What Is a Rate Load Request?
The Rate Load Request is a Matrix action that gathers everything a revenue manager or brand coordinator needs to load a negotiated rate into the GDS or PMS, and emails it for you. Instead of manually compiling rate details and sending them yourself, you trigger it directly from the Opportunity.
You choose the recipients each time you send. Matrix asks who the request should go to before anything leaves, so you can send it to the revenue manager, the DOS, a brand coordinator, or anyone else who needs it on that particular deal.
When to Use It
Use the Rate Load Request when an LNR or RFP Opportunity is ready to have its rate loaded. It is most commonly used for:
- Local Negotiated Rate (LNR) accounts where the property loads the rate in GDS
- Any negotiated agreement where you need to formally hand off the rate details to someone else
If the brand loads the rate for your RFPs, a Rate Load Request may not be needed for those, but it can still be used to notify internal stakeholders.
How to Trigger a Rate Load Request
- Open the LNR or RFP Opportunity that is ready for rate loading
- Click Actions (top right of the Opportunity)
- Select Rate Load Request. The Send Rate Load Request window opens
- In the TO field, enter the email address of each recipient. You can add more than one
- Add a Message if there is anything the recipient should know. This is optional
- Click Preview to see exactly what they will receive
- Click Send
Nothing is sent until you click Send. Opening the window is safe, and Cancel backs out without sending.
Matrix moves the Opportunity to the Rate Loading stage for you once the request goes out. You do not need to change the stage by hand, and the change is recorded on the Opportunity's History tab as an automated one.
What the Email Contains
The email is populated from the Opportunity record. It arrives from noreply@matrix.m1intel.com, and the subject line names the sender, the property code, and the account, in the form Rate Load Request by [your name] for [property code] [account].
The body carries:
- Account and Opportunity, each linked back into Matrix, plus the Opportunity Type
- Address, with a map link
- Primary Contact, with their email address
- Dates, the effective range for the negotiated rate
- Commission and Room Availability (LRA or NLRA)
- Cancellation policy and Blackout dates
- Travel Agency and IATA, when recorded
- Rate Type (Static or Dynamic)
- The full rate grid, broken out by length-of-stay tier: Rate Plan, Anticipated RNs, Room Type, Rate, and Value, with a Totals row
- GDS information, when the Opportunity uses GDS as its reservation method
- Attached documents, specifically any attached to the Opportunity as Contract or Rate Load Instructions
Because the whole rate grid travels with the email, the person loading the rate does not need a Matrix login to do their job.
Choosing Who Receives It
Recipients are chosen on the request itself, in the TO field, every time you send. There is no standing recipient list to maintain, and no property setting that decides this for you.
That means two things in practice:
- Check the TO field before you send. Nobody receives the request unless you put them there.
- You can vary it per deal. A rate the brand loads and a rate your revenue manager loads can go to different people without anyone reconfiguring the property.
If your team always sends to the same person, keep their address handy. Matrix does not remember recipients between requests.
GDS Information Matters
If the rate needs to be loaded into the GDS, make sure the GDS details are filled in on the Opportunity before triggering the Rate Load Request. Without GDS information, the person loading the rate will not have what they need.
If the brand is loading the rate, GDS information is less critical, but entering it doesn't hurt.
Questions? Email support@m1intel.com