Extended Stay Authorization .ng
Revision Date:
For long-term stays, without automated top-off, hotels face risk of insufficient card authorization.
Extended stay properties frequently collect authorizations weekly instead of the full stay amount.
Term | Description |
|---|---|
Authorization Amount | Pre-hold amount captured on card to guarantee payment |
Top-Off | Additional authorization requested when guest's charges exceed remaining funds |
Cumulative Charges | Total posted charges on the folio |
✔ #1 – Custom Authorization Prompt for Extended Stay
When a guest is checking into a reservation that is an Extended Stay rate plan, the system does not use the regular authorization logic (Example: 1 night room + incidentals).
Instead, the system automatically calculates a special authorization amount, based on a weekly pre-authorization:
7 nights of room charges + incidentals amount
This amount will be displayed automatically in the check-in payment screen to confirm.
For long-term stay reservations, a single-night authorization often provides insufficient risk coverage. By authorizing a week’s worth of charges upfront, the hotel ensures there are sufficient funds secured to cover the initial portion of the guest's stay.
Check-in for reservation with an Extended Stay rate plan. |  |
System auto-prompts custom authorization amount. The system will automatically prompt only for an authorization amount (example: 7 nights of the stay + incidentals ) Follow the steps and Authorize the payment. Upon completion you get a notification “Authorization Successful” |      |
Non-long term rate plan reservations reflect the normal authorization amounts during the check in. | |
✔ #2 – Automated Top-Off During Stay
Scenario | System Behavior |
|---|---|
Night audit posts daily accommodation and cumulative charges exceed authorized amount | System detects shortage of authorization |
Example | Initial Auth = $725, Cumulative charges = $726+ |
System Action | Auto-initiate authorization equal to amount that exceeded the previous limit |
Card | Use existing default card on file |
Completion | Successful top-off is logged in Payments & Audit trail |
✔ #3 – No Top-Off If Charges Covered
Condition | Result |
|---|---|
Cumulative charges ≤ authorized amount | No additional authorization is requested |
Example | Auth = $725, Charges = $600 or Charge posted = $30 |
Field | Source | Updated At |
|---|---|---|
Initial Authorization Amount | System calculated at check-in | Check-in |
Updated Authorization | Auto top-off | During night audit |
Cumulative Charges | Folio | Real-time |
Auth Transaction Details | Payment Gateway | Logged in PMS |