For Hotels
How It Works
Manage the rooms your hotel offers and the eligible employees your hotel approves—all through a controlled employee travel program.
From Enrollment To Employee Travel
The hotel joins first. Its teams then set up the program and approve employee access.
- 1. Hotel EnrollsAn authorized hotel representative selects a program and completes enrollment.
- 2. Teams Set UpThe hotel arranges employee administration and, where required, inventory delivery.
- 3. HR Approves AccessThe administrator enrolls eligible employees or approves their requests.
- 4. Employees TravelApproved members receive credentials and book available offers.
Two Responsibilities. One Hotel-Controlled Program.
Revenue And Reservations
Your revenue or reservations team manages rates, room availability and reservation delivery.
Manage Inventory →HR And The Hotel Administrator
Your hotel determines who is eligible and manages employee enrollment and ongoing access.
Manage Employees →Manage Your Hotel Inventory
Offer employee-rate rooms during suitable periods and use the controls available under your selected program.
Two Routes For Inventory And Reservations
Use the route agreed for your property. Program Plus does not require a room-inventory contribution.
Connected Hotel
- Your Hotel SystemManage rates, available rooms and stop sales through the supported connection.
- HER Booking PlatformMembers search the rooms and rates available for their dates.
- Reservation DeliveryBookings return to the configured hotel system for the reservations team.
Hotel Using The Extranet
- HER ExtranetYour team maintains availability and controls employee-rate inventory.
- HER Booking PlatformMembers select an available offer and complete their reservation.
- Hotel InboxThe team receives the reservation and handles it through the agreed workflow.
Your team continues to review availability, rates and stop sales as hotel demand changes.
Connected Hotels
Manage rates, availability and stop sales through your supported channel manager or PMS connection. Reservations flow into your configured hotel system.
Non-Connected Hotels
Manage availability in the program Extranet. Reservations arrive in the hotel’s inbox for handling through the agreed workflow.
Control High-Demand Dates
Close employee-rate inventory using stop sales. Published Static and Dynamic programs allow up to 150 stop-sale days per year; confirm the rules for your selected option.
Keep The Setup Current
Review room mappings, rates and availability whenever your hotel’s setup changes. Program Plus participants do not contribute room inventory.
Administer Your Eligible Employees
The Hotel Administrator controls access. A hotel email address is not required: eligibility is determined by your hotel.
Hotel Approval Controls Access
An employee request is reviewed by the hotel; it does not create automatic booking access.
- Employee Is Added Or AppliesAn administrator enrolls a team member, or the employee submits a request.
- HR Checks EligibilityThe hotel reviews employment and its own eligibility rules.
Approved ↓
Not Yet Approved ↓
Once approved, bookings carry the employment and administrator details. Additional paper authorization forms are not required.
Add Or Invite Employees
Onboard eligible team members through the Extranet, or post registration flyers with QR codes in staff areas.
Approve Registration Requests
Employees can also submit a registration request. HR or the Hotel Administrator receives the request and approves eligible employees.
Enable Secure Booking
After approval, employees receive their credentials and can book through the password-protected platform. Additional paper authorization forms are not required.
Maintain The Employee List
Remove employees who are no longer employed or eligible. When an employee is removed from the program, their associated friends and family are also removed.
Employee Administrator Video
Watch the employee-administration video from Hotel Employee Rate for guidance on managing your team’s program access.
Booking Controls And Friends & Family
Friends & Family Stay Linked To The Employee
Invited members have their own credentials and can travel independently.
- Eligible EmployeeAdds up to 10 friends and family through their account.
- Invited MembersReceive individual credentials and booking instructions.
- Independent TravelBook available offers under the program’s rules.
When Employee Eligibility Ends
- Hotel Removes EmployeeHR or the administrator updates the employee’s access.
- Linked Access EndsThe employee’s associated friends and family are also removed from the program.
Receiving Hotels Have Context
The reservation includes the employee’s place of employment and Hotel Administrator details, providing an additional control without paper authorization forms.
Employees Manage Their Invitations
Eligible employees can add up to ten friends and family through their account. Invitees receive their own credentials and may travel independently under the program’s rules.