REZSTREAM BOOKING ENGINE USER`S GUIDE

REZSTREAM BOOKING ENGINE USER`S GUIDE
RezStream, Inc.
RezStream Booking Engine User’s Guide
REZSTREAM
BOOKING ENGINE
USER’S GUIDE
February 24, 2007
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
www.rezstream.com
[email protected]
Page #1
303-872-0220
Last Update: 2/25/2007
RezStream, Inc.
RezStream Booking Engine User’s Guide
TABLE OF CONTENTS
CONTACT US ................................................................................................................................. 5
OVERVIEW OF THE REZSTREAM BOOKING ENGINE .............................................................. 5
HOW TO EFFECTIVELY USE THIS SETUP GUIDE ..................................................................... 5
PRIOR TO BEGINNING REZSTREAM BOOKING ENGINE ACCOUNT SETUP ............................................ 6
REZSTREAM BOOKING ENGINE TERMS ............................................................................................ 6
ORGANIZING INFORMATION FOR ACCOUNT SETUP ............................................................................ 7
Account Information .................................................................................................................. 8
Taxes....................................................................................................................................... 10
Point of Sale (Optional) ........................................................................................................... 11
Packages (Optional)................................................................................................................ 11
Rate Plans/Unit Types ............................................................................................................ 11
Rate Names/Rate Seasons .................................................................................................... 11
User Defined Fields................................................................................................................. 13
SAMPLE PROPERTY WORKSHEET – THE POWDER HOUND INN ........................................................ 13
Account Information ................................................................................................................ 14
Taxes....................................................................................................................................... 17
Point of Sale............................................................................................................................ 18
Packages ................................................................................................................................ 18
Rate Plans/Unit Types ............................................................................................................ 18
Rate Names/Rate Seasons .................................................................................................... 19
User Defined Fields................................................................................................................. 19
ONLINE ADMINISTRATIVE INTERFACE.................................................................................... 20
SYSTEM REQUIREMENTS............................................................................................................... 20
Screen Resolution................................................................................................................... 21
Internet Explorer Version ........................................................................................................ 21
Javascript ................................................................................................................................ 21
Cookies ................................................................................................................................... 22
Internet Connection................................................................................................................. 22
THE ONLINE ADMINISTRATIVE INTERFACE HOME PAGE ................................................................... 23
ENTERING INFORMATION IN THE ADMINISTRATIVE INTERFACE.......................................................... 23
Common Forms ...................................................................................................................... 23
Common Icons ........................................................................................................................ 24
STANDALONE ACCOUNT CONFIGURATION ........................................................................... 25
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
www.rezstream.com
[email protected]
Page #2
303-872-0220
Last Update: 2/25/2007
RezStream, Inc.
RezStream Booking Engine User’s Guide
ACCOUNT SETUP........................................................................................................................ 26
ACCOUNT INFORMATION................................................................................................................ 26
Details ..................................................................................................................................... 26
Users ....................................................................................................................................... 28
Photos/Images/Media ............................................................................................................. 30
Amenities ................................................................................................................................ 33
Sources ................................................................................................................................... 37
Reasons .................................................................................................................................. 39
TAXES .......................................................................................................................................... 42
Step One: Managing Individual Taxes ................................................................................... 42
Step Two: Managing Tax Groups .......................................................................................... 50
POINT OF SALE (OPTIONAL) .......................................................................................................... 54
Add a New Point of Sale Category ......................................................................................... 55
Add a New Point of Sale Item ................................................................................................. 56
Edit an Existing Point of Sale Category .................................................................................. 58
Edit an Existing Point of Sale Item.......................................................................................... 58
Delete an Existing Point of Sale Item...................................................................................... 59
View Existing POS Categories and Items............................................................................... 60
PACKAGES ................................................................................................................................... 60
Add a New Package................................................................................................................ 62
Editing Packages .................................................................................................................... 65
RATE PLANS/UNIT TYPES.............................................................................................................. 69
Edit an Existing Rate Plan/Unit Type ...................................................................................... 72
Delete a Rate Plan/Unit Type ................................................................................................. 72
View Rate Plans/Unit Types ................................................................................................... 73
RATE NAMES/RATE SEASONS ....................................................................................................... 74
Creating Rate Names.............................................................................................................. 74
Creating Rate Seasons ........................................................................................................... 78
REPORTS ..................................................................................................................................... 88
STATISTICS/TRACKING .................................................................................................................. 89
USER DEFINED FIELDS .................................................................................................................. 90
OVERVIEW OF THE PROPERTY SETUP MENU ....................................................................... 93
ORGANIZING INFORMATION FOR PROPERTY SETUP ......................................................................... 94
Property Information................................................................................................................ 95
Letters ..................................................................................................................................... 97
Booking Engine Settings ......................................................................................................... 97
Units/Rooms.......................................................................................................................... 101
Amenity Searchability (Optional)........................................................................................... 102
Website Link Options ............................................................................................................ 102
Website Availability Calendars (Optional)............................................................................. 103
SAMPLE PROPERTY WORKSHEET – THE POWDER HOUND INN ...................................................... 103
Property Information.............................................................................................................. 103
Letters ................................................................................................................................... 104
Booking Engine Settings ....................................................................................................... 104
Units/Rooms.......................................................................................................................... 106
Amenity Searchability............................................................................................................ 107
Website Link Options ............................................................................................................ 107
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
www.rezstream.com
[email protected]
Page #3
303-872-0220
Last Update: 2/25/2007
RezStream, Inc.
RezStream Booking Engine User’s Guide
PROPERTY SETUP.................................................................................................................... 107
PROPERTY INFORMATION ............................................................................................................ 107
Details ................................................................................................................................... 108
Finance Settings ................................................................................................................... 109
Terms/Conditions .................................................................................................................. 111
Restrictions ........................................................................................................................... 112
Photos/Images/Media ........................................................................................................... 114
Amenities .............................................................................................................................. 114
LETTERS .................................................................................................................................... 115
Add a New Letter .................................................................................................................. 116
BOOKING ENGINE SETTINGS ....................................................................................................... 118
Guest Payment Settings ....................................................................................................... 119
Design Header ...................................................................................................................... 123
Design Footer........................................................................................................................ 126
Reservation Defaults............................................................................................................. 131
Guest Tracking...................................................................................................................... 138
Style Reservation Pages....................................................................................................... 138
Reservation Behavior............................................................................................................ 139
Property Management/Owner Options ................................................................................. 144
UNITS/ROOMS ............................................................................................................................ 148
Administration ....................................................................................................................... 148
Black-Out Wizard .................................................................................................................. 156
AMENITY SEARCHABILITY ............................................................................................................ 158
Property................................................................................................................................. 158
Unit/Room ............................................................................................................................. 159
WEBSITE LINK OPTIONS .............................................................................................................. 160
WEBSITE AVAILABILITY CALENDARS............................................................................................. 161
Design Customizable Calendar ............................................................................................ 162
Retrieve Calendar Links........................................................................................................ 165
Availability Examples ............................................................................................................ 168
ADMINISTRATIVE RESERVATIONS......................................................................................... 169
REZSTREAM CONTACT INFORMATION .........................ERROR! BOOKMARK NOT DEFINED.
REZSTREAM ADDITIONAL REFERENCES .....................ERROR! BOOKMARK NOT DEFINED.
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
www.rezstream.com
[email protected]
Page #4
303-872-0220
Last Update: 2/25/2007
RezStream, Inc.
RezStream Booking Engine User’s Guide
CONTACT US
RezStream Booking Engine Help Desk: (303) 872-0220
Support Hours: 8:00AM – 5:00PM, Monday through Friday, MST.
OVERVIEW OF THE REZSTREAM BOOKING ENGINE
The RezStream Booking Engine is a web based program that integrates your property’s website and
other Internet reservation sites allowing potential guests the ability to book confirmed online reservations.
The RezStream Booking Engine can receive online reservations 24 hours a day, 365 days a year!
The RezStream Booking Engine also provides high-level customization and flexibility.
Key features in the RezStream Booking Engine include:
•
•
•
•
Direct bank deposits: Payment for bookings made from your website is electronically deposited
directly into your bank account within a few business days.
Ease of use: The RezStream Booking Engine can be accessed via the Internet using a user ID and
password. Coupled with RezStream’s industry-leading property management software, RezStream
Professional, integration is seamless.
Customize your level of service: Choose RezStream Booking Engine products and services that
make sense for your business, from a simple availability calendar to distribution to all the major
travel websites like Expedia and Travelocity.
Flexible: All property information, policies, unit rates, minimum night stay requirements, ‘blackout’
dates, and items unique to your property are completely customizable.
HOW TO EFFECTIVELY USE THIS SETUP GUIDE
The information contained in this document is organized in a manner that allows a property owner or
designated user(s) to configure and effectively use the RezStream Booking Engine. The goal of this
document is to successfully guide you through the process of entering information required for activating
your RezStream Booking Engine so you may begin generating incremental revenue for your property.
L
Any black text that follows the information icon denotes a tip or information of importance.
Please read these notes carefully!
Also, any blue text that appears in bold and italics stresses a specific step in the RezStream Booking
Engine configuration process. Please note these important steps.
Action Item – Indented text that appears following this red heading is alerting you there is a
RezStream Booking Engine setup step to complete in this section. Be sure to pay attention to these
important directions.
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
www.rezstream.com
[email protected]
Page #5
303-872-0220
Last Update: 2/25/2007
RezStream, Inc.
RezStream Booking Engine User’s Guide
PRIOR TO BEGINNING REZSTREAM BOOKING ENGINE
ACCOUNT SETUP
1.
2.
Familiarize yourself with the following table of RezStream Booking Engine terms.
Organize pertinent information about your property before completing the data entry steps outlined
after the table of RezStream Booking Engine terms.
REZSTREAM BOOKING ENGINE TERMS
TERM
RezStream
Property
Users
RezStream Professional (optional for
RezStream Booking Engine users)
Two-Way Communication
RezStream Booking Engine
Standalone User
Real-Time Reservation
Online Administrative Interface
Expandable List
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
DEFINITION
A property management software company that also provides
real-time Internet reservation solutions.
Refers to any business that uses the RezStream Booking Engine
or other RezStream products.
Owners or assigned employees of the designated property
who use the RezStream Booking Engine or other RezStream
products.
RezStream’s property management software (PMS) that is
installed on the property’s local computer(s) and is used to
comprehensively manage a property’s phone reservations and
complete guest management needs. RezStream Professional
also has the capability to communicate ‘two-way’ with the
RezStream Booking Engine to fully automate local property
reservations with RezStream Booking Engine online
reservations.
RezStream Professional automatically sends unit availability and
rate information to the RezStream Booking Engine. The
RezStream Booking Engine automatically transfers real-time
Internet reservations directly into RezStream Professional
without manual data input.
RezStream’s web based program for receiving online
reservations from guests via the Internet. Reservations may
come from a variety of Internet reservation sources like Expedia,
Travelocity, travel agents, and your own property’s website.
Refers to RezStream customers who use the RezStream
Booking Engine without also using RezStream Professional.
Standalone users utilize a user name and password to access
the RezStream Booking Engine via the Internet, to update
availability, and receive online reservations. Examples of
standalone users would be Macintosh users or properties with
basic Internet reservation needs that do not use RezStream
Professional.
A potential customer fills out a reservation form on a property’s
website or other Internet reservation site (example: Expedia)
receiving an instant email confirmation with a confirmation
number. The RezStream Booking Engine can process real-time
reservations and automatically process credit card deposits for
individual website bookings. Once a real-time reservation has
been made, the property is also notified of the confirmed
reservation immediately via email. If a property uses RezStream
Professional, the reservation will be automatically entered into
the property management software system.
A series of web pages where RezStream Booking Engine
customers enter property data or manage online availability.
Found within the RezStream Booking Engine Online
Administrative Interface categories. Placing your cursor on one
topic opens a more detailed list of related sub-menu items.
www.rezstream.com
[email protected]
Page #6
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Last Update: 2/25/2007
RezStream, Inc.
RezStream Booking Engine User’s Guide
TERM
Tree Menu
Form
System Administrator or
Designated User
Availability Calendars
Point of Sale (POS)
Packages
Global Distribution System (GDS)
Onward Distribution System (ODS)
DEFINITION
Sub-menus with plus signs (+) and minus signs (-) next to the
item name that users left click to ‘expand’ the item to see more
information. The RezStream Booking Engine uses tree menus
to display the maximum amount of related information at one
time.
An individual web page within the Online Administrative Interface
for entering information.
The person responsible for setting up the RezStream Booking
Engine and managing different user level permissions.
Display unit availability and property information in graphical
form on a website. The RezStream Booking Engine uses
calendars to display unit availability.
Miscellaneous items offered for sale at the property like tee
shirts, robes, and champagne. The RezStream Booking Engine
allows users to sell POS items online.
A specific collection of Point of Sale items. A Romance Package
might include roses, champagne, and dinner for two. The
RezStream Booking Engine allows users to sell optional
packages online.
Allows individual property information and rates to be available to
hundreds of thousands of travel agents worldwide. RezStream
Booking Engine customers can elect to participate on the GDS.
Allows individual property information and rates to be available
on well-known travel sites such as Expedia, Travelocity, and
Orbitz. RezStream Booking Engine customers can elect to
participate on the ODS.
ORGANIZING INFORMATION FOR ACCOUNT SETUP
RezStream recommends organizing the information necessary for completing Account setup. Having this
information organized will assist you in completing the Account setup section in the RezStream Booking
Engine Online Administrative Interface.
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
www.rezstream.com
[email protected]
Page #7
303-872-0220
Last Update: 2/25/2007
RezStream, Inc.
RezStream Booking Engine User’s Guide
This section will outline the information required for Account setup. From the RezStream Booking Engine
Online Administrative Interface, the Account setup menu contains the following sections.
Please review the REQUIRED items necessary to begin Account setup. After organizing the
information, it will be entered into the RezStream Booking Engine Online Administrative Interface.
L
The headings in the Account section marked below as Optional are NOT required to complete during
Account setup in order to use the RezStream Booking Engine. However, you may want to review
these sections and determine whether or not completing them would be beneficial to your property.
ACCOUNT INFORMATION
To complete the Account > Account Information section, organize the information contained in the
following sections for Details, Users, Photos/Images/Media, Amenities, Sources, and Reasons.
Details
Use the Account > Account Information > Details link to enter the following account
details.
Action Item
Organize the following information for data input.
•
Business name
•
Contact information
•
Mailing address and phone numbers
•
Email address (for notification of online reservations)
•
Contact names (business owner, business manager, etc.)
•
Website URL
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
www.rezstream.com
[email protected]
Page #8
303-872-0220
Last Update: 2/25/2007
RezStream, Inc.
RezStream Booking Engine User’s Guide
Users
Use the Account > Account Information > Users link for entering Information about the
users who will have access to the RezStream Booking Engine Online Administrative
Interface.
This information defines who will be allowed to make changes to the RezStream Booking
Engine’s configuration and what level of user participation they will be allowed to have.
Some users may have full access to all configuration information while others will only be
able to make reservations and update availability. You will specify the level of usage for
each designated user.
Action Item
Make a list of the users who will have access to the RezStream Booking Engine
Online Administrative Interface.
Photos/Images/Media (Optional)
Use the Account > Account Information > Photos/Images/Media link for
uploading images for use in the RezStream Booking Engine. Photos can help
describe your property and/or specific rooms that will display to online guests
checking availability on your website via the RezStream Booking Engine.
Action Item
Any photos that will be displayed in the RezStream Booking Engine must be
saved in digital format using high quality JPEG photos no larger than 200 pixels
high and 300 pixels wide.
Amenities (Optional)
Use the Account > Account Information > Amenities link to define amenities at your
property. The RezStream Booking Engine will allow you to list both property level
amenities and unit level amenities.
Amenities that describe the property as a whole are known as property, or standard,
amenities. The only companies that need to be concerned with designating property
amenities are those businesses that are configuring the RezStream Booking Engine for
multiple properties. In these instances, compile a list of amenities that are specific to each
separate property, for example:
1.
2.
Heated Pool
Full Service Spa
Unit level amenities describe individual units or unit types to Internet guests. In addition,
unit level amenities can be flagged as sortable, allowing potential guests to perform an
advanced search when making a reservation. This advanced search can help guests find
rooms with specific criteria. Examples of unit level amenities include:
•
•
•
•
Jacuzzi Tub
King Bed
Ocean View
Non-Smoking Room
Action Item – Single Property
If you are configuring a single property for use with the RezStream Booking
Engine, make a list of amenities that describe individual rooms or room types at
your property. If you would like guests to be able to search for rooms with
specific amenities, put an asterisk next to those amenities in your list.
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
www.rezstream.com
[email protected]
Page #9
303-872-0220
Last Update: 2/25/2007
RezStream, Inc.
RezStream Booking Engine User’s Guide
Action Item – Multiple Properties
If you are configuring multiple properties for use with the RezStream Booking
Engine, make a list of amenities that describe each property as well as another
list of amenities that describe rooms or room types at each property. If you
would like guests to be able to search for property-specific information and/or
rooms/room types based on these amenities, place an asterisk next to those
amenities in your list.
Sources
Use the Account > Account Information > Sources link to define how guests find your
property. Some examples of sources are:
•
•
•
•
•
Website
Advertisement in local newspaper
Chamber of Commerce
Recommended by friend
Repeat customer
Action Item
Make a list of your property’s referral sources.
Reasons
Use the Account > Account Information > Reasons link to define why guests are visiting
your property. This information can be used to help target marketing dollars. Some
examples of reasons are:
•
•
•
•
•
Leisure
Business
Wedding
Conventions
Special occasion
Action Item
Make a list of the different reasons why guests visit your property.
TAXES
Use the Account > Taxes link to configure tax details for your property. You will need to know the
following information to set up the tax tables in the RezStream Booking Engine.
Action Item
First, make a list of all individual tax types at your property and exact tax
percentages or amounts that are charged with each of these individual taxes.
Some examples of individual taxes are:
•
•
•
•
•
•
•
State
County
City
Bed
Sales
Food
Exempt
Second, make another list of the different combinations of taxes that are used at
your property. For example, a nightly room charge includes state, local, and
lodging tax while gift shop purchases only include state and local tax. The
RezStream Booking Engine allows for unlimited tax combinations in order to
apply the right taxes to different purchases.
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
www.rezstream.com
[email protected]
Page #10
303-872-0220
Last Update: 2/25/2007
RezStream, Inc.
RezStream Booking Engine User’s Guide
POINT OF SALE (OPTIONAL)
Use the Account > Point of Sale link for configuring point of sale charges. Point of sale charges are
used for selling items other than rooms in the RezStream Booking Engine. Some businesses will
want to sell miscellaneous items online and others will not. Examples of point of sale items are:
•
•
•
Gift shop items
Additional food and beverage sales
Area recreational activities
Action Item
Make a list of every point of sale items that you want to sell to guests via the
RezStream Booking Engine. This list should include the price of each point of
sale item and how it is taxed.
PACKAGES (OPTIONAL)
Use the Account > Packages link for configuring packages in the RezStream Booking Engine.
Packages are a collection of POS Items that will be sold in addition to a room rate.
Action Item
Create a list of packages, including the point of sale items that are included in the
packages, that you will offer to online guests via the RezStream Booking Engine.
RATE PLANS/UNIT TYPES
Use the Account > Rate Plans/Unit Types link for defining the various unit types at your property.
Examples of unit types are:
•
•
•
King
Queen Queen
Suite
Action Item
Create a list of the unit types at your property.
RATE NAMES/RATE SEASONS
Use the Account > Rate Names/Rate Seasons link to define rate names (like Rack and AAA) and
seasonal rates for each unit type and rate name at your property. Rates in the RezStream Booking
Engine should be defined for at least one year in advance. As an example, a property at a ski
resort may have the following seasonal rate fluctuations for a King unit type with the Rack rate
name.
DATES
01/01/07 – 02/28/07
03/01/07 – 03/31/07
04/01/07 – 04/30/07
05/01/07 – 06/14/07
06/15/07 – 09/14/07
09/15/07 – 11/14/07
11/15/07 – 12/31/07
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
RATE
$165.00
$185.00
$145.00
$135.00
$165.00
$135.00
$165.00
www.rezstream.com
[email protected]
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RezStream, Inc.
RezStream Booking Engine User’s Guide
Action Item
In order to effectively enter your rates, create a spreadsheet that lists:
•
•
•
•
Each rate plan/unit type
Each rate name
Seasonal date parameters
Rates (including weekday/weekend fluctuations) for each combination
above.
It will also be helpful to note the standard capacity of each rate plan/unit type,
extra person charges if standard capacity is exceeded, and if there are minimum
stay requirements for weekdays or weekends.
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It is imperative to have a written list of all possible rate variations of your pricing structure BEFORE
any data entry!
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
www.rezstream.com
[email protected]
Page #12
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Last Update: 2/25/2007
RezStream, Inc.
RezStream Booking Engine User’s Guide
USER DEFINED FIELDS
Use the Account > User Defined Fields link to enter information to customize the default Guest
Information Page in the RezStream Booking Engine. Here, you can prompt Internet guests to enter
the following information:
•
•
•
•
•
•
•
•
•
•
•
•
First Name
Last Name
Address
Address 2
City
State
Zip
Country
Phone
Alternate Phone
Email
Notes/Requests
Action Item
If your property wants to collect information that is not listed above, user defined
fields can be created that will prompt the Internet guest to provide this additional
information. Examples of user defined fields are car license plate, anticipated
arrival time, and airline flight information. Make a list of user defined fields that
work best for your property.
Now that you have familiarized yourself with RezStream Booking Engine terms and have organized
your property-specific information for Account setup, you are almost ready to begin entering this
account setup information into the RezStream Booking Engine Online Administrative Interface.
SAMPLE PROPERTY WORKSHEET – THE POWDER HOUND INN
The Powder Hound Inn is a fictional property whose data will be used in the RezStream Booking Engine
configuration diagrams. For continuity, the property information listed in the next several pages, from
Account Information through User Defined Fields, will be used throughout the RezStream Booking
Engine User’s Guide. When entering your own property’s data into subsections of the Account setup, you
may find it helpful to refer back to these sample worksheet sections to see how specific data was entered for
The Powder Hound Inn.
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
www.rezstream.com
[email protected]
Page #13
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Last Update: 2/25/2007
RezStream, Inc.
RezStream Booking Engine User’s Guide
ACCOUNT INFORMATION
The following information will be entered in the Account Information headings in the RezStream
Booking Engine Online Administrative Interface.
Details
The Powder Hound Inn details will be entered in the Account Information > Details form.
BUSINESS NAME
ADDRESS
ADDRESS 2
CITY
STATE
ZIP
COUNTRY
EMAIL
PRIMARY CONTACT
SECONDARY CONTACT
PRIMARY PHONE
FAX NUMBER
TOLL-FREE NUMBER
WEB ADDRESS
The Powder Hound Inn
4807 Ski Hill Road
PO Box 170
Ski Town
CO
81658
USA
[email protected]
Ben Boarding
Telly Skier
970-845-1111
970-845-2222
888-888-3333
www.powderhoundinn.com
Users
The following users will be added to the Account Information > Users form for The Powder
Hound Inn.
Ben Boarding
1. Username – BoardingB
2. Password – neversummer
3. Email – [email protected]
Telly Skier
1. Username – SkierT
2. Password – pinhead
3. Email – [email protected]
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
www.rezstream.com
[email protected]
Page #14
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Last Update: 2/25/2007
RezStream, Inc.
RezStream Booking Engine User’s Guide
Photos/Images/Media
The Powder Hound Inn will upload the following property and room specific photos to
enhance their Internet marketing efforts. The column “File Name” refers to the actual file
name on The Powder Hound Inn’s hard drive.
PHOTO
DESCRIPTION
FILE NAME
Winter Photo #1
PH1.jpg
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
Mountain View from the Inn
PH2.jpg
Summer Photo #1
PH3.jpg
Spa Area
PH4.jpg
www.rezstream.com
[email protected]
Page #15
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Last Update: 2/25/2007
RezStream, Inc.
RezStream Booking Engine User’s Guide
PHOTO
DESCRIPTION
The Hemmingway Suite
FILE NAME
PH5.jpg
Amenities
In the RezStream Booking Engine, listing amenities that describe individual units at your
property can help Internet guests who are searching for rooms with particular features.
Listing amenities that describe property attributes are beneficial as well.
The following table lists property level (standard) amenities and unit level amenities at The
Powder Hound Inn.
PROPERTY LEVEL AMENITIES
Heated Pool
Full Service Spa
Exercise Room
UNIT LEVEL AMENITIES
Jacuzzi Tub
Private Balcony
Mountain View
Ski In/Ski Out
Handicap Accessible
Non-Smoking
Sources
The Powder Hound Inn advertises in the following media outlets and wants to track the
number of reservations they receive from each advertising source.
•
•
•
•
•
•
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
Ski Magazine – Winter, 2006/2007
Outdoor Magazine – Winter, 2006/2007
Ski Town, CO Website
The Dallas Morning News – Winter, 2006/2007
Local Chamber of Commerce
Word of Mouth
www.rezstream.com
[email protected]
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Last Update: 2/25/2007
RezStream, Inc.
RezStream Booking Engine User’s Guide
Reasons
The Powder Hound Inn has identified the following market segments as key to their
business. In order to track the percentage of guests for each segment, the Inn will define
the following reasons guests make reservations. This tracking resource will help when
allocating future marketing dollars.
•
•
•
•
•
Ski Trip – Leisure
Local Festival
Wedding
Business
Special Occasion
TAXES
The Powder Hound Inn does business in Ski Town, CO, where the following taxes apply.
State Tax – 2.9%
Local Tax – 4.5%
Resort Tax – 1%
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On June 1, 2007 the State Tax is slated to increase to 3.1%.
The Powder Hound Inn offers goods and services that are taxed as follows.
1.
2.
3.
4.
Lodging
•
State, Local, and Resort
Gift Shop Items
•
State and Local
Lunch
•
State and Local
Lift Tickets
•
Local and Resort
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
www.rezstream.com
[email protected]
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RezStream Booking Engine User’s Guide
POINT OF SALE
The Powder Hound Inn sells the following point of sale items:
1.
2.
3.
Gift Shop Items
Lift Tickets
Tickets
The following items are sold in the gift shop:
1.
2.
3.
4.
5.
6.
7.
8.
Polo Shirts - $55.00
Wine Glasses - $75.00
Sunglasses - $50.00
Goggles - $65.00
Sunscreen - $4.25
Inn Monogrammed Ski Hats - $12.50 (Adult)
Inn Monogrammed Ski Hats - $10.00 (Child)
NBA Basketball - $60.00
The following lift tickets are available:
1.
2.
3.
4.
Adult Full Day - $68.00
Adult Half Day - $54.00
Child Full Day - $52.00
Child Half Day - $45.00
The following tickets are available:
1.
2.
Denver Nuggets Basketball Game Tickets - $65.00
Basketball Clinic - $100.00
PACKAGES
The Powder Hound Inn offers the following package:
•
NBA All-Star Getaway
•
Authentic NBA Basketball (one per reservation)
•
Denver Nuggets Game Tickets (one per person)
•
Basketball Clinic Tickets (one per person)
RATE PLANS/UNIT TYPES
The Powder Hound Inn has the following rooms:
Total # of Rooms = 40
•
# of Rooms with a King Bed – 20
•
# of Rooms with two Queen Beds – 15
•
# of One Bedroom Suites – 5
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
www.rezstream.com
[email protected]
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RezStream Booking Engine User’s Guide
RATE NAMES/RATE SEASONS
Each type of room at The Powder Hound Inn (King, Queen Queen, and Suite) has the following
rate names available.
•
•
Rack/Standard
AAA
The Powder Hound Inn has the following seasonal structure:
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Rate seasons begin from the day you are configuring the RezStream Booking Engine.
In The Powder Hound Inn example, that date is January 1, 2007.
USER DEFINED FIELDS
Due to limited parking space at the Inn, our fictional property has decided to prompt Internet guests
to enter their car license number while making an online reservation. A user defined field for
“Car License” will be created in the RezStream Booking Engine.
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
www.rezstream.com
[email protected]
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RezStream Booking Engine User’s Guide
ONLINE ADMINISTRATIVE INTERFACE
All RezStream Standalone Booking Engine users will setup their account and property information, rates,
availability, and other pertinent property information through the RezStream Booking Engine Online
Administrative Interface.
Once a new RezStream Booking Engine account has been established with our sales team and you have
been assigned a user name and password, users can access the RezStream Booking Engine Online
Administrative Interface by entering the following URL in a web browser:
http://www.rezstream.net/booking_engine/
(Please note there is an underscore between the words “booking” and “engine.”)
SYSTEM REQUIREMENTS
Clicking the link “System Requirements” displays the following information.
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
www.rezstream.com
[email protected]
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RezStream Booking Engine User’s Guide
SCREEN RESOLUTION
To view your current screen resolution, use the following steps.
1.
2.
3.
Display your Windows desktop and click the right mouse button.
Select Properties.
Click the Settings tab and note the setting for screen resolution. To increase the setting
for screen resolution, simply drag the Screen Resolution pointer to the right.
INTERNET EXPLORER VERSION
Use the following steps for verifying your Internet Explorer version.
1.
2.
).
Launch Internet Explorer (
Click Help > About Internet Explorer. Note the version number.
3.
If the version is less the 5.0, please download an Internet Explorer update from the
Microsoft website. (http://www.microsoft.com/downloads)
JAVASCRIPT
To ensure that JavaScript can run within Internet Explorer, use the following steps.
1.
2.
3.
Launch Internet Explorer (
).
Click Tools > Internet Options.
Select the Security tab and click the “Custom Level” button.
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
www.rezstream.com
[email protected]
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Last Update: 2/25/2007
RezStream, Inc.
4.
RezStream Booking Engine User’s Guide
Scroll down to the “Scripting” section and make sure all scripting options are enabled.
COOKIES
Cookies are used by web based applications for storing information about a particular session.
In the case of the RezStream Booking Engine, cookies store information used during the
RezStream Booking Engine configuration process. To ensure that the RezStream Booking Engine
Online Administrative Interface can be used, a “Low” privacy setting is recommended. Set the
privacy setting to “Low” using the following steps.
1.
2.
3.
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Launch Internet Explorer (
).
Click Tools > Internet Options and select the Privacy tab.
Drag the Privacy setting to “Low.”
After configuring the RezStream Booking Engine using the RezStream Booking Engine Online
Administrative Interface, return the Privacy setting to its original state.
INTERNET CONNECTION
In addition to the system requirements listed above, we strongly recommend that
you use the RezStream Booking Engine with a full time, high speed Internet connection.
The connection speed should be equivalent to a cable modem or DSL. With a full time, high speed
Internet connection, setup can be completed in a timely manner. In addition, with a high speed
connection, files can be uploaded to the RezStream Booking Engine Online Administrative
Interface. Finally, with a full time Internet connection, bookings can be communicated to your
property 24 hours a day, 365 days a year.
Most Internet Service Providers (ISPs) offer a form of high speed Internet connection. For options
in your area, please contact your ISP.
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
www.rezstream.com
[email protected]
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RezStream Booking Engine User’s Guide
THE ONLINE ADMINISTRATIVE INTERFACE HOME PAGE
After entering a valid username and password, click the Login button. The RezStream Booking Engine
Online Administrative Interface home page is displayed.
ENTERING INFORMATION IN THE ADMINISTRATIVE INTERFACE
The RezStream Booking Engine Online Administrative Interface uses web pages (forms) for gathering
information about your property.
Before we move onto the actual setup steps, we will take a moment to explain some of the web page
forms and other tools you will be using to configure the RezStream Booking Engine Online
Administrative Interface.
COMMON FORMS
Most forms use a combination of data entry fields, drop-down lists, and check boxes. The example
below shows data entry fields for entering text as well as drop-down lists. We will see this form
later under Account > Account Information > Users > Edit User Display Name.
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
www.rezstream.com
[email protected]
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Last Update: 2/25/2007
RezStream, Inc.
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RezStream Booking Engine User’s Guide
The RezStream Booking Engine Online Administrative Interface does not allow you to manually
enter data in a drop-down list field. You MUST select an option from the drop-down list.
In the sample “User Details” form above, “First Name” is a data entry field. To enter your first
name, position the cursor at the beginning of the line and manually enter data. “Permissions” is an
example of a drop-down list. Clicking the downward arrow displays a list of choices. To access a
drop-down menu, click the down arrow. Once the list is displayed, select an option from the list.
An example of a check box is also on the User Details form above. If the “User Must Change
Password?” check box is selected, the user will be forced to change their password the next time
they log into the RezStream Booking Engine Online Administrative Interface.
COMMON ICONS
Icons are used in an effort to assist in completing a specific task. Left click on an icon to perform
the desired task. For example, a pencil icon is often used to access editing screens. Editing
screens are used to change or add information. A red X icon is used for deletion purposes.
ICON
DESCRIPTION
Edit Icon: Use to change or add information. The edit icon is displayed in a
number of forms. Example: Account > Account Information > Users. Here,
use the edit icon to change a RezStream Booking Engine user details.
Delete Icon: Left click this icon to delete an item. Example: Account >
Account Information > Users. Here, use the delete icon to delete a
RezStream Booking Engine user.
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
www.rezstream.com
[email protected]
Page #24
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Last Update: 2/25/2007
RezStream, Inc.
RezStream Booking Engine User’s Guide
STANDALONE ACCOUNT CONFIGURATION
If you are not using RezStream Professional desktop software in conjunction with the RezStream Booking
Engine, the RezStream Booking Engine must be configured as if you have a blank database that you will
add information to. Information about your property will fall into one of two categories:
1.
2.
Account (creation of account information, users, taxes, point of sale items, rates, etc.)
Property (property information, finance settings, letters, booking engine setting options, etc.)
The RezStream Booking Engine is configured sequentially, adding information to the Account section first,
followed by adding information to the Property section next. Placing your cursor on the text “Account” (A) in
the top navigational toolbar displays a drop-down list of Account related topics (B). Alternatively, placing
your cursor on the heading “Property” will display a drop-down list of Property related topics.
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
www.rezstream.com
[email protected]
Page #25
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Last Update: 2/25/2007
RezStream, Inc.
RezStream Booking Engine User’s Guide
ACCOUNT SETUP
Account setup for the RezStream Booking Engine is organized into the following categories:
1.
2.
3.
4.
5.
6.
7.
8.
9.
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Account Information
a. Details
b. Users
c. Photos/Images/Media
d. Amenities
e. Sources
f. Reasons
Taxes
a. Tax Groups
b. Individual Taxes
Point of Sale
Packages
Rate Plans/Unit Types
Rate Names/Rate Seasons
Reports
Statistics/Tracking
User Defined Fields
This section will take you through the Account setup menu for The Powder Hound Inn. The Account
menu is organized in the order in which forms should be completed, beginning with all sections in
Account Information and ending with User Defined Fields.
ACCOUNT INFORMATION
The Account > Account Information link contains headings for Details, Users, Photos/Images/Media,
Amenities, Sources, and Reasons. Each of these links is described in the sections below.
DETAILS
The Details form is accessed by clicking Account > Account Information > Details. Alternatively,
click Account > Account Information and select the Details tab.
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
www.rezstream.com
[email protected]
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RezStream Booking Engine User’s Guide
Our sample property, The Powder Hound Inn, will complete the Account Details form using the
information provided on page 14.
The following table contains a description of each field in the Account Details form.
FIELD
Business Name
Address, Address 2
City
State
Zip
Country
Email
Primary Contact
Secondary Contact
Primary Phone
Fax Number
Toll-Free Number
Web Address
DESCRIPTION
Manually enter the name of your property.
Manually enter the property’s physical address.
Manually enter the city where your property is located.
Choose the state where your property is located.
Manually enter the property’s zip code.
Choose the country where your property is located.
Manually enter the email address for your owner or
manager.
Manually enter the owner or manager’s name.
Manually enter the person to contact if the owner or
manager is not available.
Manually enter the owner or manager’s phone number.
Manually enter the owner or manager’s fax number.
Manually enter the property’s toll-free number.
Manually enter the property’s web address.
Do not manually enter data in drop-down fields. Simply click the down arrow and select an option
from the list.
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Click the “Save Account Details” button after completing the form!
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
www.rezstream.com
[email protected]
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Last Update: 2/25/2007
RezStream, Inc.
RezStream Booking Engine User’s Guide
USERS
You will need to create a user profile for each employee that will use the RezStream Booking
Engine Online Administrative Interface whether they will be responsible for actually configuring the
RezStream Booking Engine or just making reservations. The RezStream Booking Engine allows
for creation of multiple users with similar or different account permission settings. Permission
settings grant full or limited access to key property information such as unit rates and policies.
From the RezStream Booking Engine Online Administrative Interface, click the Account > Account
Information > Users link. The Users form is displayed.
In The Powder Hound Inn example, two users will be added, Ben Boarding and Telly Skier. The
information for these two users is listed below.
1)
2)
Ben Boarding
•
Username – BoardingB
•
Password – neversummer
•
Email – [email protected]
Telly Skier
•
Username – SkierT
•
Password – pinhead
•
Email – [email protected]
Creating New Users
Click the Create New User button. A blank User Details form is displayed. Complete the
form for Ben Boarding with the information previously listed.
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
www.rezstream.com
[email protected]
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Last Update: 2/25/2007
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RezStream Booking Engine User’s Guide
A description of each field in the User Details form is included in the following table.
FIELD
First Name
Last Name
Username
Password
Confirm
Email
User Role
Permissions
User Must Change
Password?
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DESCRIPTION
Enter the user’s first name.
Enter the user’s last name.
Enter a unique name that this user will use when logging into
the RezStream Booking Engine Online Administrative
Interface.
Enter the password the person will use when logging into the
RezStream Booking Engine Online Administrative Interface.
Enter the password a second time.
Enter the user’s email address.
If the User should have access to the Account menu, set the
User Role to Account. To restrict the user from seeing the
Account menu, set the User Role to Property.
Users with Administrator permissions are allowed to add other
users.
If this box is checked, the user must change their password the
first time they login to the RezStream Booking Engine Online
Administrative Interface.
Click the Save User button after completing this form!
After adding Ben Boarding to the list of users at The Powder Hound Inn, the Users form is updated
with the grid of active users. Next, click the Create New User button again to add Telly Skier.
Complete the User Details form for Telly Skier.
Always click the Save User button after completing the User Details form for a new user. Once
Telly is added to the database, his user name is displayed on the Users form along with a message
confirming the new user has been added successfully.
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
www.rezstream.com
[email protected]
Page #29
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Last Update: 2/25/2007
RezStream, Inc.
RezStream Booking Engine User’s Guide
Edit an Existing User’s Profile
If information added to a user profile needs to be updated, click the Account > Account
) next to
Information > Users link. The Users form is displayed. Click the edit icon (
the user’s name whose information needs editing. The User Details form for that user will
display. The following fields can be changed after a user profile has been created.
•
•
•
•
•
•
•
•
First Name
Last Name
Username
Password
Email
User Role
Permissions
User Must Change Password
To make a change to an existing user profile, move the cursor to any field in the User
Details form and make the appropriate changes. Remember to choose from the dropdown list for User Role and Permissions categories. Once the changes are made, click
the Save User Information button.
Delete an Existing User
If Ben Boarding or Telly Skier were to leave The Powder Hound Inn or no longer need
access to the RezStream Booking Engine Online Administrative Interface, their accounts
would be deleted using the Account > Account Information > Users link. The Users form
is displayed. Click the delete icon (
displays the following prompt.
) to the right of the user’s name. The system
Click OK to delete the user. An updated Users form is displayed.
PHOTOS/IMAGES/MEDIA
Displaying images to online guests in the RezStream Booking Engine can be helpful in creating a
more visual reservation experience for your potential guests. If you want to display images of your
property, unit types, or specific individual rooms when a guest checks availability on your website,
digitize these images into high quality JPEG files no larger than 200 pixels x 300 pixels.
Images can then be used to entice Internet guests to book reservations at your property. Images
can be uploaded to the RezStream Booking Engine and assigned to one of the categories listed in
the table below.
CATEGORY
NoCategory
PropertyOnly
UnitOnly
PointofSaleOnly
DESCRIPTION
A photo that has been uploaded but may not be
currently assigned.
A photo of the property or common guest areas.
A photo of a specific accommodation.
A photo of a point of sale item.
Our fictional property, The Powder Hound Inn, will upload the following photos to help guests
become familiar with the Inn. In addition, the inn will upload a unit specific photo for their signature
suite, The Hemmingway Suite. The first four photos will be added to the “PropertyOnly” category.
The last one will be added to the “UnitOnly” category.
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
www.rezstream.com
[email protected]
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PHOTO
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
DESCRIPTION
Winter Photo #1
FILE NAME
PH1.jpg
Mountain View from the Inn
PH2.jpg
Summer Photo #1
PH3.jpg
Spa Area
PH4.jpg
www.rezstream.com
[email protected]
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PHOTO
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DESCRIPTION
The Hemmingway Suite
FILE NAME
PH5.jpg
Prior to uploading photos, the photos must be digitized and saved as .jpg or .gif files.
Add a New Photo
The Powder Hound Inn will use the following steps for adding the “Property” photos
described in the table on the previous page.
1.
Click the Account > Account Information > Photos/Images/Media link.
2.
The Images form is displayed. Click the Add New Photo button.
3.
The Photo Details form is displayed. Enter a description for the image (A) and
click the Browse button to locate the image on your local drive or network (B).
Use the “This Photo Applies Only to This Category” drop-down field to specify a
photo category (C). Categories include NoCategory, PropertyOnly, UnitOnly,
and PointofSaleOnly.
4.
Click the Upload Photo button.
5.
The photo is now listed in the Account > Account Information >
Photos/Images/Media > Images form. Click the Add New Photo button again to
upload the next photo.
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
www.rezstream.com
[email protected]
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RezStream Booking Engine User’s Guide
Edit an Existing Photo
Once a photo has been uploaded to the RezStream Booking Engine, the Images form can
be used to change the following fields.
1.
2.
Description
Category
While it may not be a common task, there may be an occasion where a property wants to
update the description used to describe a photo that has been uploaded to the RezStream
Booking Engine Online Administrative Interface. To change the description for the spa
area photo, for example, use the following steps.
1.
2.
Click the Account > Account Information > Photos/Images/Media link.
The Images form is displayed which includes a grid that lists all existing photos.
3.
4.
) that corresponds to the “Spa Area” photo.
Click the edit icon (
The Photo Details form is displayed. Update the description field as desired.
Click the Save Changes button.
Delete an Existing Photo
Use the following steps for deleting a photo that has been uploaded to the RezStream
Booking Engine.
1.
2.
Click the Account > Account Information > Photos/Images/Media link.
The Images form is displayed which includes a grid that lists all existing uploaded
photos. Click the delete icon (
be deleted.
) that corresponds to the appropriate photo to
View Existing Photos
To view existing photos, click the Account > Account Information > Photos/Images/Media
link. The Images form is displayed which includes a grid that lists all existing uploaded
photos. By default, images are sorted alphabetically.
AMENITIES
In the RezStream Booking Engine, listing amenities that describe individual units at your property
can help Internet guests who are searching for rooms with particular features. Listing amenities
that describe property attributes are beneficial as well. Both these types of amenity listings are
called searchable amenities.
For example, an Internet guest visiting The Powder Hound Inn’s website may be looking for a room
with a private balcony. In this example, the term “private balcony” is a searchable unit level
amenity as it describes an amenity that is related to a particular room. Amenities that describe the
property as a whole are known as standard amenities. An example of a standard or property
amenity is a hotel’s pool as all guests have access to this amenity.
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
www.rezstream.com
[email protected]
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Last Update: 2/25/2007
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RezStream Booking Engine User’s Guide
The following table lists property level (standard) amenities and unit level amenities at The Powder
Hound Inn.
PROPERTY LEVEL AMENITIES
Heated Pool
Full Service Spa
Exercise Room
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UNIT LEVEL AMENITIES
Jacuzzi Tub
Private Balcony
Mountain View
Ski In/Ski Out
Handicap Accessible
Non-Smoking
All amenities are defined in the Account setup menu of the RezStream Booking Engine Online
Administrative Interface. They are flagged as searchable or non-searchable during Property setup.
Add a New Amenity
Unit level amenities can be flagged as sortable or non-sortable. Sortable amenities are
displayed when guests enter their arrival and departure dates in the RezStream Booking
Engine. While non-sortable unit level amenities do not appear while guests are searching
for accommodations, they can be included in the available rooms listing when a guest is
selecting an accommodation.
Based on the information in the preceding table, the following amenities will be defined for
our sample property.
Property level (standard) amenities:
•
Heated Pool
•
Full Service Spa
•
Exercise Room
Sortable unit level amenities:
•
Jacuzzi Tub
•
Private Balcony
•
Mountain View
•
Ski In/Ski Out
•
Handicap Accessible
•
Non-Smoking
Use the following steps for adding a new amenity that will later be assigned to either the
property as a whole or a specific unit.
1.
In the RezStream Booking Engine Online Administrative Interface, click the
Account > Account Information > Amenities link.
2.
The Account Administration > Amenities form is displayed. Click the New
Amenity button.
3.
The Amenity Details form is displayed. Enter a description for the amenity and
click the Save Amenity button.
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
www.rezstream.com
[email protected]
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4.
The new amenity is displayed in the amenity grid.
5.
To add the next amenity, click the New Amenity button and complete step 3.
After adding all of the sample property’s amenities, the grid appears similar to the
following image.
Edit an Existing Amenity
After an amenity has been added, the only field that can be changed is the amenity
description.
In our example, the General Manager has decided to change the “Heated Pool” amenity to
“Indoor Heated Pool” to market the fact that guests can use the pool at any time of the
year. Use the following steps for making this change.
1.
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
From the RezStream Booking Engine Online Administrative Interface, click the
Account > Account Information > Amenities link.
www.rezstream.com
[email protected]
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2.
The Account Administration > Amenities form is displayed. The form includes a
grid that lists every existing amenity. Click the edit icon (
to the “Heated Pool” amenity.
3.
) that corresponds
The Amenity Details form is displayed. Update the amenity’s description (A) and
click the Save Amenity button (B).
Delete an Existing Amenity
Use the following steps for deleting an existing amenity. For example, let’s assume that
the sample property has recently completed a remodel that made it possible to advertise
all of their rooms as having “Mountain Views.” In this example, “Mountain View” as a
unique amenity can be deleted from the RezStream Booking Engine using the following
steps.
1.
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
From the RezStream Booking Engine Online Administrative Interface, click the
Account > Account Information > Amenities link.
www.rezstream.com
[email protected]
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RezStream Booking Engine User’s Guide
2.
The Account Administration > Amenities form is displayed. The form includes a
grid that lists every existing amenity. Click the delete icon (
corresponds to the “Mountain View” amenity.
3.
) that
The system displays a confirmation message. Click OK to delete this amenity.
View Existing Amenities
To view existing amenities, use the following steps.
1.
From the RezStream Booking Engine Online Administrative Interface, click the
Account > Account Information > Amenities link.
2.
The Account Administration > Amenities form is displayed. This form includes a
grid that lists each existing amenity. Amenities are displayed in the order they
were created.
SOURCES
Tracking sources will help you determine how guests found out about your property. This
information is useful when deciding how to allocate future marketing dollars and for performing
return on investment analysis on current advertising mediums. In our Powder Hound Inn example,
the following sources will be defined using the Account > Account Information > Sources link.
•
•
•
•
•
•
Local Chamber of Commerce
Outdoor Magazine – Winter, 2006/2007
Ski Magazine – Winter, 2006/2007
Ski Town, CO Website
The Dallas Morning News – Winter, 2006/2007
Word of Mouth
Use the following steps to add Sources to the RezStream Booking Engine Online Administrative
Interface.
1.
Click the Account > Account Information > Sources link.
2.
Click the New Source button.
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
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3.
Enter a description, click the Make Active Online? check box, and then click the
Save Source button.
4.
To add additional sources, repeat steps 2 and 3.
After adding all sources for The Powder Hound Inn, the Sources table appears similar to the
following image.
Edit an Existing Source
From time to time it may be necessary to edit a description for a source. Assume the Ski
Magazine ad has been extended through the end of 2007. In this example, this source
description will be updated to “Ski Magazine 2007.” Use the following steps for
completing this task.
1.
Click the Account > Account Information > Sources link.
2.
A list of existing sources is displayed. Click the edit icon (
to the “Ski Magazine – Winter 2006/2007” source.
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
www.rezstream.com
[email protected]
) that corresponds
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3.
Update the description and click the Save Source button.
Delete an Existing Source
Sources can also be deleted using the Account > Account Information > Sources link.
Assume The Powder Hound Inn decides to stop tracking reservations from the Local
Chamber of Commerce. In this case, the Local Chamber of Commerce source can be
deleted using the following steps.
1.
Click the Account > Account Information > Sources link.
2.
A list of existing Sources is displayed. Click the delete icon (
corresponds to the “Local Chamber of Commerce” source.
3.
The system displays a confirmation message. Click OK to delete this source.
) that
View Existing Sources
To view existing sources, use the following steps.
1.
From the RezStream Booking Engine Online Administrative Interface, click the
Account > Account Information > Sources link.
2.
The Account Administration > Sources form is displayed. This form includes a
grid that lists each existing source. Sources are displayed alphabetically.
REASONS
Reasons can be used to track why guests are visiting your property. By tracking this information,
decisions can be made on what types of media outlets can be used to market your property. In our
Powder Hound Inn example, the following reasons will be defined using the Account > Account
Information > Reasons link.
•
•
•
•
•
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
Business
Local Festival
Ski Trip – Leisure
Special Occasion
Wedding
www.rezstream.com
[email protected]
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Use the following steps to add reasons to the RezStream Booking Engine Online Administrative
Interface.
1.
Click the Account > Account Information > Reasons link.
2.
Click the New Reason button.
3.
Enter a description, click the Make Active Online? check box, and then click the
Save Reason button.
4.
To add additional reasons, complete steps 2 and 3.
After adding all reasons for The Powder Hound Inn, the Reasons table appears similar to the
following image.
Edit an Existing Reason
From time to time it may be necessary to edit the description for a reason. For example,
The Powder Hound Inn decides that the “Wedding” reason is too specific to have its own
individual category. The property decides to change the reason to “Wedding/Family
Reunion” in order to better track an increase in business that includes family reunions.
Use the following steps for completing this task.
1.
Click the Account > Account Information > Reasons link.
2.
A list of existing reasons is displayed. Click the edit icon (
to the “Wedding” reason.
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
www.rezstream.com
[email protected]
) that corresponds
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4.
Update the description and click the Save Reason button.
Delete an Existing Reason
Reasons can also be deleted using the Account > Account Information > Reasons link.
For example, assume The Powder Hound Inn decides that the “Special Occasion” reason
is too broad a category and that tracking this reason does not offer enough information to
assist in targeting potential guests. In this case, the Special Occasion reason can be
deleted using the following steps.
1.
Click the Account > Account Information > Reasons link.
2.
A list of existing reasons is displayed. Click the delete icon (
corresponds to the “Special Occasion” reason.
4.
The system displays a confirmation message. Click OK to delete this reason.
) that
View Existing Reasons
To view existing reasons, use the following steps.
1.
From the RezStream Booking Engine Online Administrative Interface, click the
Account > Account Information > Reasons link.
2.
The Account Administration > Reasons form is displayed. This form includes a
grid that lists each existing reason. Reasons are displayed alphabetically.
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
www.rezstream.com
[email protected]
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TAXES
By creating individual taxes and then creating groups of taxes, the RezStream Booking Engine supports
unlimited tax combinations. To define The Powder Hound Inn’s tax tables, the following steps must be
completed in this order.
1.
L
When creating individual taxes, it is a good idea to include an individual tax called “Exempt” with a
value of 0 for use in possible tax-exempt situations.
2.
L
Define Individual Taxes
a. State Tax – 2.9%
b. Local Tax – 4.5%
c. Resort Tax – 1%
d. Exempt Tax – 0%
Enter the Tax Percentage for each Individual Tax
In the RezStream Booking Engine, tax rates, or percentages, are based on an effective date.
For three out of the four individual taxes that apply at The Powder Hound Inn, there is only one tax
percentage, and therefore, only one effective date. We will use 01/01/07 as our effective date
when entering the following tax percentages for The Powder Hound Inn.
a. State Tax – 2.9%
b. Local Tax – 4.5%
c. Resort Tax – 1%
d. Tax Exempt – 0%
On June 1, 2007 the State Tax at The Powder Hound Inn is slated to increase to 3.1%.
The State tax change will make it necessary to add a second tax season to The Powder Hound
Inn’s State tax details. Because the Local and Resort taxes are slated to remain constant for the
foreseeable future, these taxes will only have one effective date.
3.
Assign Individual Taxes to Tax Groups
Once individual taxes and tax seasons are added for The Powder Hound Inn, tax groups
must be defined in order to handle the various combinations of taxes charged for individual goods
and services. Based on the offerings at The Powder Hound Inn, we will create the following four
tax groups.
a. Lodging (State, Local, and Resort)
b. Gift Shop Items (State and Local)
c. Lunch (State and Local)
d. Lift Tickets (Local and Resort)
Tax groups can be comprised of as few as one individual tax.
STEP ONE: MANAGING INDIVIDUAL TAXES
Use the Account > Taxes > Manage Your Individual Taxes link for completing the following tasks.
1. Add New Individual Taxes and Tax Seasons
2. Edit an Existing Individual Tax
3. Delete an Existing Individual Tax
4. Delete an Existing Tax Season
5. View Existing Taxes and Tax Seasons
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
www.rezstream.com
[email protected]
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Add New Individual Taxes and Tax Seasons
To setup Individual Taxes for The Powder Hound Inn, click Account > Taxes and select
the Manage Your Individual Taxes link.
The Manage Individual Taxes form is displayed. Use the following steps for adding the
State tax.
1.
Click the New Tax button.
2.
The Tax Details form is displayed. Enter a description for your first individual tax (A) and
choose a tax type from the drop-down menu (B).
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
www.rezstream.com
[email protected]
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Although The Powder Hound Inn’s individual taxes all fall into the Tax Percent type, the
following table defines each individual tax type option.
TAX TYPE
Tax Percent
Use Per Day
Use Fee Per Invoice
Gratuity Percent
Gratuity Fixed
Inclusive Tax Percentage
Inclusive Use Fee per Day
3.
L
DESCRIPTION
A tax that is charged as a percentage.
Most individual taxes will fall into this
category.
A fee that is added to a charge on a daily
basis. For example, an administrative fee
that is added on top of a daily boat rental.
A fee that is added as a lump sum charge.
For example, a four-day boat rental is
charged a one-time $5 administrative fee.
The percentage amount that is
automatically charged for gratuities.
A flat dollar amount that is charged for
gratuities. For example, a property may
charge an automatic $25 per stay for staff
gratuities.
Inclusive taxes are included in the total
amount. For example, the $100 charge
includes tax.
A fee, included in the rate, which is
charged per day.
After completing the Tax Details screen for State tax, click the Save Tax button. The
Season Details form displays. Here, enter the tax value (percentage) for the State tax.
The effective date defaults to the current date. In our Powder Hound Inn example, the effective date
is 1/1/2007.
4.
Click the “Save Seasonality” button.
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
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[email protected]
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5.
RezStream Booking Engine User’s Guide
Due to the fact that the State tax is slated to increase on 6/1/2007, a second tax season
must be added. To add the second State tax season, use steps A – D below.
A. Click the State individual tax (A) and then click the New Season button (B).
B. The Season Details form is displayed. Enter the effective date and tax value
associated with the slated tax increase.
L
For percentage taxes, you do not have to use a % symbol when entering the tax amount. Just type
in the tax rate, for example, 2.9 or 3.1.
C. Click the Save Seasonality button. The slated State tax increase effective date is
now displayed below the State heading.
Repeat steps 1 – 4 in this section to add the Local, Resort, and Exempt tax details.
L
Due to the fact that there are no scheduled tax increases for the Local, Resort, and Exempt taxes,
step 5 may be skipped for these individual taxes.
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
www.rezstream.com
[email protected]
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Once The Powder Hound Inn has added all four individual taxes, the Manage Individual
Taxes form looks similar to the following image.
L
Individual taxes are listed in alphabetical order.
Edit an Existing Individual Tax
After defining individual taxes, it may be necessary to make a change to a tax description,
a tax type, a tax season effective date, or the percentage charged during a tax season.
Changes to individual taxes are made by clicking the Account > Taxes link and selecting
the option for Manage Your Individual Taxes.
The Manage Individual Taxes form is displayed. To change the tax’s description or tax
type, click the name of the tax. The Tax Details form is displayed where the description
field can be updated (A) or the drop-down menu can be used for selecting a new tax type
(B).
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
www.rezstream.com
[email protected]
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Use the following steps to change either the tax season effective date or the tax
percentage attached to that date. In this example, let’s assume that the State tax increase
for The Powder Hound Inn has been delayed until 9/15/2007. And, instead of the tax
increasing to 3.1%, it will now be 3.25%.
1.
2.
3.
4.
Click the Account > Taxes link.
Select the option for Manage Your Individual Taxes.
Click the “+” to the left of the State tax.
Click the effective date that will be changed (6/1/2007).
5.
The Season Details form is displayed. Here, change the effective date field (A)
to 9/15/07 and the tax value field to 3.25 (B).
6.
Click the Save Seasonality button.
Delete an Existing Individual Tax
If an individual tax must be deleted, use the following steps.
1.
2.
3.
Click the Account > Taxes link.
Click the Manage Your Individual Taxes link.
Click the Delete Tax button.
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
www.rezstream.com
[email protected]
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4.
A grid is displayed listing each tax along with a Delete column.
5.
Click the delete icon (
) that corresponds to the tax being deleted.
Delete an Existing Tax Season
Tax seasons are assigned to taxes and can be deleted if the situation arises. For
example, assume the State tax increase for The Powder Hound Inn originally slated for
6/1/2007 has been overturned by the state legislature. Because of this recent decision,
the tax season previously added in anticipation of the tax increase will be deleted using
the following steps.
1.
2.
3.
4.
5.
Click the Account > Taxes link.
Select the option for Manage Your Individual Taxes.
The Manage Individual Taxes form is displayed.
Click the State tax.
The Tax Details form appears along with a grid that displays each State tax
season.
6.
) associated with the effective date corresponding to
Click the delete icon (
the recently overturned tax increase.
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
www.rezstream.com
[email protected]
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View Existing Taxes and Tax Seasons
From time to time, it may be necessary to review tax or tax season details. To view a
tax’s description, click Account > Taxes and select the option for Manage Your Individual
Taxes. Each tax description is listed on the Manage Individual Taxes form.
To view the list of seasons associated with an individual tax, click the “+” to the left of the
tax name. In our example, clicking the “+” next to the State tax reveals its two seasons.
To check the details assigned to a specific tax season, click on the effective date to be
viewed. The Season Details form is displayed.
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
www.rezstream.com
[email protected]
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STEP TWO: MANAGING TAX GROUPS
Tax groups are used to specify a bundle of individual taxes that will be charged in unison in order to
arrive at the correct total for a specific charge. For example, at The Powder Hound Inn, a night of
lodging is taxed at a different rate than a polo shirt purchased in the gift shop or an adult full-day lift
ticket. To refresh your memory, our fictional Powder Hound Inn offers goods and services that are
taxed in the following ways.
1.
2.
3.
4.
Lodging
•
State, Local, and Resort
Gift Shop Items
•
State and Local
Lunch
•
State and Local
Lift Tickets
•
Local and Resort
Of these four goods and services categories, there are only three unique tax combinations as gift
shop items and lunches are taxed the same. Since it is wise to also create a tax group for exempt
tax purposes, we will define the following four tax groups for The Powder Hound Inn.
1.
2.
3.
4.
Lodging
Gifts/Lunch
Lift Tickets
Tax Exempt
Add a Tax Group
Use the following steps for adding a Tax Group to the RezStream Booking Engine Online
Administrative Interface.
L
1.
Click the Account > Taxes link.
2.
Select the option for Manage Tax Groups.
3.
The Manage Tax Groups form is displayed. The default tax group (Standard)
installed with the RezStream Booking Engine is displayed.
Because demonstration data comes pre-installed with the RezStream Booking Engine,
the Standard tax group cannot be deleted at this time. Instead, tax groups associated with The
Powder Hound Inn will be added and the Standard tax group will be deleted in a subsequent step.
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
www.rezstream.com
[email protected]
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4.
Click the New Tax Group button.
5.
Enter a description for our first tax group, Lodging, and click the Save Tax Group
button.
6.
A message is displayed saying that the tax group was successfully saved (A).
Click the “+” to the left of the Lodging tax group (B).
7.
Enter a checkmark next to the individual taxes that apply to the tax group being
defined.
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
www.rezstream.com
[email protected]
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Follow steps 1 - 7 to add the following tax groups for The Powder Hound Inn.
•
•
•
L
Gifts/Food
Lift Tickets
Tax Exempt
In the Tax Exempt tax group, select only the Tax Exempt individual tax.
Edit an Existing Tax Group
Once a tax group has been defined, two edit functions are possible.
1.
2.
The name of the tax group can be changed.
The individual taxes associated with the group can be changed.
Both edit functions are described in this section. To make either change, first click the
Account > Taxes link and then select the option for Manage Tax Groups. A list of existing
tax groups is displayed. Use the following steps for changing the name of The Powder
Hound Inn’s Gifts/Food tax group to Incidentals.
1.
Click the Gifts/Food tax group.
2.
Change the description in the Tax Group form.
3.
Click the Save Tax Group button.
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
www.rezstream.com
[email protected]
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Use the following steps for updating what individual taxes are assigned to a particular
tax group.
1.
Click the “+” sign to the left of the Incidentals tax group. A list of all individual
taxes is displayed.
2.
Select/de-select individual taxes that are assigned to the tax group by selecting
or de-selecting the check box to the left of the individual tax heading.
Delete an Existing Tax Group
There may be occasions where a tax group is no longer needed. For example, The
Powder Hound Inn may stop selling lift tickets. Obsolete tax groups can be removed
using the following steps.
1.
Click the Account > Taxes link.
2.
Select the option for Manage Tax Groups.
3.
The Manage Tax Groups form is displayed. A list of existing tax groups is
displayed. Click the Delete Tax Groups button.
4.
A list of all tax groups is displayed in a table. Click the delete icon (
associated with the tax group being deleted.
5.
The system displays a confirmation message. Click OK to delete the tax group.
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
www.rezstream.com
[email protected]
)
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View Existing Tax Groups
From time to time, it may be necessary to view the tax groups that have been defined in
the RezStream Booking Engine. For example, The Powder Hound Inn’s bookkeeper may
want to confirm that Lodging taxes are being charged at the correct rate. Use the
following steps for viewing existing tax groups.
1.
Click the Account > Taxes link.
2.
The Manage Taxes form is displayed. Click the Manage Tax Groups link.
3.
A list of existing tax groups is displayed.
4.
To view the individual taxes associated with the Lodging tax group, click the “+”
to the left of the Lodging heading.
POINT OF SALE (OPTIONAL)
Point of sale (POS) items are miscellaneous sales items that can be sold on a property’s website via the
RezStream Booking Engine. For example, The Powder Hound Inn sells the following point of sale items.
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
Polo Shirts - $55.00
Wine Glasses - $75.00
Sunglasses - $50.00
Goggles - $65.00
Sunscreen - $4.25
Inn Monogrammed Ski Hats - $12.50 (Adult)
Inn Monogrammed Ski Hats - $10.00 (Child)
Authentic NBA Basketball - $60.00
Lift Tickets Adult Full Day - $68.00
Lift Tickets Adult Half Day - $54.00
Lift Tickets Child Full Day - $52.00
Lift Tickets Child Half Day - $45.00
Denver Nuggets Game Tickets - $65.00
Basketball Clinic - $100.00
Point of sale items are created and categorized by clicking the Account > Point of Sale link.
Point of sale charges are organized into “categories” based on similar types of items. The Powder Hound
Inn has organized the above list of 14 items into the following categories.
1.
2.
3.
Gift Shop Items
Lift Tickets
Tickets
This section includes steps for adding new POS categories, adding new POS items, editing POS categories,
editing POS items, deleting POS items, and viewing POS items.
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
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ADD A NEW POINT OF SALE CATEGORY
Point of sale categories are added to organize POS charges into groups that are taxed in the same
manner. Use the following steps for creating the “Gift Shop Items” point of sale category.
1.
Click the Account > Point of Sale link.
2.
On the Point of Sale/Merchandise Setup form, click the New Category button.
3.
Enter the description, Gift Shop Items, and click the Save POS Category button.
Repeat these same steps to add the other Powder Hound Inn point of sale categories: Lift Tickets
and Tickets. After adding these categories, the Point of Sale/Merchandise Setup form appears
similar to the following image.
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
www.rezstream.com
[email protected]
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ADD A NEW POINT OF SALE ITEM
After adding POS categories to the RezStream Booking Engine Online Administrative Interface,
individual point of sale items can be created and then assigned to a category.
Use the following steps for adding the point of sale item, Polo Shirt, to the Gift Shop Items point of
sale category.
1.
Click the Account > Point of Sale link.
2.
A list of all defined POS categories is displayed on the Point of Sale form.
3.
Select the Gift Shop Items POS category (A) and then click the New Item (B) button.
4.
Complete the POS Item Detail form by entering a description and price. Select the
applicable POS category and tax group from the drop-down lists. Click the Save POS
Item button.
5.
Checking the box “Make Available Online?” allows polo shirts to be available to guests
who make reservations online via the RezStream Booking Engine.
The Powder Hound Inn will also add the following list of point of sale items to the RezStream
Booking Engine. Repeat steps 1-5 to add the remaining POS items.
The following items are sold in the gift shop:
1.
2.
3.
4.
5.
6.
7.
Wine Glasses - $75.00
Sunglasses - $50.00
Goggles - $65.00
Sunscreen - $4.25
Inn Monogrammed Ski Hats - $12.50 (Adult)
Inn Monogrammed Ski Hats - $10.00 (Child)
Authentic NBA Basketball - $60.00
The following lift tickets are available:
1.
2.
3.
4.
Adult Full Day - $68.00
Adult Half Day - $54.00
Child Full Day - $52.00
Child Half Day - $45.00
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
www.rezstream.com
[email protected]
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The following miscellaneous tickets are available:
1.
2.
Denver Nuggets Game Tickets - $65.00
Basketball Clinic - $100.00
After adding all POS items and assigning them to POS categories, the Point of Sale/Merchandise
Setup form looks similar to the following image.
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
www.rezstream.com
[email protected]
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EDIT AN EXISTING POINT OF SALE CATEGORY
Once a point of sale category has been defined, it may be necessary to update its description.
To accomplish this, click the Account > Point of Sale link. A list of all point of sale categories is
displayed.
Clicking an existing POS category (Tickets) will display a POS Category Detail form where the
description can be updated if necessary.
After updating the POS category description, click the Save POS Category button.
EDIT AN EXISTING POINT OF SALE ITEM
After defining a point of sale item and assigning it to a category, it may be necessary to change one
of the following fields.
1.
2.
3.
4.
5.
Description
Price
POS Category
Tax Group
Make Available Online?
For example, if lift ticket prices are raised and The Powder Hound Inn has to increase its ski
package prices, the price for adult and child lift tickets would have to be updated in the RezStream
Booking Engine Online Administrative Interface. All five fields listed above are found on the POS
Item Detail form.
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
www.rezstream.com
[email protected]
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Use the following steps for editing an existing point of sale item.
1.
Click the Account > Point of Sale link.
2.
A list of POS categories is displayed on the Point of Sale form. Click the “+” to the left of
the Lift Tickets category.
3.
The expandable list contains each individual POS item assigned to the Lift Tickets
category. Click the item that needs to be updated. The POS Item Detail form is
displayed.
4.
Make the appropriate changes to the POS item and click the “Save POS Item” button.
DELETE AN EXISTING POINT OF SALE ITEM
When a POS item is no longer being sold at the property, delete it from the RezStream Booking
Engine using the following steps.
1.
Click Account > Point of Sale link.
2.
Click the POS category (A) where the POS item has been assigned. The POS Category
Detail form is displayed along with a table of all POS items in the selected category.
3.
Click the delete icon (
4.
The system displays a message to confirm item deletion. Click OK to delete the POS
item.
RezStream, Inc.
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) that corresponds to the POS item being deleted (B).
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VIEW EXISTING POS CATEGORIES AND ITEMS
Once POS categories and POS items are defined, it may be necessary to review which categories
and/or items have been defined. In addition, it may be necessary to simply check the price of a
specific POS item or double-check its tax category.
Use the following steps for viewing information about point of sale categories and items.
1.
Click the Account > Point of Sale link.
2.
A list of all POS categories is displayed. Expand a POS category by clicking its
corresponding plus sign (+). To view information about a specific POS item, click
on the item. Its corresponding POS Item Detail form appears.
PACKAGES
In the RezStream Booking Engine, groups of point of sale items can be bundled together and sold as a
package. Packages are sold in addition to a room rate. The sequence of events for an Internet guest
booking a package via the RezStream Booking Engine is.
1.
The Internet guest logs on to the RezStream Booking Engine and selects reservation dates.
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2.
The Internet guest selects an available room.
3.
The Internet guest selects a room rate.
4.
The Internet guest selects a package.
a. The package is a bundle of point of sale items that are sold in addition to
the room rate selected in step #3.
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RezStream Booking Engine packages are created and maintained by clicking the Account > Packages link.
This section includes steps for adding new packages, editing packages, deleting packages, and viewing
packages.
ADD A NEW PACKAGE
In the RezStream Booking Engine, packages are used to bundle groups of point of sale items.
RezStream Booking Engine packages do not include room rates. Use the following steps to
define a package in the RezStream Booking Engine.
1.
Click the Account > Packages link.
2.
Click the New Package button.
3.
Complete the fields in the Package Detail form.
4.
Click the Save Description button.
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Add POS Items to a Package
Use the following steps to add POS items to a package.
1.
Click Account > Packages and click the package name.
2.
Click the New Package Item button.
3.
Select a POS item from the “Select POS Item” drop-down list.
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4.
The price for the selected POS item appears automatically in the price field and
defaults to the price entered originally for the POS item. If necessary, the price
can be updated.
5.
Use the First Day, Last Day, Adult, Child, Day +, and One Time fields to specify
when the POS item will be charged. The following table describes each of these
fields.
Field
First Day
Last Day
First Day and
Last Day
Adult
Child
Day+
One Time
Description
The point of sale item is charged on the first night of the stay.
The point of sale Item is charged on the last night of the stay.
Entering a checkmark in both the First Day and Last Day
fields means the point of sale item will appear on the first
night of the stay, the last night of the stay, AND every day in
between.
Multiply the price of the point of sale item by the number of
adults on the reservation.
Multiply the price of the point of sale item by the number of
children on the reservation.
The charge for the point of sale item begins on the second
day of the reservation and applies to all dates, including the
day of checkout.
The point of sale item is charged once during the package
length.
6.
Click the Save Item to Package button.
7.
The Package Configuration form is displayed. The POS item is now displayed
under the package.
8.
To add the next POS item to the package, click the New Package Item button
and follow steps 3 – 6 above.
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9.
In our example, the NBA All-Star Getaway package is complete when the
following three POS items have been added.
EDITING PACKAGES
Once a package is added to the RezStream Booking Engine, it may be necessary to make
changes to its description or the POS items assigned to it.
Changing a Package Description
Use the following steps to change an existing package’s description.
1.
Click the Account > Packages link.
2.
The Package Configuration form is displayed. Click the name of the package.
3.
The package description fields are displayed on the Package Detail form. Make
the necessary changes and click the Save Description button.
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Removing POS Items from a Package
If a POS item is no longer offered as part of a package, use the following steps to remove
it.
1.
Click the Account > Packages link.
2.
The Package Configuration form is displayed. Click the name of the package
whose POS item(s) will be deleted.
3.
) that
The Package Detail form is displayed. Click the delete icon (
corresponds to the POS item that is being removed from the package.
4.
The following prompt is displayed. Click OK to continue.
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Editing a Package POS Item
After a POS item is added to a package, the following fields can be changed within the
package definition.
1.
2.
Price
Charge fields (First Day, Last Day, etc.)
Use the following steps to change a POS item that is assigned to a package.
1.
Click the Account > Packages link.
2.
The Package Configuration form is displayed. Click the “+” to the left of the
applicable package name. The POS items assigned to the package are now
displayed.
3.
Click the POS item that will be changed (Basketball Clinic).
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4.
L
The Package Item Detail form is displayed. Make the applicable changes and
click the Save Item to Package button.
In the example above, there will be a $100 Basketball Clinic charge for each adult, each day of the
reservation.
DELETING A PACKAGE
Use the following steps to delete a package that is no longer in use.
1.
Click the Account > Packages link.
2.
The Package Configuration form is displayed. Click the Delete Package button.
3.
A list of all RezStream Booking Engine packages is displayed. Click the delete icon (
that corresponds to the package that is being deleted.
4.
The following prompt is displayed. Click OK to continue.
)
VIEW EXISTING PACKAGES
Once packages are defined, it may be necessary to review package descriptions and POS items
that are assigned to them.
Use the following steps for viewing information about packages.
1.
Click the Account > Packages link.
2.
The Package Configuration form is displayed.
a. Click the package name to view its description or detailed description.
b. Click a POS item to view details about that item, including price and the fields
that define when the POS item is charged as in first day, last day, etc.
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RATE PLANS/UNIT TYPES
The Account > Rate Plans/Unit Types link is used to add your property’s unit types, also known as rate
plans, to the RezStream Booking Engine. After defining unit types, amenities and photos can also be
uploaded to help describe these unit types to online guests. Use the following steps for adding unit types to
the RezStream Booking Engine Online Administrative Interface.
1.
Click Account > Rate Plans/Unit Types.
2.
The Rate Plan/Unit Types form is displayed. A demonstration unit type, Meeting Room, comes
pre-installed with the RezStream Booking Engine. This unit type can be deleted after defining the
unit types that specifically apply to your property. We will describe this process on page 72.
3.
Click the New Rate Plan/Unit Type button. The Unit Details, Amenities, and Photo tabs display.
Under the Unit Details tab, the Rate Plan Details form displays.
4.
At The Powder Hound Inn, there are three rate plans/unit types, King, Queen Queen, and Suite.
We will enter unit details for the King rate plan.
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5.
RezStream Booking Engine User’s Guide
Select a plan type for the King rate plan from the drop-down list. All three of The Powder Hound
Inn’s unit types are rented by the day. Select the Daily Only option.
The following table summarizes the options in the plan type drop-down list.
PLAN TYPE
Daily Only
Hourly Only
Daily And Hourly
6.
DESCRIPTION
Use this plan type for nightly reservations. For example, a
guest is staying at your property for three nights in a King
room and will be charged the King rate plan each day. This
is a daily reservation.
An example of an hourly reservation may be use of a
conference or meeting room. For example, a group is
renting the “Pikes Peak Room” for a meeting on writing
documentation for a software application. This group may
be charged hourly for the Pikes Peak Room and there may
be a “Pikes Peak Room” rate plan.
Rate plans that can be charged either daily or hourly. For
example, there may be a large unit at your property that can
be used either as a standard guest room or as a conference
room. In this example, the plan type would be set to “Daily
and Hourly.”
Select a tax group for the King rate plan from the drop-down list. At The Powder Hound Inn,
all rooms are taxed at the previously defined Lodging tax group rate.
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RezStream Booking Engine User’s Guide
7.
If your property is using RezStream’s GDS Interface in order to display availability on the major
Internet travel sites including Orbitz and Travelocity, enter an ODS unit type code. This unit type
code will be displayed on GDS travel sites when guests make reservations online.
8.
The long description field is only displayed to Internet guests if your property elects to display
availability by unit type (King, Queen, Suite) as opposed to individual units (101 – King, 105 –
Suite). The Powder Hound Inn has elected to have online guests using the RezStream Booking
Engine choose from available specific rooms, not room types. Therefore, the long description field
will not be used.
9.
Click the Save Details button.
Due to the fact that The Powder Hound Inn’s amenities and photos do NOT apply to the King rate
plan, there is no additional action item to complete under the Amenities or Photos tabs for the King
rate plan.
Repeat steps 3 – 9 above to add The Powder Hound Inn’s two other rate plans/unit types, Queen Queen
and Suite. When adding the Suite rate plan/unit type, a photo will be assigned using the following steps.
1.
After adding information to the Unit Details tab for the Suite rate plan, click the Photos tab.
2.
Enter a checkmark next to The Hemmingway Suite, one of the five photos previously uploaded to
the RezStream Booking Engine.
3.
Click the Save Unit Photos button.
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EDIT AN EXISTING RATE PLAN/UNIT TYPE
Once a rate plan/unit type has been defined, the following fields can be changed.
1.
2.
3.
4.
5.
Rate plan description
Plan type
Tax group
ODS unit type code
Long description
The fields listed above can be updated using the following steps.
1.
Click Account > Rate Plans/Unit Types.
2.
The Rate Plan/Unit Types form is displayed. Here, each rate plan is listed.
3.
Click the rate plan/unit type that will be updated.
4.
The Unit Details form is displayed.
a. Move the cursor to the field that will be changed.
b. Update the information.
c. Click the Save Details button.
DELETE A RATE PLAN/UNIT TYPE
The following steps can be used to delete a rate plan/unit type. In our example, we will delete the
Meeting Room rate plan/unit type that came pre-installed with the RezStream Booking Engine.
1.
Click Account > Rate Plans/Unit Types.
2.
The Rate Plan/Unit Types form is displayed. Here, each rate plan is listed.
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) that corresponds to the Meeting Room rate plan/unit type.
3.
Click the delete icon (
4.
A confirmation message is displayed. Click OK to delete the rate plan/unit type.
VIEW RATE PLANS/UNIT TYPES
From time to time, it may be necessary to view a list of existing rate plans/unit types and their
corresponding properties. Use the following steps for viewing existing rate plans/unit types.
1.
Click the Account > Rate Plans/Unit Types link.
2.
The Rate Plan/Unit Types form is displayed. Here, each rate plan is listed.
3.
) that corresponds to the rate plan/unit type to view specific
Click the edit icon (
properties, including:
a. Rate plan description
b. Plan type
c. Tax group
d. ODS unit type code
e. Long description
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3800 Gilpin Street, Suite 2-1
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RATE NAMES/RATE SEASONS
The Account > Rate Names/Rate Seasons link is used for:
1.
2.
Configuring and managing rate names (Rack, AAA, AARP, etc.)
Adding and editing rate seasons
Rates should be defined in the order listed above. Create rate names first and then define rate seasons.
For The Powder Hound Inn, we will define the following rate names and rate seasons.
1.
2.
Rate Names
a. Rack
b. AAA
Rate Seasons
a. 01/01/07 – 02/28/07
b. 03/01/07 – 03/31/07
c. 04/01/07 – 04/30/07
d. 05/01/07 – 06/14/07
e. 06/15/07 – 09/14/07
f. 09/15/07 – 11/14/07
g. 11/15/07 – 12/31/07
CREATING RATE NAMES
Rate names are used to easily identify rate “classes” to Internet guests and reservationists.
At The Powder Hound Inn, there are two rate names.
•
•
Rack
AAA
Use the following steps for creating rate names at The Powder Hound Inn.
1.
Click the Account > Rate Names/Rate Seasons link.
2.
Click the King rate plan (A) and then the New Rate Name button (B).
3.
Complete the Rate Name Details form.
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Fields in the Rate Name Details form are described below.
FIELD
Description
Rate Type
Package Item
Require Code
Make Available Online?
DESCRIPTION
Enter the rate plan name (Rack, AAA, etc.)
Enter daily, weekly, monthly, yearly, or hourly.
The default setting for this field is “-None-.”
Currently, as packages in the RezStream Booking Engine
are considered bundles of point of sale items, this field
should stay marked as “None.” Remember: Rates cannot
be linked directly to a package. For additional
information about packages in the RezStream Booking
Engine, please see page 60 of this Guide.
Use this field if your property is creating a special rate
name available only to online guests with a specific code.
By entering a checkmark in this field, an additional text field
is displayed where you can enter the code.
This field must be checked in order for the rate name to
display to Internet guests making reservations online via
the RezStream Booking Engine.
4.
Click the Save button.
5.
Follow steps 2 – 4 to add the Rack rate name to the other Queen Queen and Suite rate
plans.
In The Powder Hound Inn example, steps 2 – 4 above will be repeated to add a second rate name,
AAA, to each rate plan. Upon completing this task, the Rate Names/Seasons form appears similar
to the following image.
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Editing Rate Names
Use the following steps to change any of these properties associated with a rate name.
•
•
•
•
•
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
Description
Rate type
Package item
Require code (or the code itself)
Make available online
1.
Click the Account > Rate Names/Rate Seasons link.
2.
The Rate Names/Seasons form is displayed.
3.
Click the “+” to the left of the rate plan (King) that the rate name has
been assigned to.
4.
Click the rate name (AAA) that will be updated.
5.
The Rate Name Details form is displayed. Make the appropriate
changes and click the Save button.
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Deleting Rate Names
If a rate name is no longer in use, it can be deleted using the following steps.
1.
Click the Account > Rate Names/Rate Seasons link.
2.
The Rate Names/Seasons form is displayed.
3.
Click the rate plan (A) that the rate name has been assigned to and then click the
Delete Rate Name button (B).
4.
A table is displayed listing all rate names assigned to the current rate plan/unit
type. Click the delete icon (
removed.
5.
L
) that corresponds to the rate name that is being
A confirmation dialog box is displayed. Click OK to continue.
Rate Seasons that have been defined for this Rate Name will also be deleted!
Viewing Rate Names
Use the following steps to view rate names that have been previously defined in the
RezStream Booking Engine.
1.
Click the Account > Rate Names/Rate Seasons link.
2.
The Rate Names/Seasons form is displayed.
3.
Click the “+” next to a rate plan/unit type to view its corresponding
rate names.
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CREATING RATE SEASONS
Rate seasons determine the price of a guest’s stay. At most properties, rates vary based on the
time of year the guest visits the property. At the fictional Powder Hound Inn, the following rate
seasons are defined.
•
•
•
•
•
•
•
L
01/01/07 – 02/28/07
03/01/07 – 03/31/07
04/01/07 – 04/30/07
05/01/07 – 06/14/07
06/15/07 – 09/14/07
09/15/07 – 11/14/07
11/15/07 – 12/31/07
When configuring the RezStream Booking Engine, the first rate season defaults to the current day
(i.e. – the day you are configuring the RezStream Booking Engine). In our example above, The
Powder Hound Inn is configuring the RezStream Booking Engine on January 1, 2007. RezStream
strongly recommends that you create all your rate seasons for at least one year into the future. The
RezStream Booking Engine allows you to specify how far into the future you would like a potential
guest to be able to make a reservation. However, it is typical to allow potential guests to reserve up
to one year in advance.
Use the following steps for adding The Powder Hound Inn’s rate seasons to the King rate plan/AAA
rate name.
1.
Click the Account > Rate Names/Rate Seasons link.
2.
The Rate Names/Seasons form is displayed.
3.
Click the “+” to the left of the King rate plan/unit type, highlight the AAA rate name (A), and
click the New Season (B) button.
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4.
Complete the Rate Seasons Detail form for the first season time period (01/01/07 –
02/28/07) and click the Save button.
5.
To add the next season time period (03/01/07 – 03/31/07), click the “+” to the left of the
King rate plan/unit type, highlight the AAA rate name (A), and click the New Season button
(B).
6.
Complete the Rate Seasons Detail form and click the Save button.
7.
To add the next season time period (04/01/07 – 04/30/07), click the “+” to the left of the
King rate plan/unit type, highlight the AAA rate name, and click the New Season button.
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8.
Complete the Rate Seasons Detail form and click the Save button.
9.
To add the next season time period (05/01/07 – 06/14/07), click the “+” to the left of the
King rate plan/unit type, highlight the AAA rate name, and click the New Season button.
10. Complete the Rate Seasons Detail form and click the Save button.
11. To add the next season time period (06/15/07 – 09/14/07), click the “+” to the left of the
King rate plan/unit type, highlight the AAA rate name, and click the New Season button.
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12. Complete the Rate Seasons Detail form and click the Save button.
13. To add the next season time period (09/15/07 – 11/14/07), click the “+” to the left of the
King rate plan/unit type, highlight the AAA rate name, and click the New Season button.
14. Complete the Rate Seasons Detail form and click the Save button.
15. To add the next season time period (11/15/07 – 12/31/07), click the “+” to the left of the
King rate plan/unit type, highlight the AAA rate name, and click the New Season button.
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16. Complete the Rate Seasons Detail form and click the Save button.
At this point, we have completed rate season input for the King rate plan/AAA rate name.
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Follow steps 1 – 16 for adding rate seasons to the Queen Queen rate plan/AAA rate name and the
Suite rate plan/AAA rate name.
With The Powder Hound Inn’s AAA rate seasons defined, we will now continue by adding the Rack
rate seasons to the three rate plans/unit types (King, Queen Queen, and Suite).
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Editing Rate Seasons
Use the following steps to change any of these properties associated with a rate season.
•
•
•
•
•
•
•
•
•
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
Effective date
Weekday rate
Weekend rate
Extra adult
Extra child
Std. capacity
Minimum stay
Min. stay (weekend)
Weekend nights
1.
Click the Account > Rate Names/Rate Seasons link.
2.
The Rate Names/Seasons form is displayed.
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3.
Click the “+” to the left of the rate plan/unit type whose rate name/rate
season will be updated.
4.
Click the “+” to the left of the rate name whose rate season will be
updated.
5.
Click the applicable rate season to be updated.
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6.
The Rate Season Details form is displayed. Make the necessary
changes and click the Save button.
Deleting Rate Seasons
Use the following steps for deleting a Rate Season.
1.
Click the Account > Rate Names/Rate Seasons link.
2.
The Rate Names/Seasons form is displayed.
3.
Click the “+” to the left of the rate plan/unit type whose rate name/rate season will
be deleted.
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4.
Click the rate name whose rate season will be deleted.
5.
Click the delete icon (
deleted.
6.
A confirmation dialog box is displayed. Click the OK button to continue.
) that corresponds to the rate season that is being
Viewing Rate Seasons
Use the following steps to view previously defined rate seasons.
1.
Click the Account > Rate Names/Rate Seasons link.
2.
The Rate Names/Seasons form is displayed.
3.
Click the “+” to the left of the rate plan/unit type whose rate name/rate seasons
will be viewed.
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
www.rezstream.com
[email protected]
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4.
Click the rate name whose rate seasons will be viewed.
REPORTS
Click the Account > Reports link to view one of the standard reports included with the RezStream Booking
Engine. After clicking the Reports link, the Account Reports form is displayed.
Three reports are available. In order to run a report, select its corresponding radio button and enter start
and end dates. Next, click the Display Report button.
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The Adobe Acrobat Reader is required for viewing Account Reports. The Adobe Acrobat Reader can
be downloaded free of charge from the Adobe website – www.adobe.com.
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
www.rezstream.com
[email protected]
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RezStream Booking Engine User’s Guide
STATISTICS/TRACKING
From the RezStream Booking Engine Online Administrative Interface, use the Account > Statistics/Tracking
link to run booking engine reports. These reports are broken down into three categories, General Visitor
Information, Financial, and Online Reservations.
To print a report, simply click the appropriate link. In the example below, the General Visitor Information >
Browser Types report has been selected.
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For additional information on how RezStream can create marketing plans that will generate a
guaranteed increase in online revenue, please visit http://www.rezstream.com/marketing.htm
to view more information about RezStream’s new product line, RezStream Website: Design, Hosting,
and Promotion.
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
www.rezstream.com
[email protected]
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RezStream Booking Engine User’s Guide
USER DEFINED FIELDS
By default, online guests are prompted for the following information when making reservations via the
RezStream Booking Engine.
If necessary, the RezStream Booking Engine can be configured to collect customized information from
guests who are making online reservations. For example, assume The Powder Hound Inn has limited
parking onsite and needs to track car license plate numbers of their guests. This information will be
collected during the online reservation process and then a “Parking Report” will be generated for in-house
guests.
Use the following steps to create a user defined field, Car License, in the RezStream Booking Engine.
1.
From the RezStream Booking Engine Online Administrative Interface, click Account > User Defined
Fields.
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
www.rezstream.com
[email protected]
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2.
Click the “New User Defined Field” button.
3.
Enter a description, Car License, in the display label field.
4.
If this user defined field will be required for the online guest to complete when making a
reservation, enter a check in the box next to “Required Field.”
5.
To make the new user defined field active, highlight the “0Hidden” text (A) in the
“Available User Defined Fields” box and click the right arrow button (B).
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
www.rezstream.com
[email protected]
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During the online reservation process, the user defined field, Car License, now displays on the Guest
Information page.
The guest enters their license number along with other personal information.
Upon completing the Account setup menu, you are now ready to proceed to
Property setup.
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
www.rezstream.com
[email protected]
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OVERVIEW OF THE PROPERTY SETUP MENU
The Property setup menu can be used for configuring the RezStream Booking Engine for unique properties.
For example, a group of three related properties owned by the same company would be configured under
one account. However, specific information about each property would be defined in the Property setup
menus. A graphical representation of this relationship follows.
In the example above, there is one parent company, Reservation Lodging, Inc. This umbrella company
would be configured under one Account setup. Next, the RezStream Booking Engine would be customized
to operate uniquely based on which property the Internet guest selects when making a reservation. For
example, guest letters are configured under the Property setup menu. While many of the policies for
Reservation Lodging, Inc. may apply to all three properties (cancellation policies and deposit rules), the
letters that guests receive will be unique, even if the changes are subtle, such as property addresses,
directions, and specific amenities.
For single properties, such as our Powder Hound Inn example, the Account and Property setup menus have
a one-to-one correlation. There is one Account setup for The Powder Hound Inn and one Property setup for
The Powder Hound Inn.
This section will take you through the Property setup menu for our fictional property, The Powder Hound Inn.
The variance for multiple property situations is that a unique property configuration would be setup for each
specific entity.
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
www.rezstream.com
[email protected]
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RezStream Booking Engine User’s Guide
ORGANIZING INFORMATION FOR PROPERTY SETUP
RezStream recommends organizing the information necessary for completing Property setup. Having this
information organized will assist you in completing the Property setup section in the RezStream Booking
Engine Online Administrative Interface.
This section will outline the information required for Property setup. From the RezStream Booking Engine
Online Administrative Interface, the Property setup menu contains the following links.
Please review the REQUIRED items necessary to begin Property setup. After organizing the
information, it will be entered into the RezStream Booking Engine Online Administrative Interface.
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The headings in the Property section marked below as Optional are NOT required to complete during
Property setup in order to use the RezStream Booking Engine. However, you may want to review
these sections and determine whether or not completing them would be beneficial to your property.
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
www.rezstream.com
[email protected]
Page #94
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RezStream Booking Engine User’s Guide
PROPERTY INFORMATION
From the RezStream Booking Engine Online Administrative Interface, the Property > Property
Information link is organized into six tabs, Details, Finance Settings, Terms & Conditions, Policies,
Photos, and Amenities. To complete the Property > Property Information section, organize
information in each of the sections described below.
Property Details
The Property Details form is used for entering property specific information. In addition to
contact information, the Property Details form also prompts you for your property logo, a
property photo, and specific Global Distribution System data.
Action Item
Organize the following information for data input.
•
•
•
•
•
•
•
•
•
•
•
•
•
Property contact information
o Business name
o Description
o Address
o City
o State
o Zip
o Country
Property photo
Property logo
Primary and secondary contact
Phone numbers
Fax number
Toll-free number
Email address
Web address
Property type (bed and breakfast, lodge, hotel, motel, etc.)
Date format preference
ODS property code
Detailed property description
Finance Settings
The Finance Settings form is used to specify billing contact information and credit card
details for deducting RezStream Booking Engine commissions for online reservations.
Action Item
Organize the following information for data input.
•
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
Billing Contact Information
o
Billing name
o
Billing address
o
City
o
State
o
Zip
o
Phone number
o
Credit card number
o
Expiration month
o
Expiration year
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Terms & Conditions (Optional)
The Terms & Conditions tab is used to enter information that guests will view, and agree
to, prior to making a reservation. For example, if your property requires two weeks notice
prior to canceling a reservation, that information should be entered in this step.
Action Item
Write down the terms and conditions that guests should be notified of prior to
making online reservations. This information will be entered as part of the
RezStream Booking Engine’s Property setup.
Policies (Optional)
The Policies tab is used to enter guest policy information
Action Item
Write down the policies that guests should be notified of prior to making online
reservations. This information will be entered as part of the RezStream Booking
Engine’s Property setup.
Photos (Optional)
Photos were previously uploaded to the RezStream Booking Engine during Account
setup. In this step, companies that are configuring multiple properties for use with the
RezStream Booking Engine will assign previously uploaded images to the current property
that is being configured.
Action Item
For companies configuring multiple properties for use with the RezStream
Booking Engine, view the photos that were previously uploaded during Account
setup and specify which photos should be assigned to each individual property.
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Companies configuring a single property for use with the RezStream Booking Engine do NOT have
an action item to complete.
Amenities (Optional)
For companies that are configuring multiple properties for use with the RezStream
Booking Engine, amenities can be used to describe property features and differentiate
properties. All amenities, regardless of property, are defined using the RezStream
Booking Engine Online Administrative Interface Account > Account Information >
Amenities link. The Property > Property Information > Amenities tab is then used to
assign specific amenities to their respective property.
Action Item
For companies configuring multiple properties for use with the RezStream
Booking Engine, view the amenities that were previously defined during Account
setup and make a list of which amenities should be assigned to each individual
property.
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Companies configuring a single property for use with the RezStream Booking Engine do NOT have
an action item to complete.
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
www.rezstream.com
[email protected]eam.com
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RezStream Booking Engine User’s Guide
LETTERS
Two confirmation letters can be configured in the RezStream Booking Engine, a reservation
confirmation letter and a reservation request letter. Both letters are configured under the Property
> Letters tab.
Action Item
Write your version of a reservation confirmation and reservation request letter.
Having copies of these letters will make it easier to configure them in the
RezStream Booking Engine. In addition to writing text for the letters, make notes
of where you would like to insert reservation information. For example, letters
can be configured so that a guest’s first name is displayed in the letter’s header.
BOOKING ENGINE SETTINGS
The information compiled in each section of the Booking Engine Settings tab defines how the
RezStream Booking Engine reacts when an Internet guest makes an online booking. These
sections are listed below and a brief description of what information should be organized for each
follows.
•
•
•
•
•
•
•
•
Guest Payment Settings
Design Header
Design Footer
Reservation Defaults
Guest Tracking
Style Reservation Pages
Reservation Behavior
Property Management/Owner Options
Guest Payment Settings
The Property > Booking Engine Settings > Guest Payment Settings tab allows you to
define:
•
•
•
How the RezStream Booking Engine reacts when a customer payment is
rejected.
Accepted forms of payment for an online reservation.
Online deposit requirements.
Action Item
Make decisions about how the following RezStream Booking Engine settings
should be configured at your property.
1.
2.
3.
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
When an online payment is rejected, what should happen?
a. The reservation is processed as a “request.”
b. The reservation is still processed as a confirmed booking.
c. The reservation is NOT processed and a contact at the
property receives an email.
d. The guest is not allowed to continue until a valid form of
payment is entered.
Make a list of the accepted forms of online payments at your property.
Create an online booking deposit policy. Will your property require:
a. A percentage of the total balance due?
b. A percentage of the average daily rate?
c. A percentage of the first day’s rate?
d. A percentage of the last day’s rate?
e. A fixed amount per reservation?
f. Will tax be included when calculating deposits due?
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Design Header
A customized header section can be configured for the RezStream Booking Engine under
the Property > Booking Engine Settings > Design Header tab. The header is displayed
throughout the online booking process.
Action Item
If your property employs a web design company, consult with them to create a
header section that can be used with the RezStream Booking Engine. If your
property manages its own website, make sure the website manager knows that
your property is able to customize the look and feel of the RezStream Booking
Engine. It is advisable to have this person available for this portion of the
RezStream Booking Engine setup.
Design Footer
A customized footer section can be configured for the RezStream Booking Engine under
the Property > Booking Engine Settings > Design Footer tab. The footer is displayed
throughout the online booking process.
Action Item
If your property employs a web design company, consult with them to create a
footer section that can be used with the RezStream Booking Engine. If your
property manages its own website, make sure the website manager knows that
your property is able to customize the look and feel of the RezStream Booking
Engine. It is advisable to have this person available for this portion of the
RezStream Booking Engine setup.
Reservation Defaults
The following settings are stored in the Property > Booking Engine Settings > Reservation
Defaults tab.
•
•
•
•
•
•
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
The setting that determines how the RezStream Booking Engine reacts when an
Internet guest searches for a room and there are no rooms available.
Settings for the default number of adults, children, and length of stay.
The setting that defines the maximum number of days, weeks, months, or years
in the future in which online bookings will be accepted.
The minimum number of days (from the current date) in which online
reservations are accepted.
The setting that determines how reservation sources & reasons will be selected
or assigned to online bookings.
The setting that determines the amount of detail displayed to guests when
viewing reservation charges online.
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RezStream Booking Engine User’s Guide
Action Item
Make decisions about how the following RezStream Booking Engine settings
should be configured at your property.
1.
2.
3.
4.
5.
6.
What should happen when an online guest attempts to make a
reservation for dates when there is no availability?
a. The guest simply sees that no rooms are available.
b. A message is displayed alerting the guest that no rooms are
available.
c. A message is displayed alerting the guest that no rooms are
available and an email is sent to a contact at your property.
How should the following RezStream Booking Engine defaults be set?
a. Number of adults per reservation.
b. Number of children per reservation.
c. Length of stay per reservation.
d. Maximum number of adults per reservation.
e. Maximum number of children per reservation.
f. Maximum stay (nights) per reservation.
How far in advance will your property accept reservations via the
RezStream Booking Engine?
When will your property cut off the RezStream Booking Engine for
reservations? For example, will you allow reservations to be made
online for the current date?
How will your property use the sources and reasons previously defined
during Account setup?
a. Will online guests choose a source and reason when making a
reservation?
b. Will online guests be forced to choose a source and reason
when making a reservation?
c. Will one source and reason selected by the property be used
for all online reservations?
How much invoice detail will be displayed to a guest making a
reservation online?
a. Will your property display each line item to the guest?
b. Will your property display a total by day?
c. Will your property display a total for the entire reservation?
Guest Tracking (Optional)
There are several options for tracking guest activity on your website and the RezStream
Booking Engine. RezStream offers tracking through the RezStream Tracker™.
The RezStream Tracker™ can be used to accumulate a host of statistics about visitor
traffic on your website. This feature tracks the amount of time visitors spend on each
page as well as how much time they spend in the RezStream Booking Engine. In
addition, statistics can be generated that can help determine when guests are abandoning
the online reservation process. This information can help you make changes to the
RezStream Booking Engine in order to generate more online revenue.
Action Item
If your property is interested in learning more about the RezStream Tracker™,
contact RezStream sales at 866-360-8210.
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
www.rezstream.com
[email protected]
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RezStream Booking Engine User’s Guide
Style Reservation Pages
The RezStream Booking Engine’s page background, default font colors, font style, and
font size can be customized in the Style Reservation Pages tab.
Action Item
Make decisions about the following style settings for the RezStream Booking
Engine.
•
•
•
•
Background color
Font color
Font type (Arial, Times New Roman, etc.)
Font size
Reservation Behavior
The Reservation Behavior settings control several RezStream Booking Engine functions
which includes how availability will be returned, which room rates that will be displayed to
online guests, whether or not packages and point of sale items will be sold online, and
what the default settings are for date and currency displays.
Action Item
Know the answers to the following questions about how the RezStream Booking
Engine should be configured at your property.
•
•
•
•
•
Should online guests make reservations for specific rooms
(i.e. 101 – King) or room types (King, Queen Queen, or Suite)?
Will your property offer more than one rate name (Rack, AAA, etc.) on
the RezStream Booking Engine?
Will you allow online guests to book packages and point of sale items
via the RezStream Booking Engine?
What default date format will your property use with the RezStream
Booking Engine?
o MM/DD/YYYY
o DD/MM/YYYY
o August 29, 2007
What default currency form will your property use with the RezStream
Booking Engine?
Property Management/Owner Options (Optional)
The Property > Booking Engine Settings > Property Management/Owner Options tab is
used by properties where units at a property are owned by multiple owners. This link can
be used in conjunction with usernames and passwords for individual owners to be granted
access to the RezStream Booking Engine.
Action Item
Make decisions on whether or not individual owners should be allowed to:
•
•
•
•
•
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
View their unit’s availability
View guest invoices
Make reservations
View guest information
Select rates for reservations
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UNITS/ROOMS
The Property > Units/Rooms link is used for defining:
•
•
•
•
Unit/room details
Amenities that describe rooms
Photos that describe rooms
Dates that units/rooms will not be available for online reservations via the RezStream
Booking Engine
Unit Details
The Property > Units/Rooms > Unit Details tab is used for defining your property’s rooms.
Action Item
Make a list of all rooms at your property, including:
1.
2.
3.
4.
5.
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A descriptive name for the room.
The room number.
A description of the room.
Maximum capacity for the room.
The rate plan that will be assigned to the room.
Many properties simply use room numbers to describe their rooms. In these instances, RezStream
recommends appending the room number with the room type, for example 101 – King. With the
room type appended to the room number, Internet guests are clear as to the type of room they are
booking.
Amenities (Optional)
The Property > Units/Rooms > Amenities tab is used for assigning previously defined
amenities to specific room numbers.
Action Item
Make a list of each room at your property and the amenities that should be
assigned to it.
Photos (Optional)
The Property > Units/Rooms > Photos tab is used for assigning previously uploaded
photos to specific room numbers.
Action Item
Make a list of each room at your property and the photos that should be
assigned to it.
Black-Out Wizard (Optional)
The Property > Units/Rooms > Black-Out Wizard link is used for defining dates when units
are NOT available to online guests making reservations via the RezStream Booking
Engine. For example, a property may be extremely busy during the holiday season and
does not wish to accept online reservations for this time period. In this example, the
RezStream Booking Engine can be “blacked out,” requiring guests to contact the property
directly. A unit can also be blacked out for routine repair or maintenance.
Action Item
Make a list of units and any applicable black-out dates.
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
www.rezstream.com
[email protected]
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AMENITY SEARCHABILITY (OPTIONAL)
Amenities are assigned to properties using the Property > Property Information > Amenities link
and assigned to units using the Property > Units/Rooms > Administration link. As soon as an
amenity is assigned to either a property or a unit, it automatically becomes searchable. Searchable
amenities allow online guests to perform complex searches like searching for a property with a
heated pool or a room with an ocean view.
Action Item
Make a list of property and unit amenities that should be flagged as “searchable”
in the RezStream Booking Engine.
WEBSITE LINK OPTIONS
In order to make the RezStream Booking Engine “live,” you will need to add a link to your property’s
marketing website that allows Internet guests to access the RezStream Booking Engine. Normally
an Internet guest will visit your property’s website to learn about the property prior to booking a
reservation. On the website, the Internet guest reads about the property, looks at property pictures,
and becomes interested in making a reservation.
In order for the guest to book a reservation, a hyperlink is added to the website that redirects the
Internet guest to the RezStream Booking Engine. This hyperlink can be text or a graphic that reads
“Make a Reservation,” “Book a Reservation,” or anything else that lets the guest know that clicking
the link will allow them to make a reservation. The link can be customized by the property and its
web designer or one of the standard RezStream Booking Engine hyperlinks can be copied and
pasted into the property’s marketing website.
Action Item
Consult with your property’s website design firm to create a hyperlink on your
website to the RezStream Booking Engine. If your property does not employ a
website design firm, there are three default hyperlinks to choose from that can be
easily copied and pasted onto your property’s website.
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
www.rezstream.com
[email protected]
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WEBSITE AVAILABILITY CALENDARS (OPTIONAL)
The default starting point for Internet guests to book online reservations via the RezStream Booking
Engine is the Check Availability form.
If your property would rather display an availability calendar as a starting point for RezStream
Booking Engine reservations, calendar options are available under the Property > Website
Availability Calendars link.
Action Item
Decide whether your property wants guests to begin their online reservation
from the Check Availability form displayed above or a more detailed availability
calendar. If you decide to use an availability calendar, several options are
available when configuring this section of the RezStream Booking Engine.
SAMPLE PROPERTY WORKSHEET – THE POWDER HOUND INN
The Powder Hound Inn is a fictional property whose data will be used in the RezStream Booking Engine
configuration diagrams. For continuity, the fictional property information listed in the next several pages,
from Property Information through Website Link Options, will be used throughout the RezStream
Booking Engine User’s Guide. When entering your own property’s data into subsections of Property setup,
you may find it helpful to refer back to these sample worksheet sections to see how specific data was
entered for The Powder Hound Inn.
PROPERTY INFORMATION
From the RezStream Booking Engine Online Administrative Interface, the Property > Property
Information link is organized into six tabs.
•
•
•
•
•
•
Details
Finance Settings
Terms & Conditions
Policies
Photos
Amenities
Details
1.
2.
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
Ben Boarding and Telly Skier will be the primary and secondary contacts for The
Powder Hound Inn. Their information, along with contact information for the Inn,
will be entered in the Property Details form.
The Powder Hound Inn has a general reservations email address:
[email protected]
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3.
The detailed property description will be:
”The Powder Hound Inn – an outdoor enthusiasts’ playground with breathtaking
mountain views out your back door.”
Finance Settings
1.
2.
Ben Boarding handles all of the financial issues for The Powder Hound Inn. He
will be named as the billing contact in the Finance Settings > Billing Information
form.
The Powder Hound Inn has a corporate credit card that will be used for paying
RezStream Booking Engine commissions. This credit card number is
1111222233334444. The card expires in December of 2009.
Terms & Conditions
By booking an online reservation, the guest agrees to the policies and restrictions of
The Powder Hound Inn. Any changes or cancellations may be subject to a $25 booking
fee and possibly the forfeiture of any applicable deposit.
Policies
Cats are NOT allowed at The Powder Hound Inn. Dogs are allowed in specified rooms
with an additional $125 security deposit. Smoking is NOT allowed in common areas or
guest rooms.
LETTERS
The Powder Hound Inn will configure a reservation confirmation letter in the RezStream Booking
Engine.
BOOKING ENGINE SETTINGS
Several RezStream Booking Engine settings are configured using the Property > Booking Engine
Settings link, including:
•
•
•
•
•
•
•
•
Guest Payment Settings
Design Header
Design Footer
Reservation Defaults
Guest Tracking
Style Reservation Pages
Reservation Behavior
Property Management/Owner Options
The following information applies to The Powder Hound Inn.
Guest Payment Settings
The Powder Hound Inn has made the following decisions on guest payments settings in
the RezStream Booking Engine.
•
•
•
If a guest payment is rejected online, the guest will be required to submit a valid
form of payment.
The Powder Hound Inn accepts VISA, MasterCard, and American Express as
online payment forms.
The Powder Hound Inn will require 100% of the first night’s rate to book an online
reservation.
Design Header/Footer
The Powder Hound Inn will customize the look and feel of the RezStream Booking Engine
by customizing both the header and the footer sections.
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
www.rezstream.com
[email protected]
Page #104
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RezStream Booking Engine User’s Guide
Reservation Defaults
The Powder Hound Inn has made the following decisions on reservation defaults in the
RezStream Booking Engine.
•
•
•
•
•
•
If a guest attempts to make a reservation during a time period when no rooms
are available, a customized message will be displayed alerting guests that no
rooms are available.
Reservation defaults
o Adults – 2 (standard capacity)
o Children – 0
o Default length of stay – 2 nights
o Maximum adults – 4
o Maximum children – 4
o Maximum stay length – 14 nights
Maximum time to accept reservations in the future – 1 year.
Minimum time from current date to accept reservations – 1 day.
Guests will be required to enter both a source and a reason.
Online guests will view an invoice (folio) that sub-totals charges by day.
Style Reservation Pages
The Powder Hound Inn has made the following decisions on customizing the look and feel
of the RezStream Booking Engine.
•
•
•
•
Page Background Color – Wheat
Font Color – Black
Font – Verdana
Font Size - Medium
Reservation Behavior
The Powder Hound Inn has made the following decisions on how reservations will be
made in the RezStream Booking Engine.
•
•
•
•
•
Guests will make reservations for specific rooms, not room types.
Multiple rate names (Rack, AAA) will be displayed on the RezStream Booking
Engine.
Point of sale items will be bookable on the RezStream Booking Engine.
Dates will be displayed using the MM/DD/YYYY format.
US Dollars will be the default currency in the RezStream Booking Engine.
Property Management/Owner Options
The Powder Hound Inn has units that have different owners and the inn wants these
owners to be able to view their unit’s availability, view invoices, and have the capability to
make reservations online.
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
www.rezstream.com
[email protected]
Page #105
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Last Update: 2/25/2007
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RezStream Booking Engine User’s Guide
UNITS/ROOMS
From the Property > Units/Rooms section, there are two links, Administration and Black-Out
Wizard.
The Administration tab is used to define unit details, assign unit amenities, assign unit photos, and
view unit availability. The Black-Out Wizard is used to define dates that the units will not be
available to online guests via the RezStream Booking Engine.
Administration
The Powder Hound Inn will use the Property > Units/Rooms > Administration link to define
its 40 rooms in the RezStream Booking Engine. A spreadsheet with unit details is
displayed below.
L
In the Unit Long Name column, The Powder Hound has appended the room type to the room
number. This will help Internet guests know the type of room they are booking.
Black-Out Wizard
Due to The Powder Hound Inn’s busy holiday season, guests will be required to contact
the property directly to make reservations between December 22 – December 31, 2007.
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
www.rezstream.com
[email protected]
Page #106
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RezStream Booking Engine User’s Guide
AMENITY SEARCHABILITY
In order to make it easier for guests to find rooms that suit their needs, The Powder Hound Inn will
make the following amenities searchable.
•
•
•
Non-Smoking
Handicap Accessible
Jacuzzi Tub
WEBSITE LINK OPTIONS
The Powder Hound Inn will add the following button to their website that online guests can click in
order to be transferred directly to the RezStream Booking Engine.
PROPERTY SETUP
This section will take you through the Property setup menu for our sample property. The Property menu is
organized in the order in which forms should be completed, beginning with Property Information and ending
with Website Availability Calendars.
PROPERTY INFORMATION
The RezStream Booking Engine Online Administrative Interface Property > Property Information link is
organized into six tabs, Details, Finance Settings, Terms & Conditions, Policies, Photos, and Amenities.
L
For companies with multiple properties, this property-specific information form will be completed for
each individual property.
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
www.rezstream.com
[email protected]
Page #107
303-872-0220
Last Update: 2/25/2007
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RezStream Booking Engine User’s Guide
DETAILS
The Details tab is used to define specific property information, including:
•
•
•
•
•
•
•
•
•
•
•
Business name
Description
Address and phone numbers
Property photo
Property logo
Contact information
Email and web address
Property type (bed and breakfast, hotel, motel, lodge, cabins, etc.)
Desktop software
ODS property code
Detailed property description
Use the following steps to complete the Property Details form.
1.
From the RezStream Booking Engine Online Administrative Interface, click the Property >
Property Information > Property Details link. Alternatively, click the Property > Property
Information link and select the Details tab.
2.
Complete the Property Details form. A completed form is displayed below. All fields on
the Property Details form were previously defined in the Account > Account Information >
Details form and automatically transferred to the Property > Property Details form, except:
a.
b.
c.
d.
e.
f.
g.
h.
i.
j.
k.
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
Description
Property photo
Property logo
Primary contact
Secondary contact
BCC email
Property type
Date format
Desktop software
ODS property code
Detailed property description
www.rezstream.com
[email protected]
Page #108
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3.
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RezStream Booking Engine User’s Guide
After completing these fields, click the Save Property Details button.
Pay attention to drop-down versus data entry fields. Drop-down fields are identified with a
down arrow.
If your property is configuring the RezStream Booking Engine for use with Onward Distribution Sites
(ODS), please contact RezStream support at 303-872-0220.
FINANCE SETTINGS
The Property > Property Information > Finance Settings link is used to specify billing contact
information and the credit card used for deducting RezStream commissions for online reservations.
Add/Edit Finance Settings
Use the following steps for completing the Billing Information form.
1.
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
From the RezStream Booking Engine Online Administrative Interface, click the
Property > Property Information > Finance Settings link. Alternatively, click the
Property > Property Information link and select the Finance Settings tab.
www.rezstream.com
[email protected]
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2.
The Billing Information form is displayed. Complete the following fields:
a. Billing name
b. Billing address
c. Address 2
d. City
e. State
f. Zip
g. Billing phone #
h. Credit card #
i. Expiration month
j. Expiration year
k. ECX login ID
l.
ECX transaction key
3.
Click the Save Finance Details button.
The following table describes the fields in the Billing Information form.
FIELD
Billing Name
Billing Address
Address 2
City
State
Zip
Billing Phone Number
Credit Card Number
Expiration Month
Expiration Year
ECX Login ID
ECX Transaction Key
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
DESCRIPTION
Enter the property’s billing contact.
Enter the billing contact’s street address.
PO Box or additional address information.
Billing city
Billing state
Billing zip
Billing phone number
Enter the credit card number that will be used to
pay commissions for RezStream Booking Engine
reservations.
Credit card expiration month
Credit card expiration year
Enter the FNP Merchant Account Login ID
required to process transactions against the
property’s merchant account.
Enter the transaction key required to process
transactions against the property’s merchant
account.
www.rezstream.com
[email protected]
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TERMS/CONDITIONS
A detailed terms & conditions statement can be displayed during the online booking process. After
an Internet guest enters his personal and billing information, a hyperlink to the property’s terms &
conditions is displayed.
If the Internet guest clicks the hyperlink, the property’s Terms & Conditions statement is displayed.
These terms & conditions are entered using the following steps.
1.
From the RezStream Booking Engine Online Administrative Interface, click the Property >
Property Information > Terms/Conditions link. Alternatively, click the Property > Property
Information link and select the Terms & Conditions tab.
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
www.rezstream.com
[email protected]
Page #111
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2.
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RezStream Booking Engine User’s Guide
Enter a detailed text message describing your property’s terms & conditions and click the
Save HTML button.
Use the buttons in the HTML editor to apply special formatting (bold, underline, italics, font color,
font type, etc.) to customize the look of your property’s Terms & Conditions statement.
RESTRICTIONS
Property restrictions are displayed to guests making reservations online under the Policies section
of the Reservation Details form.
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
www.rezstream.com
[email protected]
Page #112
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Last Update: 2/25/2007
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RezStream Booking Engine User’s Guide
Restrictions are added using the following steps.
L
1.
From the RezStream Booking Engine Online Administrative Interface, click the Property >
Property Information > Restrictions link. Alternatively, click the Property > Property
Information link and select the Policies tab.
2.
Enter a detailed text message describing your property’s restrictions and click the Save
HTML button.
Use the buttons in the HTML editor to apply special formatting (bold, underline, italics, font color,
font type, etc.) to customize the look of your property’s Restrictions statement.
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
www.rezstream.com
[email protected]
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RezStream Booking Engine User’s Guide
PHOTOS/IMAGES/MEDIA
For companies that accept Internet bookings for multiple properties through the RezStream
Booking Engine, a property photo can be assigned using the Property > Property Information >
Photos/Images/Media link. Alternatively, click the Property > Property Information link and select
the Photos tab.
The photo assigned in this step can help Internet guests become acquainted with the property prior
to making the reservation.
After clicking the Photos/Images/Media link, enter a checkmark next to the previously uploaded
image that represents the current property.
L
Remember to click the Save Property Photos button when finished.
AMENITIES
For companies that are configuring multiple properties for use with the RezStream Booking Engine,
amenities can be used to describe property features and differentiate properties. All amenities,
regardless of property, are defined using the RezStream Booking Engine Online Administrative
Interface Account > Account Information > Amenities link. The Property > Property Information >
Amenities link is then used to assign specific amenities to their respective property.
By entering a checkmark next to an amenity in the Property > Property Information > Amenities
link, property-wide amenities are marked as searchable. With searchable property-wide amenities,
Internet guests are able to find a property with specific amenities (i.e. – a Heated Pool).
L
For companies configuring a single property for use with the RezStream Booking Engine, there is no
action required in the Property > Property Information > Amenities link.
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
www.rezstream.com
[email protected]
Page #114
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RezStream Booking Engine User’s Guide
Assign a Property Level Amenity
Use the following steps for assigning property level amenities in the RezStream Booking
Engine.
L
1.
From the RezStream Booking Engine Online Administrative Interface, click the
Property > Property Information > Amenities link. Alternatively, click the Property
> Property Information link and select the Amenities tab.
2.
All amenities previously defined in the RezStream Booking Engine Account setup
are displayed. To assign an amenity to the active property (the one you are
currently configuring), enter a checkmark next to its description. By entering a
checkmark, the amenity is automatically flagged as “searchable.”
See the Property > Amenity Searchability section for information about making amenities
non-searchable.
If a company listed several properties through the RezStream Booking Engine with different property
level amenities, it would help to flag certain amenities as searchable.
LETTERS
The Property > Letters link is used for creating and customizing guest letters. Correspondence generated
through the RezStream Booking Engine is delivered via email. These emails, including confirmations and
reservation requests, are generated when an Internet guest makes a reservation or requests a reservation
through the RezStream Booking Engine. Two letters, “Reservation Confirmation” and “Reservation
Request,” come pre-installed with the RezStream Booking Engine.
Our fictional property, The Powder Hound Inn, will customize the default reservation confirmation letter.
Access this letter by clicking the Property > Letters link.
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
www.rezstream.com
[email protected]com
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ADD A NEW LETTER
The Booking Engine Letter Designer form, accessed from the Property > Letters link, allows
The Powder Hound Inn to create a new letter or customize any existing letter by including
database fields, fonts, colors, and special formatting. Database fields represent information
collected from the Internet guest during the online booking process. View a list of available
database fields by clicking the “Add Dynamic Content” drop-down menu.
st
In the above image, the database field <ADDRESS1> represents the 1 address line that the guest
entered while making the online reservation.
A standard reservation confirmation letter came pre-installed with the RezStream Booking Engine.
Use the following steps for customizing the reservation confirmation letter for The Powder Hound
Inn.
1.
2.
Click the Property > Letters link.
The Booking Engine Letter Designer form is displayed. The form contains a grid that lists
each existing default letter type.
3.
For our example, in Step #1/Select Letter Type, we will select Reservation Confirmation.
Changes to the letter will be made in the letter editor text box.
Text is easily added by typing directly in the Booking Engine Letter Designer text box as
you would in any word processing program.
Update font styles and sizes by highlighting text in the body of the letter and selecting a
new font or font size from the drop-down fields in the Booking Engine Letter Designer
main toolbar.
4.
5.
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
www.rezstream.com
[email protected]
Page #116
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Last Update: 2/25/2007
RezStream, Inc.
6.
7.
8.
9.
RezStream Booking Engine User’s Guide
Update font colors by highlighting text in the letter’s body, clicking the font color button
), and selecting a color from the palette.
(
Insert database fields by positioning the cursor at the proper insertion point and then
selecting the appropriate field from the “Add Dynamic Content” drop-down list located next
to Step #2/Add Tags to Letter.
Once a database field is selected, click the Add Dynamic Content button.
After making the appropriate changes, click the Save Letter button.
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
www.rezstream.com
[email protected]
Page #117
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Last Update: 2/25/2007
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RezStream Booking Engine User’s Guide
After making these changes, the reservation confirmation letter for The Powder Hound Inn
will look like the image below.
BOOKING ENGINE SETTINGS
The Booking Engine Settings link on the Property menu is the gateway for defining how the RezStream
Booking Engine reacts when an Internet guest makes an online booking. The categories for configuring the
RezStream Booking Engine Settings are listed below.
•
•
•
•
•
•
•
•
L
Guest Payment Settings
Design Header
Design Footer
Reservation Defaults
Guest Tracking
Style Reservation Pages
Reservation Behavior
Property Management/Owner Options
When configuring the RezStream Booking Engine for the first time, it is important to work through
the specific default settings in each main category of Booking Engine Settings, completing each one
so that the RezStream Booking Engine is configured to meet your property’s needs.
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
www.rezstream.com
[email protected]
Page #118
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Last Update: 2/25/2007
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RezStream Booking Engine User’s Guide
GUEST PAYMENT SETTINGS
Use Guest Payment Settings to define:
1.
2.
3.
How the RezStream Booking Engine reacts when a customer payment is rejected.
Forms of payment accepted at the property.
Online deposit requirements.
Use the following steps to access the Guest Payment Settings.
1.
From the RezStream Booking Engine Online Administrative Interface, click the
Property > Booking Engine Settings link.
2.
Click the Guest Payment Settings tab and complete the fields under each section title.
When Customer Payment is Rejected
Use the following steps to access the When Customer Payment is Rejected settings.
1.
From the RezStream Booking Engine Online Administrative Interface, click the
Property > Booking Engine Settings link.
2.
Click the Guest Payment Settings tab.
When an Internet guest makes an online reservation, the RezStream Booking Engine can
be configured to require a payment. If the Internet guest’s credit card is rejected, the
RezStream Booking Engine can react in one of four ways.
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
www.rezstream.com
[email protected]
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RezStream Booking Engine User’s Guide
Each option is described below.
1.
The booking is processed in the RezStream Booking Engine and the Internet
guest receives a Reservation Request email confirmation.
2.
The reservation is processed as a confirmed booking but marked as a
reservation with a balance due. It is the property’s responsibility to contact the
guest and process a valid deposit. In this scenario, availability is updated for the
requested dates and a room IS deducted from inventory. The guest receives a
Reservation Confirmation email.
3.
The reservation is NOT processed. However, the property’s primary contact is
notified via email that the Internet guest attempted a booking.
4.
The reservation is NOT processed. The Internet guest is prompted to submit a
valid form of payment.
After selecting the appropriate radio button for how the RezStream Booking Engine should
react, click the Save button.
Accepted Forms of Payment
Use the following steps for defining the forms of online payment accepted at the property.
1.
From the RezStream Booking Engine Online Administrative Interface, click the
Property > Booking Engine Settings link.
2.
Click the Guest Payment Settings tab.
3.
Under the Accepted Forms of Payment heading, enter the types of online
payments accepted at your property.
4.
Click the Save button.
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
www.rezstream.com
[email protected]
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Online Booking Deposits Setup
The Internet guest can be required to submit a deposit while booking a reservation.
There are several online deposit options available. These options are stored in the Online
Booking Deposits Setup section. Use the following steps for accessing the form and
configuring the RezStream Booking Engine for online deposits.
1.
From the RezStream Booking Engine Online Administrative Interface, click the
Property > Booking Engine Settings link.
2.
Click the Guest Payment Settings tab.
3.
Under the Online Booking Deposits Setup heading, select the desired online
deposit radio button and enter the appropriate percentage or dollar amount in the
field circled below.
4.
Click the Save button.
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
www.rezstream.com
[email protected]
Page #121
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RezStream Booking Engine User’s Guide
Options for online deposits are described in the following table.
DEPOSIT OPTION
% of Total
% of Avg. Day
% of 1st Day
% of Last Day
FIXED AMOUNT
Include Tax?
Calculate Single Day at 100%
Percentage/Dollar Amount Field
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
www.rezstream.com
[email protected]
DESCRIPTION
The online deposit percentage is
calculated based on the reservation
total. Enter the deposit percentage
in the percentage/dollar amount field
in the bottom left-hand corner of the
form.
Because the nightly room charge
could vary based on the days
booked, i.e. – the guest is arriving on
Wednesday and departing on
Sunday with a rate increase over the
weekend, this option can be used to
request a deposit percentage of the
average daily rate. Enter the deposit
percentage in the percentage/dollar
amount field in the bottom left-hand
corner of the form. With this radio
button selected and 50% entered, a
guest with an average daily rate of
$100 would be required to submit a
$50 deposit.
The requested deposit percentage is
calculated based on the first day’s
rate. Enter the deposit percentage in
the percentage/dollar amount field in
the bottom left-hand corner of the
form.
The requested deposit percentage is
calculated based on the last day’s
rate. Enter the deposit percentage in
the percentage/dollar amount field in
the bottom left-hand corner of the
form.
The RezStream Booking Engine
deposit amount will be based on a
fixed dollar amount. Enter the dollar
amount in the percentage/dollar
amount field in the bottom left-hand
corner of the form.
With this option selected, all deposits
based on daily rates will be
calculated at the room rate PLUS
tax.
For single day reservations, payment
in full is required. This option can be
selected in addition to one of the
online booking settings listed above.
Enter the online deposit percentage
or dollar amount.
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DESIGN HEADER
From the RezStream Booking Engine Online Administrative Interface, click Property > Booking
Engine Settings > Design Header to customize the RezStream Booking Engine’s header section.
An example of the header section is displayed below.
Text displayed in the header is displayed throughout the online booking process. Therefore, text
entered in the header should be general in nature, describing the property. In addition to text,
hyperlinks and images can be displayed in the header. Hyperlinks are clickable text and/or images
that re-direct the Internet guest to another web page. By default, hyperlinks are displayed as
underlined text. In the sample above, the text “The Powder Hound Inn’s” is a hyperlink. When a
guest clicks this text, he is re-directed to the property’s website home page
(http://www.powderhoundinn.com).
Use the following steps for customizing the RezStream Booking Engine header.
1.
From the RezStream Booking Engine Online Administrative Interface, click the Property >
Booking Engine Settings link.
2.
Click the Design Header tab. The RezStream Booking Engine Online Administrative
Interface HTML editor is displayed.
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
www.rezstream.com
[email protected]
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3.
RezStream Booking Engine User’s Guide
In our example, the HTML editor will be used for entering text, special formatting, and
inserting a hyperlink. An overview of these tasks follows.
a.
To enter text that will display in the RezStream Booking Engine header,
simply type the text as you would in a word processing program.
i. To update the font style for text entered, highlight the text and
select a font style from the font drop-down menu.
ii. To apply special formatting to the text (bold, italics, or
underlines), select the text and click the applicable formatting
button.
iii.
To change the color of the text, keep the text highlighted and
click the Select Font Color toolbar button (
color from the grid.
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
www.rezstream.com
[email protected]
). Select a
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iv. To create hyperlinked text, highlight the section of text that will
display as a hyperlink and click the Insert Hyperlink toolbar
button (
).
The Properties window displays where a URL can be entered.
A URL is the Internet address where the guest will be directed
when the text is clicked.
The Target field can be used to determine whether or not a
new instance of Internet Explorer (or any other browser that
the guest may be using) is launched to display the website.
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
www.rezstream.com
[email protected]
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v. To add line breaks, simply position the cursor at the desired
break point(s) and press the <SHIFT> + <ENTER> keys.
vi. To center the text, highlight it and click the Center (
4.
) button.
In the HTML editor, click the Save HTML button.
DESIGN FOOTER
Text and/or images displayed in the footer are displayed throughout the online booking process.
Therefore, text entered in the footer should be general in nature, describing the property. In
addition to text, hyperlinks and images can be displayed in the footer. An example of the footer
section is displayed below.
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
www.rezstream.com
[email protected]
Page #126
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Use the following steps for customizing the RezStream Booking Engine footer.
1.
From the RezStream Booking Engine Online Administrative Interface, click the
Property > Booking Engine Settings link.
2.
Click the Design Footer tab. The RezStream Booking Engine Online
Administrative Interface HTML editor is displayed.
3.
In our example, the HTML editor will be used for inserting a graphic and a
hyperlink.
a.
To insert a graphic that is centered in the footer, click the Center
justification button (
b.
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
) on the top toolbar.
Click the Insert Image button (
www.rezstream.com
[email protected]
) on the top toolbar.
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i. The Insert Image window is displayed. Click the image that will
be inserted into the footer section. Images that were
previously uploaded to the RezStream Booking Engine Online
Administrative Interface are displayed. If necessary, additional
images can be uploaded using the Browse button.
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
1.
After clicking the Browse button, locate the image,
highlight it (A), and click the Open button (B).
2.
The Insert Image window is displayed, click the Send
button. The selected image is uploaded to the
RezStream Booking Engine.
www.rezstream.com
[email protected]
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3.
c.
Click the image that will be inserted into the footer.
Next, we will add a hyperlink to the image. By adding a hyperlink,
Internet guests will be re-directed to the property’s website when they
click the image.
i. Highlight the image.
ii. Click the Insert Hyperlink button (
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
www.rezstream.com
[email protected]
) on the top toolbar.
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iii.
d.
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
Complete the hyperlink Properties window and click the
OK button.
Click the Save HTML button.
www.rezstream.com
[email protected]
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RESERVATION DEFAULTS
The following settings are stored in the Property > Booking Engine Settings > Reservation Defaults
tab.
1.
2.
3.
4.
5.
6.
The setting that determines how the RezStream Booking Engine reacts when an Internet
guest searches for a room and there are no rooms available.
Settings for the default number of adults, children, and length of stay.
The setting that defines the maximum number of days, weeks, months, or years in the
future in which online bookings will be accepted.
The minimum number of days (from the current date) in which online reservations are
accepted.
The setting that determines how reservation Sources & Reasons will be selected or
assigned to online bookings.
The setting that determines the amount of detail displayed to guests when viewing
reservation charges online.
When No Availability is Returned
Use the following steps to define how the RezStream Booking Engine should react when
online guests search for rooms during sold out dates.
1.
From the RezStream Booking Engine Online Administrative Interface, click the
Property > Booking Engine Settings link.
2.
Click the Reservation Defaults tab.
3.
In the When No Availability is Returned section, select one of four options.
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Each option is described in the following table.
OPTION
Do Nothing
Display the Following Message
Display the Following Message &
Send Me an Email with the
Guest’s Contact Info.
Display the Following Message
and Add to Wait List (RezStream
Users Only)
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DESCRIPTION
The Internet guest only sees that there are no
rooms available. The guest must then search for a
room using different arrival and departure dates.
A message can be entered that will display when
an Internet guest searches for a room during a sold
out period. When this option is selected, a text box
is displayed in the “When No Availability is
Returned” form. Use the text box prompt for
entering a “sold out” message.
With this option selected, a “sold out” message can
be entered in the text box. This message is
displayed when a guest searches for a room during
sold out dates. In addition to displaying the sold
out message, the guest’s contact information is
emailed to the property contact.
As with the previous setting, a “sold out” message
can be entered in the text box. This message is
displayed when a guest searches for a room during
sold out dates. In addition to displaying the sold
out message, the guest is added to the wait list for
the requested arrival and departure dates.
If any of the “Display the Following Message” options are selected, a field appears where a detailed
text message can be entered.
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Online Booking Defaults
The Internet guest’s first step in booking an online reservation is to enter arrival and
departure dates along with the number of adults and children in the party. This
information is entered in the Check Availability form.
Default values can be specified for the number of adults, children, and number of nights.
Use the following steps for setting these default values.
1.
From the RezStream Booking Engine Online Administrative Interface, click the
Property > Booking Engine Settings link.
2.
Click the Reservation Defaults tab.
3.
In the Online Booking Defaults section, use the drop-down menus to specify the
default number of adults, the default number of children, and the default length of
stay (nights). In addition, specify the maximum number of adults and children as
well as the maximum stay length (number of nights) for online reservations.
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3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
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4.
Click the Save button at the bottom of the Reservation Defaults page.
Max. Time in the Future to Accept Reservations
Use the Max. Time in the Future to Accept Reservations link for defining the amount of
time in the future for which online bookings will be accepted. This can be a number of
days, weeks, months, or years. Use the following steps for defining this timeframe.
1.
From the RezStream Booking Engine Online Administrative Interface, click the
Property > Booking Engine Settings link.
2.
Click the Reservation Defaults tab.
3.
Under the Max. Time in the Future to Accept Reservations heading, select a
radio button for a unit of time (days, weeks, months, or years) and then enter
the number of days, weeks, months, or years in which online bookings will be
accepted.
Min. Time from current date to Accept Reservations
In order to reduce confusion at the Front Desk, a property could configure the RezStream
Booking Engine so that online reservations are not accepted for guests arriving on the
current date, or guests arriving one or two days from the current date. Use the following
steps for defining the Min. Time from current date to Accept Reservations setting.
1.
From the RezStream Booking Engine Online Administrative Interface, click the
Property > Booking Engine Settings link.
2.
Click the Reservation Defaults tab.
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3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
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3.
Under the Min. Time from current date to Accept Reservations heading, select a
radio button for a unit of time (days, weeks, months, or years) and then enter the
number of days, weeks, months, or years from the current date in which online
reservations will be accepted.
In this example, if today’s date is 10/13/2006 and the Min. Time from current date
to Accept Reservations is set at 1 day, the Check Availability form arrival date
would default to 10/14/2006.
Sources/Reasons
Sources are used for determining how Internet guests found out about your property.
Reasons describe why an Internet guest is visiting your property. When used effectively,
sources and reasons can identify successful advertising campaigns and profitable market
segments.
There are three options available for determining how the RezStream Booking Engine
handles sources/reasons for online bookings. Use the following steps for selecting an
option.
1.
From the RezStream Booking Engine Online Administrative Interface, click the
Property > Booking Engine Settings link.
2.
Click the Reservation Defaults tab.
3.
Under the Sources/Reasons heading, choose a radio button on the left for
REASONS and one on the right for SOURCES.
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A. Allow My Guests to Choose a REASON (or SOURCE). Using this option,
the Internet guests are prompted for how they found out about the
property and why they are visiting. However, with this option, the Internet
guest is not required to select a SOURCE or REASON.
B. Force My Guests to Choose a REASON (or SOURCE). Force the Internet
guest to select a Source and Reason. With this option, the Internet guest
cannot bypass these fields.
C. Use this REASON (or SOURCE) for all online bookings. With this radio
button selected, the drop-down list becomes active and a
SOURCE/REASON can now be selected. This SOURCE/REASON will
be assigned to every RezStream Booking Engine reservation without
prompting the guest for information.
Guest-View Invoice Format
The RezStream Booking Engine’s invoice can be customized based on the amount of
detail that is displayed on guest invoices. Guest invoices, based on estimated charges,
are displayed during the online booking process.
Use the following steps for customizing guest invoices in the RezStream Booking Engine.
1.
From the RezStream Booking Engine Online Administrative Interface, click the
Property > Booking Engine Settings link.
2.
Click the Reservation Defaults tab.
3.
Under the Guest-View Invoice Format heading, select one of the invoice formats.
A brief description of each follows.
i.
Line Item Summary. Each charge is displayed on the guest invoice.
ii.
Daily Summary. The guest views an invoice that sub-totals charges
by day.
iii.
Reservation Summary. The guest invoice displays one total for the entire
reservation.
Samples of each guest-view invoice format are displayed below.
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Denver, Colorado 80205
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Line Item Summary
Daily Summary
Reservation Summary
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
www.rezstream.com
[email protected]
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GUEST TRACKING
There are several options for tracking guest activity on your website and the RezStream Booking
Engine. RezStream offers tracking through the RezStream Tracker™.
RezStream Tracker Settings
The RezStream Tracker™ can be used to accumulate a host of statistics about visitor
traffic on your website. This feature tracks the amount of time visitors spend on each
page as well as how much time they spend in the RezStream Booking Engine. In
addition, statistics can be generated that can help determine when guests are abandoning
the online reservation process. This information can help you make changes to the
RezStream Booking Engine in order to generate more online revenue.
For additional information on the RezStream Tracker™, please contact RezStream sales at
866-360-8210.
STYLE RESERVATION PAGES
The RezStream Booking Engine’s background and default font colors, font style, and font size can
be customized in the Style Reservation Pages link. Use the following steps for setting these
defaults.
1.
From the RezStream Booking Engine Online Administrative Interface, click the
Property > Booking Engine Settings link.
2.
Click the Style Reservation Pages tab.
3.
In the Page Settings form, set the following options.
A. Select a default page background color from the drop-down menu. After
selecting a color, a preview (A) is displayed next to the drop-down list.
Use the same procedure for selecting the default font color.
B.
Select a font from the drop-down menu (B).
C. Set a font size from the drop-down menu (C).
4.
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
Click the Save button.
www.rezstream.com
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RESERVATION BEHAVIOR
The Reservation Behavior settings control several RezStream Booking Engine settings including
how availability will be returned, which room rates that will be displayed to online guests, whether
or not packages and point of sale items will be sold online, and defaults for date and currency
displays.
Availability Options
From the RezStream Booking Engine Online Administrative Interface, select Property >
Booking Engine Settings and click the Reservation Behavior tab. Under the Availability
Options heading, there are three options that define how the RezStream Booking Engine
displays availability.
The RezStream Booking Engine default setting is to display availability “By Individual
Unit.” With this option selected, the Internet guest enters arrival and departure dates.
Next, a list of specific available individual rooms is displayed.
With the second option selected, By Unit Type (Rate Plan), a form displaying a list of
available unit types (rate plans), not a specific room number or room name, is displayed
after the guest enters arrival and departure dates.
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3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
www.rezstream.com
[email protected]
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If your property intends to use this second option, rate plans should describe room types.
With descriptive rate plans, an Internet guest making a reservation via the RezStream Booking
Engine will be able to easily identify the types of accommodations available at your property.
The third option, Allow my Guests to Choose, displays two additional radio buttons on the
Check Availability form allowing guests to specify if they are booking “One Room Only” or
“Multiple Rooms.”
Guest Rate Selection
From the RezStream Booking Engine Online Administrative Interface, select Property >
Booking Engine Settings and click the Reservation Behavior tab. Under the Guest Rate
Selection heading, there are two options for displaying rates to Internet guests using the
RezStream Booking Engine.
With the first option selected, Allow RezStream to choose my online rate, the first rate
defined in your property’s rate name setup (i.e. – Rack or AAA) is displayed to Internet
guests during the reservation process.
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3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
www.rezstream.com
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The second option, Allow my guests to select from all ‘bookable’ rates, gives Internet
guests a choice of online rates.
With this option selected, guests are able to select from all bookable rates. In our
example, Internet guests would see both the Rack and AAA rate names and their
corresponding seasonal rates. A sample Reservation Information page is displayed
below. The Optional Rates drop-down field is now active and can be utilized by online
guests in the Available Rate Options screen.
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3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
www.rezstream.com
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Make the Following Types of ‘Bookable’ Items Available Online
From the RezStream Booking Engine Online Administrative Interface, select Property >
Booking Engine Settings and click the Reservation Behavior tab to determine whether or
not packages and point of sale items are available for Internet guests to book/purchase
via the RezStream Booking Engine.
To make a bookable item available online, enter a checkmark next to the appropriate item.
With point of sale items checked on, the “Miscellaneous Merchandise” section is included
when an online guest is booking a reservation.
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Denver, Colorado 80205
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The tabs in the Miscellaneous Merchandise section represent the different RezStream
Booking Engine point of sale categories. Our example includes a point of sale category
for “Gift Shop Items.” Clicking this tab displays any gift shop item that was previously
defined as a point of sale item in the RezStream Booking Engine.
Date Format
From the RezStream Booking Engine Online Administrative Interface, select Property >
Booking Engine Settings and click the Reservation Behavior tab. Under the Date Format
heading, specify the RezStream Booking Engine’s default date format.
View Currency In
From the RezStream Booking Engine Online Administrative Interface, select Property >
Booking Engine Settings and click the Reservation Behavior tab. Under the View
Currency In heading, specify the RezStream Booking Engine’s default currency display.
The default currency display is US Dollars. To select a different currency display, select
the Native Currency radio button and use the drop-down list to select the appropriate
currency option.
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
www.rezstream.com
[email protected]
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PROPERTY MANAGEMENT/OWNER OPTIONS
RezStream property management customers can create logins for individual property owners to
access the RezStream Booking Engine Online Administrative Interface. Owners then have the
ability to do one or all of the following:
•
•
•
•
•
L
View availability
View invoices
Make reservations
View guest information
Select rates for reservations
Hotel properties that do not have individual unit owners can skip this step.
Use the following steps to give individual unit owners access to the RezStream Booking Engine
Online Administrative Interface.
1.
Click Account > Account Information > Users.
2.
Click the Create New User button.
3.
Complete the User Details form for each individual unit owner by entering the owner’s first
name, last name, username, password, and email.
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Denver, Colorado 80205
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4.
In the User Role drop-down list, select Unit Owner.
5.
Use the Permissions drop-down list to assign access rights to the owner.
A table that explains the permissions level settings can be viewed by clicking Property >
Booking Engine Settings > Property Management/Owner Options.
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3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
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6.
Click the User Must Change Password? check box if the owner should change their
password the first time they log into the RezStream Booking Engine Online Administrative
Interface.
7.
Enter a checkmark next to this owner’s unit (124 – Suite).
8.
Click the Save User button.
The owner can now login to the RezStream Booking Engine Online Administrative Interface.
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
www.rezstream.com
[email protected]
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The Unit/Room Administration page specific to this owner is displayed.
Here, the owner can click the edit icon (
L
) to view their unit’s availability.
The functions available to an owner once logged into the RezStream Booking Engine Online
Administrative Interface will vary based on the permissions level assigned in step #5 above.
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3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
www.rezstream.com
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UNITS/ROOMS
The Property > Units/Rooms links are used to view room details, assign unit amenities, assign unit photos,
and specify black-out dates so that those rooms cannot be booked online via the RezStream Booking
Engine during out of service dates.
ADMINISTRATION
Units are added, edited, and deleted in the RezStream Booking Engine by clicking the Property >
Units/Rooms > Administration link. When you are configuring the RezStream Booking Engine for
the first time, you will see a list of pre-installed demonstration units displayed in the Unit/Room
Administration page. These demonstration rooms can be deleted using the steps described in the
following section, Deleting Units/Rooms.
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Denver, Colorado 80205
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Deleting Units/Rooms
Use the following steps to delete rooms in the RezStream Booking Engine.
L
1.
Click the Property > Units/Rooms > Administration link.
2.
A list of existing rooms is displayed. Click the delete icon (
the appropriate room.
3.
A confirmation message is displayed. Click OK to continue.
) associated with
RezStream customers completing the initial RezStream Booking Engine configuration should delete
all pre-installed rooms.
Adding Units/Rooms
Use the following steps to add rooms to the RezStream Booking Engine.
1.
Click the Property > Units/Rooms > Administration link.
2.
Click the New Unit button.
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Denver, Colorado 80205
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3.
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L
Complete the Unit Details form.
In order for the room to display on the RezStream Booking Engine, the “Make Available Online?”
and “Active?” boxes must be checked.
Many properties simply use room numbers to describe their rooms. In these instances, the long
name for the room will be the same as the short name or room number.
4.
Click the Save Unit Details button.
5.
To add the next unit, click the New Unit button again.
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3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
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Unit Details
After adding all the units/rooms at your property, use the Property > Units/Rooms >
Administration link to view a table containing basic information about each unit.
).
View specific details about an individual unit by clicking the appropriate edit icon (
The Unit Details form for that unit appears. Here, view unit details previously entered
and/or make any changes to unit details as necessary.
Amenities
Amenities help describe units and were previously added to the RezStream Booking
Engine using the Account > Account Information > Amenities link. Now it’s time to assign
amenities to units for the following reasons.
1.
Amenities help describe the unit to assist Internet guests in determining which
available room meets their needs.
2.
Amenities assigned to a unit are initially flagged as “searchable” which helps
Internet guests find rooms that meet their specific needs. Later on, amenities
that you do NOT want flagged as searchable can be switched off using the steps
described in the section titled Amenity Searchability.
Use the following steps for assigning amenities to a unit and flagging them as searchable.
1.
From the RezStream Booking Engine Online Administrative Interface, click the
Property > Units/Rooms > Administration link.
2.
) associated with a specific
A list of units is displayed. Click the edit icon (
unit. In this example, we will specify amenities for room 101 - King.
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3.
Click the Amenities tab.
4.
Enter a checkmark next to the amenities that describe the selected room
101 - King. Entering a checkmark next to the amenity also flags it initially as
searchable. In our example above, Mountain View is now a searchable amenity.
The Check Availability screen will allow a potential guest to search for rooms with
this amenity.
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3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
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5.
Next, in our example, we will continue to room 102 – King and assign the Private
Balcony amenity.
6.
The Check Availability form is automatically updated to include this amenity as
searchable.
See the Property > Amenity Searchability section for information about making amenities
non-searchable.
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3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
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Photos
Photos help familiarize Internet guests with specific units. Photos/Images were previously
added to the RezStream Booking Engine using Account > Account Information >
Photos/Images/Media > Images link. When images were uploaded, they were assigned to
one of four categories:
1.
2.
3.
4.
NoCategory
PropertyOnly
UnitOnly
PointofSaleOnly
When an image is uploaded to the UnitOnly category, use the following steps to assign it
to a specific unit.
1.
From the RezStream Booking Engine Online Administrative Interface, click
Property > Units/Rooms > Administration.
2.
A list of units is displayed. Click the edit icon (
room, in our example, 103 – Suite.
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3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
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) associated with a specific
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3.
Click the Photos tab.
4.
Enter a checkmark next to the photo(s) that apply to the selected room
(103 – Suite) and click the Save Unit Photos button.
To disassociate a photo with a unit, remove the checkmark next to the photo description.
Availability
Use the following steps to view reservation activity for a selected unit during a specific
month.
1.
From the RezStream Booking Engine Online Administrative Interface, click the
Property > Units/Rooms > Administration link.
2.
A list of units is displayed. Click the edit icon (
unit.
3.
Select the Availability tab. An availability calendar for the selected unit is
displayed. Use the forward and back arrows to scroll months.
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
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) associated with a specific
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4.
Reservation numbers are displayed for nights the room is booked and the color
legend at the bottom of the screen defines reservation types.
5.
For further details about a specific reservation, click a reservation number to view
the reservation confirmation.
BLACK-OUT WIZARD
Blackout dates make a unit unavailable to Internet guests searching for availability through the
RezStream Booking Engine. Use the following steps for adding a blackout date.
1.
From the RezStream Booking Engine Online Administrative Interface, click the
Property > Units/Rooms > Black-Out Wizard link.
2.
A table with a list of all units is displayed. Enter a checkmark in the “Select” checkbox that
corresponds to units that will be affected by the blackout period.
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3.
Complete details in the Blackout Dates form located below the unit list. Enter the blackout
starting date, ending date, and description that will be displayed to the online guest.
4.
Click the Take Units Out of Service button.
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AMENITY SEARCHABILITY
Amenities are assigned to properties using the Property > Property Information > Amenities link and
assigned to units using the Property > Units/Rooms > Administration link. As soon as an amenity is
assigned to either a property or a unit, it automatically becomes searchable. Searchable amenities allow
online guests to perform complex searches like searching for a property with a heated pool or a room with
an ocean view.
The Property > Amenity Searchability link displays all searchable amenities, by type, property, or unit.
These links can also be used to remove the searchable flag for both property and unit level amenities.
PROPERTY
Click the Property > Amenity Searchability > Property link to view property level amenities that have
been flagged as searchable.
To remove the searchable flag, simply click the checkbox to the left of the amenity description.
For example, if “Full Service Spa” should not be a searchable property amenity, remove the
checkmark.
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3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
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UNIT/ROOM
Click the Property > Amenity Searchability > Unit/Room link to view unit level amenities that have
been flagged as searchable. Any amenity that has been assigned to a room is listed in the Assign
Unit Amenity Searchability form.
The amenities listed in the above form were assigned to units in the Property > Units/Rooms >
Administration link. By default, amenities assigned to rooms are flagged as searchable. If you do
NOT want a specific amenity to be searchable, de-select it in the Assign Unit Amenity Searchability
form. For example, if you do NOT want the amenity Jacuzzi Tub to be searchable, remove the
checkmark in the Assign Unit Amenity Searchability form.
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By de-selecting Jacuzzi tub in the Assign Unit Amenity Searchability form, it no longer displays as a
searchable amenity on the Check Availability form.
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In order for an amenity to be removed from the Check Availability form, it must be de-selected under
every room on the Assign Unit Amenity Searchability form.
WEBSITE LINK OPTIONS
In order to make the RezStream Booking Engine “live,” you will need to add a link to your property’s
marketing website that allows Internet guests to access the RezStream Booking Engine. Normally an
Internet guest will visit your property’s website to learn about the property prior to booking a reservation.
On the website, the Internet guest reads about the property, looks at property pictures, and becomes
interested in making a reservation.
In order for the guest to book a reservation, a hyperlink is added to the marketing website that redirects the
Internet guest to the RezStream Booking Engine. This hyperlink can be text or a graphic that reads “Make a
Reservation,” “Book a Reservation,” or anything else that lets the guest know that clicking the link will allow
them to make a reservation. The link can be customized by the property and its web designer or one of the
standard RezStream Booking Engine hyperlinks can be copied and pasted into the property’s website.
The standard options for linking to the RezStream Booking Engine are depicted in the following table.
HYPERLINK OPTION
DESCRIPTION
Note: The hyperlink on your marketing website appears exactly as it does in this table.
1
2
3
Use the following steps to implement one of the standard “Make a Reservation” hyperlinks.
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1.
From the RezStream Booking Engine Online Administrative Interface, select
Property > Website Link Options.
2.
Highlight the HTML code associated with the desired link. After highlighting the desired
code, right-click and select Copy.
3.
Right-click again to Paste the HTML code into your property’s marketing website.
Note: If you do not maintain your own marketing website, steps 1-3 can be easily completed by the
website design company that maintains your site.
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3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
www.rezstream.com
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WEBSITE AVAILABILITY CALENDARS
The default starting point for Internet guests to book online reservations via the RezStream Booking Engine
is the Check Availability form.
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If your property wants a guest to begin the online reservation process from the Check Availability
form displayed above, there is no action item to complete in this section.
Other calendar options are available under the Property > Website Availability Calendars link.
The Property > Website Availability Calendars link is divided into three sections:
Design Customizable Calendar
Retrieve Calendar Links
View Sample Calendars
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
Use this link to create a customizable two-week grid availability
calendar that will be displayed on your marketing website and used
as a starting point for Internet guests to book online reservations.
After customizing your availability calendar, use this link to copy and
paste the required HTML script to your property’s marketing website.
Click this link to view five sample calendars from an actual website.
Have the ability to make bookings to see how each calendar works.
www.rezstream.com
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DESIGN CUSTOMIZABLE CALENDAR
Use the following steps to access the Availability Calendar Design form.
1.
From the RezStream Booking Engine Online Administrative Interface, click the
Property > Website Availability Calendars > Design Customizable Calendar link.
2.
The Availability Calendar Design form is displayed. There are four radio buttons at the top
of the form that can be used as starting points for designing an availability calendar.
A sample and brief description of these four availability calendar styles is displayed below.
Design My Own
The Design My Own option displays an availability calendar with default settings
but it also allows you to customize the calendar to match the look and feel of your
marketing website. A sample calendar is displayed below along with pointers that
highlight settings that have been changed in our example.
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The abbreviation BG in the following images and in the General Grid/Grid Header Design table
stands for background.
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www.rezstream.com
[email protected]
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The Availability Design Calendar form is displayed below completed in the manner that
produces the sample Availability Calendar displayed above. Circled fields in this table
correspond to the pointers in the image above.
Notes about the General Grid Design fields listed above.
1.
The fields “Image if Available” and “Image if Occupied” refer to images that
display in the calendar if the room is available or occupied on a particular date.
2.
In addition to standard RezStream Booking Engine images, image fields
(Grid BG Image and Header BG Image) can be populated with images that have
been uploaded to the RezStream Booking Engine.
Forest Green – Checkmark if Available
The Forest Green – Checkmark if Available calendar can be used as a starting point for
designing your property’s availability calendar.
In this option, a yellow checkmark is displayed if a unit is available on a particular date.
) if the
In our example below, the calendar has been customized to display a bed (
room is occupied. We have also customized the look of this calendar by adding our
property’s logo.
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3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
www.rezstream.com
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Guest Tracker Default Calendar
The Guest Tracker Default Calendar is similar to the one used in the Guest Tracker
Desktop software.
The word “book” is displayed in the grid when a unit is available while an ‘X’ denotes an
occupied room.
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3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
www.rezstream.com
[email protected]
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Professional – Red & Green Squares
The Professional – Red & Green Squares calendar can also be used as a starting point
for designing your availability calendar.
The red and green squares in the grid signify whether rooms are booked (red)
or available (green).
RETRIEVE CALENDAR LINKS
Once you have decided which calendar type to use, there are five options for display. An example
of each is displayed below.
PROPERTY AVAILABILITY CALENDAR OPTIONS
Single Month Scrollable
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PROPERTY AVAILABILITY CALENDAR OPTIONS
Three Month Scrollable
Customizable Unit Grid
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3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
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UNIT AVAILABILITY CALENDAR OPTIONS
Single Month Scrollable
Three Month Scrollable
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3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
www.rezstream.com
[email protected]
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Use the following steps to add an availability calendar format to your marketing website.
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1.
Decide whether you want to display a property calendar or a unit calendar. Property
calendars display availability for the property as a whole. If one room is available, the
calendar displays the date as available. Unit calendars display availability for specific
individual units.
2.
From the RezStream Booking Engine Online Administrative Interface, select the
Property > Website Availability Calendars > Retrieve Calendar Links.
3.
The five HTML options displayed in the Availability Calendar Links form correspond
directly to the five calendar examples displayed above. Choose from the three property
availability options or the two unit availability options.
4.
Copy and paste the HTML for the availability calendar link that you have selected to the
appropriate location on your property’s marketing website.
Note: If you do not maintain your own marketing website, the process of copying the above HTML
to your property’s website can be easily completed by the website design company that maintains
your site.
AVAILABILITY EXAMPLES
Click the Property > Website Availability Calendars > Availability Examples link to visit the
RezStream website where you can view examples of each calendar type.
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3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
www.rezstream.com
[email protected]
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ADMINISTRATIVE RESERVATIONS
Property employees can also make reservations via the RezStream Booking Engine. Use the following
steps for making an administrative reservation from the RezStream Booking Engine Online Administrative
Interface.
1.
From the RezStream Booking Engine Daily Reservations availability calendar, click the desired
arrival date.
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Denver, Colorado 80205
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2.
Complete the New Administrative Reservation form details and click the Next button.
3.
Complete the Add Contact Details form and click the Save Contact Information button.
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3800 Gilpin Street, Suite 2-1
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4.
Complete the Process Payment form and click the Next button.
5.
The reservation is now displayed on the Daily Reservations calendar in the RezStream Booking
Engine Online Administrative Interface.
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3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
www.rezstream.com
[email protected]
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REZSTREAM CONTACT INFORMATION
For additional information on any of the topics contained in this RezStream Booking Engine User’s Guide,
please contact:
RezStream Help Desk
303-872-0220
Please contact RezStream sales at 866-360-8210 for information on RezStream add-on modules, including:
•
•
•
Credit Card Processing
Property Management
Global Distribution System
Normal business hours are 8AM to 5PM, Monday through Friday, MST.
After hours support is available for an additional fee.
Please note RezStream’s contact information:
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, CO 80205
Sales: 866-360-8210
Support: 303-872-0220
Fax: 303-297-3233
www.rezstream.com
[email protected]
[email protected]
REZSTREAM ADDITIONAL REFERENCES
Documents available for download on the documentation download page.
RezStream Professional:
http://www.rezstream.com/documentation_rezstream_professional.htm
•
•
•
•
RezStream Professional Front Desk Guide
RezStream Professional User’s Manual
RezStream Property Management Module User’s Guide
RezStream Professional Credit Card Processing Manual
RezStream Booking Engine:
http://www.rezstream.com/documentation_rezstream_booking_engine.htm
•
•
•
RezStream Professional Booking Engine User’s Guide
RezStream Booking Engine Quick Start Guide
RezStream Booking Engine Payment Gateway Configuration
RezStream also offers training demos on a variety of topics accessed from the following web page.
http://rezstream.com/software_demos.htm
RezStream, Inc.
3800 Gilpin Street, Suite 2-1
Denver, Colorado 80205
www.rezstream.com
sup[email protected]
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