The reservation dialog is the focal point when dealing with the creation and editing of reservations Here you have access to all relevant guest and reservation data. The displayed reservation data can be edited with but a few mouse-clicks - the changes made here directly influence the occupancy situation.

There are numerous ways of accessing the reservation dialog

by means of the booking enquiry

Reservation > new reservation

Reservation > Reservation enquiry

[Reservation > Walk-in]
via room plan via double-clicking the respective reservation
via room type plan (for new installations)
by means of the active list (by double-clicking or via the function button)
via the context menu (right-mouse button click on the reservation)

Tabs in the “Reservation dialog”

A reservation can contain a lot of information and details. To gain a better overview, the information has been distributed amongst numerous tabs which are listed in the left part of the reservation dialog.

Move your pointer to the right edge of the title bar until the pointer changes into two arrows . By keeping the left mouse button depressed, move it to the right or left to change the width of the menu bar.

Linked profiles
Reservations
Rooms
Guests
Invoices
Payment instructions
Fixed charges
Action log
Traces
RBD
Extras
Extended

By default, the Dialog Box opens with activated "Rooms" tab.

Booker of the reservation

[Reservation dialog]

At the top left of the reservation dialog, the Booker of the reservation will be displayed:

A simple click of the mouse on the name of the booker will open the guest profile for that booker.
Here you can, for example, edit the booker's contact information.

Change booker

By clicking on the magnifying glass you can change the booker for the entire reservation. The guest and booker of a reservation can be identical.

Reservation number & CRS number

Reservation dialog]

Each reservation automatically contains an internal reservation number which is displayed at the top center of the reservation dialog. If necessary, a CRS number (Central Reservation System) can be saved. To do so, click on the pencil symbol located at the top right of the reservation number . Then, enter the CRS number.

By means of the following replacement code -${globalcrsnumber} - the CRS number can also be used and exported in reservation texts.

Creation date, edit date, and user

[Reservation dialog]

In the upper right you will see:

when and which user created the reservation,
when and which user changed the reservation recently:

Print tasks button

[Reservation dialog]

Information about navigation in this section: In the displayed window, click on a certain element in order to navigate you to the respective help topic. Areas marked in blue are related to topics which are going to be covered in this section (4. "Print tasks, Invoice dialog & Co").

Reservation confirmation

[Reservation dialog > Print tasks]

Create a reservation confirmation at the blink of an eye by clicking on the print tasks > reservation confirmation located in the reservation dialog.

Figure: Reservation dialog > Print tasks > Booking 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.

If you would like to "externally" print your reservation confirmations or other guest documents, you require an interface to a compatible 3rd party vendor's software, e.g., the Serenata integration via protel I/O. After the tool has been connected to your protel Air, the feature can be activated for use. — For more information, please contact our Sales-Team.

Language

The language will be automatically set as in the guest profile adjusted. So the guest documents will be created in the correct language. (Changes are only required if the target language differs from the guest's language!)

Template type

Select a template type (only required if the desired template type deviates from the standard template type. For group reservations eg. there are special templates - see chapter "Booking confirmation for group reservations".)
Note: If all templates of one template type have been set to inactive in the system data, the template type will not be shown in this place (see example here).

Template

Select a template. (only required if the desired template deviates from the default template type)
The selectable templates will be displayed alphabetically:

The template helps you determine 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) Print as PDF

Creates a booking confirmation as a PDF file.

b) Create an Open Office file (.odt)

c) Print as email

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

Any email address can be inserted here.

Add. free text

Set a checkmark in the Add. free text check box 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.

ATTENTION: The individual email text does not support hyperlinks, which means that you cannot embed images via a link. Links which are embedded in the default text might also not function properly!

Click [OK] to create the booking confirmation according to the made modifications.

Background information about the booking confirmation:

Recipient of the reservation is always the booker of the booking.

The default template is defined in the system data under “Text Templates > Settings > Default Settings > Hotel management > Reservation confirmation”.

The default text for the electronic reservation confirmation is defined in the system data under “Text Templates > Tab “Settings > Default Settings > Hotel management > E-mail template".

Related information on the configuration of the reservation confirmation:
System data > Text templates
System date > Text templates > Settings

Registration form

[Reservation dialog > Print tasks]

Registration laws in some countries stipulate that guests have to fill out a registration form when they arrive in the hotel.

This registration form can be created as a PDF in protel Air. You can then print it and have it filled out by the guest. Data such as room number, arrival and departure date are taken from the reservation. If the guest profile includes address and contact data, these details will also be filled in when printing the registration form.

In the reservation dialog, click on [Print Tasks] and then on “Registration Form.”

Language: Select the language in which the registration form is to be created.
(only required if the target language differs from the preset language of the default template.)
Template type: Select a template type
(only required if the desired template type deviates from the standard template type)
Single page: When the check box has been selected, protel Air will print every registration form on a single page in A 4 format.
If you remove the check mar, even two registration forms can be printed on a single A4 format page. In this case, the registration form will have to be generated in A5 format (Standard).

Background information about the registration form:

The default text for the electronic reservation confirmation is defined in the system data under “Text Templates > Tab “Settings” > Default Settings > Hotel management > “Registration Form.”

If the reservation contains more than one guest, you will need to pay attention to the following:
- when selecting a room in the "Rooms" tab, the data of the allotted guests will be exported to the registration form. When no guests have been allotted, the respective fields will remain empty.
- Select a guest in the "Guest" tab, the registration form will be created for this guest.

All entry fields that have not been filled in by protel Air automatically, will need to be manually filled in by the guest!

If required, the companion (accompanying person) will also have to be filled in manually.

For regular guests with completely filled in guest profiles, registration forms can be prepared before the guests arrive. This way the guest only needs to sign the filled in and printed registration form.

Further information regarding the configuration of the registration form template:
System data > Text templates > Settings

Invoices

[Reservation dialog]

A click on the [invoices] button opens the invoice overview for the reservation.

Learn more...

Show group

[Reservation dialog]

The [Show group] button only appears if the opened reservation belongs to a group reservation. Clicking on the button opens the Group reservation dialog box. ("Reservation > Group reservations")

Reservation tasks

[Reservation dialog]

Copy reservation

[Reservation dialog > reservation tasks]

The "Copy reservation" function does that. It copies the entire reservation to an arbitrary arrival date still to be set:

Element	Explanation
Arrival date	This is where to select the desired arrival date for the copy.
Departure date	The departure date automatically adjusts itself - the number of nights from the original reservation is decisive. If necessary, you can change the departure date by clicking on the respective calendar page.
No. of copies	This is where you need to enter the number of copies that are to be created.

Click on [OK] to create the desired copy/copies.

What is going to be copied?

The following information taken from the original reservation is used for the copy:

Booker
Guest
Rate Code (depending on availability)
Number of persons
Number of nights
Room type
Reservation comments
Fixed charges
Traces
Changes made to the RBD
Altered invoice address, where applicable
Reservation status - please note: For reservations in the future, the set reservation status will be adopted. The default status from the system data will be used for in-house reservations, checked out reservations, and cancelled reservations.!

What is not copied?

The room number - a room type reservation is always generated.
CRS number (if available in the original)
Linked profiles
Payment instructions
Bookable packages

Register credit card data

Credit card data may be entered manually, for example, if a guest makes a booking by telephone.

Click the Reservation tasks > Register credit card data to enter credit card data for the accessed reservation.

Attention!

For security reasons, only authorized hotel personnel can access the dialog box to enter credit card data!

The window for entering the credit card data opens. Enter all of the relevant data manually here .

Ill.: Reservation tasks > Register credit card data.

All fields with * are mandatory

Entry	Description
Credit card no.*	This is where you enter the credit card number without any spaces or special characters. protel Air checks the entered credit card number for its validity. The checking of the data occurs during entry. As long as the entered number is incorrect or incomplete, the entry field will be framed in red: It will switch to a blue frame when the number has been accepted:
Cardholder*	This is where you enter the cardholder's name.
Valid from	This entry is optional. Usually, the date has to be only provided for debit cards.
Valid thru*	Enter the card's expiry date here. Click on the calendar icon and select the month and the year from the calendar. Click on [OK] to select the date.
Card type	The credit card type will automatically appear once the credit card number has been successfully entered.


Issue no.	Optional. The issue no is only used by certain card types (Smart, Solo, Maestro) and is a single or double digit number printed on the front of the card.
Reservation ID	The reservation number is automatically adopted by the reservation dialog box.
Guest profile ID	This option is not available for protel Air.
Surrogate value (Token)	The token is displayed here once the credit card information has been tokenized (encrypted). Explanation: Rather than using real credit card numbers, protel Air solely uses tokenized numbers. The sensitive original data are stored on the external tokenization server where they are protected from unauthorized access.

By clicking on the [Tokenize] button, the entered credit card information will be encrypted and the following message appears (see illustration below).

The [Tokenize] button is only activated if all of the entries have been completely entered and the credit card number has been successfully approved.

Ill.: Credit card data has been entered, saved, and tokenized.

Click on [Close] to return to the credit card screen.

Click on the little cross to close the window and to return to the reservation dialog box.

Show credit card data

Rather than using real credit card information, protel Air solely uses surrogate value (tokenized numbers). The sensitive original data are stored on the external tokenization server where they are protected from unauthorized access.

Should a credit card be manually charged (e.g., because a guest does not arrive and will be invoiced as "NoShow"), there is the option to decrypt and display the credit card data by means of the detokenizer.

Attention!

For security reasons, only authorized hotel personnel can access the dialog box containing credit card data! The dialog can only be called up if credit card data has been entered for the respective reservation (see above).

First, open the reservation dialog. Once there, click on (Reservation tasks > Show credit card data)

Afterwards a new window opens:

Ill.: Detokenize credit card information for display purposes

Click on the [Detokenize] button. The credit card information will then be decrypted and displayed as shown in the illustration:

The surrogate value (Token) is displayed in the Token field.

Click on the little cross to close the window and to return to the reservation dialog box.

Edit credit card data

As need arises, you can edit previously saved credit card data.

First, open the reservation dialog. Once there, click on (Reservation tasks > Show credit card data).

Attention!

In the next window, click on the [Detokenize] button.

In the next window displaying the credit card data, make the necessary changes and then click on the [Change] button.

Delete credit card data

As need arises, you can delete previously saved credit card data.

First, open the reservation dialog. Once there, click on (Reservation tasks > Show credit card data).

Attention!

In the next window, click on the [Detokenize] button.

In the next window displaying the credit card data, click the [Delete] button. All of the credit card data including the token are deleted from the tokenization server.

Authorizing credit cards

[Reservation Summary dialog > Reservation tasks]

This function is only available for the implementation of an EFT interface with connected payment provider!

The authorization offers you the security that the reserved amount is also available for debit.

The requested amount is reserved to the credit card. This means that it will be fixed for a previously agreed upon period of time (max. 28 days). A posting will not be done at this time.