At the reception, it is important to have quick access to information. The active lists in protel Air are an essential resource for your daily work at the front desk. In combination with the Context menu, all of the information and functions are immediately available when you need them.

Sort by name, show or hide certain columns or use filters to define which information should be displayed. By means of the context menu (right click on a list entry), you have access to the most important functions in every list: Open a reservation or a guest profile, send out reservation confirmations, or create an invoice.

To view the list, just click on “Lists” in the protel Air menu bar at the top of the window.

Each list provides a clearly structured table of the required information and can be sorted and displayed according to your needs.

Video Tutorial

Structure & Functions

All active lists in protel Air are structured in the same way. The result table is in the center of the window. Contents and appearance can be customized by means of the filter functions and column settings.

In the left part of the window you can see all of the available lists [1]. Via the title bar, you can access a list and switch between the lists.

The width of the title bar can be changed arbitrarily. Move your cursor across the right edge of the title bar until the cursor turns into two arrows . To change the size of the window, keep the mouse button depressed and pull the edge to the right or left. If you double click the two arrows, the columns width automatically adjusts itself to the contents.

Contents and appearance can be customized by means of the filter functions and column settings [2].

The result table is located at the center of the window [3].

Quick access

The quick access function enables you to directly access a certain list. Just enter the name of the list into the "Search tree view" field and that's it:

Update display

As soon as you change filter criteria in a list, you will have to refresh the display.

To do so, click the <Enter> button or
click the magnifying glass located at the upper right hand corner of the window.

Setting filters

[Active lists > Structure > Filter functions located in the upper part of the window]

On the left-hand side you will find filters that you can use to limit the hitlist to specific criteria. Depending on the list you are using, the filter functions my vary.

Figure: Available filters in the reservation list

Reminder: When setting a filter, hit the <Enter> key afterwards or click on the magnifying glass located to the top right of the window to refresh the display.

Here you will find a model description of the filter functions in the reservation list:

Search	When opening the lists, they are set to the current date by default. Of course, you can also change the date or duration of stay by simply overwriting the date in the entry field (From:/To:) or by selecting a different date using the calendar function. Period: Looks for reservations within the provided searches for reservations made within the given duration. Option until: Searches for optional reservations whose option limit expires on the entered date. Enter the option until and select the “Optional” status located in the lower left part of the window. Remove the check from all of the other status filters. Created: Displays reservations which have been created within the selected time-period. This can especially be handy when wanting to view all of the reservations which you have created on a specific day!
Type	Rooms: Display at room level. Rooms are displayed only once, even if the room is booked for one or more guests. This is useful if you would like to check in all guests for a particular room at the same time. Guests: Display at guest level. Every guest is listed separately. A room, reserved for several guests, will be displayed more than once (once per guest). Select this option if you would like to check in one guest of a room booked for several guests.
Name, Res./CRS	In most active lists you can search for the guest’s last name. In the reservation list you can even search for the reservation number . You do not necessarily have to enter the entire name. It is enough to enter the first (couple of) letter(s) for instance. protel Air then shows you all the guests whose surname or company name begins with this letter.
Rate code	You can limit the list by only displaying hits with a certain rate code. Simply enter the name of the rate code (or a part of it) and the desired list is done.
Room / Room type	Would you like to see the arrival and departure dates? Or would you like to see information about a room's turnover? This filter will help you. Simply enter the name of the room or room type and the desired list is done.
Allotment	You can limit the list by only displaying hits with a certain allotment (quota). Simply enter the name of the allotment (or a part of it) and the desired list is done.
Status	You can further limit the hit list by only displaying hits with a certain Status, e.g., when only wanting to view definite reservations. Simply select a check box to filter the results list using one or more statuses.

Show additional filter

You will find the following button in most of the active lists:

Click this button to show additional filter.

Mark the checkbox of the desired filter to activate it:

The selected filter will be shown in the active list.

Underlined columns | List elements can be edited "inline"

The contents of columns with underlined column titles can be edited inline.

Learn more about inline editing:

Click two times into the underlined field for the column you would like to edit.
Change the contents of the field which you have clicked on.
Click [Enter] to adopt the changes.

Example:

Figure: Change room number inline

Open a list-element

Double-click the list-element to open it. While doing so, make sure that you are clicking into a column which is NOT underlined.

Standard buttons

There are several buttons in the lower part of the dialog allowing you to work with the list. Here you will be able to see what the editing possibilities are for the respective list. Depending on the list you are using, the buttons displayed may vary.

Figure: Buttons in the arrival list

Every action activated by the respective button is only valid for the entry which you had previously marked in the active list.

Save list view

As each user has individual preferences for what is to be displayed on the screen, protel Air offers you many possibilities for flexibly customizing the structure of your active lists. For example, you can show or hide any of the columns.

Without having to continually reset your questions, simply save each active list with all of the settings.

Just access the desired list and make all of the necessary changes you require.
Move the mouse pointer over an arbitrary column's header in the list and then click on the little arrow. Select the "Save current list view" entry from the drop-down list.
Select whether the settings are to be saved only for you or for all of the users.
The list view will now be saved, i.e., when opening it next time, the list appears with the column settings which have been last saved.

Save list view as...

When using the "Save current list view as", a new list with another name will be saved. You can make unlimited settings and then save the list as a user defined list or for all the users at the hotel. The following properties can be configured and saved: The column sequence, column width, column sorting, show/hide columns, and filter settings.

How to proceed:

Access the desired list and make all of the necessary changes you require.
Move the mouse pointer over an arbitrary column's header in the list and then click on the little arrow. Select the "Save current list view as" entry from the drop-down list".
A new window then opens:
Enter a meaningful name for the list.
As need arises, select a new value for the sorting. For example, if the list is to appear in first position under "User defined lists", you will have to use 1.
If you want to sort the list in alphabetical order, leave the sorting value empty.
Select whether the new list is going to be saved only for you or for all other users. "Only or me" means that only you are able to access the list. "For all users" means that the list is also available for other protel Air users.
The list view will now be saved, i.e., when opening it next time, the list appears with the column settings which have been last saved.
Then, click [OK].
To access the saved list, click on the Lists button in the menu bar, and then select User defined lists . There you will find the lists divided into areas of application.

Example: Compile a list displaying all of the reservations with the status “non-binding offer” and create a list for the available offers based on this list.

Access saved lists (user defined lists)

In the Lists menu, click on User defined lists.

You then proceed to an overview which displays all of the saved lists in your system. This includes lists which have either been created by you or another user.

Context menu

For every entry displayed in the active list you can call up the context menu. The context menu provides you with many options for the selected entry.

Learn more in the next chapter: “Elements & Functions | Context menu.