Mail Order is a method based on the principle that the guest transmits the credit card information for payment to the hotel through a secure form or communication channel. In this system, collection is made by manually entering the card information into the physical POS device at the reception, even if the guest’s card is not physically present at the hotel. It is generally preferred for reservations made by phone or for group reservations that do not want to use the online payment system.
You can follow the steps below to activate the Mail Order method on your panel:
1) Log in to the panel and go to My Property > Settings > Payment Methods. Find the Mail Order option and click the Edit button next to it.
2) Add a short Description text regarding how the guest should transmit their card information.
3) Make the method active to ensure it appears on your website’s payment page.
4) Ensure that you use forms compliant with KVKK (Personal Data Protection Law) and data security standards when collecting card information from the guest.
How the Process Works
Approval Process: Once the transaction approval is received from the POS device, the reservation is updated as “Paid” in the system, and a confirmation email is sent to the guest.
Booking and Information Sharing: The guest selects the Mail Order option on the website. Card details reach the hotel through the system or via a secure form provided by the hotel.
Manual Collection: The hotel official enters the received card details (card number, expiration date, and CVV) into the system using the Mail Order menu on the physical POS device at the hotel.
Retention of Records: It is an operational necessity to securely destroy card information after the collection or to store it in accordance with legal regulations.
🔔 Note: These payment methods and configurations are valid only for your official website. Reservations coming from third-party agencies (Booking.com, Expedia, etc.) are subject to the specific payment rules and policies determined by those respective channels.