[OTA] Detailed Technical Documentation v1.

0
Created By: Ravish Patel
Created At: 01-02-2022
Version: 1.0

The following documentation describes each module and features of the OTA.

[1] Extranet section is defined with 100% information. Other sections contains a high level summary. In depth documentation for
those sections will be provided in the near future when the development reaches an appropriate stage.

Terminologies

Followings are the terms used throughout the documentation.

Extranet
Extranet is the website that the hotel users (hotel owner, revenue managers etc.) uses to manage their hotel details,
inventory, rates, promotions etc. on the booking website. Extranet user is the user who uses the extranet portal.
Admin Panel
Admin panel is the website that will be used by OTA owners, their management team and their employees. Admin is the
user who uses admin panel. Super Admin is also an admin, but, with maximum amount of access rights.
Booking Website
This is a client side website where the bookings take place. OTA user is the one who uses booking website such as
normal guests, travel agents and corporates.
Property
This generally refers to the term Hotel.

There are 3 portals in the project.

1. Extranet (for users who will manage hotels assigned to them)

2. Admin Panel (for company employees and management, secured by VPN)
3. Booking website (for guests, travel agents and corporate users)

Rest of the document describes different sections of the project.

[1] Extranet
This is a portal where hotel users will register their account, create property and manage their business.

Note, that this extranet portal can be accessed by admins as well. Again, admin is usually the person working in OTA company.
Admin can access all hotels with his login ID or a group of hotels assigned by super admin. The purpose of this is to let the
admins see the hotel details and do some changes on behalf of the extranet user, if required. Admins will have some extra
controls in extranet portal which only they can use.

Followings are the sections and features that will be provided in the extranet.

[1.1] Authentication

Following pages will be available

Registration
Email Verification
Login
Forgot Password
Flow: User will first register his account by providing name, designation email and mobile number. Then he will receive
an email verification notification. Once he clicks on verify button, he will be redirected to the login page and then he will
be able to access the account. User can click on forgot password to reset password using email verification. A link will be
sent to the user’s email which will contain a unique token that can be used to verify the identity of the user and let him
change the password.

[1.2] Add Property

User will be able to add property by providing basic details and location details of the property.

Plot No - 237, 921, Panposh Rd, Nr. Tarini Mandir, Raghunathpali, RKL - 769004, Odisha, India.
Website: [Link] Email: info@[Link] Phone: +91-661-2400786
 Once the property is created, a Property Dashboard will be unlocked where the user can entire details about the
property.

[1.3] All Properties

A user can have multiple property of its own or the properties that are assigned to his account.
All of these properties will be listed

[1.4] Basic Details

This page will be a read only page. Once a property is created, the user cannot change the basic details.
An admin will have read and write both rights. If a user requests some genuine changes in the property basic details,
then the admins can login and change these details.

[1.5] Rooms

This page will be used to add/update/activate/deactivate rooms.

Extranet user can create a room by providing basic room details, room dimensions, occupancy details and bed
arrangements.

[1.6] Rate Plans

This page will be used to add/update/activate/deactivate rate plans.

A rate plan can have four - EP, CP, MAP, AP meal plan codes.
A rate plan can have one of the three payment modes - pay now, pay later and partial payment. If the user chooses 'partia
l payment' then amount or percentage required to create the booking needs to be mentioned.

[1.7] Policies

Following section will be used to manage the following policies

General Policy includes check-in checkout-out details. (check-in time, checkout time, early checking charges, late
checkout charges etc.)
Cancellation Policy to apply a general cancellation policy at property level. A cancellation policy can have multiple rules.
Following types of cancellation policies can be created.
100% cancellation fee on booking amount if cancelled within 48 hours of the check-in date
100% cancellation fee on first night booking amount if cancelled before 7 days of the check-in date
Age Policy includes the age definitions of an infant, child and adult. User can also define how many free child/infants are
allowed.
Property Rules will have YES/NO value rules such as
Local ID Allowed/NOT Allowed
Couple Friendly or NOT
Pets Allowed/NOT Allowed and many more.

[1.8] Images

Here the user can add property images. An image can have title, image type and description as well.
Each image gets stored in different sizes and different standard ratio (1:1 and 16:9)

[1.9] Amenities

User can select available amenities for property and each rooms separately.

[1.10] FAQs

This section will be used to add/update/delete general FAQs that will be shown on the booking website.

[1.11] Nearby Places

User can add/update/delete tourist attraction places in this section.

Plot No - 237, 921, Panposh Rd, Nr. Tarini Mandir, Raghunathpali, RKL - 769004, Odisha, India.
Website: [Link] Email: info@[Link] Phone: +91-661-2400786
[1.12] Contacts

User can define different contacts for different purposes such as reservation, general inquiry, accounting etc.

[1.13] Documents

User will have to upload the following details and documents in this section before signing the contract with the OTA.

Bank details and cancel cheque

PAN details and PAN card
GST details and GST certificate or NO GST declaration

[1.14] Rates

This section will display 15 days of rates for all rate plans.
User can insert the following details
Single Rate
Double Rate
Triple Rate
Quad Rate
Extra Adult Rate
Extra Child Rate
Stop Sell
User can update the details inline or in bulk.
Rates will be shown based on the occupancy details provided while creating the room. If the minimum and maximum
occupancy is 1 then only Single Rate will be shown and all other unnecessary rates will be hidden.
User can enter different rates for different market segments (B2C, B2B, Corporate) or link them with each other.

[1.15] Inventory

This section will display 15 days of rates for all rooms

User can insert the following details
Available Inventory
Stop Sell (YES/NO)
Close to Arrival (YES/NO)
Close to Departure (YES/NO)
Minimum Length of stay
Maximum Length of stay
User can update the details inline or in bulk.
User can enter different rates for different market segments (B2C, B2B, Corporate) or link them with each other.

[1.16] Promotions

User can set 3 types of promotions.

Basic Deal
Early Bird Deal
Last Minute Deal

[1.17] Settings

This page contains general settings such as market segment linkage, theme type etc.

[1.18] Contract

One user enters all the mandatory details about the property in the mentioned above sections, he apply for verification.
If there are any missing details then the user will be prompt with an error to fill up the details first and then apply for
verification.
If the machine verifies the details then the user will be shown a digital contract. User will have to accept the terms and
conditions by checking the checkbox and submit the form.

Plot No - 237, 921, Panposh Rd, Nr. Tarini Mandir, Raghunathpali, RKL - 769004, Odisha, India.
Website: [Link] Email: info@[Link] Phone: +91-661-2400786
 Once a property applies for verification, the request will come to the admin panel. The admin will log in to the extranet
and check all the property details for the given property. If everything is okay, then the admin will log in to the admin
panel and verify the property and change the status to LIVE.

[1.19] Activity Logs

User will be able to see the activity logs of the given property on this page. These logs will show the rates and inventory
changes done by the user / internally or externally. This section will help the Extranet User and OTA support team to
investigate any issue in future and provide a proof against any complaint or claim.

[1.20] Support Center

User can raise a ticket for his account or for any property assigned to him. Once the user creates a support ticket.
Admins will be notified regarding the same and then they should investigate the issue.
Once the issue is resolved, they can mark it as resolved.

[1.21] User Management

User can assign another user to his property and provide him with full or limited access rights.
This task can only be performed by the user who has User Management access rights.

[1.22] Bookings

Booking details along with charts.

User can download booking details from this section
Users can also see booking cancellation / modification requests in this section and process it.

[1.23] Reports

Different types of reports can be downloaded from this section.

[2] Admin Panel

In depth description of the portal will be shared once the development of the admin panel starts.

This portal is meant to be used by the people of OTA company (management, employees etc.) Main purpose of this portal is to
manage the business on OTA, provide support to the Extranet Users and OTA users, generate reports for accounting etc.

Admin accounts can only be created by Super Admins.

Followings are the features that will be available in the admin portal.

Login and Forgot password page will be provided to all users.

Section to upload property data by excel sheet
View properties, extranet users, guests, travel agents and corporate accounts.
Admin can verify property images, documents and contract.
Admins can change the property status.
Pending account requests of travel agents and verification section
Pending account requests of corporates and verification section. If a special contract is done between the OTA and the
corporate, then the admin can upload that contract for subjected corporate account.
Admins can specify credit / deposit limits for travel agent accounts.
Section to specify different commissions for different properties.
Super admins or admins with User Management rights can add/remove admins and add/remove/modify their access
rights on admin portal.
Intelligent booking reports and dashboard
Accounting reports
Create offline bookings
Support center. Admins can view/update/resolve support tickets raised by users.

[3] Booking Website

Plot No - 237, 921, Panposh Rd, Nr. Tarini Mandir, Raghunathpali, RKL - 769004, Odisha, India.
Website: [Link] Email: info@[Link] Phone: +91-661-2400786
In depth description of the portal will be shared once the development of the admin panel starts.

This is the customer facing portal where guests, travel agents and corporates can create bookings.
A 3rd party chatbot will be implemented as per the client requirements.
Google translator plugin will be added for multi language support

[3.1] Public Pages

These pages will be open to everyone.

[3.1.1] Home Page

This page will contain navigation header, brand logo, brand tagline, search form, featured cities / properties and other
information required by the OTA client.

[3.1.2] Property Listing Page

This page will contain list of properties based on the search. As user scrolls down, more properties will be loaded
dynamically for better performance.
Sort options and filter options will be provided.

[3.1.3] Property Details Page

This page will contain property details such as images, property description, amenities, rooms, rate plans, nearby places,
policies, FAQs etc.

[3.1.4] Booking Summary & Payments Page

This page will contain summary of the booking, payment, policies etc. mandatory information.
Guest can enter GST details optionally.
Guest needs to provide primary guest details such as full name, mobile number and email address. By default an
account will be created using these details so that the user can log into his account with mobile and OTP and view the
details.
Guest also needs to provide at least one guest name for each rooms.
Razorpay / Cashfree payment gateway will be implemented as per the client requirement.

[3.2] General Guest Portal

A guest can log into his account using mobile number and OTP to access this portal.
The user can view/update his profile/password.
Guest can view his bookings and request for modification/cancellation.

[3.2] Travel Agent Portal

In order to create an account on this portal, the travel agent will have to fill up a separate form by providing basic
information and documents required.
On submission the admins will be able to see account verification requests on their admin portal. Once they approve the
account, the travel agent will be able to view the portal.
Downloadable reports required for the travel agent will be shown in this section.
User will be able to see credit / debit limits and notifications as well.
Travel agent will be shown rates defined in B2B section in extranet for a given property.
Travel agent will be able to view/modify profile details / password.

[3.2] Corporate Portal

In order to create an account on this portal, the user will have to fill up a separate form by providing basic information and
documents required.
On submission the admins will be able to see account verification requests on their admin portal. Once they approve the
account, the user will be able to view the portal.

Plot No - 237, 921, Panposh Rd, Nr. Tarini Mandir, Raghunathpali, RKL - 769004, Odisha, India.
Website: [Link] Email: info@[Link] Phone: +91-661-2400786
 Downloadable reports required for the travel agent will be shown in this section.
User can view contracts done between him and OTA or him and properties.

[4] Notifications
During various events, users will receive notifications.

Event Receiver

1 Extranet User Registration Extranet User

Admins

2 Extranet User Email Verification Extranet User

Admins

3 Property Registered Extranet User

Admins

4 Property Application for Verification Extranet User

Admins

5 Property Verification success/failure Extranet User

Admins

6 Extranet User support ticket creation Extranet User (acknowledgement notification)

Admins

7 Booking attempt Admins

8 Booking confirmed Guest

Admins
Email and mobile numbers mentioned in Extranet > Contacts section for
reservation

9 Booking cancellation / modification Guest

requests Admins
Extranet Users

10 Booking cancellation / modification Guest

approvals or rejections Admins

11 General contact us form submission Admins

on Booking website

12 Travel Agent account creation Travel Agent

Admins

13 Travel Agent account verification Travel Agent

Admins

14 Corporate account creation Corporate User

Admins

15 Corporate account verification Corporate User

Admins

16 Travel agent credit limit warnings Travel Agent

Admins

17 Travel agent credit limit updated Travel Agent

18 Guest refund initiated Guest

19 Guest (acknowledgement notification)

Plot No - 237, 921, Panposh Rd, Nr. Tarini Mandir, Raghunathpali, RKL - 769004, Odisha, India.
Website: [Link] Email: info@[Link] Phone: +91-661-2400786
 Guest support ticket creation Extranet User
regarding property

20 Guest support ticket creation Guest (acknowledgement notification)

regarding booking portal Admin

[5] Designs & Templates

One dedicated email notification design format will be created for the client which will be used in all email notifications
defined above.
Dedicated OTA voucher design will be created as per client requirements.
E-Contract will be created as per client requirements.

[6] Tech Stack

Area Tech

1 Cloud, Security & Storage Amazon Web Services

2 Extranet, Admin Panel & APIs PHP Laravel

3 Frontend Website (Booking, Guest portal, travel agent ReactJS / VueJS

portal, corporate portal)

4 SMTP (Email Service) Sendinblue

5 Database MongoDB (Atlas Server)

Plot No - 237, 921, Panposh Rd, Nr. Tarini Mandir, Raghunathpali, RKL - 769004, Odisha, India.
Website: [Link] Email: info@[Link] Phone: +91-661-2400786