How to create a booking confirmation

Figure: Reservation summary > Print Tasks > Reservation Confirmation

Option

Description

Print Mode

protel Air has implemented an option to trigger the sending of guest-facing documents in a third-party application. Example: By choosing the External Print mode in the Print Tasks screen, the external system will be triggered to create the respective email/document.

To print your reservation confirmation locally, please select the Local Print Mode.

Language

When accessing the reservation confirmation, the language will automatically be preset from the guest profile. This saves time and ensures that all documents are consistently in the correct language! Select another language when the target language differs from the guest's preset language!

Template type

Select a template type. (only required if the desired template type deviates from the standard template type. For group reservations, the use of special group templates, for example, is recommended. See below: Reservation confirmation for group reservations).
NOTE: Have the template texts for an entire template type been inactivated in the system data, the template type will not be offered for selection (For example).

Template

Select a template (only required if the desired template deviates from the default template type).
The selection of templates are listed in alphabetical order.

By means of the template, you can also set the language to be used for the reservation confirmation. If you, for instance, select the Spanish template, your confirmation will be created in Spanish.

Type

a) Create PDF file

Creates a booking confirmation as a PDF file.

b) Save as Open Office file (.odt)

Creates a booking confirmation as an .odt file The file can be saved and edited using Open Office.

c) Send email

Sends an e-mail with the confirmation (PDF) attached  to the e-mail address of the recipient. The email address is taken from the contact data saved in the guest profile!

d) Email preview (PDF)

Creates a PDF as a preview. Select this option when wanting to check the contents of the PDF, before sending it as an email attachment. NOTE: The PDF will NOT be sent! In order to be able to send the PDF, select the Send as email option (see point c).

Recipient

a) Booker

Sends the reservation confirmation to the booker.

b) Search guest profile

any other guest profile can be selected to be the recipient.

c) Email address

Enter an individual email recipient.

Add. free text

Set a checkmark in the checkbox, when an individual text should be printed to the reservation confirmation. The desired text can than be written into the additional free text field.
IMPORTANT: In order to insure that the additional free text is going to appear in the written correspondence, the following replacement code ${freetext} will have to be added to the respective text template!

Indiv. email body

Send the reservation confirmation via email, you can enter an arbitrary text which deviates from the standard text taken from the system data. Simply select the check box, and enter the desired text into the text field.

Good to know

The reservation's booker is always the recipient of the reservation (except if another guest profile has been selected as recipient in the selection box).

The template which is to be used by default is set in the system data: "Text templates > Settings > Standard settings > Hotel management located in the "Reservation confirmation" drop down menu.

The default text for the electronic reservation confirmation  is defined in the system data under “Text Templates > Settings > Default Settings" located in the "Email template" section.

Text replacement keys

Description

${expirationDate}

The extended reservation confirmation can contain the expiry date for optional reservations.

${sum}

Sum of the services for the entire reservation

${sumStr}

Sum of the services for the entire reservation with currency

${payments}

Payment (Deposit)

${payStr}

Payment (Deposit) with currency

${diff}

Invoice balance

${diffStr}

Invoice balance with currency

${guest.birthdayFull}

Guest's birthday format: "Saturday, 2 January 1982"

${guest.birthdayLong}

Guest's birthday format: "2 January 1982"

${guest.birthdayShort}

Guest’s birthday format: „01/02/82“

${freetext}

Displaying the additional text which had been optionally entered when creating the confirmation.

PLEASE NOTE!

Adapt the available templates to your requirements (own layout, logo, etc.), before using the templates for your everyday use. The adaptation is to be executed in the system data under the following program point: “Text templates > Default templates Select the respective template and Open the respective reservation and click [Edit].

Text replacement keys - reservation confirmation for group reservations

${resGrpName}

Name of group

${entry.count}

Number of reserved rooms

${entry.categories}

Name of room type

${entry.rooms}

Room number or name of room

${entry.guests}

Guest name

${entry.resIDs}

Reservation number

${entry.arrival}

Arrival date

${entry.departure}

Departure date

${entry.roomtype}

When grouping the reservation based on occupancy (single-room, double-room, triple-room, etc.)

${entry.dailyfullprice}

Issues the average room rate to the group confirmation.