Adding custom field display conditions

The custom field in the WebReserv booking system is an extremely powerful and versatile feature. We’ve described in the past how you can utilize the custom fields to handle pet fees, lunch baskets and much more (you can see these and other examples here: http://www.webreserv.com/help/).

With the most recent release of the WebReserv booking system, the custom field is even more powerful. A new feature, called a display condition, has been added to the custom field definition. This allows you to specify when the system should display the custom field, based on certain rules.

Example: Additional customer/guest name fields

A typical example where this may be used is if you need additional customer or guest name fields, depending on the number of persons in the reservation. Let’s say that you allow up to 4 guests on the reservation and want to get the customer/guest name for each guest.

To do this, create a custom field for each additional guest name:

For the same custom field, scroll down to display rule condition and specify that it should only be shown if number of persons >= 2.

Repeat for the remaining guest name fields. After defining the custom fields, you must assign them to one or more products/rooms/rentals. You can assign each custom field separately under Setup – Products & Reservation Rules – [Select Product] – Customer Information.

That’s it. The WebReserv booking system will now display the Guest Name 2 only if the number of persons on the reservation is 2 or greater.

Day/time restriction for discount codes and groupon deals

The WebReserv booking system allows you to restrict discount codes, including groupon and living social deals, to only be valid on certain days and times. To add a restriction to a discount code, go to Setup – Discount Codes and click on the discount code you want to modify.

Scroll to the time restriction section shown below and specify the day(s) the discount code is valid for and optionally the time(s) the discount code is valid for.

Time restriction for discount codes and groupon codes

Calculating per person deposit

The WebReserv booking system now includes the ability to calculate deposit per person. This is a useful feature for tour operators, bike rental businesses and other businesses that require a certain deposit amount for each person.

To set up deposit payment per person, go to Setup – Products & Reservation Rules – [Select product] – Tax/Deposit. On the Tax/Deposit page, scroll to the Reservation Deposit field and select Fixed Amount as the deposit type. After setting the deposit type, you will be able to enter the deposit amount and whether the deposit is per reservation, per unit or per person.

Deposit per person

How to create a booking calendar for tours and tickets

We have expanded the users guides to include a setup guide on how to set up a booking system and booking calendar for tours and tickets. This guide explains how to set up tickets, events and tours:

http://www.webreserv.com/download/how-to-set-up-your-tour-booking-system.pdf

Adding lunch baskets to tour bookings

This example shows how to add different types of lunch baskets to bookings, but it can be used for all other types of add-ons to bookings including segway tour bookings, boat tour bookings etc.

First create a custom field (list) with the Sandwiches.

After creating the custom field. Go to the product/tour where the lunch basket is to be included and add it under “customer information”.

The lunch basket is not added to the booking calendar is the customer can select the number of sandwiches during checkout.

In some cases, you may have different types of sandwiches. Say, ham and hurkey. This can easily be supported using the WebReserv booking system. Just create two custom fields, one for ham and one for turkey.

Again, remember to select the custom fields under “customer information”. In this scenario, we also created a custom field of type “information” and called it “lunch options”.

When the customer makes the reservation, the customer can now select how many ham sandwiches to add and how many turkey sandwiches to add.

The cost for the sandwiches are included in the total during the check out process:

Add barcode to reservation confirmations

You can now include a barcode in reservation emails and  printouts. The keyword is #barcodeimg

To add a code128 barcode to the a reservation (or printout), you need to create your own template and insert the keyword #barcodeimg in the template where the barcode is to be inserted.

The barcode will be added to the email or print template when formatted.

 

Customizing Business Notifications

You can now customize the notification that is sent to the business when a new reservation is made. To use your own notification email, create a new template in the email template section and make sure that you select business notification as the template type.

Next, go to Setup – Product Information – [Product] – Email Notifications and select the new template.

Customizing business notifications

You can also create a reminder email that is sent automatically before the arrival date. The reminder email can be used to notify frontdesk, cleaning personnel or other individuals to perform activities before or after the guest arrival.

Adding agent codes to reservations

We have added a new optional field – agent code – to the customer fields. The agent code can be used by affiliates and partners to enter an identification that later can be used for commission payments.

Agent/referral codes

Once an agent code has been stored with a reservation, it cannot be changed. For reservations made in the administration system, the agent code will automatically be set to the username of the user creating the reservation.

It is also possible to include the agent code in the URL to the booking calendar. This enables you to give agent-specific booking calendars to your affiliates. To add the agent code to the URL, add the parameter &agent=agentcode to the booking calendar URL (replace agentcode with the actual agent code for each agent).

Improved event/tour booking calendar

We have improved the booking calendar for scheduled events, tours and tickets. The new calendar makes it easier for customers to see what day(s) are available.

To get the new booking calendar enabled for your business, go to Setup – Business Information – Advanced Option and set Show calendar for event/tour bookings.

Booking block time before and after

You can now block out time before and/or after hourly reservations. The block time is useful when equipment has to be prepared or cleaned. The block time before and after is specified under Time Rules and each product can have different block time settings.