Manual of the Lodgit Desk reservation software

Manual of the Lodgit Desk reservation software
Lodgit Desk Hotel Software Manual/Documentation
Manual of the
Lodgit Desk reservation software
Version 1.17.1
updated on January 16, 2017
Contents
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Content
General information about Lodgit Desk
Description of the menu items
Menu File
Create a backup and restore from backup
Menu Edit
Menu Bookings
Menu Administration
Menu Lists
Menu View
Menu Windows
Menu Help or Lodgit Desk
Reservation Schedule
Select demo or work database
Navigate in the calendar
Sliders and Symbols
"Select", "Draw" and "Split"
Sidebar
Search for vacancies
View vacancies
Current guests
Booking List
Overbookings
Change title of a booking in the reservation schedule
Edit preferences
Edit functions of the reservation schedule
Edit booking defaults for the reservation schedule
Preferences for tax rates
QuickCorrect: edit tax rates in existing bookings
City or Accommodation Tax
Currency and Payment Methods
Accounting Export Options
Numberings for Invoices, Offers and Confirmations
Guest Preferences
Emails
Print options
Preferences for Letter Layout
Define country address formats
Return confirmation
Deposit options
Create database backup
Check for updates
Settings for Proxy server
Extras & Packages
Create, edit, delete extras
Create, edit, delete packages
Package options
Object Management
Create and delete objects
Edit object information
Edit an object's profile
Add child discount for an object
Specify features for an object
Use different numbering for different objects
Use different letter templates for your objects
Create and delete rentable units
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Edit rentable unit information
Edit unit's profile
Define Features for a rentable unit
Automatically change the cleaning status of a rentable unit
Add short description for a rentable unit
Link package to a rentable unit
Optional: packages bookable online
Define print options
Statistics options
Automatically add a city tax to each new booking
Create and manage price lists
Manage base prices
Define category prices
Define unit prices in the price lists
Guest Management
Add / Duplicate / Delete Guest
Block guest
Automatic and custom groups
Search for a guest
Send emails
Write (bulk) letters and emails
Import guest data
Export guest data
Edit a guest's profile
Define guest discount
Add and edit communicative and other data
Add and edit notes to a guest
Guest history
View/print offers for a guest
View/print confirmations for a guest
View/print invoices for a guest
View corrective invoices for a guest
View dunning notices for a guest
View/edit and add correspondence
View companions of a guest
See all bookings of a guest
Create and edit bookings
Create booking
Open booking
Change booking status to Booked
Change booking status to Checked In
Change booking status to Checked Out
Change booking status to Disabled
Edit booking time frame
Move booking to another unit
Split a booking (move into another unit)
Add a main contact to a booking
Edit price and/or price unit for a booking
Add an agent to a booking
Add child discounts to a booking
Add, edit and bill desposits for bookings
Add guests to a booking
Print registration form
Add extras to a booking
Delete extras from a booking
Add notes to a booking
View and print correspondence
Add a city/accommodation tax to a booking
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Create group reservation
Remove from group reservation
Edit the guest data of a booking
Delete booking
Overview over (group) booking
Manage offers
Create offers
Manage offer templates
Manage confirmations
Create confirmations
Manage confirmation templates
Manage invoices
Create invoice
Invoice archives
Corrective invoice archives
Correspondence
Manage correspondence templates
Dunning Run
List of unpaid invoices
Text Management
Edit texts in Lodgit Desk
Edit texts with the free tool Lodgit Desk Lingua
Cashbook
Balancing the cashbook
Cashbook archives
Financial Reports
Agents
Lists
Country Report
Cleaning List
Extras List
Lodging List
Guest List
Check In List
Check Out List
Agent List
Vacancy List
Occupancy / Performance Indicators
List of Deposits
Accounting Export
City Tax List
Additional Modules
Synchronization and Channel Manager
General settings for synchronization
Settings for synchronizing with the Lodgit Online Booking System
Settings for synchronizing with channel manager cultuzz
Settings for synchronizing with channel manager DIRS21
Settings for synchronizing with channel manager Hotel-Spider
Settings for synchronizing with channel manager MappingMaster
Settings for synchronizing with channel manager Siteminder
Frequently askes questions regarding channel managers
Database Server
Backup settings
Online Booking System
Receiving and confirming online bookings
Cancelling online bookings
Online Booking Calendar & Owner-Booking
Electronic Registration Systems
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Hotel Locking System SALTO EVVA
EPOS Systems
Interface "Standard (PROTEL-compatible)"
Interface "GASTWARE"
Error log
Kassa Austria RKSV
Zip Code Database
Interface to Review Portals
Definitions
Accommodation types
Categories for rentable units
Price units in Lodgit Desk
Booking statuses in Lodgit Desk
Keystroke combinations
Legal Notice
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About Lodgit Desk
Lodgit Desk is a new reservation and booking software that helps manage any and all accommodation services. It will
make it much easier for you to manage accommodations in hotels, guest houses, apartments, holiday homes and more.
The time you'll save when using this program can be dedicated to your guests and your success. Lodgit Desk's low price
makes it especially interesting for smaller accommodation establishments that simply couldn't afford such a program until
now.
Larger accommodation services such as hotels, apartment buildings, holiday parks, camp grounds, youth hostels etc.
really appreciate the ability to adjust everything in Lodgit Desk. The SQL database allows for them to add as many units
and objects as their computer system will allow*.
The easy to use reservation schedule in Lodgit Desk will let you create bookings, manage units and guests, create and
print invoices and manage special pricing for the new season without any hassle.
You should also be aware that you can utilize an optional online booking system that will enable you to receive bookings
online. The Lodgit Online Booking System can synchronize with your local Lodgit Desk program regularly, so that your
guests will know whether you have any vacancies available and book those right away. In case there aren't any vacancies
for the time frame the guest has selected, there is a booking calendar that will show when there are other vacancies for
him to choose.
The most important features of Lodgit Desk:
graphical overview over all the rentable units and objects and their occupancies (reservation schedule)
quick search for vacancies in a certain time frame
compilation of single and group reservations in the reservation schedule
object management (e.g. several houses and their rooms etc.)
guest management (single person, companies and groups)
create offers, booking confirmations and invoices
create different prices for certain time frames (e.g. seasonal prices, fair prices etc.)
accept and bill deposits
manage extras and services of any kind (incl. different tax rates)
packages for special offers, arrangements etc.
online booking system with automatic synchronization (optional)
*This depends on the system of the computer (memory, processor etc.) which you have installed Lodgit Desk on and the license that was
purchased!
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Description of the Menu Bar
This section will give you information about the menu bar:
Lodgit Desk (Mac OS X)
File
Edit
Bookings
Administration
Lists
View
Windows
Help
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Menu File
The menu bar item File contains general commands for the program Lodgit Desk.
Software Activation...
This is where you can enter your license information that allows you to use Lodgit Desk. The demo version of Lodgit Desk
is limited to 30 days and you can only have 30 guests in your guest file. If you have received a personalized demo
license, you can use the program fully for 30 days.
Use Demo / Work Database
More information on that can be found under Use the demo or the work database.
Close Window
This will close the currently open window (such as a booking window, NOT the main window).
Open / Change Database Folder
You have the option of using a different database.
Create / Restore From Backup
This will let you create a backup from your current database.
With the menu item "Restore From Backup" you can replace your currently used database with a backup file you have
previously created.
Synchronize
This allows you to synchronize your Lodgit Desk with the Lodgit Online Modules.
Save Reservation Schedule As Image File
You can save the current reservation schedule the way you see it as an image file on your computer.
Print Reservation Schedule
You can also print the image of your current reservation schedule.
Quit
This will quit the program.
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Create backup file
To create a backup file, go to File > Create Backup. This will create a backup file (a copy) of your currently used
database.
The location for the backup file(s) can be defined in the Preferences under Backup. You can also backup your
database automatically!
Restore from backup
To replace a broken or lost database file with a backup file from your server, go to File > Restore From Backup.
This will open a window that lets you select a backup file. Go to the location of your backup files and select the file that
you want to restore.
You will be asked to confirm the process.
If you want to confirm, press Yes. If you want to cancel, press No.
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Menu Edit
This is where you can find the default menu items you already know from other programs: Undo, Cut, Copy, Paste, and
Delete selected text as well as the search.
Search
By clicking on the menu item "Search" your cursor will jump to the closest available search box depending on which
window is active.
Example: You can search all your bookings by using the search box at the top of the booking list in the main window.
Preferences (Windows)
If you are using Lodgit Desk on Windows, you can find the Preferences here. For more information on the preferences,
go to the chapter about preferences.
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Menu Bookings
This is where you can manage your bookings. The menu commands you find here can also be called up in the context
menu by right-clicking on a booking. More information about the bookings can be found in the chapter about bookings.
New
Create a new booking.
Open Booking
Open the booking that is currently selected in the reservation schedule.
Delete Booking
This will delete the selected booking. Deleting a booking has to be confirmed before the process is completed.
Select Double Booking
If you have selected an overbooking in the reservation schedule (two or more bookings that overlap in their time frame in
one and the same unit) you can use this command to reach a booking that is completely covered by another one and that
you could otherwise not reach.
To do that, select one of the double bookings. Make sure that when you select it, you are clicking into the overbooked
area. Now you can go to "Bookings > Select Double Booking" and select the booking that you want.
Now you can open the selected booking, drag the booking into a different time frame or rentable unit to dissolve the
overbooking.
Duplicate Booking
Duplicate the currently selected booking. This copy will be created directly "above" the old booking and can then be
dragged into a different time frame or rentable unit. This can help you with regular guests, since duplicating a booking not
only duplicates the guests but also the booked extras.
Create Group Reservation With Main Contact
Combine several bookings (that are selected at the same time) to a group reservation with a main contact.
You can select several bookings at the same time by holding down the Shift key while selecting them. If the bookings are
right next to each other, you can select them by clicking and dragging the cursor over them. Then, you can go to
"Bookings > Create Group Reservation With Main Contact" and select the contact that you want to be the main contact for
the group reservation. If you have only added a main contact to one of the bookings, you can only select that one.
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Add To Group Reservation
This will let you add a booking to a currently existing group reservation. Select the new booking as well as at least one of
the bookings in the group reservation that you want to add the new booking to and then click "Add To Group
Reservation".
Remove From Group Reservation
Remove the currently selected booking from the group reservation.
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Select All Bookings In Group
Whenever you have selected one booking of a group reservation, you can use this command to automatically select all the
bookings belonging to the group.
Open Main Booking Of Group
Whenever you have selected one booking of a group reservation, you can use this command to open the main booking of
the group (the booking of the main contact).
Make This Main Booking Of The Group
Whenever you have selected a booking belonging to a group reservation, you can use this command to make this booking
the main booking of the group.
Note:
More information about group reservations can be found here.
Change Status To
Change the status of the currently selected booking (e.g. to "checked in").
Create Offer
If a booking has the status "Tentative" or "Offer", you can use this command to create an offer for this booking. More
information on creating offers can be found here.
Create Confirmation
If a booking has the status "Offer", "Confirmed" or "Online Booking", you can use this command to create a confirmation
(and return confirmation) for this booking. More information on creating confirmations can be found here.
Print Return Confirmation
When you have created a confirmation for a booking and selected the box that says "print return confirmation", you can
use this command to print the return confirmation (again).
Create Invoice
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Whenever a booking has the status "Booked", "Checked In" or "Checked Out", you can use this command to create an
invoice for this booking. More about creating invoices can be found here.
Open Main Contact
This command will open the guest file of the main contact for the currently selected booking.
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Menu Administration
Objects and Rentable Units
This will open the window for objects and rentable unit. This is where you can add, edit and delete objects and units. More
information about this can be found here.
Guests
This will open the window for the Guest Management. This is where you can add, edit and delete guests. More information
about this can be found here.
Price Lists
This will open the window for price lists. This is where you can add and edit base prices, category prices and prices for
certain units. More information about this can be found here.
Agents
This will open the window for agents. This is where you can add and delete agents as well as define how much commission
you have to pay them. More information about this can be found here.
Archives
These are the archives of offers, confirmations, invoices, correspondence and the cashbook.
Offers
This is where you can view all offers that you have ever created with Lodgit Desk and, if necessary, print them.
Confirmations
This is where you can view all confirmations that you have ever created with Lodgit Desk and, if necessary, print them.
Invoices
This is where you can view all invoices that you have ever created with Lodgit Desk and, if necessary, print them.
Correspondence
This is where you can view all letters and emails that you have ever created with Lodgit Desk and, if necessary, print
them.
Caskbook
This is where you can find all previously created balances of the cashbook. If necessary, you can print them again. More
information about that can be found here.
Dunning Process
Open Items List
Here you'll find all invoices with the status "open" as well as information about due dates, dunning level, fees, etc.
Dunning Run
This is where you can create reminder letters for outstanding invoices up to a certain date.
Extras and Packages
This will open the window for extras and packages. This is where you can add, edit and delete extras and packages. More
information about this can be found here.
Cashbook
This is where you can find the records about all cash invoices (and payments) and where you can create a cashbook
balance. More information about this can be found here.
Financial Reports
All invoices for a specified time frame can be found here. More information about this can be found here.
Texts
This will open the window for Text Management. This is where you can edit all printed texts as well as add and edit
several languages or text sets (which can be adjusted to fit a season or a special event). More information about this can
be found here.
Birthdays
Guests with an upcoming birthday will be displayed when you go here. This birthday reminder can also pop up
automatically, if you have specified this in the preferences.
Additional Modules
This is where you can download the zip code database and apply for a license for the Salto Hotel Locking System or
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the GASTWARE Cash Register System. If you have already purchased a license for either or both of them, you can
manage the modules here as well.
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Menu Lists
Country Report
A monthly analysis of your overnight stays. More information here.
Cleaning List
Here you can create and print a cleaning list. More information here.
Extras List
Here you can view the revenue for the extras you are offering in a specified time frame. More information here.
Lodging List
Here you can view the revenue for the accommodation services for a specified time frame. More information here.
Guest List
Here you can view all your guests over a certain time frame. More information here.
Check In List
This will show you a list of all guests that are checking in during a specified time frame. More information here.
Check Out List
This will show you a list of all guests that are checking out during a specified time frame. More information here.
Agent List
This is where you can view the revenue created by bookings that have come in through external agents. More information
here.
Vacancy List
This list will show you vacant units during a specified time frame. More information here.
Occupancy / Performance Indicators
Here you can find information about your occupancy and your RevPar (revenue per available room). For more
information, go here.
Accounting Export
Here you'll find detailed invoice information that you can then export into a CSV file for importing the data into your
accounting software. For more information, go here.
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Menu View
Here you can find a few view options.
Today
This will move the reservation schedule, so that the current date is in the center.
Go To Date...
This command will open a new window that will offer you options as to which date you want to "go" to.
Once again, you can hit the button "Today" to go to the current date. You can also select a date from the calendar on the
left and then go to either that day, the calendar week or the month. If you want to go to a specific date, the reservation
schedule will move so that the date is in the center. If you want to go to a time frame, the first day of this time frame will
be shown at the far left of the reservation schedule.
Previous Month
The reservation schedule will go to the month before the currently shown one. If the currently shown date is February
2008, this command will show January 2008.
Previous Year
The reservation schedule will go to the year before the currently shown one. If the currently shown date is February 2008,
this command will show February 2007.
Next Month
The reservation schedule will go to the month after the currently shown one. If the currently shown date is February 2008,
this command will show March 2008.
Next Year
The reservation schedule will go to the year before the currently shown one. If the currently shown date is February 2008,
this command will show February 2009.
Columns
You can decide which columns you want to show next to the rentable units in the reservation schedule:
Number of beds (min/max)
Needs Cleaning
Smoking
Synchronize
If there is a checkmark next to the category it means that this category is shown. If not, it is hidden.
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Sidebar
The sidebar to the left of the reservation schedule can be shown or hidden. When you first start the program, the default
setting is for the sidebar to be shown.
Booking List
The booking list at the bottom of the reservation schedule can be shown or hidden. When you first start the program, the
default setting is for the booking list to be shown.
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Menu Window
This menu will let you manage your currently open windows in Lodgit Desk.
Bring All Windows To Front
This will bring all currently open windows to the front.
Bring All Booking Windows To Front
This will bring all currently open booking windows to the front.
Reset Window Preferences
This will reset all window preferences, such as size and position, to the default settings. For example, you can use this to
make sure that you can view all windows when you have switched from using two screens to only one.
Close All Open Booking Windows
This will close all currently open booking windows.
Note:
Every open window will be listed in this menu so that it will be easy for you to select the one you want.
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Menu Help or Lodgit Desk
This menu contains the Lodgit Help. If you are using the software on a Windows Computer, you will find all these items
under Help; if you are using the software of a Macintosh Computer, you will find some of these items under Lodgit Desk
and some under the menu Help.
Help (Windows)
Lodgit Desk Help
This will open the help file for Lodgit Desk.
About Lodgit Desk
Informations about the program such as version and license information.
Example: About Lodgit Desk
Visit Lodgit Desk Online...
This is a link to the Lodgit Desk website which will be opened in your default browser.
Release Notes
By clicking on this menu item you will find release notes and information about changes and bug fixes in newer program
versions.
Check For Update
Lodgit Desk will check for an update. If a newer version of Lodgit Desk exists it will be downloaded and installed.
Diagnostics
This will let you create compressed data of the system information to send it to the Support Team.
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Create ticket...
You can directly send a support ticket from within Lodgit Desk:
Use your username and password for your account on www.lodgit.com to sign in; if you're an unregistered user, please
enter an email address.
If necessary, attach the error log, system information and preferences file to your support ticket and hit "Submit".
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Lodgit Desk and Help (Mac OS X)
If you're using Lodgit Desk on a computer with Mac OS X, the menu items above are in two menus.
The Lodgit Desk Help can be found in the last menu bar item "Help".
All other commands are located in the first menu bar item "Lodgit Desk". Under "Lodgit Desk" you can also find the
Quit Lodgit Desk command and the Preferences. More information about the preferences you can find in the respective
chapter.
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Using the reservation schedule
You are free to adjust the look of the reservation schedule as you please. You can also look for vacancies in the schedule
and jump to different dates quickly.
Select the demo or the work database
Navigate the calendar
Sliders and symbols
"Select", "Draw" and "Split"
Search for vacancies
Sidebar
View vacancies in sidebar
Current guests
Booking list
Double bookings
Change title of a booking in the reservation schedule
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Use the demo or the work database
Use the demo database
When you open Lodgit Desk for the first time, the demo database will be loaded.
This demo database can help you to try out all features of Lodgit Desk.
The database consists of dummy guests and bookings that you can use to get to know the pgrogram. You won't have to
be afraid of altering or maybe even losing important guest data.
If you want to select the demo database while you're using the work database, simply go to the left side of the
reservation schedule click on the arrow beside "work database" (above the unit names) and a drop down menu will
open. From there, you can select the demo database.
All changes made to the demo database will stay in the demo database and not affect your work database.
Use the work database
The work database is the one that you will work with every day. Here, you'll use the real data for your hotel.
If you want to select the work database while you're using the demo database, simply go to the left side of the
reservation schedule click on the arrow beside "demo database" (above the unit names) and a drop down menu will
open. From there, you can select the work database.
next: > Navigate the calendar
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Navigate the calendar
Show current date
To show the current date in the reservation schedule go to View > Today or doubleclick on the calendar bar in the
reservation schedule or use the keyboard shortcut CTRL+T (Windows) or CMD+T (Macintosh). The current date will
be marked purple (by default) in the reservation schedule.
Go to date...
To show a certain date in the reservation schedule, go to View > Go To Date or use the keyboard shortcut CTRL+G
(Windows) or CMD+G (Macintosh). This will open the window "Go to...".
Here you can pick a date from the calendar and then decide what to do by clicking on one of the following buttons:
Go To Date: will show the selected date in the center of the reservation schedule
Go To Calendar Week: shows the reservation schedule beginning with the first day of the week
Go To Month: shows the reservation schedule beginning with the first day of the month
Jump from month to month in a year
In the reservation schedule, you can jump from month to month in any year by clicking down on the calendar bar and
dragging it from side to side. To speed up that process, press and hold the CTRL key. When you let go, the process will
be stopped.
Alternative:
You can also use the buttons at the bottom of the reservation schedule, or use the following keyboard shortcuts:
Button:
Button:
Button:
Button:
or Ctrl (CMD)+right arrow
– next month
or Ctrl (CMD)+Shift+right arrow – next year
or Ctrl (CMD)+left arrow
– previous month
or Ctrl (CMD)+Shift+left arrow
– previous year
next: › Sliders and symbols
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Sliders and symbols
Sliders
The scaling of the reservation schedule can be defined by using the sliders
at the bottom and the right.
Example:
Show and hide symbols for units
Symbols
2/3
Number of beds (min/max)
This unit needs to be cleaned.
Smoking is allowed in this unit.
This unit can be synchronized with Lodgit Online Modules.
To show or hide those symbols, go to View > Columns and select the columns you want to show or deselect the ones
you want to hide.
Alternative:
You can also click on the arrow next to "Units" which will open a drop down menu where you can do the same.
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Change status of the symbols
You can also change the status of some of the symbols. That means for example that when a symbols says that a unit
needs to be cleaned, you can change the status to "has been cleaned". Right-click on the symbol and the context menu
will open. From there, you can then decide how to change the status.
next: › "Select", "Draw" and "Split"
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"Select", "Draw" and "Split"
When using the reservation schedule in Lodgit Desk, you have 3 main tools that will be able to help you with the main
tasks:
Tool "Select":
move bookings
lengthen or shorten bookings
select several bookings at the same time (group reservations)
Tool "Draw":
create a new booking
Tool "Split":
split current bookings with checked in guests so that they can move into another unit
Note:
You can switch between all three tools by hitting the space bar!
next: › Search for vacancies
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Sidebar
The sidebar gives you important information that you can use along with the reservation schedule.
Showing only certain objects or unit categories
a. Object List
If you uncheck a object in this list, it will be hidden in the reservation schedule. Quickly showing or hiding objects can be
done by checking or unchecking "All Objects".
b. Unit List
If you uncheck a unit category in the list, all units of this category will be hidden in the reservation schedule. Quickly
showing or hiding all categories can be done by checking or unchecking "All Categories".
The right column "Available" shows you the number of vacant units in the time frame selected in the upper right corner of
the reservation schedule.
c. Current Guests
This will show you lists of all currently checked in guests, guests that are due to check in today and guests that are due to
check out today.
Occupancy Rate
In the upper left area, next to the object list, you can find the occupancy rate of each object for the time frame selected
above the reservation schedule.
Note:
You can turn this automatic display off in the Preferences. This can be a good idea if you don't need that information
and are having problems with a slow-running program.
Show or hide sidebar
In order to hide the sidebar, go to View > Hide Sidebar, or click and drag the left border of the reservation schedule to
the far left side of the screen.
If you want to show the sidebar, go to View > Show Sidebar, or click and drag the left side of the reservation schedule
until you are satisfied with the width of the sidebar.
Enlarge / shrink sidebar
To enlarge or shrink the sidebar, you can click and drag its borders to the left/right or up/down, until you are satisfied
with the results.
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Enlarge / shrink list of rentable units
To enlarge or shrink the list of all rentable units, simply click and drag the right border of the list until you are satisfied
with the result.
next: View vacancies in sidebar
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Search for vacancies
The reservation schedule can also help you find vacancies in a specified time frame.
In the upper right corner of the reservation schedule you can enter the arrival and departure date. Press the search
button or hit enter to confirm the dates.
This will then search for vacancies in the time frame you have entered.
If you only want to view the units that are vacant during that time frame, you can press the button "Refine Search" in the
sidebar that shows all categories. When you press the button again, the filter will be deactivated and all units will be
shown again.
Note:
After you have started the search, you can check and uncheck the boxes next to certain unit categories in the sidebar
under all categories to filter the search.
To quit viewing only vacant units, simply click into the reservation schedule.
next: Sidebar
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View Vacancies
Aside from the object list and current guests, the sidebar shows you a list with vacant unit types:
The list depends on the time frame defined at the top right corner of the reservation schedule and is adjusted
automatically when the time frame is changed.
Note:
You can turn this automatic display off in the Preferences. This can be a good idea if you don't need that information
and are having problems with a slow-running program.
It is also refined depending on which objects you have selected and deselected. A deselected object's units will not be
counted towards "available".
next: › Guestlist
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Current Guests
At the bottom of the sidebar you'll find the "current guests". There you'll find all guests that are currently checked in, will
check in today or will check out today. This will list all guests, main contacts as well as companions.
You can sort this list by its columns (ascending and descending) by clicking on the column headers.
Pressing the button Arrival Today will show you which guests are due to check in today, pressing the button Departure
Today will show you which guests are due to check out today.
Note:
Guests that are overdue will be marked in red in the Arrival Today area.
Double-clicking on a guest will open the booking window, which allows you to create an invoice quickly.
If there is a note for a guest that appears in this list, the
the symbol will take you to the guest notes.
Guests who are regulars will have the
symbol will appear next to their name. Double-clicking on
icon next to their name.
next: Booking List
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Booking List
The booking list shows all bookings from the reservation schedule. You can sort the list by its columns.
Note:
After you've made changes in the schedule you might have to update the list by clicking on the update button:
By double-clicking on a row you can open the booking window. You can also open the booking window by using the
context menu.
you can quickly go to a certain booking in the reservation
By clicking the arrow symbol in the status column
schedule. The booking will be selected (shown with a bold black border around it) and the reservation schedule will
abjust itself.
In the upper right corner of the booking list you'll find a search form that allows you to search through all the booking
data. The search also extends to the guest information linked to the bookings.
If you want to print this list, press the print button:
.
Note:
Reservation numbers are given automatically to bookings that come from the online booking system. Bookings that
have been made in Lodgit Desk itself cannot be given a reservation number.
Preset selections for your most important tasks
There is a selection menu that allows you to filter the booking list:
All Online Bookings:
All bookings that were received via online synchronization are shown. The submenu offers you the possibility to
differentiate between online bookings received from the Lodgit online system or the channelmanager.
New Online Bookings:
Only the online bookings that were synchronized with the last synchronization are being shown. A submenu also offers
you the possibility to show only online bookings received through the Lodgit online system or the channelmanager.
Bookings without rentable unit:
This will list all online bookings that could not be directly added to a unit (e.g. because no single unit was vacant for the
entire time frame). You can open the booking by double-clicking on the list entry and using the rentable unit drop down in
the booking window to move the booking into the reservation schedule.
Offers - expired:
The booking list will only show bookings that have expired offers attached to them. Whenever a booking receives the
status "confirmed" or higher, it will be no longer shown in the list (you may have to update the list).
Return Confirmations - expired:
This will only show bookings that were expecting a return confirmation but they are now expired. Whenever a booking is
set to the status "confirmed" or higher it will no longer be shown in that list. You may have to update the list to see the
changes.
Deposits - not yet billed:
This will only show bookings that have not yet billed a deposit.
Deposits - not yet received:
The booking list will only show bookings with deposit invoices that have not been set to "paid" yet.
Services - not yet billed:
This option will only show bookings that still have unbilled items. When the booking does not have any unbilled items
anymore, it won't be shown in the list any longer. You might have to update the list to see the changes.
Invoices - not yet paid
This will show all bookings that are still unpaid. Once the invoice is marked as paid, the booking will no longer be shown in
the list. You may have to update the list to see the changes.
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Invoices - term of payment exceeded:
This will show all bookings that are unpaid after the due date has passed.
Double Bookings:
This will only show current overbookings. Those are bookings in the present or future that are booked in the same unit
with overlapping time frames.
In addition to that, you can also filter the list to only show a certain term, e.g. "Today" or "Next Year". Using this filter will
only display bookings whose booking time frame fulfills the criteria.
next: Search for vacancies
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Double Bookings
The reservation schedule allows you to create several bookings that overlap and therefor cause a double booking (or
overbooking). Wenn that happens, the two colors of the bookings will create a mixed color during the time of the
overbooking.
To quickly view all double bookings in the reservation schedule, you can use the booking list below it. If you can't see the
booking list, go to View > Show Booking List.
1. Select the filter option "Double Bookings" from the drop down menu in the booking list.
2. Press the arrow next to the status entry to view the booking in the reservation schedule.
3. Drag or alter the booking in the reservation schedule to resolve the double booking (you can also open the booking by
double clicking on it and then change the time frame from there).
The visibility of double bookings depends heavily on the transparency of the bookings themselves. You can adjust those
transparency settings under Preferences > Reservation Schedule > Colors. The best visibility of couble bookings is
achieved when using a transparency of about 40% (you can easily adjust that by pressing the reset button).
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Change title of a booking in the reservation schedule
With Lodgit Desk you can decide, what should be displayed on bookings in the reservation schedule. You can either
display the name of the main contact, those of the arriving guests or a specified texts.
To edit the label of a booking do the following:
1. Select the booking you want to edit in the reservation schedule und double-click on it. This will open the booking
window.
2. In the booking window, go to the list item Label.
3. Now you can select whether to show the name of the main contact, the names of all arriving guests, a specific
text (e.g. Wedding Party) or a combination of all three. You can also decide whether or not you want to display the
number of guests.
4. You can also assign a previously created tag to the booking. The tag ill be displayed as a colored bar in the booking:
5. If the booking belongs to a group reservation, you can press the button Use for all group members in order to use
this new label for all the bookings within this group reservation.
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Edit preferences
If you want to edit the preferences, go to Lodgit Desk > Preferences (Mac OS X) or Edit > Preferences (Windows).
Content:
Edit functions of the reservation schedule
Edit booking defaults for the reservation schedule
Preferences for tax rates
QuickCorrect: edit tax in existing bookings
City or Accommodation Tax
Preferences for currency and payment methods
Numbering for invoices, offers and confirmations
Account numbers for accounting export
Guest preferences: birthday reminders, regulars and defaults
Preferences for sending emails
Print preferences
Preferences for letter layout
Define country address formats
Return confirmations
Deposit options
Create database backup
Search for new updates
Additional modules
Hotel Locking System EVVA
EPOS Systems
Settings for Proxy server
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Edit functions of the reservation schedule
In the Preferences under Reservation Schedule > Colors, you can edit the colors for the reservation schedule and all
booking status.
To edit the colors, double-click on the color field. This will open a window for color definition.
Select a color and then press OK.
To reset the standard colors (and transparency value), press Reset.
Information in the sidebar
You also have the option to turn off the information about occupancy rate and vacant units in the sidebar.
Turning off these functions can increase the speed of Lodgit Desk. If your software runs slowly and you don't need
these features, it can be a good idea to turn them off.
Functions of the booking statuses
Each booking status in Lodgit Desk allows for certain functions to be carried out or not. Some statuses, e.g. Checked Out,
will prevent for the booking to be moved by default (see details about booking statuses here). In the Preferences you
can block some features for other booking statuses as well:
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If the box for a function is checked, it can be carried out for the corresponding status. Remove the checkmark, if you want
to disallow moving, lengthening/shortening and/or deleting bookings in that status.
Hint:
We recommend blocking certain functions for booking statuses if you're afraid that you or your staff may accidantelly
change a booking through clicking and dragging.
next: Edit preferences
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Edit booking defaults for the reservation schedule
Go to Preferences > Bookings to define the default booking label as well as the status for duplicated bookings.
Display > Booking labels
You can decide what the default label for new bookings should be:
You have the option to show the name of the main contact, the names of the arriving guests or a certain text as booking
label. The specified texts can be added to a booking by adding them in the booking window under "Label". Additionally,
you can decide if you want to show the number of guests in the booking.
Display > Tags
Lodgit Desk allows you to create color tags that you can use to mark certain bookings in the reservation schedule:
Click on the
symbol to create a new tag. Select a tag and press
adjust the color to your liking.
to delete it. Double-click on a color field to
You can add a tag to a booking within the booking window.
Options > Saving unsaved changes
Changes you make to a booking in the booking window will be saved automatically on some occasions.
If you do not want this to happen but prefer having the possibility to confirm or discard those changes in an additinal
window, please untick the respective boxes.
Options > Overbookings - Marker in booking window
If bookings in the same rentable unit overlap a marker "overbooking" will be shown in the respective booking windows.
Here you can exclude some booking status from rendering a booking an overbooking by unticking the box for the status.
E.g. if you untick "Tentative" a tentative booking overlapping any other booking will no longer produce "overbooking"
message.
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Editing > Edit
Generally most bookings can be freely changed and moved around in the reservation schedule of Lodgit Desk - e.g. moved
to a different rentable unit or to a different timeframe. They can by default also be shortened or extended via drag and
drop and of course deleted.
While this is always possible for bookings with the "Tentative" status you can disable or limit these possibilities for other
status.
If you for example untick all boxes (in the move, resive and delete column) of the "Booked" row you will no longer be able
to move, extend or shorten and delete bookings having the "Booked" status.
If you do have to make such changes to a "Booked" booking you will have to change it's status to one that allows the
respective changes (e.g. "Tentative")
Editing > Status of duplicated bookings
Here, you can also decide which status any duplicated booking will receive by default:
Important:
Bookings with the status "Tentative" will reload the data from the Price and/or Object Management whenever you
make changes to the booking dates, main contact or rentable unit. If you often customize the prices based on your
customers, select a different default status here (or your customized prices will be lost as soon as you move the
booking around).
Editing > Splitting bookings
Accomodation costs, extra items and accomodation taxes will be split up according to the new timeframes. This can
happen in two different ways:
Standard Mode: Accomodation costs using the price units "flat fee", "per year" or "per month" will be set to 0 in the
separated part of the booking. All extra items remain with the first booking part if the price units "per week", "per month"
and "per year" were used. The accommodation tax will not be transfered to the second booking part when using the price
units "per person" or "per stay".
This setting can lead to a decreased price of the entire booking.
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Special Mode: Accomodation costs, acc. taxes and extra items will be split according to the new timeframes and will
always be transfered to the second booking.
This setting can lead to an increased price of the entire booking.
Price/Discount > Settings for prices in price management
If a booking goes across multiple pricing timeframes (i.e. if multiple prices from price management are applicable) the
entire booking timeframe will by default be split and the respective prices will be applied.
Example: The base price of a rentable unit is 50€/night. In price management you also defined the timeframe between
Oct 5 until Nov 5 to cost 60€/night instead.
A booking from the 1st until the 10th October would usually be split up - the first nights costing 50€ and the last nights
after the 5th Oct will cost 60€. So all prices will be applied as they were defined.
If you tick this box ("Price on check in day is valid for the entire booking duration") every night of the aforementioned
booking will cost 50€. So the price of the first night will be applied to the entire booking duration.
Price/Discount > Adding/Changing the main contact
If you change the main contact of a booking (of if you change the guest discount of the current main contact and add it to
the booking again) Lodgit Desk by default only checks the guest discount again for bookings in the "Tentative" status and
alters the booking discount if neccessary.
If you would like this to happen for bookings with other status as well please tick the respective boxes.
Price/Discount > Adding/Changing the main contact
Here you can specify which guest discount should be used by Lodgit Desk when a single booking is added to or removed
again from a group booking. This can be specified individually for each booking status.
If you add a single booking to a group Lodgit Desk can...
not change the single booking's discount at all (Don't change)
make the single booking inherit the discount of the main contact of the group booking (Main contact)
make the single booking inherit the booking discount of the main booking of the group (Main booking)
If you remove a booking from a group Lodgit Desk can...
not change the single booking's discount at all (Don't change)
re-load the guest discount of the original main contact (Main contact)
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next: Edit preferences
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Preferences for tax rates
Go to the item Tax in the Preferences.
You can add new tax rates by clicking on the plus symbol.
You can make on of these tax rates the default rate using the checkbox on the far right.
Double-click on the tax rate to edit its information.
Click on the minus symbol next to a tax rate to delete it.
You cannot delete a tax rate that is still being used in rentable units or extras.
QuickCorrect
If you have to change the tax rates of already existing bookings because of a tax reform, you can use the QuickCorrect
feature of Lodgit Desk by pressing the button Change tax rate....
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QuickCorrect: edit tax rates in existing bookings
Lodgit Desk can help you to easily change the tax rate of your lodging services in all rentable units, open bookings or even
added extras to a different rate (e.g. change it from the full to the reduced tax rate).
1. Open the program preferences for Lodgit Desk.
2. Go to "Tax" and make sure that the new tax rate already exists. If it doesn't, yu can create it by clicking the plus
symbol.
3. Press the button "Change tax rate...". This will open the new window "Change Tax Rates".
Change the tax rate in the object preferences of all existing rentable units automatically
1. Go to "Rentable Units" in the window "Change tax Rates".
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2. Select the tax rate that you want to use in the future, make sure that all objects you want to change the rate in
are selected and then press the button "Change".
All future bookings that you will create in Lodgit Desk will be using the new tax rate automatically.
Change tax rate in lodging services for all open bookings
1. Go to "Accommodations" in the window "Change Tax Rates".
2. Select the new tax rate, enter the starting date for using the new rate (e.g. 01.01.2010) and make sure that all
objects that you want to change the rates in are selected. Then, press the button "Change".
Change tax rates in extras already added to bookings
Changing the tax rates for extras that have already been added to bookings and packages has been integrated into the
Extras Management.
Go to: Update extras in existing bookings
Go to: Update extras in existing packages
Note:
Catering services such as breakfast, half-board etc. can be added as extras and still use the full tax rate.
Tip:
With Lodgit Desk, you also have the option to link an extra to a rentable unit, so that it is automatically added to
each booking in said unit.
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City / Accommodation Tax
Some cities and communities charge a special city/accommodation tax that is due for each tourist. Lodgit Desk offers a
general setting for those.
Go to Preferences (Edit > Preferences on a Windows and Lodgit Desk > Preferences on a Mac) and then go to the tab
Tax.
First, you'll have to activate the function by checking the box at the top. Then, you can set up the tax for your property:
1. Select the amount of the tax. You can choose from a percentage amount from the gross or net accommodation
price or a set amount per person, day, night or person/night or person/day.
2. Select the method for calculating the accomodation tax. Please therefore use the examples for the correct calculation
published by your municipal administration.
You can choose between the following methods:
Added to the lodging rate
The percentage of the accomodation tax is calculated from the lodging rate. It is added to the end price of the lodging
rate.
Included in the lodging rate
The accomodation tax is already included in the lodging rate, its percentage amount is discounted from the lodging
rate. As the end price for the lodging rate already includes tax accomodation it remains the same.
Deducted from the lodging rate
The percentage of the accomodation tax is calculated from the lodging rate and then deducted. The endprice for the
lodging rate and accomodation tax remains the same.
3. If the accommodation tax has some sort of VAT or Sales Tax itself, you can also define this here.
4. Finally, you can decide where the tax should be listed on offers, confirmations and invoices: beneath the lodging rate
it belongs to, underneath the last invoice item, at the end of the invoice or just as an explanatory note.
5. If you want to use the Financial Export, you have to make a note of the correct account here.
If you manage more than one object and they have a different city/accommodation tax, you can also set up several
taxes.
You can add the tax manually or automatically to each new booking in a unit.
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Preferences for currency
To select the default currency that will be used in all offers, confirmations, invoices and in the Price Administration, go to
the Preferences and then to Currency / Payment Methods > Currency.
First you'll select your default currency. This is the currency in which you enter all the prices and create the invoices.
You can also add alternative currencies with their exchange rate. You can use this to optionally display the end total of
an invoice in an alternate currency within the invoice texts.
You can also decide how you want to display the currency on documents: using the currency symbol, the currency
abbreviation oder a customized symbol.
If you change the currency while actively using Lodgit Desk, only the currency symbol will be switched. The amounts
will not be converted! Already existing offers, confirmations and invoices will keep the old currency symbol.
You cannot change the currency if there are still unsaved entries in the cashbook. Before you can change the
currency, you will have to create a cashbook balance with the end total of "0" (you can use the "Withdrawal"
option, for example).
Preferences for payment terms and methods
In the Preferences under Currency / Payment Methods > Payment Methods you can define the payment terms for
each payment method and choose, which payment method is used the most often and will be added to newly created
invoices by default.
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Tip:
If you often have different payment methods for your invoices, there's the option of choosing None as the default
payment method. For new invoices, you then have to always manually select the payment method.
Manage payment methods
In the table below the default payment method menu, you can see all payment methods available in Lodgit Desk:
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With a click on the "time for payment" field, you can edit the default payment term for each method.
You can also deactivate payment methods you don't want to use anymore, so they won't clog up the select list in the
invoice window.
The plus button in the last table row allows you to add your own custom payment methods. You can use this to
differentiate between different cards you accept, for example. Now you can define further settings for your custom
payment methods:
Add the account numbers for the accounting export. See settings
Important: Default for a new payment method is "0".
Edit the payment texts in the Text Managament.
Important: Default is the text of the selected "Type".
You can delete a custom payment method by pressing the minus button.
Once a payment method was used for an invoice, it cannot be deleted. But you can block it from further use
by unchecking the "Active" box.
next: Edit preferences
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Account numbers for accounting export
You can define the account numbers for the accounting export under Preferences > Accounting Export.
These are the account numbers you use for your business' bookkeeping. If you're unsure of the numbers, please ask your
bookkeeper, accountant or tax expert.
To enter or edit an account number simply doubleclick on the entry. For cash sales and purchases you can also define the
tax rate.
Please note:
Using incorrect account numbers can be detrimental to the import of the created file. Make sure all numbers are
entered correctly. Changes in the account numbers only affect future entries.
next: Edit Preferences
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Numberings for invoices, offers and confirmations
You can add different numberings for offers, confirmations and invoices in the Preferences under Numbering. If need
be, you can add a numbering to an object in the Object Management!
If you have several objects (e.g. one hotel, one guesthouse and several holiday homes), you can add a different
numbering for each object.
To edit the format of the offer, confirmation and invoice numbering, you have several placeholders at your disposal:
yy - year (two digits)
YY - year (four digits)
# - placeholder for numbers
You can use any other character as a separator.
Ex.:
YY - ####### - 2005 - 0021501
#######/yy - 0021501/05
When you create a new piece of correspondence, the number will automatically be counted upwards. If you want to start
over every year, you can manually edit the number on Jan 1st by double clicking on it and resetting it to 0.
Note:
As a new Lodgit Desk user you can, of course, keep your old numbering system. Since you can also edit the last
number freely (double-click on the number to edit it), you can also start using Lodgit Desk in the middle of a year
without having to worry about your invoice/confirmation/offer numbers.
next: Edit preferences
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Birthday reminders
In the Preferences under Guest Preferences you can decide, whether and when you want to be reminded of guests'
birthdays.
If you have activated the feature Pop up birthday reminders automatically, you have four options for the reminder:
on the birthday
a day before
two days before
three days before
You can also limit birthday reminders to guests whose bookings are failry recent and ignore those whose bookings are too
far in the past.
If you go to Administration > Birthdays, you can also manually ask for the birthday reminder.
This is what a birthday reminder looks like:
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Set preferences for regulars
In the Preferences under Guest Preferences you can decide after how many bookings a guest is considered to be a
regular.
To edit the number of bookings required, click into the field to change the number.
Note:
If you want to make a guest a regular, you can edit the number of bookings in the guest profile of the guest in the
Guest Management. This number will be used and added to by Lodgit Desk in case of new bookings, no matter whether
you have altered the number or not.
Guests who are regulars will be shown with the
symbol in the current guest list.
Tip: If you don't want to use the regular guest feature, you can simply edit the required number of bookings to an
unachievable amount (e.g. 1000)
Guest defaults
This will let you define the default country and the default language that will be added when you create a new guest
profile.
next: Edit preferences
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Emails
In the Preferences under Email you can decide, whether you want to send emails created in Lodgit Desk with your usual
email program or send them cirectly via Lodgit Desk.
Using your standard email program
The default setting is for you to use your standard email program.
Depending on which standard email program you're using, it could be helpful to edit the settings for this option. If your
standard program is Mozilla "Thunderbird", for example, you should always use the "UTF-8" encoding.
Note for Windows users:
The default email program that comes with your Windows operating system does not have the MAPI interface
necessary for communicating with Lodgit Desk.
To ensure that your email program can properly receive the emails from Lodgit Desk, please check "Support
unlimited text lengths" and install a free additional email program like Thunderbird.
When using Lodgit Desk on a Macintosh computer, you will have to enter additional information about your default email
program and the sender address:
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Sending emails via SMTP server
If you want to use the option to send your emails directly via Lodgit Desk, check the box that says Use SMTP server and
enter the required data.
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Press the Test button to send a dummy email to the account you have entered. Should the information you have entered
be incorrect, an error message will appear.
Options
Under "Options" you'll find more settings as to what is automatically put into the email body when sending emails via
Lodgit Desk:
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Here you can decide whether you want to show the date as well as sender's and/or recipient's address when creating new
emails.
Signature
Here you can set a signature for your emails. Please note that these settings are NOT object specific!
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next: Edit preferences
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Print and PDF Options
In the Preferences under Print/PDF you can define the basic settings for the print.
You can define here, how large the site margins will be as well as what font and which font size to use.
This is also where you define the default folder that PDF documents are saved in when they're created with Lodgit Desk.
next: Edit preferences
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Preferences for letter layout
In the Preferences under Letter Layout you can select what kind of stationary you will use:
blank paper
pre-printed stationary
If you're using pre-printed stationary for all of your correspondence, please enter the heught of the footer and header
in millimeters.
Blank paper
For using blank paper when printing correspondence, select:
Now you can design your header (as text or with an image).
Create letterhead with an image
To add your company's logo into the letterhead, click the maginfying glass and select the file that is your logo. Your logo
will show below the field for you to preview. You also have the option to align your logo on the left side, right side or the
center of your paper.
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If you want your logo to be printed on all pages, check the box that says so.
The image has a maximum dimension of 1400 x 2000px. You may scale it to adjust the size it is printed as. Lodgit
Desk prints at 72dpi.
Create letterhead as text
You can also create your letterhead using the text formatting menu. You can change the font size, family, style and color
of the text to create a logo of your choosing. You can align the text (left, right, center) by using the tab-key.
You can also choose if you want to print this letterhead on all pages (default settings only print it on the first page) and if
you want to dismiss the header heigth limit.
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Note:
Using the header height limit helps make sure that the recipient's address is placed perfectly for the use of window
envelopes. You should only dismiss it if you don't use window envelopes.
If you want to print your return address as well and are using window envelopes, check the box that allows this.
Design letter footer
1. If you want to change the footer of your letters, click Footer and enter the data.
2. Edit the font size and family like you would in any other text editing program.
3. If you want to edit the font color, click on the color button. This will open a new window where you can select the
color and then press OK.
4. After you have finished your settings for the letter, you can preview them by pressing the button Preview Layout.
Settings for address field
If you want to change the setting for the address field, go to the tab Address Field.
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Here, you can decide whether the address field is to be printed on the left or the right side of the page, if there should be
any additional space between the page margin and the address field, how wide the address field is and if there is to be
additional blank lines between the field and the letter content.
Settings for the sender address
In the Preferences under Return Address, you can specify which return address will appear in the window of the
envelope.
Note:
These preferences are only relevant if you have checked the box that says "Print return address for use with window
envelopes" in the letter layout section.
Select an option and enter the required data if you decide you'd rather use a different sender address. You can also edit
the sender address to your liking using the placeholders. To add a placeholder to the field, simply double-click on it.
The sender address format lets you decide how your sender address will be printed for use with window envelopes.
Double-click on a placeholder to copy it into the field, or manually type it in. Press "Default" to restore the default
settings.
next: Edit preferences
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Preferences for country address formats
You can define several address formats depending on the country that is saved in the profile of the guest. These
formats will be used automatically when you create a new correspondence (letters, offers, confirmations and invoices).
To edit the default address formats and add formats for each country, go to Preferences and then select Address
Formats.
1. Clicking the
symbol will let you create a new address format. Clicking the
next to an existing format will delete it!
2. Clicking the triangle will let you select the country that this address format will correspond to. Every new format will
automatically add the default placeholders that you can then edit.
3. If you edit the default address format or any other format, you can preview your changes in the example address at the
bottom.
Changing the address format:
You can edit the address format by moving the placeholders and adding new placeholders.
To add a placeholder, click into the left field to where you want to add it and then double-click on the placeholder in the
list to the right. You can also type the placeholders into the left field manually.
Format placeholders:
[LF1] = line break (always):
[LF2] = line break (dependant):
[[Placeholder]] = capitalized
this will always add a line break; it does not matter
whether there will be text added in the placeholder before
the break or not (ex.: STREET2 is often an empty field).
this will only add a line break if there is a text added in
the placeholder before it
this will capitalize the text for this placeholder
Note:
You can only create empty rows using [LF1].
Address formats for guests:
You can create an individual address format for a guest in their profile.
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Return Confirmation
In the Preferences under Return Confirmation you can edit the default options for how long a confirmation is valid
(after how many days a return confirmation is due) as well as how the guest's address will be printed on the return
confirmation. If you press the button "Default", the default settings will be restored.
next: Edit preferences
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Deposit Options
To define different settings for deposits in Lodgit Desk, go to the Preferences and then the Deposit Options tab:
Offers and Confirmations
You can specify whether you want to show a text concerning deposits on offers and/or confirmations. For example: "We
have received your deposit in the amount of 25 EUR on March 20, 2013 via Wire Transfer."
The texts that will appear on offers and/or confirmations can be edited if you go to Administration > Texts or by
clicking the button Go to Text Management to edit deposit texts!
Amounts and due dates
To make adding deposits as easy as possible, you can also define a default amount (in relation to the booking amount).
For group bookings, you can also decide whether you want to include all of the group's bookings into that calculation or
only the booking that's selected.
You can also add different default options for when the deposit is due; either by x days from the current date or y days
before arrival. When you add a deposit, the option with the checkmark will automatically be used. You may then select
one of your pre-defined options or overwrite the date manually.
next: Edit preferences
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Create database backup
The SQL database that contains all booking data can be backed up manually or automatically.
Go to Preferences and then select the list item Backup.
If you are using the server feature, the backups have to be done by the server. More information here.
Select location for backups
By clicking the Button "Select" you can choose the location for the database backup(s).
You can do a manual backup by going to File > Create Backup.
Configure settings for automatic backup
Check the bok that says Backup automatically. This will give you several options:
backing up every x hours
backing up when starting the program (always; without prompting)
backing up when quitting the program
Lodgit Desk can prompt for update or do it without prompting
You can use more than one of these options:
With every backup, a new file with a timestamp is created. In the event that you need to restore from a backup file, you'll
be able to choose the exact file you want to restore from. You have the option to automatically delete backup files after a
specified time (e.g. 30 days).
Important Security Note:
To make sure that your database won't be lost in case of a harddrive failure, please always make copies of your
backups on an external drive (such as USB, online backup, external harddrive etc.).
All modern computer systems come equipped with a backup program that can help you with that (Mac OS X Time
Machine, Windows 7 Security Center etc.).
next: Edit preferences
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Check for updates
You can check for software updates automatically or manually.
Check for updates manually
Go to Preferences > Updates and then press the button "Check For Update Now".
Check for updates automatically
Check the box that says Check for updates automatically and then, Lodgit Desk will be checking for updates
automatically.
next: Edit preferences
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Settings for Proxy Server
If you want to use a proxy server to connect to the internet, you can define the setting for this by going to Preferences
> Proxy.
Enter the necessary information, such as the proxy's address as well as the port, username and password.
Make sure not to enter a protocol into the address (e.g. http://), but only the address or ip address.
next: Edit Preferences
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Extras and packages
Extras are all services that are being billed seperately from the accommodation and are usually added to the booking
manually. Aside from extras such as breakfast or half-board, you can also define visitor's tax or extra beds to be extra
items. You can organize your extras by putting similar extras in a category folder.
Packages always consist or one or more extra items that you have put into a package to make it easier for you to add
them to a booking.
Examples for using packages:
Specials/Arrangements: A package for a christmas special could include a 4-course-dinner and a horse sleigh
ride at night.
Complete packages: Inclusive services that are often offered by hotels, such as breakfast (garni), half-board or
full-board.
next:
› Add, edit and delete extras
› Add, edit and delete packages
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Create, edit and delete extras
In the menu bar, go to Administration > Extras and Packages > Extras, or click the Extras button above the
reservation schedule, or use the keyboard shortcut CTRL+Shift+Z.
This will open the window Extras and Packages.
Here, you have the following options:
Create new extras
Edit extras
Delete extras
Put extras in a category folder
Import extras
Update extras in existing bookings
Create new extras
1. Open the window Extras and Packages and go to Extras.
2. Press the plus symbol
number.
and create a new extra. Add a name, description, price, price unit, tax rate and account
Note:
If you have already selected an extra (e.g. Visitor's Tax HS), the new extra will be put directly below it. You can move
extras around by clicking and dragging the double-arrow at the far right.
3. In case you have selected the price units "per night" or "per night/person", you can also decide whether the service will
be provided on the arrival or the departure date.
This is important for a correct daily Extras List. For example, breakfast usually isn't provided on the arrival date,
whereas dinner usually isn't provided on the departure date.
4. If you have selected a price unit that takes the number of guests into consideration, you can also specify that the price
is automatically adjusted when the number of guests is changed in the booking window.
5. You can also specify for all extras whether their dates will be adjusted automatically whenever a booking's dates are
changed.
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6. Whenever you leave a list column, the data will be saved.
Tip: You can add extras with negative amounts, so that you can add discounts or credits to a booking easily!
Note:
Every extra can be made an inclusive item in the booking window or in a package. This means, its price will be
added to the accommodation price and it won't be listed as an extra.
Edit extras
1. Open the window Extras and Packages and then go to Extras.
2. Select the extra you want to edit from the list.
3. Edit the entry as you please. When you leave a field/row/column, your entry will be saved automatically.
Note:
When it comes to "Visitor's Tax", you can only edit the description and the price.
Delete extras
1. Open the window Extras and Packages and then go to Extras.
2. Select the extra you want to delete from the list.
3. Press the button
. The selected extra will then be deleted.
Put extras in a category folder
You can organize your extras by putting similar extra items (e.g. breakfast, dinner) into a category folder (e.g. Food &
Drink).
1. Open the window Extras and Packages and go to Extras.
2. Press the folder button
and create a new category with a siginficant name.
3. Move the extras you want to move into this folder by clicking and dragging their double-arrow on the far right side of
the list. While you are dragging an item, a bold line will appear that will help you put your extra in the right place.
Import extras
You can import extras from a CSV file into the Extras Management. In the Actions menu, go to Import extras (CSV)…
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Select the text coding of the CSV file first. In the list below, you'll find a preview of what it will look like once imported into
the Extras Management. You may have to adjust the coding to display symbols correctly.
During import, you can also bundle the extras into a new category.
The first row of the table lets you select the columns. With the small arrow on the right of each cell, you can select the
value of the column.
Clicking the button OK will import the extras into the software and add them to the end of your existing list.
Important:
The first line of your CSV file (displayed in bold) will not be imported. Make sure that this line is either empty or
contains header information only.
Update extras in existing bookings
If you have to update the information of extras in existing bookings (e.g. if there was a tax reform), you can use the
menu item "Update extras in all bookings" in the Actions menu. This will update all extras in current bookings and
substitute the current values in the Extras Management if needed. You don't have to update each extra manually.
1. Open the window Extras and Packages and go to Extras.
2. Go to the Actions menu
update options:
and select the item "Update extras in all bookings". This will open the window for the
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3. Specify here, which kind of bookings you want to update. You can also define, what the starting date for these changes
are and which objects to update.
4. Also specify which values you want to update. You update the tax rate, description and price.
5. Start updating the bookings by pressing the button "Save Changes".
next: Package Options
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Add, edit and delete packages
In the menu bar, go to Administration > Extras and Packages > Packages, or click on the Extras button at the top
of the reservation schedule (keyboard shortcut CTRL+Shift+Z). This will open the window Extras and Packages and
show the section Packages.
You now have the following options:
Add new package
Add new category / put packages in categories
Edit packages
Delete packages
Update extras in existing packages
Add new package
1. Click the plus symbol
in the left package list and then add a new package with a significant name.
2. On the right side, you can now add extras to the package by selecting them in the list and pressing the arrow button. If
you select them in the right list and press the x-button, you can delete them from the package.
Note:
You can also add sub-packages by scrolling to the bottom of the extras list. Those sub-packages allow you to
organize your packages and put similar extras into a folder. You can print the names of sub-packages on offers,
confirmations and invoices if you have checked the respective boxes.
Note:
You can move extras around within a package by clicking and dragging their double-arrow on the right side!
3. Changes will be saved automatically.
Add new category and put packages therein
1. Click the folder symbol
and add a new category.
2. Click and drag a package into the new category. Sorting packages into categories can be especially helpful, when a lot
of packages are offered.
Edit packages
1. Select a package that you want to delete in the package list. Add more extras by selecting them in the extras list and
pressing the arrow button. Delete extras from the package by selecting them in the package table and pressing the x-
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button.
2. All changes will be saved automatically.
Delete packages
1. Open the window Extras and Packages and go to Packages.
2. Select the package that you want to delete in the list.
3. Press the button
. The selected package will be deleted.
Update extras in existing packages
Just like you can update all extras in existing bookings you can also use the Actions menu to update the information of
extras in all existing packages.
1. Open the window Extras and Packages and then go to Extras.
2. From the Action menu
for the update options:
select the item "Update extras in package management". This will open the window
3. Specify which values you want to update (tax rate, price and price unit).
4. Start the update by pressing the button "Edit".
Note:
Adding packages to a booking manually can be done in the booking window. You can also automatically book packages
to a booking by linking the package to the rentable unit. This can be helpful for default services such as breakfast.
next: Add, edit and delete extras
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Package options
In the menu bar, go to Administration > Extras and Packages > Packages. You can also press the button Extras at
the top of the reservation schedule (keyboard shortcut CTRL+Shift+Z). This will open the window Extras and
Packages, where you should go to the Packages area.
Now select Package Options.
Here, you can define how the prices for extras in this package will be displayed on offers, confirmations and invoices:
standard: The price each extra item will be listed right next to it.
inclusive: The prices for all extras in this package will be added to the accommodation price and will not be
listed with the package itself. If the extras are listed, the word "inclusive" will appear in the price column.
flat fee: The total price of all extras will be listed next to the package name. If the extras are listed, only the
amount/quantity will be listed.
You can also specify whether the name of the package will be listed in the services on offers, confirmations and invoices.
For standard packages, extras will be listed regardless of whether the package name is displayed. For inclusive
packages, you can decide in the invoice window whether you want to list the extras seperately or not. Flat fee
packages always have to display the name, which is why in this case, the area will be greyed out.
You can also see a list of rentable units that the selected package is linked to. Linked packages will automatically be
added to new bookings created in these rentable units.
next: Add, edit and delete packages
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Object Management
To add a new object or rentable unit, or edit an exisiting object or rentable unit, got to the Object Management by
going to the menu bar item Administration > Objects and Rentable Units or pressing the Objects button above the
reservation schedule.
If you have already created one or more objects, you can open the Object Management by double clicking on it in the
list to the left of the reservation schedule. This will automatically open the window with the Objects area.
If you have already created one of more units, you can also open the Object Management by double clicking on a unit
type in the list to the left of the reservation schedule. This will automatically open the window with the Rentable Units
area.
You can also open the Object Management by double clicking on a unit in the reservation schedule. This will open the
are for the Rentable Unit Details.
Tip: You can change the order of the objects in the list by clicking and dragging its double-arrow up or down. The
new order will also be reflected in the reservation schedule.
In the Object Management you can do the following things:
Create and delete objects
Edit object details
Create and delete rentable units
Edit rentable units details
When you press the Close button, the Object Management window will be closed.
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Create object
1. Open the Object Management.
2. Go to the lower left corner of this window and press the
Object Details.
button underneath the object list which will open the
3. In the Profile area you can enter the object's information.
4. After you are done, press Save. This will close the window for the Objects and the window for the Object
Management will be shown again. In this window, your object is still selected and the information about it are shown
in the right area of the window.
5. Close the Object Management. The reservation schedule in the main window will be shown now. This is where you
can see all your created objects with their rentable units.
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Delete object
1. Open the Object Management by going to the menu bar item Administration > Objects and Rentable Units.
2. Go to Objects.
3. Select the object that you want to delete and then press the
button.
You can only delete objects if there are no current or future bookings listed in any of its units.
next: › Edit object information
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Edit object information
To edit the object's information or add more, open the Object Management.
In the Object Management window, select the object you want to edit and then double click on it or press the
button.
This will open the window for the Object Details.
Select the list item from the left list that you want to edit:
Profile
Child Discount
Features
Numbering
Letter Template
Clicking on a list item will open its are on the right side where you can enter your data.
After you are done editing the rentable unit, press Save. This will close the window for the Object and the window for the
Object Management will be shown again. In this window, your object is still selected and the information about it are
shown in the right area of the window.
next › Profile
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Edit an object's profile
Open the object you want to edit by selecting it in the Object List in the Object Management and then pressing the
button.
This will open the object's details with its profile.
Once you have finished editing, press Save or go to a different list item that you want to edit.
Note:
Please make sure you understand the Definitions of the unit categories when selecting the unit type!
next: › Add child discount
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Add child discount for an object
You can specify a precentage child discount in the Object Management which you can then quickly select in the
booking window. This is only possible if the unit's price depends on the number of guests staying in the room (e.g.
per night/person).
1. Open the object by selecting it in the Object Management window and pressing the Edit button.
2. In the left list select the item Child Discount.
3. Add the information about the child discount. You can use a maximum of 3 discount levels, with one of the levels
being a 100% discount (e.g. for infants).
4. After you have completed the information for the object, press Save or switch to a different list item.
When you press Save, the current changes will be saved, the window for the Object Details will be closed and the
window for the Object Management will be schown again. The object you were currently working on is selected and the
information will be shown in the right area.
Alternative:
If you want to add a child discount in units where the price does not depend on the number of guests staying in the
room (e.g. per week), you can add a child discount as an extra item with a negative amount.
next: Specify features
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Specify features for an object
1. Open the object you want to edit by double-clicking on it in the Object List in the Object Management.
2. In the left list select the list item Features.
3. To add features to the object, select them in the left catalogue listing the available features. You can select single
features or several at the same time.
If you want to select several features that are next to each other at the same time, simply click and drag the mouse
cursor over them. You could also select the first list item, then hold the SHIFT key and selecting the last item. This will
select not only the first and last item, but all the ones inbetween as well.
If the features are not next to each other, select the first feature and then hold down the CTRL key (Windows) or the CMD
key (Mac OS X) whenever selecting another item.
will send the selected features in the left catalogue to the right one. If you
4. A click on the right arrow button
want to delete features that are no longer relevant or that you have added accidentally, select them in the right
catalogue and press the left arrow button
to send them back into the left catalogue.
5. After you have completed the information of the object, press Save or switch to a different list item.
Pressing Save will close the window for the Object Details and the window for the Object Management will be shown
again. In this window, your object is still selected and the information about it are shown in the right area of the window.
next: Use different numbering for different objects
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Use different numbering for different objects
When creating offers, confirmations or invoices you can use different numbering systems for each object, which will then
count upwards automatically.
Linking a numbering system that you have previously created in the Preferences to an object can be done with the
following steps:
1. Open the object you want to edit by selecting it in the Object Management and then pressing the Edit button.
2. In the left list, select the list item Numbering.
3. In the drop down menus, select the numbering you would like to use for offers, confirmations and invoices for this
object in the future.
4. After you have selected the numberings for the object, press Save or switch to a different list item.
Pressing Save will close the window for the Object Details and the window for the Object Management will be shown
again. In this window, your object is still selected and the information about it are shown in the right area of the window.
next: › Edit object information
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Use different letter layout for different objects
When creating correspondence you can use a different letter layoutfor each object.
Linking a letter layout that you have previously created in the Preferences to an object can be done with the following
steps:
1. Open the object you want to edit by selecting it in the Object Management and then pressing the Edit button.
2. In the left list, select the list item Letter Template.
Tip: If you often send offers/confirmations via email but print out invoices on pre-printed stationary you can set up two
different letter layouts and add them here to automatically have the correct layout chosen whenever you create a
certain piece of correspondence.
3. In the drop down menus, select the letter template you would like to use for offers, confirmations, invoices, invoice
cancellations and other correspondence for this object in the future.
4. After you have selected the numberings for the object, press Save or switch to a different list item.
Pressing Save will close the window for the Object Details and the window for the Object Management will be shown
again. In this window, your object is still selected and the information about it are shown in the right area of the window.
next: › Edit object information
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Add rentable unit
1. Open the Object Management.
2. In the Object Management go to the Rentable Units. This will show all the rentable units.
3. To add a new rentable unit, go to the left lower corner and click the
button (below the unit list).
Note:
You can duplicate rentable units. If you have a lot of units that are almost identical it is recommended to create one
rentable unit entirely and then Duplicating it (by using the context menu). This will save time.
4. In the Profile, select the Object, the Unit Type, the tax rate, the Price Unit and the Status. Add the Rate, the
Number of Beds and the Total Size.
The number of beds shows the minimum and maximum occupancy of this unit and will be shown in the reservation
schedule next to the rentable unit. Please note that the number of beds may not be lower than 1, no matter which type
of unit you're creating.
If smoking is not allowed in this unit, check the box that says Non-Smoking.
If the unit still needs to be cleaned, uncheck the box that says Cleaned.
Note:
If you haven't entered anything in the field for the title and the ID, the program will make a suggestion based on the
object's ID and the unit type. You can edit those at any time. Please make sure to add a number behind the title and
ID of units of the same type (e.g. C-WL:SB1, C-WL:SB2, etc.).
5. After you are done editing the rentable unit, press Save. This will close the window for the Rentable Unit and the
window for the Object Management will be shown again. In this window, your rentable unit is still selected and the
information about it are shown in the right area of the window.
6. Close the Object Management window. This will show the reservation schedule in the main window with the new and
updated rentable units.
Note:
The prices that you have entered in the unit's profile are base prices. In the Price Administration you can add seasonal
prices very easily.
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Delete rentable unit
1. Open the Object Management.
2. Go to the area Rentable Unit.
3. Select the unit that you want to delete and then press the button
.
You can only delete units if it contains no bookings in the present or future.
Manage custom unit types
If the default unit types in Lodgit Desk are not enough for you, you can also add your own unit types.
1. Open the Object Management.
2. Go to the area Rentable Units.
3. Select the rentable unit for which you need a new unit type and open the window for the rentable unit by pressing the
button.
4. In the drop down menu "Type", select the item Manage customized unit types:
5. A new window will open where you can add new unit types by pressing the
symbol, add a title for it, an ID and
select a base type. If there is no base type that you will fits, you can select "Other".
next: › Edit rentable unit
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Edit rentable unit information
To edit the data for a rentable unit or add more information, go to the Object Management und and go to the area
Rentable Units.
Select the rentable unit that you want to edit in the Object Management and double-click it or press the
button.
This will open the Rentable Unit window.
In the left list in the window Rentable Unit, you can select the item that you want to edit:
Profile
Features
Cleaning
Short Description
Link packages to a unit permanently
Packages bookable online
Print Options
Statistics
Clicking on one of the items will open a new area on the right where you can add your information.
After you are done editing the rentable unit, press Save. This will close the window for the Rentable Unit and the
window for the Object Management will be shown again. In this window, your rentable unit is still selected and the
information about it are shown in the right area of the window.
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Edit unit's profile
1. Open the unit you want to edit by going to the Object Management, then going to the Rentable Units, selecting the
unit and clicking the Edit button.
This will show the unit's profile.
2. Edit the data and then click Save or select a different item from the left list that you might want to edit.
Note:
Please make sure you understand the Definitions of the unit categories when selecting the unit type!
Select/edit color for the unit
Every rentable unit can be shown with a custom color in the reservation schedule.
1. In the profile of the rentable unit, activate the "Color Code", by checking the box next to it.
2. By clicking on the color field you will open a window where you can select the color you like.
3. The color you have selected will then be the unit's color in the reservation schedule.
Note:
The object's color will be shown in a small sliver at the far left of the unit to symbolize the unit's affiliation to the
object.
next: Add features to a rentable unit
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Define Features for a Rentable Unit
1. Open the rentable unit you want to add features to by going to the Object Management, then going to the Rentable
Units, then selecting the unit and pressing the
button.
2. Select the list item Features in the left list.
3. To add features to the rentable unit, select them in the left catalogue listing the available features. You can select
single features or several at the same time.
If you want to select several features that are next to each other at the same time, simply click and drag the mouse
cursor over them. You could also select the first list item, then hold the SHIFT key and selecting the last item. This will
select not only the first and last item, but all the ones inbetween as well.
If the features are not next to each other, select the first feature and then hold down the CTRL key (Windows) or the CMD
key (Mac OS X) whenever selecting another item.
4. A click on the right arrow button
will send the selected features in the left catalogue to the right one.
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Note:
If you want to delete features that are no longer relevant or that you have added accidentally, select them in the right
catalogue and press the left arrow button
to send them back into the left catalogue.
5. You can use the selected features for all rentable units in one object or use the selected features for all units of the
same category in one object by checking the boxes that say so.
6. After you are done editing the rentable unit, press Save. This will close the window for the Rentable Unit and the
window for the Object Management will be shown again. In this window, your rentable unit is still selected and the
information about it are shown in the right area of the window.
next: Change cleaning status of a rentable unit automatically
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Automatically change the cleaning status of a rentable unit
You can set up specific cleaning intervals for each unit and use those settings for generating a cleaning list. This change
from the previous status of "Cleaned" and "Linens changed" will only happen when the unit is occupied.
1. Open the rentable unit you want to add features to by going to the Object Management, then going to the Rentable
Units, then selecting the unit and pressing the
button.
2. Select the list item Cleaning in the left list.
Check the box that says Set cleaning status automatically if you want to use the automatic cleaning status change.
Uncheck it if you don't.
The Cleaning time is the time of day that the rentable unit is usually being cleaned at.
You now have two options for the cleaning interval: it can either be set depending on the bookings or depending on
the days of the week.
If you select a cleaning interval dependant on bookings, the unit will only be cleaned whenever there's a booking in
it.
You have the options from "daily" to "weekly" as well as "on arrival", "final cleaning" or "on arrival and final cleaning".
The towel and linen change can then be set according to the cleanings (e.g. "with every second cleaning") or according
to the booking days (e.g. "every two days"). Here, you also have the options "on arrival", "final cleaning" or "on arrival
and final cleaning", and you can select combinations (e.g. "also on arrival").
If you select a cleaning interval dependant on weekdays, the unit will be cleaned on specific days regardless of
whether it is occupied or not.
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You also have the options for an additional cleaning on arrival and/or departure. The towel and linen change can be set
separately.
Tip:
will show in the cleaning column next to the
If a rentable unit is set to the status "Needs Cleaning", the symbol
rentable unit in the reservation schedule. There's also a cleaning list you can print out for your personnel.
The checkbox Use those settings for all rentable units in this object allows you to apply these setting to all the
rentable units in this object which saves you time.
When the rentable unit was cleaned (and the linens changed) you have to set the status to "Cleaned" manually in
the reservation schedule. Doing that will ensure the cleaning change interval to work correctly the next time.
next: Add short description to a rentable unit
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Add short description for a rentable unit
The short description will be used on prints of offers and confirmations and is supposed to tell the future guest the most
important things about the rentable unit.
The text length is limited to a maximum of 400 characters.
1. Open the rentable unit you want to add a short description to by going to the Object Management, then going to the
Rentable Units, then selecting the unit and pressing the
button.
2. Select the list item Short Description in the left list.
3. Add your short description in the text field in the right area.
4. After you are done editing the rentable unit, press Save. This will close the window for the Rentable Unit and the
window for the Object Management will be shown again. In this window, your rentable unit is still selected and the
information about it are shown in the right area of the window.
next: Link package to a rentable unit
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Link package to a rentable unit
Under Packages you can add certain extras automatically to each booking in a rentable unit. To do this, you have to link
the package, that contains the extras thata re to be added to the bookings automatically, permanently to a rentable
unit. This is recommended for extra services such a breakfast or final cleaning.
1. Open the rentable unit you want to link a package to by going to the Object Management, then going to the
Rentable Units, then selecting the unit and pressing the
button.
2. In the left list, select the list item Extras / Packages.
3. In the area In Program, link packages to the unit by checking the box Book Automatically. These packages will then
be added to each new booking in this unit automatically.
4. After you are done editing the rentable unit, press Save. This will close the window for the Rentable Unit and the
window for the Object Management will be shown again. In this window, your rentable unit is still selected and the
information about it are shown in the right area of the window.
next: Optional: Packages bookable online
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Optional: packages bookable online
If you have a license for the additional module "Online Booking System" you can define packages (see Create Package) to
be bookable online. This means, they will be offered to the future guests that book online during the booking process
along with the rentable units.
1. Open the rentable unit you want to edit by going to the Object Management, then going to the Rentable Units,
then selecting the unit and pressing the
button.
2. Select the list item Extras / Packages in the left list and then go to the Bookable Online area. This is where you can
select the packages that will be booked along with the rentable unit online by checking the box that says "Bookable".
3. You can also decide, whether the package will be added automatically or whether the guest can choose to book it or
not:
Adding a package Automatically is often useful for extras such as Food&Drink. If, for example, you always
offer your units with a breakfast, you can create a package with the extra "breakfast" and then automatically
add it to bookings made online.
If you select the Optional way, it will add another step to online bookings where the guest can book the
package if they want to.
Note: If a package has been made an Inklusive item it is always added automatically and marked "Inclusive".
4. If you add optional packages to a Group, then the packages can only be selected as alternatives to each other (for
example: a group called "board" can contain the packages "half-board" and "full-board", from which the guest can then
select one). If you don't add the packages to a group, the guest can select all the packages they want.
5. After you are done editing the rentable unit, press Save. This will close the window for the Rentable Unit and the
window for the Object Management will be shown again. In this window, your rentable unit is still selected and the
information about it are shown in the right area of the window.
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Define print options
1. Open the rentable unit you want to edit by going to the Object Management, then selecting the unit in the Rentable
Units list and then pressing the button
.
2. Select the list item Print Options in the left list.
3. Here you can decide if you want to always print the unit's title and/or short description on offers and/or confirmations.
4. You can also decide, whether these selections are to be used for all rentable units in the object or for them to be used
on all rentable units of this type in the object.
Important: If you check either one of these boxes, already existing preferences in other rentable units might be
overwritten.
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Statistics preferences
1. Open the unit you want to edit by going to Object Management > Rentable Units, selecting it and pressing the
button Edit
.
2. In the left list, select the item Statistics.
Maximum occupancy
Here you can decide how many beds must be occupied for the unit to be listed as 100% occupied in the
statistics. The default setting is that all beds must be occupied. If you want your unit to be listed as 100% occupied
even when there's only one bed occupied (e.g. you offer double bedrooms as singles, too), select the number in the drop
down menu.
If you have selected a lower bed number, the overcrowding of the room can be taken into account for the statistics. For
example, if there are two people sleeping in that double bedroom, the occupancy would be listed as 200%. To activate
this, please check the box.
Default occupancy
When drawing in a new booking into the reservation schedule, this number will be used for the number of arriving guests.
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City/Accommodation tax for a rentable unit
If have generally have a lot of guests that require you to pay a city or accommodation tax, you can link the tax to a
rentable unit and all new bookings in that unit will have the tax added automatically.
Got to Administration > Objects and Rentable Units > Rentable Units and open the unit by double-clicking on it.
Then go to City Tax:
Here you can select one of the taxes you have previously created.
You can check the box to instantly apply these setting to all units of that object or all units of that type in that object.
To save your settings, click Save.
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Create and manage price lists
To create and manage price lists, go to Administration > Prices in the menu bar or press the buttons Prices above the
reservation schedule.
This will open the window for prices.
Note:
Changes in the price lists are not automatically transferred to existing bookings. You can appy the changes to an
existing booking by using the cogwheel symbol in the booking window and choosing "Substitute price with new price
data from Price Administration".
Here you can do the following:
Manage base prices
Define category prices
Define unit prices (list)
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Manage base prices
When you create a rentable unit, the price you have entered will automatically be used as the base price and will be sent
to the Price Lists as Base Prices. These prices will be used when there are no other prices for this unit in the other lists
(category prices and unit prices).
You can view the Prices for one or all objects and unit types.
In this list, you can also edit the base price and price unit for single units. These changes will be applied to the unit's
profile in the Object Management as well.
To edit the price unit for the selected rentable unit, click on the arrow to the right in the price unit field and select the
price unit.
To edit the base price, select the unit, click into the price field and enter the new price.
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Define category prices
If you want to define prices for unit types during a certain time frame, for a ceratin number of guests or for a certain
length of stay (and the price is different from the base price), you can do so in the Price Lists under Category Prices.
Whenever a new booking is created and Lodgit Desk finds a price for the selected unit in this list, it will use this price
instead of the base price.
You can view the Prices for one or all objects and unit types.
To add a new entry, press
.
The fields with the small triangles are drop down fields.
Select the object, unit type and price unit. Then specify the time frame, price and the minimum number of guests required
for the use of this category price.
For example, you add a category price for double bedrooms and enter "2" into the field min. Guests. Now, for every
booking in a double bedroom in this object with more than one guest, this category price will be used.
Another example: You want to decrease the price of a room category if the guest stays longer than three nights. In this
case you enter the timeframe (Date from / to) for which this price should be valid (e.g. the entire current year or until any
desired point in the distant future), the value "3" in the "min. Nights" field and the desired rate. Now, for every booking in
the respective categorie which is longer than three nights, this category price will be used.
All fields can be edited, which means you can constantly edit the information.
To delete an entry, click on its
button.
To make things easier for you, you have the option to Duplicate the entries. You can decide whether you want to
duplicate the entry entirely, or if you want to duplicate the entry, but change the dates to the next year. This can help you
create seasonal prices each year without having to add the category prices again from scratch.
Using the Assistant to create Category Prices
To make it easier to create category prices we have added an Assistant. This will allow you to quickly enter the following
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prices:
rates depending on the weekday
rates depending on the number of guests
seasonal rates
any combination of those mentioned above
Click on the Actions menu in the lower left corner and select Assistant... to open the assistant.
Before you begin to add your prices, please take a look at the following 'filters' and pre-settings:
1. The time frame during which the prices are valid (usually up to 1 year, e.g. June 6 2015 to July 31 2015 for low
season rates)
2. The Objects or Categories that the prices are valid for
3. The price unit for the prices you want to add (e.g. per night/person). You can only pick one price unit during each
session; for a different price unit open the Assistant again.
4. Whether the prices should depend on weekdays (e.g. because you have different rates on the weekend than withing
the week)
5. Which weekdays you want to add prices for (e.g. if you only want to add prices for the weekEND right now, uncheck
the boxes for Monday through Friday)
6. The number of guests you now want to add prices for; those numbers are minimum numbers, so if you want to only
add a seasonal price uncheck all numbers except 1 and the price there will count for all bookings with at least one guest
Now you can enter the prices for the time frame you selected, for example:
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With these settings you'll add the following prices: During the time of June 1 2015 until July 31 2015 the rates for the
selected category for 1 person from Monday through Thursday is $42 per night. From Friday through Sunday the
rate is $45 per night. For 2 or more guests the rate from Monday through Thursday is $80 per night and from
Friday through Sunday it is $85 per night.
After you've entered all the rates, click Add Prices and the Price Management will be filled with the according entries.
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Define unit prices in the price lists
If you want to define prices for units during a certain time frame (and the price is different from the base price or the
category price), you can do so in the Price Lists under Unit Prices.
Whenever a new booking is created and Lodgit Desk finds a price for the selected unit in this list, it will use this price
instead of the base price or the category price.
You can view the Prices for one or all objects and unit types.
To add a new entry, press
.
The fields with the small triangles are drop down fields.
Select the object, unit type and price unit. Then specify the time frame, price and the minimum number of guests required
for the use of this category price.
For example, you add a unit price for a double bedroom and enter "2" into the field min. Guests. Now, for every booking
in this double bedroom with at least two guests, this unit price will be used. If you have only one guests in a booking, the
unit price does not apply, so the category price will be used (if you have added one for this unit type during the time
frame). If there is no category price that applies, the base price will be used.
All fields can be edited, which means you can constantly edit the information.
To delete an entry, click on its
button.
To make things easier for you, you have the option to Duplicate the entries. You can decide whether you want to
duplicate the entry entirely, or if you want to duplicate the entry, but change the dates to the next year. This can help you
create seasonal prices each year without having to add the unit prices again from scratch.
Using the Assistant to create Unit Prices
To make it easier to create unit prices we have added an Assistant. This will allow you to quickly enter the following
prices:
rates depending on the weekday
rates depending on the number of guests
seasonal rates
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any combination of those mentioned above
Click on the Actions menu in the lower left corner and select Assistant... to open the assistant.
Before you begin to add your prices, please take a look at the following 'filters' and pre-settings:
1. The time frame during which the prices are valid (usually up to 1 year, e.g. June 6 2015 to July 31 2015 for low
season rates)
2. The Units that the prices are valid for
3. The price unit for the prices you want to add (e.g. per night/person). You can only pick one price unit during each
session; for a different price unit open the Assistant again.
4. Whether the prices should depend on weekdays (e.g. because you have different rates on the weekend than withing
the week)
5. Which weekdays you want to add prices for (e.g. if you only want to add prices for the weekEND right now, uncheck
the boxes for Monday through Friday)
6. The number of guests you now want to add prices for; those numbers are minimum numbers, so if you want to only
add a seasonal price uncheck all numbers except 1 and the price there will count for all bookings with at least one guest
Now you can enter the prices for the time frame you selected, for example:
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With these settings you'll add the following prices: During the time of June 1 2015 until July 31 2015 the rates for the
selected unit for 1 person from Monday through Thursday is $42 per night. From Friday through Sunday the rate
is $45 per night. For 2 or more guests the rate from Monday through Thursday is $80 per night and from Friday
through Sunday it is $85 per night.
After you've entered all the rates, click Add Prices and the Price Management will be filled with the according entries.
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Guest Management
To open the Guest Management, go to Administration > Guests in the menu bar or click on the button Guests just
above the reservation schedule.
The Guest Management window will open. This window is divided into 3 areas.
Note:
When you open the Guest Management, you will be notified that the international zip code database is now available
for download. Press "Yes" to open the window for downloading the database. If you don't want to download the
database at the moment, press "No". You can download the database at any time by going to "Administration >
Additional Modules > Install Zip Code Database...".
Groups & Guest List
When selecting a certain group, the members of this group will be shown in the guest list on the right. The group All
contains all guests in the Guest Management. Below this group you will find several automatic groups that were created
by Lodgit Desk and are filled automatically (e.g. "Companies" contains all members that are a company). You can also
add your own groups that you can use when sending serial letters, for example.
You can now choose from the following actions:
Add & duplicate guest
Block guest
Use automatic groups and own groups
Search for a guest
Send emails to one or more guests
Send letters to one of more guests
Import guest data
Export guest data
Guest details
The area guest details is once again divided into the areas profile, notes and history. This area contains all of the guest's
information that you have selected in the guest list.
The profile will offer you the following actions:
Edit guest profile
Add guest discount: You can add a personal discount for each guest which will then be added to the guest's
bookings.
Add and edit communicative and other data
Under Notes you can do the following:
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Add/edit notes to a guest: You can add, edit and delete notes for each guest e.g. allergies or special
preferences.
Under History you can do the following:
View/print offers for the guest
View/print confirmations for the guest
View/print invoices for the guest
View/print corrective invoices for the guest
View dunning notices for the guest
View, edit and create correspondence with the guest
View companions of the guest
View all bookings of the guest
Tip:
If you click on an area header within the guest profile (Profile, Communication or More Information) you can hide that
section. That way, you don't have to scroll all the way down!
next: Edit the main contact of a booking
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Add Guest
1. Open the Guest Management.
2. Press the button
underneath the guest list. This will open a new, empty guest profile.
3. Enter the data of the guest.
Whenever you add a new guest and enter information in their profile they will be automatically saved and the guest will be
listed in the guest list.
When you add a new guest to the guest list, the current date will be listed as the First Contact date.
The profile also lists the No. of bookings (how many times this guest was the main contact of a booking). When they
check out, this number will automatically increase.
Duplicate guest
If you want to add a guest with almost identical data to another, you can simply Duplicate the other guest. Select the
guest you want to duplicate and then call up the context menu (right-click) or the Actions menu
menu item "Duplicate Guests".
and select the
After you have added the guest you can edit it by clicking on it and then making the changes you want to.
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Delete guest
1. Open the Guest Management.
2. Select the guest you want to delete in the guest list and then press the button
.
When deleting a guest you will be asked to confirm the process.
If you want to delete the guest, press OK.
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Block guest
You have the option of blocking a guest. This means that the guest cannot be added to any bookings as long as they are
blocked.
1. Open the Guest Management.
2. Select the guest you want to block in the guest list.
3. In the context menu (right-click) or the Actions menu select the item Block This Guest.
When the reason for blocking the guest has been resolved, you can use the context menu or the Actions menu to
Unblock the Guest. This will allow the guest to be added to bookings again.
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Automatic and custom groups
The Guest Management of Lodgit Desk automatically provides automatic groups that are meant to help you with your
guest management. You can also add your own groups, in order to add guests to a certain category or group (e.g. for
bulk letters).
Automatic groups
1. Open the Guest Management.
2. Simply click on a group in the left list and the guests in this group will be shown in the list next to it.
These are the automatic groups:
All
Blocked
Companies
Companions
E-Mail
Main Contacts
Private
Regulars
All guests
Guests that
Guests that
Guests that
Guests that
Guests that
Guests that
are blocked
are companies
have only been listed as companions so far
have listed one or more email addresses
have been listed as a main contact for a booking
are not companies
Guests that are regulars
according to your preferences
Custom groups
To add your own guest groups do the following:
1. Open the Guest Management.
2. Press the plus button below the group list. This will create a new group called "New Group"
3. Double-click on the name and enter the name you like.
Note:
Your own groups will always be sorted alphabetically below the automatic groups.
Add guests to a group
When you create a new group it doesn't have any guests, yet, of course. This is how you add guests to a group:
1. Click on the group All which will show you all your guests.
2. Select the guest(s) that you want to add to a group.
Tip:
Hold down the CMD- or CTRL-key to select more than one guest at a time.
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3. Drag the selected guests to your new group.
Alternative:
You can also use the context menu (right-click) or the Actions menu
to select the item "Add To Group > ..."!
If you now select your group you will see that the guests you have dragged into this group are now a part of it.
Remove a guest from a group
To remove a guest from a group select them in the guestlist of the group and then chose the context menu item or
Actions menu item "Remove From Group".
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next: Guest Management
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Search for a guest
You have a search option in the Guest Manegement. This lets you look for a certain guest or certain data in your guest
files.
1. Open the Guest Management.
2. Enter the word or characters that you want to look for in the search field at the top left and hit Enter (or click on the
search button).
You can separate several search words by using a space. These words will then automatically be searched with an ANDconjunction.
The search will look through all the data in the Guest Management. It does not matter whether a guest is blocked or
active.
Note:
The notes area of a guest will be searched as well!
You don't have to enter complete words into the search, but the search does get more specific results the longer the word
is. If you enter the letters th, then all guest data that contain the letters th, TH, Th will be shown.
If you make the word longer, such as Smith, the search result will be more specific.
You can also use the universal placeholder *.
Example: A search for 'gon*alez', the search will find 'gonzalez' as well as 'gonsalez'.
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Send emails
Send email to one guest
1. Open the Guest Management and select the guest that you want to send an email to.
2. Select the item Send email from the Actions or the context menu. This will open an email window with the email
address of the guest.
3. Write and send the email.
Send email to several guests
1. Open the Guest Management and select the guests that you want to send an email to.
2. Select the item Send email from the Actions or the context menu. This will open an email window with the email
address of the guests.
3. Write and send the email.
Note:
To quickly view which guests have an email address listed in their profile, select the automatic group "Email" which will
only show those guests with an email.
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Write (bulk) letters and emails
1. Open the Guest Management by going to Administration > Guests and select the guests you want to send the letter
or email to in the guest list.
select the item Create Letter. You can also select this item in the context menu (right2. From the Actions menu
click). A window with all the recipients will open.
3. Select and object for the sender address.
4. Add a subject line and the content. You can edit your content with the formatting options. When you're done, you
can print the letter(s), send it via email, save it as a PDF file on your computer or just save it in Lodgit Desk for later
use.
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Import guest data
Import guest data from CSV file
To import guest data from a CSV file, go to Guest Management and use the Aktions menu to select the item Import >
CSV file. Then, select the file that you want to import and open it (or drag the file directly into your Guest Management.
This will open the window Import.
Make sure that the data in the CSV file is correctly displayed in the preview area. If not, try selecting a different text
encoding, separator or text separator. In the first line, you have to select the attribute for each column.
Important:
The first line of your file, displayed in bold type, will not be imported by default! That's because most often, the first
line contains column headings.
When you're done, press OK. This will import the guests into your Guest Management.
Note:
If Lodgit Desk finds duplicate guest data, this warning will appear:
If you want to add a second guest file to your database, press Save, otherwise press Cancel.
If you want to choose this action (creating a new guest file or ignoring the duplicate data) for every duplicate guest, check
the box that says "Repeat this action the next time this happens".
Import guest data from vCard
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To import guest data from a vCard, open the Guest Management and select the menu item Import Guests > vCard
from the Actions menu. Then you should select the vCard file that you want to import from and open it. You can also
just drag and drop the file directly into the Guest Management.
A window will open.
Make sure that the data of the vCard is shown correctly. You might have to adjust the text encoding. When you are done,
press OK.
This will import the data of the guests into Guest Management.
It's possible to import several vCards from one file.
vCard:
A vCard (*.vcf) is an "electronic business card". You can use this to export contact information from e.g. an email
program and import them into another program.
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Export guest data
Export guest data for a bulk letter
1. Open the Guest Management and select the data you want to export.
2. In the Actions menu (or context menu) select Export Guests > CSV file.
3. In the new window Save add a name and select a location for the file.
CSV file:
A CSV file (*.csv) is a text file created to save and exchange simply structured data. The values are separated by a semicolon or a comma.
This will allow you to simply copy your data out of Lodgit Desk and import them into a different program (such as Email or
Excel).
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Edit guest profile
1. Open the guest profile of the guest you want to edit in the Guest Management.
2. Edit the data
3. All changes will be saved automatically.
Important:
If this contact is a company, make sure to check the box that says so.
Individual form of address
Here, you can add a text that will be used as a salutation for all correspondence with the guest - offers, confirmations,
invoices, letters. If you leave this field empty, the default salutation "Dear Mr ..." and "Dear Ms ..." will be used.
Indivdual address format
If you click on the
button next to the street field, a new window will open that will let you define an individual address
format. This will overwrite the preferences for country address formats.
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Example:
In this example, the placeholder [COUNTRY] was removed and instead "USA" was put in.
No. of bookings
This field shows how many bookings the guest has already been attached to as a guest or main contact. Whenever the
guest checks out this number will increase automatically.
Important:
If this field was edited manually by you (e.g. if you want to make a guest a regular from the beginning) it will still
increase automatically with each booking starting with the number you have entered.
next: Add guest discount
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Define guest discount
You can add a personal guest discount to a guest that will then be given for every booking of the guest.
1. Open the Guest Management.
2. Select the guest that you want to add a discount to in the guest list and then go to Profile.
3. Enter the percentage in the field "Discount".
next: Add and edit communicative and other data
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Add and edit communicative and other data
You can add different ways to communicate for every guest in the Guest Management.
1. Open the Guest Management.
2. Select the guest you want to add information to from the guest list and then go to Profile.
3. Go to the are Communication and add the data.
4. If you add more than one phone number or email address, you can define one of them to be the default phone
number or email address by checking the box next to it.
Note:
The default email address will be used automatically for bulk emails.
Add more data
You can also add more information for guests in the Guest Management.
1. Open the Guest Management.
2. Select the guest that you want to add data to in the guest list and then go to Profile.
3. Go to the area More Information and add the data.
4. If the default labels are not sufficient for you, you can add your own labels by selecting the item "Custom" from the
drop down menu:
Ex.: Select "Custom" to create a new label.
Note: The labels created by Lodgit Desk can only be used once per every guest whereas your own labels can be
used multiple times!
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Add and edit notes to a guest
You can add new notes to every guest about their preferences, concerns etc. You can also edit existing notes.
1. Open the Guest Management.
2. Select the guest whose notes you want to edit.
3. In the right area, go to Notes and add or edit notes.
Note:
will appear next to their name in the booking window entry Guests. If you
Whenever a note is added to a guest, the
hover your cursor over the symbol, the note will be shown in a QuickInfo.
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Guest history
To manage the history of a guest, go to Administration > Guests or click on the Guests button above the reservation
schedule.
This will open the window Guest Management.
Now go to History.
The history area in the Guest Management allows you to do the following:
Manage offers
Manage confirmations
Manage invoices
Manage correspondences
View cash
receipts
View companions
View all bookings of this guest
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View/print offers for a guest
In the History under Show > Offers you can view all the offers that have ever been created for this guest using Lodgit
Desk.
1. Open the Guest Management.
2. Select the guest in the guest list.
3. Go to History and then select Offers in the "Show" drop down menu.
These offers can have the following status:
Symbol
Status
Description
confirmed
Whenever a booking receives the staus Confirmed or Booked, the status of the offer will be
set to confirmed.
open
As long as a booking with an offer does not have the status Confirmed or Booked, the status
of the offer is open.
invalid
After deleting a booking with an offer, the status of the offer is automatically set to invalid. This
also happens when the booking time frame is changed.
You can filter the search by selecting a time frame for which the offers will be listed.
You can also filter the search by only showing offers with a certain status. Simply select the status you want to be shown
in the drop down menu on the right.
Note:
You can sort the list of the guest history by its columns by clicking on the column header. Clicking once will sort the list
by this column in descending order, clicking again will sort it in ascending order.
You can use the context menu of a list item (right-click), double-click on it or use the Actions menu
open the booking corresponding to the offer. You can also print the offer again.
to quickly
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View/print confirmations for a guest
1. Open the Guest Management.
2. Select the guest in the guest list.
3. Go to History and then select Confirmations in the drop down menu "Show".
Here you will find all confirmations that have ever been printed for this guest using Lodgit Desk. You can filter the
search by selecting a time frame for which the confirmations will be listed.
You can also filter the search by only showing confirmations with a certain status. Simply select the status you want to
be shown in the drop down menu on the right.
Note:
You can sort the list of the guest history by its columns by clicking on the column header. Clicking once will sort the list
by this column in descending order, clicking again will sort it in ascending order.
You can use the context menu of a list item (right-click), double-click on it or use the Actions menu
open the booking corresponding to the confirmation. You can also print the confirmation again.
to quickly
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View/print invoices for a guest
1. Open the Guest Management.
2. Select the guest in the guest list.
3. Go to History and then select Invoices in the "Show" drop down menu.
Here you will find all invoices that have ever been created for this guest using Lodgit Desk.
Symbol
Status
Description
paid
Whenever an invoice is paid you can change its status to paid using the context menu.
open
All invoices that have not been paid have the status open.
cancelled
You can also cancel an invoice using the context menu.
Using the context menu you can print out the invoice again.
You can filter the search by selecting a time frame for which the invoices will be listed.
You can also filter the search by only showing invoices with a certain status. Simply select the status you want to be
shown in the drop down menu on the right.
Note:
You can sort the list of the guest history by its columns by clicking on the column header. Clicking once will sort the list
by this column in descending order, clicking again will sort it in ascending order.
next: Create invoice
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View/print corrective invoices for a guest
1. Open the Guest Management.
2. Select the guest in the guest list.
3. Go to History and then select Corrective Invoices in the drop down menu "Show".
Here you will find all corrective invoices that have been created for the guest. You can see when the corrective invoice
was created, how much and whether the money was refunded.
Symbol
Status
Description
paid
The corrective invoice has been paid.
open
The corrective invoice has not been paid, yet.
unpaid invoice
The invoice for this cancellation credit had the status "open", thus no
money has to be refunded.
You can change the status of paid and unpaid corrective invoice with the right-click-menu.
You can filter the search by selecting a time frame for which the invoices will be listed. You can also filter the search by
only showing invoices with a certain status. Simply select the status you want to be shown in the drop down menu on
the right.
Note:
You can sort the list of the guest history by its columns by clicking on the column header. Clicking once will sort the list
by this column in descending order, clicking again will sort it in ascending order.
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View dunning notices for a guest
1. Open the Guest Management.
2. Select the guest in the guest list.
3. Go to History and then select Dunning Notices in the "Show" drop down menu.
Here you will find all dunning notices that have ever been created for this guest using Lodgit Desk.
You can see which invoices are late in payment, when the notice was issued, the total amount of the invoice as well as
dunning fees imposed and whether the invoice has been paid or not sind then.
Symbol
Status
Description
paid/cancelled
The corresponding invoice was paid or cancelled.
open
The corresponding invoice has not been paid.
downgraded
The dunning level was downgraded.
Here you can also see whether dunning fees were paid by the guest when paying the invoice or not.
You can filter the search by selecting a time frame for which the dunning notices will be listed.
You can also filter the search by only showing notices with a certain status. Simply select the status you want to be
shown in the drop down menu on the right.
Note:
You can sort the list of the guest history by its columns by clicking on the column header. Clicking once will sort the list
by this column in descending order, clicking again will sort it in ascending order.
next: Create invoice
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View/print correspondence for a guest
1. Open the Guest Management.
2. Select the guest in the guest list.
3. Go to History and then select Correspondence in the drop down menu "Show".
Here you will find all letters and emails that have ever been sent to the guest using Lodgit Desk.
You can filter the search by selecting a time frame for which the correspondence will be listed.
Note:
You can sort the list of the guest history by its columns by clicking on the column header. Clicking once will sort the list
by this column in descending order, clicking again will sort it in ascending order.
You can use the context menu of a list item (right-click), double-click on it or use the Actions menu
correspondence, print it again or create a new letter.
to edit the
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View companions of a guest
You can view all companions (i.e. guests that have travelled and checked in with the guest) in the guest history.
1. Open the Guest Management.
2. Select the guest in the guest list.
3. Go to History and then select Companions in the "Show" drop down menu.
The guests that are listed in bookings along with the guest will be listed here automatically whenever they are added to
the booking window.
Double-click on a guest or use the context menu to go to their profile.
Note:
You can sort this list by its columns by clicking on the column header. Clicking once will sort the list by this column in
descending order, clicking again will sort it in ascending order.
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View all bookings of a guest
1. Open the Guest Management.
2. Select the guest in the guest list.
3. In the guest profile area select History and show the Bookings.
Here you will find all bookings that the guest has been attached to as either a Main Contact or a Companion.
You can filter the list by selecting the timefreame for which the bookings will be listed.
Note:
You can sort the list of the guest history by its columns by clicking on the column header. Clicking once will sort the list
by this column in descending order, clicking again will sort it in ascending order.
Using the context menu, which you can call up by right-clicking on a list item, double-clicking or the Actions menu
you can directly open the booking that corresponds to the list item.
next: Create letters
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Create and edit bookings
Create booking
Open booking
Change booking status to Booked
Change booking status to Checked In
Change booking status to Checked Out
Change booking status to Disabled
Edit booking time frame
Move booking to another unit
Split a booking (move into another unit)
Add a main contact to a booking
Edit the price and/or price unit for a booking
Add an agent to a booking
Add child discounts to a booking
Add, edit and bill deposits for bookings
Add more guests to a booking
Print registration form
Add extras to a booking
Delete extras from a booking
Add notes to a booking
View and print correspondence
Add a city/accommodation tax to a booking
Create group reservation
Delete from group reservation
Edit the guest data of a booking
Delete booking
Overview over the (group) booking
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Create booking
You have two options to create a new booking in Lodgit Desk:
you can draw it into the reservation schedule,
you can open a new booking window, or
you can use the Booking Assistant to quickly generate a (group) booking.
Draw booking into reservation schedule
Click the button Draw
pencil symbol.
. If you now hover your cursor over the reservation schedule, you will find that it is now a
Click and hold the left mouse button in the unit you want and the arrival date, then drag to the right until you have
reached the departure date for the booking. This will "draw" a booking with the status Tentative into the reservation
schedule at the time you have specified.
After you have penciled in a new booking, the mouse mode automatically goes back to Select, so that you can open the
booking window.
The automatic switch back to the Select mode after a new booking has been penciled in can be deactivated
temporarily by holding down the SHIFT key while drawing the booking. This is especially helpful when
drawing bookings for a group reservation.
This will keep the Draw mode active until you release the SHIFT key, or click the button Select at the top of the
reservation schedule, or double-click on one of the recently drawn bookings.
Note:
Selected bookings can be duplicated in the reservation schedule. This is helpful when you have a guest that often
comes back and books the same things, because duplicating a booking will also duplicate all the booked extras as well.
Create bookings in the booking window
Go to Bookings > New... This will open the booking window to create a new booking.
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Enter the arrival and departure date in the booking window and select a unit. Please don't forget to add a main contact.
Note:
When creating a new booking using the New... feature, the program will show your vacant and occupied units during
the time frame you have specified. Important: The number of guests you have specified is also a factor in determining
whether a unit is vacant, i.e. available for this booking.
When you close the booking window, the new booking will be added automatically to the booking window.
Using the Booking Assistant
In order to quickly generate a (group) booking, go to the menu bar item Bookings and select New (with Booking
Assistant)….
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In the window that opens now, select the time frame for the booking.
Note:
It's not possible to create a group booking with bookings in different time frames using the Booking Assistant. To do
that, create the bookings separately from one another and then put them into a group.
Also select the booking statuses that will list a unit as "Occupied" for the time frame to avoid overbookings.
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In step 2, you will now see a list of all vacant units. You can filter this list by a certain object.
Easily select the rentable units through:
selecting the rentable units by checking the box,
selecting the number of rentable units in a category by clicking on the arrow in the first column,
selecting the number of guests by clicking on the arrow in the last column.
Below the list, you'll find how many units are vacant and how many guests you can theoretically accommodate at most.
On the right side, you'll see what you've selected.
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In step 3, you can select any extra services and/or packages you want to add to the bookings.
Note:
Extras and Packages you select here will be added to all the bookings in this group. If you want to add certain extras
and/or packages to single bookings, you can do that later in the respective booking window.
If you want to ignore automatically added packages, de-select the option to have them added.
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In the last step, you can select the main contact for the booking as well as the booking status. You'll also see an overview
over all services and the end total.
Then press the button Create Booking or Create Group Booking to generate the new booking in the reservation
schedule.
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Open booking
The action Open Booking will open the booking window.
1. Select the booking that you want to open.
2. Call up the context menu by right-clicking on it.
3. Select the action Open Booking. This will open the booking window.
Alternative:
Select the booking you want to open, then go ot Bookings > Open Booking, or use the short cut CTRL+O, or
double-click on the booking. This will open the booking window.
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Change booking status to Booked
Note:
Changing the status to Booked is only possible when you have added a main contact to the booking.
Change booking status to Booked in booking window
1. Double-click on the booking you want to edit in the reservation schedule. This will open the booking window.
2. Select the status Booked in the drop down menu on the right side.
3. Close the booking window, this will change the booking's color in the reservation schedule to the one that you have
specified in the Preferences for Booked bookings.
Change booking status to Booked in reservation schedule
1. Select the booking that you want to edit and then call up the context menu by right-clicking on it.
2. Within the context menu, select Change Status To > Booked.
Alternative:
Select the booking you want to edit in the reservation schedule and then go to Bookings > Change Status To >
Booked.
This will change the status of the booking and the booking's color to the one you have specified in the Preferences for
Booked bookings.
After you have changed the status to Booked, you can immediately create an invoice.
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Change booking status to Checked In
Changing the status to Checked In is only possible when a main contact has been added to the booking and the
original status of the booking is Tentative, Offer, Confirmed, Booked or Online Booking.
Change booking status to Checked In in booking window
1. Double-click on the booking in the reservation schedule. This will open the booking window.
2. On the right side, select the booking status Checked In from the drop down menu.
3. Close the booking window.
This will change the status of the booking automatically1 and the booking will change its color to the one that you have
specified in the Preferences to show Checked In bookings.
Change booking status to Checked In in reservation schedule
1. Select the booking you want to edit and then call up the context menu by right-clicking on the booking.
2. Within the context menu, go to Change Status To > Checked In.
Alternative:
Select the booking you want to edit and then go to Bookings > Change Status To > Checked In.
Note:
You can only set the status of a booking to Checked In using the context menu or menu bar if the arrival date and the
current date are the same. The current date is marked purple in the reservation schedule.
This will change the status of the booking automatically1 and the booking will change its color to the one that you have
specified in the Preferences to show Checked In bookings.
After you have changed the status to Checked In, you can immediately create invoices.
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Change the booking status to Checked Out
Changing the booking status to Checked Out is only possible when the original booking status is Checked In.
Change booking status to Checked Out in booking window
1. Double-click on the booking in the reservation schedule. This will open the booking window.
2. On the right side, select the booking status Checked Out from the drop down menu.
The data of a checked out booking can no longer be edited.
3. Close the window. This will change the color of the booking to the one that you have specified in the Preferences to
show Checked In bookings.
Change booking status to Checked Out in reservation schedule
1. Select the booking you want to edit in the reservation schedule and call up the context menu by right-clicking on it.
2. Within the context menu, go to Change Status To > Checked Out.
Alternative:
Select the booking you want to edit and then go to Bookings > Change Status To > Checked Out.
Note:
You can only set the status of a booking to Checked Out if the current date is within or after the booking time frame.
The current date is marked purple in the reservation schedule.
Once you have changed the status to Checked Out, you can still create invoices.
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Change booking status to Disabled
The booking status Disabled can be used to block a rentable unit for a certain amount of time (e.g. because it is being
renovated). This means that bookings can be created in this unit during the closed time.
Change booking status to Disabled in booking window
1. Draw a booking into the reservation schedule for the amount of time that you want to close the unit.
2. Double-click on the newly created booking to open the booking window.
3. Within the booking window, select the booking status Disabled from the drop down menu.
4. Close the booking window. This will cause the booking in the reservation schedule to change its color to the one you
have specified in the Preferences for Disabled bookings.
Change booking status to Disabled in reservation schedule
1. Draw a booking into the reservation schedule for the amount of time that you want to close the unit.
2. Right-click on the newly created booking to open the context menu.
3. Then, select Change Status To > Disabled.
Alternative:
Select the booking you want to edit in the reservation schedule and then go to Bookings > Change Status To >
Disabled.
This will change the status of the booking and the booking's color will change to the one you have specified in the
Preferences for Disabled bookings.
Note:
To open the unit again, delete the booking by using the context menu or the menu bar. Disabled bookings that lie in
the past cannot be deleted.
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Edit booking time frame
Change the time frame in the booking window
1. Open the booking window of the booking you want to edit.
2. Use the arrows next to the date you want to edit to change the arrival and departure date.
You can also change the dates by manually editing the Arrival and Departure dates.
You can also edit the number of Nights. By editing the number of nights, the departure date will be adjusted
automatically.
Note:
You can only edit the departure date for bookings with the status Checked In. Bookings with the status Checked Out
can not be edited.
3. Close the booking window or switch to a different list item.
Change the time frame in the reservation schedule
You can edit the time frame of a booking in the reservation schedule by dragging the booking to the left or the right, or
by extending or shortening the booking.
Use the Select mode. To do that, click the
button above the reservation schedule.
To move a booking to another time frame, select it and then drag it to the left or right while holding down the mouse
button.
Note:
Dragging a booking to a different time frame is only possible when the booking has the status Tentative, Offer,
Confirmed, Online Booking or Disabled.
Important:
If you go the booking window area Stay and check the box that says "Lock", the booking will be locked down with its
time frame and unit no longer being editable.
To shorten or extend the time frame of a booking, drag the end of the booking to the left or right while holding down the
mouse button.
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Move booking to another unit
1. Open the booking window of the booking that you want to edit.
2. Select a unit from the drop down menu Rentable Units.
Alternative:
You can drag and drop a booking within the reservation schedule to move it to another unit.
All bookings can be moved, except bookings with the status Checked In and Checked Out.
3. Use the Select mode. To do that, click the button Select above the reservation schedule.
4. Select the booking in the reservation schedule and drag it to the unit your want while holding the mouse button.
Important:
If you go the booking window area Stay and check the box that says "Lock", the booking will be locked down with its
time frame and unit no longer being editable.
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Split a booking (move into another unit)
Should it become necessary to split a booking for a move into another unit, you can easily accomplish that in the
reservation schedule.
The booking must be in the status Offer, Confirmed, Booked or Checked In and have a minimum duration of 2
nights for the Split option to become available.
To move a guest into another unit, click the button Split
pair of scissors.
in the reservation schedule. The cursor will now look like a
Then click on the date of the booking split.
This will open the window that lets you select a different unit.
Select the unit you want and then press OK.
The booking will now be handled as a group booking, with each booking in the respective unit.
After the move:
Using the context menu, you can open each split booking, open the main booking of the group, select all bookings of the
group or create an invoice.
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Add a main contact to a booking
1. Open the booking window od the booking that you want to edit.
2. In the upper right corner, click the plus button:
3. This will open the Guest Management. Now you can either select an exisiting guest from your files or create a
new guest (by clicking the plus button underneath the list with all guests). Once the guest is selected (or created and
their data filled in), you can add them to the booking by pressing the button "Add to booking …".
Alternative:
You can double-click on a guest profile to automatically add them to the booking. This will also automatically close
the guest management window.
Special case: Main contact is not a guest
If the main contact is not a guest (e.g. if they are a company or don't arrive personally and only function as the main
contact) you have to uncheck the box that says "Is A Guest".
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Note:
If the main contact is a guest, they will automatically be added to the Guests/Registration Form area.
4. Close the booking window. You will now see an updated version of the booking in the reservation schedule that shows
the name of the main contact as its title.
Note:
The number next to the booking title shows how many guests are specified for this booking (how many guests you
have entered under "No. of guests" in the booking window).
next:
› Create and edit bookings
› Add more guests to a booking
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Edit price and price unit for a booking
If you want to edit the price, price unit or tax rate of a certain booking, you can do so by opening the booking window
and following these steps:
Edit a price time frame
1. Open the booking window of the booking that you want to edit, then go to Services / Accommodation.
2. To change the price for the booking, click the field Price and enter the price you want.
3. To change the price unit for the booking, click the field Price Unit and select the price unit you want.
4. To change the tax rate of the booking, click the field Tax and select the tax rate you want.
Note:
If you change a price or price unit in the booking window, the change will only be valid for this one booking. It does
not effect the basic settings for the unit and therefor also does not affect other bookings within this unit.
These changes can only be made in booking with the status Offer or higher.
Please keep in mind that the price or price unit cannot be changed once an invoice has been made.
4. Close the booking window or switch to a different list point to save your changes.
Split a price time frame
1. Open the booking window of the booking that you want to edit.
2. Select the time frame you want to split, then go to Split selected price time frame… in the Actions menu. This will
open the following window:
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3. Enter the date for the split and press Save. Your booking will now have two price time frames that you are free to edit
(e.g. for giving a discount from the 3rd day of the stay).
Merge price time frames
1. Open the booking window of the booking that you want to edit.
2. Select the price time frames you want to merge and then select Merge selected price time frames… from the
Actions menu. This will open the following window.
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3. Enter the settings for the new merged time frame and then press Save.
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Add an agent to a booking
In the booking window you can add an agent that you have previously added in the Agent Management to a booking. To
do that, simply select the agent from the drop down menu "Agent".
Note:
The agent Lodgit Online Booking System is added automatically to bookings that you have received through
synchronizing with the online modules.
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Add child discount
The number of children can be linked to the different child discounts that you have specified in the Object Management.
1. Open the booking window of the booking that you want to edit.
2. Go to the list item Services > Accommodation.
A percentage child discount can only be used, when the price of the unit depends on the number of guests
staying in it (e.g. per night/person).
3. You can add the amount of children for each discount level by using the arrow next to it and selecting the number from
the drop down menu.
You can also use the Actions menu item "Apply child discounts" to automatically fill out the discounts: This will use the
birth dates of the guest you have listed within the booking to determine the number of children in each category.
Note:
The number of the children for each discount level combined cannot exceed the number of guests specified in the upper
left are of the booking window.
Alternative:
If you want to give a child discount on a unit even when the price does not depend on the number of guests staying in
it, you can add the child discount as an extra with a negative amount.
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Add, edit and bill desposits for bookings
You can add one or more deposits to every booking.
1. Open the booking window and switch to Services > Deposits.
2. Click the "Add deposit" button to select a deposits. In the preferences you can predefine due dates which you can select
from this dropdown menu.
Note:
Clicking the arrow at the right side of the field will let you enter a percentage and the program will then determine the
amount for the deposit.
3. You can also edit the description of a deposit.
If you
want to delete a deposit that you have entered, select it in the list and then press the delete button on the top right
corner of the list. Once you hit "Save" the entry will be deleted.
When you create and offer or a confirmation, you can put paragraphs, such as requests for payment or receipt
confirmations for deposits on them. The default texts for those can be added and edited under Administration > Texts.
Note:
All deposits will have to be accounted for on the final invoices. More information about how to add deposit payments
to final invoices can be found under point 7 of Creating Invoices.
Split invoices for deposits
1. Add at least one deposit to the booking and save the changes. Then you will find a new button "Deposit invoice..." at
the bottom of the booking window...
This will open the invoice window:
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2. Highlight the items you want to invoice in the list on the left. You can select a single item or - by using the SHIFT key several items. By clicking the button
be invoiced.
those selected items will be moved to the right side and become items to
3. Just like when you are creating an actual invoice you can now select the invoice recipient, payment method and due
date.
4. You can preview the split invoice by pressing the Preview button, print it with the Print button. If you want to cancel
the process, press Cancel.
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Add guests to a booking
You can add guests from the Guest Management to a booking. The number of guests you can add does not depend on the
number you have specified under "number of guests" in the Stay data (i.e. you can add more guests to a booking than
you have specified).
1. Open the booking window of the booking you want to edit.
2. Go to Guests / Group.
If the main contact is listed as being a guest (box "Is A Guest" is checked) they will automatically be added to the guest
list under Guests. If not, the list stays empty at first. If needed, you can add the guest's information later when they
check in.
Note:
When a guest note has been added to a guest the info symbol
Double-clicking the symbol will take you to the Guest Notes.
will appear next to the guest under Guests.
If the guest is a regular this symbol will appear next to their name:
3. To add more guests, press the button
add a new one (see Add Guest).
. This will open Guest Management where you can select an existing guest or
symbol) in the guest management window only shows
The automatic group of the main contact (marked by the
guests that have previously checked in with the main contact. To show all guests, go to the group below called All.
4. Select one or several guests that you want to add to the booking and then press the button "Add to booking '..'". The
guest management window will then stay open for other actions.
Alternative:
You can also double-click on a guest to add them to the booking. In that case, the guest management window will be
closed after the guest has been added.
If you want to edit or complete the guest data, double-click on the name and the guest management window will open
showing the guest profile. Enter the data and close the window.
If you want to delete a guest from a booking, select their name in the Guest list and then press the button
.
Comment:
If you add a guest to a booking using the Guest list, this guest will automatically be listed as a companion to the main
contact in the Guest Management.
Note:
You can sort the list by its columns by clicking on the column headers. Clicking once will sort the list by this column
descendingly, clicking again will sort it ascendingly.
next: Print registration form
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Print registration form
Lodgit Desk offers the option of creating and printing a common registration form as well as connecting to an
electronic registration system of the municipality you belong to.
Please note: The electronic registration form is currently only available for German speaking systems.
1. Open the booking that you want to print a registration form for.
2. Go to the list item Guest/Group and select "Registration Form".
3. You can choose between the "Common Registration Form" and "Electronic Registration Form". Currently, the 'Electronic
Registration Systems' we're connected to, only cater to German-speaking countries, so you'll most like be selecting the
Common Registration Form. Then click the button "Create..." and a new window will open.
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4. Select a registration template (default: general registration form) and the object that you have to create the
registration form for. Now you can decide, whether you want to create the form for a Single/Family or a Travel
Group or whether you want to print out an empty registration form for your guests to fill out by themselves. You can
also add notes to the registration form (e.g. a non-smoking policy the guest automatically agrees to when signing the
form) and edit the arrival and departure dates.
5. You can then "Preview" or "Print" the form by pressing the respective buttons or cancel the process by pressing "Close".
Example: Print preview for the registration form
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Add extras and packages to a booking
You can add extras and packages to every booking.
Add extras
1. Open the booking window of the booking that you want to edit.
2. Switch to the item Services > Extras/Packages.
3. Open the list "Add extra item" and select your extra item in the drop down menu.
4. If you want, you can edit the extra items data, then hit Save.
Note:
When adding a night or day dependant extra item, Lodgit Desk will automatically suggest the time frame of the booking
as the time frame for the extra. You can then edit the dates manually.
Tip:
When creating an invoice for a booking that has inclusive extras you can decide whether you want to print the extras
on the invoice or not.
Note:
You can create new extras by clicking the
button. This will open the window for extras.
Add packages
1. Open the booking window of the booking that you want to edit.
2. Switch to the item Services > Extras/Packages.
3. Open the list "Add package".
4. Select one of the packages that you have previously added in the Package Management. This will be added to the
booking.
When you have already added several extras you can quickly create a new package template out of them by pressing
the action "Save extras in a new package template...". This will open the Package Management with the newly added
package "New Package" which you can then simply rename.
You can also edit a package specifically for the booking by double-clicking on it:
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Here you can edit the price display (standard, inclusive or flat fee), the recipient as well as the title and whether or not it
will be printed.
Note:
You can sort the list by its columns by clicking on the column headers. Clicking the header once will sort the list by this
column in descending order. Clicking again will sort it in ascending order.
Combine Extras and Packages into a new package
Extras and packages in a booking can be combined into a new package. This way, you can easily create an individual flat
fee package, for example.
Select the extras and packages you want to bundle. Through the Actions menu you can then bundle all selected items into
a new package. Existing packages that are bundled will become sub-packages. Alternatively, you can also bundle all
extras and packages in a booking together, regardless of whether they were selected or not.
Important:
If an extra item had the status "inclusive" before being bundled, that status will revert to "normal" when the extra is in
the package.
Dissolve packages
Packages in a booking can be dissolved and, with the bundle function, re-combined.
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Select the package or packages you want to dissolve. Through the Actions menu you can then dissolve all selected
packages. Alternatively, you can also dissolve all packages, regardless of whether they were selected or not. The extra
items of those packages will then be listed individually in the booking.
Important:
Extra items of "inclusive" packages that are dissolved will all receive the status "inclusive".
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Deleting extras from a booking
1. Open the booking window of the booking that you want to edit.
2. Go to the item Services > Extras/Packages.
3. Select the extra or package that you want to delete in the list and then press the button Delete.
If you have already billed the extras and packages you cannot delete them anymore. You will first have to cancel the
existing invoice.
4. Close the booking window or switch to a different list item.
Note:
You can sort the list of extras by its columns by clicking on the column header. Clicking once will sort the list by this
column descendingly, clicking again will sort it ascendingly.
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Add notes to a booking
You have the option to add notes to every booking.
Open the booking window of the booking that you want to add notes to. In the lower left corner you can see the note
field.
You can save this note in a template, or add an exisiting note template to the booking.
Note:
The booking list shows the
symbol next to bookings that have notes attached to them.
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View and print correspondence
1. Open the booking window of the booking you want to edit.
2. Switch to the list point Correspondence. The Correspondence will show you all created offers, confirmations and
invoices for this booking.
You can print the offers, confirmations and invoices again from this window.
To print a document, double-click on its name in the list and then press Print in the print preview window.
You can also cancel outstanding invoices in this window by using the context menu (right-click) action "Cancel Invoice"
(for more info, see invoices).
3. Close the booking window or switch to a different list point.
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Add, edit and delete a city tax
In the booking window, go to Services and then City/Accommodation Tax.
Use the Select city/accommodation tax ... button to add or overwrite the currently added tax with one you have
previously created. You can also delete a tax you have added here.
Use the edit Actions button to call up the preferences window for the city/accommodation tax and edit the ones you have
previously added.
Please note:
If you edit a city tax that has already been added to one or more bookings, it will not automatically change within
those bookings (except for where they are placed on the correspondence). If you've changed something (e.g. the
amount of the tax) you will have to manually overwrite it in the bookings by re-selecting it from the menu.
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Create group reservation
Create group from single bookings
1. Select two or more bookings in the reservation schedule.
To select several bookings that are next to each other, drag your cursor over the bookings while holding down the
mouse button.
If the bookings are not next to each other, select the first booking and then hold the SHIFT key while selecting the
other bookings.
2. Right-click on one of the selected bookings and then select under Create Group Reservation With Main Contact the
booking that you want to designate as the main booking for the reservation.
Important: This function is only available when the bookings can be displayed in the reservation schedule together!
You can change how many days are displayed in the reservation schedule to show more bookings.
Alternative:
Select two or more bookings and then go to Bookings > Create Group Reservation With Main Contact and select
the booking that you want to designate as the main booking of the group reservation.
This will put the selected bookings in a group and one main contact will be specified. The main contact for the group
reservation depends on which booking is the main booking of the group reservation.
Create with Booking Assistant
You can quickly generate a large group booking in which all bookings are in the same time frame by using the booking
assistant.
The Group Booking
The main booking of a group reservation will be displayed with a small dot in the upper left corner.
After the bookings have been put into a group, each booking will have the box next to Group Reservation checked.
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Under the Guests/Group item will list all other units for this group.
To open the booking window of a different booking belonging to the group, select it in the list and then press the
magnifying glass button, or double-click on it.
Depending on the status that the bookings of the group have, you can create an offer, a confirmation or an invoice for the
group reservation. You have the option of splitting the invoice.
You can easily select all bookings of a group by selecting one booking and then using the context menu or the menu bar
to go to Bookings > Select All Bookings In Group. This will then select all the bookings of the group reservation.
You also have the option to quickly open the booking window of the main booking by using the context menu or going to
Bookings > Open Main Booking Of Group.
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Remove from group reservation
The feature Remove from group reservation will be explained with an example below.
Starting point:
Mary Bell wants to book three rentable units for herself and two other guests (Francis Philipps and Ivy Roberts).
Three bookings are created in three different units: one for Francis Philipps, one for Mary Bell and one for Ivy Roberts.
You can then put these bookings together in a group. Since the main contact for all three bookings is Mary Bell, a small
dot in the upper left corner of that booking indicates that this is the main booking of the group.
The rentable units and guests belonging to the group will be displayed in the "Guests / Group" section of the booking
window. After we have created the group, we'll take a look at each booking window. In each booking window, you'll find
the rentable units of the group in the list item Group.
Main booking of the group:
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Situation 1:
The booking for Ivy Roberts is to be deleted from the group because she wants to pay the invoice for her stay herself.
There are 4 ways to remove this booking from the group which we will now describe in 3 examples.
Ex. 1:
Removing one of the bookings from the group via the booking windows of one of the other
bookings
Head to "Guests / Groups" in one of the other booking windows, select the booking and click the minus button.
After saving the booking will be removed from the group and the group will then only consist of two bookings. The
booking that has been removed from the group will not be deleted. It will continue to exist as an ordinary, separate
booking.
Ex. 2:
Remove the booking Roberts via its own booking window:
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Double-click on the booking you want to remove from the group in the reservation schedule. In the booking window,
uncheck the box that says "Group Reservation" next to the main contact.
After saving the booking will be removed from the group and the group will from then only consist of two bookings.
Ex. 3:
Remove the booking Roberts from the group in the reservation schedule:
Select the booking Roberts and call up the context menu (right-click) and select the item Remove from group
reservation.
Alternative:
Select the booking Roberts and then go to the menu bar Bookings > Remove from group reservation.
This will remove the booking Roberts from the group. The group then consists of the bookings Philipps and Bell.
Result for all 3 examples:
Note:
If there are only two bookings in a group and one is removed, the group booking will be dissolved entirely. It doesn't
matter which booking you remove from the group. Both bookings will then be linked to different main contacts.
Situation 2:
The group reservation Bell is to be dissolved entirely, i.e. all bookings are meant to be removed from the group
reservation. You can go about this in two ways.
Possibility 1:
Double-click on the booking Bell (which is the main booking of the group) in the reservation schedule. This will open the
booking window where you should uncheck the box that says Group Reservation in the area of the main contact.
You will have to confirm the process.
If you do want to confirm the process, press Continue.
After you have unchecked the box Group Reservation, the list item Group that lists the other units will be deleted. The
first guest that is listed in the booking (Mary Bell, in this case) will be made the main contact for the booking.
Possibility 2:
Select the booking Bell (which is the main booking of the group) and select the item Remove from group reservation
from the context menu (right-click).
Alternative:
Select the booking Bell (which is the main booking of the group) and then go to Bookings > Remove from group
reservation.
You will be prompted to confirm the process, like mentioned above.
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Removing the main booking from the booking windows of the other bookings is not possible.
Result:
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Edit the main contact of a booking
To edit the guest data of a booking, select the booking that you want to edit and then go to Bookings > Open Main
Contact.
Alternative:
Select the booking that you want to edit and then call up the context menu by right-clicking on the booking and select
Open Main Contact.
Alternative:
Open the booking window of the booking you want to edit and then click the search button next to the main contact.
This will open the Guest Management window with the guest profile.
More information about Guest Management...
Note:
Changes in the guest management will be saved automatically.
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Delete booking
To delete a booking, select it in the reservation schedule and call up the context menu (right-click). The select Delete
Booking.
Alternative:
Select the booking you want to delete and then go to Bookings > Delete Booking or press the Del. key.
Please note: A booking CANNOT be deleted if
the booking is in the status Checked In or Checked Out,
the booking is in the status Disabled and lies before the current date,
the booking is locked,
the booking contains a deposit that's not yet invoiced,
the booking is in a status for which you have disabled the delete function in the settings.
There is a difference between:
1. Deleting a single booking
The booking will be deleted after you have confirmed the process in the pop up window.
If a booking contains received deposits (date of receival listed in the field "Received on") that have not been billed in
an invoice, yet, the booking cannot be deleted.
2. Deleting a booking belonging to a group reservation
When you delete a booking that belongs to a group reservation, you will be asked to confirm before the process is carried
out.
When you press Delete Booking, only the currently selected booking will be deleted and the group reservation still
exists.
If the group only consists of two bookings, the selected booking will be deleted and the other booking will continue to
exist as an independant single booking.
If you want to cancel the process, press Cancel.
3. Deleting the main booking of a group
When you delete the main booking of a group reservation, you will be asked to confirm the process.
When you press Dleete Bookings, all bookings belonging to the group will be deleted.
If you want to cancel the process, press Cancel.
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Overview over the (group) booking
The booking window offers you an overview over the statistics of a (group) booking. It is separated into three areas:
Under Amounts you'll find:
the total amounts for the accommodation
the total amounts for the extras
the number of items
the total amount
which amounts have already been billed/paid
whether deposits exist
For a group booking, you'll additionally find the overview over every single booking of the group.
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Under Guests, you'll find the guest information for the (group) booking: Number and Names of the guests per unit,
category and number of regular guests.
And under Rentable Units, you'll find information about the units, the booking status, categories and time frames.
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Manage offers
If you want Lodgit Desk to show all created offers so far, go to Administration > Archives > Offers or press the button
Archives in the main window.
This will open the offer archives and list all previously printed offers.
Symbol
Status
Note
Confirmed
Whenever a booking with a saved offer receives the status Confirmed, the offer status will also
automatically be set to Confirmed.
Open
As long as a booking with a saved offer does not have the status Confirmed, the offer status
will be Open.
Invalid
After a booking with a saved offer is deleted, the offer status will be set automatically to
Invalid.
You have the option to filter the list, showing only offers of a certain time frame (for this you can sort the offers by
their date, their validity or the date for their return confirmation) or a certain property.
You can also filter the search and only show offers with a certain status. Simply select the status you want to see in the
pop up menu Status.
Note:
You can sort the list by clicking on the column headers. Click once on the header to sort the list by this column
descending. Click once more to sort the by this column ascending.
Double-click on an offer to view it again.
to switch to the booking window of the booking the offer belongs to. Choose Open Booking
Use the Actions menu
to switch to the booking window. You can also print the offer again.
You can also print the entire list by pressing the "Print" button. A print preview can be created by pressing the
"Preview" button. You can also export the list as CSV or Excel files by pressing the "Export" button.
Print / save offers again
Right-click on an offer in the archive to print it, save it as a PDF or send it as an email with a PDF attachment. You can
select a different letter layout than the one you used originally and you can define whether to print a return confirmation
(or print JUST the return confirmation).
next: Create offer
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Create offer
After a booking has received the status Tentative or Offer, you can create an offer for it.
Go to "Create offer" window
There are three different ways to create an offer:
... from booking window
Open the booking window for the booking in question. Press the button Create offer.
... from reservation schedule
Select the booking in question in the reservation schedule and call up the context menu (right-click). Select the context
menu item Create Offer.
... via menu bar
Select the booking in question in the reservation schedule and then go to Bookings > Create Offer.
Offer window and settings
In the area Services you can review all the information about accommodation and extra items of a booking. In the case
of group bookings, you'll also see a list of all bookings belonging to the group.
If you like, you can decide for each unit whether the title and/or short description should be displayed on the offer.
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In the area Texts you can edit the texts of the offer as well as set some print options:
In the drop down menu in the upper left corner you can select a language for this offer and the drop down menu in the
upper right corner you can select one of the templates you created earlier.
You can also edit all texts individually for this offer in the text fields.
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In the area Options you can set a validity date for the offer. And you have the option to print out a return
confirmation right away (that's a form that your guest can fill out, sign and send back to confirm the booking).
The menu Print options lets you decide how to sort multiple units of a group booking on the offer. The menu Print also
allows for some options regarding what is printed (e.g. details of the accommodation). And you can select theletter
layout as well as one of the designs.
If you like, you can make sure that the booking is locked after the offer is created.
Print, save and send offers
You can check everything using the Preview. By pressing the button Print, the created offer (with or without return
confirmation) will be printed. The booking status is automatically set to Offer.
Within the menu in the lower left area you can also Save the offer without printing it, save it as a PDF file on your
computer, send the offer as an Email or send it as an Email with PDF attachment.
Important:
If you want to send offers via email (either directly or as a PDF-attachment), you must first enter an email address
in the guest's contact information in the Guest Management.
The final offer won't be created in the system until you've printed, saved or emailed it. If you would rather not create
the offer, simply close the offer window.
Send offer via email
You can send the offer via email by pressing the button Email. A preview window will open that allows you to alter the
recipient's email address and/or add more recipients (CC).
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Once you're finished press the button "Send to email program" or "Send email".
Send offer as email with a PDF attachment
If you want to send the offer as an Email with PDF attachment, the following window will open:
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Now you can edit or add recipients, edit the email content and preview the PDF file. Once you're finished, press "Send to
email program" or "Send email".
View (and print/send) offers again
Go to Administration > Archives > Offers to view and print all created offers (for more info see Manage Offers) again
after you've created them.
Furthermore, you can access the created offer for a booking in its booking window under Correspondence. And finally,
another way to access a created offer is to search the history of a guest and view/print all offers sent to them.
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Offer Templates
You can write texts for offer templates that you can then use to promote specials, arrangements or packages. You'll save
opening and finishing paragraphs for offer texts in a certain template so you can use it again at a later time, without
having to write the texts again. Once a template is created, you'll be able to select it from the drop down menu at the top
right corner of the offer window.
You can create and manage your offer templates in the offer window:
Create offer templates
When creating an offer for a booking in the offer window, you have the option to save that offer as a template. Simply
select Save this offer as a template... from the drop down menu in the upper right corner.
Once selected, you'll be asked to pick a name for your template. This name can be put on the offer when it's printed out.
Once the template saved, it will appear in the list under Template.
Select an offer template
While creating an offer for a booking in the offer window, you can select a template you want to use for this offer.
Simply select a template from the drop down menu Template in the upper right corner. This will load the content of the
template into your current offer window.
Manage offer templates
You can rename or delete the templates as well. Simply select Manage templates... from the drop down menu in the
upper right corner. This will open the Manage Templates window:
To rename a template, double-click on its name or select it and press the "Edit" button.
To delete a template, select it and press the "Delete" button.
Note:
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If you want the name of the template to be printed on the offer, check the box that says "Print Name".
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Manage confirmations
To view all confirmations you have created, simply go to Administration > Archives > Confirmations. You can also
press the button Archives in the main window.
Confirmations will show you all printed/sent confirmations. You can filter the list by a time frame (for this you can sort
the confirmations by their date, their validity or the date for their return confirmation), by certain objects or by
selected status.
Symbol
Status
Bemerkung
Valid
Whenever a confirmation is created, it automatically receives the status Valid.
Invalid
Confirmations that have expired or become void receive the status Invalid.
Note:
You can sort the list by its columns by clicking on the column header. Click once and the entries of the list will be
sorted descending. Click again and the list will be sorted ascending.
Double-click on the confirmation to view it again.
of the list, you can switch to the booking window of the booking linked to that
Using the Actions menu
confirmation. You can also print the confirmation again.
You can also print the entire list, by pressing the button "Print". A print preview can be done by pressing on the button
"Preview". You can also export the list as CSV or Excel files by pressing the "Export" button.
Print / save confirmations again
Right-click on a confirmation in the archive to print it, save it as a PDF or send it as an email with a PDF attachment. You
can select a different letter layout than the one you used originally and you can define whether to print a return
confirmation (or print JUST the return confirmation).
next: Create confirmation
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Create offers
After a booking has received the status Offer, Confirmed or Online Booking, you can create a confirmation for it.
Go to "Create confirmation" window
There are three ways to create a confirmation:
... from the booking window
Open the booking window of the booking that you want to create a confirmation for. Within the booking window, press the
button Create Confirmation.
... from the reservation schedule
Select the booking that you want to create a confirmation for in the reservation schedule and call up the context menu
(right-click). Within the context menu, select the option Create Confirmation.
... via the menu bar
Select the booking that you want to create a confirmation forin the reservation schedule and then go to Bookings >
Create Confirmation.
Confirmation window and settings
In the area Services you can review all the information about accommodation and extra items of a booking. In the case
of group bookings, you'll also see a list of all bookings belonging to the group.
You can decide if you want to show each unit's title and/or short description on the confirmation.
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In the area Texts you can edit the texts of the offer as well as set some print options:
In the drop down menu in the upper left corner you can select a language for this confirmation and the drop down menu
in the upper right corner you can select one of the templates you created earlier.
You can also edit all texts individually for this confirmation in the text fields.
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In the are Options you have the option to print out a return confirmation right away (that's a form that your guest
can fill out, sign and send back to confirm the booking).
The menu Print options lets you decide how to sort multiple units of a group booking on the confirmation. The menu
Print also allows for some options regarding what is printed (e.g. details of the accommodation). And you can select
theletter layout as well as one of the designs.
If you want to make sure the booking can't be moved, you can have it locked after the confirmation was created.
Print, save and send confirmations
By pressing the button Preview you can preview and check your confirmation before you print it.
You can print the confirmation by pressing the button Print.
Within the menu in the lower left area you can also Save the confirmation without printing it, save it as a PDF file on
your computer, send the confirmation as an Email or send it as an Email with PDF attachment.
Important:
If you want to send confirmations via email (either directly or as a PDF-attachment), you must first enter an email
address in the guest's contact information in the Guest Management.
The final confirmation won't be created in the system until you've printed, saved or emailed it. If you would rather
not create the confirmation, simply close the confirmation window.
Send confirmation as an email
If you want to send the confirmation via email, you can press the Email button. This will open a preview window that
allows you to check and alter the email and its recipient. You can also add more recipients in the field that says CC.
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When you're done, press "Send to email program" or "Send email".
Send confirmation as an email with PDF attachment
If you want to send the confirmation as an Email with PDF attachment, the following window will open:
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Now you can edit or add recipients, edit the email content and preview the PDF file. Once you're finished, press "Send to
email program" or "Send email.
View (and print/send) confirmations again
You can also view and print any confirmation you have previously saved by going to Administration > Archives >
Confirmations. More information on that can be found under Managing confirmations.
You can also find all confirmations linked to a booking in its booking window under Correspondence.
Furthermore, you can find/view/print all confirmations linked to a guest in the history of the guest under Guest
Management.
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Confirmation templates
You can write texts for confirmation templates that you can then use for specials, arrangements or packages. You'll save
opening and finishing paragraphs for confirmation texts in a certain template so you can use it again at a later time,
without having to write the texts again. Once a template is created, you'll be able to select it from the drop down menu
at the top right corner of the confirmation window.
You can create and manage your confirmation templates in the confirmation window:
Create confirmation templates
When creating a confirmation for a booking in the confirmation window, you have the option to save that confirmation
as a template. Simply select Save this confirmation as a template... from the drop down menu in the upper right
corner.
Once selected, you'll be asked to pick a name for your template. This name can be put on the confirmation when it's
printed out. Once the template saved, it will appear in the list under Template.
Select a confirmation template
While creating a confirmation for a booking in the confirmation window, you can select a template you want to use for
this confirmation. Simply select a template from the drop down menu Template in the upper right corner. This will load
the content of the template into your current confirmation window.
Manage confirmation templates
You can rename or delete the templates as well. Simply select Manage templates... from the drop down menu in the
upper right corner. This will open the Manage Templates window:
To rename a template, double-click on its name or select it and press the "Edit" button.
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To delete a template, select it and press the "Delete" button.
Note:
If you want the name of the template to be printed on the confirmation, check the box that says "Print Name".
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Manage invoices
To view all invoices you have created with Lodgit Desk, go to Administration > Archives > Invoices or press the
Archives button in the main window above the reservation schedule and then go to the Invoices area.
In the Invoices area you'll find all the invoices you have ever saved and/or printed.
Symbol
Status
Note
Paid
Whenever an invoice has been paid, you can change its status to Paid using the context menu.
Open
As long as an invoice isn't paid, it has the status Open.
Cancelled
Open invoices can be cancelled using the context menu.
You can use the Actions menu
or the context menu (right-click) to do the following:
Open the booking window of the invoice's booking
Change status to "paid" or "open"
Change the payment method
Cancel an invoice
Print the invoice (optionally with preview and/or different design)
You can preview the invoice by double-clicking on its entry in the list.
Tip:
If the new invoice is supposed to have the same number as the cancelled invoice, you can change the count under
Preferences > Numbering.
You can filter the list and only show entries during a selected time frame or only entries for a selected object, by
using the drop down menus above the list.
You can also filter the list and only show invoices of a certain status. Simply select the status you want to show in the
drop down menu above the list.
You can also print the entire list by pressing the "Print" button. You can preview the list by pressing the "Preview"
button. You can also export the list as CSV or Excel files by pressing the "Export" button.
Note:
You can sort the list by its columns. Press the column header once to sort the list by that column in descending order.
Press the column header again to sort the list by that column in ascending order.
Change invoice status to "paid"
If an unpaid invoice was paid and you'd like to record that in Lodgit Desk, you can do so by going to the archives.
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1. Select the invoice that you want to set to "paid" in the list and go to the Actions menu
to select the item Change status to "paid".
(or the context menu)
2. A pop up window will appear so you can make sure you have the right invoice. You can also edit the date the payment
was actually made.
3. Then press Save.
Note:
Invoices with a payment method that has a due date of 0 days will automatically be set to the status "paid".
Change invoice status to "open"
You can change the status of an invoice back to "unpaid". Simply select it in the list and select the item Change status
to "open" via the context or Actions menu.
You can only change invoices back to "open" until they are either cancelled or their data is exported in the
Accounting Export. If you want to change an exported invoice's status back to "open", please reset its export status
in the Accounting Export.
Change payment method of an invoice
You can change the payment method of an invoice after saving/printing it if said invoice is still "open".
1. Select the invoice that in the list and go to the Actions menu
payment method".
(or the context menu) to select the item "Edit
2. In the window that opens, select the new paymet method and edit the texts for the changed invoice to your liking.
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3. Now click "Save". The invoice has now been edited and can be printed out to reflect the new payment method using
the context menu.
Change invoice recipient
The recipient of an invoice can be changed as well as long as the invoice is still "open".
1. Select the invoice from the list and go to the actions menu
recipient"
(or context menu) to select the item "Change invoice
2. In the window that opens, click "Select", choose a guest from the guest management window (or alter the current
guest) and click "transfer to invoice xxx" and confirm the changes by clicking "Save".
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Cancel invoices
If you want to cancel an invoice you can do so by going to the Archives > Invoices or in the booking window under
Correspondence > Invoices.
Note:
Open cash invoices cannot be cancelled because this would result in problems with the cashbook. To cancel such an
invoice, either set the status to "paid" or change the payment method.
1. Select the invoice that you want to cancel in the list and go to the Actions menu
select the item "Cancel Invoice" or "Cancel Invoice and Send Letter".
(or the context menu) to
2. If you select "Cancel Invoice" the invoice will be canceled and the revenue listed for it will be balanced by an offset.
Alternative: Cancel Invoice and Send Letter
3. If you have selected "Cancel Invoice and Send Letter", the window "Credit Note" will open which allows you to create a
corrective invoice. You can edit the texts that are to be printed on the credit if necessary. The original text templates
can be edited under Administration > Texts.
4. Select a payment method for the corrective invoice:
The credit text will change depending on the payment method you select.
If the guest has not yet paid the invoice, you can select "Cancelled: invoice unpaid"!
If you select the option Email with PDF, the following window will open:
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Here you can add recipients to the email, edit the email text and preview the PDF file. Once you're finished press "Send to
email program" or "Send". If you want to cancel the process, press Cancel.
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Create invoice
After the status of a booking has been changed to Booked, Checked In or Checked Out, you create an invoice for it.
Go to "Create invoice" window
There are three different ways to create an invoice:
... from booking window
Open the booking window for the booking in question. Press the button Create invoice.
... from reservation schedule
Select the booking in question in the reservation schedule and call up the context menu (right-click). Select the context
menu item Create invoice.
... via menu bar
Select the booking in question in the reservation schedule and then go to Bookings > Create invoice.
Invoice window and settings
This will open the invoice window, which lets you create invoices for outstanding invoice items. This invoice can then be
printed.
1. Select the invoice recipient. You can select one out of all the guests that have been added to the booking (that are
listed under Guests / Registration Form). If need be, you can add more guests.
2. To bill outstanding items, select them in the left list. You can select one or more items at the same time.
3. The items will be moved from the left list to the right list (the items to be billed in this invoice), by pressing the
button. If there are any deposits listed in this booking, it has to be listed in the final invoice. To delete items from the
right list (e.g. because you want to bill them in a different invoice), select them in the right list and then press the
button. This will move the items back into the left list.
Important: If a split invoice for a deposit has not been created yet it cannot be put onto the final invoice.
4. Select the payment method. The term of payment, that you have defined for the payment method in the
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Preferences, will be suggested automatically. You can edit the term of payment. If you do, it only applies to this
invoice. The term of payment you have defined in the Preferences will not be affected.
5. You can also set the invoice to paid immediately. If you have a payment method with the payment term "0", the
invoice will be set to paid on its own. You can change the paid on date freely for every payment method except for
cash.
In the tab Texts you can find all texts for this invoice:
Here you can change the correspondence language or the texts individually.
Tip:
You can generally change the texts under Administration > Texts to suit your needs.
In the tab Options you can find some more settings for the display of the invoice:
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1. You can also edit what is to be printed out:
You can show or hide certain items on the invoice, depending on what you need. For company contacts with a contact
person listed, you can also decide, if you want to use the general salutation instead of a personal one and if
you want to print out the contact person's name in the address field.
2. Select a letter layout that you've previously designed in the Preferences. By default, Lodgit Desk will select the one
you've added to this object's preferences.
3. Lodgit Desk also offers several design options that you can choose from. First, select the filter options you need, then
you can select one from the list. Use the Preview window to check the design you want to choose.
Please make sure that all necessary information for your business (especially tax information) is still displayed on the
invoice. When in doubt, please contact your tax advisor.
4. You'll also find an option to select a different numbering set (e.g. because you have different sets for private and
business guests). You can also select a number of a previously cancelled invoice; this way you can quickly reissue a
cancelled invoice.
5. Should you have set up alternative currencies in the Preferences, you can select one here. This will display the end
total of the invoice in that alternative currency as well, in a sentence underneath the invoice:
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Print, send or save invoices
You can preview your invoice by pressing the button Preview. There, you can also print a draft that won't be saved. In
the Actions menu, you can select if you want to Print the invoice, Create a PDF from the invoice or send the invoice as
an Email with PDF attachment. If you want to cancel the entire process, press Cancel.
Important:
If you want to send invoices as PDF attachments via email, you must first enter an email address in the guest's
contact information in the Guest Management.
When you print the invoice, the invoice data will be saved. If you don't want to save the invoice, close the window or
cancel the print process.
Send invoice as an email with PDF attachment
If you want to send the invoice as an email attachment, the following window will open:
Here you can add more recipients, edit the email text and preview the invoice PDF. Once you're finished, press the button
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"Send to email program".
Note:
If there aren't any outstanding items in a booking, the "Create Invoice" process will be cancelled and the following
message will pop up:
View invoices and print them once more
There are three ways to view existing invoices and print them once more:
1. Go to Administration > Archives > Invoices to view all invoices that you have previously created with Lodgit Desk.
Here, you can print them again (more information: Manage invoices).
2. You can also view the invoice(s) for a particular booking by opening its booking window and going to the
Correspondence list item. You can also print the invoice(s) again from here.
3. You can also view all invoices created for a guest by going to their guest history (in the Guest Management). More
information on that can be found here.
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Manage corrective invoices
Go to Administration > Archives > Corrective Invoices or press the symbol Archives and select the tab Corrective
Invoice. Here you will find a list with all corrective invoices.
The different status of the corrective invoices are shown with symbols.
Symbol
Status
Note
Paid
The corrective invoice was Paid.
Open
The corrective invoice is Open. The invoice was cancelled but the money has not been
refunded yet.
Unpaid
Invoice
The corrective invoice belongs to an Unpaid Invoice. No money will be refunded.
You can use the Actions menu
or the context menu (right-click) to do the following:
Open the booking window of the credit's booking
Change status to "paid" or reset it to "open"
Edit the corrective invoice
Print the corrective invoice (optionally with preview) or save it as PDF
You can preview the corrective invoice by double-clicking on its entry in the list.
You can filter the list and only show entries during a selected time frame or only entries for a selected object, by
using the drop down menus above the list.
You can also filter the list and only show invoices of a certain status. Simply select the status you want to show in the
drop down menu above the list.
You can also print the entire list by pressing the "Print" button. You can preview the list by pressing the "Preview"
button. You can also export the list as CSV or Excel files by pressing the "Export" button.
Note:
You can sort the list by its columns. Press the column header once to sort the list by that column in descending order.
Press the column header again to sort the list by that column in ascending order.
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Correspondence
To view all correspondence - emails and letters - press the Archives button in the main window above the reservation
schedule.
Under Correspondence you will find all letters and emails created with Lodgit Desk.
You can filter the list of the correspondence by defining a time frame.
Note:
You can sort the list by its columns by clicking on the column headers. Clicking once will sort the list by this column in
descending order. Clicking again will sort it in ascending order.
You can view and print the letter again by double-clicking on it.
You can also print the letters or send the emails again right away by using the context menu.
You can also print the entire list by pressing the "Print" button. You prewview the list by pressing the "Preview" button.
You can also export the list as CSV or Excel files by pressing the "Export" button.
next: Create a letter
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Letter Templates
You can write texts for letter templates that you can then use again at a later time. Once a template is created, you'll be
able to select it from the drop down menu at the top right corner of the letter window.
You can create and manage your letter templates in the letter window:
Create letter templates
When creating a letter in the letter window, you have the option to save that letter as a template. Simply select Save
this letter as a template... from the drop down menu in the upper right corner.
Once selected, you'll be asked to pick a name for your template. Once the template saved, it will appear in the list under
Template.
Select a letter template
While creating a letter in the letter window, you can select a template you want to use. Simply select a template from
the drop down menu Template in the upper right corner. This will load the content of the template into your current
letter window.
Manage letter templates
You can rename or delete the templates as well. Simply select Manage templates... from the drop down menu in the
upper right corner. This will open the Manage Templates window:
To rename a template, double-click on its name or select it and press the "Edit" button.
To delete a template, select it and press the "Delete" button.
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Dunning Run
With Lodgit Desk, you can easily create dunning notices for unpaid invoices. To do that, go to Administration >
Dunning Run. A new window will open:
1. First you'll select the object, for which you want to do a dunning run.
Hint:
If you manage several objects you can do a dunning run in two ways: Either you can do a general dunning run with a
general sender's address (set up in the Preferences) or do an individual dunning run for each object with the
corresponding sender's address.
2. Next, select the key date for the dunning run. This is the date up to which all open invoices will be selected. The date
can lie in the future and will then be listed on the dunning notices.
If you don't want to send out reminders for smaller invoice amounts (e.g. anything below EUR 20), you can set this as
a threshold.
Should you have changed default currencies during your use of Lodgit Desk, you can also select the currency you want
to send out reminders for. It's not possible to do a dunning run of different currencies at the same time.
3. Select the days for the dunning levels and the corresponding dunning fees. Lodgit Desk will remember these settings
for next time.
You have the options to include fees for dunning notices that were reset as well as create collective dunning notices for
a client. Do so by checking the corresponding boxes.
It's not possible to create a collective dunning note for guests that have been deleted from your files. In those cases,
you must create a reminder for each open invoice.
4. Finally, you can decide which letter layout you want to use. If you want to do the dunning run for multiple objects,
the system will automatically suggest using the general return address and the general letter layout. You can
change these through the drop down menues.
Note:
The texts for the notices can be adjusted in the Text Management.
After you press the button Continue, the invoices that need to be dunned will be displayed:
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If you have hidden invoices in the list of open invoices, they will not be included in the dunning run. You can
unhide them in the list of open invoices to include them again.
Press the button Preview to take a look at the notices, press the button Print to print them. Here, you can also create
PDF files from selected dunning notices or send them as an email with PDF attachment.
By pressing the button Back, you can go back to the settings as described above.
After you have printed the dunning notices, the following window will appear:
If you want the invoices to receive a higher dunning level, press the button Update, otherwise press the button No
change. You can also downgrade the dunning level later on in the list of unpaid invoices.
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List of unpaid invoices
With Lodgit Desk, you can quickly take a look at all unpaid invoices. To do that, go to Administration > List of unpaid
invoices. This will open a new window:
This
lists all invoices that have the status "unpaid" in the system. You'll find information about invoice date, invoice recipient,
payment method, amount, time for payment as well as if and how long the time for payment was exceeded. You can also
see if there was already a dunning notice created for the invoice and what the dunning level for this invoice is.
Underneath the list you can find a summary of the outstanding amounts: the total amount as well as the amounts listed
by their dunning level.
With the context menu (right-click) you can:
-
open the corresponding invoice
set the invoice status to "paid"
print the invoice (with or without preview as well as PDF files)
downgrade the dunning level
You can also use this context menu to:
- hide and unhide an invoice
- show all hidden invoices
Hidden invoices will be ignored during a dunning run. You can use this feature for invoices that you know are 'lost'
and cannot be retrieved any longer.
next: Dunning Run
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Text Management
In Administration > Texts you can adjust all printable texts to your needs and create new language sets for your
international clients.
Lodgit Desk allows for two methods on how to do that:
1. You can edit the text elements within Lodgit Desk.
2. You can export the text elements and then edit them with the free tool Lodgit Desk Lingua.
... in Lodgit Desk
Within the Text Management (Verwaltung > Texte) you can find all the text elements that will be printed out in a table:
You can edit the texts in the column on the right as you like. The texts in the left column are there to help you identify
where the text element will be shown and what it says.
You can find more information (e.g. how to add a new language set) here.
... with the tool Lodgit Desk Lingua
Click the cogwheel symbol in the lower left corner of the Text Management to open the Actions menu:
With the action Export Texts you can export all text elements into a new file which you can then edit with the free tool
Lodgit Desk Lingua. This method is best when you want to add a completely new language set (e.g. Spanish) because
this allows you to search for certain elements.
You can find more information (e.g. where you can download the tool) here.
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Texte Management within Lodgit Desk
In the Text Management in Lodgit Desk (Administration > Texts) you can find a table with all printable text elements:
The left column lists the text template. They're used for better understanding where the text will appear and what
information is given. This text does not change, even if the the right side of the table is edited.
The right column lists the texts that you can edit and adjust to your needs.
Add a new language set
In the drop down menu Language you'll find the option Add New Language. This is the option you use to create a new
language set to translate:
Select the set that you want to use as a template (these texts will appear in the left column). Enter a name for your new
language set (e.g. YourCompany1 or Spanish) and select the base language (e.g. English).
After you've clicked "Save" you can edit the texts in the right column to adjust them to your needs. The texts in the left
column are a template and can help you understand better where the text will appear on the correspondence.
Where and what?
In order for you to be able to find a certain text element as fast as possible, we have made a list below. As an alternative,
you can also export the texts and then edit them with Lodgit Desk Lingua.
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1. General
1. Payment Methods:
Names of the payment methods, texts for payment terms on invoices and cancellations
2. Price Units:
Names of the price units
3. Unit Types:
Names of the unit types, names of custom unit types
4. Salutation:
Salutations for correspondence
5. Details of Accommodations:
e.g. "for 1 person"
2. Correspondence
1. Offer:
First and last paragraph, different texts for offers with and without a deadline, different texts for offers with
and without a return confirmation, different texts for emails and letters, email subject line, table headers
and letter head (offer number and date)
2. Confirmation:
First and last paragraph, different texts for confirmations with and without a return confirmation, different
texts for emails and letters, email subject line, table headers and letter head (confirmation number and
date)
3. Return Confirmation:
Subject line, first and last paragraph, additional paragraphs, siganture fields (date, signature)
4. Deposit Invoice:
First and last paragraphs, notes for tax details, subject line and body for sending via email, letter head,
table headers
5. Cancellation of a Deposit Invoice:
First and last paragraphs, notes for tax details, subject line and body for sending via email, letter head,
table headers
6. Invoice:
First and last paragraphs, notes for tax details, subject line and body for sending via email, letter head,
table headers
7. Cancellation of an Invoice:
First and last paragraphs, notes for tax details, subject line and body for sending via email, letter head,
table headers
8. Dunning Notice:
Different subject line, first and last paragraph for 4 dunning levels, subject line and body text for sending
via email, letter head, table headers
9. Correspondence:
City and date
3. Deposit:
Different texts for outstanding and paid deposits in offers and confirmations, texts for the deposit items on deposit
and final invoices
4. Services
1. Rentable Units:
Names and descriptions of rentable units, separated by objects
2. Extras:
Names and descriptions of extras
3. Packages:
Names of packages
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Text Management with Lodgit Desk Lingua
The Text Management under Administration > Texts lists all text elements that are used in Lodgit Desk. You can export
these elements into a file and then translate them either yourself or have them translated by a professional using the free
tool Lodgit Desk Lingua.
This is how you can do it:
1. Export language file
In Lodgit Desk you have the option to export your language sets to give them to a translator for the creation of a new
set, for example.
To do that, use the Actions menu in the Text Management and then select Export Texts.
Select the existing language set that you want to use as base for your new one and press Export. Save the file on your
computer.
2. Download Lodgit Desk Lingua
Log in to your account on www.lodgit.com. Go to the area Download where you'll find the newest version of Lodgit Desk
as well as the tool Lodgit Desk Lingua. Download the version that you or your translator need.
3. Edit file
Open the .ldlocale file that you have exported with Lodgit Desk Lingua:
In the left list you'll find all text elements. All bolded elements have not yet been translated or edited. If you import the
file now, those elements will not be changed.
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The field Base contains the exported text. This field cannot be edited; it is used to better understand the kind of
information a text element contains.
You will enter your edited texts into the field Translation. If you only want to make minor changes, you can copy and
paste the text from the Base field. Please note that the text in Base will be replaced with the text in Translation during the
import.
You can enter any comments you may have for other users, e.g. the translator, into the Comments field.
At the top right, you'll find the path of the text element in the Text Management. That way, you'll also be able to find
the element in Lodgit Desk and you can make 'just a quick' change.
Note:
Changes to the file will be saved instantly, you do not need to manually save.
4. Import language file
Once you have your translated or edited language file, go to the Text Management and select Import Texts from the
Actions menu.
After you have selected the file you want to import you can decide whether you want to add this set as a new language or
overwrite an existing set.
If you want to add a new language enter the name for it and select a base language. The template you select will
appear in the left column.
If you want to overwrite an existing language select it from the list.
When you're done, click on Import and your set will be imported into your Lodgit Desk.
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Cash desk and cashbook
Lodgit Desk also allows you to manage, document and invoice earnings and spendings that are independent from bookings
in your reservation schedule. For example items you sold on site and that have direcly been paid cash or via cheque,
credit or debit card.
An overview of all past turnovers not connected to bookings can be found in the Archives in the Receipts category.
Furthermore all cash turnovers connected and not connected to bookings will be recorded in the Cashbook which will give
you an overview over of your cash holdings.
In order to enter new earings (e.g. sales) or spendings (e.g. purchases) please head to Administration > Cash Desk ...
or click the respective icon in the bar above your reservation schedule.
Enter sales
You can enter a new sale right on the first page of the cash desk window:
First you need to select an item to sell from the list of extra items in the bottom left corner of the window. By clicking the
> button you can add it to the current receipt.
Repeat this for every item you want to sell right now.
Alternatively you can use the History button to get a list of recently used items to quickly choose from or use the
Individual button to freely enter the name and price of an item that has not been set up as an extra item in Lodgit Desk.
Here you can also add the respective item to the current receipt by clicking the > button.
The X button removes a selected item from the receipt again.
Finally you can specify some additional options in the top half of the window:
The date which is supposed to appear on the receipt and on which you want to have this transaction in your
financials
The numbering which should be used for the receipt
The object which this transaction should be attributed to
The payment method used by your customer
The cashbook will only contains transactions with the payment method cash. A list of all sales can be found in the
archives.
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optionally: a recipient whose name and address you want to have printed on the receipt
optinally: an additional currency in which the total should be displayed in
the language in which you want the receipt to be written in, the design of the receipt and the letter layout
that should be used
We recommend you to preview the receipt and - if everything is correct - you can either print the receipt, save it as a
PDF file on your computer or simply save it in Lodgit Desk using the cogwheel button at the bottom of the window.
Enter purchases
Purchases and other expenses can be entered in Lodgit Desk as well. It works similarly to entering sales: In the bottom
left corner of the window you can either select one of your last purchases from History or use the Individual tab to
enter a new one. Type a description, price and select a tax rate and account number if applicable. Using the >
button you can add this item to the current receipt.
Repeat this for every item you would like to enter. If you need to remove an item from the receipt again you can do so by
selecting it and clicking the X button.
Now you can modify some other preferences in the upper half of the window (date, numbering, payment method,
object) and enter information about the original document / reference.
The cashbook will lateron only display those purchases with the payment method cash. All other purchases can be
found in the archives and financials.
We recommend you to preview the receipt and - if everything is correct - you can either print the receipt, save it as a
PDF file on your computer or simply save it in Lodgit Desk using the cogwheel button at the bottom of the window.
Enter funds transfers
If you transfer cash funds from your premises to your bank or vice versa or if you want to make a private withdrawal or
deposit, these transactions can be entered into Lodgit Desk as well using the corresponding functions of the cash desk.
Each of those functions work failry similar. Let's for example transfer 1000€ cash you have to your bank account. To do
this select Cashbook to bank (funds transfer) in the Cash Desk window. As such a transfer has not been done before
please switch from the History tab to Individual in the bottom left corner of the window.
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Enter a price, a description and an account number and add this item to the current receipt by clicking the > button.
If you need to delete an item from the receipt again you can select it and click the X button.
We recommend you to preview the receipt and - if everything is correct - you can either print the receipt, save it as a
PDF file on your computer or simply save it in Lodgit Desk using the cogwheel button at the bottom of the window.
This transaction can now also be found in the cashbook. It reduces your balance by 1000€.
Cashbook
While the cash desk feature of Lodgit Desk allows you to enter transactions not connected to bookings, the cash book will
give you an overview of all cash funds you have on your premises.
The cash book contains all transactions that have been made with the payment method cash. This includes invoices of
bookings paid cash, cash sales or purchases through the cash desk as well as funds transfers and private withdrawals and
deposits.
Manage receipts
To view all receipts you have created with Lodgit Desk's cash desk tool, go to Administration > Archives > Receipts or
press the Archives button in the main window above the reservation schedule and then go to the Receipts area.
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In the upper area of the window you can specify a time frame and which date to relate to in order to filter the search.
You can also deliberately search for certain types of receipts or display only the receipts for individual objects.
Double clicking on an entry in the list opens up the corresponding receipt which can also be printed again.
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Balancing the cashbook
Whenever the cashbook is handed over, you should create and save a balance.
In order to balance the cashbook, go to Administration and then select Cashbook. A new window will open where you
can find the button Balance.
The cashbook shows all cash payments since the last balance, all deposits and withdrawals to the cash box.
Please print the balance before saving it to the archives.
When you click on Balance without printing the cashbook, you will be asked in a new window, whether you want to print
the balance.
If you don't need a printout, you can press the Save Now button. If you want to stop the process, press Cancel.
Note:
Every balance of the cashbook will be saved in the archives (Archives > Cashbook...). The archives allow you to print
out older balances as well.
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Cashbook archives
If you want to revisit previous cashbook balances, you can go to Administration > Archives > Cahsbook...
Simply select the balance within the month that you want. By pressing Preview you can take another look at the balance
and by pressing Print you can print it out again.
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Financial Reports
You can get an overview over all created invoices during a certain time frame by using the Financial Reports option in
Lodgit Desk. As long as the invoice date lies within the selected time frame, the invoice will be shown.
1. To view a financial report, go to Administration and then Financial Reports. A new window showing the List will
open.
2. You have two options to select the time frame for the financial reports:
the free choice using two calendar sheets that allow you to select a date for the starting and a date for the
ending point and
the selection of a time frame using a drop-down-menu that allows you to easily pick certain months, quarters,
six-month-periods or years.
3. On the right side, please select whether you want to analyze invoices and/or cashbook entries. There you can also
choose to exclude unpaid invoices from the analysis by selecting the option "ignore unpaid invoices".
4. You can also limit the analysis to a certain object or rentable unit of yours by selecting it in the drop-down-menu.
The invoices are labelled with a certain symbol, depending on whether it is a paid
invoice.
, an unpaid
or a cancelled
Note: In order for the balance to be correct, cancelled invoices will appear under Incoming (payments) as well as
under Outgoing (payments).
Charts for the Financial Reports
Lodgit Desk can generate charts of your financial reports for you to print out. You can access those by clicking on the
Chart button.
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The charts offer several options so that you can customize them:
General lets you decide how large your graph is going to be. You can also choose if you want to show payment methods
separately and what kind of graph you want to use. For the financial reports, you can choose between a bar and a line
graph.
Layout lets you decide whether you want to see the grid in the graph, whether you will show a key and where you want
the key to be.
Settings concerning the graph itself can be found under Chart. For a bar chart, you can decide how wide the bars will be
as well as whether you want to add a 3D effect to them. For a line chart, you can decide how thick the lines will be.
Axes will let you decide, whether you want to show the x- and the y-axe, as well as how dense you want the scaling of
the y-axe to be.
You can define colors for bars and lines under Colors.
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Under Text you can define the font sizes within the chart.
Tip:
You can reset all settings back to the standard by pressing the Reset button.
Analysis
Under Analysis you can evaluate all billed items (invoices and/or cashbook entries) within a certain time frame. This
analysis can be done for "everything", payment methods, tax rates or type of income (lodging, extras, deposits).
You can either have the analysis done for the total of the selected time frame or, more detailed, by day, month or year:
If the time frame covers up to 31 days, the detailled analysis will be done by day. If the time frame covers between
32 days and 12 months, the detailled analysis will be done by month. If the time frame covers more than 12
months, the detailled analysis will be done by year.
Revenue from units that were later moved to a different object will be split accordingly: Revenue generated until the
move, will be listed with the old object. The rentable unit will be highlighted. Revenue generated after the move will be
listed normally under the new, current object.
Charts for the analysis
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Once again, you can generate a chart for this analysis, however the display option "General" cannot be used.
Select a display option (by taxes, by payment method, by type of income) and then generate the chart by clicking on the
Chart button.
Here's an example for the display option "by taxes":
For this financial report, you can only select the pie chart.
Which extra created the biggest revenue?
You can also evulate all the billed extras by clicking on Extras.
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The extras will be structured the same way that you have structured them in the Extras Management. If you want to have
more, less or different categories, you will have to add or delete them in Extras Mangement.
Charts for the extras
You can generate a chart for the extras as well.
The charts offer several options so that you can customize them:
For this report you can decide whether you want to show the tax amount separate. If you want it separate, you can
choose bewteen a bar and pie chart; if you choose to show it separately, you can only select the pie chart.
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Create, rename and delete agents and their commission
In Lodgit Desk, you can create agents (people, companies, etc.) that have sent guests to you and therefor deserve a
commission. You can then view an analysis of the revenue that those agents have created for you (including the
commision percentage and the amount you have to pay them).
To add a new agent you can use the Agent Management which can be found by going to Administration > Agent
Commission.
To add a new agent click on the plus symbol in the list. This will let you create a new entry.
To rename an existing agent double-click on their name.
To delete an agent press the minus symbol at the far left of the list entry. If there is a lock symbol instead of the minus,
the agent cannot be deleted because they are linked to bookings.
Please add a percentage for each agent because otherwise it's not possible for Lodgit Desk to calculate their commission.
You can view the Agent Statistics to see the revenue created by agents, their commission and the number of bookings
they have brought to you.
Note:
The Online Booking System has already been added as an agent and cannot be deleted. It will be used to analyze all
bookings that came in through the Online Booking System.
next: Add an agent to a booking
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Lists
Lodgit Desk offers you several lists and statistics for your personal use:
Country Report
monthly analysis of the overnight stays, sorted by the countries of the guests
Cleaning List
daily updated cleaning list for you to print and give to your cleaning staff
Guest List
list of all guests in your establishment over a certain time frame that can be printed
Check In List
list of all arriving guests in a certain time frame that can be printed
Check Out List
list of all departing guests in a certain time frame that can be printed
Vacancy List
list of all vacant units during a selected time frame
Lodging List
analysis of the revenue generated by accommodation services for a certain time frame; can be filtered
by objects; can be viewed as a graph
Extras List
analysis of the revenue generated by extras for a certain time frame; can be filtered by objects
City Tax List
list for the amount of city tax collected in the bookings
Agent List
calculation of the revenue generated by bookings that came in through agents and therefore will call for
a commission
Occupancy Rate / Performance Indicators
occupancy rate and revenue per available room (RevPar)
List of Deposits
list of all deposits in the system
Accounting Export
export of invoice data for import in accounting software
next: Country Report
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Country Report
Lodgit Desk helps you with the analysis of your accommodations based on the home countries of the guests. This will
make it much easier to report the statistics because the official country codes are used and you can use these reports
to pass on to your statistical office. The analysis not only lists overnight stays but also arrivals and departures.
This window will open if you go to Lists > Country Report in your menu bar. In the drop down menu "Time Frame" you
can select months, quarters, six-month-periods or even entire years for this report.
In this window you also have the option to show the statistic for only one object instead of all of them by selecting the
object in the drop down menu.
By clicking the button Room Nights you will be forwarded to the Occupancy / Performance Indicators window. There
you'll find the number of room nights for the time frame selected in the country report (nights*units).
Note:
You can show or hide certain groups, by pressing the arrow button next to it. Hidden groups will not be used for the
statistic and will not be shown on a printout.
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Cleaning List
Lodgit Desk provides you with a daily cleaning list that you can print and then give to your cleaning staff for reference.
You can generate the cleaning list for each object individually by selecting an object from the drop down menu instead of
using "All Objects". You can also select a date, week or month and certain booking status to use.
The cleaning status can be set to automatic cleaning intervals in Lodgit Desk. You can specify the cleaning interval
individually for each rentable unit in the Object Management.
Note:
The basis for the cleaning list are the bookings within the reservation schedule and the cleaning interval set in the
Object Management. By default, units that don't need to be cleaned (because they are vacant or are currently on
an "off" day) will not be shown in this list. You can manually display them, by selecting Vacant Units or Units
that don't need to be cleaned in the "Booking Status" drop down menu.
If the list is generated for a single day, details such as guest name, cleaning notes or arrival and departure can be
shown or hidden. That way, you can decide for yourself, which information is necessary for your cleaning personnel. The
number of guests is adjusted according the bookings in the reservation schedule. The only units listed are the ones that
need to be cleaned according to the automatic schedule.
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When the list is generated for a time frame (e.g. this week), no details will be printed out. Only rentable unit, cleaning
time, number of beds of the unit and the type of cleaning are listed.
You can print this list by pressing the Print button. You can also Export the list as an Excel file and then save it on your
computer. That file can then be edited by software such as Microsoft Excel 2007 and newer (Windows), iWorks Numbers
(Macintosh) or OpenOffice (Windows, Macintosh).
After all rentable units have been cleaned you can change the cleaning status of each unit individually (or of all units in
one object) in the reservation schedule by using the context menu of the cleaning column (right-click).
Note:
Double-clicking on an entry in the cleaning list will open the notes area of the booking window for this entry where you
can enter information for your cleaning staff, such as "no down pillows". You can also use the context menu to open
that notes area.
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Extras List for visitor's tax, food & drink etc.
The extras list helps you analyze the revenue and the expected future revenue by creating a list with the calculations for a
certain time frame that you can then print. If a booking's revenue is being taken into account depends on whether or not
the booking lies within the time frame you have specified.
The analysis does not make a difference between bookings that have already been billed and bookings that have not. All
extras are analyzed for every single day. You have the option to filter the analysis for certain booking status.
You can use this list for your kitchen staff to know how many breakfasts and dinners are booked for one day or to find out
how much visitor's tax you collected last month.
You can also use this list to easily compare the extras revenue of a month to the previous year or the current quarter to
the last one.
1. Go to Lists > Extras List which will open the window for the extras.
2. Select the time frame for which you want to do the alaysis. You have two options on how to do that:
The free time frame, that you can define over the starting and ending date using the two calendars and
the limited time frame that you can define using the drop down menu and selecting a month, quarter, sixmonth-period or year.
3. In the drop down menu on the right side you can select the Extra that you want to analyze. If you dn't select one, all
extras will be analyzed.
Note:
If you have organized your extras into groups in the Extras Management, you now select these groups and analyze
them!
4. You can also restrict the analysis to only one object by selecting it in the crop down menu.
5. You can also restrict the analysis to certain booking status by selecting them in the drop down menu.
6. You can print this list by pressing the Print button. You can also Export the list as an Excel file and then save it on
your computer. That file can then be edited by software such as Microsoft Excel 2007 and newer (Windows), iWorks
Numbers (Macintosh) or OpenOffice (Windows, Macintosh).
Charts for extras
You can generate a chart for this analysis by clicking on the button Chart.
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Lodging List = revenue prognosis
The lodging list helps you analyze the revenue and the expected future revenue of your accommodation services by
creating a list with the calculations for a certain time frame that you can then print. If a booking's revenue is being taken
into account depends on whether or not the booking lies within the time frame you have specified.
The analysis does not make a difference between bookings that have already been billed and bookings that have not. All
accommodation services are analyzed for every single day. You have the option to filter the analysis for certain booking
status.
Note:
If you only want to analyze the revenue that has already been billed, go to Administration > Financial Reports.
You can also use this list to easily compare the accommodation revenue of a month to the previous year or the current
quarter to the last one.
1. Go to Lists > Lodging List which will open the window for the lodging list.
2. Select the time frame for which you want to do the alaysis. You have two options on how to do that:
The free time frame, that you can define over the starting and ending date using the two calendars and
the limited time frame that you can define using the drop down menu and selecting a month, quarter, sixmonth-period or year.
3. You can filter this list and only alayze a certain object by selecting it in the drop down menu.
4. You can also restrict the analysis to certain booking status by selecting them in the drop down menu.
5. You can print this list by pressing the Print button. You can also Export the list as an Excel file and then save it on
your computer. That file can then be edited by software such as Microsoft Excel 2007 and newer (Windows), iWorks
Numbers (Macintosh) or OpenOffice (Windows, Macintosh).
Charts for Lodging
You can generate a chart for this analysis by clicking on the button Chart.
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Guest list
This list shows you all the guests in your establishment during a specified time frame. You can filter the list by only
selecting one object or certain booking status. You can also only list guests that you have previously sorted into one of
your lists in the guest management.
You can sort the list by clicking on the column headers.
You can print this list by pressing the Print button. You can also Export the list as an Excel file and then save it on your
computer. That file can then be edited by software such as Microsoft Excel 2007 and newer (Windows), iWorks Numbers
(Macintosh) or OpenOffice (Windows, Macintosh).
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Check In List
You can create a detailed list for all arriving guests during a certain time frame and print it.
1. Go to Lists > Check In List in the menu bar. This will open the window Check In List.
2. Select the time frame for which you want to do the alaysis. You have two options on how to do that:
The free time frame, that you can define over the starting and ending date using the two calendars and
the limited time frame that you can define using the drop down menu and selecting a month, quarter, sixmonth-period or year.
3. On the right side you can decide whether the following additional information will be printed or not.
Companions (all guest names entered in the booking; if unchecked, only the invoice recipient will be listed).
Guest notes (all notes of the guest from the Guest Management)
Booking notes (all notes added in the booking window)
Extras (all extras booked by the guest)
Note:
If you have organized your extras in groups in the Extras Management, you can select and analyze these as a group!
4. You can also restrict the analysis to only one object by selecting it in the crop down menu.
5. You can also restrict the analysis to certain booking status by selecting them in the drop down menu.
6. You can print this list by pressing the Print button. You can also Export the list as an Excel file and then save it on
your computer. That file can then be edited by software such as Microsoft Excel 2007 and newer (Windows), iWorks
Numbers (Macintosh) or OpenOffice (Windows, Macintosh).
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Check Out List
You can create a detailed list for all departing guests during a certain time frame and print it.
1. Go to Lists > Check Out List in the menu bar. This will open the window Check Out List.
2. Select the time frame for which you want to do the alaysis. You have two options on how to do that:
The free time frame, that you can define over the starting and ending date using the two calendars and
the limited time frame that you can define using the drop down menu and selecting a month, quarter, sixmonth-period or year.
3. On the right side you can decide whether the following additional information will be printed or not.
Companions (all guest names entered in the booking; if unchecked, only the invoice recipient will be listed).
Guest notes (all notes of the guest from the Guest Management)
Booking notes (all notes added in the booking window)
Extras (all extras booked by the guest)
Note:
If you have organized your extras in groups in the Extras Management, you can select and analyze these as a group!
4. You can also restrict the analysis to only one object by selecting it in the crop down menu.
5. You can also restrict the analysis to certain booking status by selecting them in the drop down menu.
6. You can print this list by pressing the Print button. You can also Export the list as an Excel file and then save it on
your computer. That file can then be edited by software such as Microsoft Excel 2007 and newer (Windows), iWorks
Numbers (Macintosh) or OpenOffice (Windows, Macintosh).
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Agent List
Lodgit Desk can compile a list of all bookings that have come in through an agent during a certain time frame. It will list
the bookings, the revenue generated by those bookings, the commission rate and the commission amount you owe the
agent. This list can be printed.
1. In the menu bar, go to Lists > Agent List. This will open the Agent Statistics.
2. In the drop down menu, select the time frame for the bookings you want to be shown. You can select months,
quarters, six-month-periods and years. And you can choose if you want to sort the list by arrival or departure
dates of the bookings.
3. In the drop down menu on the right you can filter the list by only showing bookings of a selected object or selected
income types (accommodations and/or extras).
The Comparison shows the number of bookings for each agent, the revenue generated by those bookings, the
commission percentage and the commission amount you will have to pay your agent for these bookings.
In the Details area, you can view every single booking for each agent during the specified time frame. Double-clicking on
a list item will open the booking window for the booking selected.
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Vacancy List
You can easily find vacancies in a certain time frame using the vacancy list. You can find this window by going to Lists >
Vacancy List.
If you have selected the option Occupancy Status, you will be shown the vacant and the occupied units during the
selected time frame. Optionally, the list can show the number of beds and the short description of the rentable units.
The option Vacancies shows you all rentable units including the dates that they are vacant.
The option Occupied Time Frames shows you all rentable units with the dates that they are occupied during the time
frame you have selected.
Number of Guests lists all arriving, departing and in-house guests for ever day during the time frame you have selected.
The Occupancy is a simple list that tells you how many units of the categories are vacant or occupied, depending on
which option you selected.
These lists can be printed or exported as CSV files.
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Occupancy / Performance Indicators
Lodgit Desk lets you analyze a couple of performance indicators, such as occupancy rate and RevPar (revenue per
available room).
The time frame can be adjusted in two different ways: You can use the two calendars and define a manual time frame
(e.g. March 15, 2009 to October 23, 2010). Or you can use the drop down menu to select a month, quarter, year or sixmonth-period (e.g. March 2009).
You can also filter the list by only showing a certain object or only showing certain booking status.
You can print this list by pressing the Print button. You can also Export the list as an Excel file and then save it on your
computer. That file can then be edited by software such as Microsoft Excel 2007 and newer (Windows), iWorks Numbers
(Macintosh) or OpenOffice (Windows, Macintosh).
Occupancy
Go to Lists > Occupancy / Performance Indicators > Occupancy Rate to view the bed occupancy for the selected
time frame. The occupancy rate will be calculated for each room separately.
You can view the occupancy in a chart.
Performance Indicators
If you click onto Performance Indicators, you can see the room nights for each object, the occupancy rate, room
revenue, ADR as well as the RevPar for the selected time frame. You can also generate a chart for this list.
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The RevPar depends on the occupancy rate and the room revenue and can be calculated for any time frame.
You can print this list by pressing the Print button. You can also Export the list as an Excel file and then save it on your
computer. That file can then be edited by software such as Microsoft Excel 2007 and newer (Windows), iWorks Numbers
(Macintosh) or OpenOffice (Windows, Macintosh).
You can generate a chart for the occupancy rate, average room rate and RevPar.
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List of Deposits
Go to Lists > List of Deposits to find all the deposits you have entered in Lodgit Desk:
You can filter these in relation to their due or receipt date and sort them accordingly.
With the context or action menu you can also select a deposit and:
open the corresponding booking,
open the deposit invoice (if you created one),
open the final invoice if you've already settled the booking.
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Accounting Export
Lodgit Desk lets you export all invoice information as CSV or XLSX files in order to import these information into your
accounting software.
Important:
If you want to make use of the accounting export, you first have to add the account numbers for payment methods,
extras, etc. within the Preferences and the Extras Management!
Navigate to the menu item Lists > Accounting Export to open the following window:
You can first select the type of export you want to be doing: Either a DATEV Pro export, which is specifically designed for
the software DATEV Pro. Or a debit/credit export, which can be used in other bookkeeping software.
Now you will see the details for all invoices created in Lodgit Desk. As text options, you can choose whether you want to
use the extras titles from the extras management or the edited titles from the booking, whether you want to list
the payment method used for payments made and whether to use the tax rate or tax ID.
Important:
If you only show deposits on the final invoice, they will not be listed here until the final invoice has been created.
You can limit the list by selecting a certain timeframe and/or a single object. You can also select whether you want to see
all revenue, or just revenue created from the cashbook or the invoices.
The checkmark in the column Exported lets you know that these list items have already been exported. These will not be
exported again the next time you create a CSV or XLSX file. You can reset this status by using the context menu or the
menu in the lower left corner:
You can export the list into a CSV or XLSX file by pressing the button Export. First, select the location for the file and in
the next window you can define the settings:
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Please make sure that your selected settings are the same as the import settings of your accounting software.
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City Tax List
When you go to Lists > City Tax List, you'll find an analysis of all the city tax (bed tax, accommodation tax) you have
collected as per your bookings.
Please note:
This list only shows the city tax calculated using the designated feature. For visitor's taxes that were added as extra
items, please see the Extras List.
The list is based on bookings in the reservation schedule. It does not matter whether the bookings have been
invoiced or not.
In the list, you can see the bookings, their main contacts, how many guests and how long they stayed, the name and
calculation rules for the tax as well as the tax amount due.
You can filter this list by objects and/or booking statuses.
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Additional Modules
The following additional modules can be used along with Lodgit Desk after they have been applied for and unlocked. In
some cases using the modules requires a fee and/or another agreement.
Module
Description
Conditions
Channel Manager
This module allows you to connect to a channel
manager to make your units available to online
booking channels.
Unlocking this module costs a
small monthly fee for each
rentable unit you want to
synchronize.
Database Server
Using the database server will allow several
users within a network to use Lodgit Desk
concurrently.
Unlocking the module for a
one-time license fee
Online Booking System
Automatically receive internet bookings,
synchronize vacancy status, price information,
online packages with the Lodgit Desk program, 2
ways of searching (single mode, category mode),
easily integrate booking process into your
website.
Part of the module "Online
Systems"; unlocking costs a
small mothly fee for each
rentable unit (no commissions!)
Booking Calendar & OwnerBooking
View online booking calendar that is
synchronized with the Lodgit Desk program; add
online bookings yourself (Owner-Booking) and
synchronize with Lodgit Desk automatically.
Part of the module "Online
Systems"; unlocking costs a
small mothly fee for each
rentable unit (no commissions!)
Electronic Registration
Systems
Connect Lodgit Desk to your municipality's
electronic registration system.
Currently supported systems:
AVS
Unlocking the module costs a
small monthly fee
Hotel Locking System
Using electronic hotel locking systems
Currently supported systems:
Hotel Locking Systems SALTO EVVA
Unlocking the module for a
one-time license fee
Linking the Lodgit Desk program to an electronic
cash register system to automatically add
revenues to the program
Currently supported interfaces:
Standard (PROTEL-compatible)
GASTWARE
Unlocking the module for a
one-time license fee
Zip Code Database
Installation of a global zip code and state library
into Lodgit Desk.
free; data provided by
geonames.org
Review Portals
Connection to review portals
Unlocking the module costs a
small monthly fee
Kassa Austria RKSV
Connection to the cbird EPOS in order to comply
with Austrian RKSV laws
Monthly fee plus costs of
hardware
Cash Register Systems
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Additional Module: Synchronization and Channel Manager
With the additional module "Synchronization and Channel Manager" you can easily synchronize your vacancies with our
optional online modules or one of the connected channel managers. You can also receive bookings through these
channels, which are then automatically added and drawn into your database.
General settings for Synchronization
Settings for the Lodgit Online Booking System
Settings for the channel manager cultuzz
Settings for the channel manager DIRS21
Settings for the channel manager Hotel-Spider
Settings for the channel manager Mapping Master
Settings for the channel manager Siteminder
Frequently Asked Questions regarding the Channel Managers
Comparison of features
Receive bookings
Send availabilities
Send MinLOS
Send MaxLOS
Send prices/rates
Send extra items
Limit arrival and departure to certain weekdays
Block time frames
Direct TripAdvisor connection
Lodgit
Cultuzz
DIRS21
HotelSpider
MM
SM
✓
✓
✓
✓
✓
✓
✓
✓
✓
✓
✓
✓
✓
✓*
-
✓
✓
✓
✓
✓**
✓
✓
✓
✓
✓
✓
✓
-
✓
✓
-
✓
-
-
✓
✓
-
✓
-
* no mapping; a collective extra item is used
** limited to an extra selection provided by Siteminder
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General settings for the synchronization
If you are using the additional modules Online Booking System, Booking Calendar & Owner-Booking and/or Channel
Manager, you have to perform synchronizations manually or automatically.
Go to Administration > Synchronization and Channel Manager to define the general settings for synchronization.
Options
1. You can activate this computer for synchronizing automatically. When using the database server, you can
then ensure that either all computers synchronize (always whichever computer comes first in the specified time
frame) or only the computer(s) with the most stable internet access.
2. You can specify the interval for the synchronization (from every hour to every 24 hours).
3. You can also decide whether you want to see a window pop up whenever Lodgit Desk is synchronizing
with the online modules.
4. New online bookings are now locked by default as soon as they're imported. You have to manually unlock
them to move them in the reservation schedule. Here you can turn that automatic lock off by unchecking the box.
5. Furthermore, you can decide, if you want all bookings in your reservation schedule to be shown in the
calendar as "occupied", or if you want certain bookings to be shown as "vacant" instead.
Important: Bookings with the status Checked Out are generally considered "vacant" online.
6. Also, you have to check at least one language in your database that is to be synchronized.
Multiple-Object Systems
Lodgit Desk allows you to combine different objects in Lodgit Desk into one system for the modules "Online Systems" and
"Interface: Channel Manager". Within Lodgit Desk, these objects will still be handled separately (e.g. to create separate
statistics), online they are treated as one object, though.
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Add a multiple-object system in the list to the left. You'll have to define a few settings, such as arrival and departure
times as well as features. These settings only concern the system online, not the objects in your backend.
Synchronize
You can easily adjust which rentable units can be booked online in the tab "Synchronize". It is irrelevant whether these
units will be synchronized with one or several online modules. Here, you'll also decide which of your objects should be
combined into a multiple-object system.
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Simply check the boxes for the units you want to synchronize in the upper list. With a right click or the actions menu
you can quickly:
synchronize / don't synchronize all units in this object
synchronize / don't synchronize all units of that type in this object
synchronize / don't synchronize all units of all objects
In the bottom list, you can combine objects into a multiple-object system. Select the system you've previously created
through the grey arrows on the right. If left empty, this object will be synchronized as is.
Please note:
Once combined into a multiple-object system, the objects will no longer be listed separately in the preferences for the
channel managers. Only the multiple-object system will be listed.
If you're currently setting up a connection to the channel manager, you can now continue to the channel manager specific
settings.
next: Edit preferences
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Settings for the Lodgit Online Booking System
The Lodgit Desk Online Booking System allows you to set a minimum number of booked days for your online bookings or
even allow only certain week days for arrivals and departures.
Go to Administration > Synchronization and Channel Manager and go to the tab Lodgit to define these settings:
Example: Minimum booking duration 3 days, arrival only available on Mondays and Thursdays
Please note that these settings are object specific!
Minimum booking duration
Select the minimum booking duration in days as well as a time frame for when this doesn't apply anymore.
This way you can allow last minute bookers to stay less than the required minimum duration if the book only, e.g. 5 days
in advance.
Arrival and departure days
Select the days for which arrival and departure are available. You can also define a time frame for when this setting
doesn't apply anymore.
Disabled (blocked) time frames
In the tab Blocked Time Frames you can set up certain times during which all or single units cannot be booked online
through the Online Booking System (e.g. because you sold that allotment to an agent or are going on vacation yourself).
Units will be listed as occupied in the Booking Calendar online during that time.
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Settings for channel manager cultuzz.de
With the additional module "Channel Manager" you can easily make your vacancies available to the channel manager
cultuzz.de which will in turn send it to other online booking channels (e.g. HRS, booking.com). The bookings you receive
through these channels will also be sent to your Lodgit Desk installation automatically, where you can view and work with
them.
You can see a list of all available channels on the channel manager's website. In order to use this module, you'll also need
a valid user agreement with cultuzz.de.
Step 1: Create categories or units and extra items on cultuzz
First, you'll have to add your unit's categories (or, depending on the search mode you'll use, your units) to cultuzz'
database. To do that, go to Products > Product Elements > Rooms.
Here you have two options:
1. You add rentable unit categories, e.g. a double bedroom, which you will then allocate to the corresponding
category in Lodgit Desk.
2. You add rentable units which you will then allocate to the corresponding units. This is recommended for renting
out individually designed units, such as holiday homes.
Note:
For the creation of extra items and putting them into products, please contact cultuzz.
Step 2: Set up units for synchronization
If you haven't used the Online Systems or Channelmanager Interface before, you first have to set up which units you
want to synchronize online.
Step 3: Allocate categories or units
In Lodgit Desk, go to Administration > Synchronization and Channel Manager and click on the tab Cultuzz >
General.
Now follow these steps to configure the rentable units or rentable unit types:
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1. Enter your cultuzz ID in the field "Object ID".
2. Press the button "Load Cultuzz IDs" to receive the rentable units or rentable unit types you've added to cultuzz. You
may have to press the button twice.
3. Then go to the tab Cultuzz Categories.
4. Select whether you want to work in Unit Mode or Category Mode. The unit mode links cultuzz categorys to single
units in Lodgit Desk, whereas the category mode links them to unit categories.
5. In the list, select which units/categories belong to which cultuzz categories:
6. Go back to the tab General to set a minimum and maximum booking duration. If you don't want to use this feature,
keep the standard of 1 and 999 days.
7. Check the box "Activate Channel Manager" to start working with the channel manager:
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Optional: Send prices to cultuzz
Lodgit Desk allows you to send prices to cultuzz for easier price management. Got to the tab Prices to define the prices
that you want to send to cultuzz:
1. In the list, select a cultuzz category.
2. Enter a base price.
3. Enter special prices, e.g. seasonal prices, in the list below.
Important!
The prices will be sent for ALL categories that you have allocated to Lodgit Desk units/categories. Please make sure
that you enter at least a base price price for ALL categories to avoid errors!
Optional: Add extras
If you have added extras to your cultuzz account, you can allocate them to extras in Lodgit Desk so that they are
automatically sent to Lodgit Desk when they are added to a booking in a booking engine.
1. The extras in cultuzz are being sent to Lodgit Desk when you load the Cultuzz IDs. If you've added the extras after
loading the Cultuzz IDs you can update the list by going to the tab General and pressing the button Load Cultuzz IDs.
2. Go to the tab Extras and allocate the extras in Lodgit Desk to the extras from cultuzz:
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3. Check the box that says "Inclusive" if you want the extra to be an inclusive extra.
During the next synchronization, the information will be sent to cultuzz.
Step 4: Synchronize
After you have linked all units/categories and activated your object, go to File > Synchronize. When synchronizing the
first time, synchronize twice to send all vacancies and links to cultuzz.
Within your cultuzz account, make sure that everything was sent to the channel manager correctly.
Please note:
It can take a few minutes for the changes to be reflected in your cultuzz account.
Changes in vacancies as well as new bookings will be sent via synchronization. Make sure to synchronize your system with
the server regularly to avoid overbookings and errors.
Automatic synchronization
You can set the synchronization process to happen automatically, too! More information on that here.
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Settings for channel manager DIRS21
With the additional module "Channel Manager" you can easily make your vacancies available to the channel manager
DIRS21 which will in turn send it to other online booking channels (e.g. HRS, booking.com). The bookings you receive
through these channels will also be sent to your Lodgit Desk installation automatically, where you can view and work with
them.
You can see a list of all available channels on the channel manager's website. In order to use this module, you'll also need
a valid user agreement with cultuzz.de.
Step 1: Create categories or units and extra items on DIRS21
First, you'll have to add your unit's categories (or, depending on the search mode you'll use, your units) to DIRS21's
database.
You have two options:
1. You add rentable unit categories, e.g. a double bedroom, which you will then allocate to the corresponding
category in Lodgit Desk.
2. You add rentable units which you will then allocate to the corresponding units.
Note:
Extra items can be added, but are not allocated to Lodgit extras. They'll be imported as a collective extra item called
"DIRS21".
Step 2: Set up units for synchronization
If you haven't used the Online Systems or Channelmanager Interface before, you first have to set up which units you
want to synchronize online.
Step 3: Allocate categories or units
In Lodgit Desk, go to Administration > Synchronization and Channel Manager and click on the tab DIRS21 >
General.
Now follow these steps to configure the rentable units or rentable unit types:
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1. Enter your DIRS21 ID and password in the fields.
2. Press the button "Load Dirs21 IDs" to receive the rentable units or rentable unit types you've added to cultuzz. You
may have to press the button twice.
4. Then go to the tab Dirs21 Categories.
3. Select whether you want to work in Unit Mode or Category Mode. The unit mode links Dirs21 categorys to single
units in Lodgit Desk, whereas the category mode links them to unit categories.
5. In the list, select which units/categories belong to which Dirs21 categories:
6. Go back to the tab General to set a minimum booking duration. If you don't want to use this feature, keep the
standard of 1 days.
7. Check the box "Activate Channel Manager" to start working with the channel manager:
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Optional: Send prices to DIRS21
Lodgit Desk allows you to send prices to DIRS21 for easier price management. Got to the tab Prices to define the prices
that you want to send to DIRS21:
1. In the drop down menu, select a DIRS21 category.
2. Enter a base price.
3. Enter special prices, e.g. seasonal prices, in the list below.
Important!
The prices will be sent for ALL categories that you have allocated to Lodgit Desk units/categories. Please make sure
that you enter at least a base price price for ALL categories to avoid errors!
Step 4: Synchronize
After you have linked all units/categories and activated your object, go to File > Synchronize. When synchronizing the
first time, synchronize twice to send all vacancies and links to DIRS21.
Within your DIRS21 account, make sure that everything was sent to the channel manager correctly.
Please note:
It can take a few minutes for the changes to be reflected in your DIRS21 account.
Changes in vacancies as well as new bookings will be sent via synchronization. Make sure to synchronize your system with
the server regularly to avoid overbookings and errors.
Automatic synchronization
You can set the synchronization process to happen automatically, too! More information on that here.
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Settings for channel manager Hotel-Spider
With the additional module "Channel Manager" you can easily make your vacancies available to the channel manager
Hotel-Spider which will in turn send it to other online booking channels (e.g. HRS, booking.com). The bookings you
receive through these channels will also be sent to your Lodgit Desk installation automatically, where you can view and
work with them.
You can see a list of all available channels on the channel manager's website. In order to use this module, you'll also need
a valid user agreement with Hotel-Spider.
Step 1: Create categories or units and extra items on Hotel-Spider
First, you'll have to add your unit's categories (or, depending on the search mode you'll use, your units) to Hotel-Spider's
database. To do that, please contact the Hotel-Spider team.
Step 2: Set up units for synchronization
If you haven't used the Online Systems or Channelmanager Interface before, you first have to set up which units you
want to synchronize online.
Step 3: Allocate categories or units
In Lodgit Desk, go to Administration > Synchronization and Channel Manager and click on the tab Hotel-Spider >
General.
Now follow these steps to configure the rentable units or rentable unit types:
1. Enter your Hotel-Spider Object ID and your Hotel Name.
2. Press the button "Load Hotel-Spider IDs" to receive the rentable units or rentable unit types you've added to cultuzz.
You may have to press the button twice.
3. Then go to the tab Hotel-Spider Categories.
4. Select whether you want to work in Unit Mode or Category Mode. The unit mode links Hotel-Spider categories to
single units in Lodgit Desk, whereas the category mode links them to unit categories.
5. In the list, select which units/categories belong to which Hotel-Spider categories:
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6. Go back to the tab General to check the box "Activate Channel Manager" and start working with the channel manager:
Step 4: Synchronize
After you have linked all units/categories and activated your object, go to File > Synchronize. When synchronizing the
first time, synchronize twice to send all vacancies and links to Hotel-Spider.
Within your Hotel-Spider account, make sure that everything was sent to the channel manager correctly.
Please note:
It can take a few minutes for the changes to be reflected in your Hotel-Spider account.
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Changes in vacancies as well as new bookings will be sent via synchronization. Make sure to synchronize your system with
the server regularly to avoid overbookings and errors.
Automatic synchronization
You can set the synchronization process to happen automatically, too! More information on that here.
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Settings for channel manager MappingMaster
With the additional module "Interface: Channel Manager" you can easily make your vacancies available to the channel
manager mappingmaster.com which will in turn send it to other online booking channels (e.g. HRS, booking.com). The
bookings you receive through these channels will also be sent to your Lodgit Desk installation automatically, where you
can view and work with them.
You can see a list of all available channels on the channel manager's website. In order to use this module, you'll also need
a valid user agreement with MappingMaster.
Step 1: Create categories or units and extra items on MappingMaster
First, you'll have to add your unit's categories (or, depending on the search mode you'll use, your units) to
MappingMaster's database.
Here you have two options:
1. You add rentable unit categories, e.g. a double bedroom, which you will then allocate to the corresponding
category in Lodgit Desk.
2. You add rentable units which you will then allocate to the corresponding units. This is recommended for renting
out individually designed units, such as holiday homes.
Note:
For the creation of categories and extra items, please contact MappingMaster.
Step 2: Set up units for synchronization
If you haven't used the Online Systems or Channelmanager Interface before, you first have to set up which units you
want to synchronize online.
Step 3: Allocate categories or units
In Lodgit Desk, go to Administration > Synchronization and Channel Manager and click on the tab MappingMaster
> General.
Now follow these steps to configure the rentable units or rentable unit types:
1. Enter your MappingMaster ID in the field "Object ID".
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2. Press the button "Load MappingMaster IDs" to receive the rentable units or rentable unit types you've added to
MappingMaster. You may have to press the button twice.
3. Then go to the tab MappingMaster Categories.
4. Select whether you want to work in Unit Mode or Category Mode. The unit mode links MappingMaster categories to
single units in Lodgit Desk, whereas the category mode links them to unit categories.
5. In the list, select which units/categories belong to which MappingMaster categories:
6. Go back to the tab General to set a minimum and maximum booking duration. If you don't want to use this feature,
keep the standard of 1 and 999 days.
7. Check the box "Activate Channel Manager" to start working with the channel manager:
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Optional: Send rates to MappingMaster
Lodgit Desk allows you to send rates to MappingMaster for easier price management. Go to the tab Prices to define the
rates that you want to send to MappingMaster:
1. In the list, select a MappingMaster category.
2. Enter a base price.
3. Enter special prices, e.g. seasonal prices, in the list below.
Important!
The prices will be sent for ALL categories that you have allocated to Lodgit Desk units/categories. Please make sure
that you enter at least a base price price for ALL categories to avoid errors!
Optional: Add extras
If you have added extras to your MappingMaster account, you can allocate them to extras in Lodgit Desk so that they are
automatically sent to Lodgit Desk when they are added to a booking in a booking engine.
1. The extras in MappingMaster are being sent to Lodgit Desk when you load the MappingMaster IDs. If you've added the
extras after loading the MappingMaster IDs you can update the list by going to the tab General and pressing the button
Load MappingMaster IDs.
2. Go to the tab Extras and allocate the extras in Lodgit Desk to the extras from MappingMaster:
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3. Check the box that says "Inclusive" if you want the extra to be an inclusive extra.
During the next synchronization, the information will be sent to MappingMaster.
Step 4: Synchronize
After you have linked all units/categories and activated your object, go to File > Synchronize. When synchronizing the
first time, synchronize twice to send all vacancies and links to MappingMaster.
Within your MappingMaster account, make sure that everything was sent to the channel manager correctly.
Please note:
It can take a few minutes for the changes to be reflected in your MappingMaster account.
Changes in vacancies as well as new bookings will be sent via synchronization. Make sure to synchronize your system with
the server regularly to avoid overbookings and errors.
Automatic synchronization
You can set the synchronization process to happen automatically, too! More information on that here.
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Settings for channel manager Siteminder
With the additional module "Interface: Channel Manager" you can easily make your vacancies available to the channel
manager Siteminder which will in turn send it to other online booking channels (e.g. HRS, booking.com). The bookings you
receive through these channels will also be sent to your Lodgit Desk installation automatically, where you can view and
work with them.
You can see a list of all available channels on the channel manager's website. In order to use this module, you'll also need
a valid user agreement with Siteminder.
Step 1: Create categories or units and extra items on Siteminder
First, you'll have to add your unit's categories (or, depending on the search mode you'll use, your units) to Siteminder's
database. You'll also receive a spreadsheet with your categories and room codes from your Siteminder contact. You
will need that later when you set up the connection in Lodgit Desk.
If you need any help setting up the categories in Siteminder, please contact the Siteminder Team.
Step 2: Set up units for synchronization
If you haven't used the Online Systems or Channelmanager Interface before, you first have to set up which units you
want to synchronize online.
Step 3: Allocate categories or units
After you've set everything up in Siteminder, open Lodgit Desk. There, go to Administration > Synchronization and
Channel Manager and click on the tab Siteminder > General.
Now follow these steps to configure the rentable units or rentable unit types:
1. Enter your Hotel Code from the file you received from your Siteminder agent in the field "Siteminder Object ID".
Select your Region from the drop down menu.
2. Press the button "Enter Siteminder IDs" to open a new window:
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3. Enter the category names and room codes you received in the file from your Siteminder agent. Also enter the number
of default occupancy. This is important for the setup of the prices which you can do later.
4. After you're done setting up the categories, close the window and go to the tab Siteminder Categories.
5. Select whether you want to work in Unit Mode or Category Mode. The unit mode links Siteminder categorys to single
units in Lodgit Desk (which is best if you have very individual units), whereas the category mode links them to unit
categories (which is best if you have a lot of units that are the same).
6. In the list, select which units/categories belong to which Siteminder categories:
Make sure to check the box in the first column for each unit you want to synchronize. If it is left unchecked, the
respective units and/or categories will NOT be synchronized.
6. Go back to the tab General to check the box "Activate Channel Manager" to start working with the channel manager:
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Optional: Send prices to Siteminder
The area Prices allows you to send your rates for each category to Siteminder.
You may only send base and seasonal prices for the default occupancy. If you want to define more detailed
prices (e.g. prices per channel), you will have to do so in the Siteminder web interface.
1. First select a category in the list and enter a base price. This price will always be used whenever no other seasonal
price is available.
2. Then you can either enter seasonal prices manaually OR load them from the date you have in your price management:
3. Now select which data you want to import: either the prices of a certain rentable unit, a price of a certain
category, or the prices of another Siteminder category that you already entered.
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If you select "Ignore default occupancy" and/or "Ignore price unit", you will import prices that don't have the correct
default occupancy and/or a different price unit than "per night". Please make sure to check the imported rates for
accuracy.
4. After you have entered all base and seasonal prices, please check the box "Send prices to Siteminder" to activate this
feature:
Important!
The prices will be sent for ALL categories that you have allocated to Lodgit Desk units/categories. Please make sure
that you enter at least a base price price for ALL categories to avoid errors!
Optional: Extra services
Siteminder allows you to have certain extra services entered directly into the booking when it's imported. You can match
these in the tab Extras to extra items you have set up in Lodgit Desk:
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If you don't find a matching item in your Lodgit Desk management, you don't need to map them. They will be
imported as a collective extra item into the booking.
Step 4: Synchronize
After you have linked all units/categories and activated your object, go to File > Synchronize. When synchronizing the
first time, synchronize twice to send all vacancies and links to cultuzz.
Within your cultuzz account, make sure that everything was sent to the channel manager correctly.
Please note:
It can take a few minutes for the changes to be reflected in your cultuzz account.
Changes in vacancies as well as new bookings will be sent via synchronization. Make sure to synchronize your system with
the server regularly to avoid overbookings and errors.
Automatic synchronization
You can set the synchronization process to happen automatically, too! More information on that here.
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Frequently Asked Questions Regarding Channel Managers
While the channel managers we currently connect to all have their differences, some questions concerning the basic
functionality are the same for each of them.
How many units should I put online?
The channel managers themselves advise you to put only 90 to 95% of your available units online. Due to the
synchronisation intervals, there is unfortunately no 100% guarantee against overbookings. Having one or two units per
category that you keep offline and usually book last can be a good buffer.
New online bookings always have a lock in the reservation schedule. What is that and how
can I turn that off?
The lock means that a booking is looked and cannot be moved, shortened or lengthened. You can manually unlock a
booking by unchecking the box in the booking window.
While we've added this feature as a security measure, it's possible to turn off the automatic locking of new online
bookings. You can turn this off under Administration > Synchronization and Online Modules.
A booking couldn't be allocated to a unit. What do I do?
Bookings that cannot be allocated to a unit in Lodgit Desk are first imported anyway. They will be shown in the Booking
List with the note Without Object. During the import, the channel manager error log will also open and inform you about
the issue.
There are different reasons as to why a booking cannot be matched. As soon as you have fixed the reason, you can open
the booking via double-clicking the entry in the booking list or the error log and allocate it to the vacant unit:
The category wasn't mapped to a unit:
If the category in the channel manager wasn't mapped to any unit in Lodgit Desk, the booking can't be automatically
entered into a unit.
Check if the mapping is correct. If you've changed the categories in the channel manager, you then have to map them
anew in Lodgit Desk.
The rooms aren't free for the entire duration:
Lodgit Desk only tells the channel manager how many rooms are vacant, not whether those are the same units. If a room
is vacant from A to B and another room is vacant from B to C, then it's possible for a guest to book a unit from A to C.
Move bookings around to always allow for the longest possible duration. If you can't free up a unit for the entire
booking duration, you can split it. First, move the booking into the first free unit and then utilize the Split Function.
The rooms have recently filled up:
There are synchronization intervals between Lodgit Desk and the server, between the server and the channel manager, as
well as between the channel manager and the channels. The intervals are very small but necessary to allow all data to be
passed through before new data is added. Despite keeping the intervals at only a few minutes, it is possible for a booking
to come in even though the room was booked in the meantime.
In these cases, treat the booking as you would treat any other overbooking.
A booking came in through a channel but it hasn't been imported into Lodgit Desk, yet. Why?
Because of the synchronization intervals it may take some time for a booking to make its way into your installation.
However, once it has reached the channel manager, it should take no more than three regular (automated)
synchronization processes for it to appear in Lodgit Desk.
Is the booking not imported even though it is listed in the channel manager, please contact us.
A booking has been changed in a channel. What happens in Lodgit Desk?
If bookings are changed in a channel, the original booking will be cancelled and a new booking will be created. Both
bookings (old and new) will be linked if possible provided that at least one online-booking exists and it has not been
replaced by a manually inserted booking.
This holds true for single bookings as well as for group bookings. In the booking list beneath the reservation schedule you
find the bookings which have been modified.
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The
latest booking is bright yellow, canceled online-bookings are light yellow.
When you move the mouse on a modified online-booking in the reservation schedule and press the right mouse button a
context menu will open. Please choose "Select Overbooking". The latest booking as well as the previous bookings are
indicated.
Please check whether you have manually changed anything in the cancelled online-booking, i.e. added services or written
offers, confirmations or invoices. You can decide if you want to apply custom changes of the old booking to the new
booking manually as well and which booking to keep or which one you might choose to delete.
When opening a booking and clicking on the icon "Online-Booking" you see whether the booking had been modified. Via
modification number you see whether the booking has been modified a few times. The greater the modification number
the more previous modifications of the booking exist.
Please go to the little arrow on the right hand side in the line "Booking Type" to "Open previous modification".
This might be not only one but multiple bookings.
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If you are not currently viewing the latest version you will see that there are further modifications present and you can
switch to a newer (next) version by clicking on the little arrow icon (see screenshot above). You can also open the
previous version by clicking the arrow above it.
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Additional module Database Server
Once you have purchased this additional module, Lodgit Desk will allow you to work concurrently from different
workstations. The cubeSQL database server license key that is included with the additional module allows for up to 3
concurrent connections. This license key is linked to a valid Lodgit Desk license and may not be redistributed. Licenses for
more concurrent connections are available as well, but will have to be purchased separately (contact us for more
information!).
When you use Lodgit Desk in single user mode, the test and work database are saved as files on your computer. In
multiple user mode, several computers can access the same databases located on the database server. This server can be
installed on a different computer in your network, but it's also possible to install it on the same computer you've installed
Lodgit Desk on.
Once the server module was added to your Lodgit Desk license, you can switch between single user and multiple user
mode while the software is running. The software will always remember the last mode used when you open it.
Important!
A database that is used as a server database cannot be used as a local work database at the same time! Otherwise,
data may be lost.
Prepare for use in multiple user mode
Before you can use Lodgit Desk's multiple user mode you first have to install the database server cubeSQL by SQLabs.
This server can be installed on a computer with a Mac OS X, Windows or Linux operating system. It is very reliable,
adheres to ACID standards and comes equipped with an administration program that you can use to configure the
database server. More information can be found in the server's documentation.
Follow these steps to start using Lodgit Desk in multiple user mode.
1. Installation of database server
Download the current version of the database server cubeSQL for your operating system from the provider's website and
install it according to the instructions. Best performance can be achieved by installing the server in the same subnetwork
as your workstations. Usually, the server doesn't need a lot of resources so that you can install it on one of your
workstation computers. The server can also be installed in a different network as long as the network connection's
performance is high enough to allow working comfortably with it.
The administration tool cubeSQLAdmin is delivered along with the cubeSQL server (the administration tool is NOT the
server). The server itself is executed on Windows and Mac in the background as a service. On Windows, the server can be
started and stopped under "Control Panel > Administrative Tools > Services". On Macintosh, you can find these functions
in the System Preferences.
Enter the license key of the database server within the tool cubeSQLAdmin under "Server > Register Server":
2. Make database available on the server
Make sure that the server is installed and ready to go by using the utility tool cubeSQLAdmin to connect with the server.
Start Lodgit Desk on the workstation that has your most current Lodgit Desk database on it. Within Lodgit Desk, go to File
> Database > Use Database Server.
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Connect to the database server. Lodgit Desk checks if the databases are installed on the server. If it can't find the
databases it will offer to send the local databases to the server instead. After the databases were uploaded successfully,
they will be available to every workstation with Lodgit Desk that connects with the database server.
In the event that the automatic upload of the database fails, please do the following:
1. Quit Lodgit Desk. If the application is unresponsive, use the TaskManager (Windows) or Force Quit (Mac).
2. Restart the cubeSQL server. On Windows, you can find this option under "Control Panel > Administrative Tools >
Services" and on Mac, you can find it in the System Preferences.
3. Start the cubeSQLAdmin tool. Go to "Databases", select the Lodgit Desk database(s) and then presse the "Drop"
button. This ensures that no faulty databases are on the server.
4. Upload the databases manually. In cubeSQLAdmit, go to the menu item "Server > Upload Database" and select
the Lodgit Desk work and demo database from your computer.
Note:
If there are connectivity problems between Lodgit Desk and the server (e.g. error message: "An error occured while
trying to connect."), please make sure that the firewalls of client and server allow for such connections between
workstation and server and that the UDP port 4440 is not blocked.
Should your installation not "remember" that the database server mode was activated, please do the
following:
1. Open Lodgit Desk and activate your software license in "File > Software Activation…".
2. Connect to the database server by going to "File > Use database server…".
3. Activate your software license again in "File > Software Activation…".
Things to keep in mind when using the multiple user mode
When using Lodgit Desk in multi user mode there are a couple of things you need to be aware of.
Database backups
When using the multiple user mode the database server is responsible for backups. The backup feature must be
configured with the utility tool cubeSQLAdmin after installing the server.
To find out how to use the backup feature, please go to the backup settings for the database server.
Restricted access for concurrently edited objects
If more than one workstation within the network tries to access the same object (booking, cashbook, object
administration, etc.), access will be granted to the workstation that came first. Everyone else cannot access the object
until the first user has exited it.
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Database Server: backup settings
Important!
When using Lodgit Desk in database server mode, the automatic backup feature of Lodgit Desk DOES NOT work. The
backups have to be made by the database server itself and have to be defined manually.
The backup settings for the database server can be defined with the admin tool cubeSQLAdmin.
1. Create backup schedules
To utilize the server's backup feature, you will have to create a backup schedule. To do that, go to "Advanced >
Schedules" within the tool cubeSQLAdmin.
Here you can create a backup schedule for a certain time of day during the selected weekdays (e.g. every day at 3PM; see
screenshot for setting). Create at least one daily backup schedule for a time when the computer with the server is always
(or at least most always) running. Make sure to check the box that says "Schedule Enabled". You can, of course, create
several different schedules for different times of the day: in our example, we have created one schedule for 11AM and one
for 3PM; more backups mean more data security.
Note:
Since more backups mean more data security, we recommend to backup your files every hour. That means you'll have
to create a backup schedule for every hour.
2. Link backup schedules to a database
After you have created your backu schedules, go to "Server > Databases". Here you'll find the Lodgit Desk databases you
uploaded to the server when you first connected to it via Lodgit Desk. Select the work database named "Lodgit
Database.lxdb". Then, in the menubar, go to "Server > Manage Schedules…".
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Select your schedule in the drop down list and then press the "Add" button. This will link the schedule to the database and
make sure that the backup is created at the set time. Every schedule you created has to be linked manually to the
database.
Important:
Schedules that are not linked to the database will NOT be run. Please make sure that your created schedules are linked
to the Lodgit Desk database.
Location of server backup files
You can find the locations of your database, backup files, etc. in the tab Settings:
Restore from backup
Should you ever need to restore your database from a backup, you can do so in the tab Backup.
Important:
Make sure that you have quit all Lodgit Desk installations before restoring from a backup file!
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1. First check whether the database "Lodgit Database.lxdb" is selected. If it wasn't automatically selected, choose it
manually from the drop down menu in the upper left area.
2. Press the button "Show Backups" in the right upper corner. This will show all backups available on the server for this
database. Each backup is marked with a time stamp:
20130527_130008 means the backup is from May 27 2013, 1PM
3. Select the backup you want to restore and then press the button "Restore Backup".
Note:
After you have restored the database from a backup, you may have to activate the license.
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Additional module Online Booking System
If you want to receive bookings online, you can use the optional module Lodgit Online Booking System that we offer. This
additional module can be used along with your Lodgit Desk program and integrated into your own website. If you want to
use the module, you have to sign a license agreement for it and we will then unlock tis feature for you.
After we have unlocked itfor you, you will have to integrate the Lodgit Online Booking System into your website via a link
and then configure it in your personal account at the Lodgit website.
Tip: You can always test the Online Booking System when you are using the Test Database.
Unlock the Online Booking System
When you are using the work database in Lodgit Desk and select File > Synchronize for the first time in the menu bar,
the following information will pop up:
Please press "Purchase License Now" which will then forward you to the following URL in your default web browser:
https://www.lodgit.com/clients/login.
This is where you can access your personal area at the Lodgit website. You can do so by logging in with your personal
username and password that you received when you registered for a Lodgit Desk user license.
After you have logged in, open the page "Additional Modules" where you should press the button "Apply" next to "Online
Booking Systems". This will prompt you to download the license agreement, print it, sign it and send it back to us. When
we receive the signed license agreement, we will immediately unlock the Online Booking System for you.
Configuring the Online Booking System
Before you can use the Lodgit Online Booking System you have to enter some data into the configuration area. As long as
the minimum data has not been entered, the following message will pop up when you try to synchronize the Online
Booking System with Lodgit Desk:
Please press "Configure Now" which will then forward you to the following URL in your default web browser:
https://www.lodgit.com/clients/login.
In the menu you can go to Online Booking System > Preferences and enter the minimum data.
This is where you will be informed about missing data, such as:
Cabins "Water Lilies"
General Terms
missing
You have not yet added any general terms for this object. General terms are conditions that a guest
has to agree to before an online reservation is completed.
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Object
Description
missing
You have not yet added a description for this object that a guest will see as a quick overview of the
object when doing an online reservation. This description will be show on the first page of the online
booking module.
Payment
Methods
missing
You have not yet added any payment methods that a guest can choose when doing an online
reservation. You have to add at least one payment method for each object.
Contact
Information for
online
bookings
missing
You have not yet added any contact information that will be sent to a guest after they have done an
online reservation. The contact information, such as email address, phone number or postal address
will be shown on the confirmation page as well as in the confirmation email that is sent to the guest.
Cancellation
Information
missing
You have not yet added any cancellation information for this object. The conditions for cancelling a
booking will be shown on the confirmation page as well as in the confirmation email that is sent to the
guest.
Important:
Without the above listed data, the online module is not fully functional and the respective links to calendar or
booking system will not work. Please make sure you have entered all the required information.
Try the Online Booking System with the test database
You can try out the Online Booking System without having to sign the additional agreement. To do that, use the test
database, then go to File > Synchronize in the menu bar. Log into your personal user area on the Lodgit website as
described above and enter the minimum data.
Note: When you try out the Online Booking System, you can only use it while you are logged into your personal
user area on the Lodgit website.
Set up automatic synchronization
The regular automatic synchronization of your vacancy status, the price information and optional packages between your
Lodgit Desk program and the Lodgit Online Booking System can be defined by going to Preferences > Online
Bookings.
Optional: online bookable packages
You can set up extra services and items for your guests to book along with the units online in the Object Management.
Integrate online booking system into your website
To integrate the Online Booking System into your website, you will need a link to it. You can find it in your personal
Lodgit account by going to:
Lodgit Online Systems > Settings > Overview
These links are available for each object and each rentable unit you synchronize. They can now be used to link to the
system from your website.
If you want to change the look of your online booking system to make it match your website's color scheme, you can do
so by going to "CSS-Styles". Please note that this feature is only to be used by experienced web designers because
unsuitable CSS styles can endanger the functionality of the online booking system.
next: Receiving and confirming online bookings
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Receiving and confirming online bookings
Each synchronization will check for new online bookings and import them in your system. If possible, the booking will be
added directly into the unit in the reservation schedule. All those newly added bookings will have the status "New Online
Booking" so they'll be easier to recognize. They are also automatically locked, so that they can't accidentally be moved,
shortened or extended. To move, shorten or extend such a booking, you can manually unlock it in the booking window.
Tip:
If you don't want to automatically lock new online bookings, you can turn this feature off under Administration >
Synchronization and Online Modules.
After you have synchronized your Lodgit Desk program with the Lodgit online modules, you should confirm newly receved
bookings by doing the following.
1. In the main window, open the booking list with the online bookings by going to View > Show Booking List.
At the bottom of the main window you will then see the Booking List with new online bookings. All new online bookings
have the status "New Online Booking" and their default color is yellow.
2. If you want to check if a deposit should be paid for an online booking, open it by double-clicking on it. Within the
booking window, go to the list item "Deposits":
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3. When you have received the deposit, enter the date of receipt under "Received On".
If you have to do a debit or charge a credit card for the deposit, go to the list item "Online Booking". There you will
find the payment information you need.
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Important:
You can delete the payment information after processing them to protect yourself and your guest from data thieves.
Please note that deleting this information CANNOT be undone!
5. After that you can create a confirmation by pressing the button "Create Confirmation" and send it to the guest. The
online booking will then automatically receive the booking status "Confirmed".
Important: Your guest will only receive a binding booking confirmation when you create the confirmation in the
way described above!
next: Cancelling online bookings
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Cancelling online bookings
Unlike bookings that you have created in Lodgit Desk yourself, you cannot simply delete an online booking. Instead, you
will have to let the Online Booking System know which bookings are to be deleted before you can remove them from the
reservation schedule entirely.
If you want to cancel an online booking you have to:
1. Select the booking you want to delete in the reservation schedule and then go to "Bookings > Delete Booking...". The
following message will appear:
If you confirm the deleting of the booking, the online booking will first be marked as "to be cancelled":
2. All bookings that are marked as "to be canceled" will be sent to the Lodgit Online Booking System during the next
synchronization.
3. During the next synchronization after that, the Online Booking System will confirm the cancellation of the bookings.
The bookings in question will receive the status "Cancelled Online Booking". The color of this status can be defined in
the Preferences under "Reservation Schedule > Colors".
4. Now, you can delete the bookings as usual.
Note:
When you delete an online booking that has been split because of a move, you can delete all the parts as usual.
After you have deleted ALL the parts of that booking, the Online Booking System will be told to cancel them during
the next synchronization. This could have an effect on the booking commission.
next: Online Booking System
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Additional Module "Booking Calendar & Owner-Booking"
If you own a valid Lodgit Desk license, you can also apply for the additional module "Booking Calendar & Owner-Booking"
so that you can:
use any computer or smart phone to view the online booking calendar (which is always updated thanks to the
synchronization feature in Lodgit Desk),
integrate the online booking calendar into your website using a code snippet (iframe),
create bookings yourself (online Owner-Booking) and send these automatically to Lodgit Desk.
The additional module can be booked online for any number of rentable units along with the Lodgit Desk license. If you
already own a Lodgit Desk license, you can later book the module as well.
After it has been activated, you can then use the module "Booking Calendar & Owner-Booking" via your SSL protected
personal login area on the Lodgit Website.
Activate the online module
If you are using Lodgit Desk with the work database and go to the menu
Windows: File > Synchronize...
Mac OS X: File > Synchronize...
for the first time, this info will pop up:
Please press "Activate Now" which will automatically open the website: https://www.lodgit.com/clients/login.
This will lead you to your personal user area on the Lodgit-Website where you can log in with your username and
password that you received when you registered for the Lodgit Desk program.
After you have logged in the page "Additional Modules" will open. There you can "Buy" the module "Booking Calendar &
Onwer-Booking". This will forward you to the Lodgit Shop where you can activate the module for any number of rentable
units.
Important Note:
Using the module "Booking Calendar & Owner-Booking" is dependant on whether you have a license for Lodgit Desk!
Configure the module
Before you can completely use the additional module "Booking Calendar & Owner-Booking" you have to adjust a few
settings first. As long as the minimum required information are not specified, you will always be reminded to do so with
this note that appears in Lodgit Desk:
Press "Configure Now" which will automatically open the website: https://www.lodgit.com/clients/login
where you can adjust the settings in the Menu under Online Booking System > Preferences.
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This is where you will be informed about missing data, such as:
Cabins "Water Lilies"
General Terms
missing
You have not yet added any general terms for this object. General terms are conditions that a guest
has to agree to before an online reservation is completed.
Object
Description
missing
You have not yet added a description for this object that a guest will see as a quick overview of the
object when doing an online reservation. This description will be show on the first page of the online
booking module.
Payment
Methods
missing
You have not yet added any payment methods that a guest can choose when doing an online
reservation. You have to add at least one payment method for each object.
Contact
Information for
online
bookings
missing
You have not yet added any contact information that will be sent to a guest after they have done an
online reservation. The contact information, such as email address, phone number or postal address
will be shown on the confirmation page as well as in the confirmation email that is sent to the guest.
Cancellation
Information
missing
You have not yet added any cancellation information for this object. The conditions for cancelling a
booking will be shown on the confirmation page as well as in the confirmation email that is sent to the
guest.
Important:
Without the above listed data, the online module is not fully functional and the respective links to calendar or
booking system will not work. Please make sure you have entered all the required information.
Set up automatic synchronization
The regular automatic synchronization of your vacancy status, the price information and optional packages between your
Lodgit Desk program and the Lodgit Online Booking System can be defined by going to Preferences > Online
Bookings.
Optional: online bookable packages
You can set up extra services and items for your guests to book along with the units online in the Object Management.
Integrate booking calendar into your website
In order to integrate the booking calendar into your webiste you'll need its address. This can be found in your personal
Lodgit account by going to:
Lodgit Online Systems > Settings > Show > Reservation Schedule
There, you'll also find a code example for integrating the booking calendar via iframe into your website. The addresses
and code examples can be viewed for each object as well as each rentable unit you synchronize.
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Additional module: Interface to electronic registration systems
The additional module "Interface: Electronic Registration Systems" allows you to connect Lodgit Desk to your
municipality's electronic registration system to digitally send the required guest information.
Unfortunately, we currently only connect to electronic registration systems in the German speaking market.
You can download the German documentation that includes details about the setup and use of those systems
in your Lodgit account at www.lodgit.com/ldversion/download. Please note that you'll have to switch to German
in order to download the German documentation.
You can still use Lodgit Desk to create a common registration form for your guests!
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Additional module Hotel Locking System SALTO EVVA
You can use Lodgit Desk when coding the guest media (keys, cards) of the electronic locking systems in SALTO® EVVA ®.
To do that, we can offer you an interface for the additional module SALTO EVVA Locking System within the area for the
"Hotel Locking Systems". The module can be purchased for a one-time license fee.
Unlock additional module "Hotel Locking Systems"
To unlock the additional module, go to Administration > Additional Modules > Salto Hotel Locking System
Please press "Purchase License Now" which will then forward you to the following URL in your default web browser:
https://www.lodgit.com/clients/login.
This is where you can access your personal area at the Lodgit website. You can do so by logging in with your personal
username and password that you received when you registered for a Lodgit Desk user license.
After you have logged in, open the page "Additional Modules" where you should press the button "Apply" next to "Hotel
Locking Systems". After that, you will receive a new license key from us that also unlocks the additional module.
Preferences
The main component of the Hotel Locking System is the so-called HAMS server, a sever software that needs to be
installed on a Windows computer in your network. Lodgit Desk communicates via TCP/IP with the HAMS server.
You will receive the HAMS server software from the manufacturer of this hotel locking system who will also be responsible
for its support.
In order to use the system correctly with Lodgit Desk you will have to define a few settings. These Preferences can be
defined under Lodgit Desk > Preferences > Hotel Locking Systems (Mac) or Edit > Preferences > Hotel Locking Systems
(Windows).
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HAMS server
Enter the IP address of the computer with the HAMS server and the port you're using. The port will be defined in the
preferences of the HAMS server. The default value is 5010. Please make sure that the connection isn't blocked by a
firewall of some sort.
Coding Station
A coding station is a device that reads and writes the guest media. Add the name of the coding station that you want to
access using the Lodgit Desk program. The names for the coding stations are defined by the HAMS server.
List of additional privileges
When you write a guest medium you can give your guest access to nine additional areas (apart from the one to four
rentable units). These additional areas are defined in the preferences in the HAMS server software. Enter the additional
areas here just like you have defined them in the HAMS server software. Only additonal areas 1 through 9 are supported.
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The list with the additional privileges can be found in the HAMS server software under Tools > Configuration > General options > PMS
> Authorization list.
Read and write guest media
Coding the guest media from Lodgit Desk is easy and convenient. The main window which you can reach by going to
Administration > Additional Modules > Salto Hotel Locking System lets you read, code and delete guest media.
Delete card
This will delete a card and makes it invalid so that access to the areas with this card is no longer possible.
Code card
This will show you the window fo writing the guest medium.
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A card can be coded to grant access to between one and four rentable units as well as up to nine additional areas for a
time frime (timed to exact hours).
One-time medium
You can create a one-time medium for service personnel that will only grant access to an area once.
Create copies
When you code a guest medium you can create copies for companions such as spouses in one go. To do that, enter the
amount of copies under "Copies".
Check the box that says "Create a copy of the first medium as well" if you know, you will have to create copies of this
medium later on (e.g. if the spouse arrives one day later).
Read card
This lets you read and view the content of a guest medium.
Code via the booking window
The list item "Hotel Locking Systems" allows you to quickly code a card from the booking window. After pressing "Coding
card...", the coding window will open and all important information, such as unit ID, arrival and departure date will be
taken from the booking and does not have to be entered again.
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Additional Module EPOS Systems
If you want to send revenues from your gastronomy cash register system to Lodgit Desk and add them to the respective
bookings there, we can offer you the additional module "EPOS Systems". These service that were entered into your
gastronomy register can be added as extras to an invoice. You can also analyze the revenue created by those extras
under Lists > Extras List.
This module can be acquired for a small fee.
Unlock the module
To unlock the module go to
Windows: Edit > Preferences > EPOS Systems
Mac OS X: Lodgit Desk > Preferences > EPOS Systems
Please press "Purchase License Now" which will then forward you to the following URL in your default web browser:
https://www.lodgit.com/clients/login.
This is where you can access your personal area at the Lodgit website. You can do so by logging in with your personal
username and password that you received when you registered for a Lodgit Desk user license.
After you have logged in, open the page "Additional Modules" where you should press the button "Apply" next to "EPOS
Systems". After that, you will receive a new license key from us that also unlocks the additional module.
Interfaces
The additional module EPOS Systems is constantly being improved and currently supports the following systems:
GASTWARE
Supports the GASTWARE software via the protocol "GASTWARE Standard" (only available
in German)
Standard (PROTELcompatible)
Supports software that work with PROTEL protocol
Other international
interfaces...
... will be implemented soon.
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EPOS System "Standard (PROTEL-compatible)"
This standard interface allows the automatic importing of revenues from your gastronomy software into Lodgit Desk, as
long as it uses a PROTEL-compatible protocol. The revenues will automatically be added as Extras to the corresponding
booking. If a revenue can't be automatically added to the corresponding booking, it will be listed in an error log which
then lets you added them manually.
Preferences
To define the preferences for the "Standard (PROTEL-compatible)" interface go to:
Windows: Edit > Preferences > EPOS Systems
Mac OS X: Lodgit Desk > Preferences > EPOS Systems
and select the interface "Standard (PROTEL-compatible)".
Options
To use the interface properly the following things are necessary.
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Interface Active
This activates or deactivates the interface. If the interface is deactivated, no guest-unit-file is created and no
bookings are being analyzed.
Location for the guest-unit-file "INHOUSE.DAT"
This is the location where your software expects the file "INHOUSE.DAT". This file is automatically created by
Lodgit Desk and contains a list of all currently checked in guests. This location can be on a network, but
Lodgit Desk needs to be allowed to write in this location.
Location for the revenue file "ROOMBOOK.DAT"
This is the location where your software expects the file "ROOMBOOK.DAT". This file is automatically created
by the gastronomy software and contains a list of sold products and services (revenues). This location can be
on a network, but Lodgit Desk needs to be allowed to write in this location.
Extras
You can bundle all imported extra items so that they'll appear in one package per bill and make the final
invoice easier to understand.
Tax rates
This is where you assign the tax rates.
Important: All tax rates must be assigned to the same number they have in the EPOS system! You can
adjust the numbers individually.
Decimal Separator
Adjust the decimal separator to the one your EPOS System is using.
Actions Menu
The guest-unit-file and the revenue file will automatically be created and analyzed by the software and
Lodgit Desk.
you can create the guest-unit-file and the revenue file manually to check if
Using the Actions Menu
and how it works. You can also use this menu to open the error log.
Extras
To correctly map the items and services from the EPOS system to Lodgit Desk, you'll have to enter them into the Extras
Management. Add the item's number in the EPOS system as the name and its description as the title:
Price and tax rate will be imported from the EPOS system. As the price unit, please select "per piece".
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next: Error Log
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Cash Register System "GASTWARE"
The interface "GASTWARE" allows the automatic importing of revenues from your gastronomy department into Lodgit
Desk. The revenues will automatically be added as Extras to the corresponding booking. If a revenue can't be
automatically added to the corresponding booking, it will be listed in an error log which then lets you added them
manually.
Preferences
To define the preferences for the "GASTWARE" interface go to:
Windows: Edit > Preferences > EPOS Systems
Mac OS X: Lodgit Desk > Preferences > EPOS Systems
and select the item "GASTWARE".
Options
To use the interface properly the following things are necessary.
Interface Active
This activates or deactivates the interface. If the interface is deactivated, no guest-unit-file is created and no
bookings are being analyzed.
Location for the guest-unit-file "GWCHECKIN.DAT"
This is the location where your GASTWARE software expects the file "GWCHECKIN.DAT". This file is
automatically created by Lodgit Desk and contains a list of all currently checked in guests. This location can
be on a network, but Lodgit Desk needs to be allowed to write in this location.
Location for the revenue file Speicherort der Umsatz-Datei "GWUMSATZ.DAT"
This is the location where your GASTWARE software expects the file "GWUMSATZ.DAT". This file is
automatically created by the GASTWARE software and contains a list of sold products and services
(revenues). This location can be on a network, but Lodgit Desk needs to be allowed to write in this location.
Tax rates
This is where you assign the tax rates "Full", "Reduced" and "None". All three must be assigned. You can
manage tax rates under
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Windows: Edit > Preferences > Tax
Mac OS X: Lodgit Desk > Preferences > Tax.
Actions Menu
The guest-unit-file and the revenue file will automatically be created and analyzed by the GASTWARE
software and Lodgit Desk.
you can create the guest-unit-file and the revenue file manually to check if
Using the Actions Menu
and how it works. You can also use this menu to open the GASTWARE error log.
next: Error Log
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Error log
The error log contains revenues that could not automatically be added to the corresponding booking. This allows you to
assign the revenues manually.
The error protocol pops up automatically whenever at least one revenue could not be assigned and can always be viewed
by going to Administration > Additional Modules > EPOS Systems.
Unread entries are bold. You can see the details of an entry by clicking on it.
The Actions Menu allows you to delete already assigned entries from the list.
next: Cash Register System "GASTWARE"
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Kassa Austria RKSV Interface
The interface "Kassa Austria RKSV" allows sending all invoice data created in Lodgit Desk to a cbird pendrive POS. This is
necessary for Austrian customers acccepting cash or credit/debit card payments on site (above 7500€ per year) in order
to comply with the current Austrian financial laws (the RKSV act).
This law requires the transaction data to be saved on a second, external device at least every three months. cbird
complies with this requirement: new and changed transaction/invoice data will be saved both on the pendrive as well as
on the harddrive of your computer.
Generally cbird is a POS software on a pendive. Lodgit Desk sends all invoice and invoice cancellation data to the stick
which archives them and prints a receipt.
Setting up the interface
First of all you need to add the "Kassa Austria RKSV" interface to your existing Lodgit Desk license. You can simply
purchase it the online shop on our website. Second you need the actual cbird pendrive which you can order on cbird.at
After purchasing the interface for Lodgit Desk you might need to update your license information. Click "File" (on
Windows) / "Lodgit Desk" (on Mac) > "Software Activation..." > "Update License Info".
Now head to the general preference of Lodgit Desk by clicking "Edit" (Windows) / "Lodgit Desk" (Mac) > "Preferences...".
You should now be able to see "Kassa Austria RKSV" in the list of settings on the left side. Click on it and then change to
"Location"
In this window you have to enter the unique number of your cbird pendrive (the "Kassennummer") and then click "Pfad
erneut ermitteln". Afterwards tick the box for "Interface Active".
Now you can insert the cbird pendrive into your computer, start up the cbird software (so far unfortunately only available
in German), configure it and make sure that "Automatisches Bonnieren" is activated in the cbird software.
When creating a new invoice in Lodgit Desk with a payment menthod that is considered by cbird, the invoice information
(items, total, etc...) will automatically be exported and processed by the cbird software.
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Zip Code Database
If you want to use more countries or states than are listed in Lodgit Desk by default, you have the option to download the
zip code database from GeoNames.org and integrate it into Lodgit Desk. This will automatically add all states to a
country. Also, when entering a zip code and country, this database will automatically suggest a city that corresponds to
this zip code.
To download this database go to Administration > Additional Modules > Install Zip Code Database…
In the new window, press Install. After the download and installation, the database will be available to you right away.
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Additional module: Review Portals
The additional module "Interface: Review Portals" allows you to automatically send guest information to a review portal so
that they can remind the guest to leave a review about their stay at your accommodation.
This feature requires that the guests agree to have their data sent and that an email address is listed in the
guest progile.
Permission of the guest
The guest has to agree to have their data sent to the review portals. This permission setting is done in the guest files:
Booking data is only sent to a review portal ifthe following criteria are ALL met:
At least one guest of the booking has given permission and listed an email address.
The booking has the status "Checked Out".
The booking's departure date is no less than 2 days in the past.
Settings for the Review Portals
Under Administration > Additionals Modules > Review Portals you'll find the settings. You can select a different
review portal for each object in Lodgit Desk.
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1. In the left list, select the object and check the box Use review portal.
2. Then, select the review portal from the list and enter the house ID that you are listed with on the portal with.
Then you can check the box Automatically send data to the review portals. Once a day, this will send all bookings in
the status "Checked Out" whose departure date is in the future or within the last two days.
Important:
The emails are supposed to be sent in a timely manner in regards to the stay. That's why the review portals only want
to receive booking data for those bookings that have their departure date in a certain time frame (often only until the
day before the send date). This means that some bookings may not be sent to the review portals if the status "Checked
Out" is set too late.
You can also send the data manually through the Actions menu.
Bookings
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This will list all the bookings with the status "Checked Out" that are in the specified time frame.
Expired bookings are too old to be sent to a review portal.
Sent bookings have already been sent to a review portal. Select the list entry and the "Details" window will list the data
that was sent.
Open bookings have the status "Checked Out" and a departure date that theoretically allows for them to be sent to a
review portal. It is still possible that none of the guests have email addresses listed or agreed to have their data sent to a
review portal and so the booking cannot be sent! Select the list entry and look at the "Details" to see if the booking will be
sent or not.
Sent data
All data that was sent will be listed here.
Error Log
If there are any issues with sending the data, they will be listed in this log.
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Definitions
Lodgit Desk uses a list of accommodation types that were defined by the German Tourism Association (DTV), the German
Hotel Association (DEHOGA) and the German Spas Association (DHV).
Accommodation types
All-Suite Hotel
This type of hotel offers accommodation only in suites.
Aparthotel / Apartmenthotel
This type of hotel offer accommodations in studios or apartments.
Farm
A farm is a place where agricultural and similar activities take place, especially the growing of crops or the raising of
livestock.
Boarding House
A boarding house is an accommodation service (usually in the rural areas) that will allow accommodation for a longer
period of time. The service can go from minimal to full room service.
Renting out holiday apartments or homes
See Holiday apartments / homes
Inn
An inn is usually a lodging establishment that offers accommodations as well as food and drink.
Guesthouse
Siehe Lodging House.
Hotel
A hotel is a lodging establishment that offers a front desk, services, daily cleaning services, other establishments and at
least one restaurant for guests and passers-by. A hotel should have more than 20 rooms.
Hotel Garni
A Hotel Garni is a hotel that offers accommodation, breakfast, drinks and serves only snacks and small dishes.
Youth Hostel
A youth hostel offers short accommodation for mostly young people. Food and drink is offered to guests only. Youth
hostels also offer programs and activities for educational or recreational purposes.
Sanatorium
This is a lodging establishment in a health resort or a therapeutic place. It is oriented towards the guests of this resort.
Spa Hotel
This is a lodging establishment in a health resort or a therapeutic place. It is oriented towards the guests of this resort. It
also offers its own therapies and treatments.
Wellness Clinic
A wellness clinic is a lodging establishment with a hospital character. It's under medical management and offers ongoing
medical care. Usually, local remedies are used for therapies and the establishment meets the typical requirements such as
accessability and food supply, as well as patient needs.
Motel
A motel is oriented towards drivers that look for lodging. It usually has a close-by parking area.
Lodging House
This is a lodging establishment that offers accommodations for more than one night and food is offerend to guests.
Camp Ground
A camp ground is a fenced area that allows camping, i.e. the stay with tents, caravans or motorhomes. It is often
managed by a private owner.
Renting out private rooms / lodgings
See Private rooms / lodgings
Source: Deutscher Tourismusverband e.V. (DTV)
next: Categories for rentable units
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Categories for rentable units
Apartment
This is a place with separate sleeping and living areas as well as a cooking area.
Double Bedroom
This is a room for two people with a double bed or two single beds that were put next to each other.
Single Bedroom
This is a room for one person.
Family Room
This room is for three or more people, at least two of the sleeping accommodations are suited for adults.
Holiday Apartment
A holiday apartment is an apartment with a sanitary area and an area for food preparations where guests can stay for a
limited amount of time.
Holiday Home
A holiday home is a house with a sanitary area and an area for food preparations where guests can stay for a limited
amount of time.
Juniorsuite
A juniorsuite is a room with a separate area for sitting.
Maisonette
A maisonette is an apartment that extends over at least two stories which are internally connected.
Shared Room
This is a room for three or more people.
Penthouse
A penthouse is an apartment that lies in the topmost storey of a multi-storey house and has a large roof terrasse.
Private rooms / lodging
A private lodging is lodging in a private house that have no more than eight beds and are not subject for authorization.
Dormitory Bed
A dormitory bed is in a room with several sleeping accommodations for people that belong to a group (or not).
Studio
This is an accommodation with one room and a cooking area.
Suite
A suite is an accommodation with separate, connected sleeping and living rooms.
Twin Bedroom
This is a room for two people in two separate beds.
Tent
A tent is a portable shelter (usually of canvas stretched over supporting poles and fastened to the ground with ropes and
pegs) for one or more people.
Car + Tent
see above with a car
Car + Trailer
A trailer can be connected to a car and can be lived in.
Caravan
This is a car-like motor-vehicle that can be lived in. It is often similar to a trailer.
Source: Deutscher Tourismusverband e.V. (DTV)
next: Accommodation Types
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Price units in Lodgit Desk
Here you can find an overview over all price units that can be used in Lodgit Desk.
... for accommodations (in Object Management)
For all examples, we are using a demo booking from Dec 12, 2011 to Jan 4, 2012.
per night
This price unit multiplies the base price with the number of nights of the booking.
The price unit per night/person multiplies the base price with the number of nights and with the number of guests of
the booking.
The demo booking covers 10 nights. For a price of $10/night, the end amount would be $100.
per day
This price unit multiplies the base price with the number of days of the booking.
The price unit per days/person multiplies the base price with the number of days and with the number of guests of the
booking.
The demo booking covers 11 days. For a price of $10/days, the end amount would be $110.
per week
This price unit multiplies the base price with the number of weeks of the booking. The weeks are calculated nightly, e.g. a
booking of 3 nights would cost 3/7 of the base price.
The price unit per week/person multiplies the base price with the number of weeks and with the number of guests of
the booking.
The demo booking covers 1 week and 3 nights. For a price of $210/week, the end amount would be $300.
per week (daily rates)
This price unit multiplies the base price with the number of weeks of the booking. The difference is that here, the weeks
are calculated daily, not nightly.
The price unit per week/person multiplies the base price with the number of weeks and with the number of guests of
the booking.
The demo booking covers 1 week and 4 days. For a price of $210/week, the end amount would be $330.
per month
This price unit multiplies the base price with the number of months of the booking. This price unit does not do daily or
nightly rates, the base price is multiplied with every month that's started for the booking (one month leads up to the
equivalent date of the following month). Entries in Price Management have no influence on units with this price unit; and
the price unit cannot be selected in Price Management.
The price unit per month/person multiplies the base price with the number of months and with the number of guests of
the booking.
The demo booking covers 1 month. For a price of $500/month, the end amount would be $500.
per year
This price unit multiplies the base price with the number of months of the booking. This price unit does not do daily or
nightly rates, the base price is multiplied with every year that's started for the booking (one year leads up to the
equivalent date of the following year). Entries in Price Management have no influence on units with this price unit; and the
price unit cannot be selected in Price Management.
The price unit per year/person multiplies the base price with the number of years and with the number of guests of the
booking.
The demo booking covers 1 year. For a price of $10,000/year, the end amount would be $10,000.
flat fee
Whenever this price unit is used, the base price is the end price and will not be influenced by the booking time frame.
Entries in Price Management cannot influence bookings using this price unit; this price unit is also not available in Price
Management. Also, this price unit can only be selected for rentable units, however, for extras, the price unit "per piece"
can be used.
The price unit flat fee/person multiplies the base price with the number of guests of the booking.
No matter the time frame of the booking, the end price is the same as the base price.
... for services (in Extras Management)
per person
This price unit multiplies the base price with the number of guests of the booking.
per piece
This price unit multiplies the base price with the amount entered within the booking.
Similar price units are per night, per day, per week, per week (daily rates), per month, per year, per pair, per
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hour, per liter, per kWh, per m3.
per [time frame]/person
This price unit multiplies the base price with the time frame as well as with the number of guests entered in the booking.
Those price units are per night/person, per day/person, per week/person, per week/person (daily rates), per
month/person, per year/person.
per [time frame]/piece
This price unit multiplies the base price with the time frame as well as with the amount entered in the booking.
Those price units are per night/piece, per day/piece, per week/piece, per week/piece (daily rates), per
month/piece, per year/piece.
next: Categoies for rentable units
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Booking statuses in Lodgit Desk
Here you'll find some information on all the booking statuses Lodgit Desk has to offer.
Tentative
This is the lowest booking status; it's the default status for all bookings that you draw into the reservation schedule. A
main contact must be added to the booking before you can change the status (unless you want to change the status to
Disabled). You cannot create confirmations or invoices for bookings with this status.
You can decide if time frames with Tentative bookings are to be shown as vacant when synchronizing with the online
modules.
The function "Split" is not available for bookings with this status.
Important:
When changing the main contact, dates or rentable unit, the price information will automatically be reloaded from
Object and Price Management. If you've manually edited the price, change the status of the booking immediately to
avoid unwanted changes!
Offer
Bookings will automatically receive this status when an offer was saved/printed for them. You cannot create invoices for
bookings with this status.
You can decide if time frames with Offer bookings are to be shown as vacant when synchronizing with the online modules.
Confirmed
Bookings will automatically receive this status when a confirmation was saved/printed for them. You cannot create offers
or invoices for bookings with this status.
Booked
You cannot create offers or confirmations for bookings with this status.
Checked In
Bookings with this status can no longer be moved and their arrival date cannot be changed. The departure date, however,
can still be changed. You cannot create offers or confirmations for bookings with this status. Guests in bookings with this
status will automatically listed under "Current Guests" in the reservation schedule.
Bookings cannot receive this status when their arrival date lies in the future.
Checked Out
Bookings with this status can no longer be moved, lengthened or shortened. You cannot create offers or confirmations for
bookings with this status.
The function "Split" is not available for bookings with this status. Bookings with this status will count as "vacancy" online
(Online Booking System and Channel Manager).
New Online Booking
Bookings that you receive via the Online Booking System will automatically have this status. Bookings with this status also
mostly have an automatically generated reservation number.
Bookings with this status cannot be deleted immediately. Trying to delete them will mark them for deletion instead. After
synchronizing with the Online Booking System, these bookings will receive the status Cancelled Online Booking. Only then,
they can be deleted.
Cancelled Online Booking
Online bookings will receive this status when you try to delete them. They will first be marked for deletion and then, after
synchronizing with the Online Booking System, they will receive this status. Now, you can delete the bookings from the
reservation schedule.
The function "Split" is not available for bookings with this status.
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Disabled
You do not need to add a main contact to bookings with this status. A label of specified text (e.g. renovation) will appear
in the reservation schedule after the status Disabled. Bookings with this status do not count towards the analysis of
occupancy rate and RevPAR. The maximum value possible for this analysis will also be adjusted accordingly, so that the
rentable unit is viewed as non-existant for the duration of the booking.
The function "Split" is not available for bookings with this status.
proceed to: Categories of rentable units
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Keystroke combinations
Below you'll find a list of keystroke combinations that can make working with Lodgit Desk easier and faster.
Key:
shift key
Delete
Backspace
ctrl key
˄
command key / Apple key
enter key / return key
CMD
↵
Action
Mac OS X
Windows
Open the Help file
F1
Help
Open the Preferences
˄,
CMD ,
Quit software
˄Q
Open database folder
˄
Save reservation schedule as image
˄S
CMD S
Print reservation schedule
˄P
CMD P
Main window: hide or show sidebar
˄L
CMD L
Main window: hide or show booking list
˄
Use "Select" mode (reservation schedule)
a
a
Use "Draw" mode (reservation schedule)
e
e
Use "Split" mode (reservation schedule)
t
t
CMD Q
O
L
Use the next mode („Select“ → „Draw“ → „Split“ →
„Select“)in the reservation schedule
CMD
CMD
O
L
Space Bar
Create new booking (reservation schedule)
˄N
CMD N
Duplicate selected booking (reservation schedule)
˄D
CMD D
Open selected booking (reservation schedule)
˄ O or ↵
CMD O or ↵
or
Delete selected booking (reservation schedule)
Reservation schedule: center current date
˄T
Go to a certain date in the reservation schedule
˄G
CMD G
Reservation schedule: next month
˄→
CMD →
Reservation schedule: previous month
˄←
Reservation schedule: next year
˄
→
CMD →
Reservation schedule: previous year
˄
←
CMD ←
CMD T
CMD ←
Hold down -key and then click on the
bookings you want to select
Select several bookings in the reservation schedule
Open Object Management
Alt M
˄
M
Open Guest Management
Alt G
˄
G
Open Price Administration
Alt P
˄
P
Open Lodging Statistics
Alt S
˄
S
Open Check In List
Alt I
˄
I
Open Check Out List
Alt O
˄
O
Open Offer Arches (Correspondence)
Alt A
˄
A
Open Extras Management
Alt X
˄
X
Open Package Management
Alt Z
˄
Z
Open Cashbook
Alt K
˄
K
Alt T
˄
T
Open Financial Reports
Duplicate selected prices (Price Administration)
˄D
Duplicate selected prices and add a year (Price
Administration)
˄
˄D
D
˄
D
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or
Delete the selected cashbook entry (no invoices)
Go to search area in the booking list (reservation
schedule)
˄F
CMD F
Go to search area (Guest Managament)
˄F
CMD F
Fix booking or remove fixation
CTRL F
CMD F
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Lodgit Desk Hotel Software Manual/Documentation
Legal notice
This documentation and help texts are products and services offered by:
Dibomedia GmbH
Dr.-Ing. Dirk Bockelmann
Industriestr. 85-95
D-04299 Leipzig
GERMANY
Responsible for contents as per Article 5 Paragraph 1 German Teleservices Act (Telemediengesetz, TMG):
Dr.-Ing. Dirk Bockelmann
This handbook can be redistributed under the following conditions:
The copyright note is explicitly stated on all duplicated and redistributed copies.
This handbook is not modified or edited in any way.
This documentation is not used for commercial use (especially the printed version).
Dibomedia reserves the right of permission for every other use.
Dibomedia assumes no liability for damages resulting from the use of this documentation and help. Dibomedia does not
constitute legal information on the suitability for a particular purpose.
Authors of the documentation
Dirk Bockelmann
Alesja Elding
Elke-Gerda Thiem
Stefan Keller
Carolin Geißler
Robert Erlenkötter
Lizenzhinweise:
The export function of Lodgit Desk uses parts of the 7-Zip program (see www.7-zip.org).
7-Zip is licensed under the GNU LGPL license.
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View cash receipts
1. Open the Guest Management.
2. Select the guest in the guest list.
3. Go to History and then select Receipts in the drop down menu "Show".
Here you will find all cash receipts that were issued for the guest using Lodgit Desk.
You can filter the search by selecting a time frame for which the correspondence will be listed.
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