Periods – Hotel Contract Configuration
Overview
Use the Periods tab to define seasonal contract periods.
Each period contains rows for room/board combinations.
Rows control allotment, release, minimum stay, and cost.
Screenshot
Preconditions
Room types must be defined in the Rooms tab.
Board types (AI, BB, etc.) should be configured in advance.
Have the supplier’s release rules, guarantees, and minimum-stay terms ready.
Fields
Start Date / End Date
Defines the date range for a contract period. Add multiple periods for seasonal pricing.
R (Release days)
Realease day
CD (Cut-down allotment)
Enables cut-down behavior for allotments in this period (if used by your setup).
➕ Add Interval
Adds a new interval for the selected period.
🗑️ Trash Icon (on period)
Deletes the entire period.
🗑️ Trash Icon (on row)
Deletes a specific interval.
Room Code
Room reference from the Rooms tab. Each row applies to one room code.
Board
Board basis for this row (for example BB, HB, AI).
Allotments
Number of rooms available for sale in this period.
Guarantee
Number of guaranteed rooms you commit to sell (if applicable).
Secured
Number of secured rooms (if applicable).
Min Stay
Minimum number of nights required for bookings in this period.
Cost
Supplier cost for the room and board in this period.
Single Cost
Single-occupancy supplement on top of Cost.
SP%
Marks Single Cost as a percentage on top of Cost (instead of an amount).
Stay Type
How cost is applied. Typical values are Per Pax, Per Room, or Per Pax Per Night.
Tr. Length
Transport-length reference used by some setups (for example 5d = 5 days).
Buttons and actions
Add new period: Creates a new date range (period).
Add interval: Adds a new row for room/board within the selected period.
🗑️ Delete (period): Deletes the entire period and all rows.
🗑️ Delete (row): Deletes a single row in the period grid.
How it works
Notes (for internal use)
Overview
Use Notes to store internal comments for the period.
Notes are only visible in Tourpaq Office.
They are not shared with suppliers.
Purpose
Use Notes to:
Provide internal context or reminders regarding specific contract periods.
Help colleagues and administrators track changes and maintain consistency in contract management.
Field Explanation
Notes (Internal Use Only) – A free-text field where the administrator can enter comments, clarifications, or reminders related to the hotel contract period.
Visibility: Notes are strictly internal.
Format: Free text, no character limit (though concise entries are recommended).
Instructions for Use
Go to Hotel Contract → Periods.
Open the relevant period.
Enter your comment in Notes (Internal Use Only).
Save the contract.
Keep notes short. Write what changed and why.
Tips
Align period dates with the supplier’s season definitions.
Add periods in chronological order. It makes audits easier.
Avoid overlaps unless your setup explicitly supports it.
Set Min Stay early. It affects booking validation.
Related workflows
Rooms – Hotel Contract Configuration: Room codes must exist before you add period rows.
Board Supplements - Hotel Contract Configuration: Supplements often reference period logic and room codes.
Hotel contract - General: Contract header settings can impact period behavior.
FAQ
Can I create multiple periods for the same contract? Yes. Use one period per season or pricing strategy.
What happens if periods overlap? It depends on your configuration. Overlaps can cause pricing conflicts. Avoid them.
Do I need a row for every room and board? Usually, yes. Missing combinations may not price correctly.
What is “Release days (R)”? It’s the deadline for releasing unsold allotment back to the supplier.
What’s the difference between Allotment, Guarantee, and Secured? Allotment is availability for sale. Guarantee and Secured are commitment fields, when used.
When should I use “Single Cost” and “SP%”? Use Single Cost for single-occupancy supplements. Use SP% if it’s percentage-based.
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