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Setting Up Pricing Rules

Kathryn Hamilton
Kathryn Hamilton
  • Updated

Overview: What are we talking about?

Pricing Rules are formulas that automate special pricing (discounts or surcharges), helping to streamline your checkout process and ensure the correct price is being charged. In this article, we will show you how to create a pricing rule. Some of the most common types of pricing rules that you may need for example would be a Multiple-dog discount, Late Check Out Fee, Extended Stay Discount. Free Service After Number of Reservations, Feeding Charges, etc. 

This article includes:

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Helpful Hints: Before you begin.

  • Only those in the Admin user group can set up and manage pricing rules.

  • VERY IMPORTANT! Please set-up and test your pricing rules outside of business hours. Changes happen in real-time and will affect checkouts that may be in progress throughout the day. Be sure to give yourself enough time to set them up, thoroughly test them, and make sure they are correct, BEFORE they are used in live transactions. You can test with your own Owner account and Animals. We are not liable for lost revenue or erroneous charges due to mistakes made in setting up your rules, and will not fix transactions erroneously charged due to incorrect setup. It is your responsibility to test your rules before using them with real customers.

  • The Types of pricing rules that you will find on this page are created by Gingr and cannot be customized.

 

Set it Up: Let's get started. 

Create a Pricing Rule

To create a pricing rule, you will want to head over to Left-hand Navigation: Admin » Pricing Rules.

  1. Choose the Location, Reservation Type and Group you would like the rule to apply to.

    1. Note: If there is no Group to select, create one by clicking the Create Group button. Read more about Groups by clicking here.

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  2. Click +Add Rule.

  3. Add a Label. Write a short description for your rule. This label shows up on the receipt. It also makes it easy for staff and customers to identify what discount, charge, or free service has been applied.

  4. Choose the Type of pricing rule you want to create.

  5. Enter a Value. This value will coincide with the method selected in the next step. The value is essentially the criteria that the rule has to meet, before applying the surcharge or discount.

  6. Choose a Method. These are the types of things that you can automatically add or remove based on the above criteria
    • Dollar
    • Percent
    • Service
    • Reservation Type.

  7. Enter an Amount. This will be the specific Dollar amount, Percentage, Service or Reservation type that you are adding based on the criteria above.

  8. When you're done, click Save.

 

Field Guide

Setting Description Helpful Hint
Label This phrase will be displayed in the cart and on the customer's receipt.  
Type This is the type of rule you are using. Rule types are created by Gingr and each has its own set of parameters that cannot be customized. This list will change over time as new rules are developed. Please see the table below for a list of all rule Types.
Value Indicates when the type of rule is applied. The Value will depend on the rule. Please see table below for details on the value for each rule.
Method

This indicates how the surcharge or discount is applied. Your options are: Dollar Amount, Percentage, Service, or Reservation Type

Negative number = Discount
Positive number = Surcharge

Does not automatically schedule a service.

Amount/Service

This indicates how much you would like to surcharge or discount (or which service is being given to the customer). This field will change between "amount" and "service," depending on the discount method. Important! if the Number of Additional Animals rule is used, the dollar Amount or Percentage will be applied to EACH pet's reservation. So if you discount a second additional animal -$5, you will want to create a rule that discounts $-2.50.
 

 

Pricing Rule Groups

Pricing Rule Groups allow you to charge different sets of pricing rules (or rules of different values) to different groups of reservations. Using Groups, you'll be able to set pricing changes ahead of time, or run specials on your pricing in a breeze.

Any currently inputted pricing rules are assigned to the first group that you'll see, which will apply to all reservations that started on or after January 1st, 1900 (this covers all reservations that have ever been created in your app.

 

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To create a new group of rules, click the Create Group button, and indicate to which reservations this new group of rules should apply.

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  • Starting on or after a specific date—which will apply the pricing rules to reservations that start on or after a date.
  • Ending on or after a specific date—which will apply the new pricing rules to reservations that end on or after a date.
  • Created after a certain date—which will apply the new pricing rules to all reservation that are created after the date entered.

 

Once created, you can select that group and input your new rules per reservation type.

Power-User Tip: If only the values of your pricing rules (like multiple pet discounts or late fees) are changing for this group, use the Copy Rules tool to copy the existing groups' rules to the new group and change the values.

 

Important: Only the rules that you have configured on a specific group will apply, the rules are not cumulative between groups. Ensure that each group of rules is complete—meaning that all of the rules that you'd like to apply exist in that group.

It's also important to remember that Peak Dates (holiday surcharges) are configured per Pricing Rule Group, and will need to be added to a group if setting a rate change for future dates that cover holidays.f If you have any questions on Pricing Rule Groups, feel free to reach out to our awesome support team for assistance.

 

 

 

Pricing Rule Types 

Rule Type Description Value Frequency Daily or Final Rate Modifier
Animal Age
(in months)
Discount/charge if the animal is this age. This value rounds up when the date passes the midday of the month. age in months per unit of reservation Daily
Animal Birthday Discount/charge once on an animal's birthday. pulls from pets age on their profile on a specific date Final
Animal Breed Discount/charge each unit of a reservation if an animal is a specified breed. use drop-down per unit of reservation Daily
Animal Weight Discount/charge from base rate for each unit of reservation if an animal is this weight or more. weight in whole numbers per unit of reservation Daily
Animal Altered Discount/charge if animal altered or intact past the number of months indicated in the altered by months setting found on the Admin » Animal Icons page. use drop-down per unit of reservation Daily
Check Out Time After Check-In Time Applied to the total if the check out time is later than the check-in time. (If charges are tiered, such as charge x amount after 1 hour, x amount after 2 hours, etc., you will create multiple rules of this type.) number of minutes after check-in time on last day Final
Check-In/Out Before/After Discount/charge on first/last day if animal checks/in out before/after an exact specified time. Will apply to all days of the week. military time on first/last day Final
Check in/Check out Before/After (Hours of Operation) Discount/charge on first/last day if animal checks in/out before/after your hours of operation as set by each day of the week.

Helpful Hint: This rule type will reference disabled dates, specific date hours, and recurring hours. If none of these apply, this rule type then defaults to referencing system-wide settings.
grace period (in minutes) on first/last day Final
Day of Week Discount/charge on first/last day if reservation checked in on this day of the week. Monday = "1"
Tuesday = "2"
Wednesday = "3"
Thursday = "4"
Friday = "5"
Saturday = "6"
Sunday = "7"
on first/last day Final
Arrives on Day of Week Discount/charge if arriving on this day of the week. Each day of the week is indicated by a number from 1 (Monday) through 7 (Sunday). see days of the week above on the first day Final
Departs on Day of Week Discount/charge if departing on this day of the week. Each day of the week is indicated by a number from 1 (Monday) through 7 (Sunday). see days of the week above on last day Final
Medication - Daily Charge Discount/charge once per day when medication administration statuses are updated on the animal's medication report. Medication types must be set to charge for administration (on the medication types setup page). This charge will apply to all medication types equally. Multiple charge amounts for different medication types are not yet supported. N/A once per day Final
Feeding - Daily Charge Discount/charge once per day when feeding administration statuses are updated on the animal's feeding report. Feeding types must be set to charge for administration (on the feeding types setup page). This charge will apply to all feeding types equally. Multiple charge amounts for different feeding types are not yet supported. N/A once per day Final
Medication - Per Administration Discount/charge each time a medication administration status is updated on the animal's medication report. Medication types must be set to charge for administration (on the medication types setup page). This charge will apply to all medication types equally. Multiple charge amounts for different medication types are not yet supported. N/A each time rule is true Final
Feeding - Per Administration Discount/charge each time a feeding administration status is updated on the animal's feeding report. Feeding types must be set to charge for administration (on the medication types setup page). This charge will apply to all feeding types equally. Multiple charge amounts for different feeding types are not yet supported. N/A each time rule is true Final
Number of Additional Animals Discount/charge all animals from the same owner for every unit of the reservation checked in for the same reservation type. Number of additional animals from the same family. 2 animals= 1 additional animal. per unit of reservation Daily
Number of Additional Animals Across Reservation Types Discount/charge all animals from the same owner for every unit of the reservation checked in for the different reservation types. Number of additional animals from the same family. 2 animals= 1 additional animal. per unit of reservation Daily
Number of Animals in Same Lodging Discount/charge all animals from the same owner for every unit of the reservation checked in for the same reservation type and occupying the same lodging for all dates of the reservation. Number of additional animals from the same family. 2 animals= 1 additional animal. per unit of reservation Daily
Number of Reservations (this location) Discount/charge once after "x" number of non-consecutive reservations has been completed at this location. Number of non-consecutive reservations once Final
Number of Reservations (all locations) Discount/charge once animal after "x" number of non-consecutive reservations has been completed at all locations within the same Gingr instance. If your business pays for completely separate Gingr instances, this discount will not apply. Number of non-consecutive reservations once Final
Units of Reservation Discount/charge every unit of a reservation after a specified number of consecutive units (e.g. 10% discount off of each animal after 5 nights of boarding). Number of consecutive reservations per unit of reservation Daily
Specific Date Discount/charge every time an animal is checked in on that specific date. These are created using Manage Peak Dates button on top right of pricing rules setup box. MM/DD/YYYY once on a specific date Final
Specific Date (repeating) Discount/charge every time an animal is checked in on that specific date. This can repeat every calendar year. These are created using Manage Peak Dates button on top right of pricing rules setup box. MM/DD/YYYY once on a specific date Final
Minutes after Last 24 Hour Period Discount/charge on last day if reservation checks out is after a specified amount of minutes past the last completed 24 hour period (e.g. late check out fee). This rule will only function if reservation type is set to charge by 24-hour period on reservation types and services configuration. Number of minutes after the last completed 24 hour period on last day Final
Lodging Type Discount/charge for every day of the reservation where the animal is occupying a lodging of a different rate. This set up is multi-part and very complex. It is only recommended for businesses that are at high capacity and move animals to different lodgings often. use drop-down once per day every time the rule is true Final
Vip (daily rate) Discount/charge each unit of this type of reservation if an animal is set as "VIP" within their profile. Discounts only the daily rate for this Reservation Type and will not affect rates for services or other items attached to the reservation. N/A per unit of reservation Daily
VIP (one time) Discount/charge each unit of this type of reservation if an animal is set as "VIP" within their profile. Discounts only the daily rate for this Reservation Type and will not affect rates for services or other items attached to the reservation. N/A once Final
Every Unit of Reservation Discount/charge every consecutive unit of this type of reservation. This is a daily rate modifier. A "unit" is based on the charge by option for the reservation type) of a reservation (by the hour, by the day, by the 24-hour period, by the night). N/A per unit of reservation Daily
Minimum Charge If a reservation does not meet the specified minimum charge, an additional charge will apply until the minimum charge is met. Leave the value field blank and set a dollar amount representing the minimum allowable charge for this reservation type. The minimum for this rule type will only include charges for the reservation type itself, including other pricing rules that affect the reservation charges. The calculation *will not include charges for additional services* attached to the reservation. If the minimum charges for the reservation type are not reached within a reservation, the system will automatically add a charge equal to the difference between the reservation type charges and the minimum charge amount you set. N/A until the correct total is met Final
Minimum Units of Time If a reservation does not meet specific units of this reservation, the system will automatically charge for this amount of units of this type of reservation.

Example: Facility requires a minimum number of nights boarding stay. If the boarding reservation does not meet this requirement, the system will charge for this minimum amount of nights regardless of actual nights stayed.


This is similar to the Minimum Charge rule but will display this minimum amount of days/nights on estimates and receipts instead of only showing the minimum charge.
minimum units of time required until minimum units of reservation are met Final
 

 

Copy or Delete a Pricing Rule

To copy or delete a pricing rule, click on the wrench icon and select Copy Rule or Delete Rule.

Copy Pricing Rules to Other Reservation Types:

To easily copy all pricing rules from one reservation type to another, click the Copy Rules button on the rule header.

On the pop-up, select the reservation type that you'd like to copy the rules to, and press Copy Pricing Rules.

 

 

Exceptions

Pricing rule Exceptions can allow one rule to negate another. For instance, if you do not want to offer an extended stay discount if the multiple dog discount is also running, you can create an Exception.

 

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  1. Click on the Wrench Icon next to the rule that you want to add an exception for, then select Add an Exception. If you have multiple rules of this type (e.g. 2 dog discount, 3 dog discount, 4 dog discount) this will apply the exception to all rules of this type so you only need to choose one.

  2. Choose the following settings:
    Is Less Than = don't charge this rule if this other Type of rule (5+ Nights) is applying as well.
    Is Greater Than only charge this rule if this other Type of rule (5+ Nights) is applying as well.

  3. Done (Save).

  4. To Delete an Exception: simply click on the Wrench Icon » Add an Exception » Clear Exception.
 

 

Compound Pricing Rules

When Compound Pricing Rules is on for a specific reservation type, pricing rules will run in the order of which they are created on the pricing rules setup page. This will create less of a discount if using percentages because not all rules are discounted from the base rate.

Example: You charge $45 per night for boarding but discount based on the number of dogs from the same family (25% off each dog) and if they stay for an extended period of time (additional 10% off each dog).

Compound Pricing Rules OFF (default):

If this setting is off, each rule will calculate from the base rate of the reservation type. This will create a larger discount because the second discount (10%) is not being taken from the full base rate ($45) but rather from the subtotal of the previous rule ($33.75).

 

Compound Pricing Rules ON:

Left-hand Navigation: Admin » Reservation Types and Services Configuration » Edit Reservation Type » Compound Pricing Rules "on".

If this setting is on, the next rule will calculate based off of the subtotal from the previous rule. This will create a smaller discount since both discounts are being taken from the base rate.

 

 

Modifies Base Rate

This setting can allow a charge/discount to change the base rate and allow other pricing rules to apply to this changed rate instead. This setting can be found by clicking on the wrench icon.

Important! This setting only works for the following pricing rule types:

  • Animal Weight
  • Number of Animals
  • Number of Additional Animals in Same Lodging
  • Animal Breed
  • Number of Reservations
  • Number of Reservations (location)
  • Animal Age
  • Units of Reservation.

Example: Your kennel charges boarding by weight so you would like this to become the base rate for each animal and THEN apply multiple dog discounts and extended stay discounts after that rate has changed.

Screen_Shot_2020-04-07_at_1.10.51_PM.png

 

As we can see from the Estimate, the weight rule now changes the Base Rate and our 2 dog discount calculates from the new base rate.

Screen_Shot_2018-10-25_at_6.32.55_PM.png

 

Same Rules Without Modifies Base Rate:

Without the weight rule modifying the base rate, the 2 dog discount will apply to the original base rate of $50, and then $10 (weight charge) will be added after.

Screen_Shot_2018-10-25_at_6.37.55_PM.png

 

 

Effective Dates

Effective Date will cause the system to only apply this rule during this date range. To add an Effective Date click on the wrench icon and select Effective Dates.  The following example is for a Kong promotion. A kong service will be free every day for this reservation type during only this specified date range.

Screen_Shot_2020-04-07_at_1.12.10_PM.png

 

 

Comp All Services of this Type

To comp, all instances of a type of service attached to a reservation, click on the wrench icon and select Comps all services of this type. 

Important! This does not schedule this service.

Example: If you offer free daily walks if a dog is staying in your Luxury Suites, but this walk service will incur an extra charge for all other Reservation Types.

Label Name the rule
Type Every Unit of Reservation
Value Leave blank
Method     Service
Service Select the service to comp.

 

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Turning off Pricing Rules for a Specified Animal

There is an option to turn pricing rules On/Off per Animal. To do this:

  1. Navigate to the Animal's profile page by typing their name into the predictive search.

  2. Click Edit Animal. 

  3. On the Edit Animal page, scroll down to find the setting Pricing Rules Apply. By default, it is set to yes/on. This setting will turn on/off ALL pricing rules for this Animal.

  4. Click Update Changes to save.

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