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Accommodation Module
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| Do you look after accommodation reservations? If so, you know that there are so many details you need to keep straight: What rooms are available? What are the room rates? Who's reserving the rooms and are there multiple occupants? What are the check in and check out dates?
How can you possibly keep all of this information organised? Easy – EventPro's Accommodation Module! The Accommodation Module will help you manage all of the crucial details you need and keep each reservation attached to the appropriate event, easily accessible for quick review and changes.
With the Accommodation Module, the process of making reservations couldn’t be easier for your facility. First, you’ll create a list of all rooms available for reservation. Rooms are kept organised by separating them into groups based on criteria that suit the way you use your facility. For example, you may choose to separate rooms according to floors, size or other characteristics. If several rooms have the same or similar properties, the time-saving Multi-Add feature lets you add multiple rooms simultaneously!
Then, determine what rates your facility offers. Do you provide discounts rates, seasonal pricing or business rates? The options available to you will always be specific to your facility because you name them. You won’t be stuck with choices you don't need.
Once you've established all your rooms and the rates, you can start making reservations. Simply activate the Reservation Wizard by clicking New. Add all the details, such as check in/out dates, nights, rooms, company, additional charges. The wizard makes it a snap! |
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Read More About the Fantastic Features in the Accommodations Module.
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Follow the links below… |
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Multi-Edit Room Reservations |
The ability to work with multiple rooms in a reservation is huge time saver! For example, if five rooms are booked under a reservation and they all require an additional charge for internet access, select those rooms and enter the charge just once using the Multi-Edit feature. EventPro will automatically include the same details you’ve added or modified to all of the selected attendees. The data entry is done in one-fifth of the time and you avoid the risk of errors that arise when re-keying information. (For more information about additional charges, click HERE.)
The Multi-Delete function works in the same way. If several rooms are no longer required, cancel the arrangements simultaneously by using multi-delete.
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Accommodation Calendar - Reservations at a Glance |
EventPro offers the convenient feature of viewing the reservations you’ve made in a calendar. At a glance, the color-coded statuses inform you of how many rooms are still available, if there are any room restrictions and which rooms have already been checked into. Quickly find out more details about rooms and reservations by placing your mouse pointer over the cells and a pop-up of information will appear. You can even make reservations directly on the calendar by simply double clicking a calendar date to activate the Reservation Wizard.
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Attaching Reservations to Events |
If a reservation is related to an event booked at your facility, you can attach the reservation to the relevant event so that it is linked for easy access. Any reservations attached to an event will appear under the event’s Accommodations tab in the Event Maintenance screen, so that you can easily find and edit the reservations as needed.
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Financial Management - Invoices and Payments |
The Invoice Wizard will guide you through the easy process of generating any kind of invoice for any scenario. The easiest option is to simply create an automatically generated invoice that pulls in all chargeable items for one total amount.
With the flexible Payment Wizard, you can create regular, deposit or refundable payments. If invoices exist for the paying customer, they will appear in an automatically generated list – simply select the invoice to which you want to allocate payment. If you don’t like the way EventPro automatically allocated the payments, or if you want to split the payments over several invoices, just click and enter the amount for each invoice.
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Additional Charges |
If your facility offers additional-fee amenities such as laundry service, internet access, early check-in and more, you can easily set up customised item charges in your Miscellaneous Resource items. To charge these incidentals to a room, simply add an "Other Charge" to the room and select a pre-defined item from the drop-down list. The Cost, Price and Taxes will default in, and you can add more information as required.
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Accommodation Module Requirements: |
EventPro Version 6.0 +
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Additional Optional Modules: |
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