Guest records, the archive and group reservations all work the same way, and in a shared room each person's account can be kept separately.
An agency announces a large group. In the bulk reservation window the dates, room type and number of nights are entered once, and the group name goes in at the same place. If the guest names have not arrived yet, the records open without them and are completed later.
When the agency sends the list, names and passport details are written onto the records. They are entered once and stay on the guest record — nothing is retyped on a second screen.
When the group reaches the door, pending records are given room numbers in bulk and then checked in in bulk. Forty records do not mean opening the same screen forty times.
The group folio is kept separately. Accommodation can be charged to the group and extras to the individual; the split is set up at the start rather than untangled at check-out.
Check-out is done in bulk too. Records are not deleted, they pass to the guest archive: when the same group returns, the previous stay is there.
Records for guests in house and guests to come: identity details, room rate and stay details in one place.
Departed guests stay in the archive; past stays, accounts and reporting trails are not lost.
Group reservations, group accounts and bulk handling of a group's rooms. Group rooms are badged on the room rack.
Room, reservation, arrival and departure, board type and room rate in one list. Filtered by reservation type: in house, departed, due out today, on hold. If a room holds several guests each one has its own row — you select the row whose account is being charged.
The record is split into four tabs: booking details, identity details, personal details, company details. Everything the front desk needs while on the phone is on the first tab; identity and company details can stay empty until the guest arrives. The room number is optional — pick a room type and assign the number later.
Clicking an occupied room on the floor plan opens Room Details, and everything the front desk does with that room happens here. On the left, the stay and the money: arrival, nights, departure; the room rate in the base currency and in foreign currency; total room, total extras, paid and balance. In the middle, the guests in the room, one per row — each with their own rate, board type and balance.
Groups have their own list, filtered by arrival and departure date and by reservation type: in house, departed, reservations, on hold. How many rooms a group has, how many are occupied and where its account stands are all read from the group's own row.
When more than one person stays in a room, each person's account can be kept separately. Each guest can be given their own room rate, nightly charges are posted automatically for each person, and extras can be posted to each guest's own account by selecting that guest. This is optional: if separate accounts are not kept, the whole room's account is held on the first guest in the room.
How many rooms, how many departments, which agencies — tell us and we will open a demo account. Watch the program working on a ready-made demo hotel, then decide.
