Policies
The Policies file is designed to facilitate the setup of policies within the Inventory platform. It's necessary for managing policy-specific data and relate to the rates created previously.
File Name Format
The file name format for the Policy Setup is as follows: clientCode-providerCode-HotelCode#ContextCode-policies.csv.
If you have any questions about how to add the requested information to create the file name, you can consult the following link:
Importance of the file name for Travelgate's FTP uploads
Policy
| Element | Mandatory | Description |
|---|---|---|
| Rate Code | 1 | Unique identifier that associate this policies to a unique rate. |
| Refundable | 1 | Indicate if it is a refundable policy or not. Example: (0 - False (not refundable)) or (1 - True (refundable)). |
| Days Before | 0 | Number of days prior to check-in when the cancellation policy takes effect. Leave empty for non-refundable policies. |
| Penalty Value | 0 | Amount to be paid if the book is canceled in the range of days that this policy is effective. Leave empty for non-refundable policies. (Check the Penalty Type Codes). |
| Penalty Type | 0 | Type of penalty to be chosen between: Percentage, Amount and Nights. Leave empty for non-refundable policies. |
| Start Date | 0 | Indicate the starting date of the policy. Format date: dd/MM/yyyy. |
| End Date | 0 | Indicate the ending date of the policy. Format date: dd/MM/yyyy. |
Non-Refundable Policies (NRF): When Refundable is set to 0, the fields Days Before, Penalty Value, and Penalty Type can be left empty. The system will interpret this as a fully non-refundable rate with no specific penalty details.
You can declare several rows for the same Rate Code to define different penalty tiers (for example, 100% penalty within 7 days of check-in and 50% penalty between 8 and 14 days). Each row represents one cancellation window, and all of them are applied together for that rate.
CSV Format Example for Channel Managers
Refundable policy:
Rate Code;Refundable;Days Before;Penalty Value;Penalty Type;Start Date;End Date
"BAR_14";"1";"7";"100";"Amount";"14/04/2026";"31/12/2029"
Non-refundable policy (NRF):
Rate Code;Refundable;Days Before;Penalty Value;Penalty Type;Start Date;End Date
"NRF_14";"0";;;;"14/04/2026";"31/12/2029"
Note that for NRF policies, the semicolons (;) must still be present as column separators even when the values are empty.
Additional information
| Penalty Type |
|---|
| Amount |
| Nights |
| Percentage |