For your advert or adverts you use the booking system of Gîtes. However, the administrative processing of reservations is done by Gites: the rental contract, the collection of down payments of the rental amount and the management of the calendar of these reservations are done through the system of Gites. If you receive bookings other than through Gites, you must block these periods in your calendar.
Request for information or booking?
There is a difference between a request for information and a booking request. You can see this in the subject line of the email. If it is a request for information, you can reply by e-mail.
However, a booking request must always be evaluated and offered via your customer area when logged in on the Gites website. It is not possible to offer it by email! In the booking email you will find a link to the booking management page.
Sometimes a request for information and your answer to this question lead to an agreement on a booking. However, the booking must still be activated by the renter, by clicking on the red button "Book now" in your ad. Only in this way is the booking process started.
I receive a booking request, what to do?
You receive a booking request via e-mail. The subject clearly indicates that this is a booking request. You must offer or cancel this booking within 48 hours.
There is a link in the e-mail of the booking request. If you click on the link, you will be redirected to your customer area on Gites and to the corresponding booking. You may still need to sign in. On the booking page you will see an overview of this booking. All relevant information is indicated. At "booking fees" you will see a pro forma bill for your tenant. Here you can add additional costs or discounts.
By clicking on the + sign a new line opens where you can enter additional costs or discounts. When you have entered the amount, then click next to the form, and the amount is included in the invoice.
On the right side of the page, you will see the 'offer booking' button in a yellow field
When you are done with the entry, you can click on the "offer booking" button. This leads you to the page where you can add comments to the booking before sending it. These comments are included in the online booking overview for the renter and for you as the owner. You can therefore include here all agreements relating to the lease.
Finally, you click on the "Offer Booking" button to offer this by e-mail to your renter, who now has 48 hours to make the reservation by making a down payment (30%). Once the deposit is made, Gites will put the calendar on "unavailable" for the booked period. Gites will remind the tenant when it is time for the next payment. You can view the status of the reservation in your customer environment when logged in.
What to do ....
It is important that your availability is correct and that the prices have been correctly entered; a booking can only be requested if the period is available and a price for the requested period can be calculated (see prices). If you receive bookings from other sources, it is important to include them in the calendar.
Respond as quickly as possible to enquiries and bookings. Bookings can only be evaluated and offered via the link to the customer area of your adverts on Gites.
You might sometimes receive more than one reservation for the same period. In this case, you must cancel the booking which you can't accept. Please always communicate the reason for this, to avoid any frustration with the client (because according to your announcement, your house was available and to reserve).
Check if the booking request is complete and add additional charges or discounts. Once the reservation is offered, it can not be changed.
And what not to do ...
When you receive a reservation request, it is important not to adjust the calendar for this period. To be able to offer a reservation, the period must be free.
Please do not let a reservation expire without communicating. If you know you can not accept the reservation, please cancel it. This prevents us from having to remind you and perhaps call you.
Confirmation of a booking request by mail does not work. The tenant then knows that you agree, but the system can not handle it. Always confirm or cancel a reservation via the customer area, tab "bookings".