Rate Plan Guarantees
Each rate plan must include a minimum guarantee that defines what guests must provide when making a booking.
Apaleo supports several guarantee types, listed below from the least to most strict.
Please note: Apaleo does not verify whether the guarantee is actually provided at the time of booking.
6 pm Hold
No payment or credit card is required. The room is held until 6 pm on the day of arrival, after which you may cancel the reservation and resell the room.
Credit Card
Guests must provide a valid credit card. If no valid card is available for a reservation with this guarantee, you are free to cancel the booking and return the room to inventory.
Prepayment
Guests must provide a valid credit card and complete payment at the time of booking. If the payment is not received within your policy timeframe, you may cancel the reservation according to your terms.
When creating a reservation, you can adjust the guarantee type, but only to one that is stricter than the minimum defined in the rate plan.
For example, if the rate plan requires a Credit Card guarantee, you can change it to Prepayment, but not to a less strict option like 6 pm Hold.
Company Guarantee Setup in Apaleo
If you want a reservation to be guaranteed by a company without automatically charging the outstanding amount, use the “Company” guarantee type on the rate plan.
To set up a company guarantee, follow these steps:
Step1: Enable Accounts Receivable for the Company
Go to the company profile and select the option “Can check out on accounts receivables.” This allows the company to settle reservations on account.
Step 2: Add Rate Plans to the Company Profile
Attach the relevant rate plans to the company profile, but do not use the “Company” guarantee type for these rate plans. These rates will only be visible to users who enter the corporate code linked to the company.
If you want the same rate plan to be available for non-corporate guests, you can either:
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Copy the rate plan and leave it unassigned to any company, or
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Create a fictional company linked to that rate plan and share its corporate code for one-time special bookings.
What Happens When Booking Company Rate Plans:
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The reservation is automatically linked to the company.
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The debitor of the main folio is automatically set to the company.
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The guarantee type is derived from the company’s setting “Can check out on accounts receivables.”
If the company is not allowed to check out on accounts receivables, the reservation will use the original guarantee type defined in the rate plan.
When a company is permitted to check out on accounts receivables, the reservation’s guarantee type will automatically update to “Company.”
Important Notes:
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When you change the company’s setting to “Can check out on accounts receivables,” the guarantee type of all reservations attached to that company is updated immediately.
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If you switch the debitor of the main folio from the company to the primary guest or booker, the guarantee type automatically reverts to the one defined in the rate plan.
FAQ
What’s the purpose of the “Company” guarantee type?
The “Company” guarantee type ensures that reservations are financially guaranteed by the company rather than the guest, without automatically collecting payment at the time of booking.
When should I use the “Company” guarantee type?
Use it when you want the company to be responsible for payment, such as for corporate accounts or invoiced stays, but you don’t want to charge the guest’s credit card automatically.
What happens if the company is not allowed to check out on accounts receivables?
If “Can check out on accounts receivables” is not enabled in the company profile, the reservation will keep the guarantee type defined in the rate plan, not “Company.”
Can I assign the same rate plan to multiple companies?
Yes. A single rate plan can be linked to multiple company profiles, and each company will access it using its unique corporate code.