Help

The Central Reservation you were waiting

Basic functioning

The main difference between aivoy and other systems is that in aivoy the reservation channel starts by listening to the clients. Their preferences and their budgets begins the whole process.

1 – Clients Request
> The client realizes a request for an particular establishment or for a place, including several filters that define his preferences (restaurant service, SPA, families, rural environment, first line of the beach, etc...). The system sends this request to the establishments that fulfill these requisites.

The client can realize 3 types of requests:

• Multiple Request: The client realizes a request for a town or area where he wants to enjoy his stay, including some filters that define his preferences (restaurant service, SPA, families, rural environment, the first line of the beach, etc...) and even the maximum price he is ready to pay per night. The system sends this request to all the establishments that fulfill these requisites.
• Only One Request: The client realizes a request for a particular accommodation. The system sends this request only to this accommodation. In this case the system does not allow to set up a maximum price.
• Apply an Offer: The client realizes a request on an offer published by the establishment.

2 - Establishment Answer
> Thanks to this initial filter, the establishments receive only requests of clients who want to visit the area and enjoy accommodations they are interested in. With a simple and effective system of answer of requests, the establishment decides which are acceptable, the conditions and the period of validity of the answer.

3 - Confirmation of the Reservation
> When the client receives the answers, he selects the one that fits his interests, confirming the reservation. In that moment, the system will send the establishment all the information of the client, of the reservation and the numeration of a credit card as a guarantee of it.

4 - Payment
> The client will pay straight in the establishment. Aivoy will send the establishment, monthly, an invoice for the commissions of all the reservations already enjoyed by the clients.

Establishment Advantages

Simplicity

• Very simple system. It does not need complicated processes of load of types of rooms, seasons, allotment, rates, etc.
• All reservations are on request.
• Once you complete the information of your establishment everything is ready to start receiving any kind of request.

Direct Contact

• Direct contact to the clients.

Liberty

• Entire control on the answers and possibility of eliminating in any moment the offered rooms.
• Use aivoy in the period or in the moment more convenient to you and spend on it just the time you consider enough.

Efficacy

• Choose the more interesting petitions.
• Answer many requests in a fast and effective way.
• Use the channel of offers of aivoy to plan your sales in advance or to sell these last time rooms impossible to sell by other channels.

And if you do not make any answer, nothing happens. Although remember that the more you use aivoy, the more aivoy will think of your establishment.

Become part of the system

Being part of aivoy is free for all the tourist establishments. You can become a member and publish all your services, photos, maps of location, receiving petitions and publish offers completely free.

• http://www.aivoy.com/pub/acceso.php
  

aivoy will only invoice to the establishment the commissions of the reservations realized through our system, which are specified in the contracts accepted at the time of becoming a member.

aivoy has an intelligent programming that makes the most collaborating establishments receive more and more requests and that means more reservations.

From aivoy we invite you to become part of this new system which will surprise you.

Control Panel Accommodations

Now we are going to explain in very simple way, the procedure to load the information in aivoy. We ask you to fill in your details as better as possible, because all this information, except the administrative and internal ones, will be seen by the clients at the time of making the reservations.

• Download HELP PDF here

In order to enter in your Control Panel you must gain access with your User’s Keys and Password, which will be facilitated to you on having been discharged in our system.

Once you enter in your control panel you could go to:

• Create and/or modify details of your establishments
• Management of Requests
• Management of Reservations
• Management of Invoicing
• Management of Offers

Establishment Information

• Kind of accommodation
• Restaurant services in the establisment
• Category of the establishment
• Not to receive requests under this price – One of the filters the client can write is the maximum price to be paid per night. Besides, The establishment can also make a filter so that requests lower than a stated price never come. It is only a filter, we advise the indicated price in this paragraph to be the lowest one even "0", so that many petitions could arrive to your hotel. You could always push requests back if you are not interested.
• Receive notices – Receiving in your e-mail different notices of the system (new petition, new reservation , etc...)
• Receive news – Activating this option you will receive in your e-mail information about new utilities of aivoy.

Remember to Update Information before going on to the following paragraph

2º) Contact

In this  paragraph you will have to fill in:

• Commercial information – Commercial details of the establisments which will be published in aivoy.
• Fiscal Information - Necessary for the signing of the contract and so that aivoy could invoice to the establishment once the client leaves the hotel.
• Administration Department - Person to contact in the administrative department
• Commercial Department – Person to contact in the commercial department.

Remember to Update Information before going on to the following paragraph

3º) Rooms / Services

This is a very important paragraph because clients petitions are based on hotel characteristics. The client could request a reservation with specific services, first line of the beach, or hotel with gym, etc.

That’s the reason why we ask to fill in this paragraph as carefull as you can.

• Number of rooms / apartments of the establishment
• General characteristics of the establishment
• Rooms / apartments description
• Reception facilities
• General services of the establishment
• Restaurant services
• Activities and leisure services
• Family facilities
• Services and SPA Centre / Thalasotherapy / Thermal resort
• Events facilities

Remember to Update Information before going on to the following paragraph

4º) Situation

In this paragraph you can:

• Select the area / council where the establishment is located.
• Facilitate the coordinates of situation of your establishment. You can put straight the coordinates of your establishment or locate them on the map.
• Create / modify the description of your establisment in different languages (Spanish, English, French, German, Portughese, Italian and Dutch). In case you cannot translate the description of the situation into all languages we advise you not to fill it in.

Remember to Update Information before going on to the following paragraph

You can include as many photos as you can which will be seen by the clients.

• Add Image
• Title – Descriptive title of the image (main façade, standard room, suite, restaurant, swimming pool, etc).
• Photo - Select the image you want to incluye. The format to use for the images will be a jpg.
• Size -  Photos will be cut authomatically so as not to excede of 800 x 600 pixels.
• Order – Use it to indicate the order you want to show your photos. Remernber that the photo with the lower order will be shown in the main page of the establishment. If the order is empty or is 0, the photo will not be published.

Remember to Update Information before going on to the following paragraph

6º) Cancellations

In this paragraph you will be able to choose, among the available possibilities, the politics of cancellations you want to use. This cancellations politics will be seen by the client, both at the moment of confirming the reservation and at the moment of printing the voucher in our system.

The possibility of request of advances it's only advisable for long stays, which invoice enough, and the establishment does not want to risk losing. Anyway, we see it inadvisable for the final election of the client. The cashing of this advance is realized straight by the accommodation in contact with the client.

Remember to Update Information before going on to the following paragraph

7º) Contract

Once we have completed all the information of the previous steps we will arrive to the page of CONTRACT, where you can unload or print the collaboration contract.

Marking the box I Accept the terms and conditions of the contract you will accept everything what is exhibited in the contract (it is just a basic, simple contract and without adornments).

Marking the box Request activation of the establishment you will receive a notice from our commercial department. We will revise the inserted information and will activate your establishment, sending you a notice so that you can already enter the system and realize all the necessary negotiations for a good and successful use.

From this moment  you can start to receive requests, to confirme reservations and to include offers.

Remember to Update Information before going on to the following paragraph

Management of Requests

The main difference between aivoy and other systems of reservations is that in aivoy the operation starts by listening to the client. His preferences and his budget start the whole process.

Client Request

The client realizes a request for a particular establishment or for an area, including several filters that define his preferences (restauarant services, SPA, families, rural environment, the first line of beach, etc...). The system sends this request to the establishments that fulfill these requisites.

The client can make 3 kinds of requests:

• Multiple request: The client realizes a request for a city or area where he wants to enjoy his stay, including several filters that define his preferences (restaurant services, SPA, families, rural environment, the first line of the beach, etc...) and even the maximum price he is ready to pay per night. The system sends this request to all the establishments that fulfill these requisites.
• Only one request: The client realizes a request for an particular accommodation. The system sends this request only to this accommodation. In this case, the system does not allow to include a maximum price.
• Request about an offer: The client realices a request about a published offer by the establisment.

Thanks to this initial filter, the establishments receive only requests from focused clients, who want to visit the area and enjoy an accommodation like yours.

With a simple and effective system of request answering, the establishment decides which ones are acceptable, the conditions, the period of validity of the answer and further information convenient for the establishment.

In the box Requests of the Control panel you can see all the requests waiting to be answered. When we select Details, we can see the next screen.

The information that appear in the client request is

• Type of Request – It indicates if a petition is multiple to an area, a city, only for our establisment or about a Publisher offer.
• Destination – In case of many petitions, it indicates the destination requested by the client.Date of creation
• Date of creation – Date when the client made the petition
• Check-in
• Check-out
• Number of Rooms – Number of rooms for the reservation
• Number of Adults – Number of adults
• Number of Children / Age of the children
• Maximun price per night (it includes all the rooms) – If it’s filled, it indicates the maximum price the client is ready to pay per night for all the people of the reservation. If it indicates 0,00 it means that the client wants the establishment to be the one that budgets for his stay.
• Comments – Comments of the client

Once a petition is received, the establishment may decide to refuse it if it’s not interesting (Refuse Petition), or to answer it if it’s interesting (Answer Petition).

Establishment Answer

When answering a petition, the establishment may indicate:

• Restaurant Service  – Offered restaurant service
• Price per night – It’s the price the hotel has per night for all the people of the reservation (it includes all the rooms).
• Limit date – It is the date up to when this answer is valid. Before this date, the answer will be eliminated automatically and the client will not be able to make the reservation. Any answer can be eliminated in any moment.
• Comments – Comments the establishment consider important in order to clarify needs and possible question the client may have.

Client confirmation

When the client receive the answer he selects the most interesting according his interests, confirming the reservation. At this moment, the system will send the hotel all the information of the client and the reservation details  as well as the numbers of the credit card as a guarantee.

Payment of the Reservation

The client pays straight in the hotel. aivoy sends to the hotel, monthly, an invoice for the commissions of all the reservations already enjoyed by the clients. This initial commission will be able to be diminishing depending on the engagement level and collaboration of the establishment with aivoy.

Offers Management

• Title – Offer descriptive title (‘Offer Weekend’, ‘Offer 2x1’, ‘Special Family Offer, etc).
• Date of Beginning – Date when the offer begins.
• Limit Date – Date when the offer expires.
• Minimum of Nights – Minimum of nights the client has to spend on the establishment so that this offer is valid.
• Comments – Comments of the offer.

This offer can be eliminated in any moment by the establishment.

Management of Reservations

In the Reservations paragraph you can see all the reservations already confirmed in the establishment.

• See/Print – From here you can see or print all the reservations of his establishment.
• No Show – From this section the establishment can indicate to aivoy the existence of no Show. In this case, we have created only one compulsory option for all the establishments. The hotel will be able to charge in the client's card the value of 1 night of the stay.
• The No Show politics is indicated in the paragraph Cancellations in your control panel. This politics will appear in the client confirmation and he will see it also before confirming the reservation.

Payment

The establishment that fastly answers the requests, makes reservations, manages its control panel carefully, includes offers, etc, will be able to reduce its commission.

Management of Invoicing

In this paragraph you can unload and print the invoices that aivoy will be sending every month for the reservations already enjoyed by the clients.

These invoices will be generated automatically, and they must be paid within 15 days after the date of the invoice.

Clients Help

The main philosophy of aivoy is the simplicity. With this system you can realize a request for an area and receive answers all over the time, you will be able to choose in every moment the best option for your holidays. From this moment, aivoy will turn into the perfect tool to plan your holidays.

Clients Advantages

> With this system, aivoy tries to give the clients the best option when preparing the holidays. It gives them the possibility both of planning them in advance and of obtaining the best last minute offers.  

Simplicity
> Very simple system. It does not need complicated processes to realize the reservation By filling only one request for an area, you will receive answers of all the establishments that fulfill the characteristics that you have selected.
    
Direct contact
> Direct contact with the establishments.> possibility of indicating your profile to the establishments so that they could fit your offer to their needs.
    
Liberty
> Use aivoy in advance for your travels in On season and get the best last time offers in low season.     

Efficacy
> Contact many hotels with just one request. > Fit the answers to the budget.> use the channel of offers of aivoy to obtain the best prices.

Clients

aivoy is free for all clients.

aivoy is not a travel agency tha's why it neither introduces rates nor realizes the reservation operation. The operation is done straight with the associate companies. Our job is to provide this channel for the direct communication between the clients and the associate companies.

From aivoy we invite you to be part of this novel system of reservations, that we are sure it will surprise. To be part of it as client must be discharged on this page.

• http://www.aivoy.com/pub/acceso.php

In this page you will have to fill in a simple form with your name, mail of contact and the password you want. Once you have accepted the use conditions and have asked to be a member as a client, you will immediately receive a mail to confirm that your mail is correct and to activate your client's account.

From this moment you can realize all kinds of operations in aivoy.

Control Panel Clients

Now we are going to explain you in a very simple way how you can take profit of aivoy, the perfect tool to plan your holiday.

In order to enter your Control panel you must enter with your User's keys and Password, which will be facilitated to you have been discharged in our system.

Once you enter with your user and password to the control panel, you will be able to realize the following operations:

• Management of Client Information
• Management of Requests
• Management of Reservations

Client Information

In this paragraph you can fill in and / or modify your information as a client.

• Basic information of access – You can modify your name and password
• Communication with the system
• Receive notices – Receive in your e-mail the different notices of the system (new answer, confirmed reservation, etc...)
• Receive bulletins – By activating this option you will receive in your e-mail information about new utilities of our site.
• Contact Information – Information of the person who makes the reservation.
• Invoicing  Information – If you want the invoice details to be different from the those ones of who makes the reservation, you can indicate here.

Request Management

The philosophy of the aivoy is that of contacting to a great number of establishments with just one request. In this paragraph you will be able to add your petitions, which will be sent to the establishments that adhere to your criteria.

• Destination – Write the first letters of the wished destination and choose an option of the list of places.
• Date of Check in – Date of check-in at the hotel.
• Date of Check out – Date of check-out at the hotel.
• Type of admitted accommodation – Select the type of accommodations from which you want to receive offers.
• Admitted restaurant service – Select the restaurant service you want.
• Category – Filter the category of the establishment you want.
• Number of Rooms – Number of rooms of your reservation.
• Number of Adults - Number of Adults of your reservation.
• Number of children – Number of children of your reservation.
• Age of the children– Indicate here the age of the children of the reservation.
• Maximum price per night (it includes all the rooms) – One of the filters that make aivoy be different from other Central reservations is that here the client can indicate the maximum price ready to pay for his reservation. Take into account that this value is for all the rooms per night. That is, if 4 adults and 1 child want to go to an establishment 3 nights booking 2 rooms and want to pay 100 euros for all rooms per night, they will have to indicate 100 euros in this paragraph. 100 euros will be the amount of the reservation x 3 nights = 300 euros.
• Zero (0) means that the establishments will budget for your stay (that's advisable in order to contact to a great number of establishments).
• Services – Here you can choose the services you want. Take into account that your request will be only sent to the establishments that fulfill these characteristics. More filters means less establishments.
• Comments – Introduce here any comment that could help the establishment to offer you what you really want.
  

From the moment you send your request, you will begin receiving answers of all the establishments that fulfill the wished characteristics.

All these petitions can be seen from the control panel.

• If you click Details you can see all the details
• If you click Answers, you can see all the answers realized by the establishments.

Among all the received answers, you can confirm the reservation that fit your election, clicking in Book. In that moment the system will ask you for a credit card as a guarantee of the reservation, and all the information will be sent to the requested establishment.

In some cases a prepayment will be necessary, which will be indicated in the answers of the establishments.

Reservations management

In this paragraph you can see a list of your confirmed reservations.

• See / Print – From here you can see or print in pdf all the details of your reservation.
• Value – With the objective of helping future clients, from aivoy you have the possibility of refilling a small survey to value your stay for the hotel.
• Cancel – From here you can cancel any of your reservations. Take into account that the expenses will depend on the politics of cancellation of the hotel, which you will see at the moment of making your reservation. These expenses will be charged onn your credit card.

Offers

In the paragraph OFFERS you can see all the offers the hotels have published. From here you can realize the filters you want , and you will have all active offers for that filter.

• Click Further information to know more about this offer.
• Click Book to realize a request for that offer.
• When clicking Send Request, this one will become a petition like the others. You will have it in the box Requests of your Control panel, waiting for a confirmation of the hotel.

List of establishments

In the List of Establishments you can, with the filters you wish, see all the establishments associated to aivoy, which you can reserve straight (Only One Request).

In Details you can see all the characteristics of the accommodation.

• General information - In this paragraph you have the general information of the establishment (Situation, Number of Rooms, Hotel Company and restaurant services).
• Services – List of all the services in the hotel.
• Photos – Images of the establishment.
• Offers – List of active Offers in this establishment
• Comments – Clients comments
• Reservation –  If you are interested in making only one request for this establishment, you can do it here straightly. Take into account that it is only going to be answered by this establishment, losing like that, all the possibilities of aivoy.
  

The philosophy of aivoy is that of contacting as many hotels as possible with only one request. That's why, we recommend you to realize a request for the area where you want to spend your holidays with the characteristics you wish and the maximum price you are ready to pay. This way, your petition will be answered by all the establishments that fulfill the mentioned characteristics.