When you first set up your venue in MyHallWizard, a price list called Standard Rates is set up for you. This records the normal prices you charge for your rooms.
However, you may wish to use different prices for some of your customers or some of your bookings. For example, if you have negotiated specific prices with a customer, or you want to offer a discount to some customers. You can also use price lists if you charge different prices on certain days of the week or at different times of day.
Setting up a new price list #
Venue Account Owners and Venue Administrators can do this by setting up new Price Lists.
Click on Settings in the navigation bar then click on Price Lists. This will take you to a screen listing your price lists.
Now select New Price List, and you will be able to give your new price list a name and enter prices for each room and each extra.
- If a price list applies to a single customer only, it is a good idea to name it the same as the customer (e.g. Art Group). If it could apply to many customers, then give it a more generic name (e.g. 10% Discount, or Local Residents’ Rates).
- Room prices can be specified per hour or per session. If you choose per session, then the room is charged the fixed amount regardless of how long the booking is.
- Extras have a fixed price per session.
Once you have set up a new price list, you are able to select it within the Edit Customer or New Customer screen.
By default, bookings created for the customer are calculated using the price list you specified. You can change the price list used for a booking in the Edit Booking or New Booking screen.
Note: if you want to charge a different rate for a specific booking only, you may find it best simply to enter the agreed amount directly on the booking itself rather than creating a new price list.
Changing your prices #
If you are changing your prices, for example to take account of inflation, click on Settings in the navigation bar then click on Price Lists. This will take you to a screen listing your price lists.
Click on the price list you want to change, then click on New Prices.
Enter the date the new prices apply from and the new prices for each of your rooms and extras.
You will likely need to do this for each of your price lists.
The new rates are applied to any new booking made which are in the new charging period.
The new rates are not automatically applied to existing bookings; this ensures contractual commitments to the old rate are maintained. However, if you edit a booking, a new price for the booking is calculated using the new rates. You can keep the old price by selecting “Previous Price” in the Price field of the booking.
If you click the Explain button against a price, you can always see which price list was used to calculate the prices.
The same principle as for bookings works for repeat bookings. In this case, each booking in a new repeat booking is calculated based on the prices applicable on the day of the booking. New prices entered after the repeat booking has been set up are not automatically applied, but editing the repeat booking recalculates the prices.
If you have multiple existing bookings which need recalculating foliiowing the price change, please contact HallWizard Support for assistance.
Illustration #
For example, consider the following sequence of events:
For example, consider the following sequence of events:
1. A venue sets up a room charged at £15/hour
2. The Art Group books the room weekly until June 2023. All bookings are calculated at £15/hour
3. Rev Green books the room for December 2022. The booking is calculated at £15/hour.
4. Colonel Mustard books the room for February 2023. It is calculated at £15/hour.
5. New prices for the room are now entered at £20/hour valid from 1 Jan 2023. The prices for all the existing bookings remain unchanged.
6. The Brass Band books the room weekly from November 2022 to June 2023. Bookings in 2022 are calculated at £15/hour. Bookings in 2023 are calculated at £20/hour.
7. Professor Plum books the room for November 2022. It is calculated at £15/hour
8. Miss Scarlet books the room for January 2023. It is calculated at £20/hour.
9. Colonel Mustard modifies his booking. The bookings administrator is given the option to retain the previously calculated price, or use a newly calculated price at £20/hour. Alternatively they could enter a manually calculated price.
Deleting a Price List #
From time to time you may wish to delete a price list. For example, if you are restructuring how you make charges to your customers.
To delete a price list,
click on Settings in the navigation bar then click on Price Lists. This will take you to a screen listing your price lists.
Click on the price list you want to delete, then click on Delete.
If any of your customers have the deleted price list as their default, they will be moved to standard rates. You may wish to edit customer records before deleting a price list.
Any bookings using the deleted price list are not impacted – the price recorded for the booking stays the same. However, any recalculation of prices when you edit a booking will automatically use the default price list for the customer. You can change the price list used, if necessary. Also you can retain the old prices using the Previous price option in the Price field or enter a specific price in the Agreed price field.
If you require assistance, for example to find out which customers or bookings use a specific price list, please contact HallWizard Support.