FAQ - Management / Discount Codes/Rate Plans
Using Discount Codes and Rate Plans
How do I assign a discount code or rate plan to a reservation?
There are two ways to assign a discount code or rate plan to a reservation:
- Directly in the Reservation: Add the discount code or rate plan in the "Rate Information" section of the reservation.
- Through a Company Profile: Assign the discount code or rate plan to a Company profile. Once set, it will automatically apply to any reservation linked to that Company. When the Company is selected in the reservation, the discount code or rate plan will be applied automatically.
Should I use a discount code or rate plan to apply a fully complimentary rate to a guest or room?
Yes, you can. Visual Matrix offers a pre-configured discount code/rate plan called "COMP" within the PMS, which provides a 100% discount on the room rate. Make sure that the "COMP" code is applicable to all room types and seasons to ensure it applies correctly.
Can I add a discount code/rate plan to a package?
Yes, you can. During the package creation process, there is a field for a discount code. The applicable rack rate at the time of reservation is automatically included. You can apply a discount code or rate plan to the package, which will adjust the rack rate accordingly, whether it’s a percentage, flat, or exception/fixed discount.
Can I use length-of-stay pricing so rates change based on the number of nights?
Visual Matrix does not support a single rate plan that automatically changes price based on the number of nights stayed. However, properties can achieve length-of-stay pricing by using multiple rate plans together with Minimum Length of Stay (MLOS) rules.
This approach allows rates to appear only when a reservation meets the minimum night requirement, while still keeping pricing controlled at the rate-plan level.
Recommended setup
Create separate Length-of-Stay (LOS) rate plans, each with its own pricing tier, and apply an MLOS rule to control when each rate is available.
Example structure:
- LOS 1–6 Nights (no MLOS or MLOS = 1)
- LOS 7–14 Nights (MLOS = 7)
- LOS 15–29 Nights (MLOS = 15)
- LOS 30+ Nights (MLOS = 30)
Each rate plan:
- Has its own nightly rate
- Is available to any guest
- Becomes visible only when the reservation meets the minimum night requirement
Important limitations to understand
While MLOS helps control rate visibility, it does have limitations:
- An MLOS rule only enforces the minimum number of nights.
For example, a 7–14 night rate will also appear for stays longer than 14 nights, since the minimum is still met.
- Visual Matrix does not offer a maximum length-of-stay control to automatically hide shorter-tier rates once a longer stay is reached.
- MLOS rules must be applied individually: per rate plan, per room type, per season.
- These settings cannot be applied in bulk, which may require additional setup time and ongoing maintenance.
Operational considerations
- Staff should be trained on which LOS rate plan to select if multiple options appear for longer stays.
- Clear rate naming (for example, LOS7-14NT vs LOS30+NT) helps prevent selection errors.
- If the property uses a brand or CRS, each LOS rate plan and its MLOS rules may need to be mapped and reviewed individually.
Summary
Using multiple LOS rate plans with MLOS rules can be the best available method for tiered length-of-stay pricing in Visual Matrix, but it requires careful setup, clear naming, and staff awareness due to the lack of maximum stay enforcement and bulk configuration options.
Creating and Configuring Discount Codes & Rate Plans
What does EXCP/FIXED mean?
It indicates that a rate does not depend on another and has an independently defined value.
What is the purpose of the “Exception/Fixed” option in discount codes?
When creating a discount code, you can choose:
- Percent: Takes a percentage off the rate.
- Exception Fixed: Assigns a fixed rate for the discount.
- Flat Rate: Subtracts a fixed amount from the available rate.
How do I enter an amount for the Exception/Fixed discount code?
Select the season and room type to update, then enter the fixed rate for the discount in any of the available rate fields (up to six people).
Is there a way to create a discount code or rate plan that increases the rate instead of reducing it?
Yes, this can be done easily. Instead of setting a discount of 10%, simply configure the rate adjustment as -10% or (10%) to increase the rate.
What do “Parent” and “Child” mean in the discount code setup?
In Visual Matrix, the terms “Parent” and “Child” in the discount code setup refer to how discounts are structured. A parent discount is the main discount rule, and a child discount is linked to it. The child discount can inherit certain settings or conditions from the parent, helping to organize and simplify discount management.
How can I deactivate or clean up unused rate codes in Visual Matrix?
In Visual Matrix, rate codes cannot be deleted once they have been used on a reservation. However, unused or outdated rate codes can be removed from availability, depending on whether they are online or local rates.
Online rate codes
Online rate codes should always be deactivated in the Channel Manager first. This ensures the rate is no longer bookable through online channels. Once the rate has been unmapped or deactivated in the Channel Manager, it should then be removed from Visual Matrix by unpopulating the rate code in the Channel Manager Mapping Table. Removing the mapping in Visual Matrix prevents the rate from being distributed by the PMS while preserving the rate code for historical reporting.
It is important to complete both steps. If an online rate code is removed in Visual Matrix but remains active in the Channel Manager, the rate may still be booked online and continue sending reservations into Visual Matrix.
Local rate codes
Local rate codes can be cleaned up in two different ways.
One option is to remove the rate code from each associated room type individually. This approach fully dissociates the rate but requires updating each room type one at a time.
Alternatively, a local rate code can be set to "Not Available" by changing the "Show Available" field to "No" in the Discount Code Setup table. This hides the rate code from all reservation screens and prevents it from being selected locally. This option is often the fastest way to stop the use of a local rate without making room-type-level changes.
Rate codes that have been used cannot be deleted. Online rate codes must be cleaned up in both the Channel Manager and Visual Matrix to prevent continued bookings. Local rate codes can be hidden globally using the Show Available setting. Deactivated rates remain available for historical and reporting purposes.
Accounts, Eligibility, and Restrictions
Is it possible to link a discount code to a City Ledger Account?
No, it is not possible to link a discount code or rate plan directly to a City Ledger account. However, you can set up an override rate for a City Ledger account to apply specific pricing automatically.
For BW Properties
It’s recommended to set up a dedicated BW FX City Ledger account to handle guest folios for stays booked with points until the brand processes the credit. Configure this City Ledger account with the override rate assigned to your property to ensure consistent rate application. However, when creating a local FX reservation—similar to online reservations made with points—it is crucial to apply the FX discount code or rate plan. Doing so ensures that the information is transmitted to BW, enabling the redemption of points from the guest's BWR account.
Will my existing discount codes apply to peak dates?
Yes. By default, all existing discount codes and rate plans remain valid and applicable for any peak date you create. If you want to offer a different rate or discount for a specific room type on that peak date, you can easily modify the existing discount code for that date—whether it’s a percentage, flat discount, or fixed rate. There’s no need to create a separate discount code.
Understanding Discount Code & Rate Plan Details
Why don’t I see the full meaning or description of discount codes or rate plans in Visual Matrix?
Visual Matrix will only display the names of discount codes or rate plans based on the information available when they were added to the PMS, primarily at the time of the property's initial implementation. Their full meaning or detailed description may not always have been provided and therefore may not be shown in the PMS. Discount codes or rate plans that were not created locally likely originated from the property's Channel Manager (e.g., BW, SynXis, Innlink, Siteminder, Vertical Booking) and/or OTAs. For further information about these codes, properties are encouraged to consult with their Revenue Managers or the respective platforms. To view the list of discount codes in Visual Matrix:
- For VM Cloud: Management > Rates > Discount > Setup (in the toolbox on the right).
- For VM Desktop: Management > Setup > Rates > Discount > Setup.
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