When a booking is made on my website or on an OTA site (ie Laterooms, Expedia. HRS) does it really go straight into the diary?
Yes, all details including credit card details are automatically entered into the diary and allocated to a relevant room. You no longer need to sit waiting for e-mails or faxes and manually type them into an Excel Sheet, Paper, Diary or PMS.
What happens if I want to allocate the booking to a different room from the room it was automatically allocated?
You can simply 'click and drag' the reservation to move it to another room
What happens when a booking is cancelled?
The system will unallocate the reservation and restore the availability to the website and OTA's.
How do I enter an offline (i.e. walk-in/telephone) booking?
Simply add the guest's first name/last name, arrival and departure dates and the quantity of people. The system will show you which rooms are available on the specified dates and a suggested price. You can select the preferred room and if necessary change the price.
Can I add credit card details for my walk-in/telephone bookings?
Yes, you can enter credit card details which are stored in a secure online credit card vault.
Can I e-mail a booking confirmation to a guest when the booking is created?
If you add the e-mail address of the guest when entering a reservation, you can choose to e-mail the reservation confirmation to the guest.
How am I informed when bookings are made online?
They appear on the diary screen in front of you (without needing to refresh the screen), you also receive an e-mail with the booking details. The Diary Dashboard has a rolling 'Activity log' showing you what has happened during the day.
Can I print check-in forms for my guests to complete when they are checking in?
Yes. In fact at the click of a button all the checkin forms for a particular date or date range can be printed with the guest and reservation details.
What happens if I allocate a guest to a larger room than the one they booked (e.g. to a Double/Single when they requested a Double)?
You can allocate guests to any compatible room. When you have no double rooms left, you can allocate to a double/single, this reservation will show as 'mismatch', highlighting the fact they could be moved to a more optimal room when it becomes available.
Can I search the Diary for a specific booking?
In a search field on the Diary Screen you can enter a guest name or booking id, showing a list of all the reservations that match the search.
Can I add 'extras/charges' to a guest bill?
Yes, you can add 'extras' to a bill such as 'Dinner in the restaurant', 'Drinks at the Bar' etc
Can I provide an invoice/bill to a guest prior to checking them out (sometimes guests want to see a copy of their bill to review over breakfast, before actually paying and checking out)?
Yes, you can print a preview/'pro forma' of the bill prior to checkout.
Can I view unpaid invoices (e.g. for guests of companies who are paying ‘on account’)?
Yes, in the 'Guest Bills' section you can search for invoices, including viewing all outstanding invoices, you can filter for specific guest accounts or reservation id.
If a previous guest makes a reservation are their details stored in the system?
Yes, when entering a reservation you can select 'choose a previous guest' and search for the guest.
Can I add 'comments' to a particular guest?
Yes indeed. For example, 'Guest prefers a ground floor room'. These details appear to reservations staff whenever a reservation is entered for that guest.
Can I print a housekeeping list that I can give to my cleaning staff every day to clean the rooms?
Yes you can. It shows the rooms, guests who are departing, staying or arriving and any guest comments.
Can I 'close out' specific rooms on specific days
Yes. You can close out rooms, for example, if they are used for a long term let or unavailable for any other reason. They will be highlighted in the diary. Online bookings will not be automatically allocated to closed rooms.
Can I create a ‘provisional’ booking?
When the reservation is created it can have a status 'Provisional' or 'Confirmed', the status is highlighted using a colour of your choosing on the Diary screen.
Can I control the colours of the reservations on the Diary Screen?
Yes, in the 'Settings' page you can select the colours you want for each reservation status i.e. Confirmed/Provisional/Checked-in/Checked out.
Does this system work on a tablet?
Yes, most of the functionality available on the desktop is available on a tablet