Below are some examples of tasks commonly carried out by reservations or sales staff, including various functions related to front office, back office and housekeeping.

Incoming Reservation

Each time your staff receives a new booking (in person or by e-mail, fax, telephone, mobile or SMS) they can enter the information into the system. E-plano automatically recognises if the booking is for a repeat customer or company, so no need to re-enter these data.
 
Reservation Cancellation

When a reservation is cancelled it can be removed from E-plano quickly by deleting the booking. The customer’s contact details remain in the system and are not deleted, unless you wish to do so. It is not possible to delete customers who have reservations on their name. Deleted reservations can be found in the trash bin from where they can be restored anytime.

Reservation Modification

When an existing reservation needs to be amended in E-plano your staff can open the reservation and change the status, change the arrival and/or departure date, move the booking to a different room, change to meal plan and finally check the new Total Cost and/or insert a new Agreed Price. The Save Price - the original total amount – remains visible until you click the save button.

Overbooking – Waiting List

When a particular room is not available E-plano does not accept the reservation. However, E-plano gives you the option to proceed with the new booking and click on Save as Rejected. This way any “rejected” reservations can be wait-listed, until their status changes. Additionally, any incomplete bookings can be “parked” here temporarily, whatever the reason may be. All rejected reservations appear in a separate panel on E-plano (below the chart of accepted bookings) as well as in the list of reservations.

Reservation Status

Each reservation has the status of confirmed, with deposit, option or from contract and four colours are used to recognize the status of each booking. In the E-plano this is visualised clearly and by “touching” (mouse over) or “clicking” the booking all additional data can be retrieved.

Meal plan

The four possible meal plans are identified as Room Only, Bed & Breakfast, Half Board and Full Board. For each room and for each period you can enter four prices into the table of Fixed Pricing: RR, BB, HB and FB.
 
Fixed Pricing

Fixed pricing is possible for each room separately, with more than 150 possible rate changes during the year. Once the fixed prices are entered into the E-plano system all reservations automatically use these room rates as default. The total cost of the booking is calculated taking into account any rate changes, unless the room rates have been left blank.

Agreed Price

Overriding the existing price list (Fixed Prices) is common practice in the hotel business, as managers take into account length of stay, early booking or last minute discounts. For maximum flexibility, each room reservation therefore features an Agreed Price, which is at the discretion of the manager.
When an Agreed Price is entered, E-plano automatically calculates the new Total Amount, which is lower (or higher) than the original cost. The calculated cost of the booking here simply is the number of nights multiplied by the Agreed Price.

Saved Total

No matter if the Fixed Price or the Agreed Price has been used to calculate the total, E-plano always “remembers” the new total cost and saves it in the appropriate box, until the next time you access to modify the particular reservation.

Prepare for Arrival

Using the daily E-plano, your front-office and housekeeping staff know which rooms will be expecting new guests and can ensure that everything is ready prior to guest check-in.

Check-in

Upon arrival, the guest’s reservation is retrieved from E-plano by searching for the client’s name or by viewing all of the check-ins for that day. Using the print function of your browser can print the particular reservation and verify all the facts in the presence of the guest. A list of arrivals can be prepared the day or the night before.

Check-out

Upon check-out, your reservation staff check the reservation data and accept payment for the outstanding balance. A list of departures can be prepared the day or the night before.

Customer Data Base

Names, addresses and other personal data of customers can be added and modified any time, irrespective of reservations. However, at least the customer’s name must be entered before a reservation can be created. In case you forget, E-plano will create this new customer for you. All customers’ contact details remain in the system and can be updated anytime. For each customer all reservations (past and future) are listed. It is not possible to remove a customer from the database if he/she has reservations against his/her name. Exporting data is possible by creating a CSV file of the customer database. All you need to do is open the newly created file on your PC and convert it into a spreadsheet. You can then sort and query the data, print address labels, send emails etc. from your PC.

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