Pending Internet Reservations

When you open the Reservation System Program, the computer will tell you if you have a pending reservation from one of your Online Reservation Websites, and the Pending Reservations box will appear in red at the top of the screen.

Click on the Pending Reservations box and the Internet Reservation Request box will appear. All of the information that the guest has entered and requested will be filled in the appropriate boxes.

Beneath the guest(s) credit card information there are boxes that show the guest(s) arrival date, number of days, number of people and number of rooms, and perhaps some item off the gift cart available on your website.

Guest(s) will have selected one of the following options regarding their reservation(s):

Book only if the room(s) selected below are available.
Choose any available room(s).
Choose from any of the following room(s) if available.

In addition, the Agreed to Policies box will be checked, and the No Email Solicitation and/or Late Arrival boxes may also be checked.

Near the middle of the screen, a chart will list the room(s) requested, along with the room availability, days and dates of stay, number of guests and charges. If room(s) are not available, indicated by a "NO" in the available column, otherwise it states "YES".  In the above case, "Laura's" room is available in your system.  A complete analysis is performed when the request is initially loaded, and updated every time you make a change.  You can also click on the "Perform Analysis" button to have the program recheck for correctness.

You can make any adjustments according to the guests preferences indicated above. It may be necessary to send them an email if you cannot resolve the conflict, the exit out of the program to wait for a reply.

Once all, or most of the Analysis issues are resolved, you can do one of two choices: 1) Enter the guest(s) name(s) into your Calander Book, check the "Name Has Been Entered Into Book", and click on the "Print Request & Book it!" command. This will record all the information and bring up the standard "Guest Reservation Screen" for normal processing.

"Request Analysis" button:

This area shows any conflicts in the reservation (if applicable). It will appear blank if there are no conflicts.

"Comments" box

Any special notes the guest has entered will appear here and also in the regular reservation screen.

"Additional Charges" grid:

Charges for any special requests (such as flowers, champagne, Pac a Picnic) will appear here and in the regular reservation screen.

"Name Has Been Entered Into Guest Book" check box

Check this button when you have entered the guest(s) name(s) in the Book. It must be checked in order to book the reservation.

"Print Request and Book It!" button:

Click on this button when you have checked that the room(s) are available and the reservation is ready to be completed. If you have not checked the box above regarding entering the guest(s) name(s) in the Book, you will get a message reminding you to do so.

When you click on this button, a print screen will come up allowing you to print the reservation request card. In addition, the room(s) will be entered into the reservation system, and the internet reservation form will disappear. At this point, follow the directions for Finalizing the Reservation.

"Send Them a new Memo" button:

Use this option to send an email prior to completing the reservation. If there are conflicts that are noted in the "Request Analysis" box, they will automatically appear in the email message area.  You can add/change any additional information as well.

"Review the last Memo Sent" button:

If you used "Send them a new Memo", exited the request and then came back in the this screen, you can review the last email, you sent them by pressing this button.

"Request cannot be honored! Print and Delete this Request!" button:

If you can not resolve all the issues in the Perform Analysis, and you have communicated with the Guest, that you are unable book them a room, then click on this button and the system will first print the cancellation of the request and then delete the original request.

There may be many reasons you may want to choose this option.  Perhaps you no rooms left, the Guest only wants one night on a 2 night minimum weekend (This is how the The Dates and Events feature comes into play), the Guest doesn't want the room(s) that are available, etc., etc., etc.