Add or Delete a Unit

Overview

(PMS users only - if you have an Online Plus or Channel Manager account and want to increase or decrease your allocation within your iBex account, please contact support with the necessary information)

All the units registered in your account are listed in your Units list on the Search Units screen.

Your monthly lease is determined by the number of units you have in your account so adding or removing units may affect your monthly charge

If you want to add a unit/s, please contact support in the Help section in your iBex menu and provide the information required as advised in the instructions section below.

If you want to amend or remove a unit, please select the necessary tab below and follow the instructions.

    Add

 

    To add a unit(s), we will require the following information so that we can advise you of any price change to your monthly lease and add the unit(s) if still required...

1. How many units you wish to add
2. Unit name (for example, Room 5)
3. Room Type (ie. what you want the unit sold as - for example, Standard Room)
4. What order you want it allocated in when this room type is booked - (ie, before the other units in the same room type group or to be the last)Unit Type (ie. what the unit physically is - for example, is it a Motel Unit, a Cabin, a hotel room)
5. Maximum Occupants
6. Bedding Configuration (for example, King bed, Queen bed)
7. What order you want it allocated in when this room type is booked - (ie, before the other units in the same room type group or to be the last)
8. When you want the unit added

    Amend

If you need to amend any of the details about your units, you can either click on the ID of the unit to update that specific unit, or if it's several units, use the Bulk Update button as this adds a new column to the unit list enabling you to select which units you want the change to apply to.

Each unit has it's own details (such as it's Full Name - which is advised to the customer if you use the functionality where they receive the unit details, an iBex Name - which is shown on your Bookings Calendar, and Notes (private)) and rules that apply to it within your account (such as what room type it is to be sold as, the maximum number of guests that it can take, and any reporting groups that you may have set up).

TIP: You can also get into a unit's details by clicking the unit's iBex name on your Bookings Calendar. Once in a unit's details, you can switch to another unit by selecting the required unit in the 'Jump To' option on the top right of the screen.

Remove

You must first move any current or future bookings from this unit before it can be deleted.

The best way to do this is by scrolling through your Bookings calendar so that when you find a booking in that unit, you can just drag and drop the booking into a different unit.

Once you have no bookings in that unit, you can disable and then delete the unit from your system.

1. Select Search Units in the Units section in the menu
2. Click on the unit's ID
3. Select the Disable button

If you have any current or future bookings still assigned to the unit, iBex will advise you so. You will then need to update any bookings by moving them to a different unit.

If you do not have any current or future bookings, iBex will ask you to confirm whether or not you want to disable the unit. Click Disable Unit to proceed.

Once the unit is disabled, you can delete the unit from your system by selecting the Delete button

Since deleting a unit will remove the unit from any reporting (current and historic), iBex will ask you to reconfirm that you want to delete the unit. Click Delete Unit to proceed.

Once you have deleted the unit, please advise your support team so that your monthly billing can be amended accordingly.

Hidden Units

If you have disabled units on the Bookings Calendar you can now hide them easily so they are not displayed on the Bookings Calendar

To hide a disabled unit form the Bookings Calendar:

• Click on Search Units (found under the heading “Units” )
• Click on the disabled units ID number
• Open the “Details” tab and at the bottom of the page click on the yellow button Hide Unit
• Go Back to the Bookings Calendar and you will notice the disabled unit will now not show

To see what units you have disabled and hidden click on Search Units (found under the heading “Units” ) and you will notice on the first page that there will be two symbols showing it is disabled and hidden (screenshot below):

Key Codes

Key Codes can be found on the Unit Details page where you can insert the key code that you will provide your guests with in order to collect their keys upon arrival. You can choose to have this field displayed in their email templates, whether it be on the confirmation email or pre arrival email. You can also choose to have this field displayed on the confirmation page when guests make a booking through their website.

Reporting Options

Expected Booked Hours can be found on the Unit Details page. This field allows you to identify the number of hours 100% occupancy should be calculated from. 

If it is not set, then it will default to using the number of hours between your property’s check in and check out times. So if you’ve got the standard 2pm check in and 10am check out, then 20 hours is the standard occupancy for the unit.

This is used by the Occupancy Revenue report to calculate occupancy, and is useful when a room is booked on an hourly basis.