MotelMate Motel Managment Software from Skagerrak Software Demo guide Installing and Opening the Demo. To install the Motel Mate Demo on Windows or Mac: 1. Insert the demo disk into the CD drive. 2. Open My Computer, go into the CD Drive (with MotelMate in brackets). 3. Once opened you will find two installers. Please double click on the Demo version. 4. You will be guided through the installation via a series of screens (select C: Drive/ Mac Hard Drive when prompted for a destination). 5. The installer will also create a shortcut/alias for your desktop labelled Motel Mate Demo. 6. The programme MotelMate will automatically launch at the conclusion. Launching MotelMate On opening MotelMate you will be presented with a login screen. Please consult the Please Read Me card which came with the demo package for the demo account name and password. Type this in and click Continue. A message asking whether you would like to change your password will appear. Just select No Thanks for now. Thank you for trying MotelMate! You should then be presented with the Manager Menu as below: These are a few notes to guide you through some of the steps involved in using Motel Mate in handling your administration. Each process takes just a few minutes and you do not have to complete all of the exercises in a single sitting. There are many features of MotelMate not covered here so feel free to explore. 1 2
FRONT DESK Data Entry Click on Data Entry. Here you can see a layout involving various menu buttons as well as fields for inputting client data. The tabs along the top are for navigation within the Front Desk section of MotelMate. At the moment you will notice that the Guest tab is highlighted indicating that we are currently viewing guest details. The grey tabs lower down pertain to the individual guest. Bookings This page will display a list of existing and past bookings generated by MotelMate for this customer. The blue i at the far right of each booking will take you to the individual booking card. The Make Future Bookings button will allow you to fill out a booking form (see Booking Grid pg 5). Details This first grey tab page contains details of the guest including personal, demographic and company details. Some of these fields have drop-down menus from which you can select preset data. Other files have an information button which takes you to a related screen (to return click on Guests along the top). Finance Finance displays all financial transactions to do with this client. It includes charges, payments as well as any credits that may have been made. By clicking on a line in Previous Invoices you can see the invoice items listed in the Invoice Details pane. To view an actual invoice in order to print or email, click on the blue circle next to each invoice. Contact Log A log of all written correspondence can been seen in the Previous Contacts portal. These are generated from either the Standard Letters on the right or by simply manually writing in the Message field. Standard letters can be created on the Form Letter tab. Quick Search The Quick Search facility (right) offers a simple, portable way to find another client conveniently. Just type into the QuickSearch field all or part of a client name and then hit return/enter on the keyboard. The result(s) will appear as a list in the portal below. Click on one of these to be taken directly to that record. Or if you would rather just have a list of everyone, type all into the Quick search field. There is also a See As List button at the base of the Quick Search which will provide a more comprehensive list of customers which can be sorted and printed. 3 4 From here you can create a new standard letter by clicking on the last empty line on the standard letter list. After giving it a title you can compose your letter using the mail merge buttons on the right to help personalise the message to the client. (Try viewing some of the existing letters for examples of mail merge). Agents Travel agents that are involved with the client s booking can be logged here. These can be entered by clicking into the Agent field and selecting from the drop-down menu. This information is drawn from MotelMate s agent database. To add an agent to the database click on the Agents tab along the very top of the screen. At the bottom there is a New Agent button which will provide a new blank record to fill in.
BOOKING GRID Click on the Home along the top to return to the MANAGER MENU. Click on The Booking Grid tab. The booking grid provides a clear, graphical display of existing bookings colour coded depending on their status. New bookings can also be entered on this grid. Clicking on an existing booking will allow you to check out a guest or take you to a booking details page which can be edited. A new booking can be entered by simply clicking on an empty space on the grid. To view a different time period you can click on the date in the top left hand corner and select from the calendar. The See Holiday Guide button (bottom right) will take you to the back end of their web site where you can view your motel s booking status online. This will be displayed as a split screen with your own bookings on top and Duty Motel underneath. Make a New Booking Once you have clicked on an empty part of the grid, you will be taken to a booking screen into which booking details can be entered or edited. If it is a new booking and the customer has had a history with the motel then you can simply select their name from the Client Account search menu on the left. All the corresponding information will fill in automatically. If, however it is a new customer then click on the New Client button at the base of this portal. All the data fields will now allow you to manually type in the data. This information will also be kept in the customer database for future bookings, correspondence etc. From this screen you can change booking details to do with extra services or items. You can also change the booking status to confirmed, checked in and checked out. The actual dates, duration and room number can also be changed in the Change Bookings section in the bottom left. You can also split a bill between two bookings (Part Booking) and print an invoice preview for the customer (Pro Forma). Once a customer has been checked out then Motel- Mate will generate an invoice for you to email or print and then add the amount to their account. List Menu (Click on Home to return to the Front Desk and click on the List Menu.) The List menu offers various data information in a list layout. Within each menu you have the option to: FIND SORT and PRINT the Information. You also have the option of clicking on the list itself to be taken to the vidual indi- record. 5 6
Booking List Example 1. From the List Menu click on Booking list. 2. You have the option of choosing active bookings, Checked In Bookings or you an find your own set. Click Find. 3. Put in a specific date e.g. 15/10/2006 and click Continue. 4. You should now have a list of all customers who were staying the night on that date. 5. Click on the Sort Menu and choose Name 6. The list will be in Name order alphabetically. 7. You can now Print this list out (make sure that the print dialogue box says records being browsed, not current record). By using this process you should be able to create any list to your requirements. This process can be applied to many of the following menus. Group Bookings To make a group booking: 1. From the Main Menu click on the Group bookings button. 2. On the next message screen chose Make Quote 3. Quick Search for a client, company or agent and click on that record to fill in the form. Click continue. 4. On the next screen enter how many nights you would like your group to stay. 5. The resulting list will be all available room for the time period requested. Check as many Use this room boxes as required by your guests, adjusting the number of guests per room as you go. Click Continue 6. The following screen requires you to give the group a name, a deposit (%), and a bond if necessary. 7. The final quotation is presented which can be printed out ready for the client to sign. The booking grid will be updated (as well as the web site) and adjustments to the quotation can be made via the individual s booking page. Finance Menu From the Finance menu you are able to view all invoices, payments and credits which may be generated by the booking process. In each case you can view records as a list (you will be prompted to enter some find criteria e.g.. date range, to generate the required list). Aged trial balence displays a list of time related balance in 7 day periods. Run statements can offer to print all statement of outstanding account balances. Calendar A general purpose calendar is useful to notify or remind you of any up and coming events or tasks. Any text entered on each day will appear as a reminder on the Front Desk main menu on that day. Check in a Guest A list of all bookings confirmed or otherwise. By clicking ing on the row you can be taking to the booking information screen to complete the checking in process. Check out a Guest Same as above but this looks for currently checked in clients ready to be checked out. Check Availability UTILITIES By clicking on this you can perform a quick find for available room on any period of time. Just enter the date and the duration and MotelMate will provide you will a list. (Back on the manager menu) Click onto Utilities and you are given the choice of either writing a Client or Company letter. When you choose Client Letter you have the choice of a single A4 mail merge letter to a set of clients which can be saved against each client or discarded. Blank Checkin Form will instantly print out a form for manually filling in. 7 8
Merge Two Guests. Often when a customer makes a web booking their own details will not match those that you already have on the database. For example, you may have Edward Smith on your records but he has made his own web booking under Ted Smith thus creating a new client record. Click on Merge Two Guests and Quick Search for the two different records in either half of the screen. By clicking on Merge These Records the lower half will merge its invoicing and booking details into the upper. The secondary record will then delete itself leaving you with one amalgamated record. MANAGER MENU Data Entry Clicking on the data Entry button will take you to the two following layouts: Staff Records of all staff can be entered and stored here. Don t forget that there is a view as list button available on all menus. Suppliers The motel s suppliers can also be entered here and can be listed and printed if need be. (Click on Home to return to the Manager Menu) REPORTS Most of these report button are self explanatory. Below are listed some of those they may be of particular interest. Service Report A report can be printout of a given date with a list of any room servicing requirements for that day with check boxes to be filled in. Stats Report Your annual accommodation survey will fill out for you automatically. Run Data Backup Clicking on this will copy and export all the inputted data in Motel- Mate to a series of compact text files in a Backup folder within the MotelMate folder on your C: Drive. Apart from being another form of back up it also puts the data in a format that is easy to transport to another computer, either by disk or email, and is also easy to import into another programme. Adv Options The advanced options section in the Manager Menu is where Motel- Mate is set up for the Motel s particular requirements. Today s In and Outs A quick reference to all today s check ins and outs listed in report format. Revenue comparison. A useful report enabling you to compare bookings and revenue for two different months. To select different months, click on the month itself and choose from the drop down menu. 9 10
Motel Set Up Details of the Motel can be entered here including the dates for the different seasons (remember to press setup seasons button with any alterations you make so that this can filter through to all existing records). The Motel logo and Front Desk picture can be pasted into the available container fields. The logo will appear on most printed out documents. TO QUIT OUT OF THE SOFTWARE Return to the Manager Menu and on the bottom left corner you will see the Quit button. Click on this. A message will appear Are you sure you want to Quit? ; click yes please. Room set up The various rooms of your Motel can be entered and edited from this screen. Just click on New Room button to create a new room record. Price List Extra room items can be added and listed here. Motel policies The preset motel policy here can be edited by clicking on it. This will appear on the checking in form. Room Service Tasks These are preset service lists which can be added to the guests records. Both the Daily Service Tasks and the End of Stay Tasks can be changed on this screen. Thank you for trying the MotelMate demo! If you have any other questions, please contact Skagerrak Software on 09 377 2881 or 021 906 676, Or fax us at 09 377 2887 or email info@motelmate.co.nz User Login accounts Each member of staff can be given their own account id and password. Check the administrator check box below to give them full access to the manger menu. Login expiry dates can be entered for further security. Options Setup Software options has various setting to allow MotelMate to communicate to the internet as well as phone call logging. Drop down lists allows you to edit and customise some of the various dropdown menus in MotelMate Regional Centres is another preset list of the all the towns and their respective regions. From this the clients information will automatically select their region for any reports of demographics you may wish to compile. Mail merge Set Ups The booking confirmation, invoice letter and the payment letter can all be set up here. The mail merge fields will help personalise the letter to the client. 11 12