View property details

The Property page displays details including its booking, event, and guestroom settings, as well as settings for any integrated products (like a PMS, MeetingBroker, or Delphi Diagramming).

An administrator uses the related lists on the Property page to enter and manage the different types of data that are specific to the property (for example, menus, function rooms, guestroom types, tax groups, and document templates). You can also manage who has access from the Property Users related list.

To open the Property page, click the Properties tab, select the appropriate view, and then click the property name. The page is divided into the following areas:

Property Information

All fields are available for merge documents, email templates, and reports.

Property The property name as you want it to display to your users and on customer-facing documents.

Any changes made to the Property field may take up to 24 hours to process. Do not make multiple changes to a property name until the previous change has fully processed. Please contact Amadeus Support if you have changed the name of your property so we can update our records and properly assist you moving forward.

Active Select this check box when you're ready to configure the property's setup values and allow users with the appropriate access rights to create business at the property. After the Active check box has been selected, the property will be displayed in picklists and users will be able to report on the property.

Important! If you need to change a property to inactive, do not use this check box. Instead, click the Deactivate button when the Property page is not in edit mode. (R32 or later)

PMS Location Code The property code in your PMS system. This is used in messages between the systems when they are integrated. This field will be completed for you when your integration is installed by Amadeus. Do not modify it.
Location Code A code that can be used to find the property in searches.
Default Currency The property's primary currency.

Important! The Default Currency cannot be changed once the property has been saved, and any records created for the property will automatically use this currency (for example, bookings). You must select the same currency that is used in your property management system and MeetingBroker for integrations to work. If you save a currency in error, please contact Amadeus Support for assistance.

Region Select the region where the property is located. These options are defined as setup values by an administrator.
Property Type These options are defined as setup values by an administrator.
Description A brief description of the property.
Default Alternate Language Code The default language that should be used in the Alternate Booking Post As field. This field is related to the alternate language functionality specific to accounts, contacts, bookings, and room blocks.
Use Alternate Language Select this check box to display the Alternate Name field in the Room Block Details window. This field is related to the alternate language functionality specific to accounts, contacts, bookings, and room blocks.

This field isn't used to enable the alternate language feature available in R19.

Cendyn Property Key For properties integrated with Cendyn eProposal. This value, provided by Cendyn, maps your property to your Cendyn subscription. When the eProposal integration is activated by Amadeus, this field will be completed for you.
Do Not Send Rates to Cendyn eProposal After your integration is active, you'll determine whether or not you want individual guestroom rates to be sent to eProposal. If you don't want these rates sent (for example, your property sells packages), check this box.
UpMail Integrated For properties integrated with UpMail. This checkbox is selected by default upon activation by Amadeus.
Do not send rates to UpMail For properties integrated with UpMail. Check this box if you don't want guestroom rates sent to UpMail. For example, if your property sells packages or if you quote inclusive of taxes and service charges.
Enable Hospitality Diagramming After the Delphi Diagramming integration for your org has been activated by Amadeus, select this check box to enable the integration for the property.
Additional Property Information
Displays other details about the property, including its system of measurement, time zone, and brand information. A few fields that require explanation:
  • Time Zone - Each property must have its own time zone selected. This information is used to understand when booking day snapshots are created (for example, when midnight is relative to GMT) and to book events.
  • Morning, Lunch, Afternoon, and Evening Hours - These define how the Function Diary by Time Period report and the Function Room Utilization Report groups results. You must either leave these blank or complete all four fields before you can save your changes to the Property page. Times must be entered in 24-hour format (00:00-10:59).
MeetingBroker Information

The following fields are only applicable if your property is integrated with MeetingBroker.

Default Lead Coordinator

The user who should be assigned as the Inquiry Owner for new RFPs that don't meet established assignment rules. This user must have Edit All Records access at the property.

If you wish to change the Default Lead Coordinator for your property, you must also update the Default Lead Coordinator field on the Location Details page in MeetingBroker.

Create Activities for RFP Notifications Select this check box to enable the RFP activities feature at the property. If enabled, activities will be created based on the user's selections in the Amadeus User Settings page.
Activity Type If your property is using the RFP activities feature, select the type of activity that should be created when an RFP notification is received from MeetingBroker. Only default activity types (for example, Other) are supported—custom types cannot be used.
MeetingBroker ROH, Standard, Double, Suite Room Types Select one of your property's room types to default for each of the MeetingBroker room types. When creating the booking, users can adjust to a different type as needed.
Booking & Event Configuration
Unassigned Function Room Defaults to Unassigned when the property is saved. Do not change this value. Indicates the name of the virtual function room assigned to events with function room conflicts. When an event is sent to the Unassigned room, a notification is displayed and the user must select a different room for the event or change the event's times to keep it in the original room (if possible). For more information, see Conflict checking.

If the Create Options on Conflict check box is selected, the event will also be added as an option in the original function room should it become available.

Default Function Room Group For properties with a large number of function rooms, this option specifies the function room group that is displayed by default in the Function Diary.

This field should only be used at very large properties (100 function rooms or more) because it removes the ability to view the entire diary at once.

Conflict Check Prospects

Select this check box to include prospect events in conflict checking.

If you want to allow multiple prospect bookings to be layered in the function rooms and only actually hold the space when tentative or definite, clear the check box.

Create Options on Conflict When a conflict prevents an event from being booked in a selected function room, that event is automatically moved to the Unassigned function room. Select this check box if you want unassigned events to be "wait listed" as options in the function rooms that were originally selected. If a function room eventually becomes available, your catering team can determine which option events can be moved into it. For more information, see Manage option events.

Option events do not hold space in a function room, but do display in the Availability window with a special color.

Default Event Classification If you save an event and leave the event classification blank, this one will be automatically assigned. Defaults to Unassigned for new properties.
Default Tax Group

The tax group that will automatically be assigned to all new events created at the property.

If the property's default tax group isn't applicable to a particular event, the user can manually select a different tax group. For example, if the event is Tax Exempt, user can modify the Tax Group on the event.

Pre-Event Check Name If you print a banquet check prior to the date of the event, this will be the title at the top of the document. Typically "Estimate of Charges".
Check Name If you print a banquet check on or after the event date, this will be the title at the top of the document. Typically "Banquet Check".
Use Inclusive Prices by Default After inclusive pricing has been enabled for the org, select this check box if you want all new records for this property created in Setup (menus, items, menu revenue breakdowns, function rooms, other income, and packages) to have the Inclusive check box automatically selected. This indicates the unit price that has been entered is inclusive of tax, admin, and/or gratuity based on your configuration.
Availability Screen View Indicates what information will be shown on the Availability page:
  • Combined - Daily Information, Guestrooms, and Function Diary sections
  • Events Only - Function Diary only

Defaults to Combined for new properties.

Default Booking Decision Days This number is used to calculate the Decision Due field on the booking. When the booking is created with a status of prospect, the Decision Due will default to this many days from today, indicating when the booking owner should follow up with the customer to see if they are ready to move to contract.

Then when the booking is saved with a status of Tentative, it will update again. The Decision Due date is merged into the contract indicating when the customer must return it.

The Decision Due date can be used to create automatic activities or sort list views in the Bookings tab, helping your team stay organized with their follow-up efforts to close more business.

Default Batch Merge Start Days and End Days These values determine which dates are displayed by default in the Event Start Date and Event End Date search fields on the Create Batch Merge Document page that is accessed from the Batch Merge home page. You can set these values to reflect your typical distribution schedule.

Default Start Day is the number of days from today's date.

Default End Day is the number of days included in the batch.

For example, today's date is June 10. If Start Days = 6 and End Days = 6, the search will return all BEOs or banquet checks that have an event start date between June 16 and 22. If Start Days = 1 and End Days = 10, the search will return all BEOs or banquet checks that have an event start date between June 11 and 21.

Enable Backdating Bookings (R42+) Corporate administrators select this for new properties to allow modifications to the Booked Date and Last Status Date fields in bookings. When you are in backdating mode, incremental changes to bookings are not captured, impacting your performance reports. Therefore, you want to complete entry of bookings that require backdating as quickly as possible and then have the administrator clear this check box. When this process is complete, backdating should never be enabled for this property again. See the Backdating Bookings topic to learn more.

Backdating is only for new properties—do not enable this for properties that migrated from another system, or an extract/append from another Amadeus Sales & Catering database.

The property must be registered with Amadeus Hospitality Web Services (AHWS) before this field is accessible. Newly created properties should automatically register within 30 minutes, depending on how large and how busy your org is. If it has been more than 24 hours since the property was created and a corporate or property administrator receives the "Error: Data collection must be enabled in order to enable Backdating Bookings" message, contact Amadeus Support.

Disable Booking Day Snapshots (up to R41)

Important! Do not modify this field. Contact Amadeus Support if you have questions.

Amadeus selects this check box when a new property is created in orgs on versions prior to R42. This allows the property to go into backlog mode, meaning users can back date bookings when entering historical data so Pace and Productivity Reports will be accurate. After backlog has been entered, you must contact Amadeus Support to schedule turning your property live. At that time, Amadeus Support will clear this check box to allow booking day snapshots to be created for the new property. Booking day snapshots are required to run the reports that have comparative data to same time last year.

Remove Cancelled Events from BEOs Select this check box if you do not want cancelled events to display on BEOs and banquet checks.
Update Booking Event Average Checks Select this check box to update the average checks on an event each time the event classification is changed. For example, if you originally saved an event with Breakfast (average check 20 per person), and then later you change it to Continental Breakfast (average check of 15 per person).
Freeze Cutoff Date at Definite The system automatically updates the cutoff date when the arrival date changes on a booking—which is very helpful when you're in the negotiation process. However, it's rare that you want to change the cutoff date after a booking goes definite. If you (or your integrated PMS system) add a few staff or early arrival rooms to a definite booking's room block, that changes the arrival date, which in turn updates the cutoff date. This is especially troublesome for properties with a PMS integration because the block is released earlier than expected. If you would like to prevent the automatic update to the Cutoff Date field when a room block is updated on a definite booking, select this option. Users will still be able to manually update the cutoff date if necessary, and updates are still accepted from the PMS integration. Note: the cutoff date is still updated if you use the Move Booking button.
Guestroom Configuration
ROH Allowed Statuses Under Available, select one or more statuses that can be blocked in ROH and click the Add button to move those statuses to Chosen.

This enforces your property's guidelines for when users are allowed to have guestrooms blocked in Run of House, and when you want to force them to select a specific room type. For example, if you have a PMS integration, you want to restrict users from blocking rooms in ROH when the room block is in a status that is sent to the PMS (typically Tentative and Definite). In this scenario, you would choose all of the statuses except Tentative and Definite.

ROH Guestroom Type Defaults to Run of House when the property is saved. Do not change this value. When specific room types are not selected for a guestroom block, the rooms are blocked in Run of House.
Default Booking Cutoff Days The default number of days prior to arrival that the group is required to finalize the guestroom reservations (typically 30 days). This number is used to calculate the Cutoff Date field on the booking and the booking's room blocks. Users can manually adjust the cutoff date in the booking if necessary.

If one of the room blocks on a booking is at a different property, that property's Default Booking Cutoff Days value will be used to calculate the room block's cutoff date. This means that a booking's cutoff date might differ from one or more of its room blocks.

If your property is integrated with a PMS, the room block's cutoff date is a required field.

Enable Room Block Status Select this check box to allow users to modify the status of each room block on a booking. For example, if a booking is definite, and then the customer wants to add another block and you're working on an addendum, you might want that block to be tentative. See Changing the status of a room block.

If you always want the room block status to match the booking status, clear this check box.

If your property is integrated with a PMS, this check box must be selected.

Restrict Booking Move with Pickup Select this check box to prevent bookings from being moved when one or more room blocks have been marked pickup complete.
Enable Default Occupancy Upcharge Select this check box for occupancy upcharge rates to be applied to double, triple, and quad rates by default. For example, a single occupancy rate is 100, the upcharge for double occupancy is 10, the upcharge for triple is 20 and the upcharge for quad is 30, by enabling this feature the occupancy rates will automatically update to 110 for double, 120 for triple, and 130 for quad.

This feature is enabled per property, but can be disabled on a per booking basis if required.

Double, Triple, and Quad Upcharge Rate Enter the amount that should be added to the single rate for each occupancy.

Upcharge rates entered are considered inclusive if Use Inclusive Prices By Default is checked on the Property page. Otherwise, they are considered exclusive.

Document Merge

These fields are used in the default templates that are provided when you add your own property, and can be used in corporate merge templates to provide property-specific verbiage. If you don't see these fields, ask your corporate administrator to Add merge fields to the Property page layout.

Long Description A description of the property that appeals to potential customers. If you have DirectBook, this displays on the website. This is pulled into the proposal in default merge templates.
Room Information, Rate Information, Method of Reservation, Cutoff Date, Billing Information, Cancellation Enter your property's clauses and policies for each topic. These are merged into the group booking contracts under the matching header. Click the image to see an example.

Example contract

Merge Additional Room Block Fields

Select this check box to display additional room block information in the header section of guestroom tables on merge documents that use the Booking Template Type.

BEO Header and Footer Enter any statements that you want to display in the header or footer of your BEO—for example, information about your taxes and service fees or your policy about guaranteed number of attendees. Click the image to see an example.

Example BEO header and footer

Property Logo Click the Image button to attach your property's logo for use in merge documents. It can be JPEG, GIF, or PNG, less than 1 MB. (R32 or later - see Add a property logo to merge templates.)
Terms There are full and express versions of the default group contracts. Full contracts pull in all of the clauses and the deposits table. Express contracts are much shorter, intended for smaller groups or properties with less verbiage. Enter the additional terms not covered by the other available fields. These display at the end of the document jut before the signature section.
VC Introduction, VC Billing Information, VC Method of Reservation, VC Room Information, VC Terms Similar to the booking contract, the volume contract sections are clearly marked with headers that match the field names. The exception is the Introduction, which displays at the top.

All of the fields pull into both the full and express versions of the volume contract templates. The only difference in the full and express is a table that displays in the full version where users can enter rates that are based on length of stay after opening the document in Word.

Each section is identified here:

Example Volume Contract with arrows drawn to each section

Using the related lists on the Property page, you can also manage the following information:

Choice groups Other income
Date collections Packages
Document templates Property users
Event classifications Revenue classifications
Function room groups Sales goals
Function rooms Setup values
Guestroom types Tax groups
Items/menus/text Terms and conditions

These related lists display property-specific values only. Any corporate values that are also available to the property are not shown here. To see a complete list of all corporate and property values for your organization, use the corresponding Home page (for example, Event Classifications or Setup Values). You can then filter the list by applying different views. For example, you might choose to see all corporate values, all property values, or just the values for a particular property.

Explore more...

Grant property access to users

Edit properties

Deactivate properties

Overview: Properties