These settings consider the value of bookings that would exceed the property's capacity, as well as the cost associated with accommodating and relocating guests. The goal is to ensure that the net revenue generated from overbooking is positive, weighing the benefits of selling additional rooms against the expenses involved in managing overcapacity situations. By configuring these settings, the system can optimize room sales and revenue while minimizing the negative impact of overbooking.
Prerequisites
Before viewing the overbooking management feature you will need to have the following in place:
Access to Management section.
Understanding of your property's no-show patterns.
Knowledge of walk costs and relocation expenses.
View overbooking for your property
The below steps will outline how to view the overbooking management feature for your property:
On the left navigation under the header management, click Overbooking.
Click Date and select the starting date in the calendar.
Click Search.
The screen displays a full week starting with the entered date. The screen displays the following information:
Hotel level data
For each date across the week, you can see the below:
Date and day of week.
Occupancy percentage of current rooms sold.
Occupancy forecast percentage of total rooms anticipated to be sold.
Evolution of rooms sold leading up to the date compared to same time last year.
Hover over the bar chart to view the current year versus last year and the difference.
Current overbooking setting.
Room type data
Below the hotel data, each room type shows the below:
Current overbooking setting.
Field to override current overbooking.
Occupancy details:
Current total rooms sold for that room type.
Total rooms in inventory for that room type.
Each room type displays in separate sections down the screen to give you a complete view of your inventory.
Change the overbooking level
You can update overbooking for one room type, multiple room types, or all room types at once.
On the left navigation under the header management, click Overbooking.
Click Date and select the starting date in the calendar.
Click Search.
The screen displays a full week starting with the entered date.
Scroll down to the room type name and date you want to change.
Enter the number of rooms to allow for overbooking in the override box.
Repeat this for each room as required.
To apply the changes to all room types and dates, drag the Select all toggle beside the date.
For all room types on a specific date, select the checkbox next to the date.
Click Update to save changes.
Overbooking initial configuration
Your Access support team, in collaboration with the hotel team, configures overbooking settings during onboarding to match your property's revenue management strategy. These settings control how the system handles reservations that exceed available inventory and manages no-show predictions.
Configuration options
The configuration options are outlined below:
Auto no-show settings allows the system to automatically mark reservations as no-shows based on your criteria. When activated, reservations are changed to no-show status when the cancellation date exceeds the arrival date.
Overbooking controls
The overbooking controls are outlined below:
Overbooking recommendations if enabled the system suggestions accepting bookings beyond available rooms.
Cost room variable - Set the variable cost associated with each room.
Cost of walk - Define the expense of relocating guests to another hotel.
Overbooking type configuration
Below outlines the two overbooking approaches:
You can choose between:
Room type - Apply overbooking limits to specific room categories based on your distribution strategy.
Run of house - Apply overbooking limits across the entire hotel inventory.
Overbooking limits
Below outlines the overbooking limits:
Maximum total overbooking - Overall overbooking limit for the entire property.
Default overbooking - Standard overbooking number for each room type.
Maximum overbooking - Upper limit for overbooking in specific room categories.
Room type code - Integration codes for connecting with other systems.
📌Note: Contact your Access support team [email protected] to review or modify these settings. Your support team will work with you to optimize overbooking parameters based on your property's performance data and business requirements.
Troubleshooting
Below outlines the most common troubleshooting issues:
Overbooking settings not saving?
Ensure you've selected the appropriate checkboxes and clicked Update to save your changes.
Can't see room type data?
Verify that your room types are properly configured in the system and that you have the correct date range selected.
Overbooking recommendations not appearing?
Check that overbooking recommendations are enabled in your initial configuration settings.
Frequently asked questions
Below outlines the most common frequently asked questions:
What's the difference between room type and run of house overbooking?
Room type applies overbooking limits to specific room categories, while run of house applies limits across your entire hotel inventory.
How does the system calculate overbooking recommendations?
The system considers historical no-show patterns, cost of walks, room revenue, and your configured parameters to recommend optimal overbooking levels.
Can I set different overbooking levels for different dates?
Yes, you can adjust overbooking levels for specific dates and room types based on expected demand and business patterns.
What happens if I exceed my maximum overbooking limit?
The system prevents you from accepting bookings that would exceed your configured maximum overbooking limits.