Rates you change in your property system

The two cases

Which case a night falls into depends on one thing: whether MAYA has already sent a price to that night and confirmed it landed.

MAYA has sent to the night. As every property starts, your change is read as a decision. It becomes a manual price for that night and room type, exactly as if you had typed it in MAYA: rules that had already moved the night are paused for that room type, rules that fire later stack on top of your number, and Clear hands the night back. On ThinkReservations the paused rule changes come off your other standard rate types for that night too, as with a price you type: a hand change to Best Available on a Saturday takes that Saturday's raise off your wedding and group rates. Setting a price yourself explains what a manual price does. With MAYA's price wins on, it is not kept, and MAYA sends its own price again (When MAYA's price wins).

MAYA has never sent to the night. That includes every night before you first go live, and any night beyond the 396-night window. Your rate is read as the property's own rate for that night, the starting point. When a rule fires, it works from your number. When no rule fires, your number is the price.

Your setting

Open Settings from the gear at the top of the dashboard. On Cloudbeds and ThinkReservations it has a section named for your system with one setting, When a price MAYA sent is changed in Cloudbeds (or Think Reservations), and two choices:

• Keep the change as your price. Every property starts on it. A rate you change in your system on a night MAYA has sent to is kept as your price, as described on the rest of this page, and a rate you remove there stops MAYA pricing the night (A rate removed in your system). When the changes look like another pricing tool at work, MAYA says so (When something else seems to change your rates).
• MAYA's price wins. Nothing changed or removed in your system on a night MAYA has sent to is kept. MAYA sends its own price again on its next run, lists each night in the Change Log, and emails your General Managers and Hotel Admins once a day about them (When MAYA's price wins).

MAYA's price wins is for a property that also runs another pricing tool, such as a second revenue system, which changes the base rate in your system by itself. Cloudbeds and ThinkReservations cannot tell MAYA who or what changed a rate. All MAYA can see is that the rate differs from the price it sent, so the setting is yours to choose. With MAYA's price wins, a price you type on MAYA's calendar is the one MAYA sends again, and nothing in your system changes or clears it. With Keep the change as your price, a price you typed stands until a later change in your system on that night replaces it, like any change there, or a 0 there closes the night.

A Revenue Manager, General Manager or Hotel Admin can change the setting. Turning MAYA's price wins on while some nights ahead still keep a rate changed in your system asks first, and replaces them with MAYA's prices only when you say so. Turning it off changes nothing that has already happened. Settings shows both.

When a change counts as yours

Change prices in MAYA when you can. A price typed there is kept at once and names who typed it.

If you change a rate in your system instead, give the night an hour after MAYA last sent to it (an hour or two on ThinkReservations). Change the rate MAYA writes to: the base rate in Cloudbeds, and in ThinkReservations the one the PMS tab names after "MAYA reads and writes:" (usually Best Available). Then, while you are live and keep changes as your price, your change on a night MAYA has sent to is kept as your price when MAYA next reads it.

How soon a change is read

MAYA reads your own rates for every night in the 396-night window about once an hour, and again when your property's date changes. It also reads a night again right before sending a new price to it, when the night was last sent to over an hour ago and the hourly read did not run this cycle. So a change on a sent night is read within about an hour, and usually before MAYA sends a new price to that night. The exceptions are a cycle in which MAYA could not read your system, and a change made within an hour of MAYA's send.

A night beyond the window is not read until it enters the window.

What you see

On the calendar, the room type's card shows an amber badge reading "Changed in Cloudbeds · $175.00" (or "Changed in Think Reservations · $175.00"). Hover it for "Seen" and the date and time MAYA read the change, in your browser's clock. A price typed in MAYA shows "Manual" instead, with "Set" on hover.

In the change log the entry names no person: "The base rate was changed in Cloudbeds to $175.00." A rule that fires later on that night adds its sentence after it.

Clear on the card works the same as for a typed price. Hover it and it reads "Changed in Cloudbeds. Clear hands the night back to your rules."

A night whose rate you removed in your system shows no current price, and a line on its card reads "Rate removed in Cloudbeds, so MAYA isn't pricing this night", with a ? that says why (A rate removed in your system).

With MAYA's price wins on, no night shows "Changed in Cloudbeds" for a new change. The change log has an item for each night MAYA sent its price to again instead (When MAYA's price wins).

A rate removed in your system

Sometimes a night MAYA has sent a price to comes back from your system with no rate at all: the rate was deleted, or the rate plan no longer covers that date. MAYA treats that the same way as a change. It counts when the same conditions hold as for a change (live, MAYA's send there confirmed and an hour old, on the rate plan MAYA writes to, since you last went live, no newer typed price on its way), and two more:

• Your system had a rate of its own on the night before MAYA sent to it. A night MAYA sent only a typed price to, with no rate of yours under it, had nothing of yours to remove.
• The night is inside the stretch your system returns rates for, and its last read covered it too. A night past the last one your system returns is a night with no rate on record, like any other, even when you removed its rate yourself: MAYA does not price it or send to it, whichever your setting, and its card says "No rate in Cloudbeds for this night yet" (Nights your system has no rate for).

With Keep the change as your price (as every property starts), MAYA stops pricing that night and sends nothing to it. The calendar shows no current price for it, and its card reads "Rate removed in Cloudbeds, so MAYA isn't pricing this night". Rules that fire meanwhile change nothing there. A price typed in MAYA before the rate was removed waits with the night. A price you type for it afterwards is priced and sent as typed.

When a later read finds a rate there again, MAYA judges it like any change: if it is not the price MAYA last sent, it is kept as your price and marked "Changed in Cloudbeds"; if it is MAYA's price, MAYA prices the night as it did before, a price typed before the removal included.

With MAYA's price wins, MAYA sends its own price to the night again on its next run, and the change log says so (When MAYA's price wins).

When MAYA's price wins

With MAYA's price wins on, a rate changed or removed in your system on a night MAYA has sent to, under the conditions above, is not kept. MAYA reads the change within about an hour, as with any change, and sends its own price to that night again on the same run. It goes out like every other price: only while you are live, with your floors, ceilings and every other check applied. Nothing becomes a manual price, and no night shows "Changed in Cloudbeds".

A price typed in MAYA is MAYA's price too. When a rate is changed in your system on a night whose price you typed in MAYA, MAYA sends your typed price again. The typed price itself is never changed or cleared, even by a 0 in your system: that night is not closed, and your typed price goes out again over the 0, listed like any other night MAYA sent its price to again.

Two things work as they do with the other choice: setting a night to 0 in your system still closes it, unless you typed its price in MAYA (Closing a night at 0), and a difference shared by nearly every night, such as tax, is still read as your system's own rule and left alone (Prices with tax or a markup).

If another tool keeps changing the same rate, MAYA sends its price again after each change it reads. Guests can see the other tool's rate in the time between, so switching the other tool off is still the surest way.

In the change log, each night and room type MAYA sends its price to again is its own item, headed "Changed in Cloudbeds" with the time MAYA read the change. It names the night, the room type, the rate your system had and MAYA's price, for example "Fri, Nov 13, Standard: changed in Cloudbeds to $175.00. MAYA sent its price, $165.00, again." A removed rate reads "Fri, Nov 13, Standard: the rate was removed in Cloudbeds. MAYA sent its price, $165.00, again." MAYA writes the item when it reads the change, moments before that run sends its price, so it says "sent" only once MAYA's record of its sends shows the price went, adding "Accepted by Think Reservations, checking." on ThinkReservations until MAYA's hourly read finds it there. Until then it reads "MAYA's price, $165.00, is waiting to be sent again." If MAYA stopped trying it reads "couldn't be sent again", if it held the price back "was held back, not sent", and "was due to go out again" when it doesn't say how the send went, for example once a later price or change has replaced it. The log lists the newest 50 of these in the stretch it covers, and one more line counts the rest: "And 12 more times MAYA's price was due to go out again over a rate changed in Cloudbeds." The log shows them back through its 90 days; MAYA keeps its own record of them for 180 days.

The day's email. Once a day is over at your property, your General Managers and Hotel Admins get one email about that day's overwrites, and none on a day without any. Its subject is "MAYA overwrote rate changes in Cloudbeds at The Harbour Inn". It says your setting is "MAYA's price wins", so MAYA overwrote each change again with its own price, and lists each night and room type once, with the rate your system had (or "Removed"), MAYA's price, and how many times that day MAYA sent it again. It ends with how to set a price by hand: in MAYA's calendar, not in your system, with a button to open the calendar. Emails MAYA sends has the rest.

To set a price by hand while MAYA's price wins is on, type it on MAYA's calendar. Setting a price yourself shows how.

When something else seems to change your rates

With Keep the change as your price, every change MAYA keeps from your system is one night it is not pricing on its own. When the changes look like another pricing tool at work rather than a person, MAYA says so. It does when either of these happens:

• 20 or more rates on nights MAYA sent to (a night and room type each) change away from MAYA's price in one read, or
• changes like that turn up on 3 or more different days (your property's dates) within the last 7 days.

Rates removed in your system count too. Then one item goes on the change log, and one email to your General Managers and Hotel Admins. The item reads, for example, "Something other than MAYA seems to be changing rates in Cloudbeds: 34 rates changed in the last 7 days on nights MAYA had sent a price to. Each change is kept as your price, so MAYA isn't pricing those nights. If you use another pricing tool, turn on "MAYA's price wins"." Its Open the setting button opens Settings at your system's section. Once MAYA's price wins is on, the button is gone, and the item's last two sentences become one: "Each change was kept as your price until "MAYA's price wins" was turned on." Turning it on handed those nights back to MAYA.

MAYA says it at most once every 7 days, and never while MAYA's price wins is on. If you turn the setting on before the email has gone, it is not sent. If you made the changes yourself, there is nothing to do.

A rate you mistyped

Say you meant $150 for a Standard night and typed $15 in Cloudbeds. What happens depends on the same two cases.

On a night MAYA has sent to, your $15 is kept as your price, like any change of yours, and the card shows "Changed in Cloudbeds · $15.00". The floor does not catch it. A price you set yourself is published as you set it, even under the floor, so $15 stays in your system. Rules that fire later work from $15. With MAYA's price wins on, MAYA sends its own price over your $15 within about an hour instead, and the change log says so.

On a night MAYA has never sent to, $15 becomes the night's starting point. Your rules work from it and the floor holds the result: with Standard's $80 floor, MAYA publishes $80 (and sends it when you are live). That is not your $150 either. A floor still at $1.00 would let the $15 through.

A rate typed too high works the same way, with the ceiling in place of the floor. To put it right, do one of these:

• Press Clear in MAYA on a night marked "Changed in Cloudbeds". The night goes back to your rules, from the starting point MAYA had before your typo, and MAYA's price is sent over the $15.
• Type the right price in MAYA. It is kept at once and, when you are live, sent straight away.
• Correct the rate in your system. MAYA reads it within about an hour. On a night MAYA has sent to, it is kept as your price, the same way the typo was. On any other night it becomes the starting point.

Clearing or typing a price in MAYA needs Revenue Manager access or higher. On Mews, MAYA does not read rates, so a rate mistyped in Mews stays as it is until you correct it there.

Changes made while simulating

While you are in simulation, MAYA sends nothing. Before you first go live, every rate you change in your system is read as the property's own rate. MAYA reads the whole window again every hour, so the rates you have when you go live are the ones the first live send prices from. A rate you changed in your system while simulating is never kept as a manual price when you go live: going live means MAYA's prices replace yours, and from then on a change counts as yours only after MAYA has sent to that night. Simulation mode has more.

If you were live before and went back to simulation, a rate you change in your system on a night MAYA sent to during the live stretch is not read while you simulate. MAYA's prices for that night keep starting from the old starting point. When you go live again, that rate is read as the night's starting point, and your rules work from it.

Closing a night at 0

Set a night's rate to 0 in your system and MAYA reads it as closed, whichever choice your setting has, but for one case with MAYA's price wins (below).

• On a night MAYA has sent to, the starting point becomes 0, MAYA stops pricing that night and sends nothing to it. Any manual price on that night is cleared, and the rules it paused are released. This needs you to be live and the 0 to be on the rate plan MAYA writes to. MAYA's last send to the night must also have gone through over an hour ago. It does not need to be confirmed, because MAYA never sends 0 itself.
• On a night MAYA has never sent to, a rate of 0 is left unpriced from the start. MAYA does not open a closed night at the floor.

Open the night again by loading a rate in your system. The next hourly read takes that rate as the starting point, and your rules work from it.

A 0 in your system does not close a night MAYA has sent to in four cases:

• A comp night you set in MAYA. A typed price of 0 makes the night free, so a 0 in your system for that night matches your price rather than closing the night. Setting a price yourself covers comp nights.
• A manual price whose last send was never confirmed. The night is held rather than closed, since that price may never have reached your system. The manual price stays, and MAYA sends nothing new to the night while your system has 0.
• A newer price typed in MAYA that is still on its way. Your typed price is kept and sent as usual.
• A price typed in MAYA, with MAYA's price wins on. That setting never clears a typed price. MAYA sends it again over the 0, and the change log and the day's email list the night like any other it sent its price to again.

Prices with tax or a markup

Some systems report rates through a rule of their own: tax included, or a markup on every night. Those rates all differ from MAYA's price by the same ratio, and reading each one as a change of yours would freeze the window at inflated prices.

So when 80% or more of the sent nights MAYA reads (10 nights at least) differ from its price by one shared ratio, MAYA reads that as your system's rule, not as edits. None of those nights is kept, and nothing shows on the calendar. MAYA's next price for each of them is sent as usual, and with MAYA's price wins on, none of them is sent again either. A night that does not fit the ratio is still read as a change of yours. If your prices in your system look like MAYA's plus tax, that is why, and nothing needs doing.

Raising every night by the same percentage

The same check catches a change you make yourself. Say you are live and you raise every rate by 10% in Cloudbeds. Every sent night now differs from MAYA's price by the same ratio, so MAYA reads your raise as your system's own arithmetic, not as your prices. None of the new rates is kept as a manual price, and nothing shows on the calendar.

Your raised rates stay in your system until MAYA's price for a night next changes. MAYA then sends its new price for that night, worked out from the starting point it had before your raise, so your 10% is gone from that night. Nights change at different times, so for a while some nights carry your raise and some do not. A Standard night MAYA sent at $165.00 reads $181.50 in Cloudbeds after your raise, until MAYA's price for that night next moves.

A percentage change to only some nights is read night by night as usual. It trips this check only when it covers 80% or more of the sent nights MAYA reads, and 10 nights at least.

To move a lot of nights at once, type the prices in MAYA. One save covers one room type and a run of nights at one price, using through…. Each night is kept at once as a manual price, and rules that fire later stack on it. Setting a price yourself has the detail.

Or change rates in your system only on nights MAYA has not sent to yet, such as nights more than 395 nights ahead. Each of those rates becomes the night's starting point when the night enters the window, and your rules work from it.

Where to change prices

When you mean to set a price, type it in MAYA. Change it in your system when that is where you happen to be, and give MAYA's send an hour first. A change of one percentage to nearly every sent night is not kept (see "Raising every night by the same percentage" above). With MAYA's price wins on, only the first column works: a change in your system on a night MAYA sent to is sent over.

A special rate on one booking

A rate the front desk gives one guest lives on that guest's booking, not on your base rate. MAYA does not read it as a change to your rates, and it never becomes the starting point for that night. It can still move MAYA's price through a rule that reads what guests paid (below).

The booking counts like any other. It adds to the night's occupancy, booking speed and pickup count. Its rate counts in that night's room revenue and in the ADR (the average rate per room booked) on the calendar, at the rate MAYA read with the booking. Most conditions do not look at what a guest paid. Two do: a pickup rule set to measure revenue adds up the rates on the night's bookings, and an Average rate booked, ADR (advanced) condition averages them, special rates included, so a special rate does move those numbers.

A booking's rate never reaches a price. A night's starting point is your own rate for it, read from Cloudbeds or ThinkReservations, or a price someone typed; a night with neither is not priced at all, whatever its bookings paid. So a special rate on a booking moves nothing but that night's revenue and ADR, and through them a rule with an ADR or revenue pickup condition, which can then act on it. A booking taken at one of MAYA's own prices never becomes the next starting point. On Mews, where no rates are read, a night is priced only once you type a price for it.