Reservations

RezStream Support -

Reservations

RezStream Professional's Daily Reservation Screen allows users to visually create reservations, "drag and drop" or "click and extend/shorten" existing reservations. Important customer information is visually displayed on each reservation.

 

Right click on any reservation to access a full menu choice to edit reservations, add point of sale items, record payments, view contact information, cancel reservations and much more. RezStream Professional's Daily Reservation Screen allows you to instantly view price quotes, sort units by type, unit capacity, and key amenities. Print monthly charts, view a wait list, and visually identify frequent guests. Custom reservation colors show payment status and other key information such as group affiliation. All program colors and themes are easy to customize.

 

Use the following links to learn more about reservations in RezStream Professional.

 

  • Checking Availability
  • Wait List
  • Individual Reservations - Daily Screen
  • Individual Reservations - Calendar Method
  • Long Term Reservations
  • Customizing the Contact Data Screen
  • Canceling Reservations
  • Quick Quotes
  • Gift Certificates
  • Printing Confirmations
  • Hourly Reservations
  • Group Reservations
  • Travel Agent Reservations

 

 

Checking Availability

To start any reservation process, logon to RezStream Professional and click the Reserve Day icon or press the F2 key. The Reserve Day icon is at the top of the main toolbar on the left-hand side of the screen.

 

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When a guest calls to make a reservation, there are navigational features on the Daily screen to use as shortcuts to help find available rooms. If a guest inquires about a specific date range, use the following steps to sort the Daily screen based on room availability for the desired dates. Using the calendar bar at the top of the Daily screen, left-click on the guest’s preferred arrival date (November 1). While keeping the left mouse button depressed, drag the cursor to the right to include the last night the guest is requesting to be in-house (November 2).


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After releasing the left mouse button, available rooms for November 1 and November 2 are brought to the top of the Daily screen.


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After checking availability for the requested dates, click the Unit button in the upper left-hand corner of the Daily screen to restore the original unit sort order.

 

 

The Daily Screen's Date Functions

The various date functions allow you to scroll the Daily screen’s calendar bar in order to view availability for a time frame beyond what is displayed on the Daily screen.

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  1. The left arrow allows you to scroll the Daily screen’s calendar bar one week at a time to dates prior to the selected date (10/31/2005 in the image above). The image below displays availability for October 31 – November 14.

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    Clicking the left arrow one-time changes the dates displayed from October 31 – November 14 to October 24 – November 7.

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    The default number of days displayed in the Daily screen is defined in the Tools > Display Options > View Options > Default Day view: field. There are three options available: Week (9 days), 2 Weeks (16 days), or Month (38 days).

  2. The blue circle icon 2013-04-01_13_36_41-RezStream_Professional_Help.png ) restores the Daily screen view to today’s date. In the example above, the Daily screen is displaying availability for October 24 – November 7. Clicking the blue circle icon returns the Daily screen view to October 31 – November 14.

  3. The right arrow allows you to scroll the Daily screen’s date bar one week at a time to dates after the selected date (10/31/2005). The image below displays availability for October 31 – November 14.

    2013-04-01_13_36_50-RezStream_Professional_Help.png

    Clicking the right arrow one-time changes the dates displayed from October 31 – November 14 to November 7 – November 21.

    2013-04-01_13_36_55-RezStream_Professional_Help.png

  4. The drop-down date field allows even more flexibility by allowing you to select any date to scroll the Daily screen. In the example below, the down arrow is clicked in order to display the calendar (i) and then a date is selected from the calendar (ii).

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    The Daily screen begins its display based on the selected date (11/21/2005).

    2013-04-01_13_37_07-RezStream_Professional_Help.png

 

The <F8> function key can be used to scroll the Daily screen back based on the default number of days displayed on the Daily screen. This setting is stored in the Tools > Display Options > View Options > “Default Day view” field (Week, 2 Weeks, or Month).

 

The <F9> function key can be used to scroll the Daily screen forward based on the default number of days displayed on the Daily screen. 

 

 

Printing the Daily Screen

If necessary, the Daily screen can be printed for a “hard copy” of the property’s availability for a month’s time frame. This hard copy can be printed at the beginning of each shift as a backup in case of power outages or computer hardware problems. With a hard copy printed, the front desk can continue to complete check ins, check outs, and make new reservations manually until RezStream Professional is back up and running. Use the following steps for printing a hard copy of the Daily screen.

 

  1. From the Daily screen, click File > Print > Chart.

    2013-04-01_13_39_37-RezStream_Professional_Help.png

  2. The Date Input window is displayed. Enter a start date for printing the chart. The chart is printed for a month from the date selected. Click OK.

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  3. The chart is displayed to the screen. Click the Print button for a hard copy.

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Shortcuts for Scrolling the Daily Screen

Use these shortcuts for scrolling the Daily screen.

 

 

The Daily Screen's Amenity Buttons

Amenities help describe units and are assigned to each individual unit in the Tools > Unit and Rate Setup > Individual Units screen. Key amenities that will be sortable on the Daily screen are designated in the Tools > Unit and Rate Setup > Options screen.

 

In our example, the sortable unit amenities on the Daily screen will be Non-Smoking (N), Ocean View (O), and Jacuzzi Tub (J). If a unit has one or more of these specific amenities, a black square dot will display under the N (Non-Smoking), O (Ocean View), or J (Jacuzzi Tub) heading. In addition to these three Daily screen amenity listings, the Unit Capacity (#) and the color-coded Unit Type (T) are also displayed on the Daily screen.

 

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Several amenity sorts can be performed at once. In the example below, a reservationist can view all available Non-Smoking Ocean View rooms on the Daily screen by clicking the “N” up arrow and the “O” up arrow.

 

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After sorting the Daily screen based on amenities, click the Unit button in the upper left-hand corner of the Daily screen to restore the default unit sort order.

 

 

The Daily Screen's "V" Button

Use the up and down “V” arrows to access all rooms for a property, even those not visible on the current Daily screen. Based on the number of rooms set to display at a time, clicking the down arrow will scroll the Daily screen down to the next bank of rooms. Click the “V” as many times as necessary in to view all property rooms.

 

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In this example, the property has a total of 25 rooms but has elected to only display 20 rooms at a time on the Daily screen. This value is set by clicking Tools > Display Options > View Options and selecting a value from the “Maximum units to display on daily screen” field.

 

In the image below, the down “V” has been clicked one time, changing the Daily screen display from rooms 101 – 120 to 106 – 125.

 

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Alternatively, use the <F11> function key to scroll one page down on the Daily screen and the <F12> function key to scroll one page up. 

 

 

Quotes

 

Quick Quotes

Many times, a reservationist may receive a call from a potential guest who is simply inquiring about the price of a room for a specific arrival and departure date. The potential guest is shopping rates and is not ready to book a reservation. In this scenario, the reservationist is able to produce a quick quote using the following steps.

 

  1. From the Daily screen, left-click the potential guest’s arrival date, depress the left mouse button, and drag the cursor to the right, highlighting the last night the potential guest will be in-house.

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  2. At the bottom of the Daily screen, click the text Standard Quote.

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  3. The Quote Details window is displayed. Here, a unit rate or package can be selected from drop-down lists (A), the number of people can be updated (B), and/or a discount percentage can be applied (C).

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  4. If the potential guest decides to proceed with the reservation, click the Close button to return to the Daily screen and press the <ENTER> key to continue.
  5. Any rate changes offered through the standard quote procedure will need to be recreated when returning to the Daily screen and making the actual reservation. 

 

 

Individual Reservations

 

Navigating the Reservation Calendar

RezStream Professional provides you with many ways to navigate between reservation days and rental units on the Reserve Day (Daily) reservation screen.

 

Weekly / Monthly Display View

To switch to a weekly view of rental units on the reservation screen, press the <W> key on the keyboard. The Daily screen will then change to show a weekly view. This is especially helpful for moving one-day reservations using the visual moving method.

 

To view a two-week display on the Daily screen, press the number <2> on the keyboard.

 

To return to a monthly view, press the <M> key on the keyboard.

 

You can also access these display functions by clicking on the Navigate drop-down menu from the top toolbar.

 

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To set the weekly view as the default display within RezStream Professional, click Tools > Display Options > View Options and select the desired Default Day View field.

 

Moving Forward or Back Days

To move forward 14 days, press F9 on your keyboard. To move back 14 days, press F8. You can also access these functions by clicking on the Navigate drop-down menu from the top toolbar.

 

To move forward or back one week, click the navigation arrows in the top left corner of the calendar screen.

 

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Moving to Today's Date

To move to the current day, click the blue stickpin icon located at the top, left-hand corner of the Daily screen.

 

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Moving to a Specific Date

 

There are two methods for moving to a specific date:

 

  1. Use the calendar drop-down menu
  2. Manually type the date

 

Method 1 - Use the Calendar Drop-Down Menu

Click the drop-down menu next to the navigation arrows (top, left-hand corner of the Daily screen).

 

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From this window, click the arrow buttons to move forward or back a month:

 

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Similarly, you can click on the year in the date header and move forward or back a year.

 

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Finally, you can click on the "Today" text at the bottom of the calendar window to move to today's date.

 

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Method 2 - Manually Enter the Date

Press <CONTROL> + <G> and enter the date you wish to navigate to. You may also click on the down arrow to the right of the date in the top left hand corner of the Daily screen.

 

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Note: you can also access any of the navigation shortcut functions by clicking the Navigate drop-down menu.

 

Moving Up or Down Units

If you have more units at your property than can be displayed on the screen, press F12 to move down to the units that are not currently displayed and press F11 to move back up, or press the "V" button near the top, left-hand corner of the Daily screen to view units below the current display. You can also access these functions by clicking on the Navigate drop-down menu from the top toolbar.

 

Note: If you cannot see all of your units, regardless of whether or not you must navigate up/down units, you will need to check your display settings in RezStream Professional. First look at the Individual Unit Setup section and confirm that you have the correct number of units selected under "Pick Unit." Next, look at the Display Options section, click on "View Options," and confirm that "Maximum number of units to display on daily screen" is set to the correct numeric value. 

 

 

RezStream Professional Name Search

After specifying arrival and departure dates while making a reservation, the RezStream Professional Name Search dialog box displays. Here, you have two options.

 

  1. 1. To see if the guest already exists in your database, type the last name, followed by the first name. If the system finds a match, the guest name will be highlighted. Click the Select button to choose the highlighted guest name from guest history.
  2. 2. To enter a new name, enter the guest’s last name followed by the guest’s first name and click the New button. In the example below, Simms was entered as the last name.

 

The system automatically finds Simms, Mindy. If this is the correct name, click the Select button. However, if Phil Simms is making the current reservation, enter the guest’s first name, Phil, and click the New button.

 

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Reservations from Guest History

In our previous individual reservation example, a reservation was made for a new guest that had not previously stayed at the property. The process for making a reservation for a returning guest is nearly identical. Use the following steps for making a reservation for a returning guest using the left-click and drag method.

 

  1. Left-click on the guest’s arrival date and while keeping the left mouse button depressed, drag the cursor to the right, highlighting the reservation dates through the last night the guest will be staying at the property. Right-click and select the option for “New Reservation” or press the <ENTER> key.

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  2. The RezStream Professional Name Search window is displayed. To select a guest from history, double-click the guest’s name or highlight the guest name and click the Select button.

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    To find a returning guest from guest history, begin typing the first few letters of the guest’s last name in the blank last name field at the top of the RezStream Professional Name Search dialog box. In the example below, typing “Sn” in the last name field highlights the guest with the last name of Snider. Double-clicking the guest name selects the guest and automatically displays this name in the “by the Day Reservation Dialog” box.

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  3. Continue making the reservation using steps 5 – 9 in the individual reservation section.  

 

 

Individual Reservations: Left-Click and Drag Method

The left-click and drag method can be used to make an individual reservation from the Reserve by Day (Daily) screen. Use the following steps for completing a reservation using the left-click and drag method.

 

  1. From the Daily screen, left-click the arrival date (A) and while keeping the left mouse button depressed (B), drag the mouse to the right. Release the left mouse button when the length of stay has been highlighted from the arrival date through the last night of the reservation (C). A temporary calendar bar is displayed above the selected reservation dates.

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    If incorrect dates are highlighted, press the <ESCAPE> key to start again.

  2. Once the stay is highlighted, a summary of the reservation is displayed. This summary includes arrival and departure dates, room number, room type, number of nights, and an estimated total.

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  3. To make the reservation, press the <ENTER> key or click the right mouse button and select “New Reservation.”

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  4. In the RezStream Professional Name Search dialog box, a name can be selected from guest history (returning guests) or a new name can be entered (new guests). In the example below, a new name is being entered. After entering the guest’s last name in the first text field (Dale) and first name in the second text field (Joe), click the New button.

    2013-04-01_14_04_28-RezStream_Professional_Help.png

    To select a guest from history, either highlight the guest name in the list and press the Select button or double-click the guest name.

    Next Page

 

 

 

Applying Automatic Discounts

The Edit Invoice screen can also be used to apply automatic discounts to reservations.

 

  1. From the Daily screen, select a reservation, right-click and select Edit Invoice.

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  2. The Edit Invoice window is displayed. Click the Apply Discount tab.

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    The features in the Apply Discount tab allow you to fine tune discounts for selected items, all items, or by item type (daily unit, hourly unit, POS, packages). Once the discount is defined, it can be easily applied to the reservation without any manual calculations. In addition, percentage discounts or dollar amount discounts can be applied. Use the following steps for applying a discount.

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  3. Enter the percentage or dollar amount discount in the discount drop-down field.

 

For percentage discounts, enter a “%” after the percentage value.

 

For dollar amount discounts, do NOT enter a “$” after the dollar value.

 

Two examples of automatic discounts, a percentage discount and a dollar amount discount, are described in the following links.

 

 

Creating Pre-Scheduled Discounts

Pre-scheduled discounts can be created that apply when using the left-click and drag method to create a reservation for a fixed length of time. For example:

 

  • Guests staying six nights receive their seventh night free.
  • A 10% discount is automatically calculated on a reservation that is at least three nights in length. Pre-scheduled discounts can be based on fixed dollar amounts or on percentage discounts. These discounts can apply to each day of a stay or only the last day.

A pre-scheduled discount can also be manually entered when selecting a rate while making a new daily reservation.

 

Use the following steps to create a pre-scheduled discount.

 

  1. From the RezStream Professional top toolbar, click Tools > Unit and Rate Setup > Taxes, Discounts.
  2. Click the Add New Discount button.

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  3. After clicking the Add New Discount button, a new line appears in the Automatic Discounts table with the description “New Discount.” Highlight the text “New Discount” and replace it with the offer that is valid at your property. In the example below, the offer is called “Stay 6, Get One Free.”

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  4. Enter a “Trigger” for the pre-scheduled discount. For example, on the seventh night of the stay, the guest receives a free night. In this example, the trigger is set to 7.
  5. Enter a pre-scheduled discount “Value.” The Value represents either the dollar amount or percentage discount. Checkmarks in the “Fixed” and/or “Daily” fields can be set using the information in the table below.

    2013-04-01_14_17_09-RezStream_Professional_Help.png
  6. In the example below, with the Fixed and Daily columns left unchecked, the guest receives a free night (percentage discount – 100%) on the seventh night (last day only).

    2013-04-01_14_17_16-RezStream_Professional_Help.png

  7. With the pre-scheduled discount in place, when booking any seven-night reservation, the Discount Selection field defaults to the defined automatic discount in the “by the Day Reservation Dialog” box.

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Dollar Discounts

For our dollar amount discount example, assume three $25.00 bottles of wine have been posted to the reservation.

 

We will show how to apply a $5.00 discount per bottle.

 

  1. From the Edit Invoice screen, enter the dollar amount discount per bottle.

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    For dollar amount discounts, do NOT include a dollar sign ($).

  2. In the “Apply to:” section, select the Items by Type radio button (A), enter a checkmark next to POS (B), and click the Apply Discount button (C).

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  3. The $5.00 discount is automatically applied to each bottle of wine.

    2013-04-01_14_20_44-RezStream_Professional_Help.png

Percentage Discount

In our percentaqe discount example, we will show how to deduct 10% from each daily rate.

 

Use the following steps to apply the percentage discount.

 

  1. From the Edit Invoice screen, enter the 10% discount percentage.

    2013-04-01_14_35_21-RezStream_Professional_Help.png

  2. In the “Apply to:” section, select the Items by Type radio button (A), enter a checkmark next to Daily Unit (B), and click the Apply Discount button (C).

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  3. The 10% discount is automatically applied to each daily rate of the specified reservation.

    2013-04-01_14_35_33-RezStream_Professional_Help.png

Confirmation Number

In RezStream Professional, the confirmation number for a reservation is the same as the invoice number. You can find this number next to the “Entered” date for an invoice under Contact Invoice History. You can also find the confirmation number for a reservation in the center of the Status tab on the Contact Data screen.

 

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Note: An invoice that has only point of sale charges and no room reservation will not have a confirmation number.

 

To edit the confirmation number, click on the actual confirmation number (#878 in our example). The Confirmation Number screen appears. Enter a new number in the confirmation number field. Click OK.

 

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Pre-Posting Charges

Many times a reservationist will need to post charges to a guest folio prior to the guest’s arrival. For example, the guest requests a bottle of wine in his room upon arrival. In these cases, a charge can be pre-posted to the guest invoice using the following steps.

 

  1. Left-click on the guest’s arrival date and while keeping the left mouse button depressed, drag the cursor to the right, highlighting the reservation dates through the last night the guest will be staying at the property. Right-click and select the option for “New Reservation.”

    2013-04-01_14_38_56-RezStream_Professional_Help.png

  2. At the RezStream Professional Name Search Window, enter the guest’s name and click New or select a name from guest history.

  3. The “by the Day Reservation Dialog” window is displayed. Click the Edit Invoice Details button.

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  4. The Edit Invoice window is displayed. Click the Add tab to display a list of point of sale items previously defined in the Tools > Unit and Rate Setup > Packages > Edit/Add POS Items window. Highlight the point of sale item (bottle of wine) that will be pre-posted to the reservation. Click the Add Item to Invoice button.

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  5. The charge is added to the guest invoice and displayed in the line item charges at the top of the Edit Invoice screen. Click Save to continue and use steps 5 – 9 in the Left-Click and Drag section for completing the reservation.

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Adding a Guest Photo

RezStream Professional allows you to add a photo in the Contact Data screen for each contact record. The Photo tab can be used to save a photo of the guest.

 

To add a photo to the Contact Data screen, click the Photo tab and then the Pick Photo button. Note that photos must be in bitmap (bmp), GIF, or JPEG (jpg) format.

 

 

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Select a photo from a location on your hard drive. Note that any photo you select will automatically be resized in RezStream Professional to 1040 x 800 pixels.

 

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You may change the photo at any time. Simply click the Pick Photo button and select a new graphic.

 

 

Contact Category

On the left-hand side of the Contact Data screen under the Contact Notes tab, there are six Contact Categories that indicate what the guest "status" or "relationship” is to the property. Choose one of the bullets to indicate that status.

 

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The six contact category choices include:

 

  1. Inquiry - a guest that has never stayed at your property before.
  2. New - a guest that has stayed for the first time.
  3. Repeat - a guest that has stayed more than once.
  4. Business – a guess that is staying for business reasons.
  5. Other - a contact that does not fit in any of the above categories.
  6. Vendor - a contact that you would like to display on the Vendor list. 

 

 

 

Overview - Calendar Method

An alternative to the left-click and drag method for making individual reservations is to make a reservation from the availability calendar. The availability calendar allows you to enter arrival and departure dates and then select an available room. This method may be beneficial to properties with several pages of rooms on the Daily screen or properties that book long term reservations.

 

To begin making a reservation using the calendar method, click the “Add New Reservation” button.

 

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There are two types of reservations that can be made with the calendar method:

 


Multiple Room Reservations

After clicking the Add New Reservation button, use the following steps to make a reservation for multiple rooms using the calendar method.

 

1. The Reservation Date Selection window is displayed. Use the left and right arrow buttons to scroll the calendar to the desired arrival month. Click on the reservation’s arrival date from the calendar.

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2. After selecting an arrival date, specify the last night the guest will be in-house. Use the left and right arrow buttons to scroll the calendar to the desired departure month. From the second calendar, click on the last night the reservation will be in-house. Alternatively, use the drop-down list (B) to select the number of nights the guest will be in-house.

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Another option for specifying the reservation’s arrival date and last night in-house is to click the down arrows to display popup calendars.

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3. Click the Continue button.

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4. The Select Units window is displayed. Use the availability filters at the top of the window to display available units that meet specific criteria (unit group, rate, amenity, capacity, and/or unit color).

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5. There are four options for selecting multiple units for a reservation.

 

a. To select specific rooms from the list of available rooms that has been filtered by criteria chosen above, highlight the first room desired (A) and click the right arrow button (B). Continue this process until all desired rooms are selected.

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b. To select a number of sequential units, click the “>> # Seq” button (A), specify the number of units needed (B), and then click the OK button (C).

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The rooms are added to the Units Selected table.

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c. To select multiple rooms in random order, click the “>> # Rand” button (A), enter the number of units needed (B), and click the OK button (C).

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Rooms are added to the Units Selected table.

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d. To select all of the available rooms that meet the specified criteria, click the “>>>” button on the Select Units screen.

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The single left arrow button (2013-04-01_15_37_52-RezStream_Professional_Help.png ) removes a highlighted room from the Units Selected window. The X button (2013-04-01_15_38_01-RezStream_Professional_Help.png ) removes all rooms from the Units Selected list.

 

6. When selecting multiple units, the Override Automatic Rate Calculation checkbox can be used to manually specify a room rate for all selected rooms. After entering a checkmark in this box (A), enter a manual room rate for all rooms (B), and click the Continue button (C).

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7. The Multiple Selection Reservation window is displayed. Click the Multiple Invoice button.

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8. The RezStream Professional Name Search window is displayed. If a returning guest is making this multiple room reservation, select the guest’s name from the list and click the Select button. For a new guest, enter a last and first name (Plummer, Jake) and click the New button.

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9. The Group Selection window is displayed. The contact listing that appears is the name of the person who made the last group reservation. To continue with the reservation for Jake Plummer, click the New button.


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10. The contact name is populated automatically. Enter a description, address, city, state, zip, and phone. Alternatively, a group color can be assigned. The group color is displayed with the group reservation on the Daily screen. Click the Select button.

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11. The Block Complete dialog box is displayed. Click OK to continue.

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12. The Contact Data screen is displayed. Enter group contact and reservation specific information.

 

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13. Click the Reserve Day F2 icon on the main RezStream toolbar to return to the Daily screen. The multiple reservations with Jake Plummer as the contact are now displayed by group color on the Daily screen.

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Single Room Reservations

After clicking the Add New Reservation button, use the following steps to make a reservation for a single room using the calendar method.

 

1. The Reservation Date Selection window is displayed. Use the left and right arrow buttons to scroll the calendar to the desired arrival month. Use the left and right arrow buttons to scroll the calendar to the desired arrival month. Click on the reservation’s arrival date from the calendar.

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2. After selecting an arrival date, specify the last night the guest will be in-house. Use the left and right arrow buttons to scroll the calendar to the desired departure month. From the second calendar, click on the last night the reservation will be in-house. Alternatively, use the drop-down list (B) to select the number of nights the guest will be in-house.

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Another option for specifying the reservation’s arrival date and last night in-house is to click the down arrows to display popup calendars.

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After clicking the down arrow to display a popup calendar, click the desired date to select it.

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3. After specifying dates (or the number of nights), click the Continue button.

 

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4. The Select Units window is displayed. Use the availability filters at the top of the window to display available units that meet specific criteria (unit group, rate, amenity, capacity, and/or unit color).

 

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5. Highlight the unit in the available units list (A), click the right arrow button (B), and then click Continue (C).

 

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6. The RezStream Professional Name Search dialog window is displayed. Either select a name from guest history and click the Select button or enter a new name and click the New button.

 

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A new name can be entered in the RezStream Professional Name Search window by entering the guest’s last name and first name in the blank name fields at the top of the window and then clicking the New button.

 

7. Complete the by the day Reservation Dialog window and click the OK button.

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8. The Contact Data screen is displayed. Enter guest and reservation specific information.

 

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9. Click the Reserve Day F2 icon on the main RezStream toolbar to return to the Daily screen. The new reservation is now displayed.

 

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Overview - Group Reservations

In RezStream Professional, there are many scenarios that fall under the “Group Reservation” heading. We will use these four scenarios as our examples.

 

  1. A group of friends that have never stayed at the property are in town for a golf outing where each reservation is paid individually.
  2. A softball team returns to a property every year to participate in a local tournament and each reservation is paid individually.
  3. A youth soccer team has a designated group leader who is paying all charges.
  4. A family reserves two rooms where the parents are staying in one room and the teenage children in another.

 

In addition to describing these group reservation scenarios, this section covers:

 

 

 

Adding a Group Member

In our previous example with the youth soccer club, assume an additional sixth room is now needed. Once the group reservation has been booked, another reservation can easily be added using the following steps.

 

  1. From the Daily screen, select an available room, left-click the arrival date, depress the left mouse button, and drag the cursor to the right, encompassing the last night the reservation will be in-house. Right-click and select New Reservation.

    2013-04-02_08_58_58-RezStream_Professional_Help.png

  2. In order to book the sixth room under the group leader’s name, double-click Ron Hurley’s name from guest history on the RezStream Professional Name Search window.

    2013-04-02_08_59_06-RezStream_Professional_Help.png

  3. The “by the Day Reservation Dialog” is displayed. Complete the necessary fields displayed in this window and click the OK button.

    2013-04-02_08_59_12-RezStream_Professional_Help.png

  4. The Contact Data screen is displayed. Click the Group button in the lower right-hand corner.

    2013-04-02_08_59_21-RezStream_Professional_Help.png

  5. From the Group Selection window, highlight the group leader name and click the Select button.

    2013-04-02_08_59_29-RezStream_Professional_Help.png

  6. The group leader name is now displayed on this added reservation in the Contact Data screen.

    2013-04-02_08_59_37-RezStream_Professional_Help.png

  7. The reservation is also a part of the group when viewed from the Daily screen. In the example below, the sixth room reservation is displayed in red, as a payment has not yet been applied.

    2013-04-02_08_59_47-RezStream_Professional_Help.png

 

 

 

Canceling Single Invoice Group Reservations

Canceling one room of a Single Invoice group reservation cancels the entire group reservation. Use the following steps for canceling the entire group tied to the Noel Martin reservation selected in the Daily screen displayed below.

 

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  1. With the Single Invoice group reservation selected, right-click and select the option for Delete Reservation.

    2013-04-02_09_02_40-RezStream_Professional_Help.png

  2. Complete the Delete Invoice window. There will not be a cancellation fee nor refund issued as there was no payment made on this reservation. RezStream recommends printing a cancellation letter in order to retain a hard copy of the reservation. In addition, this letter can be sent to the guest, if necessary.

    2013-04-02_09_02_49-RezStream_Professional_Help.png

  3. Click the OK button. The cancellation letter is displayed. Print a copy of the letter for your records. When you close out of the letter, the Wait List window is displayed. Click the Close button to continue to the Daily screen. The entire Single Invoice group reservation has been canceled and removed from the Daily screen.

 

Multiple Invoice group reservations are treated as individual reservations. To cancel an entire Multiple Invoice group reservation, each individual reservation must be canceled. 

 

 

 

Changing Group Arrival and Departure Dates

Group arrival and departure dates are changed in the same manner as individual arrival and departure dates. For example, assume Pam Jackson, the group leader for the Single Invoice group reservation displayed below, calls to extend the group stay by one day.

 

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Use the following steps to make this change.

 

  1. Highlight the first reservation in the group.
  2. Red arrows are displayed on the first and last nights of the reservation.
  3. Place the cursor on the right red arrow, depress the left mouse button and drag the cursor to the right, adding one night to the reservation.

    2013-04-02_09_06_33-RezStream_Professional_Help.png

  4. Release the left mouse button.
  5. The Move/Resize Reservation window is displayed. Click the Automatic Rate button to have the system recalculate the rate based on system defaults or click the Manual Rate button and left-click the Daily Reservation Total field on the “by the Day Reservation Dialog” screen to override system defaults and enter a manual rate.

    2013-04-02_09_06_40-RezStream_Professional_Help.png

  6. Highlight the next reservation in the group and repeat steps 2 – 5.

The steps listed in this section can also be followed for changing arrival and departure dates on Multiple Invoice group reservations.

 

 

 

Group Reservation - Group Pays All Charges

For the third group reservation scenario, assume a youth soccer team has reserved five rooms and the group leader is paying for all charges. Use the following steps to make this group reservation.

 

1. From the Daily screen, press the <CONTROL> key while clicking and dragging to highlight the youth soccer team’s arrival date through the last night of the reservation for all five rooms. Click the right mouse button and select “New Reservation” or press the <ENTER> key.

 

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2. When more than one room at a time is booked from the Daily screen, the Multiple Selection Reservation window is displayed. In this example, where the group leader is paying for all charges, still click the Multiple Invoice button.

 

The Multiple Invoice option allows the greatest flexibility for group reservations. With the Multiple Invoice option, individual contacts can be added to each reservation and a single room can be canceled without canceling the entire group.

 

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The Single Invoice option is then used for split reservations (one party occupies two different rooms during a stay) or family reservations where few cancellations occur.

 

3. At the RezStream Professional Name Search window, enter the name of the group leader (Ron Hurley) and click the New button.

 

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4. The Group Selection window is displayed. Click the New button. The name of the group leader, entered in the previous step, is automatically inserted in the contact field.

 

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5. Complete the description, address, city, state, zip, and phone fields. A color can be assigned to the group by clicking the paintbrush button. After clicking the paintbrush button, the Color window is displayed. Here, left-click the desired color square. The group color assigned in this step is displayed on the block of rooms reserved in the group reservation on the Daily screen. Click the Select button to continue.

 

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You must click the Select button in order to tie the block of rooms together on the Daily screen and take advantage of RezStream Professional group functions, including printing a group invoice.

 

 

6. The following message is displayed confirming five rooms have been booked for the group. Click OK to continue.

 

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7. The Contact Data screen is displayed. Complete address, phone number, and contact fields for the group leader.

 

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8. Click the Reserve Day F2 icon on the main left-hand toolbar. The group reservation is displayed in red (default color for reservations without payment) along with the blue group color band identifying all five rooms of the Hurley reservation.

 

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Group Reservation - Individual Pays - New Contact

To illustrate the first group reservation scenario, assume a group of eight friends is in town on a golf outing and each person will be paying for their charges individually.

 

1. From the Daily screen, press the <CONTROL> key while clicking and dragging to highlight the group’s arrival date through the last night of the reservation for all eight rooms. Click the right mouse button and select “New Reservation” or press the <ENTER> key.

 

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2. When more than one room at a time is booked from the Daily screen, the Multiple Selection Reservation window is displayed. In this example, where individuals are paying their own charges, click the Multiple Invoice button.

 

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If the group reservation is not subject to taxes, click the Tax Exempt Multi Invoice Group checkbox.

 

3. At the RezStream Professional Name Search window, enter the name of the group leader (Gary Pence) and click the New button. Even if all eight parties are paying for their charges individually, a group leader is still designated at this stage of the reservation.

 

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4. After clicking the New button, the Group Selection window is displayed. Click the New button on the Group Selection window. The group leader’s name (Gary Pence) is added to the list of contacts on the left and is automatically entered as the contact on the right.

 

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5. Complete the description and address fields on the right-hand side of the Group Selection window. The description field is used to enter what will be referred to as the group name (Missoula Hikers in this example).

 

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A group color can be assigned by clicking the paintbrush button. After clicking the paintbrush button, the Color window is displayed. Here, left-click the desired color square. The color assigned in this step is displayed as a group color bar on the Daily screen reservation.

 

6. After completing the Group Selection window, click the Select button (circled above). Clicking the Select button ties the block of reservations into a group on the Daily screen. Clicking the Select button also allows you to print a group invoice.

 

7. The following message is displayed, alerting you that the reservations have been booked successfully.

The message alerts you that the reservations have been created.

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The message also notifies you that you must edit each reservation individually in order to change the number of people on the reservation or to change an individual reservation’s referral source.

 

8. Click the OK button. The Contact Data screen for the group leader (Gary Pence) is displayed. Enter guest and reservation specific contact information.

 

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9. Click the Reserve Day F2 icon on the left-hand main toolbar to display the Daily screen. The reservations booked under the group contact’s name are displayed on the Daily screen.

 

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After making a group reservation, the rooms included in the group are easily identified on the Daily screen by a group color band. The group color band is displayed on each reservation that is a part of the group. In the example above, the group color band is shaded blue.

 

10. To edit an individual reservation in order to update the number of people or referral source, highlight the reservation, right-click and select View Contact Data.

 

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The Contact Data screen is displayed. Update the number of people on the individual reservation from the Guest Info. tab.

 

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The Invoice Referral Source is changed from the Custom Notes tab.

 

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11. From the Daily screen, click on an individual room reservation, right-click and use the Reassign to Contact option to change the name on a specific reservation from the group of eight rooms.

 

 

12. From the Daily screen, click any reservation assigned to the group, right-click and use the Record Transaction option to post a payment to a specific reservation from the group of eight rooms.

 

 

Access payment history for a specific reservation by clicking the Payment tab on the lower right-hand side of the Contact Data screen. 

 

 

 

Group Reservation - Individual Pays - Returning Contact

In this group reservation scenario, a softball team returns to the property every year to compete in a local tournament. The team captain, Lee Williams, always organizes the trip and is designated the group leader (contact) for the reservation. Use the following steps to book this reservation.

 

1. From the Daily screen, press the <CONTROL> key while clicking and dragging to highlight the softball team’s arrival date through the last night of the reservation for all seven rooms. Click the right mouse button and select “New Reservation” or press the <ENTER> key.

 

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2. When more than one room at a time is booked from the Daily screen, the Multiple Selection Reservation window is displayed. In this example, where individuals are paying their own charges, click the Multiple Invoice button.

 

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3. Highlight Lee Williams in the RezStream Professional Name Search window and click the Select button.

 

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4. The Group Selection window is displayed. By default, the first name in the list is highlighted.

 

 

5. Because he has stayed at the property in the past, Lee Williams displays further down in the alphabetically sorted Group Selection window. However, re-using the existing group leader record will cause old invoices to be attached to the new group. Instead of selecting and re-using the existing group leader record, click the New button and create a new record.

 

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6. A second group leader record is created for Lee Williams. In addition, Lee’s name is added as the contact and his stored address information is automatically transferred to the right-hand side of the Group Selection window.

 

 

7. Enter a name for the group. In this example, Lee’s team name, Eagle Valley Tile, is entered, along with the current year – 2006. Click the Select button.

 

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8. The Block Complete window is displayed. Click OK to continue.

 

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9. The Contact Data screen for the group leader (Lee Williams) is displayed. The Contact Log tab can be used to track guest correspondence. For example, when a confirmation email is sent to Mr. Williams to confirm his group reservation, the email can be added to the contact log using the following steps.

 

a. Click the Contact Log tab on the Contact Data screen.

 

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b. Select the Email radio button and click Add.

 

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c. Complete the Add Contact Record window and enter a description (confirmation email) and any notes. Click the Save button.

 

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d. A new line is added to the Contact Log.

 

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RezStream Professional can be configured to automatically save guest correspondence to the contact log by clicking Tools > Configure > Functionality and setting the “Default action after print letter or email” field to “Auto Save.”

 

Guest correspondence can be deleted from the contact log by highlighting the item and clicking the Delete button.

 

10. Click the Reserve Day F2 icon on the left-hand main toolbar to display the Daily screen. The reservations booked under the group contact’s name are displayed on the Daily screen with the identifying blue bar at the bottom of each of the seven rooms booked for Eagle Valley Tile.

 

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11. From the Daily screen, click on an individual reservation, right-click and use the Reassign to Contact option to change the name on a specific reservation from the group of seven rooms.

 

 

12. From the Daily screen, click any reservation assigned to the group, right-click and use the Record Transaction option to post a payment to a specific reservation from the group of seven rooms. 

 

 

 

Group Reservations - Family Reservations

Another popular scenario that falls into the group category is the family reservation where more than one room is required. As an example, there may be a husband and wife vacationing with their teenage children. In this scenario, two rooms are requested for identical arrival and departure dates. In addition, the names on the two reservations are the same and the likelihood of one room canceling is minimal. In this scenario, the Single Invoice group reservation option works best. Use the following steps for making a family reservation using the Single Invoice group reservation option.

 

1. From the Daily screen, press the <CONTROL> key, highlight the arrival date for the first room, depress the left mouse button, and drag the cursor to the right until the last night of the reservation is highlighted.

 

 

2. Keeping the <CONTROL> key depressed, highlight the same dates for the second room. Right-click and select New Reservation or press the <ENTER> key.

 

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3. At the Multiple Selection Reservation window, click the Single Invoice button.

 

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The Single Invoice group reservation option works best when all rooms will be listed under the same name and the likelihood that a reservation will cancel in the group is minimal.

 

 

4. At the RezStream Professional Name Search window, select a guest from history or enter the guest’s name and click the New button.

 

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5. Complete the “by the Day Reservation Dialog” window. The only fields active in this window when booking a Single Invoice group reservation are the Edit Invoice Details button, the reason for reservation drop-down, and the referral source drop-down.

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6. After completing the “by the Day Reservation Dialog” window, click the OK button. The Contact Data screen is displayed. Complete the necessary fields. Click the Record Transaction button if a payment will be made.

 

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7. The family reservation is displayed on the Daily screen in red as no payment has yet been made.

 

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Printing a Group Invoice

A group invoice will print charges and payments for each group member. This can be a useful tool when a group leader asks for an invoice that summarizes the entire group’s stay. Use the following steps for printing a group invoice.

 

  1. From the Daily screen, highlight a group member reservation, right-click and select Print Invoice.

    2013-04-03_08_45_11-RezStream_Professional_Help.png

  2. The Select Invoice Style window is displayed. Select the Group Invoice radio button and click the Print button.

    2013-04-03_08_45_17-RezStream_Professional_Help.png

  3. With the Print Preview box selected, the folio is first displayed to the screen.

    2013-04-03_08_45_26-RezStream_Professional_Help.png

  4. Click the Print button in the lower right-hand corner to print a hard copy of the folio. 

 

 

 

Recording Group Payments

Using the soccer team example in the third group reservation scenario, use the following steps to record a payment from a group leader that will cover the charges for an entire group.

 

1. Highlight the group leader reservation, right-click, and select the option for “Record Transaction.”

 

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2. Select the Group radio button. Each group member invoice is displayed in the “Pick Invoice and then Apply Payment to” list.

 

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The default deposit amount (100% of first night’s stay) displayed in the Payment Information window ($316.08) is the preset deposit amount defined in Tools > Unit and Rate Setup > Revenue Accounts, Deposits.

 

3. Click the Full button. The balance due for the entire group is displayed in red at the bottom of the window and in the payment amount window in the upper right-hand corner.

 

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4. With the first reservation highlighted (Invoice #121), the dollar amount in the highlighted line will be applied to the total balance due when you click the Apply button. The balance at the bottom of the screen is updated to reflect that the highlighted reservation has been paid in full.

 

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5. Highlight each subsequent reservation and click the Apply button. The unapplied payment balance is now zero ($0.00).

 

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6. Click the Save button. On the Daily screen, the group reservation is now displayed in green indicating that each reservation has been paid in full.

 

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The group payment method described in this section can also be used when a group leader is paying only a portion of a group member’s invoice balance, for example, just room and tax. In this example, the applied payment amount would equal the total for each group member’s room and tax total. Then, a second individual payment can be recorded for each group member’s incidental charges.

 

 

 

Remove a Group Member

Use the following steps to remove an individual reservation from a group reservation when the individual is still staying at the property but will not be considered a part of the group for payment purposes. For example, with our youth soccer team, assume six rooms have been booked. The sixth room is for the Assistant Coach who will be paying for his room individually. Use the following steps to remove this reservation from the group.

 

  1. From the Daily screen, highlight the individual reservation that will no longer be a part of the group (the group leader is not paying for the Assistant Coach’s room). Right-click and select View Contact Data.

    2013-04-03_08_59_02-RezStream_Professional_Help.png

  2. The Contact Data window is displayed. Click the Group button in the lower right-hand corner.

    2013-04-03_08_59_09-RezStream_Professional_Help.png

  3. From the Group Selection window, highlight the Ron Hurley contact line and click the Remove button.

    2013-04-03_08_59_18-RezStream_Professional_Help.png

  4. The Contact Data window now displays the text “None” next to the Group button.

    2013-04-03_08_59_25-RezStream_Professional_Help.pngRemove a Group Member

When returning to the Daily screen, the individual room removed from the group will no longer be displayed with a color-coded group reservation color band.

 

 

 

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