Creating and Modifying Bookings
You can create a booking for an existing guest, generate a guest profile directly from the booking screen, specify arrival and departure times or just a start time and a length of stay. Zeevou Book allows you to keep track of the number of adults and children on the booking as well as details of the booking channel, and easily override your default total pricing if necessary. You can also extend a booking, making use of an existing security deposit if it has been pre-authorised by Zeevou, or split a booking across multiple units should you need to move a guest half-way through their stay. In addition, we have developed a capability that will allow you to simply and easily import bulk bookings from another PMS or channel manager, using a CSV/Excel spreadsheet.
Zeevou's 5-Step Booking Confirmation Process
Zeevou engages in a 5-step confirmation process for every booking made across your property portfolio. An email is automatically sent out by the system at the time of booking, initiating the process as follows:
Guests receive a copy of the booking information, and are invited to make any corrections or additions as necessary. Any forwarding email addresses provided by OTAs or booking agents are hidden, and the guest is asked for their real email address. They are also prompted to provide an estimated time of arrival, and to opt in to GDPR marketing. If the person who has made the booking is not the one who will be staying on site, then the main guest’s details are also requested. Moreover, this step allows you to ask whether it's a Leisure or Work booking.
The person placing the booking is asked to create a profile for each additional guest who will accompany them. One of the guests should be a designated Backup Contact, who can be reached in case of an emergency. Guests can also mark specific people as “Do Not Contact”. This feature is useful in cases when the booking is meant to be a surprise, and that person should not be contacted ahead of arrival. The first two steps together constitute a registration form to help you comply with the The Immigration (Hotel Records) Order 1972.
Guests are asked to pay for their stay (if payment has not already been collected by the channel) using a 3D secure pay-by-link form. Zeevou integrates with both SagePay and Worldpay, and supports Elavon and FirstData as merchant service providers for card payments and pre-authorisations.
Guests are asked to specify whether they wish the security deposit to be taken from the same card they used for payment, or from a different card. Zeevou will automatically pre-authorise the security deposit from the selected card one day before arrival. If pre-authorisation fails, the guest is sent a new link to re-enter the card details. If pre-authorisation succeeds, this is then displayed on the booking. Funds are kept pre-authorised until 48 hours after check-out, at which stage the booking is considered finalised. The funds are automatically released back to the card unless a charge was made against them.
Following payment, guests are sent an e-mail by Signable (a legally binding digital signing software) requiring them to sign the host’s terms and conditions and upload any ID as requested. Once the ID is submitted, an admin user needs to log in to Signable to verify it. If the admin approves the ID, they can log this in the Zeevou system and once this has been done, access is granted to the guest an hour before their arrival (self check-in instructions are sent out or the person meeting them at the property is informed depending on the selected check-in type).
A report of all the bookings made across your property portfolio.
These are active bookings associated with a certain property or unit type and which, for whatever reason, have not yet been linked to a specific unit. This feature is useful in an overbooking situation, or if you are moving bookings around. Unallocated bookings count towards overall availability, as it is assumed that these bookings will still need to be finalised at some point.
Scheduled for Cancellation
Bookings scheduled for cancellation do not count towards overall availability - i.e., once you mark a booking as scheduled for cancellation, your dates for those nights are instantly freed up again so that you can resell the nights. However, you may still need to inform the guest of the cancellation or ensure it is updated on an OTA. This feature allows you to keep track of such bookings until they have been fully cancelled.