Visitor Information Centre User Manual
Contents
1. Booking Email Website Assign Booking Agent AAAT Rating Short Description Accreditation rip Visible Visible ta Users Assigning their calendar to your Portfolio gives you access to their calendar but not to any other information which is only accessible by the holder of their Username and Password However you may need to setup their calendar rates and date ranges for further information on how to do this go to the Accommodation Business User Manual Chapter 3 Displaying Products Rates amp Availability Page 10 RoomsHere com Visitor Information Centre User Manual Chapter 7 LINKING YOUR OFFICIAL VIC LISTING TO OTHER MEDIA Once you have your VIC listing setup and being updated by Accommodation Businesses it becomes a valuable tool when linked to your website other websites such as those setup for events and to computers or tablets IPads that may be used in your VIC to assist visitors in finding available accommodation To link to any of the above e Highlight the choice words in the website or hardware referring to the link Click on Hyperlink Open your consumer listing which can be found at the top of your town search in consumer view Go to the top of RoomsHere com and copy the URL which refers to your listing Paste this into the Hyperlink information and save Page 112. Page 9 RoomsHere com Visitor Information Centre User Manual Chapter 6 MANAGING A PORTFOLIO OF ACCOMMODATION CALENDARS RoomsHere com has developed this function for VIC s who wish to display availability on behalf of Accommodation Businesses or do not have the capacity to manage their own calendar Once the listings have been setup in the Portfolio this system is much more efficient than maintaining manual sheets of availability The benefits are e Your VIC can maintain and display to consumers a live list of accommodation availability e Because your VIC can search by selected facilities you can quickly narrow your search saving time e Your VIC has the option of referring consumers to www roomshere com to search by town where they can see extra information on the accommodation and link to their website PROVIDING THIS SERVICE COULD BE A WAY OF GENERATING INCOME FOR YOUR VIC How does this work Any Accommodation Business can assign their calendar function to you by entering your email address in the Assign Booking Agent field of their Property Details page Details Map Statistics Add or Delete Product Calendar Linking to RoomsHere com Property Example Property Property Name Example Property Property Type Bed amp Breakfast bul Location Find by Town City Find by State Region State Region City Tawn Suburb Address Line 1 Address Line 2 Town Citysuburb Post Code Booking Telephone Booking Fax
3. Welcome Xample Visitor Information Centre Connect Direct 21 000 Listings Logout Members Home Account Portfolio Service Areas e Members Home always returns you to your Search Functions page e Account provides access to all the features displayed or used to operate RoomsHere com see Chapter 5 ACCOUNT CONTACT DETAILS LOCATION amp LOGIN DETAILS e Portfolio will only ever be used by your VIC if you agree to manage the availability calendar for an Accommodation Business see Chapter 6 MANAGING A PORTFOLIO OF ACCOMMODATION CALENDARS e Service Areas allows you to choose which areas your VIC services in regard to providing accommodation information see Chapter 4 SET UP YOUR VIC SERVICE AREAS Date Display 2 weeks from ER Select the start of the required 2 week date display here Using locaton selector Find by Town City Enter the name of any town city or suburb in Australia to display a list of Find by State Region accommodation outside of your immediate area then click Search Region City Tou To find accommodation in your area click My Area Mount Gambier amp Surrounds Tick which area you wish to display then click Search If you require a certain property enter the Property Name here then click Subscribed Listings Only Search Property Type If your customer requests a certain type of accommodation tick the type required then click Search How per page Use
4. more search criteria L Tick here to enable the selection of specific facilities and properties that MM cater for pets etc This function is not available to consumers Search Result Page 4 RoomsHere com Visitor Information Centre User Manual Chapter 3 OFFICIAL VIC ACCOMMODATION LIST 3 1 SETUP YOUR SELECTED ACCOMMODATION LIST Once your Service Areas have been setup see Chapter 4 SETUP YOUR VIC SERVICE AREAS searching for accommodation in any of these will retrieve a list of accommodation that has evolved over a period of time You have control over which listings you wish to display to consumers in your official VIC list you may wish to exclude listings such as holiday rentals managed by your local Property Manager Only properties displayed with a rating of 1 or more ticks will display to consumers in your official list Rating is for your internal management only and will not be displayed to the public Members Home Account Portfolio Service Areas Date Display 2 weeks from 20 01 2015 FRE Search Result for C Using location selector Find by Town City Check All Desnudo recon ieri Next Fortnight gt Rate Checked properties Find by State Region January 2015 Feb 15 State Select Advertised Rates are per 1 night 2 people Tue Wed Thu Fri sat Sun Mon Tue Wed Thu Fri sat Sun Mon twin share in AUS 20 21 22 23 24 25 26 AT 28 28 30 31 1 2 Region SELF CONTAINED Example Property G Seav
5. Centre Port MacDonnell To add a new Service Area up to a maximum of 5 Service Areas e Go to the top of the page and enter the Name that you wish to display for the new Service Area this name will display in your Member Home page and to consumers on your official VIC list e Inthe Locale box enter the name of the town city or suburb to automatically retrieve its State Region e Click Create to add the new area to your list Service Areas will be displayed in your Member Home page and on your official VIC listing in the same order as displayed in your Service Area list To change the order of display os JL soi e Click on the arrows in the Priority box to move the Service Areas to the position required Once you have set up a new Service Area you may wish to add more towns cities or suburbs to be included To add more towns cities areas Locales to a Service Area e Click on Add Locale in the Service Area you wish to change e Follow the procedure as above making sure that you use the selection boxes provided for this Service Area DO NOT USE THE SELECTION BOXES THAT HAVE BEEN PROVIDED AT THE TOP OF THE PAGE FOR ADDING A NEW SERVICE AREA All Service Areas can be edited e Click Editto change the name of a Service Area e Click Delete and confirm to remove the Service Area from your list Page 7 RoomsHere com Visitor Information Centre User Manual Chapter 5 ACCOUNT CONTACT DETAILS LOCATION amp LOGIN DETA
6. ILS 5 1 Business Details Clicking on Account takes you to your Business Details some of which are published on your official listing others as shown are not published NOTE Please enter the email for the VIC and not your individual email Members Home Account Portfolio Service Areas Business Details VIC Details VIC Map Login Details Linking to RoomsHere com Invoices Business Details PUBLISHED ON DETAILS PAGE Business Nama Xample Visitor Informati AN ky This business is not registered for GST Postal Address NOT FOR PUBLISHING Address Line 1 Address Line 2 Town City Suburb Post Code State SA w Primary Contact Details NOT FOR PUBLISHING Salutation Mrs w First Name Last Name Position Email Telephone Mobile Fax 5 2 VIC DETAILS Visitor Information Centre Details TO BE PUBLISHED ON YOUR TOWNICITY SUBURB HOME PAGE VIC Name Enter the VIC Name and E EET address that you wish to be displayed on your official VIC listing Town City Suburb Accreditation once N A Select the Accreditation logo that applies to your VIC or Contact Details leave blank Main Telephone 089 8725 4722 Fax KA AKON AIMM Enter the VIC telephone and fax numbers or leave blank if not required Enter the VIC email and website so that consumers can quickly link to these Email Website fo Page 8 RoomsHere com Visitor Information Centre User Manual 5 3 VIC MAP It s im
7. VISITOR INFORMATION CENTRE USER MANUAL oo a 3 COM Updated 20 01 15 RoomsHere com Visitor Information Centre User Manual TABLE OF CONTENTS Chapter 1 LOGGING IN 3 Chapter 2 ROOMSHERE COM FOR VIC s 4 Chapter 3 OFFICIAL VIC ACCOMMODATION LIST 3 1 SETUP YOUR SELECTED ACCOMMODATION LIST 3 2 USING YOUR PRIVATE DATA BASE TO RECORD ACCOMMODATION INFORMATION 3 3 SERVICING CUSTOMER ENQUIRIES AT THE COUNTER 3 4 GENERATING AN EXCEL SPREADSHEET OF ACCOMMODATION CONTACTS 2994 q Chapter 4 SETUP YOUR VIC SERVICE AREAS N Chapter 5 ACCOUNT CONTACT DETAILS LOCATION amp LOGIN DETAILS 5 1 BUSINESS DETAILS 5 2 VIC DETAILS 5 3 VIC MAP 5 4 LOGIN DETAILS 5 5 INVOICES o o o 0 Chapter 6 MANAGING A PORTFOLIO OF ACCOMMODATION CALENDARS 10 Chapter 7 LINKING YOUR OFFICIAL VIC LISTING TO OTHER MEDIA 11 Page 2 RoomsHere com Visitor Information Centre User Manual RoomsHere com has made the commitment to list every Visitor Information Centre VIC Australia wide giving e Control on which Accommodation Businesses are displayed in your official VIC listing e The ability to select other areas that you wish to service providing fast access to accommodation listings in surrounding or nearby areas and when a town is selected your VIC listing appears in their town search e Access to your VIC Account Details some of which display In your listing such as contact details location etc e he option of maintaini
8. ail address within your listing If you do not receive the requested Username or Password the email address in the system may be different to your current email address please contact RoomsHere com to request the Username and to reset the Password and to also change the email address to the one you are currently using Page 3 RoomsHere com Visitor Information Centre User Manual Chapter 2 ROOMSHERE COM FOR VIC s RoomsHere com is not a Booking System but an information management system which displays availability calendars and accommodation contact details so that you can contact the business direct should you wish to service phone or counter enquiries or make a booking providing opportunities to generate income for your VIC see How to Set Up a Direct Accommodation booking System from the link located at the bottom of the Visitor Information Centre Resources located under Industry Resources Once your official VIC list has been set up it can be used in many ways to market your VIC and your selected accommodation see Chapter 7 LINKING YOUR OFFICIAL VIC LISTING TO OTHER MEDIA Logging in will always land you on your VIC Home Page ready to search for accommodation e Goto Industry Resources to find further information about all the functions of RoomsHere com e About explains the functionality and concept of the system e Click on Contact to access RoomsHere com telephone and email details Industry Resources About Contact
9. ck a property click Rating select how many ticks you wish to display usually only 1 click Save v Example Property SELF CONTAINED BED amp BREAKFAST APARTMENT Shi a Toum 130 130 130 5180 130 5130 5130 5130 5130 130 430 130 5130 130 6 Seaview Packages From gag 9999 9999 Rating aes seit Comm EX 3 A Rated Excluded SPA ROOM Aan Ce ET i PR ii l MOTE Qv Owy OC ee Oe OO vvivivv JA i 7 Xampli 08 888 ENSUITE ROOM 120 5120 5120 5120 5120 Sia 120 5120 2 Tick multiple properties go to the top of the page click Rate select the rating and Save 3 Go to the top of the page select Check All click Rate select rating and Save To remove any unwanted properties follow the procedure as above selecting Exclude Page 5 RoomsHere com Visitor Information Centre User Manual 3 2 USING YOUR PRIVATE DATA BASE TO RECORD ACCOMMODATION INFORMATION RoomsHere com has provided every VIC with their own private data base so that comments about accommodation can be recorded to assist staff in providing personal and accurate information Example Proper G Seaview Package BED amp BREAKFAST Click on Comment to enter information such Example Town ele 2130 5130 513 99 9999 9999 130 5130 5130 Manager s names Rating Not Rated Operational problems Comment 2 A ae io Closure notices Xampl Hanagers Margaret Smith Dean etc Click Save to display this information for staff to see whilst servicing enquirie
10. iew Packages From ciyTown v BED amp BREAKFAST APARTMENT Suburb Example Town 130 5130 5130 130 5130 130 130 5130 130 S130 130 5130 130 5130 us 88 9999 9999 e In my Area Rating Not Rated I Xample Town Comment Managers Margaret Smith Dean Jones Xample Area within 10 minutes M Xample Motel Deluxe Honeymoon Suite SPA ROOM drive of Town Centre MOTEL EMAIL _ E _ E i E i p _ E E Xample Area within 30 minutes Xample Town drive of Town Centre 0S 3888 8888 Queen Room ENSUITE ROOM Lj 5120 120 5120 5120 4120 120 120 5120 5120 120 5120 Sia 120 5120 Property Name Special 4 Might Package ROOM amp Subscribed Listings Only Rating v Property Type Comment Pays 10 commission Hotels Motels amp Resorts Xample Property Manager Xample Property 1 2 BEDROOM HOME Parks amp Camps SELF CONTAINED EMAC E a E 2 E Hosted amp Self Contained Xample Town e 1300 766 648 Xample Property 2 1 BEDROOM HOME _ Boarding House maid E _ Group Accom Xample Property 3 2 BEDROOM HOME Homestay Private Houses pm Rows per page Xample Property 4 3 BEDROOM HOME Use more search criteria gop E 2 E a Xample Property 5 4 BEDROOM HOME EMA _ _ N M E Xample Property 6 3 BEDROOM HOME EMAIL g E S E Xample Property 7 APARTMENT PENA E 2 E E a E a B There are 3 ways to select properties you wish to display to consumers on your official list 1 Ti
11. ng a Portfolio of Accommodation Businesses who have nominated you as their Booking Agent or for those who are unable to manage updating their calendar themselves Each VIC has been pre listed and set up with a Username and Password which would have been forwarded to your VIC in an earlier email Contact RoomsHere com if your VIC is not listed Chapter 1 LOGGING IN Go to www roomshere com Travel Tips Here Industry Login Industry Resources About Contact aJ 19 1 2014 A RoomsHere Keel Find By Place oT Find By Name Q SEARCH Connect Direct 21 000 Listings Gai Hotels Motels amp Resorts Parks amp Camps B amp B s amp Self Contained Houseboats Other Click on Industry Login Set this as a favourite for future access or create a tab so that it automatically goes to this page each time you start your browser Login by entering your Username and Password Username Password Industry Login RoomsHere Eee Reposition your property listing to the top of your town city search EACH TIME YOU LOGIN Connect Direct 21 000 Listings The roomshere site is optimised for use with modern web browsers Please click here to get more information RoomsHere com Login Don t have an account Login create one here a Remember me next time Log In Forgot your password or username Click here If you need to retrieve the Username or Password for your VIC follow the directions provided these will be emailed to the em
12. portant to show the VIC position on the map so that consumers can see exactly where it is located Doing so also enters the GPS coordinates into our data base in readiness for future technology additions From My Properties page Click on Map VIC Map Limboola 2D 3D Road Aerial Little Desert National Park Keilira Keppoch Horsham Peronne Mount Benson Gramp Natio Par Casterton larnilto Hami Fy og 40 miles ee Zr EA TIE sal tit prat ULT e xis LI TIEN La Ano erat zeempesa pay Ecl zzv Zoom in to improve accuracy please 10 20 RoomsHere com does not guarantee the accuracy of the marker on this map and will not accept any liability created through errors or omissions Find your town on the world map by either e Clicking into the map with the mouse holding and dragging e Using the arrows provided in the top left corner Zoom into your town by either e Rolling the wheel on the mouse in and or out e Using clicking on the or icons on the top left corner Once you are satisfied with your selected location click Save 5 4 LOGIN DETAILS Username can only be changed by contacting RoomsHere com To change the VIC Password Click on Login Details e Enter your existing Password e Enter new Password and Confirm New Password e Click on Change New Password 5 5 INVOICES VIC s have FREE access to all the functions provided by RoomsHere com so no invoices will be listed
13. s from the VIC login 3 3 SERVICING CUSTOMER ENQUIRIES AT THE COUNTER Should you need to show a customer the screen from your VIC list to revert to consumer view which does not show your private data base click on Consumer Link 3 4 GENERATING AN EXCEL SPREADSHEET OF ACCOMMODATION CONTACTS To assist you in bulk emailing to all the active listings in your official VIC list At the top of the page click on Export Contact List Export Contact List Open the export xIs file from members roomshere com to generate a list of email addresses to copy and paste into a bulk email Page 6 RoomsHere com Visitor Information Centre User Manual Chapter 4 SET UP YOUR VIC SERVICE AREAS Service Areas have been pre set by the system based on your locality locale Each Service Area automatically includes all the properties that have been listed in each town area NOTE Once you have selected your Service Areas you will need to go back to your Member Home Page to select the properties you wish to display to Consumers in your official VIC list From your Home Page click on Service Areas Members Home Account Portfolio Service Areas Add New Service Area Find by State Region State Suburb Service Areas Priority Service Area Locales gt DI Xample Town it Del Example Town West Busselton Xample Area within 10 minutes drive of Town it De Glenbumie Centre Mount Gambier ample Area within 30 minutes drive of Town
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