Note: You must enter at least a partial last name for the search function to work. You can enter a “%” in the *Name field to return a complete list of all your members.
Property Profiles are used to set up and store information about frequent guests or loyalty members, corporations who frequently stay at your properties or travel agencies who frequently book your property. Using this feature, you can add profiles, or locate profiles and update their information.
Adding Member Profile Information
To search for a member:
In the Property Profiles list, click Members.
The Find a Member Member# / Email screen appears.
Do one of the following:
Using the Member# / Email screen, enter the member number and email address on the screen.
or,
Click the Member Name tab and enter search criteria on the screen.
|
Note: You must enter at least a partial last name for the search function to work. You can enter a “%” in the *Name field to return a complete list of all your members. |
Click the Start Search button.
If any matches are found, a list matching the search criteria is displayed on the screen.
To add a new member profile:
Click the Add New Member Profile button.
The Member Signup screen appears.
Enter member data in all of the required fields (use the Middle Initial field to create a unique record).
|
Note: If you want to enter your own Member Code system instead of using the system generated member number, you must select Yes for the IBE - Display Member Code preference (see Preferences and Appendix C) to display the Member Code field. You can also enter a two-letter Group Identifier to categorize your members. |
Click the Save Profile button.
The Member Signup Success screen appears.
Click the Continue button to add member profile information.
The Member Profile Information Options screen appears.
To add member information, choose any one of the Profile
Information options and follow the procedures outlined below. Required
fields are marked with a red asterisk (
)
to the left of a field label.
|
Note: Request Information should be done after member profile preferences have been created. |
To add member contact information:
From the Profile Information options, select Contact Information.
The Contact Information screen appears.
Enter the contact information in all the required fields.
To block solicitations, select the appropriate checkbox.
Click the Save Changes button to save the contact information.
Changes Saved message appears at the bottom of the screen.
Click the member name to return to the Member Profile Information Options screen.
Do one of the following:
Select another Profile Information option and continue adding information.
or,
Click the property name at the top of the screen to return to the Property Dashboard.
If this member is part of a group who has a negotiated rate with your property, you can associate a contract with this member profile.
To assign a contract:
From the Profile Information options, select Contracts.
The Contracts screen appears.
Click the Assign New button.
The Assign Member Contracts screen appears.
From the Select Contract drop-down list, choose the applicable contract.
Click the Assign Contract button.
Click the member name to return to the Member Profile Information Options screen.
Do one of the following:
Select another Profile Information option and continue adding information.
or,
Click the property name at the top of the screen to return to the Property Dashboard.
Use the Payments screen to record payment information for member payments, deposits or credit card guarantees.
To record payment information:
From the Profile Information options, select Payments.
The Payments screen appears.
Select the Payment Method.
Select the Payment Type.
|
Note: A Payment is an amount owed towards an existing booking attached to the profile and is recorded as a positive amount. A Credit is a payment received and is recorded as a negative amount. A Guarantee is an amount received to hold the reservation and should be entered as a positive amount. |
In the Payment Amount field, enter the amount paid as a positive value.
If not already entered for you, select the payment currency from the Currency drop-down list.
Select the credit card type from the Card Type drop-down list.
In the next three fields, enter the credit card number, expiration date and the name as it appears on the credit card.
The remaining fields are optional.
Click the Save button.
 |
Tip: Use the Clear button to remove the information from all but the currency and card type fields. |
Click the member name to return to the Member Profile Information Options screen.
Do one of the following:
Select another Profile Information option and continue adding information.
or,
Click the property name at the top of the screen to return to the Property Dashboard.
Preferences allows you to set up different trip preference profiles, each with unique booking preference options. The trip preferences displayed are taken from the Booking Request Options that were set up for your property. This allows you to create individualized profiles based on your guest’s booking preferences.
To add member preferences:
From the Profile Information options, select Preferences.
The Trip Preferences screen appears.
Enter the profile name.
Click the Add Profile button.
The Select Trip Preferences screen appears.
Select the checkboxes on the Select Trip Preferences screen for the trip preferences you want to include with this member profile.
Click the <Save and Return to profile list button to save the preferences.
|
Note: To continue adding,
repeat steps 2 through 5. You can also delete any one of the profiles
by clicking the |
Click the member name to return to the Member Profile Information Options screen.
Do one of the following:
Select another Profile Information option and continue adding information.
or,
Click the property name at the top of the screen to return to the Property Dashboard.
To add member profile information:
From the Profile Information options, select Profile Information.
The Edit My Profile screen appears.
|
Note: The screen will contain the information you entered when you created the new member profile. You can edit the information here if it is incorrect or changes are needed. |
Select a security question from the drop-down list to add to the profile.
Enter the answer to the question selected above.
Click the Save Changes button to save the profile information.
Changes Saved message appears at the bottom of the screen.
Click the member name to return to the Member Profile Information Options screen.
Do one of the following:
Select another Profile Information option and continue adding information.
or,
Click the property name at the top of the screen to return to the Property Dashboard.
To add member profile users:
From the Profile Information options, select Profile Users.
The Edit Logon Information screen appears.
Enter the new user’s information in all of the fields.
Select a security question from the drop-down list to add to the profile.
Enter the answer to the question selected above.
Click the Add User button to add the user to list displayed on the left side of the screen.
Changes Saved message appears at the bottom of the screen.
|
Note: You can have up
to 5 users attached to this profile. To continue adding, repeat
steps 2 through 5. You can also delete any one of the additional
users by clicking the |
Click the member name to return to the Member Profile Information Options screen.
Do one of the following:
Select another Profile Information option and continue adding information.
or,
Click the property name at the top of the screen to return to the Property Dashboard.
To add rate plan and rate tier settings:
From the Profile Information options, select Settings.
The Settings screen appears.
Select a rate plan from the drop-down list.
Select the membership level from the drop-down list.
Click the Save Changes button to save the settings (or Cancel to quit without saving).
Click the member name to return to the Member Profile Information Options screen.
Click Members at the top of the screen to return to the Find a Member screen.
If done adding members, click the property name to return to the Property Dashboard.
To add VIP information, such as member number (to credit reward points), market segment (such as ‘banquet’ or ‘leisure’), room requests, special dates (such as birthdays or anniversaries) or reward points credited towards their membership:
From the Profile Information options, select VIP Information.
The VIP Information screen appears.
Enter the VIP information in the appropriate fields.
Click the Save button.
Do one of the following:
Select another Profile Information option and continue adding information.
or,
Click the property name at the top of the screen to return to the Property Dashboard.
Request Information is used to assign booking request codes (preferences) to a member profile. These codes are then assigned to the reservation when a guest member profile is attached to the reservation. This can only be done after the member profile has been completed and retrieved. The request codes are generated from those created using the Booking Request Options feature.
To assign request codes to a member profile:
In the Property Profiles list, click Members.
The Find a Member screen appears.
Do one of the following:
Using the Member# / Email screen, enter the member number and email address on the screen.
or,
Click the Member Name tab and enter search criteria on the screen.
|
Note: You must enter at least a partial last name for the search function to work. You can enter a “%” in the Name field to return a complete list of all your members. |
Click the Start Search button.
If any matches are found, a list matching the search criteria is displayed on the screen.
Click the member name.
The Member Profile Information Options screen appears.
From the Profile Information options, select Request Information.
The Request Information screen appears.
Select the preferences from the request code list.
Click the 
button to move your code(s) to the Selected list.
|
Tip: Multiple codes can
be selected by holding the Ctrl key down on your keyboard while
selecting the codes. You can move all request codes over using
the |
In the Text and Information fields enter any special request information.
Click the Save Changes button to save the preferences.
Do one of the following:
Click the member name to return to the Member Profile Information Options screen.
or,
Click Members at the top of the screen to return to the Find a Member Member# / Email screen.
or,
Click the property name to return to the Property Dashboard.
To edit a member profile, retrieve the member name using the Find a Member screen. Click the member name and use the Member Profile Information Options screen to access the profile information area that needs to be updated. To set a member to inactive, click the Inactivate link.
Adding Company Profile Information
To search for a corporate profile:
In the Property Profiles list, click Companies.
The Find a Corporate Profile Company ID / Email screen appears.
Do one of the following:
Using the Company ID / Email screen, enter the member number and email address on the screen.
or,
Click the Company tab and enter search criteria on the screen.
|
Note: You must enter at least a partial company name for the search function to work. You can enter a “%” in the Name field to return a complete list of all your companies. |
Click the Start Search button.
If any matches are found, a list matching the search criteria is displayed on the screen.
To add a new company profile:
In the Find a Corporate Profile Company ID / Email screen, click the Add New Company Profile button.
The Company Signup screen appears.
Enter company data in all of the required fields.
|
Note: You can enter a two-letter Group Identifier to categorize your corporate members. |
Click the Save Profile button.
The Company Signup Success screen appears.
Click the Continue button to add company profile information.
The Company Profile Information Options screen appears.
To add company information, choose any one of the Profile
Information options and follow the procedures outlined below. Required
fields are marked with a red asterisk ()
to the left of a field label.
To add company contact information:
From the Profile Information options, select Contact Information.
The Contact Information screen appears.
Select the country from the Country drop-down list.
Enter the contact information in all the required fields.
To block solicitations, select the appropriate checkbox.
(Optional for Company Profiles only) You can add a parent organization if this company is a subsidiary of another company already on file. If you want to change the parent organization:
Click the 
(magnifying glass icon).
Select the new parent from the pop-up window.
Click the OK button to save to that parent.
Click the Save Changes button to save the contact information.
Changes Saved message appears at the bottom of the screen.
Click the company name to return to the Company Profile Information Options screen.
Do one of the following:
Select another Profile Information option and continue adding information.
or,
Click the property name at the top of the screen to return to the Property Dashboard.
If this company has a negotiated rate with your property, you can associate a contract with this company profile.
To assign a contract:
From the Profile Information options, select Contracts.
The Contracts screen appears.
Click the Assign New button.
The Assign Contracts screen appears.
From the Select Contract drop-down list, choose the applicable contract.
Click the Assign Contract button.
The contract information appears in the Contracts screen.
Click the company name to return to the Profile Information screen.
Do one of the following:
Select another Profile Information option and continue adding information.
or,
Click the property name at the top of the screen to return to the Property Dashboard.
Use the Payments screen to record payment information for the company.
To record payment information:
From the Profile Information options, select Payments.
The Payments screen appears.
Select the Payment Method.
Select the Payment Type.
|
Note: A Payment is an amount owed towards an existing booking attached to the profile and is recorded as a positive amount. A Credit is a payment received and is recorded as a negative amount. A Guarantee is an amount received to hold the reservation and should be entered as a positive amount. |
In the Payment Amount field, enter the amount paid as a positive value.
If not already entered for you, select the payment currency from the Currency drop-down list.
Select the credit card type from the Card Type drop-down list.
In the next three fields, enter the credit card number, expiration date and the name as it appears on the credit card.
The remaining fields are optional.
Click the Save button.
|
Tip: Use the Clear button to remove the information from all but the currency and card type fields. |
Click the company name to return to the Company Profile Information Options screen.
Do one of the following:
Select another Profile Information option and continue adding information.
or,
Click the property name at the top of the screen to return to the Property Dashboard.
Preferences allows you to set up different trip preference profiles, each with unique booking preference options. The trip preferences displayed are taken from the Booking Request Options that were set up for your property.
To add company profiles:
From the Profile Information options, select Preferences.
The Preferences screen appears.
Enter the profile name.
Click the Add Profile button.
The Select Trip Preferences screen appears.
Select the checkboxes on the Trip Preferences screen for the trip preferences you want to include with this profile.
Click the <Save and Return to profile list button to save the preferences.
|
Note: To continue adding,
repeat steps 2 through 5. You can also delete any one of the profiles
by clicking the |
Click the company name to return to the Company Profile Information Options screen.
Do one of the following:
Select another Profile Information option and continue adding information.
or,
Click the property name at the top of the screen to return to the Property Dashboard.
To add company profile information:
From the Profile Information options, select Profile Information.
The Profile Information screen appears.
|
Note: The screen will contain the information you entered when you created the new company profile. You can edit the information here if it is incorrect or changes are needed. |
Enter a last name for this profile.
Edit the password as necessary.
Select a security question from the drop-down list to add to the profile.
Enter the answer to the question selected above.
Click the Save Changes button to save the information.
Changes Saved message appears at the bottom of the screen.
Click the company name to return to the Company Profile Information Options screen.
Do one of the following:
Select another Profile Information option and continue adding information.
or,
Click the property name at the top of the screen to return to the Property Dashboard.
To add company profile users:
From the Profile Information options, select Profile Users.
The Profile Users screen appears.
Enter the new user’s information in all of the fields.
Select a security question from the drop-down list to add to the profile.
Enter the answer to the question selected above.
Click the Add User button to add the user to list displayed on the left side of the screen.
Changes Saved message appears at the bottom of the screen.
|
Note: You can have up
to 5 users attached to this profile. To continue adding, repeat
steps 2 through 5. You can also delete any one of the additional
users by clicking the |
Click the company name to return to the Company Profile Information Options screen.
Do one of the following:
Select another Profile Information option and continue adding information.
or,
Click the property name at the top of the screen to return to the Property Dashboard.
This option allows you to set up and maintain commission payment information for your corporate client.
To add commission payment information:
From the Profile Information options, select Settings.
The Settings screen appears.
Select the commission method from the drop-down list and complete the fields as described in the table below.
Commission Calc Method |
Commission Amount |
Commission Policy |
Non-Commissionable |
Not Used |
Not Used |
Flat commission amount |
Enter flat amount |
Not Used |
Commission based in a percentage of the rate amount |
Enter percentage of rate |
Not Used |
Commission based on a given policy |
Not Used |
Select the policy from the drop-down list |
Click the Save Changes button.
Click the company name to return to the Company Profile Information Options screen.
Click Companies at the top of the screen to return to the Find a Corporate Profile screen.
Do one of the following:
Select another Profile Information option and continue adding information.
or,
Click the property name at the top of the screen to return to the Property Dashboard.
To add VIP information, such as member number (to credit reward points), market segment (such as ‘group,’ ‘government,’ ‘corporate’), room requests, special dates (such as VIP birthdays or anniversaries) or reward points applied to their membership:
From the Profile Information options, select VIP Information.
The VIP Information screen appears.
Enter the VIP information in the appropriate fields.
Click the Save button.
Do one of the following:
Select another Profile Information option and continue adding information.
or,
If done adding companies, click the property name at the top of the screen to return to the Property Dashboard.
Not currently used.
To edit a company profile, retrieve the company name using the Find a Corporate Profile screen. Click the company name and use the Company Profile Information Options screen to access the profile information section that needs to be updated. To set a company to inactive, click the Inactivate link.
Adding Travel Agency Profile Information
To search for a travel agency profile:
In the Property Profiles list, click Travel Agencies. The Find a Travel Agency IATA# / Email screen appears.
Do one of the following:
Using the IATA# / Email screen, enter the member number and email address on the screen.
or,
Click the Agency tab and enter search criteria on the screen.
|
Note: Enter at least a partial travel agency name for the search function to work. Enter a % in the Name field to return a complete list of all the travel agencies on file. |
Click Start Search.
If any matches are found, a list matching the search criteria is displayed on the screen.
To add a new travel agency profile:
Click Add New Agency Profile.
The Travel Agency Signup screen appears.
Enter travel agency data in all of the required fields.
|
Note: You can enter a two-letter Group Identifier to categorize your travel agencies. |
Click Save Profile.
The Travel Agency Signup Success screen appears.
Click Continue to add member profile information.
The Travel Agency Profile Information Options screen appears.
To add travel agency information, choose any one of the Profile
Information options and follow the procedures outlined below. Required
fields are marked with a red asterisk ()
to the left of a field label.
To add travel agency contact information:
From the Profile Information options, select Contact Information.
The Contact Information screen appears.
Select the agency's country from the Country drop-down list.
Enter the contact information in all the required fields.
To block solicitations, check the appropriate checkbox.
Click the Save Changes button to save the contact information.
Click the travel agency name to return to the Travel Agency Profile Information Options screen.
Do one of the following:
Select another Profile Information option and continue adding information.
Click the property name at the top of the screen to return to the Property Dashboard.
If this member is part of a group who has a negotiated rate with your property, you can associate a contract with this agency profile.
To assign a contract:
From the Profile Information options, select Contracts.
The Contracts screen appears.
Click Assign New on the Contracts screen.
The Assign Contracts screen appears.
Choose the applicable contract from the Select Contract drop-down list.
Click Assign Contract.
Click the travel agency name to return to the Travel Agency Profile Information Options screen.
Do one of the following:
Select another Profile Information option and continue adding information.
Click the property name at the top of the screen to return to the Property Dashboard.
Use the Payments screen to record payment information for travel agency guarantees.
To record payment information:
From the Profile Information options, select Payments.
The Payments screen appears.
Select the Payment Method.
Select the Payment Type.
|
Note: A Payment is an amount owed towards an existing booking attached to the profile and is recorded as a positive amount. A Credit is a payment received and is recorded as a negative amount. A Guarantee is an amount received to hold the reservation and should be entered as a positive amount. |
In the Payment Amount field, enter the amount paid as a positive value.
If not already entered for you, select the payment currency from the Currency drop-down list.
Select the credit card type from the Card Type drop-down list.
In the next three fields, enter the credit card number, expiration date and the name as it appears on the credit card.
The remaining fields are optional.
Click Save.
|
Tip: Use Clear to remove the information from all but the currency and card type fields. |
Click the travel agency name to return to the Travel Agency Profile Information Options screen.
Select another Profile Information option and continue adding information.
Click the property name at the top of the screen to return to the Property Dashboard
Preferences allows you to set up different trip preference profiles, each with unique booking preference options. The trip preferences displayed are taken from the Booking Request Options that were set up for your property.
To add travel agency preferences:
From the Profile Information options, select Preferences.
The Preferences screen appears.
Enter the profile name.
Click the Add Profile button.
The Select Trip Preferences screen appears.
Select the agency’s preferences from the list on the Trip Preferences screen.
Click the <Save and Return to profile list button to save the preferences.
|
Note: To continue adding,
repeat steps 2 through 5. You can also delete any one of the profiles
users by clicking the |
Click the travel agency name to return to the Travel Agency Profile Information Options screen.
Do one of the following:
Select another Profile Information option and continue adding information.
Click the property name at the top of the screen to return to the Property Dashboard.
To add travel agency profile information:
From the Profile Information options, select Profile Information.
The Profile Information screen appears.
Enter or edit the Travel Agency name for this profile.
Complete the remaining fields as necessary.
Click the Save Changes button to save the information.
Click the travel agency name to return to the Travel Agency Profile Information Options screen.
Do one of the following:
Select another Profile Information option and continue adding information.
Click the property name at the top of the screen to return to the Property Dashboard.
To add travel agency profile users:
From the Profile Information options, select Profile Users.
The Profile Users screen appears.
Enter the new user’s information in all of the fields.
Select a security question from the drop-down list to add to the profile.
Enter the answer to the question selected above.
Click the Add User button to add the user to list displayed on the left side of the screen.
|
Note: You can have up
to 5 users attached to this profile. To continue adding, repeat
steps 2 through 5. Click a user name to modify it. You can
also delete any one of the additional users by clicking the |
Click the travel agency name to return to the Travel Agency Profile Information Options screen.
Do one of the following:
Select another Profile Information option and continue adding information.
Click the property name at the top of the screen to return to the Property Dashboard.
To add travel agency commission settings:
From the Profile Information options, select Settings.
The Settings screen appears.
Select the commission method from the drop-down list and complete the fields as described in the table below.
Commission Calc Method |
Commission Amount |
Commission Policy |
Non-Commissionable |
Not Used |
Not Used |
Flat commission amount |
Enter flat amount |
Not Used |
Commission based in a percentage of the rate amount |
Enter percentage of rate |
Not Used |
Commission based on a given policy |
Not Used |
Select the policy from the drop-down list |
Click the Save Changes button.
Click the travel agency name to return to the Travel Agency Profile Information Options screen.
Click Travel Agencies at the top of the screen to return to the Find a Travel Agency screen.
Do one of the following:
Select another Profile Information option and continue adding information.
Click the property name at the top of the screen to return to the Property Dashboard.
To add VIP information, such as member number (to credit reward points), market segment (such as ‘Wholesale/TA’), room requests, special dates (such as VIP birthdays or anniversaries) or reward points credited to their membership:
From the Profile Information options, select VIP Information.
The VIP Information screen appears.
Enter the VIP Information in the appropriate fields.
Click Save.
Do one of the following:
Select another Profile Information option and continue adding information.
If done adding travel agencies, click the property name at the top of the screen to return to the Property Dashboard
Not currently used.
To link this travel agency to a consortium:
Retrieve the travel agency name using the Find a Travel Agency screen.
The Find a Travel Agency Results screen appears.
Click Link To under the Consortia column.
The Link to Consortia pop-up window appears.
Select the consortia from the drop-down list.
Click the Save button to add it to the consortia list.
Do one of the following:
Repeat steps 3 and 4 to continue adding to the list.
Close the pop-up window by clicking the red X, select another Profile Information option and continue adding information.
Click the property name at the top of the screen to return to the Property Dashboard.
You can only edit agency profiles created at your property. These will be displayed with the agency name as a link.
To edit a travel agency profile:
Retrieve the travel agency name using the Find a Travel Agency screen.
Click the travel agency name.
Use the Travel Agency Profile Information Options screen to access the profile information section that needs to be updated.
Click the appropriate button to save the setting in each screen that is updated.
Do one of the following
Click the agency name at the top of the screen to return to the Travel Agencies screen.
Click Travel Agencies at the top of the screen to return to the Find a Travel Agency screen.
If done adding travel agencies. click the property name again to return to the Property Dashboard.
To set and agency to inactive, click the Inactivate link.
