GENERAL 15 November 2012 DARYL GABIN

Transcription

1 S p e c i f i c a t i o n s INTENDED AUDIENCE DATE LAST UPDATED AUTHOR PROGRAM VERSION GENERAL 15 November 2012 DARYL GABIN Up to and inclusive of Copyright 2012 Conceptek S.A - All Rights reserved

2 Table of Contents OVERVIEW 3 FUNCTIONALITY 4 Multi-Level Activities (MLA s) 4 Making MLA Reservations 5 Standard Activities 6 The Agenda 6 Scheduled Activities (Classes) 8 Scheduled Activities Reservations 8 Search Engine 9 Package & Group Reservations 9 Rates & Checkout 10 Staff Settings 10 Additional Settings 11 Members & Clients 11 WELLNESS FUNCTIONALITY 12 Access to Wellness (Case Note History) 12 Configuration 12 Features 12 ONLINE RESERVATIONS 13 Web Services 13 The Member Zone 13 Opera UI - (PMS Web Based Activity Scheduler) 13 SPA & LEISURE REPORTS 14 Admin (Spa) 14 Guest Client (Spa Module) 15 Staff/Room Occupancy (Spa Module) 15 Statistical 17 POS 19 Member/Clients Accounts (POS) 21 Stock Control (Back Office) 21 Inventory (Back Office) 22 Sales Stock Control Module 23 Concept - Management System - V

3 overview This Concept system has been designed to manage activities at hotels, health spas and leisure venues. Appointments are booked quickly and efficiently via a series of flexible grid control screens or through an availability search, where the system automatically finds available times. The system controls an unlimited number of services that are linked to their associated resources such as locations, equipment or employees. Due to the program s flexibility and booking controls, reservations can be made for a wide range of diverse activities, from spa treatments to tennis court rental through to pre-scheduled activities such as fitness classes. The program is integrated with the Concept POS and inventory control system, hence providing high-level stock control and management reporting. The product tracks all client information including service history and medical details. The system s flexibility enables a resort to provide every guest with an itinerary on their arrival defining the activities that have been reserved for them, including golf. The following document outlines the functionality available. For further background information on this module or other software products or Concept Services available, please visit our website: Concept - Management System - V

4 Functionality MULTI-LEVEL ACTIVITIES (MLA S) MLA s are activities that require more than one resource to be controlled. The following outlines the resources that are controlled for an MLA: 3 Activity duration currently defined as a total duration (i.e. 60 minutes) 3 Allocate an activity description that appears in the booking screens to aid reservation sales. This description is free type and is often used to include price, duration and sales text 3 Qualified staff are attached to the individual activities (i.e. only those staff qualified for massages are allocated to massages, etc) 3 Qualified locations are attached to the activities particular rooms may only be suitable for particular treatments (i.e. with/without showers) 3 The locations and staff can be graded according to hierarchy 3 Allocate professional use products from the Concept stock control module, hence the following functions: Product control by treatment Product control by treatment room usage Min / Max stocks Supplier orders control Product movements Returns to supplier Wastage reports by room / therapist Unlimited warehouses and stores 3 Allocate Contra-indicator questions and their rules to the activity that prompts the operator to ask the client questions i.e. does the client have any skin conditions, allergies etc that may be in conflict with their treatment / activity selection. 3 Allocate and control equipment inventory for an activity 3 Allocate an Activity Group & Sub Group for reporting / searching purposes 3 Enter specific medical requirements for activity Concept - Management System - V

5 Functionality MAKING MLA RESERVATIONS 3 Book by staff member or by location/treatment room 3 Therapist grading hierarchy 3 System suggested conflict resolution system automatically searches for available times and conflicts with location, staff, equipment and the client and recommends next available time(s) 3 On making reservation, displays activity description 3 Tentative and confirmed appointments 3 Arrival at reception for activity check-in 3 Add professional use products to check-in for stock control 3 Manage staff request reservations from clients 3 Manage gender requests 3 Allocate reservation notes 3 Select client from Concept members/clients database or from Opera PMS 3 Quick profile search option or advanced search 3 View client s history and itinerary during the booking process 3 Warning remarks and observations popup if attached to client profile 3 Detailed filter system on client selection 3 Define new clients if not contained in database (automatically updates database when reservation saved) 3 Generate confirmation on saving reservation 3 Client double-booking control prompts if a client has existing reservations at the same time (including non-spa and golf) 3 Prices by member/guest type Concept - Management System - V

6 Functionality STANDARD ACTIVITIES 3 Standard activities are a simplified version of an MLA, where instead of multiple resources being controlled, only one is controlled. For example, a standard activity could be a tennis court rental, where on a location is scheduled. The controls required for a standard activity are: 3 Activity duration currently defined as a total duration (i.e. 60 minutes). 3 Allocate an activity description that appears in the booking screens to aid reservation sales. This description is free type and is often used to include price, duration and sales orientated information. 3 A qualified staff member or location is attached to a standard activity (i.e. tennis court) Note: a tennis lesson would be classed as an MLA as a court and a tennis pro would be required 3 Rental items can be added as default 3 A rack rate price is added 3 Allocate an activity group and sub group for reporting/searching purposes THE AGENDA The agenda is the graphical availability view for MLA s and standard reservations. 3 The Agenda is the graphical availability view for MLA s and Standard Reservations. 3 View agenda for any current, past or future treatment reservation 3 Traditional reservation grid with a number of view options for easy availability search 3 View agenda by user defined configuration 3 View by staff and/or location 3 Option to utilize default locations or location grading to search for available locations 3 Make reservations by service by going into Multi-book 3 Multi-book enables multiple reservations for individuals or groups. 3 Double-click on staff or location name to see a list of qualified activities 3 Filter view by activity group 3 Filter view by complex/property 3 Agenda time and time Marks (i.e. 5, 10, 15, 30 minute intervals) displayed by Complex 3 Independent agenda time and time marks configuration (different intervals for different complexes) 3 Create staff and location blocks by dragging the desired times and allocating a block (blocks are customizable) Concept - Management System - V

7 Functionality THE AGENDA (CONTINUED...) 3 Drag and drop option on moving/shrinking/expanding blocks 3 Fixed/shared equipment by room or treatment 3 Capacities for each location or activity 3 Shrink/expand the columns by drag and drop 3 Daily overview shows the days reservations by status on value 3 Reservations colour coded according to reservation status or request type (gender/specific) 3 Drag and drop function for reservations and blocks 3 Cut and paste function for date change reservations 3 Swap with function to swap the details of two reservations 3 Concurrent reservations function to add another reservation and staff member to an existing reservation 3 Add in/upsell reservations function to add another reservation to an existing reservation with the same staff member 3 Modify activity, staff and location. 3 Cancel reservations by management request/client request, with or without debit 3 Customizable cancellation reasons 3 Direct link to the POS for checkout 3 Equity booking functionality to enable fair and balanced rotation of staff 3 Waitlist functionality with prompt for cancellations and user definable sorting 3 Auto log-off if POS remains inactive for specified (configurable) amount of time 3 Quick view calendar with availability options for days other than that selected in agenda 3 Add notes to existing reservations 3 Add products to existing reservations 3 Modification of bookings using live search engine. 3 Access to wellness case note history 3 Print out individual personalized activity itinerary cards as well as overall itinerary schedule Concept - Management System - V

8 Functionality Scheduled Activities (Classes) Scheduled activities are activities that take place at a pre-scheduled time and date for a fixed number of participants. An example of such an activity is a fitness class that takes place on Mondays at 10am, Wednesdays at 6pm and Fridays at 4pm, lasting for the duration of one hour and with a maximum of 10 participants. The following outlines how a scheduled activity is created: 3 Allocate an activity description that appears in the booking screens to aid reservation sales. This description is free type and is often used to include price, duration and sales text 3 Allocate a timetable to each class/activity with between dates functionality 3 Allocate staff and location to activity 3 Define maximum numbers in each activity 3 Allocate rack rate price 3 Option to price by customer type Scheduled Activities Reservations 3 Open the activity session by defining which member of staff and location will be used to accept the reservation. 3 The activity list provides a summary of all or selected classes on a given date, with booking status of each class 3 Filter the view by complex, activity, date and time 3 Double click to add participants to the activity from the clients and members database or from Opera PMS 3 Create new clients from the add participant screen 3 Waiting list function available for when maximum activity or location maximum is reached 3 Option to transfer people between activity list and waiting list 3 Check-in activity for one or all clients in the activity 3 Easily modify staff and location 3 Link to POS for checkout 3 Obtain availability using search engine Concept - Management System - V

9 Functionality Search Engine The search engine enables a quick and easy means of searching for availability, whether it would be for a scheduled activity or a regular activity. 3 Quick search function for new bookings 3 Multiple activity selection for multiple reservations 3 Filter by complex and activity group 3 Select multiple sessions on multiple days/times 3 Select packages 3 Recurring activity option 3 Between times selection 3 Choose the number of returned results per selection 3 Select person from members/clients/opera database making reservation 3 Includes contra-indication questions 3 Automatically ensures times cannot be overlapped per client Package & Group Reservations 3 Day packages 3 Define package prices 3 Define package menu 3 Block bookings for groups, allocating staff and rooms 3 Group pricing by global price or by activity rack rate 3 Allocate group booking to master profile then allocate participants to the individual reservations 3 Group/package check-in 3 Automatic allocations of treatments to block bookings 3 Produce detailed itineraries Concept - Management System - V

10 Functionality Rates & Checkout 3 Prices defined by client type, though can be discounted by percentage and fixed amounts 3 Checkout of treatments in POS 3 Integration to POS software, hence retail and professional use products processed 3 End of day reconciliation is quick, simple and accurate. Cashiering and payment 3 Multiple payment methods 3 Member and package discounts 3 Foreign currency transactions 3 Operator card or password control 3 Room charge through Fidelio and Opera 3 Voucher/gift card control 3 Take and refund deposits 3 Take and refund multiple deposits 3 Mass Check-in/Checkout facilities. 3 Automated and manual sending of SMS messages. 3 Take pre-payment during check-in. Additional information with more details is available in the POS Specification. Staff Settings 3 Database of names and personal contact details 3 Qualifications fields 3 Definition working timetable and holidays 3 Definition of restrictions for the number of particular activities in a given day (i.e. no more than 4hrs massages per day) 3 Allocate staff to qualified activities 3 Allocate grade to staff member by activity to prioritize staff bookings 3 Definition of commissions for treatment sales 3 Commissions are allocated either manually per staff member or via tiers of commission. 3 Create time blocks for break periods, holidays and other activities Concept - Management System - V

11 Functionality Additional Settings 3 Staff absence controls if an employee is absent for the day(s) simply reallocate their reservations to another staff member. 3 Definition of unlimited block types and block colors 3 Definition of price tables by day of week, date and time of day by client type 3 Definition of discount rules by client/member type 3 Definition of public holidays for price tables 3 Definition of customizable cancellation reasons 3 Definition of fully customizable contra-indication questions and answers 3 Definition of customizable lifestyle forms 3 Definition of customizable turn away reasons Members and Clients 3 Complete client history, updates personal client information automatically with each transaction they make 3 Integrates with the POS system offering total integration with your client records and account spend 3 Define customer lifestyle forms that are allocated to the individual clients and members 3 Integration to the Concept membership system controls membership billing (see product specification for this membership module) 3 Member guest controls 3 Member discount allocation in POS and treatments 3 Create itineraries for all clients, including their golf reservations Concept - Management System - V

12 WELLNESS Functionality The Wellness functionality available is a powerful tool that can be activated or deactivated if or when required. It enables the property, in such case that there is the need, the ability to track the medical history of a specific patient whilst keeping these records confidential to the respective limited members of qualified or authorized staff / Practitioners. There is also the ability to couple this functionality with the use of mobile devices (ipads, etc) in order to capture customer/patient information. The following information will outline the key functionality within this area: Access to Wellness (Case Note history) 3 Accessible via the spa module 3 Accessible via the client profile Configuration 3 Ability to choose from 12 different indicators to define treatment groups 3 Definition of therapist/practioners 3 Ability to define single or multiple gatekeepers (users with overiding access). Features 3 Total control on privacy of stored information to authorised staff 3 Ability to add case notes (Wellness information) from the spa agenda screen 3 Ability to add case notes (Wellness information) from the spa agenda List 3 Ability to add case notes (Wellness information) from the client profile 3 Upload and store attachments documents/images (i.e. x-rays, etc) 3 Configurable default case note search parameters 3 Filter for case notes by: Case note creation date (between dates) Last modified date (between dates) Activity group Staff member who created the case Staff member who last modified the case Appointment type (totally customizable free type 256 characters) Cases with attachments Flagged cases Main indicators Cases with gatekeeper remarks 3 Unlimited amount of written information in case notes. Concept - Management System - V

13 WELLNESS Functionality 3 Ability to flag and unflag other Wellness members of staff (with notes). 3 Unlimited number of appointment types 3 Ability to print case notes For further information, pleas request the Wellness User Guide. ONLINE RESERVATIONS Web Services The CSS online reservation booking engine is able to perform the following: 3 Real-time spa reservations. 3 End user reservations with online credit card clearing 3 Member reservations from the Member Zone (below) 3 Web Services can be embedded within the property s website 3 Restrict the number of times that are available to see online 3 Restrict/define which activities are available online 3 Restrict the number of days that can be booked in one reservation (i.e. an itinerary of 7 day package) The Member Zone The Member Zone is designed to provide an improved service to a property s membership. The members log into the webpage using their unique pin number to have the following functionality: 3 Online reservations for members in or out of (configurable) members times 24 hours a day, 7 days a week 3 Accounts members can view the status of all sales made to them and the balance of their account. Online payments of member accounts can also be included Opera UI - (PMS web based activity scheduler) The CSS golf management module is fully compatible with the Opera UI activity scheduler enabling hotel reservation staff to perform real-time activity availability for Spa (and Golf) from within the Opera PMS during the process of booking accommodation for a customer. Concept - Management System - V

14 The following pages outline and describe the various types of reports that are obtainable from the Spa and Leisure module. Please note that all of the mentioned reports can be exported into HTML, MULTI-MIME HTML, PDF, BITMAP, JPEG, METAFILE, RTF, EXCEL & XML formats. ADMIN REPORTS (SPA) 3 Price Checklists Verify that prices have been allocated to the treatments/activities according to visitor type 3 Commission Checklist Verify which staff will been allocated commission and for which items 3 Staff Commission Report Displays which staff have earned what as commission 3 Order by alphabet 3 Member type 3 Group and sub-group 3 Starting date 3 Individual products 3 Product families 3 Discount Checklist Report Verify which products or product families have been assigned automatic discount 3 Cancellations Revenue Report Displays revenue via cancellation with debit function 3 Individual products 3 Product families 3 Member type Concept - Management System - V

15 Guest Client (Spa Module) 3 Itinerary Standard The Concept standard itinerary template (with option to include golf reservations if applicable) 3 Itinerary Layout 2 A customizable report displaying cancellation policies, dress codes, etc, (with option to include golf reservations if applicable) 3 Client History Print out a profile of the clients activities, can include golf reservations also. 3 Lifestyle forms Create questionnaires that are maintained against a clients record 3 Choice of unlimited number of user designed forms. Staff/Room Occupancy (Spa Module) 3 Staff Daily Treatment List Provide a printout of staff activities, including client name, room, requests, notes, etc 3 One or multiple staff 3 between dates selection 3 Complex filter (option to include cancelled reservations) 3 Staff Confirmation Voucher A form that is signed off by the client and staff member after an activity 3 Complex filter 3 Staff filter (option to include cancelled reservations) 3 Location Daily Activity list Produce a list outlining occupancy of room(s)/ location(s) 3 One or all rooms selection Concept - Management System - V

16 Staff/Room Occupancy (Spa Module) 3 Staff Activity Assignment Displays which staff are allocated to which services 3 Select one or multiple staff 3 Weekly Staff Timetable Shows the staff schedule over a weekly format 3 Select one or multiple staff by date 3 Yearly Staff Timetable Shows the staff schedule over a year 3 Select one or multiple staff by year 3 Staff Timetable Sheet Display staff working hours, 3 (weekly, monthly for one or all staff) 3 Group Itinerary Report Shows a groups itinerary for a group reservation 3 Select reservation by date 3 Scheduled Activity Summary Shows a summary of the scheduled activities by status and by service 3 Scheduled Activity Detailed Shows a list of the people booked into scheduled activities by status and by service, 3 by participant list/ waiting list, (sorted by name or client type, by complex and by activity) Concept - Management System - V

17 Statistical 3 Staff Daily Operations Calculates which members of staff are performing the most activities (by hour). Analysis of checked-in or checked out bookings, the report can be used for forecasting purposes. 3 By treatment group 3 By staff 3 By status 3 Staff Daily Utilization Report Displays staff utilization in terms of scheduled times, utilized times and idle times 3 By staff 3 By status 3 Location Daily Operation & Utilization Report Displays the amount of time used per location 3 By activity group 3 By location 3 By status 3 Detailed Revenue Report A journal of all the activity sales 3 By complex 3 Activity 3 Staff 3 Location 3 Specific Revenue 3 Grouped by staff 3 Location 3 Complex 3 Activity 3 Activity group 3 Client type 3 Daily Spa Sales Sales analysis by client types. 3 Select by month 3 Client types 3 Daily Spa Statistics Statistical analysis by client types 3 Select by month 3 Client types Concept - Management System - V

18 Statistical 3 Monthly Treatment and Retail Sales Report 3 Select by month and customize the data to be displayed 3 Monthly Treatment and Sales Summary Report 3 Select by month and customize the data to be displayed 3 Yearly Treatment and Sales Summary Report 3 Select by year 3 Filter by activity group 3 Complex. 3 Activity/Group Top List An order of merit 3 Broken down by activity Group or specific treatments 3 Activity/Group Hourly Statistics Display peak time of day for the treatments 3 Broken down by group 3 Specific treatments. 3 By month. 3 Daily Activity Sales Daily list of the number of each treatment sold (checked out). 3 By package 3 Individual treatment 3 Top Ten Sales Analysis A monthly summary report that displays the top ten of everything from most used therapists, top turn-over activities, etc 3 Select by month and year 3 Client Reservation Analysis Verify member utilization of the facility. 3 By booking status 3 Reservation Analysis by Age and Gender 3 Reservation Analysis by Nationality 3 By year 3 Reservation Analysis by Residence or Client Type 3 By year Concept - Management System - V

19 Statistical 3 Cancellations Report 3 By client 3 Operator 3 By reason 3 Booking Status List A report displaying all reservations in a list format by status 3 By complex POS 3 Bank Report Used for cashing off exportable to Excel also 3 By POS code 3 End of Day Report Close the day or shift and produce a journal of payment types, all transactions (including refunds), by operator 3 By POS code 3 Grouped Payments This report is a list of payments grouped by payment type 3 Family Report This report shows a list of movements, summarized by family group. It can be by family, a selection of families or all families 3 By customer type 3 Daily Movement Report This report shows a list of all movements, broken down by payment type. It can be by individual user or by All Users to select an individual user, click on the all users button and select the user name required 3 Can include only discounts Concept - Management System - V

20 POS (POS) 3 Daily Payments This report shows a list of all movements, broken down by document type. It can be by individual user or by all users to select an individual user, click on the all users button and select the user name required 3 Tax Report This report shows a list of all movements, broken down by family. It can be by individual family or groups of families, you can also select to exclude families. 3 Account of Day Report Displays sales made to member accounts by day 3 Weekly Sales This report is a bar chart showing the distribution of sales over a given period shown only by week 3 Hourly Sales This report is a bar chart showing the busiest hours of trading by hour in a given period. It does not calculate per day. It adds all days together and calculates the no of sales per hour over all days added together 3 Operator This report shows a list of all movements, by operator name totaled by payment types, giving both value and no of sales 3 Monthly Financial This report shows the number of articles sold per day throughout a calendar month broken down by family and showing total values per article for the month 3 Offers to customers A report displaying discounts issued 3 By operator Concept - Management System - V

21 Member/Clients Accounts (POS) 3 Account Statement Produce for one or all members/clients 3 By outstanding documents 3 Detailed Account Statement Defines the contents of client spend in detail 3 Aged Debtors Stock Control (Back Office) 3 Supplier Order 3 By supplier 3 Supplier Invoice 3 By supplier 3 Supplier Credit Note 3 By supplier 3 Supplier Article Exchange 3 By supplier 3 Returns to supplier 3 By supplier 3 Supplier Remittance Guide 3 By supplier 3 Article Transfer 3 By supplier 3 Warehouse 3 Families 3 Sales groups, etc Concept - Management System - V

22 Stock Control (Back Office) 3 Client Invoice Report 3 By client 3 Client Credit Note 3 By client 3 Offers to Client Report 3 By client Inventory (Back Office) 3 Current Stock Report 3 By supplier 3 Families 3 Sales groups etc 3 Between Dates Inventory Report 3 Inventory Counting Report 3 Specific Date Inventory Report Concept - Management System - V

23 Sales Stock Control Module 3 Restock Report Between dates By supplier Families Sales groups, etc 3 Year to Year Sales Report Between dates By supplier Families Sales groups, etc 3 Article Sales Report Between dates By supplier Families Sales groups, etc 3 List of Offers Report Between dates By client 3 Purchases Between dates By supplier 3 Pending Orders Report Between dates By supplier 3 Produce Product lists By supplier Families Sales groups, etc 3 Produce Bar Code Labels By stock quantity By specific documents (i.e. supplier orders) or user defined Concept - Management System - V

24 Conceptek - Sistemas de Informação, S.A. 145 Avenida Engº Duarte Pacheco, Almancil, Portugal General marketing@csscorporate.com Support support@csscorporate.com General: Support: Sales: Fax: Disclaimer: The information contained within this document is based on data considered to be accurate and reliable at the date of press to the best of Concept s knowledge and belief. Concept will not be held liable, under any circumstances, regarding the accuracy or correctness of the data contained in this document as it may be subject to change partially or in its entirety without prior notice to customers or identified partners. Nevertheless, all efforts are made to provide timely and due notification of updates where and when possible.