HOW TO CREATE GROUP RESERVATIONS

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1 HOW TO CREATE GROUP RESERVATIONS To create a group reservation, follow one of the steps below: 1) select the terms on the calendar for several rooms, while holding the CTRL key, and click "Add a group booking" button or press ENTER 2) click on the first day of the reservation and click "Add a group booking" (reservation term and rooms will be added in the opened group reservation creator) The reservation screen consists of: 1. DATES OF STAY - Arrival and departure date for all reservations Days can be specified by clicking the arrow next to the date, bringing up the calendar and selecting a desired day. KWHotel will highlight the selected day. Date can also be typed from the keyboard, i.e. 7th of January and hitting the Enter key. ATTENTION! It is possible to set a different term for each room separately. Just click a date for room(s) you wish to change and use Reservation dates section, described above, to modify them. You will notice that the modified dates are highlighted green. 2. GUEST DATA To quickly add a new customer, type his name. That is enough to save the reservation; you can always get back here to submit the rest of the data. If you have more time, though, you can click the Add a customer option. COMMENT. If your customer is already in the database, KWHotel will show you this person after typing the first four letters. To check that person, click the desired customer in a drop down menu or double click the customer data that will display in the right part of the screen. When you click it, a new "Customer" window will show where in the "Customer information" tab all his data can be submitted. Here you can also select whether the given guest is a company or a private person. There are also three pre-defined statuses to choose from: "Child", "Regular" and "Blacklisted" and customer discounts that can be enabled for a specific amount of

2 time. These discounts will be applied to the reservation. In the Customer screen you can also issue a registration card. In the "Ex. status" tab the additional statuses can be created. To do so, please: - Click "Edit a customer status" - Add the status` name - Assign its order on the list - Decide whether the status is meant for the company or a private person - Add a status` color - Finally, click "Add" Comment. If you would like to correct a given status, double click it in the right part of the screen. The status` data will be shown on the left so please modify the data there and click "Correct". In the "Other" tab you can: - Add a photo of your guest - Add his symbol (used for the accounting software synchronization) - Select whether your guest agrees for mailing - Create a report showing all documents issued for the given customer - See the customer`s reservation history In the "Custom" tab you can create your own fields that will appear in every customer`s modification window. Click "Add a value" and fill in: - Name and default answer proposed by the program - Type: a) String (Text box), b) Number, c) True / False - choice Yes/No (i.e. Pick the customer from the airport? Yes/No) d) Custom choice - you can type what values can be picked, i.e. Man/Woman e) Date Time You can also select whether the field is obligatory to be filled; if so, you won`t be able to save the customer unless you fill it ATTENTION! If the customer is already in the database, KWHotel will ask if you want to create a new customer or load an existing one. To assign a company to the customer, press a yellow plus and add his data or pick it from the database on the right. If there are more guests assigned to the reservation, the calendar will display the name of the customer you have selected in the reservation screen.

3 3. COMMENTS Button above! allows you to add some additional data to the reservation; when you click it, a text editor will open. Clicking! will display the first line of the comments in the calendar. It is also possible to add a reminder to the reservation. To do so: - select a checkbox next to the date - select a date. The date can be changed by opening the calendar (by clicking the arrow on the right) or clicking a day, month, year or time and typing the correct date using a keyboard or up/down arrows to switch to a next day/month/year. COMMENT This option, for example, allows you to prepare a wake up call. When the time is up, KWHotel will display a reminder and allow you to open the reservation. We recommend to type some information about the reminder in the reservation`s Comments section because this section will be displayed as a reminder.

4 4. SETTLEMENT The "Settlement" tab allows you to select how to charge your customers. These methods are adjusted in the "Rooms" module when creating new rooms / room groups and in the "Rate plans" module. It is also possible to correct the price manually. There are two options of charging your customers: room rate per night or a rate plan. COMMENT. Prices which are different than default. If you create a new reservation or modify an existing one, sometimes a message may appear: "Entered prices are different than default". This means that we have either changed a way of charging our guest or modified a price of the reservation. If you click "Set default rates" you will restore the default price for the given room - the one you created in the Rooms module or Rate Plans module before. In the left part of the screen you manage the customer payments. If a full payment was made, you can either click "Full payment" or type the whole sum/advance in the fields just below. COMMENT. If you want to issue an advance document, it must be done instantly after typing the advance/payment. KWHotel remembers only the last typed amount and it "forgets" it right after you close the reservation. That is why you need to issue a document as soon as you type the payment. Additionally, you can type a discount for the stay and guarantee a reservation with a credit card. COMMENT. Discount is deducted only from the accommodation price, not from meals or additional services. Products` discounts can be assigned in the "Products" tab. The discount field will also display a rebate granted to the customer in the Customer screen. In the reservation screen you can also add a local tax. The local tax payment can also be inserted, just below the advance payment field. COMMENT. The local tax can be configured in Tools --> Configuration --> Taxes. How to settle a room group? 1) If you fill the "Amount paid" button, payment will be proportionally spread between all rooms 2) If you will fill the payment in the given room`s "Payment" field, the payment will be applied only to this particular room.

5 5. DOCUMENTS In the "Documents" tab you can issue invoices, proforma invoices, bills, receipts and cash documents. We highly recommend issuing all documents directly in the reservations they belong to. Documents issued in the Accounting module will not be connected with any reservations. "F" letter next to the document means that it was fiscalized by the fiscal printer. COMMENT. If you want to issue an advance document, it must be done instantly after typing the advance/payment. KWHotel remembers only the last typed amount and it "forgets" it right after you close the reservation. That is why you need to issue a document as soon as you type the payment. How to issue a receipt for an invoice? To issue a receipt that will be assigned to the desired invoice: - open an invoice that you want to issue a receipt for. This invoice can be opened from the reservation screen or from the Accounting module - click "Save" - Select "Issue a new receipt" - Click "Print". The receipt screen will pop out. Save the receipt. ATTENTION! If you issue a receipt independently from the invoice, it will be counted twice in all the reports. Documents can be further configured in Tools Configuration Invoices: PAGE 1 - change the document name (displayed as a title) - print "Original / Copy" in the fiscal documents, - automatically issue a Cash receipt and Cash disbursment for invoices and receipts., - cash register status confirmation when logging a new user, COMMENT: If you select this last option, KWHotel will ask you to type the amount of money in your cash register every time you log in. - automatically issue a receipt when you save an invoice - select default prefixes for your invoices and bills - default names displayed in the invoices for the accommodations, meals and advances, - default Product code - note displayed in case of the partial payments This note will be displayed in these documents, where KWHotel is unable to divide the number of days because only a partial payment was made. You can type the "Local tax" here for example.

6 PAGE 2 - display logo of your hotel in the invoices (you will see a path and what file must be inserted there), - insert additional payment methods - add a place where your documents are issued if that location is different than your company`s location - do not type any payment method ON / OFF - documents` prefixes and whether you want to print them ON / OFF - default notes in the documents` comments section PAGE 3 - force KWHotel to issue a fiscal document every time you make a payment - force KWHotel to issue cash documents after every payment - disable receipts - do not allow your users to create invoices in the reservation screen.

7 6. MEALS All meals, their prices and lunchrooms can be configured in Tools --> Configuration --> Meals. In the "Meals" tab you can verify a number of people eating meals, assign a meal for the whole stay for all guests or type the number of meals manually for each day. In the "Meal time" tab you can set the time during which your guests will eat in the lunchroom. This option is highly recommended for hotels where the lunchroom is rather small. The detailed meals report, including their provision time and assigned room, can be printed in the Meals module. 7. OTHER Here you can: - manage sources of reservations Click "Edit a source of reservation". Type the source of the reservation (i.e. Booking.com, from the street, TV advertisment etc.) and then click the yellow plus. You can also set up commissions for the travel agencies and portals here. How does it work? When a reservation arrives from an online booking portal, its source will automatically be added, i.e. Booking.com. If you had a commission configured for the Booking.com source, the percentage will be deducted from the reservation and displayed in the Subvention field. - fill an online reservation number - it can be used to quickly find the reservation. COMMENT. To find a reservation using its online number, go to the Calendar, hit the magnifying glass number and type the number. - attach documents related to the reservation i.e. agreements, mail copies, etc. To open a document, double click it. COMMENT. Before adding a document, you must set a path where it will be stored. To do so, please go to Tools --> Configuration --> Other --> Page 2 and fill the "Default images path". 6

8 - connect several individual reservations into a group one Every single reservation can be added to a group one. To do that: - open the first single reservation that you want to add to the group reservation, - in the Other tab, fill the number of the group reservation (in case you want to add that reservation to an existing group reservation) or leave "0" and click "Create" (to change that single reservation into a group one) - read the group reservation number from the bar on the very top. - open another individual reservation and in the Other tab type the number of the group reservation that you can assign it to. - select the currency and its exchange rate if your customer hasn`t paid in your regular currency In the "Settlement" tab KWHotel will automatically recalculate the amounts into the new currency, according to the exchange rate you submitted. - copy the reservation into another term COMMENT. KWHotel can automatically copy the reservation to the specifed date or multiply it and save it in regular time periods. 8. CUSTOM The "Custom" tab allows you to add your own fields to the reservation, i.e. advance, advance date etc. Just click "Add a value" and type: - name and a default answer KWHotel will fill in the field -Type: a) String, b) Number, c) True/False - YES/NO choice, i.e. advance d) Custom e) Date, i.e. advance date Each field can be marked as an obligatory; it will not be possible to save the reservation without filling it. 9. SERVICES Additional services can be assigned to the reservation. These services are preconfigred in Tools --> Configuration --> Services. What services can be created? Bike rentals, conference rooms, etc. These services are managed using the hour based time frames in the Services module. 7

9 How to add a service?: - click "Add a service", - choose a service type, - select a date and start&end time, - type the customer data, - adjust the price, - click "Save". The Services module is explained in detail in a different part of the HELP. 10. HOUSEKEEPING CALENDAR This module can be enabled by going to Tools --> Configuration --> Other --> Page 3 and clicking the blue "Housekeeping calendar" sign. This tab shows a calendar with the reservation term highlighted in yellow. For each reservation you can assign a different cleaning date by selecting the days of the week or an interval between each cleaning (To do so click the "Interval" option). The cleaning days will be highlighted in pink. You can also specify the time of the cleaning. All information submitted in the housekeeping calendar can be printed in the Housekeeping report, available from the "Reports" menu. 11. CREDIT CARD This tab will show only if the encryption keys have been created in Tools --> Configuration --> Security. ATTENTION! The credit cards` data is saved directly to the database and protected by two encryption keys. If someone has an access to the database or the encryption keys, he can see the credit card numbers. Saving the credit card data in KWHotel is done solely under your own responsibility. The Starline company takes no responsibility in case your credit card data is leaked and for the consequences that might follow the leak.

10 To allow yourself to save the credit card data: - run KWHotel as a Windows Administrator, - create two encryption keys that consist of minimum 8 characters (small and capital letters and numbers) - accept the regulations. In the reservation window, a "Credit card" tab will appear. Here you must submit all the credit card data and type the "Secondary key" ATTENTION! The credit card data can be deleted manually by clicking the "Delete option. The credit card data is removed automatically: - if the reservation is set as settled - if 10 days have passed since the reservation has finished - if you delete the reservation or customer from the database 12. RESERVATION STATUSES The reservation statuses depend on: - the reservation term (past, future present) - payments done 13. EXTRA RESERVATION STATUSES In the reservation screen you can create additional statuses. They will appear on the calendar when you click the "Additional reservation statuses" option in the bottom left corner. To add an additional status: 1. In the bottom right corner of the reservation screen select "Extra reservation status" 2. Click "Edit a booking status"

11 3. Type the name of the status, its order on the list, color and click "Add" and "Save", then save the whole reservation. COMMENT. If you want to modify such status, double click it in the right part of the screen; its data will appear on the left. Modify the status and click "Correct". 14. ADVANCE DUE DATE If you select this option and set a date, KWHotel will remind you during that day that the advance was supposed to be paid by then. To choose a date, click the arrow next to the date or select a day and type the date using your keyboard, i.e and hit Enter. COMMENT. If the advance due date will pass, KWHotel will highlight the reservation red in the calendar. 15. PRODUCTS For each reservation you can add products. COMMENT. The products base can be created in the Accounting module --> Goods and services. In the reservation screen, click "Products" (bottom left part of the window) and type the products, including their prices. If the given product is already in the database, KWHotel will display it on a list. 16. ISSUE A DOCUMENT You can issue certain documents: - booking confirmation, - local tax payment confirmation, - meals report and also customized documents which can be created in Tools Configuration Page 2 Automated booking confirmation settings. 17. HOW TO ADD/REMOVE ROOMS? In this part of the screen you can manage rooms that are assigned to the group reservation. We begin the reservation process by deciding which rooms to book. To do so we use the tab on the right. Select dates when you want the booking to take place, select rooms and add them to the reservation by clicking arrows: < green - move only the selected room <<< green - add all available rooms to the reservation > red - remove the selected room from the reservation >>> red - remove all rooms from the reservation We can also change dates of selected rooms. Just resign from the given room (move it back to the tab on the right), change dates, click "Search" and move room back to the reservation. To facilitate the room search process, you can use a filter - just type a part of the desired room`s name. There is also a room groups filter next to it. 18. CALCULATOR When you click the "Calculator", KWHotel will open a Windows calculator.

12 19. HISTORY The History module displays all modifications that have been done to the reservation and which user did them. TIP To quickly change a room for your reservation, you can hold SHIFT and drag the reservation. When you hold SHIFT you can also shorten/extend the reservation by dragging its left/right end. Selecting multiple terms at once can be done my holding a CTRL key, selecting the terms and hitting ENTER.

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