can add here. It will be displayed on the front page under “Arrival” above the map (if you choose to add that).

Online Presentation: Image Gallery

You can upload up to 10 images to the gallery and allow your guests a sneak peek into your establishment. The image gallery will be displayed on the front page under “Images”.

You can set one image to be the default image and it will be displayed on the front page next to the object description.

In addition to the gallery of the object on the front page, you can also add an individual gallery for each rentable unit which will be displayed when the guest clicks on the unit’s icon in the search results.

Online Presentation: Layout Preferences

In the Layout Preferences you can adjust the look of the Online Booking System and the Quick Search individually with CSS to make it fit seamlessly into your website. Since we recommend linking to the Online Booking System instead of integrating it, you can use these settings to emulate your website design as closely as possible.

Important: Please note that only an experienced web designer should change the CSS settings because unsuitable CSS styles can compromise the functionality of the Online Booking System! Should you not have a web designer on hand, feel free to contact us and we‘ll make you an affordable offer for the adjustments you need.

Select, which design template you want to use and edit.

The complete design has a header and fixed page width. The compact design does not have a header and a flexible page width.

Please note that by default, all CSS styles are deactivated to avoid unwanted or accidental changes. If you want to activate the styles just remove the characters /* before and */ behind each line.

Changes you can make are, for example, the background color of the quick search:

 

Online Presentation: Own HTML Content

You can add additional texts and information to the sidebar of the Online Booking System to make them better visible to your guests. For example, you could add information about slow email responses due to company holidays or links back to your website:

Important: Before you publish your texts, make sure you have added the texts in all languages. Once you hit the button “Publish”, the current HTML content text(s) will automatically become invalid and be overwritten.

Online Presentation: Booking Calendar (continuous)

The continuous Booking Calendar displays the vacancies in an object (with all its rentable units) with a time line:

Vacancies are green, occupancies are red and everything in the past is grey. You can link to the continuous Booking Calendar or integrate it into your website in an iFrame with the code snippet provided.

For individual units you can also generate a monthly calendar view to integrate in your website.

Important: Please make sure that the activation box is checked if you want to use the continuous Booking Calendar!

ics Feed

Here you can manually update all activated ics feeds of the object. Feeds must be activated individually for each unit.

Note: At traumferienwohnungen.de a modifier has to be activated to interpret the ics feed correctly. Please point this out to your customer advisor for traumferienwohnungen.de!

Rentable Unit Options

There are some options that you can define individually for each rentable unit. General information or options that concern the entire object, such as payment methods, route planer oder terms and conditions, can be defined in the Global and Object Options.

Overview

This is where you can find a link for this unit’s booking tool and check which feature settings were imported from Lodgit Desk.

Description

Here you can add a description and an icon for each rentable unit. The icon will be displayed next to the unit in the search results:

 

Clicking on the icon will open a small window with the description and the image gallery of the rentable unit.

Limit Child Discounts

Some units may have discounts for children with a certain percentage of the full price (e.g. children up to 13 years pay only 50%). Here, you can decide how many full paying guests have to stay in the unit to allow those discounts to be attributed to other guests.

Image Gallery

Here you can upload up to 10 images of the rentable unit and set one of them as the default picture. The default picture is displayed next to the description of the unit (in a new window that opens when the icon is clicked). The other images can be seen in a little gallery under “Images”.

Booking Calendar (monthly)

For individual units, you also have a monthly display of the Booking Calendar:

 

Vacancies are green, occupancies are red and everything in the past is grey. You can link to the monthly Booking Calendar or integrate it into the website in an iFrame with the code snippet provided.

Important: Please make sure that the activation box is checked if you want to use the monthly Booking Calendar!

ics Feed

This is where you find the address of the feed, activate and deactivate it. You can also manually update it here, although it’s not necessary: The feed will update itself automatically in regular intervals. When connecting the feed with another channel such as airBnB or 9flats, make sure to connect it as a ics or Other feed. This is NOT an ical feed that pushes changes to the channel. Rather, the channel has to call the data from the feed, which it will only do when you’ve connected it properly.

Other Settings In Lodgit Desk

Booking Restrictions

The Lodgit Online Booking System allows you to set a mininum length of stay (MinLOS) as well as specific arrival and departure days.

Minimum Length of Stay (MinLOS)

In order to set a MinLOS for Lodgit online bookings, open Lodgit Desk and go to Administration > Synchronization and Online Modules and then click the lodgit-Button in upper line:

You can set a minimum number of days for each booking. If you want short notice bookings to not have to abide by those rules, you can set a time-limit for that restriction.

In the example above, the minimum length of stay is seven days. If the guest books 15 or less days before the arrival, however, then the restriction of MinLOS no longer applies.

Set Arrival and Departure Days

In order to set a specifice arrival and departure weekdays for Lodgit online bookings, open Lodgit Desk and go to Administration > Synchronization and Online Modules and then click the lodgit-Button in upper line:

Allowing only specific weekdays for arrival and departure of guests can also simulate a MinLOS of sorts. Select the dates you want to allow arrivals and departures. If you want short notice bookings to not have to abide by those rules, you can set a time-limit for that restriction.

In the example above, guests can only arrive on Saturdays and leave on Fridays. This doesn’t change for guests, even if they’re ‘last minute’ bookers.

Stop Sell / Disabled Time Frames

As a general rule, all units that have bookings in them will count as ‘occupied’ online. Exceptions are bookings with the status ‘Checked Out’ and ‘Cancelled Online Booking’ as well as the statuses you exempted from being shown as occupied. But you can also block single units, an entire unit category or your entire object from being booked online in a certain time frame, e.g. because it’s the low season and you’d rather take bookings over the phone or via email.

In order to set up a stop sell (disabled time frames) for units, open Lodgit Desk and go to Administration > Synchronization and Online Modules, then click the lodgit-Button in upper line and then switch to the tab Disabled Time Frames:

Use the plus button to add a new entry. In the column Rentable Unit you can select the unit(s) you want to block online. In the columns From and To enter the dates for the stop sell. You can block either All rentable units (1), one specific unit (2) or all units of a certain category type (3).

If you select an entry you can quickly duplicate it via the right-click or Actions menu in the lower left corner to make subsequent entries easier.

Synchronized extra items

With the Lodgit Online Booking System, you can make as many of your extra items available online so that guests may book them directly when they book their stay with you.

First, you have to go to Administration > Extras and Packages and then switch to the tab Packages. Here you’ll have to create a package for each extra item and/or each combination of extra items that you want to offer online:

In this example, we’ve added the extra item ‘Breakfast’ to the package “Breakfast incl.”. In the tab Package Options you can now make sure that the package is inclusive:

Tip: If you have a package that contains more than one extra item, it’s best to select “Print Package Name on Offers”. This way, the package’s name will also be displayed in the Online Booking System.

Now go over to Administration > Objects and Rentable Units > Rentable Units. Open the rentable unit that you want to add the package to by double-clicking on it and then go to the area Extras / Packages:

Go to the tab Bookable Online to decide which packages you want to offer online. Check the box in the column Bookable to activate them.

If the package has the attribute “inklusive”, it will always be added automatically to the booking (see 1). Otherwise you have the option to decide whether it is automatically added or an option for the guest (see 2).

You can also sort packages into a Group. The packages within such a group cannot be added to the same booking. This can be used to offer different food options (breakfast only, half-board or full-board) or transfer options from and to the guest’s destinations (from/to the airport, from/to the train station or from/to the port). Put these packages into a group via the menu in the far right column and the guest can choose between them or select none.

The extra items can be booked by the guest after they’ve entered the ages of the guests (if applicable due to child discounts):


Automatically added inclusive extra items are listed at the very top without their price (see 1). Optional packages are listed below that and can be selected by checking the respective box (see 2). And below that you’ll find the packages that belong to a group; if you offer more than one group, each group has a small border drawn around it so guests know which they can choose from. The title of the group can be displayed as a heading for each box.