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Setup Checklist
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Item | i.e. Year-Round Pass holder | i.e. 5 Day Pass holder |
Initial Sale Product(s) - Product component code(s) | ie. 10536 (adult) | ie. 10537 (adult) |
Reservation Product(s) - PHC | ie. 10545 | ie. 10547 |
Number of Reserveable Days | Unlimited | 5 |
Rolling Days? (Mark N if Fixed) | Y | N |
General Program Profile Code For Rez Category Access (Optional - will be assigned to all members of Household) | ie. 4550 (Household Role) | ie. 4550 (Household Role) |
Penalty for Skipping? (Y/N) (Optional) | Y | N |
Describe Desired Penalty (Optional) | Miss two days, can't book for next 7 days | N/A |
Cancellation Enabled (Y/N) | Y | Y |
Cancellation Window (When will you not allow Cancellations after?) | Midnight the day before | Midnight the day before |
Add. Notes | Add additional requirements here | Add additional requirements here |
2. POS Tasks
To enforce the reservation date limitations and to fence the product to only eligible guests, Aspenware Commerce checks whether guests are eligible for products based on other purchased products on their profile. To perform these checks, a custom Aspenware stored procedure is required to be deployed and configured in RTP|One. Talk to your Aspenware service representative Representative to get this functionality deployed in your RTP|One environment.
DETAILS: When the stored procedure referenced above is called, it references the access rule on the customer’s profile or previously purchased products and grants eligibility to purchase the $0 reservation product. Once the $0 reservation product is purchased, another 1-day access product will be active on the customer’s profile in RTP|One.
Create your reservation product headers in RTP|One for each reservation product. The Product header code Header Code used for these products MUST be a product header with access added to it and the access component MUST be set up as always pre-load. These must be set up for 1-day of access based on the Product Date.In addition to
Create your core Pass Product and your Reservation Product in RTP|One for each offering (age, # of days, etc).
Core reservation product header setup should:
Be priced to the total you want the guest to pay.
Has an access component, like other season passes (always preload), but the access rule is NOT set up under Access Rule Location Group. This access is for eligibility, not lift access. The Access Rule Product Type entry is required which is used to reference how many total reservation days are allowed.
Have a media component for output per your resort’s requirements.
Reservation product header setup should:
Be priced at $0 (Aspenware functionality doesn’t support any other price points for reservation products).
Have an access component, like other 1-day lift tickets, to grant lift access for the product date only.
Include no output/media component.
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NOTE: In order to record a skier day statistic when this access is scanned, you’ll want to set up a Usage product with a skier date stat. The actual Access product at the $500 will never be scanned, so if you want a skier stat we recommend setting up Usage products (Auto-Post). |
HINTS: The following are practices are generally followed by most resorts, but your accounting requirements may be different.
For pass and reservation product setup, set up the revenue to go to the Balance Sheet or a “holding account” that will report as a sale, but not skier daily revenue.
For Reservation product setup, set up revenue as a Usage product and set up Auto-Post on the 1-day access location that is priced so when the 1-day access is scanned at the lift, you recognize a percentage of the total from the initial sale of the core product.
In addition to deploying a stored procedure, General Program Profiles will need to be created for each reservation type you will be using if taking advantage of Customer Roles functionality. Talk to your Aspenware representative Representative about how to best set these up.
If taking advantage of Customer Roles functionality, as part of the RTP|One reservation stored procedure, Aspenware will be setting up a scheduled task to run every minute that will assign General Program Profiles to guests and household members based on whether they have purchased the product that is eligible for reservation products.
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Customer Roles are created in Aspenware Commerce and mapped to RTP|One General Program Profiles via the Role Configuration Plugin.
Go to Customers > Customer roles and select Add new.
Name the role according to the reservation type (i.e. Unlimited passholder) and click Save (all other defaults remain unchanged)
Associate the customer role in Aspenware Commerce to the RTP|One General Program Profile ID by going to Aspenware Commerce > Role Configuration.
Choose the Customer Role recently created from the drop-down.
In the External Role Id field, enter the General Program Profile ID. Leave the other fields blank and select Map to save.
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NOTE: The RTP|One stored procedure deployed for passholder reservations assigns all members of a household to a general program profile if ANY member of the family is eligible. This makes it possible for parents to buy products on behalf of their children when logged in even if they themselves are not eligible to purchase a reservation product for themselves. |
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NOTE: Seasons for pricing reservation products are created by going to Aspenware Commerce > Dynamic Pricing and selecting Seasons. |
Settings, Language Strings, and/or HTML Widgets
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To configure the following settings, go to Settings > All settings (advanced) and enter the setting name into the Name field of the Search box.
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Create Reservation Category
Create Reservation Product Attribute
Create Reservation Specification Attributes
Create Reservation Product
Add Product Classifications to Reservation Product
Add Dynamic Pricing to Reservation Product (Optional)
Add Inventory to Reservation Product
Create and Assign Product Prompt to Reservation Product
Set Product to Autofulfill
1. Create Reservation Category
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Create a new category and limit visibility to this reservation category by customer roles. Map all relevant reservation roles to that category by
Go to Catalog >Categories.
Enter the Category name for the reservation category.
Ensuring the view mode is set to Advanced by toggling the Basic/Advanced button.
In the Mappings section, go to the Limited to customer roles field and select the customer roles that have eligibility to see this category. (Assigning customer roles to reservation products will be covered below.)
(Optional) Work with your Aspenware Representative to Configure the ‘Reservation Product Calendar Styling’ HTML widget if using the advanced calendar view.
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IMPORTANT: In order for customer roles to work, the following setting must be disabled: Ignore ACL rules (sitewide). To disable, go to Configuration > Settings> Catalog settings. Within the performance section, uncheck Ignore ACL rules (sitewide). |
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Create a new product attribute that will be used to communicate to the guest that they must login in order to purchase this product once the attribute has been added to the product. These will need to be assigned to the product in a later step but must be created first.
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Go to Product > Attributes > Product attributes.
Select Add New.
Enter a name for your new attribute in the Name field/ (i.e. Requires Passholder Assignment.)
Click Save and Continue Edit.
Expand the Predefined Values section by clicking the + icon.
Select Add a new value.
In the Name field, type in the new value ‘Must be passholder to purchase [Reload]’
Click Save.
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NOTE: This new attribute will be assigned to a product in a later step. |
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These classifications will do the following:
Classify a product as a passholder reservation product.
Restrict the max number of reservations a guest can have for a reservation product.
Define whether a reservation day can be proactively canceled by a guest.
Define the cutoff window for when a reservation date can no longer be canceled.
To create Reservation Specification Attributes:
Go to Catalog > Attributes > Specification attributes to get tothe Edit specification attribute details page and click Add new to create the following attributes.
In the Name field, type the name of the desired attributed (see below)
Click Save and Continue Edit.
Click Add a new option.
Enter the appropriate value for the attribute in the Name field (see below) and click Save.
Create IsReservationProduct Attribute
In the Name field, type ‘IsReservationProduct’
Enter ‘YES’ in the Name field and click Save.
Create MaxReservations Attribute
In the Name field, type ‘MaxReservations’
Enter ‘count’ in the Name field and click Save.
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IMPORTANT: This option must be “count”, even though when adding the specification attribute to the product, a number will be entered. |
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In the Name field, type ‘IsReservationCancellationEnabled’
Enter ‘YES’ in the Name field and click Save.
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NOTE: To allow a cancellation, administrators must apply this feature to the reservation product and configure a cancellation window. If the product has cancellations enabled and does not configure a cancellation window, the product will automatically have a default window of 0 days and 00:00 hours, which will allow cancellations up until 12AM the day prior to the reservation. Cancellation windows can be configured to any day and time including the day of the reservation. If the passholder has already been scanned for that day, the reservation cannot be cancelled. Cancellations only apply to $0 reservation products. |
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In the Name field, type ‘Reservation Cutoff Days [Reservation Cutoff Days]’
Enter ‘0’ in the Name field and click Save
Click Add a new option and enter '1' in the Name field to restrict guests from purchasing the reservation product to the day before and click Save
Save
Create Reservation Cutoff Hours [Reservation Cutoff Hours] Attribute
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4. Creating Reservation Product
Go to Catalog > Products > Add New. Follow the simple product set up instructions Configuration: Product Shell and include the following:
HINT: If you are in basic view mode, you’ll need to toggle to advanced to see the following fields. Set product view mode to Advanced by clicking the toggle at the top
Within the Inventory section, set both Maximum Cart Qty and Minimum Cart Qty to 1. (This setting prevents guests from inadvertently adding the same reservation day for the same guest to cart more than once.)
Select the appropriate customer role(s) from the Customer Roles drop-down list and click Save.
Scroll to the Product Attributes section and click Add a new attribute. Add the following attributes (make sure each is marked “Is Required”):
Add the following attributes (make sure each is marked “Is Required”):
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Add Attribute Value to Requires Passholder Assignment attribute by selecting Edit next to the Passholder Required Attribute (attribute created above).
Scroll down to Values and click Add new.
Enter Name followed by [Reload] (i.e. For passholders only [Reload]), check the box Is pre-selected and click Save.
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NOTE: The example below shows how the wording will display on the dynamic pricing calendar and the PDP. |
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Add attribute combination to the combination table by returning to the Edit Product Details page, scroll down to the Product attributes section, and click the Attribute combination tab (this will give you an attribute that can be dynamically priced.)
Select Add combination.
Select the radio button (there should only be one) that applies to the attribute: Requires passholder assignment.
Add Product header code for reservation product in SKU field and click Save.
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On the Product details page, scroll to the Specification attributes section and click Add attribute to create the following specification attributes.
Add the new production specification attributes by entering the values below on the Add a new product specification attribute page.
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5. Add Product Classifications to Reservation Product
Go to Aspenware Commerce > Product Classifications.
Search for your product in the Product field and click Add Assignment to add the following assignments:
Requires Assignment
Renewal Lock Product
Dynamic Pricing Days to Arrival (optional - only use if dynamically pricing and/or desire is to remove/block days using dynamic pricing tool in addition to inventory pool controls)
Show pricing calendar view (optional - only use if dynamically pricing and a) desire to show inventory pool quantities left on the pricing calendar and/or b) desire to show dynamic prices)
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6. Add Dynamic Pricing to Reservation Product (Optional)
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NOTE: This step is optional. It only needs to be used if you desire to do any of the following:
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Go to Aspenware Commerce > Dynamic Pricing
Search for your product and click Edit Override Windows.
Add the following to create a Window:
Window Title: Online
Display Order = 101
Days Out = 0
Days Out End = 10000
Track Quantity = True
Type = Price
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Edit Pricing by going to Aspenware Commerce > Dynamic Pricing.
Search for your product and Select Edit Pricing.
Select Product Variant(s), select Base, select Show Schedule.
Choose Sale Periods or Seasons to edit and select Edit Date Range and define $0 price for Base.
Go to Aspenware Commerce > Dynamic Pricing >
Search for your product again and Select Edit Pricing.
Select Product Variants, select Override,select Online,click Show Schedule.
Select Seasons or Sale Periods to edit and click Edit Date Range.
Define price = $0
Define quantity = 10,000
7. Add Inventory to Reservation Product
Go to Aspenware Commerce > Inventory Pools and select product from the Product drop-down.
Enter the product component code(s) that have inventory added to it in RTP|One in the Code(s) field.
If the inventory pool has multiple locations configured, add a location code in the Location field, but this is only required if more than one location is defined on the inventory pool.
Only single day reservation products are supported, so Number of Days should be set to 1 only.
Set Lock Timeout to 900 (this is the seconds that inventory will be “protected” in a guests’ cart.)
Click Add.
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8. Create and Assign Product Prompt to Reservation Product
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IMPORTANT: Prompt Code must be created in RTP|One (links stored product to Aspenware Commerce product prompt.) |
Go to Aspenware Commerce > Product Prompts and click Add Product Prompt.
Enter the following values into the fields::
Code: (from RTP Stored Procedure Prompt)
Check Validate on Checkout Assignment
Check Is Validation Prompt
Check Is Required
Do NOT Check Prevent Duplicates
Check Is Reservation Validation
Click Add.
To assign the product prompt to a product, go to Aspenware Commerce > Product Prompts and click View Assigned Product Prompts.
Click Add Product Prompt Assignment.
Select the reservation product from the Product dropdown and choose correct Reservation Product Prompt.
Click Add.
Repeat Product Prompt Assignment for each reservation product.
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Set up the reservation as an autofulfill product.
Go to Aspenware Commerce >Autofulfill plugin.
Select the reservation product from the drop-down.
Check the autofufill box and click Save.
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