Frontdesk Anywhere 2.0 Quick Start Guide: Set- up

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1 Frontdesk Anywhere 2.0 Quick Start Guide: Set- up Welcome to Frontdesk Anywhere, one of the leading providers of online hospitality management applications. Frontdesk Anywhere is a powerful Property Management Application with many features to help hotel/motel owners and operators. While feature rich we have strived to make the application easy to use and intuitive for first time users. Your property is already configured with sample settings to give you a basic view of how the Frontdesk Anywhere Property Management System operates. This guide will take you through a couple of key areas that you will want to finish configuring while you are learning the system. A WORD ABOUT POP- UP BLOCKERS Frontdesk Anywhere uses new windows sometimes referred to as a pop- up window for a variety of functions. This allows you to manage multiple reservations and perform several tasks at the same time. Unfortunately, Pop- up blockers will prevent some functionality from occurring so it is important to set any and all blockers to allow pop- ups. This is performed within the browser and with any toolbars you may have installed on the computer such as Google or Yahoo toolbar. Pop- up Warning in FireFox Browser clicks on the options button and select Allow QUICK GUIDE CONTENTS Property Administration... 2 The Control Panel... 2 Room Functions... 3 Rate Functions... 5 Creating a Nightly Rate Creating a Multi- Night Rate Rate Priority Guest Messaging User Manager Online Booking Engine: Oboe Oboe Settings P age

2 Access After logging in to your account, the Administrator will see a yellow Admin Settings tab at the top of the screen. Clicking on this tab will open the Control Panel where all of the property s settings are managed. The Yellow Admin Settings Tab Viewed By the Account Administrator Note: Your property administration control panel can only be accessed by the Administrator. All of your property settings are accessed via the Admin Setting Control Panel. This area, restricted from access by staff user accounts, is where you configure your property with its various room types, rooms, rate types, season periods, credit card services, GDS and OTA services as well as many other settings. Key points will be covered in this guide. Detailed documents covering each section are available in the support center. 1. Rooms Room types & rooms 2. Rates Rates & taxes 3. Services Time based rentals 4. POS Merchandise & incidentals 5. Property Info Contact & billing 6. Users Staff accounts & permissions 7. General Miscellaneous settings 8. Oboe Website booking settings 9. Accounting Financial settings 10. GDA / OTA Links your account to online travel agencies Frontdesk Anywhere Control Panel 2 P age

3 The rooms function area is where you can add/update and manage all functions that have to do with room set- up and pricing. Room Amenities The room amenities section is where you can create descriptions about the features in the rooms. You should edit the values in this list first so that you may assign them to your room types as you create them. Room Classes The room classes feature allows you to assign custom defined classification to your room. The staff has the option to view the property room inventory by class. This could be used to group adjoining rooms, smoking vs. non- smoking rooms, by view, by location or any other parameters you wish to create. Room Types The room type is where the details about the room category are set- up. These details include room amenities and room occupancy. Each room type can have as many rooms assigned to it as necessary. The title is used as the description presented to your guests therefore ensure that the title will be meaningful to them. OTA Mappings Any room type mappings are shown in these fields. This area only appears when the GDS/OTA module is turned- on. Room Photo Upload an image representing the room type. This image is shown to your guests on your Oboe site when they are selecting a room type for their stay. A No Image icon is shown until you have uploaded a replacement image. Maximum Occupancy The occupancy set the maximum number of guests including children that a room may accommodate. Default Occupancy The default occupancy presets the typical occupancy for a room type. This should save your staff from needing to change this value for most the bookings. Overbooking Allowance (OBA) This is an advanced feature that allows you to sell more rooms than your property physically has. It is not Room Type Configuration Page 3 P age

4 recommended that you use this feature unless you have a specific and well defined need to oversell rooms on a consistent basis. Turning off a Room Type A room type cannot be deleted while there are rooms assigned to it. If you no longer need to have a room type appear in your property management system it is recommended that you make it inactive by unchecking the box in the status column. Making a room type inactive rather than deleting it means you will be able to maintain reservation histories. Rooms Creating a room is very simple. All that is needed is a name or number for the room and then assign the specific type, floor and class. Comments are optional and for your notation only. Edit a room quickly by clicking on the Edit link on the right most column of the room list. You can change any of the values. 4 P age

5 Frontdesk Anywhere is very dynamic and allows you to create as many rates and seasons as you need for each room type. You have the option of offering nightly, multi- night (such as 3 day or weekly rates) and monthly rates. In just a few minutes you should have all of your rates created. To begin, click on Rate Classes to go to the Rate Manager Screen. The Rate Manager The rate manager is where all of your rates appear. By default, you will initially only see the currently active and un- expired rates. Use the filter options at the top of the list to view all rates, including old ones and inactive rates, or to filter so you only view rates for a specific room type, channel or status. The Rate Manager List of Rates On the Rate Manager screen you may delete a rate, make on inactive, edit or duplicate a rate. Edit Opens the current rate so that you may change settings Duplicate Similar to edit, makes a new rate and opens it ready for your changes. The only change that is mandatory is to assign and new and unique rate code. New Opens a blank rate screen ready to be configured Delete Deletes a rate so it is no longer available Click on New to create a new rate or Duplicate to create a new copy of an existing rate along with all of its season and pricing information. Click on edit to open an existing rate to change any of the settings. 5 P age

6 The Rate Editor The rate editor screen is used to create and edit rate settings and consists of three main areas. 1. Global Setting The top section contains details that define the rate such as code, its type and taxes that are to be applied. 2. Seasons The seasons area is where all of the price change points are defined such as high and low season or holiday weekends. Prices are defined in this section according to the season. 3. Channels The bottom section contains the channels where the rate is to be applied such as to specific room types (a rate can be applied to multiple room types) and sales channels such as the front desk, website booking engine or Expedia. The Rate Editor Screen 6 P age

7 Rate Global Settings The rate global settings define what the rate is and its type as well as any taxes that are too be applied when the rate is used. Rate Global Settings Define What the Rate Is Rate Code This code is displayed to staff so that they may identify the rate in reservations and reports that use the code. Letters numbers and spaces are allowed. Rate Description The description is shown to guests and describes the rate. Rate Type There are three types of rate types that you can set- up: 1. Nightly Prices are charged per night. 2. Multi- night Allows you to create a rate that is valid for a set number of nights, e.g. a weekly rate. The prices entered for multi- night rates are for the entire period, e.g., $700 for 7 nights. Should a guest stay longer than the set number of nights, Frontdesk Anywhere will automatically calculate the stay price based on the actual number of nights, e.g. $900 for 9 nights if the rate is $700 per week. 3. Monthly Rate A guest must stay for a month, e.g., arrive on the fifth and depart no earlier than the fifth of the following month, in order to qualify for the rate. Similar to the multi- night rate, if the guest stays longer than the month requirement Frontdesk Anywhere will calculate the stay price based on the actual number of nights of the stay. Taxes Select the taxes that should be applied to the rate. More than one tax may be applied to a rate. Taxes can be exempted on a per folio bases as needed. 7 P age

8 Setting Up Seasons Season periods are used to define when a price is available. A rate can have as many seasons as needed and can be extended for years. NOTE: Some online travel agencies will not accept rates that extend more than 365 days in advance. If you are connecting your Frontdesk Anywhere account to one of these agencies, such as Expedia.com or Hotels.com you will need to ensure that your rate seasons meet their restrictions. An Empty Season Table. Click Add Period to Add the First One. For a new rate, there will be no season details. Click on the icon to add a new season period. Season Periods A season period consists of three elements: Detail of a Season Period Editor 1. Available Dates The first night and last night a price is offered plus an optional name field to name the season. Click into either date field to open the calendar picker. 2. Available Days The days of the week that the rate is valid 3. Pricing Set the price for the room for adults and children. Frontdesk Anywhere uses the increment method for calculating pricing. For example a price of $100 for two adults and then $25 for each additional adult would be entered as follows (blanks will be treated as zero price): 8 P age

9 Channels The channels section is where you define where the rate is made available, defining both the applicable room types that are sold using the rate and the sales channel where the rate is pushed to, e.g. the front desk, website, OTA etc. Detail of the Channels Area The left boxes are the channels that are available to you. The right side boxes are where the rate is published. A rate may be published to more than one room type and more than one sales channel. Making Rates Frontdesk Anywhere allows you to create many types of rates that are tied to specific conditions such as seasonality, weekend vs. weekday nights and duration of stay. You are able to offer multiple rates to your guest for a specific room depending on various criteria, meaning you could have a nightly Rack rate and then also one if the guest booking meets a duration or some other condition. In order work efficiently while setting- up the seasons and rates we offer the following tips. 1. Know your various taxes and set- them up first 2. Collect all of the dates for your seasons, holiday and any other special periods where the price varies 3. Know the prices for the various room types and note which ones are the same from season to season. 4. Create a rate to be used as a template. A lot of time could be spent entering the season dates for each rate. Instead, create a rate that may be used as a template for one or more of the other rates and then simply change the prices as appropriate. 9 P age

10 The most common rate type in Frontdesk Anywhere is the nightly rate. A nightly rate can be used for all of your seasons and pricing for various nights of the week. 1. First, create or duplicate an existing nightly rate. 2. Enter a unique and meaningful rate code and description and check the required taxes. 3. Add your first period or edit any existing periods. Click on the icon to open a season period and edit the details. Click on the Click on the season icon to delete a season. icon to duplicate the Detail of the Season Periods Area Season Dates Use the calendar to select the first night and last night that a rate is valid. Simply click into the date box to show the calendar. You can also type in the start date. You also have the option to name your season. Selecting Season Dates Using the Calendar 10 P age

11 Available Days Select the days of the week that the price is to be valid. Use this function to create weekend/weekday pricing or if you have a price that is valid for only specific days. NOTE: A season can have a day defined with a price one time, e.g., a Monday can only have one price per season per rate. An error will show if a day is priced more than once within a season. Check the Days of the Week that the Price is Valid Ensure that all days in a season have a price. Any rooms that do not have a price defined for a night will not be bookable for that night and may cause booking requests to return a None Available error! Pricing Define what the pricing is for the season for each person. In the example above the price is $100 for the first and second adult. The third adult adds $25 to the price ($125) and the fourth adds an additional $25 ($150). Any entries left blank will be treated as zero pricing. Channels Select the room type and sales channels where a rate should be sold. A rate can be valid for multiple room types that have the same pricing structure. The front desk and Oboe are the default sales channels but you may have GDS or OTA (such as Expedia.com) as options. With very few exceptions you will want to have your rate available to your front desk. Finally, click Save to commit your work and make your rate active. 11 P age

12 Frontdesk Anywhere supports rates that require a minimum length of stay in order qualify for the rate. For example, you may require a two- night stay or offer a special rate for weekly or long- term stays. The rate will not appear to the front desk agent, guest or OTA unless the minimum number of nights is met. To create a multi- night rate, select the Multi- night rate from the Rate Type menu. Then enter the number of nights the pricing will be valid. In the example screenshot the rate is valid for a week. Note that the price entered is value for the entire period and not the nightly price. If the guest stays longer than the minimum period, Frontdesk Anywhere will extend the pricing based on the nightly price. Setting- Up a Weekly Rate Creating Monthly Rates Monthly rates are created in the same manner as a multi- night rate with the exception that the Rate Type needs to be set to Monthly. When Monthly is selected the rate is only offered when the stay is for a month or more. A month is defined as starting on the arrival date and concluding on the same date on the following month. For example from the 5 th of the month to the 5 th of the next month. If the guest stays longer the extra days will be priced at the monthly price applied as a nightly price. 12 P age

13 Rent Add- ons Rent Add- ons are considered part of rent for accounting purposes such as crib rental, pet fees or other supplements to the rent charged. Meals and other incidentals should be entered using the POS functionality. The Rate Priority orders how the rates appear to your staff and guests. The highest priority rates will be the default rate when a new booking is started. Setting multi- night and monthly rates as the highest rate priority will push those to the top of the list once the guest makes a booking to qualify for the rate. Frontdesk Anywhere offers a number of customizable messages that can be included in messages shown to the guest. The Guest Messages section is found within the General setting area. Here is a summary of how the messages are used. 1. Invoice Message: Shown to guests prior to completing their website booking. This message is also including in their website booking confirmation. This message can be sent in the manual confirmation sent by the front desk agent. 2. Terms & Conditions: This message area is intended for your full legal conditions. The guest must check a box indicating that they accept the terms prior to booking. This message is not included in the confirmation for website bookings but can be included with manual confirmation sent by the front desk agent. 3. Cancellation Policy: Shown to guests prior to completing their website booking. This message is also including in their website booking message. This message can be sent in the manual confirmation sent by the front desk agent. 4. Guest Receipt Message: Shown to guests on their receipt. Although this message could be included in any manual confirmation sent by the front desk agent it could be reserved specifically for receipt or post stay summary information. This message can be sent in the manual confirmation sent by the front desk agent. 5. Guest Registration Card: This message only appears on the registration card used during the check- in process. 13 P age

14 One of the first tasks you will want to do is to set- up user groups and users for your system. It is highly recommended that each person have their own unique login ID. User Levels Your account has sample user levels already set- up. You may rename them, delete them and create new user levels Editing specific permissions for a group (such as access to specific reports, ability view stored credit cards etc) can be done by clicking on the Permissions link. Permissions are set for all users within a group so you may need multiple groups if you require some users to have restricted access while others have full access. Users You can add, edit and delete users from the system using the Users feature. Each user will need to have a unique username typically their address. 14 P age

15 Your Frontdesk Anywhere Hotel Management System account comes with a built- in Online Booking Engine called Oboe. This HTML based booking engine enables your guests to quickly book their stay at your property while being assured that the availability they see online is real- time. Double bookings are a thing of the past with Oboe! Oboe may be customized to look like your website and either embedded within your site or exist as a standalone booking page that your site links to. Oboe features the following for your guests: Real- time availability calendars that illustrate when the property is: o Available on a given date. o Availability is almost sold out (less than 15% of rooms available). o Sold out. o Minimum stay restrictions. Photo and description of rooms. Ability to make a single room booking or multi- room party bookings. Create a dynamic package for their stay. Enter full contact and payment details. confirmation to guest. Oboe features the following for the property owner: Ability to make available all rooms or only a set number of rooms for booking through Oboe. Ability to set minimum stay requirements. Notes to the guest can be entered so that they know how to comply with the stay requirements. o Discrete stays: Example: Friday and Saturday night stay over a three day holiday weekend. o Variable stays: Example: 1 week stay required during the month of July. Upsell items and services to guests at the time of booking. confirmation to hotel. Real- time reservation insertion into tape chart. Fully customizable look to match your website design. Ability to collect deposit payment at time of booking (requires credit card integration). 15 P age

16 Special Periods Define set periods when special booking conditions exist such as a 2 night minimum stay for a holiday weekend. The guest sees the special period highlighted and your notes about the conditions of the booking. This may be used in conjunction or independent of the multi- night rat function. Stay period rules are only enforced by Oboe. It is up to reservation staff to enforce rules for call in reservations Guest Requests Set- up pre- defined requests guests can make such as late arrival or upper floor. These requests will appear in the comments section of the booking. Source of Business In the General section you have the option to define how guests learned about your property or the source of business. In Oboe, you can select which values are shown to online booking guests. For example, returning guest may be suitable for both front desk and only channels whereas walk- in would not be appropriate for the website booking channel. Manage Published Rooms You can opt to restrict the number of rooms Oboe will book on a specific day or allow Oboe to book all available rooms. On this screen you will find four numbers for each room type: Confirmation Type: Set whether your property requires a credit card to confirm the booking or if no credit card is needed ( confirmation only). You must have Credit Card set as the confirmation type in order to use payment processing for Web bookings. Real The actual number of rooms you have set- up in Frontdesk Anywhere OBA Overbooking Allowance. This is an advance feature that is not appropriate for all properties and is covered in the Frontdesk Anywhere User Guide. Total The sum of the Real and OBA Protect This field controls the number of rooms Oboe protects from booking on a given night. 0 states that Oboe can book all available rooms for that type on a given night. i.e. down to the last room. A number entered in this field equal to the Total would bar Oboe from booking any rooms of that specific room type. 16 P age

17 Assign Room Logic You have the option to have Oboe assign a room number or not upon a guest booking a stay at your property. Leaving folios with rooms unassigned allows you the flexibility to assign the rooms closer to the guest s arrival date and reduces the need for last minute room moves and room splits. Availability count will show the reduced room availability. Requiring Oboe to assign the rooms for you upon booking alleviates your staff from needing to assign the rooms and will enable the bookings to immediately appear in the Tape Chart. Advanced Booking Period Set the number of months you allow your guests to book in advance. You can opt to have a booking window of two up to 36 month. Close Booking Days You have the option of closing your Oboe Online Booking Engine from accepting bookings for a set number of days prior to arrival. The default is to allow bookings made on day of arrival. Set the interval by entering a numeric value: 0 = (default) allow bookings to be made up to and on day of arrival 1 = allow bookings up to day prior to arrival 2 = allow bookings up to two days prior to arrival You can enter numeric values up to 90. Upsell Items Create dynamic packages from your POS inventory. When this option is enabled, the items you select are available for purchase at the time of booking. Oboe Header Banner You may opt to have the standard Oboe banner, none at all or your own custom banner. File format should be JPG. Banner width is 700 pixels. Banner height may be up to 400 pixels but is ideally around 100 pixels. 17 P age

18 Oboe Themes Your Frontdesk Anywhere account comes with two basic themes for your Oboe website booking engine. It is very simple to for you or your web master to customize the look of your Oboe website booking engine so that it closely matches your website design. Detailed instructions are found within the theme area. NOTE: In order to upload a new customized theme the person must have access to the administration control panel. If you use a third party to create your theme, it is suggested that you give them the instructions and have them send you the completed theme in ZIP file format. Then you can easily upload the theme to your account. This document is meant as a quick reference for getting started. Please find more details in our support center or contact us directly to answer your questions or set- up a live training session. Frontdesk Anywhere Support Phone: x3 International: x3 18 P age

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