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.