To manage your price schedules, go to Settings > Price Sheets and click the Price Schedules tab.

If your company has at least one invoice sheet, you’ll see the option to add total price schedules and invoice price schedules. If no invoice sheets exist, you’ll only see the option to add total price schedules.

Note: When creating a total price schedule, you will be required to choose a fallback sheet, which will be used if no other price sheets in the schedule can be applied. When creating an invoice price schedule, choosing a fallback sheet is optional.

Once you’ve added a price schedule, you’ll be taken to its settings. From here, add existing price sheets to the schedule using the Add price sheet button.

Sheets must have at least one rule before they can be used in a price schedule. Rules are separated into different types: booking date, availability date, booking day of the week, and availability day of the week.

To ensure that your price schedules work as expected, please note the following important information:

• When there are multiple rules of the same type, only one rule of that type needs be true in order for the price sheet to be used.

• When dealing with rules of different types, at least one rule for each existing type must be met in order for the price sheet to be used.

Example:

In order for the High Season Rate sheet to be used, all of the following rules must be met:

• The booking date must be in 2019
• The availability date must be between 6/1/19 – 8/31/19 OR 12/20/19 – 1/5/20
• The availability day of the week must be either Sunday, Thursday, Friday, or Saturday

Note that there are two availability date rules. This means that the availability date must fall within EITHER of the defined ranges (6/1/19 – 8/31/19 OR 12/20/19 – 1/5/20).

For Availability day and Booking creation day rules, you may define the days of the week in which the price schedule rule should be applied. For the Availability day rule type, you may also set specific times in which a price schedule rule should be applied. To include all availabilities, leave the time fields blank under Starting between.

It’s important to consider the order of price sheets in a schedule. When determining which sheet to use for a booking, the system will look for the first sheet in the list with matching rules.

Example:

If an online customer makes a booking on 2/1/2019 for an availability that takes place on 6/5/2019, the Normal Rate sheet will be used because 6/5/2019 is a Wednesday, and the High Season Rate only applies to availabilities on Thursday, Friday, Saturday, or Sunday.

Setting default pricing

Once a price schedule is ready to be used, you can set it as your company’s default pricing from the Settings section of your Dashboard.

Navigate to your company’s Settings, then click the gear icon in the menu on the upper right hand side. Click the dropdown for Pricing. From here, you can set the default options for both direct and online bookings.

When determining which price sheet to use for a booking, the system will look for the first sheet in the current price schedule with matching rules. If no rules match, the fallback sheet will be used.

Rebooking

When rebooking, keep in mind that the new booking will use the same price sheet that was used for the original booking. If needed, you can view or change the price sheet for the new booking using the Pricing menu at the top of the book form.

You can use Reports alongside price schedules to determine which price schedule or price schedule rule affected the price of an existing booking.

In the Bookings report, you can both group and filter a report by “Total Price Schedule” and “Total Price Schedule Rule”. This is an easy way to determine which price schedules and rules affected the price on a booking. If a booking is not affected by any price schedules or rules, the report will show “none”.

The price schedule or rule shown in reports may change depending on if the booking itself has changed in the following ways:

• A new rule or schedule is set at the time of booking.
• A new rule or schedule is set at the time an affiliate is tagged.
• You manually reprice a booking to a different price sheet with previous price schedule rules that affect the booking (including when this is done during rebooking).
• You tag an affiliate on the booking (this causes the booking to take the affiliate’s effective price sheet).

Price schedules are available to all tiers. However, some clients may benefit from this feature more than others, depending on their business.

Clients that are good candidates for price schedules have:

• Seasonal pricing
• Pricing that changes at the end of the year
• Different pricing based on when you book

• Name of the schedule
• Which price sheets will be added
• Rule information
• Pricing per customer type per item per sheet
• Admin Notes need to be added

You need to set up price schedules for their direct pricing. Note: This is just for the direct schedule. The online schedule would also need to be updated if the same rules apply.

Name the price schedule: “Direct”

• Use Direct sheet as the fallback
• Create Price Sheet: Direct – 2018
  • Booking Dates: 12/17/18 – 12/31/18
• Create Price Sheet: Direct – 2019
  • Booking Dates: 1/1/19 – 1/30/19

Pricing:

• Direct – 2018 Sheet:

  • Item #1
    • Adult: $50
    • Child: $30
  • Item#2
    • Adult: $60
    • Child: $35

• Direct – 2019 Sheet:

  • Item #1

    • Adult: $60
    • Child: $40

  • Item#2

    • Adult: $70
    • Child: $45

Always add admin notes when price schedules are being used on the Dashboard and noting where they are applied. See below for an example:

#Price schedules - Created & applied! • **Applied:** Online & Affiliates • **Not Applied:** Direct

Dashboard example

Please consider

• Dashboards or items using price schedules where price changes occur regularly may be ineffective at accurately or transparently communicating pricing using price previews. In many of these cases, price previews will need to be disabled on the Dashboard or specific items.
• For Account Managers, please ensure that integrations on clients’ websites are not linked to specific Price Schedules, but that they follow the schedules set on the Dashboard. If an integration is made using a specific price schedule it will not follow the new schedule and will continue using the old prices.

For live companies:

• Live build updates that would benefit from using price schedules: Go in and remove the duplicated customer types and switch Dash to using price schedules
• Example w/ Process:
  • Ex. – Currently using duplicated/different customer types to account for the price changes throughout the year. (Peak customer types applied to the calendar from June to end of August)
  • Process:
    1. Duplicate the direct and online price sheets: Call them “Direct (Peak: June – Aug)” and “Online (Peak: June – Aug)“. These should inherit from the base sheet.
    2. On the regular online and direct sheets, update the pricing/visibility by hard-keying the prices there (Overriding the base).
    3. Update the base price to the highest ticket price (Peak: June – Aug rates).
    4. Create the Direct and Online Price Schedules using the Peak pricing sheets as the “Fallback”.
    5. Apply the schedules to the Pricing section in the Advanced Company Settings.
    6. Remove all duplicated customer types from each item’s calendar.
    7. Add the original customer types to all availabilities.
    8. Remove the duplicated customer types from option and prices for all items.
    9. Make an admin note that this Dashboard is using price schedules.

For new companies:

• Example w/ Process:
  • Ex. – Peak pricing from June to end of August
  • Process –
    1. Create 2 price sheets by duplicating the current direct and online sheets. Call them “Direct (Peak: June – Aug)” and “Online (Peak: June – Aug)“. These new ones should inherit from the base sheet.
    2. On the regular online and direct sheets, update the pricing/visibility by hard-keying the prices there (Overriding the base).
    3. Update the base price to the highest ticket price (Peak: June – Aug rates).
    4. Create the Direct and Online Price Schedules using the Peak pricing sheets as the “Fallback”.
    5. Apply the schedules to the Pricing section in the Advanced Company Settings.
    6. Make an admin note that this Dashboard is using price schedules.

• When creating online and direct pricing schedules, don’t put years in the name of the price schedules.

• Name online price schedule: “Online”.
• Name direct price schedule: “Direct”.
  • Online Schedule:
    • Fallback – use the highest priced online sheet ← This should have the highest priced ticket options (just in case if the schedule ends up using the fallback sheet; we don’t want clients saying that they lost out on $$ because we have a lower price).
  • Direct Schedule
    • Fallback – use the highest priced direct sheet ← This should have the highest priced ticket options (just in case if it goes to the fallback; we don’t want clients saying that they lost out on $$ because we have a lower price there).

• All sheets’ names within a schedule should be specific to when they will be used. We can also add notes to each sheet within the Schedule.
  • e.g. – “Online | Avails | 2019 Peak (June – August)”
  • e.g. – “All | Booking | 2019”
  • e.g. – “All | Booking | 2019 M,W,F”

• If you are changing from 2019 to 2020 you will want to duplicate current sheets and then hard-key current sheets’ pricing/visibility so that way the newest pricing will inherit from the base.

• Affiliates:
  • You do not need to create Price Schedules specific to each affiliate. If multiple affiliates follow the same pricing/schedule, they all can be associated with the same Total and Invoice Price Schedules.
  • When you create Invoice Price Schedules, use a fallback sheet that is a 0% referral sheet. See this example.

• If prices/visibility stays the same throughout the year, aka nothing changes.
• When a company has a lot of price sheets already built out AND they are wanting to add something as small as adding one customer type (Saturday only) to one item. Note: If a situation like this does occur, come up with a plan and take that plan to your manager to see if it would make sense to do.

For any Dashboard with affiliates, when a price schedule is created, an invoice schedule may need to be created. Invoice schedules need to be created in two cases:

1. For invoice sheets that are regular. Why? Because regular invoice sheets do not “talk” to total sheets. When we say an invoice sheet is “regular”, it means that the pricing on the invoice sheet functions separately from the pricing on the total sheet. If pricing is updated on the total sheet, pricing must also be updated on the regular invoice sheet.
2. For connected invoice sheets where the commission % will change from one period to the next. For example, Billing – 10% in 2023 to Billing – 20% commission for 2024 avails.

After the total price schedule is created, you can follow the instructions and example outlined below.

1. Duplicate all active regular invoice sheets. An invoice sheet is active if it’s attached to an affiliate.
   • Name the new invoice sheet(s) to match the total price sheet it will pair with in the total schedule. For example “Billing – Net Rates (Mon-Thurs)” to match with “Online (Mon-Thurs)”.
2. Create the invoice schedule.
   • Name schedule based on sheets. For example: “Billing – Net Rates”.
   • Add the new invoice sheets created and set the fallback invoice sheet to the highest and most regular pricing.
   • Add the exact same rules as the matching total price schedule. It is important to keep the order the same! For example: if the holiday sheet is the first on the total schedule, it should also be the first on the invoice schedule.
3. Attach the invoice schedule to all applicable affiliates and click Save.
4. Open the matching total and invoice schedules by clicking edit next to one of the affiliates you’ve assigned the schedules to, then click View and edit in Price Sheets settings. Hint: You may need to refresh your page for this to open correctly.
5. This will bring you to the Price Sheets overview section of the Dashboard and will open all price and invoice sheets associated with the price and invoice schedule assigned to that affiliate. .
6. Update the prices for each of the time periods on the corresponding price and invoice sheet.

• Referral $ amounts don’t need to be adjusted unless client tells us.
• If there is a Billing sheet made with net rates (vs a %), the client needs to provide us the new net rates for the scheduled period that we can manually enter on the new invoice sheet.
• Do not adjust invoice sheet tax settings without direct guidance.
• Update the Admin Note! Include details such as what the seasons are, what the fallback sheet is, and anything else that might be different from a basic setup.