Main features of our hotel software
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Bookings features
- A simple, intuitive interface that will be familiar to those who use other Microsoft products.
- The bookings screen displays a 2-week view that allows you to review your current bookings at a glance (see screen image below).
- The quick-view calendar allows you to quickly jump to future months.
- You can search for availability by room type and close off blocks of rooms when necessary (see screen image below).
- There is a quick-view tariff on the bookings screen and you can set up seasonal tariffs for high / low seasons.
- You can set prices for short break periods and for rooms booked for single occupancy. This means that no manual calculation of prices is required.
- Tariff values are added to bills on check-in; alternative tariffs can easily be added if guests extend their booking.
- It’s easy to apply discounted rates, using percentages or a specific value.
- The interface includes booking detail lines, allowing staff to quickly review guests’ supplements, such as meals and newspapers (see screen image below).
- The ‘Daily Notes’ field allows managers to leave reminders / instructions for staff.
- Bookings can be linked together – so a guest who has reserved several rooms can pay for them all on one bill rather than have several bills.
- You can ‘mail merge’ in Microsoft Word to produce confirmation letters direct from the booking card.
Group booking features
- Record and update group numbers (e.g. coach tours) on an ongoing basis.
- You can specify ‘priority of use’ for each room – e.g. you can specify that Room A’s primary use is as a family room and that its secondary use is as a double room. This ensures that you derive the maximum potential revenue from each of your rooms.
- It’s straightforward to auto-create bills based on rooms booked.
Accounting features
- It’s simple to handle deposits, billing and payments. The software ensures that the VAT element of deposits is correctly dealt with in the chart of accounts (i.e. the nominal ledger).
- You can view cost and revenue breakdowns on package rates (e.g. dinner and breakfast inclusive rates).
- Allows easy reporting and balancing of bills and deposits taken. You can also identify cancelled bookings that need billing.
- You can review posting of bank payments, based on payment type.
- It’s straightforward to generate outstanding billing reports, so you can keep track of debtors.
- A till balancing feature that allows you to reconcile till figures with figures held on the system.
Housekeeping features:
- Produce a list of arrivals, their allocated rooms and preferred bedding type (see screen image below).
- ‘Carryover’ functionality - rooms not cleaned can be carried over to the next day, provided no booking is in place for the next day.
- You can produce a daily summary of which rooms require attention whether it be a linen change, complete change or a deep clean.
- Auto-allocation of rooms to room attendants and calculations of their workload.
Marketing features:
- Allows you to record ‘Source of booking’ information – this records how guests heard about the hotel. This allows you to monitor the effectiveness of your marketing efforts (see screen image below).
Reporting features:
You can produce reports based on any of the data held in the database. Some useful reports that you may want to produce include:
- Alphabetical arrivals list - useful when large groups arrive all at once.
- Chef’s restaurant numbers with notes (2 week view) – provides chef and kitchen staff with a summary of diner numbers and special dietary requirements.
- Restaurant seating report.
- Daily newspaper report – a list of newspapers requested by guests.
- Billing and deposit reports by date.
- Top customers by revenue / number of bookings.
- Revenue per staff member – so you can identify and reward best-performers.
Data security and integrity:
- You can securely store guests’ credit card numbers until check-out.
- Log and review which user entered /changed specific data.
- Export accounts data to spreadsheets in Microsoft Excel.
- Make regular data backups to ensure your data is secure.
Integration:
The DHMS integrates with a number of other applications, including:
- AFD post code finder – allows reception staff to quickly look up guests’ post codes, using the first line of the address as a starting point.
- Panasonic phone systems – allows accurate billing of phone calls made. The software will be developed to integrate with other phone systems in future.
- Online booking system – allows guests to book rooms over the internet.
To find out more, please
contact us.