Reservation Related Functions check list for Evaluating Hotel Software

  • Different type of search criteria for finding existing customers and reservations. 

  • Quick overview of hotel availability using Short keys or Function Keys or Quick Keys.

  • Book rooms by Room type, Room Number, guest preferences, packages etc.

  • Demonstrate Basic FIT reservation.

  • Demonstrate Company and Travel Agent Bookings using Negotiated Rate. 

  • Demonstrate Group Reservation.

  • Group Actions ( Apply to all, Apply to Members and Master, Apply to Master only, Choose from list etc.

  • Group Rooming List, Modifications,  Add members, remove members, cancel, reinstate etc.

  • Group Rooming list rapid entry (incl. shares) 

  • Group master reservation with auto linking to group, routing and Group master room allocation.

  • Demonstrate Complementary and house use bookings.

  • Multiple type of profiles Guest / Travel Agent / Company / Group.

  • Profiles and stay history (company/agent/tour operator and guest profiles)

  • Searching of Profiles using Guest name, email, mobile, loyalty number, post code, address, profile number and any other fields in the profile.

  • System ability to book multiple rooms in one go. ( Eg. one Double room and one single room for same guest.) 

  • Perform Multiple Reservation Enquiry at the same time. (Eg: Keep a caller on hold to quickly perform another enquiry for rate and availability without loosing the data updated on the first reservation.)

  • Demonstrate creation of itineraries (round trip) and also multi property. 

  • Demonstrate how the rates and the relevant promotions / offers / packages are picked up automatically at the time of reservations.

  • Granting discounts by percentage or fixed amount on a particular reservation and tracking it for audit purposes. 

  • Details of information shown to the reservation agent in case of repeat guests. (e.g. previous stays, preferences, special requirements, incidents etc.)

  • Demonstrate  availability display screen for user friendliness incl availability of sp items (e.g. baby cot) 

  • Ability to attach relevant correspondence to particular reservation.

  • Ability to enter important notes and actionable traces for other departments.

  • Facility available in the system to capture reservation statuses. (e.g. tentative with cut of date, confirmed, Waitlisted, advance due etc.)

  • Demonstrate the options available to handle overbooking and Waitlisting, how sorted, ease of converting to booking.

  • Management of waitlisted reservation. Automatically provide notification to users about waitlisted bookings when a confirmed reservation is cancelled for the same period.

  • Demonstrate on how the credit check is done for guests while reservations ( Company / Travel Agent / Guest).  

  • Possibility to Blacklist guest / company / travel agents.

  • Demonstrate on how the customer special requests are tracked and communicated to relevant departments.

  • Demonstrate how the approval process is managed for complimentary rooms.

  • Tracking of Room Upgrades with Reason. 

  • Ability to search existing reservations by guest name, email, mobile, loyalty number, post code, address, profile number, Reservation no, CRS No, OTA number, Arrival Date, Departure Date etc.

  • Demonstrate how to modify existing reservation, System check availability when modifying arrival departure date.  

  • Demonstrate the ability to modify reservations via hotel website using Confirmation no. or guest name for Direct bookings only. 

  • Tracking turnaways or denials, Show sample reports.

  • How to cancel and also reinstate reservation.

  • Ability to view cancellations by booking date, arrival date and cancellation date. 

  • System behaviour for cancelling reservations with deposits.

  • Demonstrate how user will have to link the particular Loyalty program to use at the time of reservations.

  • How a loyalty member is identify when making a reservation.

  • Entering Deposit Requested and Also applying deposit to reservation when received from guest.

  • Possibility to generate a deposit link for online payment by guest through credit card.

  • Demonstrate the proforma invoice creation (Complete Stay or for selected dates only)

  • Match/merge functions for duplicate detection and correction.

  • Auto profile merging if the applied merging criteria is met. 

  • Demonstrate how the system will allow for timed follow-up correspondence to be generated automatically, e.g. reminder two weeks before arrival date, thank-you note one week after check-out, advance payment requests, rooming list.

  • Automated sending of Thank you letter, Confirmation letter, See you soon letter. etc.

  • Demonstrate how the airport transfers are handled by the system enter details and print report.

  • Possibility to configure additional user defined fields.

  • Demonstrate how the transport requisitions to the service providers are made for guest transport requests from PMS ( Send automatic notification to third part to arrange transfers etc.)

  • Demonstrate the capability of doing a reservation using a mobile device or tablet.

  • Demonstrate the lead management capability.

  • Demonstrate the ability to allocate a room at the time of reservation. E.g. disable room, customer wanting a specific room number or a room type.

  • Demonstrate Blocking / unblocking of rooms - under authority, type of blocks.

  • Demonstrate creation of Messages or Traces on Reservations & how they appear to users.

  • Handling overbooking by Room Type or hotel availability ( Fixed number and percentage)

  • Ability to define compulsory or mandatory fields at the time of Reservation.

  • Demonstrate the allotment functionality and the impact on inventory. 

  • Types of release periods ( Fixed or Relative X no. of days before arrival).

  • Amendment to Release periods, Amendment to allotments.

  • Ability to overbook a particular room type or all the room types (by a % or fixed number or to change overbooking dynamically based on allotments entered).

  • To track the physical count (actual confirmed) to provide the physical view and to track the logical count (with unreleased allotments) to provide the logical view.  

  • System to track allotments/release periods and to automatically release not utilized room quota when cut off date is reached and reflect the same in the logical view.  

  • System should validate every room request against the allotments and released periods prior to confirmation of availability.

  • If the request is within the allotment but exceed the physical room capacity then a message needs to be displayed.

  • If the room request is over the allotment but within the release period then the system to allow based on user authority.

  • Users with system rights to confirm over the allotments –should be allowed to proceed subject to warning.

  • Reason for overriding is to be recorded as part of audit trail.

  • Users with no rights should be provided with the following options (to queue the entire room request-“pending confirmation”  or confirm the rooms up to the total allotment whilst the balance rooms required is “waitlisted” in the system)

  • All room requests after the cut off date should treated on first come first server basis.

  • Function to check room availability, whether it is within allotment or not should be made available to access independent of make, modify and cancel reservation functions.

  • Group reservation multiple room types, rates, ROH, shoulder booking rate flexibility.

  • Show the available  reports for Reservation (Materialization, no shows, Allotments, Release periods, Forecasting, pick-up reports, rooms on book, modification, amendment report etc.)

  • Meals only reservations or Reservation with packages, Transport and  Excursion packages etc.



Setupmyhotel.com is build to help hoteliers setup their operations. Get sample Stationery, Formats, SOP's, Staff Training Tips, Job Descriptions and more.
See you around and happy Hoteliering..

Newsletter

Subscribe to our newsletter. Don’t miss on any posts.

We do not spam!