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Email and Reservation Templates

1. Set up email credentials in property admin under Admin, Manage Properties
   1. Select Email Setting from the top menu
   2. Email: enter email address
   3. Reservation Notification Email: This is the email address that will receive confirmations when reservations are made externally.
   4. Leave Confirmation Template empty, this is only for hard coded templates
   5. Guest Order alert: This is the email address that will receive alerts when an order is made in the Guest Shop system.
   6. Smtp Host, Port, and User must be filled out exactly, if you have issues contact your property administrator or IT personnel.
   7. Check Notify Reservations if you wish to receive those emails
   8. Check Use SSL
2. Confirmation Template
   1. We have default Confirmation templates for use. These are built using html, click Preview in order to see the template.
   2. The Template provided will use information from your Main and Additional tabs under Admin, Mage Property to fill out pertinent property details.
3. Cancellation Emails
   1. Contact WavePM for a basic cancelation template
4. Guest Registrations Cards
   1. These can be printed out for daily arrivals if the property uses registration cards
   2. Template available upon request.
5. Owner Confirmations
   1. Template available upon request.

Twilio Integration

1. Twilio Set Up
   1. Set up Twilio account, make sure to leave valid credit card on file and select automatic refill so that SMS use is not restricted or interrupted by payment issues.
   2. Purchase a phone number, select the prefix, usually you can select up to first 6 numbers.
   3. When prompted to set up the number enter in text under messaging A Message Comes In (Webhook) “http://app.wavepm.com/twilioServlet”
   4. Leave all other fields as default.
2. WavePM Set Up
   1. Go to Manage Property under Admin Tab
   2. Under the Integrations Menu you will see the Twilio section with Twilio SID, Twilio Auth Token, and Twilio Phone Number
      1. Twilio SID can be found in Twilio under Account Dashboard to the right under Project Name you will find the Account SID. Enter this code
      2. Twilio Auth Token can be found directly under Twilio SID, just click “view”
      3. Twilio Phone number is the set up number than can be found in Twilio under “Phone Numbers” at the bottom of the Account Dashboard page.
      4. There is also a section in Property Management for “SMS Notification Email.” You can enter an email which will receive an email with each new incoming message.

Property Import

Create a CSV/Excel/Numbers spreadsheet with columns in the following order. If the export PMS does not contain, or the reservation does not contain any data for columns, leave blank. 

In order to get full use of the system, we would prefer to import history reservations as well so they may be included, these are noted by arrival and departure dates. Cancellations also may be included, under the column titled ResTypeDesc mark these reservations with Cxcl. All initial steps of CRS integration must be finished and ready to sync before the import is done. 

1. FirstName
2. Last Name
3. Address1
4. Address2
5. City
6. State
7. PostCode
8. Country
9. Phone
10. Email
11. UnitCode
12. UnitName
13. Bedrooms
14. Active Unit
15. Book Number
16. ResTypeDesc
17. Date Booked
18. Start Date
19. End Date
20. Nights
21. Adults
22. Children
23. PetType
24. Source Category
25. Source SubCategory
26. Rent Total
27. ChargeTotal
28. TaxTotal
29. BookingTotal
30. Payment Total
31. Notes
32. Rate Code
33. Occ Tax Percent
34. Sales Tax Percent
35. Occ Tax Number
36. Sales Tax Number
37. Do Not Move

Connect Property to Siteminder

Integration Process

1. If a hotel would like to connect their PMS (WavePM) to The Channel Manager, they will put a request through to Siteminder Account Manager or Sales representative.
2. The Sales Representative or the Account Manager will trigger a case, in order to start the process of the Integration/connection.
3. As soon as the connection is approved to go forward, the PMS integration team will prepare the setup spreadsheet with all the required connection credentials.

– Siteminder will provide the Hotel Code

1. The spreadsheet will then be sent to WavePM and hotel copied in to fill in the Inventory Type Code and Rate Plan Code.
2. Once returned, PMS integration will proceed with the complete setup and get in touch with WavePM Setup and integration contact to complete to the live phase.

Single Property Initiation

1. Link WavePM to the live property by connecting all of the relevant credentials under property management. The only unique thing here is the property code. User and Password are the same across each property.
2. Build Room Type/ Rate configuration in Siteminder channel manager under “WavePM” -> Room/Rate
   1. Enter room type code, rateplan code, and Inventory Code (Same as Room Type Code)
3. Check mapping to ensure all codes match WavePM codes
4. In WavePM
   1. Rates: Sync Rates from Rates page by pushing the Sync Icon of the base (BAR, RACK) rate plan
   2. Availability: Sync Availability from Inventory Page, click the sync icon.
      1. Inventory must be pushed the first time in monthly segments
      2. Depending on the amount of room types at the property, appropriately sized date segments must be used in order to sync. Siteminder handles 500 room type date updates per push, so, RoomType x DaysinDateSegemnt if under 500 will sync successfully. For instance most properties will sync at least a month at a time.
      3. Check siteminder inventory grid to ensure availability sync worked
   3. Restrictions:  order to push Restrictions, load the base rate plan to push by selecting the rate plan until it is highlighted in blue.
      1. On the grid below, click the “Force CRS Sync” button and select what you would like to sync, all dates shown on the grid will sync (Typically 1 month.) Repeat through all dates needed.
      2. Important: If the property has an off season, CTAs must be set in Wave for each room type for dates that the property is not in operation.
5. If there are any issues with the above, please reach out to support.
6. Keep in mind that each room type must have each rate plan mapped in Siteminder, even if you do not plan on selling that room type for a given rate plan.

Connect Property to Windsurfer

1. Get hotel code, which can be found in Windsurfer via Property Description (Address/Contacts) navigation listed as CRS Property ID
2. Request windsurfer to take the integration live.
   1. Email windsurfer@shr.global with the following information:
      1. Property Name
      2. Property (hotel) Code
      3. PMS Vendor Contact (Installer) = WavePM
      4. Date you are requesting activation
3. Windsurfer will then send you a property mappings document which includes your properties hotel code, username, password, and room types.
4. Check that room type codes in windsurfer match room types codes in Wave. Utilize the mappings or under property description-room type in Windsurfer.
5. Add windsurfer hotel code, username, and password to the property under Admin-Manage Properties in Wave. Select Integrations and add credentials in fields provided.
6. Under Admin > Room Rates insure that property availability/inventory is accurate in WavePM.
   1. This requires room types, rooms to be accurate and any future reservations to be entered to update availability.
7. Under Admin > Room Rates ensure you have a rate plan that is set to sync with windsurfer, and accurate rates and restrictions are loaded for all dates.
   1. In order to be able to sync, check the box indicating that the rate plan should be enabled to sync, under the rate plan edit icon.
   2. Also check that needed restrictions for Min LOS and restricted day of arrival are entered in Wave.
      1. Min LOS is based on arrival or Min A LOS as some OTA sites will request this information.
8. Go into Windsurfer and make sure that there is a rate code that matches the rate plan code in Wave. You can access the rate codes in Windsurfer > Rate Management > Rate Code.
9. You can then make additional rates (Expedia, Booking.com, OTAs) derived from your Wave rate for example making your Expedia rate 15% higher than your Wave rate. To use, select rate linkage under rate code in Windsurfer.
10. If you’d like to set an OTA only rate, ensure that this rate’s ranking is set to 1 and Wave’s rate code is set to 2.
11. Under the room rate page in Wave select the ((( sync icon to sync the loaded rates and availability to Windsurfer.
12. Check to make sure that the rate codes, availability, and rate restrictions have synced.
13. To view rate restrictions select Availability > View All.

Now that the property has an inventory, base and internal rates can be set. If you have a CRS agreement with Windsurfer or Siteminder you can proceed to set up OTA rate plans as well and you will be able to set up your CRS connection in a following article in the Getting Started Category.

1. Set Up Rate Plan – Admin, Rates and Inventory, Room Rates
   1. Set up your base rate, usually this is the rate that you would sell when reservations were made on property. Usually a rack rate or best available rate. 
   2. Must enter in a 3 or 4 letter rate code along with a description. 
   3. Set up as active, and check the box in order to sync with a CRS of necessary.
   4. Add begin and end stay and begin sell dates
   5. All OTA rate set up options are below, the first rate should be your base rate.
   6. “Zero out cancelations” check box clears amount due when reservations are cancelled at any time.
      1. There is an automatic refund functionality for cancelations covered a further down in this article.
   7. You can add deposit as a percentage, click add range to see more options based on length of stay.
   8. Resort Fee and Calculation type
      1. One time
      2. Per night
      3. Percentage
      4. If you have a resort fee you can have it applied at reservation creation.
   9. Add Guarantee and Cancellation Policies
   10. Refund Cancellations: (Not Required)
       1. If you would like reservations to automatically recalculate possible refunds based on cancelation criteria this functionality can be very useful and will also direct users as the cancelation policies in real time.
       2. There are a number of criterial options that will result in a desired action, you can see the options by starting with the “When” fieled, a couple of examples below:
          1. “When Canceled” Less “Than” 2 Days Before Arrival Refund Percentage: 50
          2. “When Canceled” More “Than” 1 Week After Creation No Refund.
       3. When these fields are used, a user upon canceling a reservation will be alerted to the cancelation terms if the cancelation falls into the criteria set up.
       4. In order for a user to not accept and override the policy, a supervisor/manager user must complete the cancelation. (These user restrictions may be modified)
   11. Housekeeping Task: (Not Required) Sets up included housekeeping tasks for all reservations with this rate plan.
       1. For most all hotels a free departure cleaning is provided for a retail rates. This can also be used to include daily cleanings or “Tidies” however your property is set up. The options selected will then be shown appropriately on the housekeeping system page. (Covered in a later article)
2. Adding Rates to rate plan
   1. Click to highlight rate plan and room types, availability, and restrictions will and dates will load below.
   2. In order to mass edit rates, under the room type column, click the TYPE – Price 
   3. In the pop up, fill out:
      1. Start and End Date of the price
      2. Days of the week of the price
      3. Price per night
   4. Repeat if necessary for multiple seasons
   5. Available rooms can be set in the same manner if your inventory changes
      1. Note that you can not increase availability above physical limit
         1. If you wish to oversell a room type, go to Reports, Inventory and set the Blocked link for the date to -1, -2, etc.
   6. The Min LOS stands for minimum length of stay
      1. Fill out the pop up as you wish
   7. Closed to Arrival, restricts anyone from arriving on certain days.

Adding Based On Rates

1. Most times properties may want to set their OTA Rates like Expedia. Booking.com, etc, at a higher percentage than direct bookings. This functionality can be useful to quickly set up rate mirroring your base rate.
2. Determine how much more of an amount that you want to increase OTA rates over those who book directly. Percentage or dollar amount.
3. Ensure that your base rate is correct and restrictions are as you would like them to be in WavePM
4. Elect New Rate Plan and fill out as you would a normal rate plan described above.
5. Under “Based on Rate Plan” select your main rate plan: RACK/BAR/ect.
   1. Select Adjustment Type and set to percentage or amount
   2. Input the amount, example for 10%, enter 10.
   3. Stay dates, deposit and resort fee will be set to mirror the base rate
   4. Scroll down and save.
6. You will want to check the OTA Rate checkbox if applicable
7. OTA Fees relate to properties with ownership, leave blank if not applicable.
8. OTA Collects Sales Tax and OTA Collect Occupancy Tax can be checked if applicable.
9. Now Save and select your new rate to ensure everything mirrors your base rate as desired
10. For CRS Syncing see this articles later in set up.

The first step to setting up your property is setting up your room types and unit numbers to establish inventory. It’s important to note that successful integration with a CRS requires that WavePM room type codes and numbers match the CRS in order to sync. Mistaken spaces and capital letters can result in bad connection.

1. Under Admin, go to Room Operations, then Room Types
2. Add room types needed for the property by clicking New Room Type
3. The following fields are not necessary for the room type to be saved.
   1. Display Order
   2. Extra People Charge Start
   3. Extra People Fee
   4. Attributes
   5. Short Description
4. Once you set up your room types, you need to create room numbers to set property inventory.
   a. Go to Admin, Room Operations, Manage Rooms
5. Click New Room
6. Select Room type from the pull down menu
7. Fill fields appropriately, Housekeeping Status and Floor are the only required fields.
8. Add any room condition notes that may be unique to this room
9. If surveys are set up appropriately with Categories, this tab will show condition scores related to this room.
10. If this is an owned property/room the contract info will show under the Contract info tab.
11. If you would like to add pictures to show unique features of this unit, you may do so under the images tab.
    1. Room images stored here can be accessed when a user is assigning a room, so that the room’s unique set up and features can be viewed, as well as texted or emailed to guests.
12. Under Maintenance Tasks, you can set a maintenance task for this room by date and time, accessible by rooms staff on the housekeeping/service system.
13. Building automation is an optional functionality that controls the unit temperature based on certain criteria.

1. After the trial or activation has been logged into, you can add users, change access, and change passwords under the Admin Tab -> Property Setup ->Users.
2. Also under Property Setup is Manage Properties, click there and you will find your property.
3. Click the edit icon which will bring up a property screen with many tabs.
4. Under the Main tab fill out all information as best you can.
   1. Rate Plan can be entered after you have completed that step
   2. Taxes are as follows
      1. Property tax should be considered the entire percentage of rate that a nights rate would incur.
      2. If your property tax has additional flat fee taxes email support@wavepm.com for further instructions.
      3. Resort fees and deposit amounts can be calculated later on in the set up under Rates.
      4. Sales tax should be your locations sales tax percentage.
   3. If the property being set up does not have ownership, leave those fields blank.
   4. Default Transaction Start and End Times set the system’s default transaction dates according to those hours. For instance if the transaction end time is 7pm local, then transactions occurring at 8pm would be considered to be occurring the following date.
   5. Auto Check in should be considered last after all set up has been completed. To consider about Auto Check In:
      1. Auto check in happens at 11am local property time. All rooms that have been changed from VD or VC to VR today, that have a confirmed reservation assigned, that check in is scheduled for today, will be checked in automatically.
         1. Properties with Kaba e-Code integration locks, the quest will receive the check in message with a code at this time. Properties not integrated with locks can choose to send the check in message whenever they would like in Text Automations.
5. Additional Tab should be filled out to define the property’s general, cancellation, and guarantee policies.
6. On the Images, property photos can be stored which can be used for any booking sites you may wish to have, but is not necessary.
7. Company Info is useful if you have an umbrella company of which this is just one property.
8. Payment Type Management is where you can set up credit card transaction fees for accounting and reporting purposes. If this is not an ownership property the credit card fees should be left blank.
9. Integrations, Email Settings and Templates, Guest Surveys, and Kaba Template are covered in other articles but are not necessary for initial set up.