Hotel Associate Frequently Requested Services

Process

Associate Responsibility

Sabre Responsibility

Sabre Contact

Switchover of 1-39 Properties

When a hotel property requests to be switched from its current chain code (‘old’) to a new chain code (‘new’).

Associate Request

1.        Request must be made in writing by the hotel (property) on hotel letterhead

1a.  GDS/Central Reservations department at new  chain/representation firm will fax, mail, or email the above request to Sabre and the losing chain/rep firm. A cover letter from the new chain must accompany request.

Via Fax or Mail

·          Letter must be on hotel letterhead

·          Send faxes to 682-605-8848, Attn: Hotel Desk Analyst

Via E-mail

·          Sender's email address must reflect name of hotel

·          The letter/email must be copied or cc'd to the old chain/representation company

·          A contact name for the old chain/representation company must be indicated

·          Send requests to switchovers@sabre.com

1b.  The letter/email must include the following:

·          Name of hotel

·          Address of hotel

·          Whether or not rates should be retained--rates will NOT be kept unless indicated to do so.

·          Current Sabre property number and chain code

·          Date on which switchover will take effect

·          Name of contact at the new chain/representation company

The HEDNA web site contains examples of acceptable associate switchover requests.

1.  Requests will be accepted 24 hours 7 days a week.  However, processing of requests will occur during normal business hours.

Hotel Database owner:

switchovers@sabre.com
fax: 682-605-8848
 
Escalate to:
Account Manager

Execution of Request

2. Processing of requests will take place  Monday - Friday from 8:30 am - 5:00 pm CST

  Switchover will occur on:

·          Either the eleventh business day after the date of letter; or

·          The date specified in the switchover letter sent by the property, whichever is later.  

Rates will be kept if specified.

2a.  Automatic switchover will take place, if:

·          the switching property has already been scheduled for delete by the old chain, in writing, or

·          if the old chain has issued an early release, in writing, which complies with notification guidelines.

2b. When switchover is scheduled, an automatic queue message is sent to the new and old chains which contains:

·          Notification of the scheduled date

·          Property number

·          Old chain code

·          New chain code

2c.  Once the switchover has taken place, an automatic 331 restriction will be placed on the property and must be removed in accordance with Sabre’s 331 Removal Procedures

Switchover of 40+ Properties

When a winning hotel chain requests that multiple properties be switched from its current chain code to a new chain code.

Associate Request

1a. GDS/Central Reservations department at new chain/representation firm will fax, mail, or email the above letter to Sabre and the old chain/rep firm.

Via Fax or Mail

·          Letter must be on hotel letterhead

·          Send faxes to 682-605-8848, Attn: Hotel Desk Switchovers

Via E-mail

·          Sender's email address must reflect name of hotel

·          The letter/email must be copied or cc'd to the old chain/representation company

·          A contact name for the old chain/representation company must be indicated

·          Send requests to switchovers@sabre.com

 1b. Letter must be received at least 2 weeks prior to conversion date on winning chain’s corporate letterhead and include the following:

·          Name of new chain/representation company

·          Name of the old chain/representation company

·          Switchover conversion date

·          All Sabre property number(s) and chain code; this information may be included in an accompanying Excel spreadsheet

·          Whether or not rates and hotel description information are to be cloned

1c.  If rates are to be cloned, new chain must add all rate codes and rate levels that will be transferred from old chain code to the new chain code prior to switch -- this ensures that all negotiated and contractual rates are copied over.

The HEDNA web site contains examples of acceptable associate switchover requests.

Execution of Request

2a. When switchover is scheduled, an automatic queue message is sent to the new and old chains which contains:

·          Notification of the scheduled date

·          Property number

·          New chain code

·          Old chain code

·          Rate cloning option (if selected)

2b. Once the switchover has taken place, an automatic 331 restriction will be placed on the property and must be removed in accordance with Sabre’s 331 Removal Procedures

Delay or Retraction of Property Switchover

Allows for a property to stop the process of scheduled

Associate Request

·          Switchovers can be delayed/ retracted when the new chain sends a letter, fax or email advising of the delay/retraction.

·          A letter from the hotel property on hotel letterhead must accompany the new chain’s letter. 

Letter must include:

·          Name of hotel

·          Address of hotel

·          Current Sabre property number and chain

·          Current chain must be cc’d with regards to the delay

·          Notification must be provided within 1 business day advanced notice.

Hotel Database owner:

switchovers@sabre.com
fax: 682-605-8848
 
Escalate to:
Account Manager

Execution of Request

·          Hotel Desk Analyst will send a queue message notifying Associate that scheduled switchover request has been delayed or retracted upon receipt of notification

Delay or Retraction of Property Delete

Allows for a property to stop the process of scheduled deletions

Associate Request

·          Deletions can be delayed/ retracted only if the current chain code sends written documentation (letter or e-mail) advising of the retraction.

Letter must include:

·          Name of hotel

·          Address of hotel

·          Current Sabre property number and chain code

·          Date on which delay will take effect

Hotel Database owner:

switchovers@sabre.com
fax: 682-605-8848
 
Escalate to:
Account Manager

Execution of Request

·          Hotel Desk Analyst will send a queue message notifying Associate that scheduled delete request has been delayed or retracted

331 Restriction

Allows for the property to be closed for sell—allowing the new chain to load rates and availability.

Removal of 331 Restriction

When the property is ready for sell, the new chain must submit a request for 331 removal. 

1a. Submit requests via the HOT331 Mask

1b. Submit requests via a queue (XAHG) message in Sabre; requests must include:

·          Chain code

·          Property number

1a. Updates done hourly between 8:30AM-5:00PM CST

1b. Allow 24-hour business day turn around

Hotel Database owner:

switchovers@sabre.com
fax: 682-605-8848
 
Escalate to:
Account Manager

Chain Code Migration

When an entire chain code moves from a ‘old’ representation company or brand to a ‘new’ representation company or brand.

Chain code migration from one 3^rd party provider to another

(a chain code moves to a brand or rep company that uses a different switch)

Notification

1.        Associate must notify Account Manager of chain code switchover and include chain code and date of switchover

·          Account Manager will request that a test property be built in the test system 30 days prior to implementation.

2.        Associate Information Sheet submitted by Account Manager.

3.  Sabre coordinates with HCC; notifying them of the pending switch

 switch

Testing and Implementation

4.        HCC table updated by EDS every Monday evening --  establishes chain code in their system

·          If chain is transitioning from non-direct connectivity to  direct connectivity, then Vendor Profile Record (VPR)  must be updated

·          If chain maintains its direct connectivity, then HCC table is updated with existing VPR

5.        Chain code is tested in Sabre by a Sabre test analyst prior to activation – chain code activation occurs on Tuesday morning

6.    Password for photo upload tool updated in accordance with Photo Upload Tool Password Change Guidelines

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