The basic characteristics and modules
The basic characteristics and modules of the system are as follows:
- functions for operating reception and the booking department including the graphic “stepladder” with a variety of settings including
- standard room stepladder, see the picture
- “group stepladder”, a booking department tool for easier group bookings including detailed daily statistics such as:
- number of available rooms
- allocation with the number of drawings
- number of fixed bookings and options, statistics
- booking overview according to a type of rooms and more
- bookings with graphic characteristics can be set including:
- size of the stepladder
- colours of bookings according to groups, status (option /fix etc.)
- use of important days marked in the stepladder, each room notes etc.
- acting cashier module
- acting as reception cash desk in a different currency (CZK, EUR, USD) without limited data history
- printing pre-filled cashier documents
- statistics according to profit and expenses categories (e.g. dividing expenses into different services/ suppliers)
- special exchange cash desk
- manager cashier diary for cash records e.g. in back-office safe
- special cash desk for sports site module (sports reception can have its own cash desk)
- automatic sales transfer from restaurant cash desks (collaboration with Optimus Gastro software)
- retail cash sales at a cash desk (including tax receipt)
- complete invoice module including
- automatic invoicing depending on the accommodation
- custom invoicing without any sequence to the accommodation and with the possibility of adding any items
- sent invoices can be “paid” within the system and so keep a status record of the payment by clients, including reporting “all unpaid invoices”
- complete agenda for tax documents of received payments-deposits, i.e. VAT payment from the deposits using a valid statutory text
- pro-forma invoicing, requests of payment
- producing credit notes (cancelled invoices)
- complete accounting report for VAT payment - list of all produced tax documents (according to the chargeable event) in a time period as the basis for the accounting department
- control of received invoices by supplier including searching (all received invoices by specific supplier) and visualize a summary book
- exchange office
- complete agenda of an exchange office (currency book with list of all summary sheets)
- automatically downloaded CNB exchange rates
- option to choose CNB exchange rates or your own ones
- setting a commission on each summary sheet including minimum fees (commission) setting
- automatically generated quarterly statement for CNB
- automatic transfers of cash desk (cash received and cash paid)
- commission system modules
- control of commission by different agents
- control of Internet booking according to the websites from which the booking came from (own website, different portals etc.)
- booking history from each agent (company, tour operator and person) including detailed data such as:
- total turnover
- average prices for a period
- number of rooms and beds per night
- occupancy statistics
- monthly graph and mid-year comparison
- occupancy according to each nationality divided according to:
- number of beginning bookings
- number of guest arrivals
- number of rooms per a day
- number of guests stay
- it also is a basis for the Czech Statistical Office
- occupancy divided according to a stay category ( tourism and business stay) with recreational fee payment linkage
- boarding statistics i.e. the total amount of offered dishes, number of stays with different boarding etc.
- comprehensive reporting of
- income according to raster, i.e. income of each resort - report by night close based on daytime operation
- forecasted turnover (forecasts)
- annual forecast, i.e. annual forecasted turnover for each month
- total forecasted turnover for accommodation (with VAT, without VAT)
- forecast of occupied rooms and beds per night
- forecast of bed usage
- average price of a room and a bed
- RevPAR index (Revenue Per Available Room)
- outputs for accounting(accounting report)
- manager reports including
- occupancy analyses i.e. operating statistics for a particular period including general indexes (see above)
- occupancy according to users defined segments (e.g. of TO category, Internet, company, passing through visitors etc.)
- stepladder and booking agenda can be used for other resorts - e.g. sport sites, banqueting
- stepladder and booking similar to accommodation
- can be used in wellness centres (massages, swimming pool entrance), sports sites (tennis, squash etc.) and for conference room bookings
- CRM module for easier bulk addressing of guests
- bulk email sending to guests of a particular category and/or country
- bulk emails history
- guests' birthday enunciating
- many interfaces including connection to switchboards, lock systems, restaurant cash board systems, PayTV and measuring and regulation systems
- automatic notice of phone calls made from empty rooms
- complete unlimited history of phone calls including operational line
- on-line internet booking including bookings made by agents, from websites (own or different portals), including commission control
Multi-property solution
HotelTime is modified to administer a multi accommodation facility of one owner/operator from one place using one user login. All the management, sales department and reception functions can be used as well as a general operating check from one place. The application menu contains a new item listing other premises joining the system and it is possible to be “switched” to other premises by a few clicks. No other expenses are involved or any special computer settings needed to use this function.
