Monday, 27 June 2011

Entering Bookings Manually Is Now Even Faster

A new Icon has been added to the "accepted booking" screen to allow a jump straight to the deposit payment screen, and from deposit payment through to "Send Confirmation".

This makes it even easier for the business owner to enter a booking taken over the phone or by email as it saves keep going back to the guest details screen for the next function.

The simpler  screen flow is now this:

Enter the booking details as before:--

When the "accepted Booking" page is shown click the new "Deposit Paid" icon:--

You can then add the deposit details as before:----

but on the deposit paid screen there is now a "Send Confirmation" icon:

This takes you through to the send confirmation process.

Send the confirmation as before.

And there it is all done. Much quicker and simpler than before.

Thursday, 23 June 2011

Allow Final Balances to be paid via PayPal

A new GuestGuard feature has been implemented to allow guests to pay their final bill using credit/debit cards via PayPal.

There are two ways to access the screen:-

1) On the "Show Guest Details" screen in the booking box there is a "Pay Balance" button, next to the Total Outstanding.

"Pay Balance" now appears next to the outstanding balance.

2) Via a direct link using the roomcode= parameter, as below
The roomcode parameter allow a B&B to set up links on their own PC (for example in Bookmarks) so that guest bills can be accessed directly without the need for logging on to GuestGuard.

When the roomcode parameter is used the bill of the person currently occupying that room will be displayed. A person is considered to occupy a room from 1pm on arrival day to 1pm on departure day, this allows this link to be used during the morning of departure.

The Balance Payment screen is shown below, the top of the screen is displayed as per set parameters, the same as the deposit payment screens.

Roomcodes for your business can be found under controls>>>Update rooms

All PayPal outstanding balances paid using this method will automatically be deducted from the guest bill once payment completion notification is sent from PayPal and a notification of this payment will appear in the "Items Requiring Attention" box of the Today screen. PayPal fees for the transaction will be recorded and both the amount and the fees will appear on the control>>reports>>Income Report

The "Check-out" process will still need to be completed, although the amount will be zero.

Monday, 20 June 2011

Automatic Recording Of PayPal Fees

GuestGuard now automatically records all PayPal fees for GuestGuard processed payments.

The fees appear on the monthly income report against each transaction and totalled in the summaries at the bottom.

Wednesday, 15 June 2011

Delay Items "Requiring Your Attention"

Sometimes items that appear on the "Requiring Your Attention" list of the "Today" page cannot be actioned immediately but the fact that they still keep appearing on the list can be a nuisance.

For Example: A guest is planning a holiday and asks you to hold a room for them for three days so they can finalise their plans after which they will pay their deposit. By entering the booking into GuestGuard the appropriate days/rooms are shown as "pending" in the online calendar stopping other bookings.  However the "Awaiting Deposit Payment" reminder constantly appears in the "Requiring Your Attention". 

The new "Delay" facility, accessed by clicking the small clock icon in the delay column allows the Action Date of that particular item to be set to some date in the future.

The effect is the reminder will disappear from the list until the new action date is reached.

Monday, 6 June 2011

Guest Registration Cards - Pre-Printed

GuestGuard has a new feature which will pre-print Guest registration cards with names and addresses ready for arrivals.

All the guest then needs to do is check the details, fill in their car details and sign, speeding up check-in.

Just click the "Print Reg. Cards" icon and all the cards are generated for that day in PDF format ready for printing onto 6" x 4" index cards.

Example cards are given below. In addition, for a small fee guest registration card printing can be formatted to any layout required by the business.

GuestGuard Blog

This blog is now available from the GuestGuest menu bar, as the far right icon.

The "Audit" option has been removed from this bar and is now available on the controls/reports screen.

"One Click Processing" has been added

A new icon has been added to the "Today" page "Requiring Your Attention" box.

Previously to action a change it was necessary to click the Guests name to display the guest page and then click the correct icon to action the task.

The one click icon allows the required page to be reached directly by simply clicking the icon next to the appropriate guest.

Much simpler and quicker.

GuestGuard - Looking after the admin while you look after the guests

Welcome To the GuestGuard Blog.

GuestGuard is the product of a 2 year development project to design and build the best guest management system for B&Bs, Guest Houses and small hotels. The problem with many guest management systems is that they are developed by IT people with no tourism industry experience and aimed at large hotels for maximum financial return.

GuestGuard is different because it was developed by someone with 20 years experience in commercial IT working for some of the biggest companies in the UK, IBM, Cap Gemini, Tesco, but who has run one of the top B&Bs in the Highlands Of Scotland for the past 7 years, Pottery House Loch Ness.  

With many guest management systems the user knows the tasks they need to perform each day and then have to find their way round the system screens to accomplish this. GuestGuard was designed from the outset using the "Work Flow" principle, put simply the system keeps track of all the tasks that need doing each day and has one simple front page which lists all these tasks with easy access to the relevant screens.

GuestGuard allows the small business to:

  • Accept online bookings including deposit payments through an existing website
  • One click processing for all day to day tasks
  • Produce professional looking bills for guest check-out
  • Easily keep track of all income with monthly reports for audit/accounting
  • Audit trail of all activities and 3 level security with multiple user ids

Keep up to date with current changes on GuestGuard here,