Contract Management
Agencies Under the Contract Management menu, the Agencies screen contains two default agency options predefined in the system: ONLINE and WALKIN.
When creating a new agency, it is essential to define rate codes within that agency. These rate codes enable three different pricing models for use on the online booking page:
Hotel Daily Rates: When this option is selected, the system uses the daily rates defined on the Price and Availability screen as the basis for pricing. Channel rates are generated according to these values.
Contract: When this option is selected, the system uses the contract details defined within the corresponding rate code to calculate prices.
Contract Daily Rates: When this option is selected, the system links to the rate codes on the Price and Availability screen and bases the pricing on the rates defined in the referenced rate code. For more details, please refer to the Contract Daily Rates Guide.
To register agencies, access their details, and configure pricing settings in ElektraWeb, navigate to: Channel Management > Contract Management > Agencies. On this screen, you can create a new agency card by clicking the “+” button. Previously created agencies can also be viewed and edited within the same section.
Viewing and Editing Rate Codes Linked to an Agency
To view a rate code linked to an agency, double-click on the relevant agency entry on the Agencies page, or use the Edit button located at the top of the page. In the opened editing window, you can view the existing rate code information associated with that agency.
To add a new rate code to the agency card, click the “+” button next to the corresponding field. To list and select from existing rate codes, click the “...” icon next to the Rate Code field to open the selection window.
To access the detailed screen of a rate code linked to an agency card, click the pencil icon located in the Rate Code field.
In the opened detail window, the pricing method can be selected through the “Use Prices” field. This step determines how the pricing structure associated with the selected rate code will be applied.
Contracts and Rate Codes
The Contracts and Rate Codes screen displays all rate codes created for assignment to agencies. From this screen, you can view, edit, or create new rate codes as needed.
To add a new rate code, click the “+” button located at the top-left corner of the screen to begin the setup process.
Contract Definitions
If you wish to manage prices through contracts, the corresponding contract definition must first be entered into the system.
In ElektraWeb, contract definitions can be created using three different methods:
Contract Wizard
Creating a Contract from Within a Rate Code
Using the Contract Wizard Located Inside a Rate Code
1-) Contract Wizard
1. When creating a contract, the first step is to define the basic details such as room type, board type, contract code, and rate code.
2. When the “Show/Hide More” option is enabled, detailed settings where the valid days of the contract can be specified become available. In this section, additional details such as the cancellation period and commission rate can also be entered. If the “Sort children by age group” option is activated, the system arranges children by age and applies prices accordingly.
3. The date range during which the contract will be active is defined here. The currency is also selected, and if desired, market information can be entered for segmentation purposes.
4. In this section, contract-specific restrictions can be defined — for example, cancellation deadline, minimum and maximum length of stay, etc. In addition, applicable agencies and discount rates can be added here.
5. The accommodation period for which the contract will be valid — including start and end dates — is defined in this section.
6. The rate type applicable to the contract is selected here. This can be one of the predefined rate types in the system, such as “Non-Refundable” or “Refundable.”
7. Pricing per room is defined based on the number of occupants (single, double, triple, quad). Once the required prices are entered, the system automatically calculates the remaining fields using predefined multipliers.
8. For children staying with multiple adults, prices are defined according to age groups in this section. The “More” option includes pricing information for the second and subsequent children.
9. Prices for stays involving only one adult and one or more children can be defined separately here. The “More” field again covers cases with more than one child.
10. The bottom section includes contract actions. The defined contract can be deleted, copied to another rate code or room type, or duplicated for a new period.
Child Rates in Contract Definition
If you wish to specify child rates within a contract definition, the child age ranges must first be defined within the Rate Code. This setup can be done through the following path: Channel Management > Contract Definitions > Contracts and Rate Codes.
An example configuration that aligns with a property’s child age policy could be as follows:
0–1.99 years: Infant
2–5.99 years: Young Child
6–12.99 years: Older Child
With these definitions in place, the system allows for age group–specific pricing to be applied automatically based on the defined child categories.
After the age ranges are defined, the contract can be completed by entering the Young Child and Older Child prices through the Contract Wizard screen.
2-) Creating a Contract from Within a Rate Code
If you wish to create a contract from within a rate code, you must first specify which agency the contract will be valid for.
To do this, go to: Channel Management > Contract Management > Agencies.
On this screen, open the agency detail window by clicking the “Edit” button on the relevant agency’s row or by double-clicking the row.
To access the details of the rate code linked to the agency, click the pencil icon. In the opened window, set the “Use Prices” option of the rate code to Contract. Then, click the “+” (plus) icon in the rate code details section at the bottom of the screen to create the contract details.
This section consists of the basic information that must be filled out first when creating a contract. In this area, the user specifies the rate code linked to the contract, the rate type, and the room type and board type(s) covered by the contract. If necessary, additional details such as market and nationality can also be defined within the contract.
The Contract Start Date and Contract End Date fields are used to indicate the accommodation period during which the contract will be valid. Optionally, the Sales Start Date and Sales End Date fields can be filled in to define the date range when the contract will be open for sale.
On the left side of the screen, within the Details section, you can define the financial and administrative settings of the contract. This area includes various options such as:
Currency type
Maximum commission rate
Activating or deactivating the contract
Approval status
Whether the commission is included in prices
Whether VAT (KDV) should be applied
For example, when a maximum commission rate is defined and the “Include Commission” parameter is left inactive, the system automatically adds the specified commission rate on top of the prices generated within the contract.
Similarly, when the “Add VAT” parameter is activated, the system automatically adds the defined VAT rate to the prices.
The “Recalculate Reservations” button located at the bottom of the screen allows all these changes to be automatically applied to existing reservations in the system.
Details
This tab is where prices are defined based on room type and child age groups.
First, it is important to determine the room’s occupancy capacity:
If the room accommodates 1 person, enter the SNG (Single) price.
If it accommodates 2 people, enter SNG (Single) + DBL (Double) prices.
If it accommodates 3 people, enter SNG (Single) + DBL (Double) + TRP (Triple) prices.
If it accommodates 4 people, enter SNG (Single) + DBL (Double) + TRP (Triple) + Quad prices.
If the room capacity is more than 4, you can enter SNG (Single) + DBL (Double) + TRP (Triple) + Quad + Extra Bed prices.
This structure allows a separate rate definition for each occupancy type.
At the bottom of the screen, prices can be set specifically for children, based on the age groups previously defined in the Rate Code section.
For example:
0–1.99 years: Infant
2–5.99 years: Young Child
6–11.99 years: Older Child
The rows are divided according to the child’s accommodation type:
First Child: Applied when there is more than one adult, defines the price for the first child.
2nd and Subsequent Children: Applied when there is more than one adult, defines the price for the second and following children.
SNG + First Child: Applied when there is only one adult, defines the price for the first child.
SNG + 2nd and Subsequent Children: Applied when there is only one adult, defines the price for two or more children.
Some rows or checkboxes include the “(SNG)” label, indicating that they apply only to cases where a single adult stays with a child or infant. In such cases, to ensure correct pricing, the values must be entered in the corresponding (SNG) fields.
Example: If the stay includes 1 adult + 1 young child, the price must be entered in the “Single + First Child” row. Otherwise, the system will not find a matching rate for this stay type and will fail to calculate a price during the reservation process.
Rules
This tab is used to define the special conditions under which the contract will be valid. It determines when and how the contract will apply. Below is an explanation of each field:
Check-in Days: Specifies the days of the week on which the contract is valid based on the guest’s arrival day. Example: The contract may only apply to arrivals on Monday and Friday.
Check-out Days: Determines the validity of the contract based on the day of departure. Example: Only reservations with Sunday check-outs may be included in this contract.
Stay Days: Specifies which days of the week the stay must include for the contract to be valid. Example: The contract may only apply to weekday stays (Monday–Friday).
Min Arrival / Max Arrival: Used to restrict the contract’s validity based on how many previous reservations the guest has made with the property.
Min Person / Max Person: Defines the minimum and maximum number of guests required for the contract to apply. Example: Minimum 2 people, maximum 6 people per reservation.
Min Stay / Max Stay: Specifies the minimum and maximum number of nights required for the contract to be valid. Example: Valid for stays of at least 3 nights and up to 10 nights.
Fixed Price: Determines whether contract period prices are applied based on check-in date or length of stay. Example: If a rate of 55 EUR per person (PP) is valid for 01.04.2025 – 15.04.2025, and pricing is check-in based, the “Fixed Price” field should be set to Check-in when creating this period.
Cancellation Period: Defines the latest date a guest can cancel the reservation free of charge. Example: Cancellations made up to 7 days before arrival are free of charge.
Release: Used in agency contracts to define how many days in advance new or cancelled reservations must be communicated to the hotel. Example: If the release period is 3 days, cancellations received 1 day before arrival will not be accepted, and No Show rules specified in the contract will apply.
Prepayment Day: Defines the deadline by which the guest must complete the advance payment. Example: Payment must be made 5 days before arrival.
Prepayment Percentage (%): Specifies what percentage of the total amount should be collected as an advance payment. Example: 30% of the total amount must be paid in advance.
Meal Plan Prices (for Discount Calculations)
In this section, additional meal plan fees are defined according to the type of accommodation (e.g., Room Only, Half Board, All Inclusive, etc.):
Adult Meal Plan Price: The extra meal plan charge per adult.
Older Child Meal Plan Price: The meal plan charge applicable for older children.
Younger Child Meal Plan Price: The meal plan charge applicable for younger children.
If the “Include Meal Plan Price” checkbox is selected, these additional charges are automatically included in the total price.
Special Cases
The “Special Cases” tab allows defining exceptional pricing or benefits for unique combinations of adults and children when standard rules are insufficient.
In this section, you can create custom rules tailored to specific guest combinations.
Example: If a reservation includes 4 adults + 2 infants + 1 older child + 1 younger child, you can define a rule such as:
“Only one child stays free of charge, and the total price should be set to 5,000 TL.”
This feature provides flexibility for handling complex family or group scenarios, ensuring accurate and adaptable rate calculations beyond standard contract rules.
Contract Restriction
Within the contract definition, the restriction options located in the lower section allow limiting the contract under specific conditions. These restrictions can be set under the following headings:
Restricted by Markets: Used when the contract should only be valid for specific markets (such as country, region, or source market). The relevant market(s) can be selected from this tab.
Restricted by Agencies: Allows the contract to be valid only for certain agencies. This ensures that the contract does not apply system-wide but only to the selected agencies.
Applicable Discounts: From this tab, you can select the special discounts that will apply along with the contract. As a result, only the discounts defined within the scope of this contract will be active.
Restricted by Room Types: Enables the contract to apply only to specific room types. The contract will be enforced based on the room types selected in this section.
3-) Contract Wizard Within the Rate Code
The Contract Wizard within the Rate Code screen enables the quick creation of all seasonal and room configurations under a specific rate code. On this screen, you can define rate multipliers, meal plan differences, sales periods, seasonal prices, and room type–specific rates for the defined season ranges.
In the upper section, rate multipliers for Single, Double, Triple, and Quad occupancies are defined. In the same area, pricing for children and infants can be configured according to different occupancy types. When the “Order children by age group” option is enabled, the system arranges children by age priority and applies prices accordingly.
The Sales Dates field is used to define the period during which the contract will be open for sale and to specify which rate types will be valid during those periods. In this section, the sales start and end dates are entered, determining the timeframe in which reservations will be accepted. Multiple sales periods can be defined for the same contract, and if desired, different rate types (for example, refundable or non-refundable) can be applied for each period. An early booking discount percentage can also be added if necessary.
The Season tab is used to define the periods during which the contract will be valid, based on seasonal ranges. For each season, the start and end dates, board type (for example, RO or BB), and double rate are entered. Pricing is based on the double rate, and the system can automatically calculate prices for other occupancy types using this base value. If multiple board options are offered, a separate season definition can be created for each.
Room Type Tab: In this tab, the Double price per person (pp in dbl) defined in the Seasons section is used as the basis. The value 2 should be entered in the “Multiplier” field so that the system performs all price calculations based on the Double rate.
If there are price differences between room types, these variations can be defined using the “pp difference” field. This allows for additional per-person pricing adjustments for each room type.
When the “Unit Price” option is enabled, the system calculates prices per room (based on the Double rate). In this case, all guest prices become equal to the Double rate, applying a fixed price per accommodation unit. This structure makes pricing independent of the number of guests, assigning a single rate per room.
Finally, by clicking “Save Multipliers” and “Create Contract Details,” the contract is generated according to the defined parameters. The resulting contract information can then be reviewed through the Rate Code Details screen.
Discount Definitions
To create a new discount, go to Channel Management > Contract Management > Discount Definitions and click the “+” button.
In the Discount/Add-on field, choose whether you are creating a discount or an add-on. If add-on is selected, the system will add the specified amount or percentage on top of the existing prices.
Enter the discount code in the Code field — this code will be displayed on the online booking page.
From the Discount & Add-on Type field, select the type of discount you want to apply, then enter the desired value in one of the following fields: Amount, Percentage, or Days.
In the Rate Code field, select the relevant rate code. For example, if you want the discount to appear only on the online booking page, select the rate code linked to the online agency.
In the Application Start and Application End fields, specify the accommodation date range during which the discount will be valid. In the Sales Start and Sales End fields, define the sales period during which the discount will be available for booking.
Details
Rate Type: A discount can be applied to a specific rate type.
Room Type: The discount applies only to the selected room types, allowing for room-based promotions.
Nationality: Used to define discounts targeted at guests from specific countries.
Application Time (Check-in/Stay Date): Determines whether the discount is applied based on the check-in date or the stay period of the reservation.
Application Order: If multiple discounts are defined, this field determines the priority order in which they are applied.
Accounting Code / Membership Type: Allows discounts to be linked to specific accounting groups or membership types.
Apply Manually: When checked, the discount is not applied automatically by the system — it must be selected manually by the user.
Apply Alone: When this option is active, the discount cannot be combined with other discounts; it will apply exclusively.
Inactive: Disables the discount definition. This can be used to temporarily deactivate a promotion.
Notes: Any remarks or special conditions related to the defined discount can be entered here.
Rules
The “Rules” tab is used to ensure that the defined discount is only valid when specific conditions — such as date ranges, length of stay, number of guests, or age groups — are met. This section allows the discount to be customized to target specific customer segments or meet operational requirements.
Main Components and Descriptions:
Check-in / Check-out / Stay Days: Determines on which arrival, departure, or stay days the discount will apply. Example: The discount can be valid only for weekend arrivals.
Min Stay / Max Stay: Defines the minimum and maximum number of nights required to qualify for the discount. Example: Minimum 3-night stay required.
Min Person / Max Person: Restricts the discount to reservations with a specific number of guests. Example: Valid only for bookings with at least 2 guests.
Min Age / Max Age: Allows defining age-specific discounts. Example: Child or senior discounts.
Prepayment Due Date / Prepayment Percentage: Specifies that an advance payment must be made by a certain date to qualify for the discount and defines the percentage of the total amount to be prepaid.
Min Adults / Max Adults: Restricts the discount based on the number of adults in the reservation.
Days Before Check-in (Min/Max): Defines early booking rules, specifying how many days before arrival the reservation must be made.
Check-in Start/End Time: Allows restricting the discount to arrivals within a specific time window.
Compatibility with Other Discounts
The Compatibility with Other Discounts tab is used to determine whether a defined discount can be applied together with other discounts on the same reservation. This feature allows controlling discounts that may conflict or that are not intended to be combined.
Usage Steps: Click the “+” button to select the discount whose compatibility status will be edited. From the displayed list, select the related discount (for example: EB5). If the checkbox in the “Compatible” column is selected, these two discounts can be applied at the same time. If the checkbox is not selected, the discounts will not be applied together; the system will only consider the one that is valid.
Example Scenario: Let’s assume there are two discount definitions named EB10 and EB5. If these two discounts should not be applied together on the same reservation: While the EB10 discount definition is open, go to the “Compatibility with Other Discounts” tab. Click the “+” button and select EB5. Do not check the “Compatible” box. After this process, the EB10 and EB5 discounts will not be applied together by the system on the same reservation.
Discount Restriction
Within the contract definition, the contract can be restricted under certain conditions through the tabs located in the lower section. These restrictions are made under the following headings: If you want the contract to be valid only for specific markets (country, region, source market, etc.), the relevant markets are selected using this tab. The defined contract can be made valid only for certain agencies. In this way, the contract is applied not to the entire system but only to the selected agencies. Special discounts that will be valid together with the contract can be selected from this tab. Thus, only the discounts defined within the scope of the related contract become active. The contract can be made valid only for certain room types. The contract is applied according to the room types selected through this tab.
Promotion Definitions
This screen is used to define campaigns or promotions that the property wishes to apply during specific periods. The created promotion code can be shared directly with guests or activated on selected reservation channels.
Required Fields for Promotion Definition: • Name: The name under which the promotion will be registered in the system. This field is mandatory. • Promotion Code: A special code that can be shared with guests and used during the reservation process. • Stay Start / End: Specifies the date range of stays for which the promotion is valid. • Application Start / End (Sales Dates): Defines the period during which reservations must be made for the promotion to apply. • Application Type: Indicates how the discount will be calculated. The promotion can be defined as a percentage discount, a fixed amount, or a discount applied per person, per night, or per reservation. This provides flexibility in adjusting the promotion’s scope and impact according to operational needs. • Amount or Rate: The percentage or fixed amount of the discount, depending on the selected application type. • Currency: The applicable currency if the discount is defined as a fixed amount. • Min Stay: The minimum number of nights required to qualify for the promotion. • Min Total: Used if the promotion should only apply to reservations exceeding a specific total amount. • Valid Usage Count: Limits the total number of reservations for which the promotion can be applied. • Application Area: Determines which service items the promotion applies to — it can be applied only to accommodation prices, only to extras, or to both. • Market / Rate Type / Membership Type / Login Type: Defines whether the promotion will be valid only for certain user categories, membership types, markets, or rate types. • Description: A text field where details or notes about the promotion can be entered.
Tabs: • Excluded Periods: If there are dates during which the promotion should not be valid, exceptions can be defined in this tab by specifying start and end dates. • Room Types: The promotion can be made valid only for specific room types.
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