Walk through of Configuring Reservations

By the end of this Information article you will be able to:

•  Understand what each tab does under Configuration > Reservations

This is a walk-through guide, intended to give you an overview of what each tab and section in this window does. View our how-to guides for more instruction on setting things up.

Go to Configurations > Reservations

In the initial screen, you can create bespoke statuses for bookings.

Types 

Under this tab, you create your room types

You can then connect room types to channel managers

Note: Do not make changes to this section of HART without first speaking to us, as it can cause big issues with rate mapping and availability. 

Traces 

Traces are an instruction that you can add to a room booking to communicate a ‘To do list’ for departments. For example, to inform housekeeping to make a room a twin

Under this tab, you create your default traces and alerts.

Alerts are information that you can create that will show up on a room booking when added.

Amenities 

Amenities are a service that can be added to a room booking when there is no cost to the guest. These can be configured to automatically take an item out of stock and create an automatic trace.

Under this tab, you create your amenities.

The system will automatically take the item from your stock and create an automatic trace

Request 

Requests are generally used when a guest has requested something that is not currently offered by the hotel and is sourced externally. For example, a bunch of flowers in a room.

Under this tab, you create your default requests.

Occasion 

HART allows you to create your own bespoke guest occasion which appears in the drop-down box of the Occasion Field in a room reservation.

Under this tab, you can create your occasion list. HART allows you to link these occasions to a trace that will automatically drop into a booking once the occasion has been chosen from the drop-down box.

This is useful for setting up VIP types in HART.

 How heard 

HART allows you to create your own bespoke ‘how heard ‘information which appears in the drop-down box of the how heard field in a guest booking.

Lost Business 

HART allows you to create your own bespoke lost, cancel, and turned down business reasons. 

When clicking the modify button in a booking and clicking your status option the reasons that you have configured will appear next.

Requirements

HART allows you to create your own bespoke special needs information for customers, which will appear in the drop-down box of the Special Requests field of a room booking

You can just right-click to add a new entry to create a new type.

Titles 

HART allows you to create your own bespoke titles that appears in the drop-down box of the title field when creating a guest profile.

You can just right-click to add a new entry to create a new title.

Kinds 

HART allows you to create your own bespoke guest kind which appears in the drop-down box of the kind field in a guest profile.

You can just right-click to add a new entry to create a new guest type.

Levels 

Under this tab, you set up your levels for your rate plans to enable you to use the rate matrix and manage your rates.

For information on managing rates, rate matrix and advanced rate plans view our Rate Matrix Guide

Notes 

Under this tab, you can free type notes for certain days /periods. These will then appear on the right-hand side of the Room Rack. This might be used for special event days or holidays.

You can just right-click to add a new entry to create a new note.

Distribution 

Under this tab you add all your channel managers and set sources, segments, and how heard information, these then drop in when a booking comes through this channel

Payments 

Under this tab you can set up a payment schedule/plan for your functions, this enables you to run a payment plan report by going to Reports > Sales > Payment plan.

Authorisation 

Under this tab, you can set up authorisation codes for selected staff to access certain steps and authorise them.