Reservations
Overview RI
All reservation features are part of the SHMS base system and are designed to be used "on-line." The system can
find an available unit up to five years in advance, check the past guest file and calculate rates, all while the guest is
on the phone. Additionally, SHMS is capable of tracking any type of reservation booked in excess of five years.
Automatic Room Charge Calculation R2
SHMS automatically calculates the total room charge for each reservation based on the rates entered and the season
in which the guest will stay at the hotel. Charges for extra persons in a room are automatically calculated, as well
as all seasonal changes. You can even establish different room rates for each reservation per room.
Non-standard Rates R3
SHMS allows the overriding of rack or calculated rates for special exemptions. These non-standard rates are
highlighted on the screen to isolate them from the standard rates. There are also Non-standard Rate and
Complimentary Room Reports available. Please see the Sample Reports Section.
Over-booking of Rooms R5
SHMS prevents double booking - the system does not allow more than one advance reservation for the same dates on the same room, resulting in a full and accurate availability calendar of future reservations.
However, if you wish to over-book to allow for cancellations, the stand-by module in reservations can be used.
Waiting List R6
While SHMS will not allow over-booking, it is possible to establish a waiting list for busy time periods. These
guests will appear on a wait list and can be easily moved into a room upon cancellation of a reservation.
Pre-assigned Room Numbers R7
A specific room is assigned to a guest at reservation time to assure that the guest will be staying in the appropriate
room.
Special Conditions R8
SHMS makes it possible to accommodate guests with special requirements such as handicap and smoking.
Special rooms can be designated as handicap, smoking, or both. SHMS can assign one of these rooms upon
reservations if these conditions are specified.
Rooms may also be sold based on the number and type of beds in a room. If a guest wants a room with a special
color or facility, this can be activated using management activation codes.
Reservations/Room Codes R9
SHMS displays reservations up to five years in the future in a calendar format similar to tape charts. Different
types of reservations are distinguished by different letters (i.e. F-Free for Rental, R-Reserved, CONFIRMED, U-Used, X-Set for Maintenance, W-Walk-in use, and O-Occupied).
Reservations can be made for both group and transient bookings.
Reservation Adjustments/Moves R10
Reservations may he moved from one room to another and/or from one time period to another. This process is
easier, faster, and more accurate than removing the tape on conventional reservation boards from one unit and
placing it on another. SHMS automatically recalculates the total room charge if a guest is moved from one room
type to another.
Advance Deposit & Deposit Due Report R11
SHMS tracks the date and amount of the advance deposit on each reservation, also a report of all deposits that are
due on any given day is available. Additionally, "deposit due" or "cancellation/no deposit paid" notices can be
printed.
Multiple deposits are allowed on any reservation; including date received, amount, and check number and other
pertinent information.
Availability Forecast R12
SHMS displays or prints the occupancy totals for any month of the year. The report is printed to show:
There is also and Availability report that can be displayed on the screen showing each room type availability for
any given month.
Occupancy Statistics
The system automatically generates occupancy statistics for your property. See Hot-Keys Section.
Work Shift
SHMS allows three shifts each day. Separate totals for each shift/cashier are maintained including all revenue
categories as well as cash received, checks and credit cards. Each transaction includes the employee's/cashier's
name and transaction time. The shift closing procedure can be eliminated if not required by your property.
Housekeeping Reports R15
SHMS provides various reports to indicate which units require cleaning and to help schedule maids and
maintenance.
Maids scheduling is available for daily maid service or check-out only cleaning. Rooms are marked dirty (VDVacant and Dirty/OD-Occupied and Dirty) automatically. "VR-Vacant and Ready" status is available to the front
desk immediately (on-screen as well as to a hard copy).
Travel Agents R18
SHMS allows payments to travel agents or other "commission units" on reservations. The system calculates the
commission and prints a statement to each travel agent showing all commissions earned and or paid for the period.
Each travel agent can be paid a different commission rate on each reservation. SHMS allows multiple and varying
room rates to travel agents.
SHMS prints a summary of all commissions paid each billing cycle. Mailing labels can also be printed for all or
selected agents.
Commission History R19
A complete history for each travel agent is maintained. Commission amounts for each month and year-to-date are
available for every travel agent, also, the total number of reservations and total nights booked and or cancelled for
each travel agent are maintained.
The travel agent history is useful as an audit trail and to track which travel agents are providing the most business.
Each total may be broken down on a reservation by reservation basis.
Registration Cards R20
SHMS can print all registration cards for guests arriving today. Properties can utilize this pre-print registration
process to expedite guest check-ins. The guest need only fill in the additional information, such as correct name
and address.
Multiple Room Rates R21
SHMS supports multiple rates per agent or company. SHMS allows the user to establish a different set of room
rates for each company, group, or wholesaler. These rates are used at reservation or at the time of cheek-in when
an agent is selected.
Packages R22
SHMS supports an unlimited number of packages. Combination of package and normal rates are allowed.
A guest may purchase a 3-day/night package with all its features, cheeks in, and stays for 5 days. SHMS will apply
the package rates for the first 3 nights and then automatically apply the normal room rate or given rate for any
additional night(s).
SHMS packages provides for the following:
Specific Room Rate
TaxRestaurant
Water sports
Tours
Rent-A-Car
Service Charges
Space is provided for additional features and package detail.
All-Inclusive R23
Properties that provide an all inclusive service can utilize the features of SHMS packages, and have SHMS
automatically distribute charges and transactions to all departments affected.
Guest Classifications R24
Guests can be classified by various codes at the time of reservation or after the reservation is made. These codes
are known in SHMS as the Guest Status. It is free format, allowing the user to create, use, and report on various
codes.
Guest History R25
SHMS maintains a very detail history on each guest who use the property. This history includes: