GroupMAX ME User Guide. Guarantee Types

Transcription

1 GroupMAX ME User Guide

2 13.1 Understanding refer to methods of guarantee that are required to secure a hotel reservation based on hotel agreement terms. GroupMAX ME allows for various ranging from the standard credit card guarantee or room & tax to a master account to more advance requirements such as an advance deposit or full prepayment of a hotel reservation. can be established in your Library, added to Bundles as well as created or managed at the event level. GroupMAX ME allows the flexibility to associate a Guarantee Type to a specific sub block, across an attendee type or applied to entire event Creating Standard Credit card guarantee is the default Guarantee Type for the entire event unless otherwise managed. Creating additional guarantee types will allow other guarantee methods to be accepted on the attendee websites as well as reservations form. To create a new guarantee type in an event: 1. Select Advance Options from the navigation bar 2. Select from the sub navigation bar GroupMAX ME includes two advance Guarantee Type features: Charging cancellation fees* through Passkey s merchant account Charging advance reservation deposits or cancellation fees* through an Organization s own merchant account. 3. Select Add Guarantee Type 4. Enter internal name for the Guarantee Type being created. In this section, learn how to: Create standard Manage Accepted Credit Cards Merchant Account options and set up Create Advance Create Cancellation Fees Manage charges Frequently Asked Questions 5. Select the appropriate radio button if guest is required to supply a guarantee at time of booking. Selecting NO will allow for options such as billing to a master account or check payment. 6. Select the appropriate option for accepted payment 7. Enter instructional/disclosure text to display on the attendee website. 2 3

3 8. If the guest is required to supply a credit card with an expiration date valid through the check out date enable the setting. If not selected, an expiration date from the booking date forward will be accepted 9. Warning: Allowing guests to secure reservations with credit cards that expired prior to the check out date may result in decline cards should the hotel authorize or charge credit cards after receipt of rooming list data. 10. Hide or show the information for guests paying by credit card on this page as desired 11. Save entry 13.3 Manage Accepted Credit Cards All credit card options will be enabled as a default, and will be available on the attendee website and reservation form. Options can be managed to satisfy hotel contracts or merchant account restrictions through the following steps: 1. Select an event to manage from your HOME page 2. Select Advance Options from navigation bar 3. Select from sub navigation bar 12. Continue to add Guarantee Type option for your event as needed. BEST PRACTICES Add at the Library level and include in Bundles. Various may include: Credit card guarantee (default), Room and tax to master, Room, tax and incidentals to master, room guaranteed only to master. Guest pays all charges at check out. See Library and Bundle sections for details. 4. Select the Manage button in the under Accepted Credit Card area 5. Deselect credit cards as needed for the chosen event Note: Even though a credit card may be accepted for the event, the hotel might have it s own accepted credit cards that are not included. For example, the event might take Diner s Club, but a particular hotel in the event might not. 4 5

4 13.4 Merchant (bank) Account Options and Set Up Merchant account options include the charging of advance reservation deposits and cancellation fees and support for CVV2 codes and billing address verification. This allows the organization or hotel to drive attendee behavior based on deposit and cancellation policies and also allows certain organizations to use deposit fees collected as a revenue source. Merchant Account Options Merchant Account Set up (continued) 4. Add internal Merchant Account name. 5. Select TransFirst as the Gateway provider. 6. Enter EPay Account and password as provided for your TransFirst Merchant Account 7. Configure the Credit Card Statement. Add description to appear on credit card statements if supported by the merchant provider. Please note: Passkey currently does not support the configuration of a custom card statement. It is recommended that this field be set with the same name as the DBA name field on your merchant account. 8. Enable Verification Options as agreed upon with merchant provider 9. Select Add Use of the Merchant Account feature requires licensee agreements. Fees apply. Note: Although a single Merchant Account may be used for multiple events, each event may only process transactions to a single Merchant Account. Merchant Account Set up 1. Select Manage from tool bar 2. Select Organizer Setup from drop down menu 3. Select Merchant Accounts from sub navigation bar A Note About the TransFirst Gateway Passkey has chosen TransFirst as the gateway to be used to process reservation cancellation and/or deposit fees to a customer s bank account. All customers using Passkey commerce must have an account with TransFirst or use Passkey s account (for cancellation fees only). Once an account is established through TransFirst, the customer will be provided with the number to be entered into the Gate ID field. 6 7

5 13.5 Create Advanced A Merchant Account option must set for your Organization prior to creating advance deposit guarantee types. Once the Merchant Account feature has been enable the Deposit and Cancellation Fees fields will be included in the Add Guarantee Type process. (See section <insert> for completed instructions on adding a guarantee type) To create an Advanced Guarantee Type: 1. Initiate Guarantee Type process. 2. Select Deposit Type from drop down list Creating Cancellation Fees A Merchant Account option must set for your Organization prior to creating cancellation fees. Once the Merchant Account feature has been enabled the Deposit and Cancellation Fees fields will be included in the Add Guarantee Type process. (See section <insert> for completed instructions on adding a guarantee type) To create a new guarantee type in an event: 1. Initiate Guarantee Type process. 2. Select Cancellation Fee Type from drop down list. 3. Continue Guarantee Type set up. 3. Cancellation type may require additional setting of % or fixed amount. Or 4. Complete Guarantee Type set up. 5. Save entry. HELPFUL HINTS Multiple cancellation policies may be tiered by selecting the + icon. Varying rules may also be applied such as charging a fixed amount, 1st night s room and tax, total amount or a %. 8 9