User Manual

Introduction

This manual provides essential guidelines for using the Accommodation Swap service. It covers how to respond to booking inquiries, view member establishments, access credit balances, and more. Adherence to these guidelines is crucial for maintaining good standing within the community.

1. Viewing Registered Member Establishments

1. Log on to www.accommodationswap.com
2. Click "Members Login"
3. Complete the login form
4. Navigate to the "Establishment Area" page and use the search function to choose a province

2. To access your credit balances

1. Log on to www.accommodationswap.com
2. Click "members login"
3. Complete the login form.
4. Navigate to the "Establishment Area" page and use "important usage links" - click on "my credit balance"

3. To access the "swap form" for requesting a booking

1. Log on to www.accommodationswap.com
2. click on "members login"
3. Complete the login form.
4. Navigate to the "Establishment Area" page.
5. Click on the drop down link at the top of the page called "submit Forms" and click on the relevant link.
6. PLEASE NOTE that you need to take responsibility for your credit account. Keep all your swap confirmations for future reference.

4. To access the credits for breakfasts, other meals and other activities form

1. Follow steps 3.1 to 3.4
2. Click on the drop down link at the top of the page called "submit Forms" click on "Credits for Breakfast and other activities form"

5. To retrieve forgotten password and reference number

1. Log on to www.accommodationswap.com
2. In the home page click on "members login"
3. Choose the center block just below the login details called "forgotten Login details?" click "submit" and fill in the pop up form.
4. Your password and reference number will be emailed to you.

6. Booking procedure - GUEST

1. Follow steps 3.1 to 3.4
2. In the "search for establishments here" block, click on one of the drop down links and choose from the list a Province of your choice.
3. Choose an establishment from the list and request a booking via email.
4. A booking requested is NOT a confirmed booking. Both host and guest need to clearly CONFIRM the swap request before the Host submits the swap form. Once the swap has been confirmed you MUST forward the following details to the Host:
   • your establishments name
   • your first and last name
   • your email address as registered with Accom swap
   • your reference number
   • your pin number
5. Please note that all bookings must be arranged directly between Host and Guest - Accom Swap admin will not get involved with the arranging or following up on bookings made.
6. GUESTS to avoid any misunderstanding, once you get an affirmation of request it is imperative that you confirm your booking and that you email any other members you might also have made an inquiry with and inform them that you have made other arrangements.
7. Please note that once the two parties have agreed on a given date, it shall be "binding" on both parties to honor the commitment. Any reneging of this condition will be severely viewed by the administrators and your membership could be terminated (see agreement and code of practice)
8. NB ONLY THE HOST IS TO SUBMIT THE SWAP FORM NOT THE GUEST

7. Responsibilities as a Host

1. Verify guest membership if unsure
2. Request and confirm guest details before completing the swap form
3. Submit the swap form immediately after confirmation
4. Respond to booking requests promptly

8. Credits charged per person per night

Varies based on star/diamond ratings. Choose one of the swap forms that will be listed on the web site working page vis a vis:

• Swap form for up to 3 stars grading 0.5 per person per night sharing EXAMPLE: 2 people sharing per night 2x 0.5 = 1 credit charged.
• Swap form for 4 and 5 star gradings 1 credit for one person sharing EXAMPLE: 2 people sharing per night 2x 1 credit = 2 credit charged.
• Swap form for a complete cottage or house charged as a LUMP SUM irrespective of number of occupants: The credits charged shall be as follows: Take the total amount normally charged commercially and divide by 800 (the base line commercial value currently used for 1 credit) EXAMPLE:The entire cottage/house is rented out at R2400 per night R2400 divided by 800= 3 credits charged.
• Submit the relevant form as per above. On receipt of the form the database will take care of the rest and inform both Host and Guest of the success or otherwise of the agreed transaction and notify each respectively.
• PLEASE NOTE If you use the "Lump Sum charged" form you MUST CONFIRM with the applicant up front that you will be charging a lump sum, to which both Host and Guest must agree. You cannot unilaterally decide to use this method if you are listed on the web site table as an "up to three star rated" or "4 to 5 star rated" establishment

9. What about children?

For Host's, chidren under the age of 12 will be treated as adults and be charged credits accordingly.

For guests children under 12 will not be charged.

10. Credits in lieu of breakfasts, other meals and other activities

The basic swap is for bed nights only. Some B&B's will, however, accept credits in lieu of breakfasts, other meals and extra activities. All of these are completely optional and at the discretion of the Host. Enquire when making a booking if you would like to utilize any of these options.

There is a separate form to be filled in by hosts if credits are used in lieu of payment for breakfasts, other meals, or other activities. The form is called "other activities" (click on the drop down link called "submit forms")

The credits charged for breakfasts and other meals is entirely up to the host's discretion and shall be negotiate up front with the guest on request. When filling in the form enter ONLY the total number of credits agreed on for breakfasts or other meals in the appropriate column (example 1 or 2 or 6 etc)

On submission of the form the database does the calculation automatically and debits and credits each account accordingly.

11. Extra Activities

The amount of credits charged for extra activities (anything other than meals,examples - Horse riding, hikes, biking, transport etc) is entirely up to the Host and must be negotiated between Host and Guest up front. The form to use is the same as for "other activities" as explained above clause 10

Some members are also prepared to accept bookings over December up to the 15th of January plus the Easter long week end for additional credits.

Again this option is entirely optional and must not be taken for granted when applying for a booking. The amount of credits charged by the host is also entirely up to them but HAS to be negotiated up front and agreed to in writing (email) by both parties.

Once an agreement has been reached however it shall be binding on both parties (see agreement and code of practice) and cannot be changed by the host for what ever reason and in particular should they subsequently receive a normal (paying client) enquiry.

12. No Additional Costs

No extra costs (e.g., room cleaning) should be charged by the host

13. Earning Credits

• New members receive 12 days of credits
• Earn extra credits by hosting or referring new members

14. Running Out of Credits

1. If your credit balance is below 4 credits.
2. You have been a member for more than one year.
3. You have no "strike" against your establishment (turning down a booking request - this will be adjudicated by Accom Swap)
4. then you are able to purchase a bundle of six credits on request. The administrators will assess each request on merit and their decision is final.

15. Only the registered owner is permitted to request bookings

Please note that ALL BOOKINGS need to be made via the registered owner of the establishment. Friends or family are not permitted to apply for bookings.

The registered owner takes full responsibility and will be held liable by the Host for any damages or claims of misconduct of friends or family they have sponsored.

16. Accommodation Swap in perspective:

We recognise that the central aim of all establishments is to make a profit out of their business and as such paying guests is a top priority.

Accommodation Swap is not designed to impact on your need to host paying guests. It is designed to fill in the "down time" when you are quiet and have empty rooms available.

There is a misconception amongst some members that when you receive a request for accommodation by a fellow member that you are obligated to accept. This is not so. You have the OPTION to accept or decline :see agreement and code of practice:

17. Accommodation Swap etiquette.

1. All Accom Swap applications have to be stated up front. You are not allowed to make all the arrangements OR enquire if there is a vacancy over the time period you want first and then inform the host at the end that you would like this to be an Accom Swap booking. Please note that even if the host HAS a vacancy they are not obliged to accept the swap.
2. It goes without saying that Host's should not provide a lesser service than they would for a paying guest - We would like to think that Host's go out of their way to provide only the very best experience for their fellow member just as YOU would like to be treated in exactly the same way when you are the guest.
3. If you are sponsoring someone on your credits it is YOUR responsibility to choose whom you send WISELY. Make sure the person/s you send has been fully briefed on Accom Swap expectations and that they will display good manners and abide by Accom Swap protocols.
4. YOU will be held responsible for any ill conduct or legal charges made by the host against that individual. Bear in mind, as one of our members has stated, "this is a prestige web site" where apart from the benefits of direct swapping, positive relationships with fellow members are built. An ill-mannered and rude individual can destroy all of this in a blink.

18. Yearly membership subs renewal.

The yearly subscription fee falls due during the month of May and the latest payment date is the 1st June, annually. A late penalty fee of 2% per month, compounded monthly, shall apply.

Non payment and late payment shall result in that account being suspended until payment has been made.

Although Accommodation Swap sends out annual subscription renewal notices, all members are personally responsible for ensuring that their fees have been renewed during the month of May, even though they did not receive the renewal notices for whatever reason.