Guest and company profiles
Profiles in *evolution hotel software allow comprehensive management of the relations with guests and business partners.
By introducing single common database for both operations and sales, *evolution enables you to capture and store all important data for your guests and business partners in one extremely powerful profiling system.
The profiles functionality assists you throughout the booking or guest service processes by eliminating the necessity of manual searching and entering of profile's rate, room preferences and special treatments.
Profiles also concentrate the information about the current status of the guest loyalty wallet, automate business operations on contracts, store contact information and invoicing data and provide profile history and guest statistics information.
Negotiated rates, preferences and contractual conditions
Profiles capture the entire viable information regarding you relations with your accounts – regular guests, companies, agents and tour operators. Based on the profile information, users get comprehensive support throughout any aspect of the booking, guest servicing, invoicing and customer relation processes.
Assigning prices and promotions to profiles
Flexible rate system allows you to capture all price conditions, as well as all discount and promotion conditions. Rates can be linked to the profiles of guests, agents or tour operators, thus eliminating any possibility for wrong rate, routing, room share, package or promotion posting. Assigned rates may automatically post:
- Seasonal prices
- Weekend prices
- Different prices for different boards
- Single use prices
- Special discounts for children and extra guests.
- Special discounts (eg. “pay 10 get 14”)
- “Early birds” (eg. “book before February 1st and get 25% discount”)
- Other types of discounts or surcharges
Custom rate for a specific arrival
A custom price, offered for a specific arrival, can be indicated directly in the booking and be posted automatically onto the account of the guest/company, thus providing even further flexibility to the servicing of regular guests
Room preferences and special treatment instruction
*evolution stores any viable instructions regarding special preferences, favourite rooms, treatment instructions and room upgrades.
Special room maintenance and room upgrades
The 'Maintenance schedule' functionality provides for cases when contract terms require special housekeeping and maintenance procedures. All required tasks are defined there. Linking a maintenance schedule to a profile transfers the information to the housekeeping reports and ensures correct guest treatment and service.
Deposits processing
In cases when your account (guest, agent or tour operator) installs a deposit, which is used partially by each arrival, *evolution can track the updates on this deposit.
Payment conditions and credit status
Set profile’s check-out and payment policies.
Assign 'credit accounts' status to your special conditions accounts - allowing postponed invoicing for room charges (eg. for group or tour operator invoicing where certain specifics shall be taken into consideration) and only issue invoices for extra services on check out of each room. Operations with credit accounts are restricted by access level rights.
Credit limits and transfer
Introduce credit limits. Upon outstanding postings aggregate on profile’s account reaching the credit limit, it will be blocked for any further postings until a deposit or payment is collected. Special notification will be delivered at any attempt to render new postings through *evolution or via the POS.
The profile account may be also blocked entirely for postings form the POS or from other interfaces.
Processing and access restrictions to profile and account information
The entire access for processing certain profile accounts may be restricted. If such limitation is assigned to a profile, users who have not been assigned processing rights will not be able to see or modify the postings and prices on them. This functionality is designed to provide price confidentiality on special accounts.
Allotments and cut-off periods
Allotments on tour operator contracts can be defined in advance and consequently processed, including full combinations by - room types, seasons and cut-off (release) periods.
Based on them, *evolution calculates occupancy forecast based on all registered allotments. It also tracks the use of allotments and alerts the user in cases of an overbooked allotment or of violating the cu-off period restrictions.
Booking positions
Booking positions (summary expected occupancy) sent by tour operators can be registered separately for each tour operator. The system uses the data for calculating the occupancy forecast of the hotel.
Other automatic contractual fees and postings
Advertising discounts or similar marketing fees negotiated with tour operators can also be defined in the profile of each tour operator and be calculated automatically when invoices of the respective operator are issued.
Invoicing details and special invoice forms
Profiles store all profile’s invoicing details.
They may also be assigned special invoice format forms, for example specific invoice forms as required by major international tour operators and agents, optimized for groups and comparison with the partner's rooming lists.
Contact details
Variety of fields for saving information on the guest or the business partner.
- Information in address cards filled in automatically for regular guests.
- Full contact details - phones, e-mails, faxes, contact names
- Company details filled in automatically after the first issued invoice.
- Easy profile search by contact or company details.
Profile history and statistics
Customer history, be it of a guest, agent or a company, can be checked easily for the respective profile.
- Detailed history of all stays if the guest.
- Information about the last room and price used.
- Summary statistics about the number of nights, turnover, average price, etc. during the current year.
- Comparison and difference to a specified previous year.
Customer relations
- A wide range of filters for profile searches allows easy compiling of target lists for mailing campaigns.
- Integration with MS Office and OpenOffice allowing export of lists in formats suitable for Mail Merge.
- Files sent to customers can also be linked to the respective profiles for easier access.
- Confirmation letters, invoices and other documentation bearing the hotel logo and customized header contribute to the professional image of the hotel.
Profile’s access to book via hotel’s internet site (WBE)
Enable your accounts - individuals and business partners, to book or send booking requests via password protected accounts through your hotel's web page. All booking requests are based on the single real time image of availability and are registered directly in hotel's real time *evolution database with all their details.
- Easy activation. Fast activation of profile's booking account via *evolution WBE Web site link for registered accounts, simply by entering profile's access password.
- Negotiated rates and promotions. Guests, Agents and Companies see and book at their negotiated rates or at other available rates and promotions, applicable to the respective profile.
- Single and multi-rooms reservations. On-line booking capability is available for both individual guests and for more complex corporate or agent account reservations. They can be made for more than one room, and allow different number of guests and different boards for each room.
- Assign guarantee and confirmation policies. Depending on respective profile's guarantee policies, booking requests may be automatically confirmed if the requested guarantee is provided (eg. credit card guarantee for individual guests) or may be left for manual confirmation or rejection with a single click (eg. agents or corporate customers with valid contracts). In either case *evolution will send automatic e-mail with a status update.
- Self cancellation. Your accounts may cancel their reservations by logging to their accounts.
