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.
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Term |
Description |
|---|---|
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Authorization Amount |
Pre-hold amount captured on card to guarantee payment |
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Top-Off |
Additional authorization requested when guest's charges exceed remaining funds |
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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.
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Check-in for reservation with an Extended Stay rate plan. |
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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” |
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Non-long term rate plan reservations reflect the normal authorization amounts during the check in. |
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✔ #2 – Automated Top-Off During Stay
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Scenario |
System Behavior |
|---|---|
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Night audit posts daily accommodation and cumulative charges exceed authorized amount |
System detects shortage of authorization |
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Example |
Initial Auth = $725, Cumulative charges = $726+ |
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System Action |
Auto-initiate authorization equal to amount that exceeded the previous limit |
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Card |
Use existing default card on file |
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Completion |
Successful top-off is logged in Payments & Audit trail |
✔ #3 – No Top-Off If Charges Covered
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Condition |
Result |
|---|---|
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Cumulative charges ≤ authorized amount |
No additional authorization is requested |
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Example |
Auth = $725, Charges = $600 or Charge posted = $30 |
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Field |
Source |
Updated At |
|---|---|---|
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Initial Authorization Amount |
System calculated at check-in |
Check-in |
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Updated Authorization |
Auto top-off |
During night audit |
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Cumulative Charges |
Folio |
Real-time |
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Auth Transaction Details |
Payment Gateway |
Logged in PMS |