The Auto Room Rental feature automatically calculates the Room Rental fee for your Direct Book events based on the Event's room and time.
This fee is displayed in the financial breakdown of the Direct Book form after the guest selects a room, date, start, and end time. It will look like this:
Any user who has access to Direct Book settings can set up the Room Rental Fee. To do this, you will begin by going to Settings > Direct Book > Configuration.
1. Check off the ‘Room Rental Fee’ Billing Detail for On-Premise Events to enable the automatic rental fees for Direct Book forms. This is also where you will select any fees that should apply to the Room Rental on the Direct Book document's billing widget.
2. Next, click on the new Rental Fees tab. Please note: This tab will be hidden until ‘Room Rental Fee’ is checked off and saved in the step above.
3. Select the location and room you would like to assign a rental fee to from the drop-down. You will select an hourly or flat rate from the drop-down. This selection is required.
4. Finally, you will assign rates by day of the week and time frame for each room.
A few notes to keep in mind:
- If any rooms, times, or days are not set up, the Room Rental field will be blank and can be filled in manually as needed.
- The total event time (not including set up or tear down) will round up for hourly rates. For example, if an event takes place for 2.5 hours, the guest will be charged for 3 hours.
- The highest rate will be used for flat rates if an event is taking place across two time blocks. For example, if 11:00 pm - 4:00 pm has a rate of $500 assigned, 4:00 pm - 11:00 pm has a rate of $1000 assigned, and the event is taking place from 2:00 pm - 6:00 pm, the $1000 rate will apply.
Once the Direct Book event is submitted, the Rental Fee field auto-populates in the Details tab and is also included on the billing widget of the document. This video includes a walk-through of the guest's view and step-by-step instructions for configuring this fee: https://youtu.be/ZwDt4shYfq8