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To see accommodation that is available for you to book:
Navigate → Check Availability → Search And Quote
Enter destination, arrival date, number of nights, number of guests and click Search.
Properties with availability will show on the left and rate plan and available room type options on the right:
Selecting room type / rate plan options will display thumbnail images, description of the property and room type and price information below the search area:
You can cut and paste some or all of this information into emails with your customer(s).
To see day by day availability for all properties in a resort:
Navigate → Check Availability → Multi Property Availability
Enter destination, arrival date, number of nights and click Search.
The number of units of each type available for you to book each night will be displayed.
Each Vendor controls access to and commissions on their products. In order to book a Vendor’s products you will need to contact them and ask them to grant access.
Please note, RoomBoss provides a booking portal only:
Your commissions and access to make reservations are controlled by Vendors, not by RoomBoss.
Information displayed within RoomBoss does not constitute an agreement with a Vendor.
Terms and conditions of booking should be covered by a separate contract between Agent and Vendor.
You can see the list of Vendors in the RoomBoss Vendor directory:
Navigate → Account → Vendor Directory
Here you can see the following details for each vendor:
Destination – Area the vendor operates in.
Vendor – Vendor Name.
Type – What the Vendor supplies (accommodation / guest services).
Web – If submitted, a link to the Vendor’s website will show here.
Email – Contact email for the Vendor.
Level of Access – Your access to the Vendor’s product (No Access / Check Availability & Request Booking / Book Online).
Commission – If you have agreed commission with the Vendor it will show here.
An excel download is also available from this page.
You can use the email addresses on this page to contact the vendors. You will need to let them know your Business Name so that they can identify you within RoomBoss.
The Vendor may require you to sign a contract covering booking terms and conditions prior to granting access to book their products online.
Different Vendors may offer different levels of booking access, these can be:
No Access – You do not have access to this Vendor.
Check Availability & Request Booking – You can view availability and rates, and make booking Requests. Each Request must be confirmed by the Vendor before it is a confirmed booking.
Book Online – You can view availability and rates, and book available accommodation and services.
Subject to access granted by Vendors you can book Accommodation within RoomBoss.
Order Type
RoomBoss uses 3 different Order Types, these are Internal, Request and Reservation:
An Internal Order is entered by you and exists only within your account. It will not be sent to the Vendor unless you change it to a Request.
A Request Order is entered by you and is sent to a Vendor, this is not a confirmed booking unless the Vendor changes it to a Reservation.
A Reservation Order is a booking that has been confirmed by a Vendor.
Depending on the access offered by the accommodation Vendor you may have access to make a confirmed booking online (a Reservation) or make a request to book which requires subsequent confirmation by the Vendor to become a confirmed booking (a Request).
The process to make a booking Request or Reservation are the same and the Order Type is displayed during the process.
Navigate → Bookings → New Accommodation Booking
On this page, select the details of the property you wish to book, number of rooms, dates and number of guests and click Next to continue.
On the following 3 screens you will need to:
Select the room type(s) you wish to book – click Next to continue.
Choose a rate plan and check the rate – click Next to continue.
Enter the guest details – click Next to continue.
On the Confirm Details page:
Check the details of your booking.
You can also enter the following information on this page:
Custom ID – You can add your own id number to the booking. You can then search for this id number to find the booking in RoomBoss.
Additional Stay Details – Inform the Vendor of your guests’ arrival and departure times.
Message to Vendor – Add any comments / requests for the Vendor here.
Private Notes – Add any notes you wish to here, this area is not visible to the Vendor.
Click Next to complete your Request / Reservation.
RoomBoss offers Agents a free to use account that provides access to check real time availability and book accommodation and guest services online – direct with product Vendors.
To request an account set up, contact RoomBoss – info@roomboss.co.jp
To set up an account we need:
An email address to be registered in the system
This email will be used to receive all the notifications from the system, and to reset password.
We recommend a team shared email address rather than a personal email address.
Your Company Name
This name will be displayed inside the system to other users.
Only alphanumeric characters can be used.
Your Website Url
There is no cost to use RoomBoss as an agent to log in and make bookings with suppliers.
Charges may apply for API use or if you use RoomBoss to present availability search and bookings directly to your customers.
Subject to access granted by Vendors you can book a range of Guest Services such as; airport transfers, ski rentals or ski lessons within RoomBoss.
RoomBoss uses 3 different Order Types, these are Internal, Request and Reservation:
An Internal Order is entered by you and exists only within your account. It will not be sent to the Vendor unless you change it to a Request.
A Request Order is entered by you and is sent to a Vendor, this is not a confirmed booking unless the Vendor changes it to a Reservation.
A Reservation Order is a booking that has been confirmed by a Vendor.
Guest service bookings can be made:
Via the New Booking menu item.
Via Add to package on an existing booking.
Choose services you wish to book from the listed vendors and add to your cart:
Your shopping cart will indicate which items are AVAILABLE NOW and which are REQUEST. You can make a confirmed booking for AVAILABLE NOW items, REQUEST items will require confirmation from the vendor.
Proceed through the booking process adding guest information and linking to items in the booking as prompted:
At the final stage, check items in your booking, choose an option for Booking extent and click Order.
You will receive an email confirming that Request(s) / Reservation(s) have been made.
If you have made a Request once the Vendor has changed the Order Type to Reservation a booking confirmation email will be sent to the main email for your account and the booking will show as a reservation in RoomBoss.
All bookings can be found via booking search, it is possible to search by:
Dates - optionally limited by Vendor and Status
Guest
Booking id or custom id
All booking information can be downloaded to Excel.
All recently made or changed bookings can be accessed via the Booking HQ.
Subject to access controlled by the vendor, you can make changes to and cancel bookings via the edit booking page.
If youi are unable to make changes to a booking due to vendor setting please contact the vendor directly.
Rates and availability for properties linked to your RoomBoss account can be accessed by other systems (such as your booking platform or website).
Options for this are:
Ical is a simple format that allows passing of daily yes/no availability information at the Room Type level from system to system.
Appropriate for users who have systems that support Ical import or have developers that can work with this.
No charges apply for use of Icals.
The Open Travel spec defines messages for systems to communicate rates and availability. We can push to you based on this spec.
Appropriate for users who will store full rates and availability in their system and use a system that can receive Open Travel spec messages or have developers that can build to this spec.
Costs may apply to API use, please contact us for more information.
The RoomBoss Hotel API allows you to pull accommodation rates, availability, product information and allows creation of accommodation bookings.
Appropriate for users who will be making availability and pricing requests at the time of search and have developers familiar with Rest APIs.
Costs may apply to API use, please contact us for more information.
The RoomBoss GS API allows you to pull service rates, availability, product information and allows creation of Guest Service bookings.
Appropriate for users who will be making availability and pricing requests at the time of search and have developers familiar with Rest APIs.
Costs may apply to API use, please contact us for more information.
RoomBoss can provide plug and booking widgets to allow guests to search for live availability and make accommodation and guest service enquiries/bookings and payments via your website.
Charges apply for use of RoomBoss booking widgets, please contact us for more information.
Please ask the platforms themselves about access.
This solution is appropriate for users of these systems.
Charges may apply for use of 3rd party systems.
Once you have your RoomBoss Id:
Please reset your password using your Id.
Then login with your Id and password
The first time you log in please check your account details:
Navigate → Account → Edit Account Details
From this page you can set your user name, password, email address, telephone number and choose your preferred language for RoomBoss communications.
In RoomBoss Vendors identify you via the Business Name set up with your account and shown at the top of the page here.
We recommend all staff members who will access your account have their own login. The account master user can add and manage users via:
Navigate → Account → Users
RoomBoss sends Email Notifications to the email address of the account master user every time:
A new booking is made
A booking extent is changed eg a Request is changed to a Reservation
A booking is edited
A booking is cancelled
If the change being made is being made by a user other than the master user they will also receive the email notification.
Email notifications contain information related to the booking or change that has been made.
You can access the booking directly by clicking on the Access booking in RoomBoss link in the email.
