RoomsReturn to Full List

• Room TypesReturn to Full List
  • Add as many room types as you want at any time e.g. Standard, Deluxe, Ocean View etc.
  • Ability to choose date period when any room type is available or it can be indefinitely available.
  • Set an abbreviation for each room type for easy display for hotel staff.
  • Change the room type data whenever you want.
  • View current room types and settings.
• Room NumbersReturn to Full List
  • Add as many rooms as you want at any time.
  • Rooms may have numbers or names.
  • Rooms can be associated with a single room type or as many different room types as you wish. If a room is booked as a particular room type, it is automatically unavailable for those dates under any other room type.
  • Rooms can be combined to make suites. For example Room 101 Standard can be combined with Room 102 Deluxe to become Room 101 Junior Suite as well. If either room is booked individually, it automatically becomes unavailable as the Junior Suite, and if the Junior Suite is booked then neither 101 Standard or 102 Deluxe will be available. Combined rooms can include as many single rooms as you wish.
  • Set the maximum number of guests, adults + children you allow in each room.
  • Set the maximum number of adults you allow in each room.
  • Set the maximum number of children you allow in each room.
  • These maximum settings can be over-ridden in the hotel's room reservation process as required.
  • Set a priority for each room, so that the automatic room selection can suggest the most suitable room.
  • Ability to choose a date period when this room is available for booking or it can be indefinitely available.
  • View all existing rooms and settings in your hotel.

Room FeaturesReturn to Full List

• Add as many room features as you wish e.g. Smoking, Non-smoking, Internet Access, King Bed etc. It is only necessary to add features that differ between rooms of a single room type.
• Choose whether to display an option as a check-box e.g. Internet Access or in a group as a selectable list e.g. Smoking, Non-smoking, No preference (the latter is added automatically), so that only one of the group can be chosen.
• Choose whether this option can be seen by guests booking on the internet booking pages included with Booxotel.
• Set a priority for each feature, so that the automatic room selection can suggest the most suitable room.
• Add, change or delete room features any time you want.
• View current room features you have set for your hotel.
• Add as many features as you wish to each room.
• Add, change or delete room features in any room at any time.
• View features by room or view all rooms assigned the feature you select.

Sales OutletsReturn to Full List

• Add as many sales outlets as you wish e.g. Front Desk Room Sales, Gift Shop, Restaurants, Bars, Laundry, Room Service, Mini Bar etc.
• Each outlet's sales can be analysed separately ?see Reports.
• Outlets can be allocated an invoice number set for each outlet or shared amongst some or all of the outlets.
• Outlets that can make reservations can be allocated a reservation number set for each such outlet or shared among some or all of such outlets.
• Revenue from internet bookings can be allocated to its own outlet or added to the reservation outlet you want.
• Add, change or delete outlets at any time.
• View outlets currently set in your hotel.
• Restaurants and BarsReturn to Full List
  • Design your restaurants and bars by dragging tables onto a floor plan for each outlet to match the actual layout.
  • Various size tables are available to place on the floor plan.
  • Tables can be rotated visually to match the actual layout or you can enter the exact rotation degree.
  • Floor plan size can be visually expanded or contracted to fill the page size by moving a slide bar.
  • Automatic table numbering can be changed as you want.
  • Set the normal number of persons you will seat at each table.
  • Set the minimum number of persons you will allow to pre-book a table.
  • Set the maximum number of persons you will allow at a table.
  • These settings can be over-ridden when you book a table or actually seat guests at a table.
  • Add, move or delete tables or table settings whenever you want.
• Outlets Outside Your HotelReturn to Full List
  • Outlets need not be in your hotel. Restaurants etc. outside your hotel can use this part of your hotel program in order to be able to allow your guests to charge their bill to their room.

Hotel's Basic DetailsReturn to Full List

• Set hotel's name, address and all contact information.
• Find and set precise location of your hotel for adding your hotel to a map (map feature coming soon).
• Set hotel's time zone and whether you are currently on daylight saving time or not.
• Daylight saving time's actual time difference can be chosen.
• Pre-set the date and time when future daylight saving times will go on or off. The hotel clock in the system will automatically change at the pre-set time by the difference you have set.
• Add, change, delete or view pre-set daylight saving time changes.
• Choose a time format: 24-hour clock or AM/PM.
• Choose how you want dates displayed: European, American or Asian format.
• Set hotel's normal check-in and check-out time.
• Set how long your hotel's normal room clean-up time is.
• Set the age range where your hotel regards the guest as a child.
• Set the normal and maximum time you permit a temporary reservation to be held before it is automatically deleted.
• Set the maximum number of rooms a guest may book on an internet booking.
• Set your Credit Card policy to explain when the guest's Credit Card will be charged and/or authorised on an internet booking ?appears on the payment page.
• Set your Cancellation policy to explain when or if the guest's Credit Card will be charged in the event that the reservation is cancelled ?appears on the payment page.
• Set the directions to your hotel or any other information you want to appear at the end of the reservation confirmation in internet bookings and in the automatic confirmation email that is sent to the guest.
• Set the details of your merchant payment gateway and the amount to authorise or charge now either a percentage or fixed amount, so that any money you want to collect at the time a guest is making an internet booking can be paid directly to you. (Booxotel never makes any charges directly to your guest.)
• Set the currency symbol or text you want to use.
• Set how you want to print your invoices. With a header picture or without. Where to start printing if you use pre-printed stationery. Choose and save to Booxotel the header image you want to use, if any.
• Set details to add at the end of an invoice e.g. disclaimer, Vat registration number or any other information you want the customer to see.
• Upload images to form an image gallery for your internet booking customers to view.
• A list of all countries is provided for selection when hotel or guests are entering addresses. You can edit this list any time to place most commonly used countries for your hotel at the top of the list.
• Add, change or delete any of the above information when you want.

Invoice and Reservation NumbersReturn to Full List

• Outlets can be allocated an invoice number pattern for each outlet or shared amongst some or all of the outlets.
• Outlets that can make reservations can be allocated a reservation number pattern for each such outlet or shared among some or all of such outlets.
• You can set as many invoice and reservation number patterns as you wish.
• A number pattern can include:
  • Fixed characters or numbers that never change.
  • Letters or numbers that increment by 1 each time an invoice or reservation requires a new number. Letters increment alphabetically. Counter can contain as many numbers or letters as you want. Counter automatically rotates to 0 after 9 and a or A after z or Z.
  • There can only be a single counter in one pattern, but that number can be broken up inside the pattern and increments from right to left ignoring fixed characters and dates.
  • The current day (01 to 31).
  • The current month (01 to 12).
  • Last digit of current year or last 2 digits or all four digits.
  • Counter can be set to automatically reset after each day or each month or each year.
• A pattern tester is include so that you can check that your invoice and reservation numbers work the way you intend.

Taxes and Service ChargeReturn to Full List

• Add as many taxes and service charges as you wish.
• Add the tax name, rate, and start and end date if needed.
• Choose whether taxes are charged on top of other taxes e.g. VAT may be charged on your Service Charge.
• Set if this tax is charged exclusively by the hotel so that this tax does not get charged on the amount guests pay to an agent booking on their behalf.
• Set a minimum charge for this tax if applicable.
• Set a maximum charge for this tax if applicable.
• If this tax is applicable to room charges and minimum and/or maximum charge is set (e.g. Hotel Tax), choose if this tax is payable per night or per stay.
• Pre-set new taxes or changes to existing tax rates. On the date specified the new tax will automatically replace the old tax. If this tax is inclusive in some or all prices you can choose to have all prices affected by this tax change automatically adjusted to reflect the new tax on the date the new tax comes into effect.
• You can add, change or affix an end date, or view all taxes set for your hotel whenever you want.
• When you set prices, any tax or service charge you have entered can be included in the price or added to the price when you sell the item.

Seasonal DatesReturn to Full List

• Add as many names for your seasons as you want (or none if your hotel does not use seasons in your pricing).
• Set the dates for each season. You can have as many season date sets as you wish.
• You can add, change, delete or view season dates any time you want.

Credit CardsReturn to Full List

• Choose which credit cards your hotel accepts.
• When credit card numbers are entered in your reservation details, guest details, internet bookings, invoices etc., the credit card type is automatically selected and the number is verified as a genuine number.
• You can add, delete and view the credit cards your hotel accepts any time you want.

Payment TypesReturn to Full List

• Add as many different payment types as you want e.g. vouchers etc. ?cash and credit card are already entered.
• Allows your cashiers to see and easily select the payment type or types that they can use.
• You can change the name of the pre-set cash or credit card payment type, but you cannot delete either of these.
• Those payment types you enter, can be changed or deleted and new ones added any time you want.
• All payment types set in your hotel can be viewed any time you want.

Restaurant Happy Hour SettingsReturn to Full List

• For each outlet you can select which prices enjoy a Happy Hour Discount (or none).
• You can choose a particular discount percentage, a 2 for 1 offer or a fixed price for any price or group of prices in any outlet.
• You can add, change or delete discounts for any price or group of prices in any outlet any time you want.
• You can view the current Happy Hour discount settings in any outlet any time you want.
• Each outlet can choose when to switch Happy Hour pricing on or off as required.

Room PricingReturn to Full List

• Room Sales category is automatically added to your list of Sales Categories.
• You can change the name of the Room Sales category if you want, but you cannot delete it.
• Sales categories allow you more easily to search for and find the price you need and allow the reports to group details together.
• Each room type you have set up is automatically added to the list of sales items under the Rooms Sales category.
• You can have as many prices for each room type as you want.
• Each price can be available in all or as many room sales outlets as you want.
• Each price can be available to whichever agents you want, or none.
• You can have as many prices for a room type as you want valid on the same date or dates.
• View prices already set for this room type.
• For each price you can:
  • Set a short name for hotel to identify it and a name and description for display if this price is used for internet bookings
  • Select if this price is available for internet bookings.
  • Set a start and end date or indefinitely available.
  • Set on which days of the week this price is valid.
  • Set in which season(s) or all seasons this price is valid.
  • Set if price is per room or per person.
  • Set an additional charge for extra adults.
  • Set an additional charge for extra children.
  • Set a charge for a single supplement.
  • Set the normal occupancy in any room booked using this price so that these additional charges can be automatically calculated.
  • Set the number of nights if this is a package price.
  • Choose if this price can be allowed for entire booking even if price end date occurs during the guest stay.
  • Choose if this is an hourly price for short-time stays.
  • Set which taxes are to be applied and whether they are inclusive or exclusive.
  • Choose which sales items, e.g. Breakfast, are included in the price and for each included item whether it is per room, per person, per adult, per child, per day, per week, per month, on arrival or on departure along with the quantity or maximum value or discount given.
  • Included items can be allocated to a specific price or to a sales item in any outlet, or to a category of sales items.
  • An inter-department discount percentage can be set, so that room sales outlet does not bear the full cost of included items.
• You can use an existing price as a template when adding a new price.
• You can change any of the price details until the price start date.
• After a price is in use only some of the details can be changed, but you can always set the end date.

Sales Item PricingReturn to Full List

• You can set as many sales categories as you wish to contain your sales items.
• Sales categories allow you more easily to search for and find the price you need and allow the reports to group details together.
• Each sales item can have as many prices as you wish, but only one price at any one time in any one sales outlet.
• Each price can be available in whichever non-room outlets you want. Thus different outlets can sell the same sales item at different prices on the same day e.g. Room Service can be higher price than Mini Bar, Mini Bar can be higher than restaurant, restaurant can be higher than gift shop.
• For each price you can:
  • Select if this price is available for internet bookings ?e.g. airport pick-up limousine, flowers in room on arrival, local tours, spa services etc.
  • Set a start and end date or indefinitely available.
  • Set which taxes are to be applied and whether they are inclusive or exclusive.
• You can use an existing price as a template when adding a new price.
• You can change any of the price details until the price start date.
• After a price is in use only some of the details can be changed, but you can always set the end date.
• If you have to change the price of an item on a future date, perhaps because your cost is going up on that date, you can select the item, use it as a template, enter the new price and the start date. On saving, the old price will have its end date set to the day before

Inventory TrackingReturn to Full List

• You can select any suitable item and add it to the list of items for inventory tracking.
• All such items will automatically maintain their current stock level whenever they are sold.
• You can add products to Product Categories to enable more easy searching for the product you want.
• Set the minimum stock quantity and view all items under minimum stock level.
• Set how many items in each purchase pack size.
• Set the purchase pack name e.g. pack, case, tray etc.
• Book-in new stock when delivered to the hotel.
• Products needing re-ordering are sorted with those most urgently requiring action at the top of the list.
• Check the current stock level of each product.
• Perform stock audit:
  • Print out pages of items to check in same order as view list.
  • Enter counted figure from returned forms in same order as printed page
  • Display shows difference between current system stock level and actual counted level if difference exceeds a percentage that you can decide.
  • Once all counts are confirmed, you can automatically replace all or some of the system stock quantities with the counted quantities.

Front Desk - ReservationsReturn to Full List

• View all current reservations between dates chosen.
• Search for reservations by main guest's first and/or last name. List instantly selects all matching guests as you type.
• View all reservations not yet checked in, already checked in or already checked out or any combination of these.
• Search for reservation by reservation number.
• Reservation list shows all basic details of reservation and can be sorted in any column's order.
• Double-click a reservation to view all details of reservation and change it if required.
• To Make a New Reservation:Return to Full List
  • Enter arrival date, arrival time and number of nights or departure date.
  • If number of nights is zero, enter number of hours.
  • List shows all price offers available for all room types for the dates selected.
  • Display shows how many rooms of each room type are available for the nights chosen.
  • Choose as many rooms of each room type as required.
  • Single reservations can contain as many rooms and as many room types as you want.
  • List of all prices available for nights chosen is shown for each room in turn containing full description of each price and all its additional prices, included items, taxes etc.
  • Choose which price you want and how many adults, children and infants and which room features the guest requires and enter any special requirements for each room or make selection for one room and then select all same for each room type.
  • Price is automatically selected if there is only one.
  • You may adjust each price for this reservation only ?give a fixed or percentage discount, change the additional prices (for extra adult, child or single supplement), change the normal occupancy (which changes how the extra charges will be applied) and/or maximum persons, adults and children you will allow in this room this time and enter the reason for giving a discount if one was given for management audit purposes if required.
  • Enter guest's name and flight number and flight arrival time if necessary.
  • Alter the automatically selected room number if necessary.
  • Check the status of all available rooms if necessary to assist choosing a suitable room.
  • Room status check shows availability, features, and max adults, children and persons normally allowed in each room and allows you to sort the list by room type and features to help choosing a suitable room if you don't like the automatically chosen room.
  • Enter guest's credit card details and/or contact details if required.
  • Choose to hold the reservation for a time period you can enter if guest cannot confirm immediately.
  • Confirm the booking.
  • Check-in the guest now if today is check-in day.
  • View and/or change the individual details of this reservation.
  • Pre-book items for this guest such as airport pick-up limousine, flowers in room on arrival etc.

Front Desk ?GuestsReturn to Full List

• View all guests booked to arrive, or already in hotel, or already checked out or any combination of these between the dates selected.
• Search for guest by room number or last or first name or reservation number.
• Guest list automatically sorts as you type.
• Show guest list for today only.
• Guest list shows guest name, guest reference number (and folio number if guest is in hotel or recently checked out) and current status e.g. Due to check in on date shown at time shown, In hotel, Checked out at date and time shown etc.
• Check-in GuestReturn to Full List
  • On selecting check-in guest, basic guest request is shown: room type, number of adults, children and infants, room features and special requests.
  • Details of currently selected room are also displayed and system indicates if any features or size of room are unsuitable.
  • Check the status of all available rooms if necessary to assist choosing a suitable room.
  • Room status check shows availability, features, and max adults, children and persons normally allowed in each room and allows you to sort the list by room type and features to help choosing a suitable room if you don't like the automatically chosen room.
  • If room chosen is still in use, you can check the guest in anyway so that he can use hotel services and assign the charges to his room.
  • If room is in clean-up time, you can check the guest in anyway (as previous) or end clean-up time immediately.
  • You can add guest details now or later, including departure time, departure flight number and flight departure time, credit card details, company details and change any details already added as required.
  • You can add the names and details of other guests in this room and their details can be accessed by your outlet cashiers to see if they have authority to sign the bill.
  • Print the automatically generated Guest Registration form.
  • Issue a preliminary invoice if you need to take a deposit or for any other reason.
  • On check-in, the guest is automatically allocated a folio number which you can match with a physical folder to contain the guest's printed details and invoices now and during his stay.
  • Folio numbers are reissued 5 days after guest previously using this number checked-out.
  • New folio numbers are automatically issued if no reissued numbers are available.
• Check-out GuestReturn to Full List
  • Enter guest's room number to automatically find the guest and select check-out.
  • Guest's invoice is displayed - see Guest Invoice for details of all invoice functions.
  • You can print out the invoice for the guest to check.
  • Select Make Payment and choose a payment type e.g. cash, credit card or any other that you have set.
  • Payments may be split among as many different payment types as you wish.
  • If payment for this room is being made by another guest, select from list of all other guest's in the hotel who will pay for this room and invoice total will be automatically transferred to selected guest's invoice.
  • If credit card is used and hotel has not previously entered credit card details for this guest, you can now enter that, then select the card and enter the amount to charge the card.
  • If cash or other payment type, enter amount tendered and amount of change to return is shown.
  • Once the invoice is paid in full you can check-out the guest and then print as many copies of the final invoice as you want.
• Other FunctionsReturn to Full List
  • For a guest not yet checked in you can:
    • Issue a preliminary invoice to pre-book items or take a deposit at check-in.
    • Add, change or view guest's details.
    • Add, change or view guest's credit cards.
    • Add, change or view guest's company details.
    • Change reservation details ?see Edit Reservation for more details.
    • Mark the guest as a No Show if this is check-in day or after.
    • Check the guest in if this is check-in day or after.
  • For a guest currently checked into the hotel you can:
    • Change the guest's check-in time.
    • Undo a check-in if you accidentally selected the wrong guest.
    • Print or re-print the guest registration form.
    • Issue a preliminary invoice to pre-book items or take a deposit after check-in.
    • Add, change or view guest's details.
    • Add, change or view guest's credit cards.
    • Add, change or view guest's company details.
    • Change reservation details ?see Edit Reservation for more details.
    • Move a guest to a different room (if pre-arranged) in the middle of their stay.
    • Check out the guest at any time ?if early check-out, remainder of guest stay is automatically cancelled.
  • For a guest who has already checked out you can:
    • Change the guest's check-out time.
    • Re-print the guest invoice and make changes to it if necessary.
    • Add, change or view guest's details.
    • Add, change or view guest's credit cards.
    • Add, change or view guest's company details.
    • View reservation details.
  • For a guest who has been marked as a No Show you can:
    • Re-instate the guest's reservation if the room allocated is still available.
  • For a guest whose reservation is on hold you can:
    • Confirm the reservation.

Front Desk ?Guest InvoiceReturn to Full List

• The invoice header shows guest's name and address, room number, arrival date and time (if checked in), departure date (and time if checked out), number of persons in room, folio number (or unique guest number if not yet checked in or has been checked out over 5 days), cashier's name, date of invoice.
• The invoice list shows the room charge for each night guest has stayed so far.
• Each outlet invoice where guest has charged the bill to the room.
• Tax and service charge details.
• Payments that have been made so far, with payment type and if paid by credit card, the last four digits of the credit card number.
• Totals and balance so far.
• You can temporarily add extra nights so that you can see how much to charge if you require a prepayment for the room charges.
• You can add additional items (or pre-book items) by choosing a date for the item or service, selecting the hotel outlet that provided or will provide it, then searching for (search by category or item name) and choosing the item and the quantity, then adding the item directly to the invoice or adding it and some other items if required to a new outlet invoice and adding that to the guest invoice. E.g. you can add items guest has used from mini-bar on their last night either individually or on a new invoice allocated to the mini-bar outlet.
• You can add miscellaneous items (e.g. if the guest breaks something in the room that you don't normally sell and which therefore does not have a prepared price in any outlet) by choosing a date, selecting a suitable outlet (e.g. housekeeping in this case) entering a description and the amount charged and selecting the taxes (if any) applicable to this item.
• Invoices from outlets that are on the invoice can be clicked to pop-up that outlet invoice for you to view. (Outlet invoices can only be changed by that outlet or a manager who has authority to enter that outlet's Sales program.)
• Items that have been added directly to the guest invoice if clicked, can be deleted.
• Miscellaneous entries if clicked, can be deleted.
• If guest checks out after the normal check-out time, additional information for the cashier is shown. The time overstayed is shown in hours and minutes along with the amount for a half-day room charge. If you want to charge the guest you can accept the charge shown or enter the amount you wan to charge and add it to the invoice.
• If guest had arranged a late check-out time, the late check-out time is also shown and if overstayed that the hours and minutes overstayed that time as well.
• For payment details see Check-out Guest.

Rooms ManagementReturn to Full List

• Main Display
  • View all rooms in hotel for any date chosen.
  • You can page through dates forwards and backwards, select a specific date or return to today.
  • Each room shows room number or name, abbreviated room type and current room status:
    • name of guest in the room (or name of first guest in room if multiple short stays and/or overnight stay in this room)
    • agent's name if blocked room not yet assigned to a guest
    • next guest name and count-down timer to show how long till clean-up is finished after previous guest checks out
    • empty
    • staff use
    • out of service
    • deleted ?deleted rooms disappear from the display once they have been deleted for a few days.
  • Click room name or number to view room details.
  • Click guest name to view basic reservation details for this guest. This pop-up has a smart button that allows you to immediately do whatever is the most likely next action for this guest.
  • If there is more than one guest in the room on this day, all guests are shown with the smart button assigned to the current or next guest due.
• Visually Moving GuestsReturn to Full List
  • Move a guest to a different room by dragging the guest from his current room and dropping it on another available room. Only rooms that are available for the rest of this guest's stay will permit you to drop this guest onto them.
  • On dropping a guest, if room type is different you can select a new price (from all available prices for this date and the rest of the guest's stay) to charge this guest or give him a free upgrade or give him a free room.
  • If new room does not have the guest's required features or is too small, you are alerted and can abort or continue.
  • If you move a guest in the middle of his stay, the guest remains shown in both rooms on that day till normal check-out time in the old room and from that time in the new room. When you physically move the guest by selecting Move Guest Now in the Front Desk ?Guest Operations panel, the guest disappears from the old room on that day.
  • You can drag and drop a guest as many times as you want. You can drag and drop a guest moved in the middle of their stay from their new room to any other available room in the hotel or back to their old room, which cancels the pre-arranged move room assignment.
  • You can swap guests belonging to the same reservation by dragging on one and dropping on another. The guest names will then swap rooms.
  • If there is more than one guest in a room on this day (i.e. one or more guests are short-stay guests), dragging on the guest pops up a sub-panel with a draggable tile for each guest. Any one of the guests can then be dragged to another room.
• Color CodeReturn to Full List
  • Rooms are color-coded to reflect their current status.
  • The colors are explained in a pop-up Legend panel.
  • There are different colors for each of the following conditions:
    • Check-in day for this guest and not yet checked-in.
    • Other days when guest is in hotel and not yet checked in.
    • Guest is checked-in.
    • Guest is moving from this room today.
    • Guest is moving to this room today.
    • Guest is checking out of this room today, but has not yet done so.
    • The room is in use as part of a combination room.
    • Room is being cleaned.
    • There was a guest in this room on this date, but guest has already checked out.
    • There was more than one guest in this room on this day (i.e. at least one short-stay guest), except in today's display where current status is displayed.
    • Room is blocked by an agent.
    • Room has been assigned for staff use.
    • Room is empty.
    • Room is out of service.
    • Room is deleted. (Deleted rooms disappear from the display a few days after they are deleted.)
• Room PlannerReturn to Full List
  • Shows each room in hotel for today, the previous 7 days and the next 27 days (i.e. 5 weeks to view).
  • Display may be moved forward and backward day by day.
  • Rooms booked are shown as blocks of color in each room for the period of the booking.
  • Click on a color block to view basic reservation details for this guest. This pop-up has a smart button that allows you to immediately do whatever is the most likely next action for this guest.
  • If there is more than one guest in the room on this day, all guests are shown with the smart button assigned to the current or next guest due.
  • Select a reservation number from a drop-down list to instantly highlight all room blocks in that reservation.
  • Select a guest name from a drop-down list to instantly highlight that guest's room block.
  • Room blocks are color-coded to reflect their current status.
  • The colors are explained in a pop-up Legend panel.
  • There are different colours for each of the following conditions:
    • Guest has not yet checked-in.
    • Guest is checked-in.
    • There was a guest in this room on these dates, but guest has already checked out.
    • There is (or was) more than one guest in this room on this day (i.e. at least one short-stay guest).
    • Room is blocked by an agent.
    • Room has been assigned for staff use.
    • Room is empty.
    • Room is out of service.
    • Room is deleted. (Deleted rooms disappear from the display a few days after they are deleted.)
  • Some information is also shown on the guest's room block if:
    • Guest is moving from this room today, shows room guest is moving to e.g. >201.
    • Guest is moving to this room today, shows room guest is moving from e.g. <202.
    • Guest is arriving before normal check-in time shows arrival hour e.g. 10.
    • Guest is departing after normal check-out time shows departure hour e.g. /18.
    • Booking continues beyond first or last date currently displayed --
• Rooms Out of Service / Staff UseReturn to Full List
  • View rooms marked out of service or for staff use for current month.
  • Months can be paged backwards and forwards.
  • Select date period required, enter room or room numbers affected, then select:
    • Out of service
    • For staff use
    • In service ?returns previously marked out of service or staff use rooms to normal use.

Edit ReservationReturn to Full List

• You can change the check-in date for all or some rooms in a reservation if no-one or the guests selected have yet checked in and (if extended) all rooms allocated are available on the extra nights.
• You can change the number of nights (i.e. extend or curtail the reservation) for all or some rooms in a reservation providing no-one or the guests selected have yet checked out.
• If only some guests are given changed check-in and/or check-out dates, a new reservation is automatically created for the guest or guests with the changed dates.
• You can add additional rooms to a reservation by choosing how many of each room type to add.
• The whole reservation can be cancelled.
• You can view the individual guests in a reservation, then click any guest to show the details for each night of that guest's stay.
• Clicking the guest again allows you to edit individual details for this guest's stay including:
  • Name, room allocated, number of adults, children and infants.
  • Select a different price.
  • Give a fixed or percentage discount to this guest.
  • Change the extra adult, extra child and single supplement charges.
  • Change the normal occupancy, maximum persons, adults and children allowed in this room.
  • Change the guest's arrival time and departure time.
  • Cancel this guest from the reservation (if not yet checked-in).
• Clicking an individual night for this guest allows you to change details for that night only including:
  • Room allocated for this night only.
  • Select a different price for this night only.
  • Give a fixed or percentage discount to this guest on this night.
  • Change the extra adult, extra child and single supplement charges on this night.
  • Change the normal occupancy, maximum persons, adults and children allowed in this room for this night.

Internet ReservationReturn to Full List

• Booxotel will automatically send you the code for a button you can add to your hotel's website for guests to click to book rooms now. Code is included so that the Booxotel website name does not appear and your hotel website name remains in the browser address bar. These details are sent after you complete the hotel building process.
• Your customers can make bookings using the real-time instantaneous availability in your hotel for the dates they choose.
• This program can also be accessed from an internet booking engine's website or data provided as required to the IBE's program as a web service.
• Customers can book as many rooms of as many different room types as they wish up to the maximum you set in Hotel's Basic Details, or for IBE's the room blocking rules you have set.
• They can choose any of the price offers you have made available for internet bookings (see Room Pricing) on the dates chosen for each room in their reservation, or for IBE's the prices in their current contract.
• They can set how many adults and children will be in each room.
• They can choose any room features you made available for internet bookings (see Room Features) and enter any special requirements they have.
• They can then enter their address and contact details and their expected arrival time at your hotel and their flight number and flight arrival time (if any).
• They can choose as many as they want of any items you have made available (see Sales Item Pricing) and specify on which date they want the service or item provided e.g. local tours, airport pick-up, spa services, champagne in room on arrival etc.
• All details and prices of rooms and items selected are then shown and customer can then enter their credit card details. This will show the list of credit cards your hotel (or IBE) accepts and your credit card policy and cancellation charge policy set in Hotel's Basic Details (or IBE's equivalent details).
• The credit card address will be pre-filled with the details they entered before, but they can change it if it is not the same.
• Up to this point they can go backwards and forwards through the booking pages and make whatever changes they want.
• When they click Confirm Booking the card details are captured and available for you to see in your hotel (except CVV number).
• If you have provided your merchant payment gateway details (or in the case of an IBE - their details), the payment or authorisation amount you have set in Hotel's Basic Details (or IBE deposit amount) will then be paid or authorised to your (or IBE's) credit card account. (Booxotel never makes any charges directly to your guests.)
• Once the payment is confirmed (if any) the Confirmation details for the reservation are shown along with the directions to your hotel you set in Hotel's Basic Details.
• An email containing the same information will also be sent to your (or IBE's) customer.
• On checking your Front Desk program or New Bookings Report, you will immediately find the reservation in the reservation list and the guests listed in the guest list and a room allocated for this guest. All the details from the booking form will be found in the guest details along with the credit card details.
• You can make use of the Test Internet Reservation program to see everything a guest would see when making an online booking, so that you can be sure your price offers and other details all show up exactly as you want them. You have to fill in the booking details just as a customer would and enter credit card details. You will see the confirmation page and be sent an email exactly the same as a customer, but no charge or authorisation will be sent to the merchant payment gateway (if any) and no booking will be made and none of the details will be recorded anywhere.

Outlet SalesReturn to Full List

• There are two programs that allow you to sell items ?this one and Restaurant Sales. This program is suitable for sales in outlets such as Gift Shop, Laundry, Room Service, Mini-bar, Housekeeping etc. and operates similarly to an ordinary shop's point-of-sale (POS) system.
• All items with current prices allocated to the selected outlet are available for sale and can be selected directly or searched for by category or by typing in the name of the item. Matching items appear in the list as you type.
• To sell an item, click the item and hit return/enter key, or if you want more than one, click the item, enter a number and hit return/enter key. The item appears on the invoice with any taxes already calculated and shown.
• Continue to add as many items as you want, then enter payment method.
• You can charge to room, cash, credit card or any other payment method you have entered (see Payment Types), or choose split payment and add as much to each payment type as you wish.
• If you charge to room, you can search to find the guest name and when selected displays the guest's room number or enter the guest's room number which will display the guest name.
• Entering a credit card number will automatically determine the credit card type and check that the number is a valid number.
• Entering cash or other payment type will show how much change to return from the amount tendered.
• If the same item is added twice, the invoice does not add a new line, instead the quantity of the existing line is increased.
• To change the quantity of an item on the invoice, click the current quantity and enter the new quantity.
• To delete an item from the invoice, double-click the line item or set its quantity to zero.
• You can add a fixed or percentage discount to a line item or to the whole invoice and enter the reason the discount was given if needed for management audit purposes.
• You can cancel the invoice and start over.
• You can cancel a payment.
• You can search for and view old invoices belonging to this outlet and if you have authority you can make changes to old invoices.

Restaurant SalesReturn to Full List

• The outlet sales program is designed for POS type outlets whereas this program is designed for use by restaurants and bars.
• The program is designed for touch-screen operation, but can be used with a conventional computer.
• First you must set up your restaurant layout (see Sales Outlets) and then when you select that outlet the tables appear as you positioned them in the set up program.
• You can set the scale of your restaurant layout to exactly fit your screen or expand or contract it by moving a slide control.
• You can make advance bookings or seat guests immediately.
• For advance bookings, you can choose date and time, see which tables are already booked on that date and at what times, find a hotel guest's room number or enter a non-hotel guest's name and contact number.
• For walk-in guests and advance bookings, you can find a hotel guest's room number, set the number of persons to be seated and indicate guests are seated.
• Tables can be linked together both for walk-in bookings and bookings made in advance if group will be seated at two or more tables placed together.
• Empty tables have a white background and occupied tables have a green background.
• You can turn Happy Hour on and off whenever you wish. Whilst Happy Hour is switched on, the prices or discounts you set (see Happy Hour Settings) are automatically applied to the appropriate items.
• To enter a table's order, select the item or select the category and then the item.
• The item then appears in the invoice and you can enter the quantity if more than one. The item appears on the invoice with any taxes already calculated and shown.
• Continue to add as many items as you want, then select payment method.
• You can charge to room, cash, credit card or any other payment method you have entered (see Payment Types), or choose split payment and add as much to each payment type as you wish.
• If you charge to room, you can search to find the guest name and when selected displays the guest's room number or enter the guest's room number which will display the guest name.
• Entering a credit card number will automatically determine the credit card type and check that the number is a valid number.
• Entering cash or other payment type will show how much change to return from the amount tendered.
• If the same item is added twice, the invoice does not add a new line, instead the quantity of the existing line is increased.
• To change the quantity of an item on the invoice, click the current quantity and enter the new quantity.
• To delete an item from the invoice, select the line item and click the delete button.
• You can add a fixed or percentage discount to a line item or to the whole invoice and enter the reason the discount was given if needed for management audit purposes.
• You can cancel the invoice and start over.
• You can cancel a payment.
• You can search for and view old invoices belonging to this outlet and if you have authority you can make changes to old invoices.
• The item selection page can be set to fill the whole window, or the invoice can fill the window, or you can view part of the invoice with part of the selection page, or you can slide the selection page over the invoice to any point you wish.
• Once payment is made, click invoice complete and table is released.
• You can page backwards and forwards through the days or pick a specific date to see what bookings are made already on those dates.
• When an order is made, it appears on the kitchen display when refresh is clicked, so that the chefs can immediately see what has been ordered and when, the quantity required and the table number.
• Once the item is ready, the chef can select Ready, to remove it from the list.
• Items that are cancelled, are shown with time of cancellation.
• Incorrect entries can be undone.

Authority to Edit Old InvoicesReturn to Full List

• Old invoices can only be changed in the outlet in which they were created.
• If it becomes necessary to amend an invoice that has already been completed, the cashier can search for the invoice by invoice number, date or guest room number.
• If cashier has not been granted authority to amend old invoices by their supervisor or manager, they can obtain authority in one of two ways.
  • If their supervisor is nearby, they can click Authorise and the supervisor can enter their user name and password. If they have authority, the invoice can then be amended.
  • Cashier can call someone who has authority.
  • A person with authority can open a program where they can select this cashier's name from a list and enter the invoice number to be edited and then click Grant Authority.
  • If the correct cashier has been selected and the invoice number matches, when the cashier now clicks Authorise, they will then be able to amend the invoice.

AgentsReturn to Full List

• Booxotel recognizes two kinds of agents:
  • Travel agents who make bookings from a travel agency with your hotel and do so manually.
  • Internet booking engines (IBE) where the guest makes a booking in the IBE's internet program.
• First enter the agent's name, address and contact details.
• If this agent collects the guest's payment and you will need to invoice the agent, you may select the settlement terms, which will determine when statements are issued.
• You can select the reservation number pattern you want to use for this agent's bookings.
• Enter the agent's IATA number, or if they are not an IATA listed agent, the system will give this agent a 9-digit reference code instead, or you can enter that code if they are already linked to other hotels running Booxotel.
• The agent will be automatically allocated a short code based on the country this agent is located in.
• When you create the agent in the system, an email will be sent to the agent.
• If they are already linked to other hotels running Booxotel, the email will advise them that your hotel is now bookable via Booxotel.
• If this is the first time a hotel has linked to this agent via Booxotel, the email will advise them how to download the Booxotel Agent's Program and advise them their passwords and temporary user name. This is entirely free of charge for the agent and there is no additional charge for the hotel.
• After installation, the agent on opening the program will see a list of all hotel's currently linked to them and can make make instant real-time bookings at any hotel once they have set up a contract with the hotel. For more information see Booxotel Agent's Program.
• You can add, edit, delete and view existing agent's at any item you wish.

Agent's ContractsReturn to Full List

• You can have as many contracts with each agent as you want.
• Enter a number and name and a start and end date for this contract.
• Select when this invoice will be due for payment if applicable.
• Enter the fee for this agent. You can enter a fixed fee or a percentage. If fixed fee however, agent will not get any commission from extra items that he books with a reservation.
• Select where the customer pays. Customers can either pay full amount to agent, full amount to hotel or agent's fee to agent and remainder to hotel.
• Enter any text you would like to appear at the end of invoices sent to the agent.
• For internet booking engines (IBE), enter the amount of the deposit required to be deducted from the customer's credit card when the booking is made. This can be a fixed amount or a percentage or nothing. It does not have to be the same as the agent's fee.
• For contracts with IBE's only, you cannot have more than one contract valid on the same date. A list of existing IBE contracts with their start and end dates is shown so that you can avoid trying to set up a contract with overlapping dates.
• Once a contract has been saved, you can then add to it the following:
• PricesReturn to Full List
  • You can add as many prices to a contract as you wish. The agent can then make bookings with this contract using any of these prices.
  • You can create new prices for this agent (see Room Pricing) by selecting this agent when creating the price or directly use any price already linked to this agent, or you can immediately add any existing hotel price to this agent and then select those you want to use with this contract.
  • Whenever the price is valid as set when the price was created (e.g. season, day of week, grouped price etc.) and the check-in date is within the contract period, this price will be available for selection by whoever is making the booking.
• Maximum Room BlockingReturn to Full List
  • For any selected season or group of seasons or all seasons, and between the start and end dates selected, you may set one or a group of room blocking rules.
  • Sets of room blocking rules in a single contract may not have valid dates that overlap.
  • You may set how many days before check-in day an individual rule will apply and then set the maximum number of rooms that can be blocked.
  • For example a rule set may comprise 4 rules: 30 days 10 rooms, 20 days 6 rooms, 10 days 4 rooms, 4 days 3 rooms. Then if the agent makes a reservation with a check-in date covered by this rule set, if booking date is 30 days or more before check-in date, the agent will be able to book a maximum of 10 rooms, if 20 days or more and less than 30 days, 6 rooms and so on.
• Cancellation ChargesReturn to Full List
  • For any selected season or group of seasons or all seasons, and between the start and end dates selected, you may set one or a group of cancellation charge rules.
  • Sets of cancellation charge rules in a single contract may not have valid dates that overlap.
  • You may set how many days before check-in day an individual rule will apply and then set the number of room nights to charge. The number can contain 2 decimal places, so that you can set half and quarter night charges for example.
  • You can also select to charge for the whole reservation, however many days long it is, which may be suitable for some resort hotels.
  • You can also set the time of day at which the days count down. For example if you make a charge when a reservation is not cancelled 24 hours before 6pm on check-in day, then you can set this to 18:00.
  • For example a rule set may comprise 3 rules: 10 days no charge, 4 days 0.5 room nights, 2 days 1 room night. Then if the agent cancels one or more rooms in a reservation with a check-in date covered by this rule set, if cancellation date is 10 days or more before check-in date, the agent will not be charged, if 4 days or more and less than 10 days, the agent will be charged 0.5 room nights per room cancelled, and so on.
• Promotional DiscountsReturn to Full List
  • For any selected season or group of seasons or all seasons, and between the start and end dates selected, you may set promotional discounts that use the number of nights booked in this period to determine the level of the discount.
  • You may set one or a group of promotional discount rules.
  • Two types of promotional discount are available:
  • Free of Charge Rooms Promotions
    • Sets of free of charge rooms promotion rules in a single contract may not have valid dates that overlap.
    • This promotion is calculated per reservation.
    • Set the minimum number of rooms in the reservation required to earn the number of rooms free that you set.
    • If you set a group of rules, the number of free rooms is cumulative.
    • For example a rule set may comprise 2 rules: For every 20 rooms booked 1 free room, 50 rooms 1 free room. Then if the agent books over 20 rooms, but less than 40, the agent will get one room free, if over 40 but less than 50, 2 rooms free. If over 50 but less than 60, 3 rooms free, if over 60, but less than 80, 4 rooms free and so on.
  • Target Rooms Promotions
    • Sets of target rooms promotion rules in a single contract may not have valid dates that overlap.
    • This promotion is calculated per statement period.
    • Set the number of room nights it is required for the agent to book in the statement period for the agent to enjoy the percentage discount you set, on every room booked in the period.
    • For example a rule set may comprise 3 rules: Up to 100 room nights per statement period, 0% discount will be given, up to 200 room nights 3% discount on every room, over 200 room nights 5%.
• You can add, amend, delete or view any part of the contract until the contract start date, after which some things cannot be changed.

Agent's Control PanelReturn to Full List

• View all reservations made by the selected agent between the dates selected.
• Panel shows each reservation's:
  • check-in date
  • reservation number
  • cancellation date if cancelled
  • contract number
  • booking date
  • nights booked
  • number of each room type booked
  • invoice number if applicable
  • amount charged
  • payment status
  • first guest's name (or agent's name if no guest name entered yet)
  • total of all persons, adults, children and infants in booking
  • cancellation date if this guest has been cancelled.
• Payment status column shows you whether the invoice is unpaid, part paid, fully paid, if no payment is required or if hotel is due to pay the agent (in which case the amount is shown as negative).
• Click the reservation number and then select one of the rooms in the booking to add or amend guest data for each room. You can set number of adults, children and infants, name, address and contact details, room features requested, and any other special requests.
• Click on the contract number to view the contract this booking was made with.
• Click on the invoice number to view the invoice for this reservation if applicable.
• Hotel can make a new booking on behalf of the agent (see Agent's Internet Booking).
• You can view current and previous statements for this agent.
• You can enter payments from the agent and allocate the payment to the appropriate invoices, and you can mark reservations where hotel is due to pay agent when paid.

Booxotel Agent's ProgramReturn to Full List

• When a hotel adds an agent who has never before been added by any other hotel running Booxotel, the agent will receive an email explaining how they can download and install this program. If other hotels add this agent, the agent will receive an email advising then that a new hotel has linked to them.
• On opening the program, the agent will see a list of all the hotels who are linked to them with a picture of each hotel, and each hotel's price offers valid today.
• Click a hotel and choose the dates for this reservation to see a list of all the offers available from that hotel for the dates selected.
• Once the hotel is decided, the agent may continue to make a booking (see Agent's Internet Booking).
• The agent can also view invoices and statements from each hotel, view reservations they have made and add and amend guest names, occupancy, requested features and special requests for each room in any reservation.
• The agent can also set up other members of the agency staff who will be automatically sent an email with a temporary user name and password.
• The agent can download his program to other computers for other agency staff to use, who will then be able to make bookings, but will not have access to all the features available to the master user.
• Internet booking engines, will not normally need to use the basic booking functions of this program, but they can use it to view invoices and statements if necessary.

Agent's Internet BookingReturn to Full List

• This program can be accessed from the hotel (see Agent's Control Panel) and from any agent with a current contract (see Booxotel Agent's Program)
• The agency (or hotel acting on behalf of an agent) can make bookings using the real-time instantaneous availability in your hotel for the dates they choose using the contract they choose (if more than one for this reservation's check-in date).
• Agents can book as many rooms of as many different room types as they wish up to the maximum number of rooms permitted by the room blocking rules you set (see Maximum Room Blocking).
• They can choose any of the price offers you have made available for this contract (see Room Pricing) on the dates chosen for each room in their reservation.
• They can set how many adults and children will be in each room.
• They can choose any room features you made available for internet bookings (see Room Features) and enter any special requirements they have.
• They can then enter their expected arrival time at your hotel and their flight number and flight arrival time (if any).
• They can choose as many as they want of any items you have made available (see Sales Item Pricing) and specify on which date they want the service or item provided e.g. local tours, airport pick-up, spa services, champagne in room on arrival etc.
• All details and prices of rooms and items selected are then shown for the agent or his customer to confirm.
• Up to this point they can go backwards and forwards through the booking pages and make whatever changes they want.
• When they click Confirm Booking, details for the reservation are shown along with the directions to your hotel you set in Hotel's Basic Details. This can be printed out and given to the customer.
• If this is a block booking, the agent can initially book all the rooms in the Agency Name and then fill in the guest details for each room as details become available.
• Using this capability, even a very large booking can be completed within a few minutes.
• On checking your Front Desk program or New Bookings Report, you will immediately find the reservation in the reservation list and the guests listed in the guest list and a room allocated for each guest. All the details from the booking form will be found in the guest details along with the credit card details.

Authorising Additional StaffReturn to Full List

• You can grant access to your hotel's program to as many other hotel staff as you wish.
• Set staff levels ?the administrator/owner is set to level 1 and cannot be changed. You could then for example, set level 2 as Senior Management, level 3 as Management, level 4 as Supervisors, level 5 as Clerks or whatever you want.
• Add staff roles to each level and indicate which role in the level above they report to, for example, you could add Financial Director and Sales Director to level 2 (these roles will automatically report to the Administrator/Owner), you could then add Chief Accountant and Pricing Manager to level 3 both reporting to the Financial Director, and so on building up a staff tree.
• Once you have done that, you can step through each staff role and choose which programs that role can have access.
• You can make changes to the levels and staff tree and the programs each staff role has access to whenever you want.

New StaffReturn to Full List

• Anyone with access to this program can add new staff to any role beneath themselves.
• You can enter their name and email address and select which role they belong to.
• If you have authority to edit old invoices, you can grant this authority to any new staff you add if you want.
• Once completed, the new staff member will be sent an email with a temporary user name and password.
• This person can then login to the hotel system on any computer that the administrator/owner has enabled.
• You can add new staff, make changes to existing staff details or delete the employee. A deleted staff member will no longer be able to login.

Edit Personal DetailsReturn to Full List

• All staff can access their personal details and add to and amend them whenever they want.
• Details include name, name in ethnic language, user name, password, password hint, home phone and mobile phone numbers.

Management ReportsReturn to Full List

• Sales ReportReturn to Full List
  • You can choose any start and end date for the report.
  • Data is shown for the end date, this month up to end date, and this year up to end date.
  • For comparison, the same periods are shown for the previous year.
  • The revenue excluding taxes is shown for each sales outlet you have set up and total of all sales outlets.
  • The total amount taken for each tax (including service charge) is shown separately for each sales outlet with a total for each tax.
  • The total of all payments received for each sales outlet is shown for each payment type separately, with a total for each payment type, including payments charged to room.
  • Agent's internet sales are shown separately and amounts collected by agents, but not yet paid to hotel are shown as receivables with taxes shown separately and a total of receivable revenue and taxes is also shown.
• Agent's Revenue ReportReturn to Full List
  • You can choose any start and end date for the report.
  • Data is shown for the end date, this month up to end date, and this year up to end date.
  • For comparison, the same periods are shown for the previous year.
  • Each agent is shown separately and shows revenue generated, how many reservations they have each made and how many rooms booked of each room type.
• Rooms ReportReturn to Full List
  • You can choose any start and end date for the report.
  • Data is shown for the end date, this month up to end date, and this year up to end date.
  • For comparison, the same periods are shown for the previous year.
  • Shows total rooms in hotel, total rooms available for booking by customers, occupied rooms, occupancy percentage, rooms out of service, rooms for staff use.
  • Also shows total room arrivals, departures, room cancellations, no shows, guests in house, guest arrivals and departures.
• Discounts ReportReturn to Full List
  • You can choose any start and end date for the report.
  • All discounts given in the period are shown with original price, actual price charged, difference, reason for the discount (if one was entered), sales outlet and staff member who gave the discount and time and date discount was given.
• Restaurant Happy Hour ReportReturn to Full List
  • You can choose any start and end date for the report.
  • Shows the totals of all items sold at Happy Hour prices for each outlet operating a Happy Hour.
  • Comparison with original price and discount price.

Daily ReportsReturn to Full List

• New Bookings ReportReturn to Full List
  • You can choose any start and end date for the report.
  • For each room with check-in date in the period chosen you can see:
    • Check-in date
    • Reservation number
    • Room type
    • Guest name
    • Number of nights
    • Booking date
    • Number of adults, children and infants
    • Features requested and any special requests
    • Agent or hotel clerk who made the booking
    • Price name of offer price chosen
    • Cancellation date if cancelled
• Check-in/Check-out ReportReturn to Full List
  • For the date chosen, it shows in time order:
    • Guest name and folio number
    • Room type
    • Room number
    • Check-in time if applicable
    • Check-out time if applicable
    • Number of persons in the room
    • Any requests they have made
    • List of all items pre-booked for this date
• Pre-booked Items ReportReturn to Full List
  • For the date chosen you can view all items pre-booked for this date and includes any items that were included in a room price offer:
    • Item and quantity
    • Flight time
    • Guest name and folio number
    • Number of guests
    • Reservation number
    • Check-in time or check-out time as applicable
    • Location to pick-up guests if this is a hotel booked transport service
    • Date booked
    • Time service or item required if applicable
• Pre-booked Meals ReportReturn to Full List
  • For the date chosen you can view all items pre-booked for this date and includes any meals that were included in a room price offer:
    • Meal type
    • Guest name
    • Time if applicable
    • Quantity required

Help ProgramsReturn to Full List

• The following help and information is available
  • Help for this page ?shows you all the relevant information about how to use the page you are looking at.
  • Demonstrations ?allows you to pick from a list of demonstrations currently available and view the one you select.
  • Report a problem ?Allows you to choose a subject type and send an email to Booxotel technical or sales or accounts staff to give details of a problem you have encountered.
  • Request assistance - Allows you to choose a subject type and send an email to Booxotel technical or sales or accounts staff to ask for help on how to do something, how to set up something to achieve a particular aim etc.
  • View terms and conditions of your contract with Booxotel.
  • View details of the program and version of the program you are currently using.

Booxotel Hotel ProgramReturn to Full List

• When you first download the program, you are taken through a series of steps to allow you to enter the basic data of your hotel. This must include some, but does not have to include all of the data at this stage.
• At the end of this set up procedure, you will receive an email explaining how you can download your program to other computers so that your staff can help you to enter the remaining data e.g. all the prices can be entered by your pricing department or by each outlet separately.
• This email also contains details of how to add a button to your hotel's main website so that your customers can connect to the internet booking pages provided.
• At this time you have up to 2 weeks to test the system. You can shadow your real hotel or just use test data. When the 2 week test period ends or when you are through testing, you will have the choice whether to delete the temporary data you have entered in the test period or keep it.
• At this point your 2-week free trial period begins. If you continue to use the system after the free trial period ends, Booxotel will then begin to accumulate the fees for using the system.
• The fees are 1.87% of your room charge for each occupied room with a paying guest excluding taxes.
• After one month of charging, your first service period invoice will be issued. You may view this in the Booxotel charges program.
• This invoice is due for payment 2 weeks later. During this 2 week period staff with access to the Booxotel Charges page, will see a notice each time they login showing how many days till payment is due.
• This process is repeated each month for each successive service period while you continue to use the system.
• There is no obligation to pay, but if you do not pay, after the due date all staff will see a warning on login that payment is overdue and how long you have in which to pay before the system is closed.
• Once the system is closed for non-payment, on login you will only be able to access the Booxotel payments page and the Help menu.
• If you would like to continue to use the system, but genuinely cannot pay for whatever reason and you continue to send us at least one email per month, we will maintain your hotel data. If not, after a short period, your hotel data will be deleted.

New Features for BooxotelReturn to Full List

• We are continually working on new features for the Booxotel Hospitality Management System and whenever available, you will be notified that a new version is available for download.
• All new features are available to all users free of any additional charges.
• Some of the new things our engineers are working on:
  • A price planner to help you see what prices are set on which dates and in which seasons and in which outlets. Can be used for any item, but is particularly useful if you have complex room pricing.
  • Instant messaging help. We are setting up a new service centre that will be available 24/7. Anyone logged in to the system will be able to click to connect to a service representative and get live instant help if you have a problem.
  • Note-taker for rooms. Issues with rooms can be logged and viewed, added to and deleted to assist maintenance staff.
  • Note-taker for guests. Issues with guests can be logged and viewed, added to and deleted to assist hotel staff understand what the status is with any guest no matter which member of staff handled the issue before.
  • Links to hotel automation so that automatic processes in the hotel can write directly to the guest invoice e.g. telephone exchange, automatic mini-bar, credit card machines, pay movies etc.
  • More reports and the ability to display graphs and charts based on report data.
  • Safety boxes with warning to empty box on check-out.
  • Ability to find returning guests and set guest preferences for frequent visitors.
  • Stock purchasing system.
  • Warehousing system for hotel stock.
  • Menu ingredient builder and cost analyser for creating new dishes and product tracking for individual menu items to help you keep control of costs in your kitchen.
  • Hotel reservations from customer's mobile phone.
  • Restaurant reservations via the internet. Customers can choose the table they want.
  • Restaurant reservations from customer's mobile phone.
  • Hotel finder from map.
  • Ability to enter hotel costs and generate a nominal ledger.
  • Reservation system for the hotel's function rooms.
  • Ability to handle hotel loyalty cards and use points for free rooms and for hotel services.