How to Create A Promotional Rate

Complement your online marketing strategies by creating a variety of promotions in the booking engine including qualifying rates, corporate negotiated rates, advanced booking or last minute specials etc..

There are five key components to creating a Promotion in BackOffice:

Create the Promotions: Create the promotion title and identification code for each promotion
Create the Marketing: Create the marketing content for your promotion 
Setup the Pricing: Setup a weekly rate, daily rate, or a rate derived from an existing BAR
Select the Conditions: Setup the requirements that must be met by guests
Choose the Policies: Choose a customized reservation and cancellation policies for each promotion

Here's how to get started:


  1. Go to Pricing > Rate Setup
  2. Click 
  3. Label the Promotion 
  4. Click  to save 
  5. Under Promotions, complete the following tasks: 
    • ID: Enter the rate ID for the promotion. The is a short form of the promotion name that will be used later in the Rate Planner and will not be shown to guests.
    • Title: This is the title that will be shown to guests in your booking engine. 


  1. Photo: Add a thumbnail photo for your promotional marketing content that will be featured in the Promotions Widget and Promotions Overview 
  2. Summary: Add a short description that will be featured in the Promotions Widget and Promotions Overview
  3. Article Layout and Preview: Use the Article Builder Tools (Add Content icons) to add a long description with using text and images to highlight the promotion. 


The marketing content for the promotion is automatically synchronized with Marketing > Galleries > Promotions. 



  1. You have the option to apply a fixed rate or derived rate. A Derived Rate is the price of the room relative to an existing rate like the Best Available Rate. Here's how you can set up a Derived Rate: 
    1. Click  to choose the rate you will derive the pricing from 
    2. Select the rate you want to derive rates from. You can derive a promotional rate from the Active BAR, any other specific BAR or any other promotional rate.
    3. Enter the value of the discount.  Remember to include a negative sign ( - ) in front of the value if it is a discount.
    4. Select % to take a percentage or $ to deduct a dollar amount 
    5. Click Apply and continue to Conditions
  • A Fixed Rate is the entered price of the room. Here's how you can set up a fixed rate:
    1. Select one of the following options: 
      • : To set the same price for every day of the week 
      • : To set a different price for each day of the week (i.e. Monday- Sunday)
    2. Select to enable pricing for additional adults and children.
    3. Choose one of the following options to determine how extra adult and child charges are applied:
      •  Linear Pricing: To set a base price and apply a charge for each additional adult and child
        • Enter extra adult charges
        • Enter extra child charges
        • Optional: Click to count children as adults until base occupancy requirements are met
      •  Step Pricing: To set a price per occupant (single, double, triple, and quadruple)
      • Optional: Click to count children as adults until base occupancy requirements are met
    4. Room Type: Click  to activate the rooms available for this promotion
    5. Price Column: Enter the rate
    6. Base Number of Adults and Children: Set the base number of adults and children in which the Price column applies to. After the base number of adults and children are met, the booking engine will apply additional charges you set up above


You can apply any combination of conditions or requirements that must be met during the reservation process for the promotion. Please use the following icons to activate or disable specific conditions:

 Active: This feature is active in the booking engine.

 Inactive: This feature is disabled in the booking engine.

  1. Length of Stay: Apply a minimum and/or a maximum number of nights.
  2. Pay-for-Stay-for: Award bonus nights based on a minimum amount of nights purchased. For example: create a special for guests to book 2 nights and receive the 3rd night for free.  
  3. Qualifying Code: Enter the promotional code a guest will use to redeem the promotional rate.  This can also be used for corporate negotiated rates that use qualifying codes to unlock the rate.
  4. Add to Special Codes & Rates: Important note, this is an optional promotional display Option, activate to ensure that the promotion can be pre-selected at the beginning of the booking process
  5. Early/Last Minute Booking:
    • Select Early to create a promotional offer for advance bookings
    • Select Last Minute to offer a last minute special
    • Enter the number of days a reservation can be made prior to the arrival date 
  6. Closed to arrivals: Choose the day of the week that the rate is closed to guest arrivals
  7. Closed to departures: Choose the day of the week that the rate is closed to guest departures 

Included Add-Ons 

This is a way that you can create package rates by included add-ons in the rate.  The rate you set up in the Pricing section should already include the value of the add-ons.  The booking engine will not charge the guest for each add-on included here.

  1. Click 
  2. Select the applicable Add-On. If the Add-On is not available as an option, please continue with the promotion set up process and use this Add-On Tutorial to create an Add-On for your Promotion.  
  3. Enter the Quantity to be included in the rate


Apply a custom reservation policy and cancellation policy to this promotion. If you do not have a custom policy for this promotion, the system default to your reservation under Pricing > Policies. For more information, click here to create custom reservation and cancellation policies. 


When you are done click Save! 

For more information and detailed instructions on how to do anything and everything in BackOffice, click on the help button, which is always located in the top right corner of the page!


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