Auto confirm and Decline

WebReserv.com will auto confirm all reservations made for your business, this is easy to use and customers love it. However, there might be situations where you want the reservation system to mark a reservation as pending and review it before accepting the reservation. A typical example of this is when you need to verify the reservation with a third party.

You can change the default auto confirm behavior on the Reservation Rules page for each product.

If you set the Auto Confim rule to pending, you will be sent a pending notice whenever a reservation has been made. To confirm or decline it, open the reservation and click the Decline or Confirm button.

The customer will automatically receive an email specifying whether the reservation was confirmed or declined.

To modify the email templates for confirmed and declined emails, go to Setup – Emails.

Custom Field price calculation

You probably already knew that you can add a price to a custom fields and use the custom field to charge for additional items, for example, extra equipment or catering. Starting with the latest release of WebReserv.com you, you can now specify the time basis for such charges.

To set up your custom field charges, go to Setup – Custom Fields.

If the price for an add-on charge is for the entire reservation, simply leave the time setting at 0. If the price depends on the length of the reservation, select the time frame that the price is for.

Say for example that the charge for DVD player is $15 per day, enter 1 in the time field and select day(s). Now the price will automatically be calculated based on the length of the reservation.

 

New “round-up” feature for rate calculation.

A new “round-up” setting enables the reservation system to pick the rate that is higher than, or equal to, the length of the reservation. The round-up is typically used when a rental has one rate up to a specific length of time and a different rate after that time.

Example:

We want to set a rate for $45 for the first 4 hours, and $90 per day after the first 4 hours.

To use the round-up rate, go to Setup - Products  & Reservation Rules and select Reservation  Rules.  In the Rate Calculation Field, select Round Up.

Next we need to enter the rates. Go to Rates – Edit Rates for your rate list. If the time frame (4 hours) is not listed, click on the add times links to create a time frame for 4 hours.

 

Go back to the Rate Setup screen and enter the rates for 4 hours and the daily rate.

You can also use the round-up to provide a discount when reserving more than a certain number of days. Say for example that you want to charge $90 per day for the first 3 days, but if a reservation is 4, 5, 6 or 7 days, you’ll charge a flat rate of $360 (4 day rate). Simply create the time columns for 2 and 3 days and enter your rates as shown below.

New reports

The new reporting module provides reservations and revenue reports that easily can be viewed online, printed or even downloaded to Excel for personal use or tax purposes. Currently you can view or download reservation reports by logging on to your WebReserv account and click Frontdesk - Reports. The reports are available with Silver and Gold accounts.

Reservations Report:
The reservations report shows all valid (pending and confirmed) reservations for a specific date or date range. The report is a convenient way to get a list of each day’s customers and can also be used as a passenger manifest. To run the report, select Frontdesk – Reports, enter in a start date and an end date and format; select HTML for online viewing or printing and CSV for download to Excel.

Revenue Report:
The Revenue Reports shows revenue on a month-by-month basis. The report includes line items for additional charges, customer options, tax and more. The revenue is calculated on the first day of the reservation, so a reservation from March 29 to May 5 will be included in the March line. To run the revenue report, select Frontdesk – Reports and, type in the reporting year and select HTML or CSV format.

Customer Report
The customer report includes customer contact information and reservation code(s). The customer report will be available by the end of March.

Email notifications

A customer will automatically receive a reservation email under the following circumstances:

• A reservation is made
• Reservation status changes from Pending to Confirmed or Confirmed to Cancelled
• Start date/time or end date/time is chanced
• The product has been changed

In any of these circumstances a reservation email is automatically sent to the customer. In addition to the emails automatically sent to customers, you will receive a notification email whenever a new reservation is made.

Availability calendar update makes scheduling easier

Now you can use the availability calendar to view hourly reservations and fixed-schedule reservations. The calendar has also been updated to include more date ranges (month, 14-days, week and day) and you can easily navigate the calendar using the scroll-bar at the bottom .

With the calendar update it’s easy to view availability and make corrections if necessary. Say for example that a unit becomes unavailable due to maintenance. To mark it as unavailable in the system, simply go to the availability calendar and click the link Mark unit as unavailable. This will take you to a form where you can select the unit and select the time period for which the unit is unavailable. You can even enter a description for the unavailable entry so it’s easy to see why it’s unavailable.

Click on the thumbnail to view full screenshot. 

When units are unavailable, they are marked with a gray box in the availability so they can easily be distinguished from other reservations. If you need to change an unavailability entry, simply click on it in the calendar and change the timeframe as needed. To remove an unavailable entry, open the entry by clicking on it in the availability calendar and click the button named delete this entry.