Alkimiya Client Booking Portal
Step-by-Step User Guide
1. Access the Portal
Enter the password you’ve been provided, then hit Return/Enter or click the arrow icon next to the password field.
2. Enter Destination, Dates & Guest Count
Enter your destination city and travel dates.
Before clicking Search, make sure you’ve selected the correct number of adult guests.
⚠️ Important note on occupancy: If traveling with children under 12, some room types can accommodate them even if they’re not reflected in the guest count.
You may book based on two adults if the room’s website occupancy indicates your total number can be accommodated, and we can work on occupancy updates after booking.
However, do not book fully prepaid or nonrefundable rates if traveling with children and unsure—adjustments may not be possible post-booking.
3. Set Filters
Use additional filters as needed.
For best results, keep both “Alkimiya Travel Preferred Rates” and “Virtuoso Rates” selected by default.
4. Search for Properties
Once everything is entered, click the “Search” button to load your results.
5. Adjust Currency (Optional)
At the top of the screen, you’ll see a button labeled “Property Currency.” You can modify this for ease of conversion to your local currency.
Note: Hotels will typically charge in their local currency. The portal conversion rate is provided as a courtesy for reference only and may differ from your bank or credit card’s conversion rate. Currency exchange rates fluctuate daily.
6. Browse and Sort Results
Sort or filter results by:
- Price, rating, amenities, or hotel name
- “Stay total” (to remove properties above your budget)
Click “View Details” on any hotel to explore available rooms and rates.
7. Review Room Options
Room types will be displayed, with preferred rate programs labeled in ALL CAPS and grey text.
Click the dropdown arrow to expand rate details. Click “View Raw Description” for complete terms, policies, and rate conditions.
💡 Pro tip: If a hotel is part of multiple programs (e.g., Hyatt Prive and Virtuoso), select the one that’s exclusive to the brand (unless you see a better value proposition for a different rate).
For full cancellation and policy terms, click “View Raw Description.”
8. Add to Trip
Once you’ve chosen a room or suite, click “Add to Trip.”
9. Manage Your Selections
Your chosen room will appear in the panel on the right side of your screen.
You may:
Add multiple rooms of the same type at the same property
Add different room types at the same property
⚠️ You cannot add rooms from different properties to the same booking.10. Proceed to Booking
Click the “Book” button to begin the final step.
11. Enter Guest & Payment Details
On the next screen, you’ll be prompted to enter:
Guest name(s)
Loyalty program number (if applicable)
Credit card information
Any room preferences or special notes
On the right-hand panel, you’ll see:
A booking summary
A breakdown of “Payment Now” and “Payment Later” depending on the rate selected
12. Read the Fine Print
Prior to clicking “Book Trip,” carefully read all information in the “Terms, fees, and cancellation policies” section.
Users are responsible for all terms, fees, and cancellation policies outlined when using this booking platform.13. Confirm Your Booking
Once all fields are completed and you’ve agreed to the terms, click “Book Trip.”
⚠️ Doing this will immediately confirm your booking.
14. Receive Confirmation
If your booking is successful, you’ll see confirmation details on the screen.
You’ll also receive a confirmation email.
Alkimiya will be automatically copied so we can prep the property for your stay and add special touches as needed.
You can manage your booking and cancel if needed directly via the link in your confirmation email.
Use of the Self-Booking Platform
Use of the self-booking platform is entirely voluntary. By accessing and making reservations through the platform, you agree to the following:
Review of Terms and Conditions
You are solely responsible for reviewing all supplier terms and conditions, including deposit, refund, and cancellation policies, prior to confirming a booking.
Corrections and Refunds
We can try to assist with corrections to bookings initiated by you. However, refunds of nonrefundable deposits or fees are not guaranteed and remain at the sole discretion of the property or service provider once booked.
Cancellation Responsibility
It is your responsibility to cancel bookings within the penalty-free window if you wish to avoid fees. A copy of the booking confirmation is emailed at the time of booking and serves as your record. We can resend a copy upon request but do not provide reminders of cancellation deadlines. We do not cancel bookings on your behalf; all cancellations must be managed directly by you.
Search Results Disclaimer
Results shown in the platform are not exhaustive for any given destination. Not every hotel or property will be listed in the search results.
Rates and Comparisons
The platform does not guarantee access to the “best rate” or “cheapest possible rate” for a property on selected dates. You are free to compare against other sources. In some cases, we may be able to match a lower rate if found elsewhere, provided it is a like-for-like comparison (e.g., refundable vs. refundable). Nonrefundable rates cannot be compared against refundable rates, and occupancy must be identical.
Quality of Service Disclaimer
No guarantee is made regarding the quality, condition, or recent updates of properties or services booked via the platform. The platform is intended as a convenience tool and does not replace the diligence we provide when personally reviewing properties and matching clients with the best-fit options. You book at your own discretion and risk.
Misuse and Abuse
Excessive cancellations and rebookings at the same property—particularly those made close to arrival or involving repeated rate changes—will be tracked. We reserve the right to revoke access to the platform if such patterns of misuse are observed.
Confidentiality of Access
You may not share the booking link, login, or password in any public or shared forum. Access is for authorized clients only.
Use of the platform constitutes acceptance of these terms.