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!
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The reservation list replaces the good old reservation book and provides you with a practical overview of all of the reservations which have ever been booked in protel Air.
This list is particularly useful when looking for a specific reservation .
The buttons at the lower part of the window and the context menu offer you many editing possibilities.
Open the reservation list by means of the "Lists > Reservations" menu points.
The list shows you all of the reservations which have been found based on your system's filter settings. The protel Air date (today's date) and the expected arrivals are specified.
Use the various filters to change the view.
The filter functions located on the left part of the window help you limit the displayed booking to certain criteria, such as:
Time span: 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 on: 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! Arrival on: Displays reservations which will arrive on a special day. |
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Room: 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 guests 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. |
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You can search for the name of a guest profile. You don't have to enter the entire name. While entering the first few letters of the name, protel Air shows you the reservations whose guest or booker begin with the letters you have typed in. |
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Search for the group number or the reservation number. |
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In this example, enter the name of a rate code if the reservations list should only display reservations with a certain rate code! |
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This is where you enter a room description when you are explicitly looking for a certain room. When entering the name of the room type, only the reservations for this room type will be displayed. |
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Should you be working with room allotments, you can also show the reservation for a certain room allotment. Select the check box for the respective room allotment. |
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You can further limit the hit list by only displaying hits with a certainStatus, e.g., when only wanting to view definite reservations. Simply select a check box to filter the results list using one or more statuses. |
As soon as you change filter criteria in a list, you will have to refresh the display.
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Open the reservation dialog box by double-clicking in the field.
By means of the buttons in the lower part of the window, you can execute the following actions for one or more of the marked reservations - the same actions can also accessed via the context menu (right mouse click).
Opens the guest profile of an allotted guest. The button is only active when a guest has been saved for the reserved room. Clicking the button opens the respective guest's profile (not that of the booker!). In the arrivals list, the allotted guest will appear in the "Last name" i.e., "Guest name(s)" column. |
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By selecting a reservation you will be taken to the reservation summary where you have access to all of the other details of the reservation. |
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This button is only active if the selected reservation is a group reservation. The group reservation dialog box (group master) opens the selected reservation. |
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Opens the invoice of the selected reservation for editing. This button is inactive if the reservation has the Checked out status . |
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Cancel one or more reservations by clicking on this button (only active if the guest has not yet checked-into the hotle) |
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Creates a copy of the selected reservation. Enter a new arrival date (must not be identical with the arrival date of the original reservation) and protel Air creates a copy of the original reservation. Details such as fixed charges and traces are also adopted. |
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Undoes a cancellation (only possible with cancelled reservations). To undo a cancelled room, you will need to make the room visible in the reservation list: To do so, select the cancelled check box located in the status selection list located to the top right of the window. |
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Creates a booking confirmation for a selected guest. |
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For
room type reservations without allotted rooms, access room allotment
to allot a room for the reservation. |
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Update rates |
See here: Hot Topics > Reservations > Update rates |
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The Fix lodging amount option can be used to prevent the lodging amount of a rate code from being overwritten when the Update Rates function is applied (the 'Update rates' function is used to apply changed rate code business logic to already existing reservations).
Example Due to a change in tourism taxation, your lodging prices are taxed at a new tax rate from 01 January onwards. This means that for guests, whose stay coincides with the day the tax change comes into effect, the calculation of both tax rates is necessary. Until 31 December, the old rule is the basis for the calculation, and from 01 January, the new rule is the basis for the calculation. After adjusting your rate configuration to the new tax rate, you call up the reservation list for reservations from 1 January 2019 and fix the rate amounts for all these reservations using the Fix lodging amount option. Once this has been done, the reservations can be updated using the 'Update rates' function (i.e. the new rate configuration with the changed tax rate applies). Outcome: Reservations from 2019 onwards will be calculated with the new tax, whereas the prices for overnight stays until 31.12. remain unchanged. If you have any further questions, please feel free to contact our Cloudsupport staff. |
The contents of columns with underlined column headers can be edited inline.
Learn more about inline editing:
Click 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.
This enables you to change:
arrival and departure dates
room
rate code
a comment / edit existing comments
Requirements: To view the respective column, it must have been selected in the Column settings.
Further information about filters and display options for the active lists
can be found here:
Elements & functions > Active Lists > The
structure of active lists
See here: Hot Topics > Reservations > Update rates
There is now an additional "Arrival" filter in the reservation list. If it is (additionally) set, only the reservations with the respective arrival date will be shown.
Displaying the primary guest's language
The language column issues the primary guest's language from the profile:
Example
HINT: The Language column always shows the primary guest's language and not the language of guests who are not the primary guest!
You can display the language column by using the Show or hide columns function.