# Why Eptera? Why Should You Choose Eptera? Eptera is a web-based and cloud-based hotel program that runs on Microsoft Azure. You can start using an excellent hotel program preferred by the best hotels, along with online reservation and channel management, in just a few minutes. Eptera stands out as one of the most user-friendly hotel management programs, designed for effortless use and rapid learning. Whether you're a novice to hotel software or a seasoned (experienced) professional, you'll swiftly discover how Eptera seamlessly caters to all your hotel's requirements with a touch of professionalism. Eptera stands as a globally renowned, premier choice for cloud-based hotel management, setting itself apart due to the following key attributes: 1. Highest security and performance 2. Accessible from all devices, anywhere, anytime. 3. Protected against cyber attacks and viruses, maintenance-free with automatic backups. 4. Eptera enhances your hotel's online sales and marketing through the Channel Manager and Online Booking Module. In this concise guide, we will walk through the process of creating reservations, extending a warm welcome by facilitating guest check-in, meticulously posting room charges and other expenses, efficiently processing payments, and ultimately, generating the guest folio and issuing the invoice upon check-out. # Hotel Registration in Eptera In Eptera, you can efficiently launch your own hotel within a matter of minutes. Here's a step-by-step guide: 1. Begin visiting the official website at [www.eptera.com](https://www.eptera.com/), and click on the 'Sign Up' button, as demonstrated in the image below. 2. On the ensuing page at , diligently fill in all the necessary fields and finalize the registration by clicking the 'Sign Up' button. Ensure you input the verification code sent to your provided mobile phone and e-mail address. 3. To access the program, simply click on the 'Sign In' button at . The required hotel code is the one provided by the system during the registration process. It was also sent to the e-mail address and mobile phone number you specified during registration. To sign in, enter your hotel code, registered e-mail address, and the password you set during registration. # Basic Definitions Clicking on the "Quick Setup" menu located under the establishment title in the menu, it is possible to quickly save the hotel's information. * [General Information](#1-general-information) * [User Definitions](#2-user-definitions) * [Room Type Definitions](#3-room-type-definitions) * [Board Type Definitions](#4-board-type-definitions) * [Rate Type Definitions](#5-rate-type-definitions) * [Room Definitions](#6-room-definitions) * [Department Definitions](#7-department-definitions) * [Revenue Codes Definitions](#8-revenue-codes-definitions) * [Channels](#9-channels) ## 1- General Information Click on "General Information" to fill out the hotel's details. This information will be displayed on the online reservation page. Customize the subdomain for the reservation page's URL as per your choice.

## 2- User Definitions User definitions are mandatory fields during hotel setup. A new user is created for each individual we want to grant access to the system. Entering the user's email and mobile phone number is important for receiving confirmation when the user requests a new password. Additionally, if the hotel's logo is entered in the hotel information section, a digital business card print-out can be generated for each user. This digital business card can be saved on your mobile phone, and you can distribute your contact information by scanning the QR code on the card.

## 3- Room Type Definitions To define a room type, you can use the "+" button to add a new room type. From the room type screen, you can save the visuals and information related to the room. In B2C or B2B settings, you can choose room type visibility for end-users or travel agencies on the online reservation page. Select "Close" to hide the room type or "Open" to make it visible. In the guest information section, you should enter details such as the maximum and minimum number of adults, babies, and children allowed to stay, indicating how many people can stay in the room. The price multipliers in the room type allow us to determine our online prices based on the number of guests staying in the room. For example, the multiplier of 0.75 in the single room type affects the price for single occupancy, setting it to 75% of the daily room rate. This provides us with the flexibility to adjust prices dynamically based on the number of occupants.

## 4- Board Type Definitions To define a new board type, click on the "+" button. Then, fill in the required fields on the opened board types screen to add a new board type. In board type definitions, if an additional charge per person is applicable for adults and children, it can be specified here. Typically, when there are multiple board options in a hotel, the second and third board types can have these additional charges written to determine how the daily price will change. For example, if the per person room rate with breakfast included is 100 Euro, and the dinner board has an additional charge of 15 Euro per person, then the Double room price will be 100 + 30 = 130 Euro when the dinner board is selected. If the board price difference is not per person but for the entire unit, it should be written in the "Extra Unit Price" section.

## 5- Rate Type Definitions When you want to define a new price type, click the "+" button, fill in the required information on the screen, add the desired features, and complete the registration process to create a new price type.

## 6- Room Definitions The area where room numbers are matched with room types is the section for defining room configurations. To create a new room configuration, simply click the "+" button and fill in the new room information, room features, and room details, then save the configuration.

## 7- Department Definitions Define revenue and collection departments within the facility. Manage and set up departments related to income and collections. Add new departments using the "+" button if needed.

## 8- Revenue Codes Definitions To add a new revenue group to Income Code Definitions, click the "+" button, fill in the basic information, and save to create a new revenue group.

## 9- Channels Before starting the channel connections on Eptera, you must contact the relevant channels and have your hotel registered on those channels. The communication details and necessary steps for setting up accounts with the channels are described in this document. Please review this document first and ensure that you complete these procedures. The contact information of the channels and the steps to open an account are provided in this document. [appx.](broken://pages/diiQKvleuBrKB8IbEfCp#ek1-application-addresses-of-online-channels) Afterwards, in the Eptera's quick setup screen, you can add all the channels by clicking "Add" in the channels tab and complete the room/price mappings as described below. The fields to be filled in on the channel settings page may vary depending on the channel. Mandatory fields are marked with an asterisk (\*).

#### Basic Settings After selecting the channel, the following fields in the chosen channel must be filled: Your unique ID, user code, and password associated with the channel, agency code, and the currency in which we will send our prices. #### Room/Rate Type Mapping After filling the relevant fields, make sure to save the changes, and then click on the "Fetch Data from Channel" button. Once the mapping rows are received, you will need to match the rows for sending prices and availability to the channel.

# What is Room Plan? ## ROOM PLAN SCREEN AND FEATURES ### 1. How to Select a Period in the Room Plan? 1\. By clicking the calendar icon in the top-left corner, you can select the start date, and then use the adjacent day range option to set the display period to 3, 7, 14, 21, or 31 days. 2\. The left and right arrow buttons will navigate you to the previous and next periods, while the refresh button will redraw the information for the selected period.

### 2. What is Purpose of the Forecast Button? 1. By toggling the Forecast button, you can view the number of occupied and vacant rooms for each day. You can also click on a specific day to access a detailed list of these rooms. 2. By clicking the Arrivals-Departures tab, you can view a chart showing the number of arriving guests, departing guests, and the total number of occupied rooms for that day.

### 3. What is Group by Room Type Option? Instead of displaying rooms in numerical order, you can group them by room type. This allows you to see how many rooms of each type are available, how many are vacant, and their prices. Grouping makes it easier to view prices by room type when taking reservations and provides significant convenience.

### 4. How Does Find Available Rooms Work? By clicking the search icon, you can easily select your desired date range. Then, by clicking the Find Available Rooms button, you can view all available rooms for the selected dates within seconds. With these simple steps, you can complete your reservation quickly and effortlessly.

### 5. What is Filtering by Reservation Status? In the reservation screen, you can quickly and easily display only the records you want to see by selecting the desired status filter, allowing you to work more efficiently. You can choose from the following status options: * All\ Lists all reservations. * Waiting\ Lists reservations that have not yet been confirmed by the hotel or the guest. * Reservation\ Lists confirmed reservations, meaning those approved by the hotel. * In-House\ Lists reservations of guests currently staying at the hotel. * CheckOut\ Lists guests who have checked out of the hotel. * Expected Arrival\ Lists guests who are scheduled to check in today. * Expected Departure\ Lists guests who are scheduled to check out today.

### 6. What is Front Cash? With the Front Cash, you can track in detail all cash and payments received in the cashier during the day.

### 7. What is Show Reservations Without Room Number? With Show Reservations Without Room Number, you can view reservations that have not yet been assigned a room number. You can assign a room number by using the drag-and-drop method or by right-clicking and selecting Find Available Rooms to place them into suitable rooms.

### 8. What is Quick Posting? In Quick Posting, the defined departments are displayed. By selecting products within a department, if a room has been specified, the sale is posted directly to the room’s folio via the Post button. If no room is selected, payment can be taken immediately in cash or by credit card.

You can also use the Print Check button to obtain a printed copy of the receipt.

Room selection can be made either by choosing a room directly within Quick Posting, or by selecting the reservation in the Room Plan screen whose folio you want to post to, and then clicking the Quick Posting button.

### 9. What is Purpose of the Menu? The menu is a button that provides quick and organized access to the operations on the screen.

#### 9.1 Special Days Using the (+) button in the Special Days section, you can define any date you wish. The days you define will appear as a differently colored column on the screen, making them easy to distinguish. If you hover your mouse over the date in the special day’s column, it will display which special day it is.

In the description section, you can enter the name of the special day, the start and end dates, and the group type before saving. If you want to add multiple special days at once without closing the screen, use the Save & New button to continue adding entries.

#### 9.2 Color Legend Displays the explanations for all the colors used on the Room Plan screen.

#### 9.3 Icon Legend Displays the explanations for all the icons used on the Room Plan screen.

#### 9.4 Settings You can customize the screen features according to your preferences from here.

### 10. How Does Drag-and-Drop Price Updating Work? This feature allows you to easily modify prices. You can increase or decrease prices by a percentage or manually enter any desired price.

By dragging and dropping your desired date range, you access the Update Prices screen. There, you can update your prices by selecting the percentage and direction of the change based on your current daily price, or simply by entering the new price manually.

At the same time, you can define these prices in detail by switching to the Detailed Price section, where you can set rates for single, double, triple, and quad occupancy. ### 11. Daily Management Report Shortcut You can also access the Daily Management Report from the information icon above the date on the Room Plan screen.

### 12. Folio Balances Displays the folio balance for the guest. #### 12.1 Red Balance Shows the amount the guest owes. #### 12.2 Green Balance Shows the amount of the guest’s prepayment (such as a deposit).

### 13. Folio Actions By right-clicking on a reservation in the Room Plan screen, you can quickly access folio-related actions such as receiving payments, posting charges, and issuing invoices. This shortcut makes it easy to manage guest accounts without leaving the Room Plan screen.

# Creating Reservations Creating a reservation on Eptera involves three distinct screens: * [Room Rack](#1-room-rack) * [Room Calendar](#2-room-calendar) * [Front Office Control Panel](#3-front-office-control-panel) ## 1- Room Rack You can create a reservation from the Rack screen by clicking the "Rack" button in the shortcut bar or left menu. ![Room Rack](https://1718616112-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F11nbNOmezGYLKX6Xgt8C%2Fuploads%2FvWwSj1rpYkevkZpWfu0v%2FRoomRackEN1.png?alt=media\&token=2f60b8f0-c058-4756-80bf-204fa97f0f56) Room conditions such as dirty, clean, used, etc. can be updated from this screen. To make a new reservation, click on the plus icon on the rack screen, and complete the reservation registration steps from the reservation card that opens with the 'Make Reservation' button. ![Room Rack Add Button Image](https://1718616112-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F11nbNOmezGYLKX6Xgt8C%2Fuploads%2F82OP45wt3nrPw24WvOks%2FRoomRackEN4.png?alt=media\&token=dbe08e83-97fe-42a7-8bc7-79cd907a6ecc) ## 2- Room Calendar Another alternative is to create a reservation via the 'Room Calendar' screen. You can swiftly and efficiently complete the reservation process by utilizing a drag-and-drop action on the screen that appears for your chosen room number and start date. ![Room Calendar](https://1718616112-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F11nbNOmezGYLKX6Xgt8C%2Fuploads%2FHPdiYDIweeDdXaEuhYbC%2FRoom%20CalendarEN1.png?alt=media\&token=a7efb748-a61a-42ff-b8c8-924c90e71562) The reservation will appear in the calendar, and you can access the reservation form directly by right-clicking on it. ![Room Calendar Reservation Form Image](https://1718616112-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F11nbNOmezGYLKX6Xgt8C%2Fuploads%2FqpS2scmrri786UulXDcm%2Fimage.png?alt=media\&token=6af10ef7-c4a4-4caa-9ef2-3625ad2a1385) ### 3- Front Office Control Panel Lastly, when you click on the reservation icon in the shortcut buttons at the top of the screen, it opens the front desk control panel. You can create a reservation from the reservation card using the '+' button, where you fill in the required details.

Following that, in the 'Guests' section/tab, you can add new guests by clicking the plus button, completing the guest registration process.

After that, you can navigate to the "Pricing" screen to set the room price. If the room price is not already registered in the system, you can activate the manual price button and enter the daily rate manually. Then, by clicking the "Calculate Daily Prices" button, the total accommodation cost will be automatically calculated.\ \ Subsequently, you can navigate to the Pricing screen. If the room price is not already registered in the system, you can activate the manual pricing button and enter the daily rate manually. The 'Calculate Daily Prices' button will then automatically calculate the total accommodation cost.

For reservations coming through online channels, prices are set as fixed to prevent any changes. The fixed rows in the list are displayed in green to indicate this.

## 4- Reservation Output After all the processes are completed and the reservation is successfully saved, access to forms containing reservation, guest, and folio details is provided through the reservation card. These forms include: * [Confirmation Form](#confirmation-form) * [Registration Form](#registration-form) * [Folio Output](#folio-output)

# Check-in Process Before the check-in process, it is essential to assign a room to the guest. The room number can be selected from the 'Room' field or by clicking on the magnifier icon, which opens a list of available rooms. Rooms that are available within the accommodation date range can be listed, and the guest can double-click on a suitable room to assign it to the reservation.

Once the reservation is completed by providing the room number, the check-in process can be initiated by clicking the 'Check-in' button or the airplane icon.

# Folio Posting Explain how to post expenses to the room account. Navigate to the 'Folio' tab on the reservation card screen to view the guest's expenses, and you can add a new expense by using the 'Posting' button. Select the department and revenue category for the guest's expenditure, enter the amount, and save the record.

# Payment Collection The 'Get Payment' button is utilizable for payment transactions. Whichever tab is currently open within the folio section of the reservation card will automatically appear as the total balance in the system's 'Person Number' field. After selecting the payment type, the transaction is finalized by clicking the 'Save' button.

# Quick Posting To use the Quick Posting screen, you must first define a product or service.\ You can create a product definition by clicking the pencil icon on the screen.

If a saved product is sold, clicking on the product once will create a check (order slip) on the right side of the screen.

The payment of the sold product can be processed as a cash or credit card transaction by clicking the corresponding button, and it will be recorded as a direct sale to the cashier.\ If the sold product is to be posted to a room, click the “Room” button and select the guest. This way, the selected products will be posted to the folio.

# Folio Transaction Editing After expenses and payments are entered into the folio, they appear on the folio screen and can be printed.\ If adjustments are needed on these records, the following actions can be used: * **Refund:** Creates a refund for part or all of the transaction amount. * **Discount:** Applies a discount to part or a percentage of the transaction amount. * **Transfer:** Does not change the selected transactions but transfers them to another room or to another guest in the same room. * **Split:** Divides the transaction into two or more parts.

**1 – Refund**\ The full amount or a portion of the amount posted in the folio can be refunded using the refund action.

**2 – Discount**\ If a reservation has a reduced or special rate, discounts can be applied to the folio amounts.\ The discount can be either a fixed amount or a percentage.

**3 – Transfer** * **Folio Transfer:** Used to transfer transactions from one reservation folio to another. * **Guest Transfer:** Used to transfer transactions from one guest to another within the same folio.\ To complete a transfer, select the transactions to be moved, then choose the target reservation or guest.

**4 – Split**\ The split action is used to separate part of a transaction in order to process it differently—for example, to transfer it to another guest or room.\ There are two options for splitting: * Divide the transaction into an equal number of parts. * Separate a specific amount into two parts.

# Invoice Issuance After all expenses and payments in the folio are completed, click the **“Issue Invoice”** button.\ Once the related screen appears, select the billing window (amount) and the invoice address.

Finally, click the **“Create Invoice”** button to generate the invoice. After all adjustments are made, the invoice can be sent by clicking the **“Send”** button. # Check-Out Process After creating the invoice, the system verifies the departure date. If the date is correct, the guest is considered ready for check-out. Check-out can be completed using airplane icons, similar to the check-in process, or automatically from the reservation card.

For check-outs scheduled on the same day, the record type should be updated to 'Day Use,' and the date and time verification must be fulfilled.

Upon check-out, clicking on the reservation in the list automatically relocates it to the 'Departures' section/tab on the front desk control panel. Rooms that checked out were automatically marked as dirty. If needed, the status of a room can be adjusted by clicking on it.

# Front Cash At the requested date, the totals of transactions made with cash and credit cards are displayed in terms of both the cash register and currency. If the user-based option is activated, the cash register for each user is listed separately. The Cash Balance is comprised of a total of five different transaction types conducted throughout the day: * **Cash Received/Advance:** Displays the advances available at the opening of the cash register and the fees received during the day. * **Room Charges:** Shows the total payments received through the folio. * **Foreign Currency Received/Issued:** The 'Received' section displays the total amount of foreign currency received from guests, while the 'Issued' section shows the amount given back to guests in exchange for foreign currency. * **Room Refunds:** Reflects the total amount of refunds made for accommodation charges recorded in the folio. * **Cash Issued:** Shows the total of expenses or fees issued throughout the day and at the end of the day.

The total figures displayed in the cash register are detailed on the screen based on the reservation and the user information responsible for the transaction.

# End Of The Day Process After completing all transactions, the day-end process is initiated to finalize the hotel's daily operations. When the day-end procedures are initiated, the program automatically completes its checks. The day is then closed by selecting the 'Close Day' button, transitioning to the next day.

# Reports You can access the hotel's status, distribution, occupancy, and management reports using the shortcut keys on the main screen. Furthermore, you can download and review these reports in PDF format. The specific reports include: * [**Status**](#1-status) * [**Distribution Analysis**](#2-distribution-analysis) * [**Occupancy**](#3-occupancy-graphs)[ **Graphs**](#3-occupancy-graphs) * [**Management Reports**](#4-management-reports)

## 1- Status On the status screen, you can review the hotel's real-time data and track the hotel's activities from this screen.

## 2- **Distribution Analysis** In the distribution analysis, you can report the distributions of reservations taken according to the date range you selected and filtered as per your choice, and access data from past dates.

## 3- **Occupancy Graphs** In the occupancy graphs, you can monitor the facility's room and bed occupancy rates, room availability status, and also check their revenues.

## **4- Management Reports** Management reports are the detailed reports screen where you can obtain the weekly, monthly, and annual data of your hotel in PDF format.

# Channel Management Eptera features an integrated channel manager that not only synchronizes online channels (Booking.com, Expedia, Hotelbeds, HotelsPro, etc.) but also receives reservations directly into the hotel system. This makes it much easier and more efficient. Eptera has a two-way connection with occupancy data: prices are sent to the channels, and reservations are retrieved. The Eptera channel manager system is highly flexible. In addition to sending and receiving data, room allotments, discounts, and prices can be revised according to each channel. Virtual room types can be used, and their availability can be formulated based on actual room types. # Prices & Availability The Prices & Availability screen is the screen where you manage the prices, availability, and restrictions that you will use on your online channels and online booking page.\ Updates made on this screen can be done daily or in bulk between specific dates, providing practical and fast use.\ With the **“Drag & Drop”** method, the date range to be updated is selected with the mouse and saved, thus providing the advantage of quick operation.

The date field in the upper left corner indicates the start of the date range to be displayed.\ The day buttons right next to the date field indicate the number of days to be displayed. All active room types defined on the screen are listed one below the other. In addition, this order can be changed with the three-line button in the upper left corner. With the info button next to the room names, you can go to the definition of the related room. **Price:** The base price of the room is entered in this row, and according to this, all guest prices are automatically generated with the price multipliers defined in the room type. For example; when 100 is written in the related row, if 0.75 is defined for the 1st guest in the multipliers, the 1st guest will be 75, if 1 is defined for the 2nd guest, it will be 100, if 1.35 is defined for the 3rd guest, it will be 135. In this way, by entering a single price, all guest and child prices are automatically generated. (If there are prices in the manual price field below the related table, the prices in this field will be shown as crossed out or with an \* symbol.) **Sellable Room:** The number of rooms to be sold on online channels is determined in this field. For example, if there are 10 standard rooms but “5” is entered in this field, then a maximum of 5 of these rooms can be sold on online channels. **Stop Sell:** The checkboxes in this row mean stopping the sale. On the dates when these boxes are checked, the rooms are closed for sale on online channels. **Available Room:** Indicates the actual available number of rooms of the related room type in the hotel and is a non-editable field.

**Closed to Arrival:** A rule that restricts the dates when the guest can check into the property. On the dates when these boxes are checked, the reservation’s check-in date cannot be those days. **Closed to Departure:** A rule that restricts the dates when the guest can check out of the property. On the dates when these boxes are checked, the reservation’s check-out date cannot be those days. **Minimum Stay:** Indicates the minimum number of nights that the guests making a reservation must stay. **Maximum Stay:** Indicates the maximum number of nights that the guests making a reservation can stay. **Extra Room:** This field is used to sell more rooms than the actual availability. It is used to give an additional allotment for the related room type. **Pooled Room:** A method where the occupancy of more than one room type can be used jointly. The number of rooms that can be used jointly is shown in this row. **Closed Rooms:** Shows the number of rooms in the closed room list. **Shared Room:** Shows the number of rooms used as shared rooms. **Single, Double, Triple, Quad and Extra Bed Price:** If automatic pricing based on multipliers in the base price field at the top of the table is not to be used, these are the price fields where each guest price is defined separately. If there is a price in these fields, the base price at the top becomes invalid and is displayed as crossed out or with an \* symbol.

**Actions button** includes several extra features to be performed in bulk.

**Bulk Price Entry:** In this option, all operations made on the table can be done in bulk by selecting specific date ranges. If a room type is not selected for the operations performed on this screen, the update will apply to all room types. In addition, weekdays for which the update will be made can be selected, and the defined prices can be increased or decreased by a certain percentage or amount. **Price Management:** Provides the advantage of analyzing by retrieving the prices of competitor hotels determined in Price Management on Booking.com. **Stop Sales / Restrictions:** Unlike the stop-sell option on the Prices & Availability screen, this option allows defining stop or restriction settings specific to a certain channel, room type, price type, or board type. **Manually Refresh Channels:** This option is used to resend the current prices and availability on the Prices & Availability screen to the active channels. # Channel Connection We have compiled the most commonly used online channels for you in Appendix 1. First, you should complete your hotel’s registration on these channels as explained in Appendix 1, and then proceed to the Eptera connection. **How to Connect Eptera to Channels?**\ As explained in Appendix 1, once you have registered your hotel on the online channel, received your ID, and selected Eptera as your channel manager, you can easily connect Eptera to this channel. The Eptera channel connection is the same for all channels and consists of 3 simple steps: 1. Open the Channel Card 2. Retrieve Data from the Channel 3. Map Room Types and Prices **1- Open the Channel Card**\ Go to Setup > Quick Setup menu > Channels tab, or click on this link.\ Press the "+" button to open a new channel connection card and fill in the basic settings as follows:

**Quick Setup > Channel Settings** * **Channel:** Select the channel you want to connect from the list. * **Hotel ID:** Enter your Hotel ID received from the channel, if available. * **Agency:** Select the agency in Eptera that will be used for reservations coming from the channel. If none exists, you can create an agency with the same name. * **Currency in Channel:** Select the currency you have defined for the prices in the channel. Usually, EUR for foreign channels and TRY for local channels. * **Price Multiplier:** If you want prices to go higher or lower for this channel, select a multiplier. For example, 1.1 for 10% higher, 0.9 for 10% lower. Usually left blank. * **Calculate Discounts When Sending Prices:** If you define discounts and campaigns in the channel’s extranet, the channel provides some advantages. Therefore, you may want to send prices without considering the discounts in Eptera. In that case, do not check this option. * **Active:** Check to activate the channel connection. For now, do not check it. It should be checked after completing the room type mapping. **2- Retrieve Data from the Channel**\ Click the red **Retrieve Data from Channel** button at the bottom right to get the room type and rate type data defined on the channel.\ If data does not appear after pressing the button, it means you have not selected Eptera as the channel manager on the respective channel, or your selection has not yet been approved. To speed up this process, contact Eptera or the respective channel support to remind them that the approval is pending. For Eptera support: * Email: * WhatsApp **3- Map Room Types and Prices**\ Go to **Channel Settings > Room Type Mapping**.\ After pressing the **Retrieve Data** button, the blue areas in the room type mapping and rate type mapping screens will be populated.\ Double-click the room type you want to map.\ Select the corresponding room type in Eptera.\ For this room type, select the corresponding rates and board types in Eptera for the rate types defined. Yellow fields show the selections in Eptera. When selecting rate types, ensure that the pricing model in the channel and in Eptera is the same. Pricing models are divided into unit-based or per-guest-based. * When a unit-based price is sent, a single price is sent, and the channel calculates SNG, DBL, TRP prices according to its defined multipliers. * When a per-guest price is selected, Eptera calculates and sends SNG, DBL, TRP, QUAD prices separately.\ Unit-based pricing is generally preferred. You do not need to enter the **Rate Type Mapping** screen separately because the rate types are already mapped in the room type mapping screen. This screen can be used to view all rate types collectively. **After this process, the channel connection has been defined in Eptera.**\ You can now check the **Active** option in the channel card to automatically receive reservations from the channel. At the same time, empty room and price updates will also be sent automatically. No additional actions are required. **Connection Test and Log Check** **How to Test the Channel Connection?**\ When the connection is made for the first time, send prices for 1 day as a test. If the transmission is successful, then occupancy and prices for 1 year should be sent to the channel. Use the **Update Channel** action in the channel card for this process.\ After this, you can test occupancy and prices in the channel’s extranet. **Note:** Channel update is only done once when the channel is first connected to Eptera to synchronize the channel. After the channel is connected, price and availability changes are sent automatically; channel update is no longer required. **Channel Settings > Update Channel** **Checking Data Sent to the Channel**\ 2-3 minutes after updating the channel, you can see the response from the channel in the **Channel Log** menu. * If the response in the log is "ok," the subsequent approval code indicates that the data has been received by the channel and stored with this key. The channel may request this key during communication. * If there is an issue in connection or mapping, the "Error" message in the log will describe the problem. Go to the mapping screen, fix the issue, and test again. **Appendix 1: Online Channel Registration Links**\ Before connecting a channel to Eptera, you must apply to the desired channels to open your hotel registration and complete the basic definitions. Each channel’s application process is different. We have compiled links for the most commonly used channels that work with Eptera: * **Booking.com:** After registering your hotel at , click **Account > Connectivity Provider** in the top right corner and select Eptera. We will receive an approval email from Booking.com. After our approval, you can integrate the Booking.com channel in Eptera. * **Expedia:** After registering at , click **Rooms & Rates / Channel Manager Settings** in the left menu. Click **Edit** and select Eptera for both **Availability & Prices** and **Reservations**. * **Hotelbeds:** , in Hotelbeds extranet, click Channel Manager. Select Eptera in **Booking Management (BMS)** and **Inventory Management (HSI)**. * **Airbnb:** , after registering, go to the Profile screen in the top right and get your **Channel Hotel ID** from the end of the URL. * **Halalbooking:** , after registering, contact your channel representative to activate Eptera connection and get your hotel code. * **Inhores:** , after registering, contact your channel representative to activate Eptera connection and get your hotel code. * **Ctrip Tourr:** , after registering, contact your channel representative to activate Eptera connection and get your hotel code. * **Hoojoozat:** Email **** to create an account. Contact your representative to activate Eptera connection and get your hotel code. * **Hostelworld:** , after registering, contact your representative to activate Eptera connection and get your hotel code. * **Odigeo Tur:** , after registering, contact your representative to activate Eptera connection and get your hotel code. * **Hyperguest:** , after registering, contact your representative to activate Eptera connection and get your hotel code. * **Lastminute:** Email **** to create an account. Contact your representative to activate Eptera connection and get your hotel code. * **HproTravel:** , after registering, contact your representative to activate Eptera connection and get your hotel code. * **Prestigia:** , after registering, contact your representative to activate Eptera connection and get your hotel code. *** **Google Connection – Pre-Requirements** * In **Setup > Hotel Settings Panel > Hotel Information**, define your hotel location on the map, full address, city, country, and phone number. * Check if the **Board Type** field is defined in pension types. * For cancellable rate plans, in **Setup > Hotel Settings Panel > Rate Type Definitions**, check the “cancellable” option and define the cancellation window. * Notes and rules for your hotel can be added in **Setup > Hotel Settings Panel > Hotel Information** for Google account transmission. *** **Integration**\ In Eptera, go to **Rates & Availability > Actions > Online Channels**, and follow these steps: * Click **Google > Channel Settings**. Fill the fields and save: * **Channel:** Google * **Hotel ID in Channel:** Enter your Eptera hotel ID * **User Code:** elektra\_ari * **Eptera Agency Code:** Select the agency used for your online booking page (**Setup > Hotel Settings Panel > Default Hotel Settings > Online Booking Settings > Online Agency**). * **Currency in Channel:** Select the currency used in Eptera Rates & Availability. After saving, click **Create Mappings**. This will automatically fill your room types, rate plans, and board types into mapping rows. Then click **Retrieve Data from Channel**. Once completed, your Google integration request is submitted. Google will evaluate your information and activate the integration within 7 business days. You can check by searching your hotel name on Google. *** * **SunHotels:** , after registering, contact your representative to activate Eptera connection and obtain your hotel code. * **Mr & Mrs Smith:** , after registering, contact your representative to activate Eptera connection and obtain your hotel code. * **Agoda:** , after registering, click **Property / Property Settings** in the top right. Under **Optional Settings**, check **Channel Manager Mode** and select Eptera. The selection becomes active after 30 minutes. Use the **Agoda Property ID** for integration. # Ratecode Daily Prices The **Hotel Daily Rates** feature allows you to define prices in different currencies via the Availability & Rates screen. For example, if the property’s base currency is EUR, rates entered in the Availability & Rates screen must be in EUR. These rates are sent directly to channels operating in EUR. For channels operating in USD, the system automatically converts EUR rates into USD using the Central Bank exchange rate and transmits the converted rates to the channel. However, if the property prefers to send EUR rates directly to EUR-based channels (instead of relying on automatic currency conversion), the **Ratecode Daily Prices** setup can be used. In this case, you can select the EUR rate code to enter EUR prices, and the USD rate code to enter USD prices within the Availability & Rates screen. Each rate code can be mapped to agencies operating in the corresponding currency. This allows the system to send rates directly in the appropriate currency to each channel, without performing any exchange rate conversion. ### Configuration Steps #### 1. Activate Rate Code Pricing Go to: **Setup > Hotel Settings Panel > Default Hotel Settings 2 > Online Check in** Enable the parameter **“Use Rate Code Price”**

#### 2. Configure the Rate Code Go to: **Contract Management > Rate Definitions > Contracts and Rate Codes** Double-click the rate code you want to manage from the Availability & Rates screen.\ Under the **“Use Rates From”** field, select **“Ratecode Daily Prices”** **Important:**\ The currency defined in the rate code is crucial. The selected currency will be the currency of the rates you enter for that specific rate code.

#### 3. Assign the Rate Code to a Board Type Go to: **Setup > Hotel Settings Panel > Board Type Definitions** Open the **Rate Codes** tab.\ Click the **“+”** button, select the appropriate rate code for the relevant board type, and save.

#### 4. (Optional) Create Markets for Market-Based Pricing If you plan to apply market-based pricing: Go to: **Channel Management > Contract Management > Markets** Click the **“+”** button to create a market and select the relevant countries. If market-based pricing will not be used, you may skip Steps 4 and 5.

#### 5. Assign Markets to the Rate Code Go to: **Channel Management > Contract Management > Contracts and Rate Codes** Open the rate code that will use market definitions.\ Navigate to the **Markets** tab within the rate code and click the **“+”** button to select the relevant market. If a rate code with **“Ratecode Daily Price”** enabled has a market assigned, all other rate codes with the same parameter must also have a market selected.

#### 6. Manage Rates in the Availability & Rates Screen After refreshing the page, the newly created rate codes will be displayed in the top-right corner of the **Availability & Rates** screen. Select the relevant rate code to define and manage your rates accordingly.

# Online Reservation In the Online Reservation module, you can conduct direct sales to your customers without incurring any commissions. Similar to channel management, all prices and availability defined in the system will be showcased on your online reservation page, which we provide to you free of charge and without any commissions. After loading content onto this page, you can directly facilitate sales through Google integration and website integration.

Online Reservation Page Image

Hotels utilizing this module can accept reservations through their official website. It seamlessly connects to the front office management system to check availability, record the reservation, and simultaneously provide confirmation to the guest.

Availability Calendar

You can update the URL of the online reservation page integrated into your website by entering it in the subdomain section of the 'Eptera Quick Installation' screen.

Quick Setup Settings for Online Reservation Set

Additionally, you have the flexibility to customize the theme colors of your online reservation page to align with your website's design.

Online Reservation Page Hotel Properties