BW 2Way After Outage Verifications

BW 2Way After Outage Verifications


In the fast-paced realm of property management, seamless communication between Visual Matrix and your booking system is vital for smooth operations. An outage that disrupts this two-way communication can lead to significant consequences, including inaccurate rates, inventory discrepancies, and potential guest dissatisfaction. Such interruptions can result in overbookings, pricing errors, and operational challenges that not only affect revenue but also jeopardize your reputation.

To mitigate these risks and restore normalcy, it is crucial to perform a thorough verification of your rates and inventory after an outage. This article provides a detailed guide on how to meticulously check and validate data across both systems. By following these steps, you can ensure that your rates and inventory are correctly synchronized, preventing further complications and upholding the high standards of service your guests expect. To verify that your VM system and Member Web for Best Western are still in sync after an outage, you'll want to follow a structured approach. This ensures that your inventory, rates, and reservations are accurately reflected across both systems.

Here’s a step-by-step walkthrough:

1. Initial Assessment

- Check for Outage Details: Identify the cause and duration of the outage. Understand which systems were affected and whether there was any data loss. You should be able to get this information from the Best Western Corporate Office or Member Web directly.
- Confirm System Recovery: Ensure that both VM and the Best Western two-way system are back online and fully operational.

2. Inventory Verification

- Check Room Availability in Visual Matrix: Review the current inventory in VM. Note the available room types, the number of rooms, and any bookings that were made during the outage.
- Compare with Member Web: Log into Member Web and compare the room availability in Level Monitor with what you see in Visual Matrix. Ensure that the number of rooms available in Member Web matches Visual Matrix.
Key Checks: Room types available, Number of rooms per type, Any rooms marked as out-of-order or out-of-service.

3. Rate Verification

- Review Rates in Visual Matrix: Examine the rates for all room types in VM, including any promotional or package rates that were active before and during the outage.
- Cross-Check with Rate Monitor in Member Web: Verify that these rates are correctly reflected in the Member Web system. Ensure that all rate plans, discounts, and additional charges are consistent.
Key Checks: Standard room rates, Promotional rates or special offers, Package deals and inclusions.

4. Reservation Synchronization

- Check Recent Reservations in Visual Matrix: Review the reservations that were made before and during the outage in VM. Pay special attention to bookings, cancellations, or modifications that occurred close to the time of the outage.
- Validate in Member Web: Ensure that these reservations are correctly reflected in Member Web. Look for any discrepancies in booking details, such as check-in/check-out dates, guest details, and payment status.
Key Checks: New reservations during the outage, Cancellations or modifications, No-show bookings or last-minute changes.

5. Run a Test Booking

- Create a Test Reservation: Use Member Web or Best Western to create a test reservation. Ensure that it syncs correctly with Visual Matrix, showing the correct room, rate, and reservation details.
- Cancel or Modify the Test Booking: Modify or cancel the test reservation from VM and check that the changes are reflected in Member Web. This step ensures the sync is functioning correctly in both directions.

6. System Logs & Reports

- Review System Logs: Check the system logs of both VM and Member Web for any error messages or warnings that occurred during or after the outage.
- Generate Inventory and Rate Reports: Generate reports from both systems to compare the inventory levels and rates over the past few days. This helps catch any discrepancies that might have been missed during manual checks.

7. Communicate with your IT and Support Teams

- Report Any Issues: If discrepancies are found, document them and communicate with your IT or support teams. They might need to manually sync the systems or investigate further if there's an ongoing issue.
- Request Confirmation: If everything appears to be in sync, request confirmation from the IT team that the systems are functioning as expected.

8. Ongoing Monitoring

- Monitor for a Few Days: Keep an eye on the systems for a few days after the outage to ensure that no new issues arise and that all syncing processes are stable.

This process ensures that your Visual Matrix System and Best Western two-way system are accurately reflecting inventory and rates after an outage, helping to prevent any potential overbookings, pricing errors, or guest dissatisfaction.

Require assistance with that article?

- What dates are showing incorrect information? 
- Any specific room types? 
- Where do you see the discrepancy? VM or Online? 
- Where online are you seeing this? What site? 
Providing responses to the following questions in your ticket could expedite your resolution.

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