Detailed Features

General Operation

• Dynamic interactive reports -- these main-screen reports are instantly available by clicking a tab, and can show the status for today or any range of dates, for all sites or for a specific type of site. Each report has customizable fields and other options (options screen shot):
  • Rack -- see each site's status for each day -- instant availability check. (screen shot)
  • Map -- see each site's status on an overview map. (screen shots)
  • Arrivals -- see who's arriving. (screen shot)
  • Departures -- see who's departing. (screen shot)
  • On Site -- see who's currently on site. (screen shot) Optionally, all sites can be listed for use as a walk-around check sheet.
  • Unassigned -- see what reservations have not yet been assigned to a site. (screen shot)
  • Non-reserved -- see the waiting list, who's cancelled, who couldn't be booked due to availability and who just inquired. (screen shot)
  • Payments Due -- see who has a balance due or is past-due based on your scheduling options, including "aged" account balances. (screen shot)
  • Transactions -- see the details of every financial transaction, and customizable summary reports for accounting (see below). (screen shot)
  
  
• Quick-info windows show reservation or site details instantly (just double-click on the report). (screen shot)
  
  
• Speedy reservations -- show available sites with one click, select a site with a double-click, and retrieve previous customer information easily with just a few letters of their last name. (screen shot)
  
  
• Automatic U.S. Zip code and Canada Postal Code lookup to speed up new customer entry.
  
  
• Automatic mixed-case name and address formatting (e.g. type "john smith" and it becomes "John Smith")
  
  
• Reservations can be made without assigning a site, so you can do the site-juggling later. Unassigned reservations are indicated on the rack so you know how many sites are really available.
  
  
• Housekeeping report shows rooms needing attention (screen shot)
  
  
• Day Passes can be made easily for 1 or more days, with or without customer information.
  
  
• Right-click context menus throughout the reports allow easy access to reservation functions. (screen shot)
  
  
• Change the start or end date of a reservation, split reservations to account for gaps, check in, check out and more all with 2 clicks.
  
  
• Move reservations to another site or swap sites for reservations with just a few clicks.
  
  
• Link reservations together and handle groups easily. Check in each group member and print separate receipts if needed.
  
  
• Flag reservations as being groups, free sites, extended-stay and "don't move" -- color coding makes them easy to spot.
  
  
• Create reservation "restrictions" -- define a set of rules that can prevent improper reservations from being made (e.g. 3-day-minimum holidays, maximum occupants, maximum days per month, days-out rules, etc)
  
  
• Create reservation "reminders" -- show a reminder to the reservationist under user-defined conditions, e.g. staying during a special event, requirements for certain sites, etc.
  
  
• Automatic deposit amounts calculated according to your rules.
  
  
• Handle reservations for hourly rentals, half-day trips, 15-minute-increment dinner schedules, or any intra-day time period you need.
  
  
• Record any info you need for guarantees (like credit card info). (screen shot)
  
  
• Track how your customers heard about you, for statistical reports (see below).
  
  
• Block additional dates for a reservation (a possible extension of their stay but not yet confirmed/paid).
  
  
• Keep track of site owners or long-term leases and still allow other reservations on the same site in their absence.
  
  
• Automatic rate calculations take everything into account so mistakes are almost impossible.
  
  
• Charges can be post-dated to the check-in date for proper income accounting
  
  
• Print several different receipt/invoice formats (on plain paper):
  • Reservation ticket (similar to pre-printed forms) (screen shot)
  • Full-page invoice, receipt or statement (screen shot)
  • Quick-receipt, for small paper and/or fast printing (screen shot)
  • Confirmation letter (with customizable text) (screen shot)
  
  
• Print window tags with site number and dates in large print, for vehicle windows (screen shot)
  
  
• Print receipts on any 3" receipt-printer.
  
  
• Send confirmations, receipts and invoices by E-mail, with custom message formatting.
  
  
• Integrate credit card processing (no more separate receipts, keying errors, or tiny settlement reports).
  
  
• Open a cash drawer when printing receipts, or on command.
  
  
• Print duplicate receipts automatically (as many copies as you need).
  
  
• Print mailing labels and envelopes for selected customers (with many filtering options). (screen shot)
  
  
• Receipts, letters, labels, E-mails, and any other forms can be customized to your needs.
  
  
• Batch-print any of the receipt formats for selected reservations (with many filtering options). (screen shots: selection list ... filtering)
  
  
• Batch E-mail invoices or your own E-mail messages to selected customers/reservations (with many filtering options).
  
  
• Automatic print previewing for all reports and documents to avoid time-consuming mistakes (can be disabled if desired).
  
  
• Any of the tab views, reports, or even raw tables can be exported to a CSV file for use in other programs.
  
  
• Any of the data from reports can also be copied to the clipboard for quick pasting into Excel, Access, Word, or any other program.
  
  
• Monthly Billing feature to automate charges and receipt printing or E-mailing each month. (screen shot)
  
  
• Export daily transaction totals to QuickBooks Pro (categorized charges and receipts by payment type)
  
  
• Locate reservations and customers with flexible "Find" functions. (screen shots:Find Customer ... Find Reservation)
  
  
• Color-coding of reservations for easy status identification, with dozens of color settings (pop-up color key also available). (screen shot)
  
  
• A customer's details, plus reservation and transaction history, can be viewed and printed easily. (screen shots)
  
  
• Non-reservation transactions can be entered (like counter sales), with or without customer information. (screen shot)
  
  
• Miscellaneous income and expenses can be entered, so your entire accounting can be done with this program. (screen shot)
  
  
• Generate web pages with a vacancy grid to help your customers make reservations online.
  
  
• Check your E-mail for requests made from your web site and import the reservations without retyping the data.
  
  
• Real-time integration with the online reservation system (Hercules).
  
  
• Automatic rotated database backups and full logging of changes, to minimize the chance of data loss.