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group bookings, override pricing, guest restrict, cleaning

 
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imagicsupport
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Joined: 16 Dec 2006
Posts: 2085

PostPosted: Thu Nov 10, 2016 8:44 am    Post subject: group bookings, override pricing, guest restrict, cleaning Reply with quote

Hi John,

We would like to get a program in place before next year's busy season hits, if I can ensure that your program will work with our current system of operation.

One area I have yet to figure out is the Group Bookings. We are a small hotel and often block all of our rooms for a special event which is easily marked in our manual reservation book. The main person holds all rooms on their credit card, and then their guests call to take over responsibility of their own room referencing the group. Does this program have the ability to block all rooms so that an employee does not reserve the blocked rooms for non event guest? And if so, how to we re reserve for the individual guests of said event?

Is there another way besides the HiLow Season option to override a rate for a special event during a low rate season?
Example: Winter rates are $69 but during that time, we have several events that take place which we charge $99/per night with a two night minimum.
Currently I have set up 10 or so seasons in order to have the rates work correctly. But then you have to go into each and every room to add all the seasons. This is quite time consuming and if you miss one, then we have to catch it at the time of booking to insure correct rates. I am concerned with new employee error. We have depended on a reservation book for 12 years with extensive notes in the margins to insure correct rates and room blocks.

Unfortunately we have a small black list of guests whom we will not allow to stay for various issues. Is there any way to place their names in the program as such? And when their name is entered will or could a box come up that states they are not allowed to reserve? Maybe a note box with reason?

Also, we currently look at our reservation book to determine what rooms need housekeeping and what rooms check out and need to be cleaned. Could you guide me to a report that could be printed to do this for us? I have found one report that shows reservations which we would need to mark appropriately.

I do like the ease of the reservation process found with this program in general and believe if we can figure out how to use your program for the above concerns we will be very happy with it.

Thank you for any and all your help,

LaRae
Manager
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imagicsupport
Site Admin


Joined: 16 Dec 2006
Posts: 2085

PostPosted: Thu Nov 10, 2016 8:45 am    Post subject: Reply with quote

Hi LaRae,

Thanks for the post.

For Group Bookings there are several options depending on what you are needing. The simplest option is simply to book all rooms for the employee on the date range for the event. Then when an employee books in edit the original booking, remove that room then make the booking. If you're wanting the bookings to be grouped together you could use the 'group bookings' which is under Configure > Advanced > Group Bookings (enable the option), then under Bookings > Group Bookings.

There are several ways to create charges for rooms. You can enable them under Configure > Room Pricing Options. It sounds like you want to setup 'Room Type Pricing' where you'd set the pricing once for a Room Type (ie Double) then assign each room to that room type.

The process is more involved than for basic pricing, but it does allow you to keep the rates together and entered once. The process would be:
1) Under Configure > Advanced > Room Pricing Options, enable Room Type Pricing.
2) Create each Rate under Configure > Rates. So for example the pricing for 'Double', 'Single' etc.
3) Create each Room Type under Configure > Advanced > Room Types. Often these will be the same names you used for Rates above.
4) Mark which Room should be which Room Type, you can do this under Configure > Rooms.

You can also override pricing for a particular event by enabling 'Multiple Room Rate Pricing'. When enabled you can choose which rate to use during a booking.

To block guests select Configure > Advanced > Customer Fields and check 'Restricted Status'. Any guest that has a status of 'blocked' or 'restricted' will either not allow a booking or warn the user when a booking is taken. The reason can be entered when setting the option.

House Keeping can be largely automated, select Configure > Advanced > Maintenance and Cleaning and enable the option. The cleaning status will then be automatically set on departure of a guest. The status can be viewed on the Advanced Calendar and is also available as a report File > Export Cleaning List. The report can be either printed or taken with the cleaner on a PC.

Regards, John
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