This document will show you how to set up Seasonal Rates on Proweb. This can be especially useful for Campervan / Motorhome hires where the rates may change depending on the season.
Seasonal Rates can be integrated into Proweb via “Rules.” These rules allow you to configure a setup so that Proweb automatically knows which period or season should be charged based on the dates selected by the customer.
In this article, a rate per day will be applied depending on which season(s) the booking falls in, whether that’s High, Medium, or Low season.
Creating High, Medium, or Low Rent Items
Before you can set up the Proweb Rules, you will need to create the relevant rent charge items in both Prohire Desktop and Prohire Online. In this article I will be using ‘RENTLOW’, ‘RENTMED’ and ‘RENTHIGH’ although you can create more if you have more seasonal rates.
Creating a Charge Item in Prohire Desktop
First, go to Tools > Setup > Tariff Templates > Charge Items > New
Then set up the charge items as per the below:
For further information on creating charge items in Prohire Desktop please follow the Knowledge Base Article - How to create a new charge item (prohire.co.uk)
Creating a Charge Item in Prohire Online (POL)
Go to Tools > Setup > Display POL Setup > Chargeable Items > New Item
Then set up the charge item as per the below – It must match what you set up in Prohire Desktop.
Repeat the same for all other required seasonal rates (ie. RENTHIGH, RENTMED etc).
For further information on creating charge items in Prohire Online please follow the Knowledge Base Article - POL - How to create a charge item (prohire.co.uk)
Configuring Seasonal Rate Pricing in Prohire Online
To access the POL Rate Card you should go to the below from within Prohire:
Tools > Setup > Display POL Rate Cards > Manage Card
From here you will need to add the items you have just created to the groups you would like to apply Seasonal Rates against. You do this by clicking the ‘+’ next to the group code.
Once you had added all of the seasonal charge items to the relevant groups, you will need to Publish the rate card. You can use the button towards the top right to do so.
i. If you do not publish the rate card, then changes will be saved as a Draft and will not be live on your website until they have been published.You will now need to configure the rules which will determine which of the charge items is used dependant on the season.
Accessing the POL Rate Card Rules
To access the POL Rate Card Rules you should go to the below from within Prohire:
Tools > Setup > Display POL Rate Cards > Rules
Click ‘New Rule’ button in the top right-hand corner to begin creating a new rule.
Details Tab
On the ‘Details’ tab you must provide a suitable name for the rule which gives you or another user an idea of what the rule is for.
You can also select a category from the dropdown menu highlighted on the right-hand side. You can use this to further filter the rules screen.
Trigger Tab
On the ‘Triggers’ tab is where we provide the criteria & conditions the rule must meet to successfully trigger.
In this scenario, I am setting up the rule for my Low Season Rental. For example purposes I am going to set this up between October-March. Therefore I will add in an ‘Start Date’ condition and simply enter the ‘From’ & ‘To’ dates applicable.
Actions Tab
On the ‘Actions’ tab is where we set the action(s) to be applied if the rules criteria are met.
The action we want to use in this scenario is ‘Add item from Rate Card’ and then select the ‘Low Season Rental’ item. This will tell the system to apply the Low Season Rental when the booking starts within the date range, we specified on the Triggers Tab
Once finished, you can click ‘Create’ or ‘Update’ to save the rule. You will then need to replicate this process for the other seasonal periods.
When you are finished it should look similar to the below:
Running Proweb Quotes in Prohire Online
Once you have finished completing all of the above steps, you can test that the rules are firing correctly by running a quote within Prohire online.
To get to the quote section you can go to: Tools > Setup > Display POL Rate Cards > Quote.
Within the quote screen, you can enter some dates and select a group. Once you have hit search it will pull through the pricing and how it has been calculated. It will also show you which rule (if any) has fired alongside the quote.
As you can see from the above, due to the time period I have entered, it is applying the RENTHIGH item based off of the seasonal rule I applied (£130 per day). This means our rule is working as expected.
If you require further assistance setting up Proweb Seasonal Rates or have any questions, then please contact our friendly Support Team via helpdesk@prohire.co.uk or call us on 01795 434 000 (Option 1).