Calypso Resort & Towers. Guest Pass Access System User s Guide (Revision 1.0)

Transcription

1 Calypso Resort & Towers Guest Pass Access System User s Guide (Revision 1.0)

2 1. SUMMARY/OVERVIEW OWNER AND MANAGEMENT COMPANY REGISTRATION LOGGING BACK IN HELP AND SUPPORT PRE-PAID GUEST REGISTRATION SINGLE PASS PRE-PAID GUEST REGISTRATION - MULTIPLE PASSES GUEST-PAID REGISTRATION SINGLE PASS GUEST-PAID REGISTRATION MULTIPLE PASSES VIEWING GUEST REGISTRATION PASSES EDITING GUEST REGISTRATION PASSES CANCELLING REGISTRATION PASSES PRE-EXPIRING GUEST REGISTRATION PASSES Revision 1.0 Page 2 of 22

3 1. Summary/Overview This User s Guide details how to register for and use the online Calypso Towers and Resort Guest Registration System. Once registered owners/managers can create and manage Guest Registration passes for the north parking garage. The guide details the experience of both the owner/manager and the guest. Summary With growth comes change! The Calypso Towers Resort Community Association, Inc., believes it is important to develop systems and processes ahead of time to effectively manage the property to ensure that all owners and guests have a pleasurable stay at Calypso. As part of the community s long-term growth plan, we recognized the need to create a modern, Guest pre-registration system to allow access in and out of the north parking garage. By putting the system online, owners and rental managers can easily manage their guests 24/7 while providing administrative control to the association during high occupancy periods, when that is necessary. Parking located directly underneath Tower I and Tower II is reserved for those owners who have purchased a parking space. This parking area is managed separately from the north parking garage. At this time, pre-registration for those spaces is not required. Each guest will be charged a registration fee for each vehicle they plan to use while at Calypso. The fee is inclusive of all taxes which the association is responsible for reporting. Funds collected by registration will be used to cover the initial cost and annual maintenance of the system. Additional funds may be deposited to the annual operating budget or used for future growth of the community. This User s Guide details how to register for and use the online Calypso Towers and Resort Guest Registration System. Once registered owners and management companies can create and manage guest registration passes for the parking garage. Overview Each unit will be mailed one radio frequency identification card (RFID card) to use as a credential to enter and exit the garage during their stay. Vendors, including management companies and housekeepers, are required to register in the association office. Vendors will be charged $10 per RFID card. Owners and Management Companies are required to notify the association office in the event you terminate a vendor so their RFID card can be deactivated in the system. Temporary visitors will park outside the north parking garage and pick up a temporary pass. If a temporary pass is required for entry into the garage, Please contact the Property Patrol 24x7 at , or the Association Office from 9:00 AM 5:00 PM at Revision 1.0 Page 3 of 22

4 2. Owner and Management Company Registration The owner, or rental management entity, needs to register for access to the Guest Registration and Parking Control system web site for creating, editing and deleting of the passes. A) Open a web browser to the Calypso Resort & Towers Owners Association site at From there click on the Guest Registration link. NOTE: This method is also used to reset a forgotten password. B) From there, since you are a new user, click on Activate Account. C) Enter your address in the box and click Reset Password. NOTE: The you need to use here is the you have provided the owners association office and is associated with condo s you own or manage. Revision 1.0 Page 4 of 22

5 D) You will receive an automated from Calypso Towers Resort Community Association Inc. with the following content. Click the Hyperlink to set your new password. E) Enter and confirm your new password. Then click Reset Password to set your new password in the system. This action will automatically log you in. F) Confirm or Edit your Profile and Personal information. Here you may confirm or edit the following: Address Password Name and Mailing Address Contact Phone Number(s) ** NOTE: For authentication this information needs to match what is on file with the association office. Revision 1.0 Page 5 of 22

6 G) You may enter a credit card to have on file if you desire to pay for the Guest Registration fee on the Guest s behalf and want to remember a credit card for ease of use. The decision to pay on behalf of the Guest and what card information to use can be made on each individual registration creation. H) The Guest Registration fee includes the associated taxes. 3. Logging Back In To log back into the system simply open a browser to the owners association web and click on the Guest Registration link to the left. NOTE: After some period of inactivity the site will automatically log you off. NOTE: This is the preferred method over book marking the Guest Registration link as that underlying link could change. 4. Help and Support If you experience difficulty with the process contact the Association Office. Monday through Friday 9am - 5pm Central Time at the following: Association Office: Association CalypsoOwnersAssociation@Yahoo.com Other hours: Contact Property Patrol at Revision 1.0 Page 6 of 22

7 5. Pre-Paid Guest Registration Single Pass The owner or manager can create either a single or multiple Guest registration and pre-pay with a credit card that is on file. In this example a single pass is created. Begin by logging in and clicking Add Guest Registration as circled below. Select the Start and Expiration Dates as well as their associated times. NOTE the QUANTITY of passes needed defaults to 1. For multi-pass creation see Section 6 on Page 12. Enter the Contact Information. NOTE: the address will be used to deliver the vehicle registration information to the guest. In this case click PAY FOR GUEST REGISTRATION PASS to pre-pay for the pass. Revision 1.0 Page 7 of 22

8 Either enter your credit card info for payment or check the box USE CARD ON FILE. Click CREATE The guest, at will receive an . That will contain the following message: Revision 1.0 Page 8 of 22

9 The guest Clicks on Click here to confirm your Guest Registration Pass link and is taken to this web page where they agree to the three sets of rules and confirm their registration (click CONFIRM which is only available if all three checkboxes are checked). Revision 1.0 Page 9 of 22

10 The guest is then presented with this new status: The guest receives a confirmation containing the following, as well as an attached PDF Guest Registration Pass: Revision 1.0 Page 10 of 22

11 The attached PDF can be used by printing out before arrival and then scanning it at the north parking garage entry gate at Calypso. Clicking the GUEST REGISTRATION PASS link in the takes the guest to a web page. It can also be scanned if it is printed out before arrival or it can be on a mobile device and presented at the north garage parking gate. Revision 1.0 Page 11 of 22

12 6. Pre-Paid Guest Registration - Multiple Passes The owner or manager can create multiple pre-paid Guest Passes per rental period in one of two ways: 1) Follow the procedure in Section 5, Page 7, and create the multiple passes separately. The owner or manager will pay for each pass individually and the guest (or guests) will receive separate s for vehicle registration confirmation and printing. NOTE: This method facilitates routing each pass to an independent address. 2) Or, when creating a pass per the procedure in Section 5, select the desired QUANTITY of passes from the Dropdown Box. The Payment Information now shows the amount due for the number of passes selected: Revision 1.0 Page 12 of 22

13 The guest will be presented with multiple passes to Accept and Confirm in a single containing the following in the body of the When the guest opens the link in the they will need to confirm all passes individually (Note the Related Passes and message box on the web page): Revision 1.0 Page 13 of 22

14 7. Guest-Paid Registration Single Pass The owner/manager can create a Guest Registration pass, or multiple passes, for a guest where the guest is required to pay for the pass. In this example a single pass is created. Begin by logging in and clicking Add Guest Registration Pass as seen below. Select the Start and Expiration Dates as well as their associated times. Enter the Contact Information. NOTE the address will be used to deliver the registration information to the guest. NOTE the QUANTITY of passes needed defaults to 1. For multi-pass creation see Section 8 on Page 18. In this case click CREATE to create the pass and guest payment The guest, at JaneDoe@mail.com, will receive an . Revision 1.0 Page 14 of 22

15 That will contain the following message: The guest clicks on Click here to confirm your GUEST Registration pass link and is taken to the web page below where they agree to the three sets of rules, enter the payment information, and confirm registration by clicking CONFIRM. Revision 1.0 Page 15 of 22

16 The guest is then presented with this new status on that page: The guest receives a confirmation containing the following, as well as an attached PDF Registration Pass: Revision 1.0 Page 16 of 22

17 The attached PDF can be used by printing it before arrival and then scanning it at the north parking garage gate to enter and exit the parking garage at Calypso. Clicking the GUEST REGISTRATION PASS link in the takes the guest to a web page that can also be scanned if printed out before departure or if it is present on a mobile device. Revision 1.0 Page 17 of 22

18 8. Guest-Paid Registration Multiple Passes The owner/manager can create multiple guest-paid Reservation Passes per rental period in one of two ways: 1) Follow the procedure in Section 7, Page 14, and create the multiple passes separately. The guest will pay for each pass individually and the guest (or guests) will receive separate s for each Guest Registration pass confirmation and printing. NOTE: This method facilitates routing each pass to an independent address. 2) When creating the pass, as per the procedure in Section 7, select the desired QUANTITY of passes from the Dropdown Box. The guest will be presented with multiple passes to Accept and Confirm in a single containing the following in the body of the Revision 1.0 Page 18 of 22

19 When the guest clicks and opens the link in the they will need to confirm and pay for all passes individually (Note the Related Passes and Message box on the web page): 9. Viewing Guest Registration Passes The owner or manager can view all passes that have been created. Filters are available to reduce the list of passes being examined. You can enter Valid Between dates and/or Pass identifier, Room, or Name to search and filter passes. Revision 1.0 Page 19 of 22

20 The status indicated in the listing is as follows: Status Pending Paid Confirmed Canceled Description Created by owner/manager, Not yet paid, No guest confirmation Created and paid by owner/manager, No guest confirmation Created by owner/manager, Paid (by either party), guest HAS confirmed. Was previously one of the other statuses and owner/manager canceled the reservation. Also once a pass in use expires it reaches this status. 10. Editing Guest Registration Passes Guest Registration passes that have not expired can be edited in order to modify Start and End dates. To edit a pass, click on the pass number from the list of passes (See Section 9) and then click EDIT for either or both of the Guest Registration Pass Details and Contact Information. Once done with edits click UPDATE GUEST REGISTRATION PASS. Revision 1.0 Page 20 of 22

21 11. Cancelling Registration Passes The owner/manager can cancel Guest registration passes that have been created and are pending usage (Start Date/Time has not been achieved). Cancelling a pass that has been paid for will result in a refund back to the credit card used to make the payment. To cancel a pass, click on the pass number from the list of passes (See Section 9) and then click CANCEL/REFUND PASS. After this action the status of this pass will be indicated as Cancelled. Revision 1.0 Page 21 of 22

22 12. Pre-Expiring Guest Registration Passes Should the need arise to cancel a pass that is currently in use, such as the unfortunate event as an eviction, a pass can be prematurely expired by changing its end date. This effectively cancels the pass and does NOT issue a refund. To Pre-Expire a pass, click on the pass number from the list of passes (See Section 9), edit the pass (See Section 10), and then set the EXPIRATION DATE and TIME to be some date/time prior to the current date/time. Example: It is presently 4/20/2018-6:20 PM and the EXPIRATION DATE of this pass was originally 4/27/2018. To Pre-Expire the pass set the EXPIRATION DATE/TIME to a value prior to 4/20/2018 6:20 PM and then click on UPDATE. Revision 1.0 Page 22 of 22