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Hotel Booking
Objectives
- Allow VIP to book hotel room in advance
- Allow paid delegate to book hotel room
Settings
Openings
| Advanced Opening | Only for specific VIP, President, Councillors, etc. |
|---|---|
| Normal Opening | Only paid or waived delegates could book hotel |
Entitlements
Some VIPs will get free hotel room nights. Extra room night will be charged accordingly.
Hotel
Basic Information
Each hotel should display the following information.
e.g. http://2016.apaophth.org/hotel-reservation/
| Name | Grand Hyatt Taipei |
|---|---|
| Rate | 5 Stars |
| Distance | 3 minutes by taxi, 10 minutes by metro, 30 minutes by walk |
| Remarks | Non-smoking floor |
| Name | Taipei 101 |
|---|---|
| Rate | 4 Stars |
| Distance | 5 minutes by taxi, 15 minutes by metro |
| Remarks |
Room Type
Each hotel will offer different room types at different room rates. The old system is too rigid with only single and double.
e.g. http://hotel.elong.com/guangzhou/32001005/
- Most of the time the single and double rates are the same, but sometimes they are different.
- And some room type may only available to single occupant. ie. Not allow two persons to stay.
- Quota means how many room you could sell for that type. Quota should be deducted once the booking is confirmed even it is NOT paid yet.
- There will be remarks to be displayed.
| Room Type | Single Rate | Double Rate | Quota | Remarks |
|---|---|---|---|---|
| Deluxe | USD100 | USD100 | 20 | only non-smoking floor |
| Superior | USD80 | USD90 | 12 | |
| Single | USD60 | 2 | not available for double |
Bookings
Booking Status
| Status | Meaning |
|---|---|
| Pending | Booking is made by delegate but not submitted yet |
| Submitted | Booking is submitted by delegate to admin |
| Cancelled | Booking is submitted but not yet confirmed. Then the delegate cancel it |
| Confirmed | Booking is confirmed by admin. A confirmed booking could not be changed by delegate. |
| Rejected | Booking is rejected by admin. Delegate could re-submit the booking. |
Payment Status
Only “Confirmed” booking could go to make payment via PayDollar.
| Status | Meaning |
|---|---|
| Unpaid | Booking is confirmed but not paid yet. |
| Paid | Booking is paid by delegate |
| Payment failure | Delegate tried to pay but was failed. Delegate could try to pay it online later again. |
Rules
- Each delegate could make only ONE hotel booking at a time. If s/he has a previous “Confirmed” booking, s/he could add a new one.
- Delegate could make change to the “Pending” booking at anytime.
- Delegate could NOT change “Submitted” booking but could cancel it as long as it is NOT confirmed by admin yet.
UI
- Delegate should be able to see ALL of her/his bookings no matter it is Pending, Submitted, Cancelled, Confirmed, Rejected, etc.
- Delegate could clone a booking to make modification instead of having to create a new one all over again.
- If delegate clone from a previous booking and that room type is no longer available, please alert her/him and make her/him to make another choice of room type. You could simply clear that room type and then let her/him to choose it again.
- The booking form should be validated before submit to the server. Any missing information should be highlighted.
Record
Each booking record should include
| Field | Remarks |
|---|---|
| Hotel Name | |
| Delegate Name | |
| APAO ID | |
| Registration Number | delegate registration number, barcode |
| Accompany person name | if any |
| Room type | |
| Room rate | at the time when s/he made booking |
| Check-in date | |
| Check-out date | |
| Remarks | anything the delegate wants to notify the admin/hotel |
| Discount | discount = room rate x entitlement |
| Amount | total amount = room rate x night - discount |
| Paid amount | No partial payment is allowed |
| Paid by | credit card number got from PayDollar |
| transaction reference | reference no. from PayDollar |