Attention!

The protel Air upgrade in Summer 2020 brought about changes to the user interface and also to many functions.

You can find the updated instructions for them in the new protel Air Online Help.

Please note: The migration process is still ongoing. Therefore you may still be able to use some functions as described in this Online Help.

For this reason, we will not delete this Online Help yet.

If you have any questions, please contact your support!

Traces tab

[Reservation dialog box > "Traces" tab]

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Add traces

Mark trace as “Completed”

Add trace package

Traces are reservation-based tasks and information which either need to be completed or noted by the respective department. Every trace assigned to the opened reservation will be shown - including traces incurring before arrival or after departure.

Typical examples are pending tasks such as "ordering theatre tickets", "change linen on daily basis", etc.

At a glance, one can see:

for which day and time the traces are valid,
which user entered them, when they were entered, and for which department were they entered,
what tasks are in question,
have they already been completed, and if yes, by which user

The task will be shown to the respective user at a defined time (either on a single, daily, or on a defined frequency basis).

Add traces

Click on [Add] to add a new trace.
In the Trace dialog box, enter the necessary details for the trace. The details can be entered either manually or loaded from a template (see further down).

Auto Trace

If this function is tagged, the trace entry is saved and automatically set for the booker's each new reservation.

Please note!

An auto-trace can only be set if the task is to be executed on a daily basis or if a rule has been saved for the task.
For the case of divers guests per room: Pay attention to the selected guest in the rooms-tab, before you set auto traces!

Trace template

This is where you enter the text for your trace. When entering the text, protel Air will suggest a selection of saved trace templates from which you can choose. You can also enter a text without having to adopt a template.

By clicking the button, you can access a list of all of the available trace templates and select one of them.

Department

Select the department which is responsible for executing the traces.

Valid

Date: Enter the day or time-span when the trace is supposed to be executed. The trace is available for execution on each day within the selected time-span. NOTE: If the reservation is going to be postponed, the traces for the given day/timespan remain intact! The trace should be revised accordingly when postponing a reservation.

Daily The trace appears on the trace list on a daily basis as long as the reservation is on the trace list.

Rule: Keep a rule for the exact time period of executing:

x Days	before and after begin	The trace will be set x days before or after the begin of the event.
	before and after End	The trace will be set x days before or after the begin of the event.
	pre / post reservation	The trace will be set x days before or after the booking of the event .

Time

Enter the exact time. When is the trace supposed to be executed?

Text

Enter an individual text, the exact instructions, or other important information for the trace.

This field is a mandatory field - this means that it must be filled in to be able to create a trace.

Status

For new traces, the status should always be set to “Open”! Has a task been completed, the trace must be respectively set to “Finished”!

Finished by

This is where the user, who has set an open trace to "finished", is saved.

Note

When completing the trace’s entered comment.

Create another

This option is only available when creating new tasks. Activate this option to generate numerous tasks in succession. After having saved by clicking [OK], a new window for creating the next entry will automatically open.

Click the [OK] button to save the new trace.

Mark trace as “Completed”

If a trace has been completed, the trace status can be set to “Cleared” in the Traces window.

Double-click the application to open it.

Select "Completed" from the drop-down menu below.

This is where you can select the user, should the executing user differ from the registered user:

Enter a comment, if necessary.

Click on [OK] to save the changes!

Add trace package

In the system data of protel Air you can define trace packages, consisting of several sub tasks. [System data > Hotel management > Traces > Trace packages]

In the traces dialog box, open the Add trace package drop down menu and select a trace package - see following figure.

Click on [Add] and the trace package will be added to the reservation.