**Create a New Company Account (Cloud) 🎥
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Company profiles allow you to store information about organizations that regularly book reservations with your property. These profiles are commonly used for corporate accounts, negotiated rates, billing relationships, or local business partnerships. Creating a company account ensures reservations can be associated with the correct company, helping maintain accurate reporting, rate agreements, and company contact information. Before creating a new company account, it is recommended to search the existing company listing to avoid creating duplicate records.
Path: Sales & Marketing > Company > Company
Instructions
Creating a company account requires completing several sections of the Company Profile screen.
1. Click New next to the Company Code field to start creating a new company account.
2. Company Information. Use the Company Information section to identify the company and define how it will be categorized in the system.
Enter details such as:
- Company Code*: Internal identifier for the company (restricted to 20 characters).
- Company Name: Name used when selecting the company during reservations.
- Address: Street address, city, state, ZIP, and country.
- Referral Method: Indicates how the company relationship originated.
- Market Segment: Classification used for reporting and segmentation.
- Category Code: Category assigned to the company profile.
These details help staff locate and identify the company when creating or modifying reservations.
*The Company Code may contain letters or numbers. Once the company profile is created, the Company Code cannot be modified. If a change is needed, the company profile must be recreated. This differs from the Company Name, which can be updated later if necessary.
3. Rates Information. The Rates Information section allows you to configure negotiated pricing or billing rules associated with the company.
Available options may include:
- Rate Override*: Enables special weekday or weekend rates for this company.
- Rate Private: Prevents rates from appearing on guest-facing documents.
- Discount Codes: Applies configured rate discounts.
- Weekly or Monthly Rates**: Sets extended stay pricing when applicable.
- Tax Status: Determines whether the company account is taxable or tax-exempt.
These settings control how pricing behaves when the company account is used during reservation creation.
*A company profile can be configured with Override Rates and/or Weekly/Monthly Rates, or it can use a Discount Code. However, Discount Codes cannot be used together with Override Rates or Weekly/Monthly Rates.
**For more information about setting up Monthly Rates, please refer to the following article: Configure Weekly and Monthly Rates (Cloud).
4. Statistics. The Statistics section displays reservation performance metrics associated with the company account. These values populate automatically once the company is used on reservations and are provided for informational purposes only. No action is required in this section when creating a company account.
This panel provides a summary of production metrics such as:
- Revenue.
- Number of nights.
- Average Daily Rate (ADR).
- Percentage of rack rate.
Statistics help track the company’s reservation activity and production over time.
5. Contact Information. Use the Contact Information section to record the primary representative for the company.
Enter details such as:
- Last Name: Contact person’s last name.
- First Name: Contact person’s first name.
- Email: Email address for communications.
- Phone 1/Phone 2: Contact phone numbers.
This information allows staff to quickly identify and contact the appropriate company representative when managing reservations or agreements.
6. Company Notes & Account Status. This section contains additional controls and notes related to the company account.
- Comments: Internal notes related to the company account. These notes are visible to staff and can be used to document agreements, preferences, or special instructions.
- Active: Determines whether the company account is active and available for use during reservation creation.
- Update TwoWay: Reserved for Best Western integrations with Member Web. This option is not currently active and does not perform any function in the system.
Company accounts cannot be deleted or merged once created.If a company account should no longer be used, the recommended action is to deactivate the account by removing the Active status.
Best Practices When Creating Company Accounts
- Search the Company Listing before creating a new account.
- Use consistent company naming conventions to improve search accuracy.
- Assign the correct Market Segment and Category Code for reporting.
- Record a primary contact person when available.
Maintaining organized company profiles helps prevent duplicate records and improves reporting accuracy.
Still Need Help With This Topic?
Ask Yourself:
- Did you confirm the company does not already exist in the system?
- Did you complete the required company identification fields?
- Did you save the company profile after entering the information?
Support May Ask You:
- The company name you attempted to create
- Whether the company already existed in the listing
- Which section of the profile caused an issue during setup
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