Today’s release includes two major additions to the reservations management – Group Booking Management and Bulk Check In / Bulk Check out, the availability to switch off selling rooms via the booking engine and several smaller upgrades.
The new features will be available on your system as of lunch time today. Please don’t hesitate to get in touch with support for any questions and please inform any staff member working with hop of the changes.
· Group Booking Management
· Bulk Check In / Bulk Check Out
· Stop selling on Booking Engine
· Room Status shown on Manage Reservation for RESX
· CRM Reports – Additional Filters
· CRM Merge Corporate Profiles
Group booking management
This release includes the functionality to create and manage group reservations in hop. To make use of the feature in full, you will first need to set up several Emails that are tied in with the group booking management. Those are Quote, Confirmation, Pro forma Invoice and Invoice.
Please click on Administration, Email templates, then “Add”. Chose a template type from the drop down and provide a name for the Email (this is internal), provide a Subject for the Email and set up the email in the text editor, this works just as with the confirmation config: You have a number of “custom fields” that you can insert in the email body in order to provide specific information (booker name, total cost, e.g.). You have a preview mode available (click the button on the bottom left beneath the text editor), once you’re done, click save. Repeat this for the other templates (Confirmation, Pro Forma and Invoice).
Now, click on Reservations, Group Reservations. Click “Create New” to start a new group reservation. First, set the arrival date and provide the number of nights, then chose how many rooms of which room type you need (you can add multiple room types with the green/white “+” button) and select a rate plan and any additional services or extras. The lower half of the screen (Market, Source, etc.) is the same as for individual reservations. Provide a provisional expiry date and click save.
You’re now taken back to the Group Reservations screen and will see the reservation you just created. Here, you can click the little arrow pointing down next to the RES number and edit the Group Reservation, edit the Reservation, email the quotation, accept the quotation or cancel the group reservation. Once the Quotation is set to accepted, you can no longer edit the Group reservation, but you can still edit the Reservation.
If you click on edit Group Reservation, you can change any of the previously chosen settings. If you have triggered an Email, this will show under the “correspondence tab” in the group reservation. After emailing the quote and setting it to accepted, you can Email the Pro Forma Invoice, if you update it as “payment received”, this will reflect in the status, indicated on the very right of the screen. Please bear in mind that this does not impact the balance of the reservation, once you have received payment, you’ll need to log this in the respective transaction screen.
Reservations – Bulk Check in / Bulk check out
We have added a new feature that allows you to check in and check out multiple guests in one go. Please keep in mind that the night audit still needs to be run accordingly, for check in the room needs to be “vacant clean” and for check out the balance needs to be zero.
To check out multiple guests at once, please to go Reservation, Bulk Check in and set the check in date. All RES in the system that need to be checked in will show in the list. Tick the box, top left of “Reservation Number”, to select all reservations and set all rooms to “vacant clean” using the tick box at the top of the screen to make sure the rooms have the right status.
Next, click “check in selected” – if all rooms are unoccupied, you will successfully check all guests in, a green tick will be shown on the right of the screen. If one or several check ins are blocked, you will see a red x on the right of the screen for each RES that was not checked in, click on the “x” to see the details why the guest could not be checked in.
To check out multiple guests at once, go to Reservation, Bulk Check Out and set the date. As for check in, tick the box top left to mark all check outs, click “check out selected”. Any reservations that cannot be checked out by the system will show a red “x” on the right, click the “x” to show the reason (usually the balance will not be zero).
Stop selling rooms on booking engine
Some members of the hop family have asked us to provide a way to “switch off” the booking engine from a certain time of day on. We have developed this feature and included it in the current release.
To use this functionality, please go to Administration, Booking Engine. Scroll to the bottom of the screen to “Same Day Booking Time Restrictions”. Tick the box to enable the restriction and key in a time (GMT), provide a message in the text box and click “update settings”.
If a guest tries to make a booking through your website after the time specified here, they will not be able to do so, but (after selecting a room type or rate plan) will get the message you typed in the text box prompted; usually this message will say something along the lines of “Please contact us on 07xxxx for any enquiries”.
Please note that the restriction is in place indefinitely after you’ve switched it on, unless you untick the “enable” box.
Room Status shown on Manage Reservation for RESX
If you are in the manage reservations area of hop and click “group by reservation” you will see the RESX listing with the room reservations. This view now includes an additional column showing the room status, if a room is assigned to the rooms reservation.
CRM Reports – Additional Filters
We have added additional filters for both the CRM Individuals and CRM corporate report. Please go to Reports, CRM and then choose either “Corporate” or “Individual” to access the report dashboard. The free text field now also accepts searching by post code and there is a “countries” drop down for you to further specify your search.
CRM Merge Corporate Profiles
We have added the functionality to merge corporate profiles. This works the same way as for individual profiles: Go to CRM, Corporate and click the little arrow pointing down next to the Name. Select “Merge Profile” and, in the pop-up window, search the corporate account you want to merge this one with, click “merge” to perform the action.
Hi Kerstin, thanks for getting in touch. It would be best to create a support ticket in this instance (you've posted this on a public forum), if you could please provide the RES number or group booking name in the ticket we'll look into this for you right away, many thanks and kind regards
re group booking management - I have put a few group bookings on now and just noticed that the rate will revert back to the rate set up in the rate plan after I have amended it to what I would like it to read - can you please have a look at that. Even after going back into the group reservation and amending the rate to what I want it to be for each room, it reverts back to the £75 I have got set up for rate plan GINC
(I need to manually amend the rate on my rate plans at times as we have different rates for different months. )