How to set up the Hotel Promotions & Supplements for me and for my TO ?

With KOOB, you can:
✅ Configure promotions and mandatory supplements for your DMC and share them with TOs if needed.
✅ Set up booking and stay periods to define when promotions apply.
✅ Create different types of deals, including discounts, free nights, upgrades, and extra charges.
✅ Manage compatibility between multiple promotions and supplements.
✅ Duplicate, modify, or renew promotions for reusability across multiple contracts.

🚀 Objective: Master the Promotions & Supplements system to enhance hotel contract flexibility and maximize booking performance.

Understanding the two access levels

The Promotions & Supplements page is divided into two key sections, based on access levels and applicability.

My Promo & Sup (DMC-Level promotions & supplements)

Exclusive to the DMC – These apply to the DMC’s direct bookings only.
Controls discount conditions, validity periods, and mandatory supplements for each hotel.
Allows internal flexibility in managing hotel contracts.

My Clients’ Promo & Sup (TO-Specific promotions & supplements)

Promotions and supplements assigned to specific TOs.
These offers can be tailored for preferred TO partners, allowing for personalized pricing strategies.
The DMC can modify, limit, or extend certain promotions to specific TOs.

✅ Example:
A DMC may offer a "Stay 3 Pay 2" promotion exclusively to a VIP TO, while other TOs only receive a 10% discount.

Understanding Promotion & Supplement statuses

KOOB categorizes promotions and supplements into three statuses:

Operational (Active)

Currently valid and available for bookings.
Automatically applied to eligible DMC and/or TO reservations.

Draft

Pre-configured promotions that are not yet active.
Allows DMCs to plan offers before making them available.

Archived (Expired)

Promotions that have ended or been deactivated.
Can be duplicated or reactivated for future use.

✅ Tip: Duplicating past promotions/supplements is an efficient way to prepare recurring seasonal offers.

Setting up Promotions

KOOB supports multiple types of promotions to provide flexible pricing strategies.

Types of Promotions Available

💰 Discount Promotions → Fixed amount or percentage discounts.
🛏 Free Night Offers → Example: Stay 4, Pay 3.
🎁 Upgrade Room Offers → Free upgrade to a higher room category.
⏳ Early Booking Deals → Example: 20% off if booked 60 days in advance.
⚡ Last Minute Deals → Example: 15% off if booked less than 7 days before check-in.
✅ Amenities-Based Promotions → Free spa, airport transfer, or complimentary meal.

How to create a new Promotion ?

Click "+ Add New Promotion" in the Promotions & Supplements section.

Enter a Promotion Name (e.g., Stay 3 Pay 2 Offer).

Select the promotion type (percentage discount, free night, upgrade, etc.).

Define Booking & Stay Periods:
- Booking Period(s)→ Timeframe during which the promotion can be booked.
- Stay Period(s) → Timeframe when the discount applies to stays.

Set minimum requirements (e.g., Minimum 3 nights stay for free night offers).

Select the type of promotion

Type of Promo	Description
Amenities	A service included in the price, selected from the amenities tab.
Amount	A fixed discount or surcharge applied to selected room types, periods, or days of the week.
Percentage (%) Discount	A percentage-based discount or supplement applied to rooms for a specific period or days.
Free Night	A deal where guests receive free nights based on stay duration. Example: Stay 4, Pay 3.
Upgrade Room	A free upgrade from one room type to another. Example: Free upgrade from Deluxe to Suite.

✅ Tip: Configuring promotions correctly ensures accurate pricing, optimized booking strategies, and seamless application of deals for both DMC and TO bookings.

Promotion application and Extra beds

Apply Per Room or Per Pax	Defines whether the promotion/supplement applies per room or per guest.
Valid for Extra Beds	Determines if the promotion or supplement is also applicable to extra beds.

Define applicable Room types : specifies which room types the promotion applies to.

Determines if this promotion is compatible with other promotions.
✅ Note: If Promotion A is compatible with Promotion B, Promotion B will also automatically be compatible with Promotion A.

Contracting conditions : If the contracting conditions of the contract do not apply or are different for the promotion, you can manually write it by clicking on the button "These conditions are NOT applicable". It will then open a text editor.

Before clicking on “Save”, scroll up and select “Operational” to activate the promotion, then Save it.

✅ Tip: If multiple promotions apply, KOOB allows the selection of the preferred promotion at the booking stage.

How to create a supplement ?

Click "+ Add New Supplement" in the Promotions & Supplements section.

Enter a Supplement Name (e.g., New Year's Eve Dinner Fee).

Define Validity Period (Booking Period & Stay Period).
- Booking Period(s) → Timeframe during which the supplement applies.

- Stay Period(s) → Timeframe when the supplement applies to stays.

Set minimum requirements (e.g., Minimum 1 night stay).

Select the type of Supplement → In value or in percentage %

Enter the amount to add in value or in percentage %

Supplement parameters	Description
Apply Per Room or Per Pax	Defines whether the promotion/supplement applies per room or per guest.
Valid for Extra Beds	Determines if the promotion or supplement is also applicable to extra beds.
Unit (For Supplements Only)	Defines if the supplement applies per unit (per person or per room once), or per night (charged every night of stay). ⚠ Note: If selecting per unit, disable valid per room & extra bed selectors.
Applicable on Rooms	Specifies which room types the promotion/supplement applies to.
Mandatory Supplement	Defines whether the supplement is optional at booking or compulsory by default.

Define applicable Room types : specifies which room types the supplement applies to.

Defines whether the supplement is optional at booking or compulsory by default.

Contracting conditions : If the contracting conditions of the contract do not apply or are different for the promotion, you can manually write it by clicking on the button "These conditions are NOT applicable". It will then open a text editor.

Before clicking on “Save”, scroll up and select “Operational” to activate the supplement, then Save it.

✅ Note : Mandatory supplements apply automatically to eligible bookings when published.

Assigning Promotions / Supplements to TOs

How to copy a Promotion/Supplement to a TO

Identify an existing promotion/supplement in "My Promo/Sup".
Select "Duplicate for clients".

Modify conditions, pricing, or validity for TO-specific offers.

Assign the promotion to one or multiple TO partners.

Contracting conditions : If the contracting conditions of the contract do not apply or are different for the promotion, you can manually write it by clicking on the button "These conditions are NOT applicable". It will then open a text editor.

Before clicking on “Save”, scroll up and select “Operational” to activate the promotion, then Save it.

✅ Find all assigned promotions under "My Clients’ Promo & Sup".

Takeaways

✅ Easily create, manage, and track promotions & mandatory supplements for DMC and TO bookings.
✅ Differentiate between DMC-wide promotions and TO-specific offers for targeted pricing.
✅ Use filters to track active, draft, and expired promotions for better organization.
✅ Re-use and duplicate promotions to streamline seasonal offers.
✅ Monitor promotion impact to adjust pricing strategies effectively.

FAQ

Can I apply different promotions to different TOs?
✅ Yes! You can assign specific promotions and supplements to different TOs under "My Clients’ Promo & Sup."

Can a promotion be applied automatically?
✅ Yes! Once set as "Operational," the promotion will automatically apply to eligible bookings.

Can I combine multiple promotions for the same booking?
✅ Yes! You can define compatibility between promotions to allow stacking or restrict usage.

What happens if I don’t set a booking or stay period?
⚠️ Without a defined period, the promotion or supplement will not apply to any booking.

Can I modify an existing promotion instead of creating a new one?
✅ Yes! You can edit existing promotions or duplicate past ones to streamline recurring offers.

Are mandatory supplements automatically applied?
✅ Yes! Mandatory supplements apply automatically to bookings when activated.

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📌 Need more help? Visit the KOOB Knowledge Base or contact KOOB Support for assistance. 🚀