Other policies

In the Other Policies menu, you can define key details about your property, including:

• Property Description
• General Policies
• Check-in & Check-out Policies
• Pet Policy
• Group Policy
• Children / Infant Policy

These policies will be displayed in your Internet Booking Engine (IBE) and confirmation templates. If you are using the GuestAdvisor application, they will also appear during the online check-in process.

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Property Description

Provide a brief and engaging introduction to your property.

Example:

"Welcome to Dream Hotel, where comfort and hospitality come together for an unforgettable experience. Our thoughtfully designed accommodations, modern amenities, and attentive service provide the perfect setting for a relaxing stay. Whether you're visiting for business or leisure, our dedicated staff is committed to ensuring you feel right at home."

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General Policy

Use this section to outline important information that applies to all reservations.

Example:

"Our main goal is to offer our guests a seamless and welcoming experience. Please review your reservation number, check-in & check-out dates, and room type details before and after making your reservation. Be sure to also check our cancellation, payment, and other policies for complete details."

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Check-in & Check-out Policy

Setting the correct check-in and check-out times is essential, as these details will be displayed in:

• Booking Engine
• GuestAdvisor Application
• Smart Lock System (if applicable) → This will determine when the lock becomes accessible for guests.

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Pet Policy

Clearly state whether pets are allowed and specify any restrictions (e.g., size limits, additional fees, pet-friendly rooms). If pets are not allowed, mention any exceptions (e.g., service animals).

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Group Policy

If you do not accept group reservations or wish to limit group sizes, provide the necessary details here. Specify any special conditions for group bookings (e.g., deposit requirements, cancellation terms, or discounts for large groups).

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Children Policy

Setting up a Children Policy is essential to ensure correct pricing and proper handling of reservations from OTAs (Online Travel Agencies). If a Booking.com reservation includes 2 adults and 1 child (4-16 years old), the system can apply the correct charges based on your defined policy.

❗ Important: If your SabeeApp account does not have a children policy but your OTA settings do, the system will not be able to differentiate children by age or apply the correct pricing.

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Steps to Set Up Children Policy

• If you do not accept children, set the Accept Children toggle to inactive (grey). You can then skip the following settings.
• If you accept children, define the Children Price Calculation Model, choosing from:
  • Relative to the Room
  • Relative to Occupancy
  • Percentage-Based Pricing

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Children Price Calculation Models:

📌 1. Relative to Occupancy

This is the standard and most straightforward child pricing model. The child price is added per child, regardless of the number of adults. Each person (adult or child) counts toward the room’s total occupancy.

Example Setup:

• Adult rate: €50 per person

• Child rate: €10 per child

✔️ Best for:

• Simple, transparent pricing

• Per-person charge structure

⚠️ Consideration:

• Can lead to lower pricing if children occupy beds that would otherwise be priced for adults.

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📌 2. Relative to Room

This model locks in the base room price for 2 guests, even if the reservation includes children. Children only incur charges if the occupancy exceeds 2 people.

Example Setup:

• Base 2-person room price: €100

• Additional child price: €10 per child beyond 2 guests

✔️ Best for:

• Hotels that always want to sell the room at 2-person minimum rate

• Avoiding underpricing when only 1 adult + 1 child books

⚠️ Consideration:

• Can be less fair in solo parent situations (e.g., 1 adult + 1 child still pays the full 2-person rate)

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📌 3. Percentage-Based

Overview:
This model calculates a "bed price" (i.e., average per-person price) based on the adult price for that occupancy. Each child then pays a percentage of this bed price.

Formula:

• Bed Price = Total price for equivalent adult occupancy ÷ total number of guests

• Child Price = Bed Price × % (e.g., 10%)

• Adult Price = Full Bed Price

Example Setup (10% child rate):

✔️ Best for:

• Proportional child pricing

• Scenarios where child cost should scale with overall occupancy price

• Advanced users who want full control (including using 100% to match adult rate)

⚠️ Important Limitation:

This method assumes your adult pricing increases linearly (e.g., 1 adult = €50, 2 = €100, 3 = €150).
If your pricing includes discounts or tiered structures (e.g., 3 adults = €130 instead of €150), the child pricing becomes unpredictable or inconsistent.

Example issue:

• 3 adults = €130 → Bed price = €43.33

• 1 child at 10% = €4.33

• Total = €150 + €4.33 = €154.33 (vs expected €155 if linear)

📝 Final Tip

If you want child pricing to match the adult rate minus city tax or extras, you can select Percentage-Based and set the child percentage to 100%.

You can also write your children policies in the text field.

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🔹 If you accept infants, enable the Accept Infants toggle (active/green).

• Define the infant age range (e.g., infants stay free from 0 to X years).
• Choose how older children are charged:
  • Children over X years are considered adults.
  • Children must pay a fee from X to Y years.
  • Set extra charges under Extra Child Price.

📢 Tip: Add additional Children Policy details in the text field.

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Children Policy - Per Room Type

When the Accept Children toggle is active in the Other Policies menu, the default maximum number of children per room is calculated as Maximum Occupancy - 1.

💡 Example: In a Family Room with a maximum occupancy of 4 guests, the system allows up to 3 children. If a guest attempts to book more children than allowed, they will receive an error message:

🚨 "The number of children cannot exceed %maxoccupancyminus1%."

👶 Steps to Configure (for Booking.com): 

1️⃣ Navigate to Settings > Room Type.

2️⃣ Click Edit next to the desired room type.

3️⃣ Turn off the Use Default Children Policy Settings toggle.

4️⃣ Scroll to the Maximum Number of Children field under Room Type Details for Booking.com and enter the desired value.

5️⃣ Click Next > Finish.

📌 Note:

• These settings only apply to Booking.com and do not affect other channels.
• If no custom value is set, the default SabeeApp setting will apply:
  • 0 (if children are not accepted).
  • Maximum Occupancy - 1 (if children are accepted).

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Property Photos

📷 You can upload any number of photos of your property in the Property Photos section.

• These images will appear on the right side of your booking engine.
• The system randomly displays one image each time the page is loaded.
• The default photo you set will also be shown in the confirmation email.

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By setting up these policies correctly, you ensure a seamless booking experience for your guests while keeping your property well-managed. If you need further assistance, feel free to reach out to your account manager!