Comprehensive reservations functionality

Individual & FIT group reservations

Quick reservation process

Reservation system by Clock Hotel Software gives you the possibilities to configure default values or to customize the Reservations screen according to your needs, you may complete a single room or multiple-room booking within only a few clicks.

State of the art reservation functionalities include:

• Screen customization. Possibility to rearrange the Reservations screen with option to hide rarely used fields
• Settable default values. You may assigne default values for the main fields on the Reservations screen
• Visual and interactive. Possibility to initiate a booking from the interactive Rooms and rates availability, Occupancy forecast and Room plans
• Tight integration with guest, agent, tour operator and company profiles. Depending on the selected profile, all data captured into the profile will be uploaded to the reservation – rates, payment instructions, guarantee policies, payment routing instructions, room preferences including favorite or last room, room maintenance scheme, marketing and segmentation profiles and other related information. Invoicing details and registration information will also be transferred from guest history.
• A few clicks reservation.  You need minimum information to introduce a reservation. A reservation may be accomplished either by only introducing reservation holder’s name and a contact phone or after introducing full guest/company details depending on the situation and on the available information.
• Manual or automatic room allocation. Before or at the time of the check-in, *evolution hotel software allows you to choose between manual or automatic room allocation to each reservation, including room optimization rules.

Small FIT groups

Bookings of several rooms for a small groups of guests can be created just as easily as individual ones in *evolution hotel reservation software.

• Fast and simple grouping of a smaller number of guests under one booking number. Each room has its own sub-level number (.1, .2, .3, etc.)
• Creating bookings with just one contact person, or with different contact persons for each room.
• Paying deposits or hotel bills separately or altogether.

Flexible booking process

Not all inquiries are simple. More complex cases call for flexibility and autonomy of the booking and charging process.

• Room change. Charging for different room type every day.
• Room upgrade. Charging for a cheaper room type than the one actually used or add extra amenities
• Negotiated price. If you negotiate a price valid for one specific arrival, it can be registered directly into the booking and the system will take into account automatically. You can even define different prices for each day of the stay.
• Early or late arrival. If a guest arrives at an unusual time, the hotel system will take early arrivals into account when ascribing rooms to the bookings and will protect late arrivals from being cancelled as no-show.  
• Different boards. If needed, boards can be set to be different for each day and guest in a booking.
• Room requirements. Any guest requirements to the room, like low floor or view for example, the system will save these preferences and take them into account automatically when assigning rooms to the bookings.
• VIP service. If you need to provide some other quality service, like ensuring transportation, purchasing tickets, or something else, you can create a Task and link it to the booking. At the precise moment it will remind and help you organize the procedure and appoint the responsible people. If the customer has specific requirements about the preparation of the room, like champagne, or fruit, or flowers, the system automatically includes these requirements in the housekeeping instructions reports, so the responsible personnel are informed.
• Different data for guests in the same room. If guests checked in the same room have completely different length of stay, or invoice data, or arranger / company, you can use the Share function. It allows creating different bookings for each guest and checking them in the same room.
• Complementary bookings. VIP guests can be rewarded complementary nights or nights and extra services in *evolution hotel reservation system by Clock.
• Deposits and advance invoicing. The hotel system registers deposits, received as booking guarantees, and later deduces the services supplied to the guests from them. It also allows invoicing in cases of advance payment of a booking and services provided.

Group reservations

Groups arranged by agents or companies can be managed together in a simple and efficient manner in Clock hotel reservation software.

• Same or different parameters for each room. The parameters of all rooms in a group booking can be the same, or there can be different length of stay, room type, number of guests, board, etc.
• Simultaneous check-in/check-out. The bookings in group can be checked in or checked out all at once with just one click.
• Common or split invoices. The invoice of a group can be paid for altogether by a single payer, or each booking can pay its bill separately.
• Join/Split rooms. Rooms can be easily added to or removed from a group.

Guarantee and cancellation

Manage booking life cycle efficiently through the guarantee and cancellation functions.

• Guarantee policy and deposits. Define various guarantee policies, specifying different ways of guaranteeing a booking. Each policy specifies the need of a deposit and its amount (if any), as well as the confirmation deadline.
• Link guarantee policies to profiles. Each profile can be linked to a guarantee policy, so that it is automatically applied when a booking for the respective profile is created. The same guarantee policy will apply in cases of direct booking through your web site.
• Expired guarantee terms. A list of all bookings that have delayed their guarantees.
• Deposits registration. Registering a received deposit with or without issuing an invoice, depending on your accounting policies. Deposits are automatically deducted from the bill on check out.
• Confirmation letters. Print Confirmation letters, Requests and Cancellation notifications, all bearing the hotel logo and in different languages.
• No-shows handling. Customizable auto cancellation of no-show bookings.