Reservation Plan Control Panel

Reservation Plan Control Panel

InfoThe Reservation Plan Control Panel is found in the top section of the Reservation Plan and has a number of useful tools to navigate your way around the Reservation Plan screen to assist in making your Daily Operations smoother.

      

Zoom Setting - Changing How Much Information GuestPoint Displays At Once

The very first setting that you can change for the Cloud Version of GuestPoint are the Zoom settings of your browser.
GuestPoint functions on any browser and you can change how much information displays on the screen simply by adjusting the Zoom settings of your browser.

Zoom Settings affect all areas of GuestPoint, not just the Reservation Plan, but you should base your optimal Zoom settings on how well it works for the Reservation Plan.
I.e. how many room number rows fit on the screen and how readable the text is.

The zoom settings can be found in your browser settings while you are on GuestPoint itself.
Usually there is a magnifying glass icon around the top-right side of your browser that you can click on to bring up the Zoom percentage settings.

Alternatively, the keyboard shortcut for Zooming In and Out is:
Zoom In: Ctrl + (Hold down Ctrl and press the + or = key next to the Backspace key on your keyboard)
Zoom Out: Ctrl - (Hold down Ctrl and press the - or _ key two keys to the left of the Backspace key on your keyboard).

Generally, GuestPoint works best on a zoom setting between 65% to 80%. Anything smaller than 65% generally makes it too hard to read the text.
A browser setting of 100% is typically somewhat inefficient as it makes certain sections on GuestPoint take up too much space on the screen.

Date Selection Tools & Different Res Plan Views

The top-left corner of the Reservation Plan contains quick date selection tools and options to customize the way the Reservation Plan displays for your GuestPoint.

1. Date Selector


You can click the calendar to select any date in past or future. The Reservation Plan will jump to the selected date. This saves you having to drag the Reservation Plan screen left or right.

2. Today's Date


Click the ‘Today’ button and the Reservation Plan will jump back to today. This saves you having to drag the Reservation Plan screen left or right.

3. View of Reservations on the Resplan


Click on the "View" icon to change the view of how much detail Reservations will show on their horizontal bar or how many stay dates are included in one screen.

Standard View is the default view and the most flexible view for Daily Operations, but you may wish to use the other views on an as needed basis.
The last used view for your GuestPoint User will always save & display when you log back into GuestPoint. Do be mindful of this if other operators use the same GuestPoint User.

Standard & Detail View - The difference with the "Detail" view is it makes your reservations expand vertically and shows more details like the guest's/company's VIP Star Rating, Do Not Move (Lock Icon), and Deposit Requested symbol ($ icon). Please do note that a "Do Not Move" is also easily colour-indicated by a red border around the reservation on the Reservation Plan.

Month View - This view shows 30 days. Great for visualising how busy the month is.

Quarter View - This view shows 90 days or a quarter of a year. It also visually indicates what week number (out of 52 weeks in a year) the stay dates belong to.

Booking Source - Shows the Booking Source the booking belongs to. Typically this would be the original source where the booking came from. It could be things like Phone, Email, Walk In, or OTAs like Booking.com, Expedia, etc.

Group/Company View - Shows the Group Name if it is a Group Reservation and the Company Name of the company attached to the reservation.

Agent View - Shows the Agent Name of the agent that is attached to the booking.

Nightly Rates - A very useful view. This shows the nightly rates for all cell boxes whether a booking exists or not in that cell box.

If a booking exists in that cell box, the appropriate booked nightly rate will display for that cellbox.

For empty cell boxes, the dynamic rate for that stay date & room type will show instead. Extremely useful for a variety of scenarios, like for example quickly finding a quote for one of your rooms today or in future.

4. More Reservation View Options

Clicking onto the Cogwheel Settings icon will bring up more options to customize how your Resplan displays.

Condense Resplan - A very useful option that can be used in conjunction with adjusting the Zoom settings of your browser.
This option allows more rooms to display on the Resplan screen without you having to scroll down/drag down the Resplan.

It does this by condensing the empty space between each horizontal reservation row.
By default, this option is not enabled. See below for the horizontal row differences between Non-Condensed (Default) and Condensed.

Color Coded Resplan - A simple option that removes the room type colours and transforms them into a white/grey view instead. Useful if your colours are too distracting.

Holiday and Event - This simply hides or shows the "Holiday & Event" bar that sits below the date of each column on the Resplan. Useful if you do not use the Holiday & Event feature.

Collapse Room type - This option hides the Room Type Names so only the Room Number shows. Useful when your room type names itself are distracting and you remember rooms better on a Room Number basis.

Order by Room Type - Shows all your rooms by alphabetical room type sorting order from top to bottom. Sometimes useful when you have too many room types with a strange numbering sequence.

Focus Recent Booking - When enabled, this option will make your last recently opened reservation's name visually appear as Bolded & Capitalised on the Resplan. Should be left on, it is a useful subconscious indicator. 
Enabled: 
Disabled: 

Booking Tooltip - When you hover over a reservation on the Resplan with this option enabled, a short popup tooltip appears showing very quick information about the booking itself without you having to open the reservation up. Very handy quality-of-life feature that should always be enabled.

Filter Room Type - This option is only available for properties that have a GuestPoint Premium/Enterprise Licence type and allows you to filter room types by specific assigned categories.
This option makes use of the Category/Sub Category feature from GuestPoint Premium/Enterprise where you can assign categories & sub-categories to your room types.
These categories can then be used as a reporting filter for some reports such as the Property Statistics Report, and most importantly the Dashboard section.

In this instance, this feature can also be used on the Resplan to make all selected categorie(s) or sub-categorie(s) display on the Resplan accordingly.

You can also see that it produces a different occupancy level percentage display row just underneath the usual occupancy percentage row. This extra row shows the occupancy percentage of all room types belonging to that category and/or sub-category.

The Filter Room Type feature is extremely useful for properties with a large number of rooms, or even vacation-stay style properties with multiple different geographical vacation rentals on 1 GuestPoint property.

Daily Navigation Tools - Reservation Search, Recently Opened Bookings, New Reservation, Unallocated

The top-right hand section of the Reservation Plan Control Panel has four usable buttons.


Click ‘Search’ to access the Reservation Search screen.

This screen uses Smart Search, so you can enter partial or full details relating to a guest name, company name, group booking name, email address, phone number, GuestPoint Reservation Number, Online Booking Reference Number (i.e. an Expedia or Booking.com reservation number if the booking came through the channel manager).

If you are typing in a guest name, the search format is [Last Name], [First Name]. Do not use [First Name], [Last Name].
Alert
By default, only current and future bookings are searched.
Please make sure to enable the "Show Past Reservation" slider (indicated by a green colour when enabled) to search for past bookings.
Idea
The most useful details to use while searching is often the Online Booking Site's reference number i.e. Booking.com's reference number, or the GuestPoint Reservation Number. You can usually find the Online Booking Site's reference number by searching for it in your emails or cross-referencing with your OTA's Extranet platform.

2. Recently Opened Reservations


      
One of the most useful features on the Resplan that most do not know about.

Click the ‘Recent’ button to bring up the last 10 recently opened reservations. The sorting order is top to bottom starting from most recent at the top.
This button can save you immense time in visually locating the reservation again or searching for the reservation again. Very useful when doing edits to reservations.

      

3. New Reservation/New Holiday or Event


      

Clicking the ‘+ New Reservation’ button will open the screen to create a New Reservation. From here, you can switch it to an Out of Service or a Group Reservation and continue accordingly.
There are quicker ways to make a short booking like double left-clicking an empty cell box, or for multi-night/multi-room bookings: making use of the shortcut method.
However, this button is still useful when you cannot make use of those methods.

      

Clicking the dropdown arrow on the right will bring up the option to create a Holiday/Event. 

While you can add Holiday/Events with the + Add Event button, this option allows you to create the Holiday/Event without having to switch your Resplan dates to those specific dates to use the + Add Event button.

4. Unallocated Bookings (Bookings without a Room Number)

      

The ‘Unallocated’ button brings up reservations that do not yet have a room number allocated. The default colour is a grey background when there are no Unallocated bookings.

If you have unallocated bookings, the ‘Unallocated’ button is orange and has the number of unallocated reservations next to it in brackets.

      

Orange warning symbols will also appear on the Reservation Plan on the stay dates of any unallocated bookings.

      

Clicking the ‘Unallocated’ button will open the ‘Unallocated Bookings’ screen from which you can allocate those bookings a room number by selecting from the dropdown option "Select Room" on the right.
You can also click on the guest's name to edit the reservation to assign them their room number that way.
Proceed to "Save" button when done.

      

Room Availabilities Screen

If you click on the dropdown arrow on right-hand side of Unallocated button, it will bring up a Room Availabilities screen showing the number of available rooms.

From this new screen shown below, you can also allocate bookings to rooms from this screen.

      
The number of unallocated rooms is shown in the orange box.
If you are over-allocated (more bookings than you have rooms for), the number is shown in a red box.
If you are over-allocated, the warning triangle also changes from orange to a red triangle.
 
To allocate an Unallocated Booking to a room from this Room Availabilities Screen, click on the orange (or red) box. 
You will now see a list of Unallocated Bookings for the date you selected. Simply select a room number from the list and click ‘Save’.
You can also click on the guest's name to edit the reservation.

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