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User`s Manual - Our Guest Manager

1. Mobile View Month Guest Accommodation Nights Check In Check Out Booking Customer Avocado room Wed Jun 4 14 Fri Jun 6 14 April Schauer Pomegranate room Wed Jun 11 14 Sat Jun 14 14 Y Al Bino Pomegranate room Sun Jun 15 14 Thu Jun 19 14 Al Bino Avocado room Wed Jun 18 14 Sat Jun 21 14 ETA 4 00 PM April Schauer Pomegranate room Fri Jun 20 14 Thu Jun 26 14 9 Calendar Edition v2 01 9 September 1 2014 Quick find lookup by name Find month Go to Menu view Go to accommodation view Help Refresh screen Go to Customer Y indicates a booking entered while mobile Our Guest Manager User s Manual iPad List Accommodation screen iPad gt 0 0 59 Mi gt D Eist by accommodation a a a lr gt p A Y quick find DO ewer DE DPN j Enter Quick Find data Enter Accom to look up orn Refresh Help Mobile View Booking Customer June 2014 Travel Agent Avocado room 2 Wed Jun 4 14 Fri Jun 6 14 Agent Travel Agent Accom Month Guest Accommodation Nights Check In Check Out Al Bino Avocado room 3 Wed Jun 18 14 Sat Jun 21 14 ETA 4 00 PM June 2014 Al Bino Pomegranate room 4 Sun Jun 15 14 Thu Jun 19 14 April Schauer Pomegranate room 6 Fri Jun 20 14 Thu Jun 26 14 93 Calendar Edition v2 01 9 September 1 2014 Quick find lookup by name Find accommodation Go to Menu view Go to month view Refresh screen H
2. eeecceeeeees 98 Using Dropbox With IPHONE cccccsieceuctaduasacesasdeaversrccaonsauceeh a E E 102 Using FileMaker GO on iPNOne ccscsssesssssscccnsrencssscccsessencnsssncasssecsessencusrsscacsceveessencusns 103 Folders created and used by Our Guest Manage l csecccsssecccssececessceceesceeeeecesseeeessesees 107 4 Calendar Edition v2 01 9 September 1 2014 Our Guest Manager User s Manual Overview What is the Our Guest Manager system Our Guest Manager is an easy to use feature rich software system designed for Bed and Breakfast establishments with up to eight units It is a customer and reservation manager incorporating mailing list capabilities and printable or email reservation confirmations and receipts Com puter system reg ulrements Our Guest Manager is a stand alone database program The software will run on a Windows based PC computer with the following recommended system requirements v Windows XP Professional Home Edition Service Pack 3 o CPU Pentium II 700 MHz or faster o Computer memory 2 GB of RAM o 1024x768 or higher resolution video adapter and display v Windows Vista Ultimate Business Home Premium Service Pack 2 o CPU 1 GHz or faster o Computer memory 2 GB of RAM o 1024x768 or higher resolution video adapter and display v Windows 7 Ultimate Professional Home Premium o CPU 1 GHz or faster o Computer memory 2 GB of RAM o 1024x768 or higher resolution video
3. Be NEI cc ccccccccccccccccceccceceeen os _ ne _ Confirmation Style Phin Letterhead eg PayPal Prose List Click to edit and resize the print page headers te Clicking in the indicated area will open a new window to allow editing Click Format on the menu bar above to access edit and size controls to customize how your printed 75 Forest Drive Mellon Lake ON P2P 1L4 Chick to edt and resize the print page headers oo 35 Calendar Edition v2 01 9 September 1 2014 Our Guest Manager User s Manual To edit the text fields first click into the field then use the drop down Format control from the menu bar to make your changes RAS oar Click Format on the menu bar above to access edit and size controls to customize how your printed R page headers are to appear 75 Forest Drive Mellon Lake ON P2P 1L4 NOTE The fonts available on the list are those which are installed on your computer You may add more fonts as needed 36 Calendar Edition v2 01 9 September 1 2014 Our Guest Manager User s Manual If you wish to use a custom Prefix number in front of the automatically generated booking numbers you set up the default on the Receipt amp Confirmation page Memberships oyster turrency symbol Booking prefix a aument Tunez Accented Printed Rereint Paner If you create a new booking say number 235 it will appear as 2014 235 on the confirm
4. Our Guest Manager User s Manual Yahoo ca or com Email preference Ocient smTp Email display From name Email display From email Email Reply To address Email BCC address SMTP server name SMTP server port SMTP encryption SMIP password aerate type Email account login Email account password Email preference Email display From name Email display From email Email Reply To address Email BCC address SMTP server name SMIP password Pe rete Lia type Email account login Email account password Your own website SMTP server Ask your website provider for SMTP settings 101 Calendar Edition v2 01 9 September 1 2014 i ts te ts te te i b te i Ta te Grover Cleveland Grover TheGroves com Grover TheGroves com Grover TheGroves com SSL off smitpumail yahoo ca oS None Plain Password grover yahoo ca S teeet4444444444422 l Grover Cleveland Grover TheGroves com l Grover TheGroves com SSL on Grover TheGroves com smtp wniail yahoo ca i 465 SSL Plain Passvrord grovergryyahoo ca ZEEE ERE ETE ER EEEE Our Guest Manager User s Manual Using Dropbox with iPhone What is Dropbox Dropbox is a cloud or internet based service that allows you to store files from your PC ina personal and secure folder on the internet With a corresponding app from iTunes intalled on your iOS de
5. Y Click on the file v After attempting to open the file Dropbox will display ull Fido 1 48 PM Dropbox OQGM_iphone fmp12 Unable to view file This file type can t be viewed Y Click on the download button and you will see Open in Open in GDrive Open in FileMaker Go TeamViewer E Open in Open in WebEx Downloads Cancel Y Click on Open in FileMaker Go 104 Calendar Edition v2 01 9 September 1 2014 Our Guest Manager User s Manual v FileMaker GO will open and show and you are ready to go ull Fido gt 1 49 PM 4 B Our Guest Manager Menu Our Guest Manager for iPhone iPad amp iPod Touch View bookings by month View bookings by accommodation Record a booking Help File updated April 2 2013 at 13 46 Update iPhone iPad How do you wish to update your iPhone or iPad file NOTE If you prefer to email the file to your iOS device rather Email Linked folder than use Dropbox make the appropriate choice during Our Guest Manager Program set up iPhone iPad email address Grover TheGroves com 105 Calendar Edition v2 01 9 September 1 2014 Our Guest Manager User s Manual If you send your emails from Our Guest Manager using an email Client program as set up in Program Set up your email Client will open Grover TheGroves com Subject Our Guest Manager for iPhone file April 2 2013 at 14 50 Att
6. 23 Calendar Edition v2 01 9 September 1 2014 Our Guest Manager User s Manual The Details System Preferences and Set up Company set up Calendar sty Name The Groves BEB Street 75 Forest Drive City Mellon Lake Province ON www DheGrovesBandB com Country Canada Paste Google map URL here Pact aac l P2P 1L4 Everything on this screen appears on the printed and emailed booking confirmations and receipts 24 Calendar Edition v2 01 9 September 1 2014 Our Guest Manager User s Manual Rooms and Rates Our Guest Manager System Setup Calendar Edition ate My Company Rooms amp Rates Special Rates Extras Taxes pipt Policies Memberships System Prefs Name Rate per night Description Amenities Location Beds Pomegranate room Pomegranate roum 195 00 DE sized bed with ensuite shower and a TY WiFi telephone Lipper lewel fa a ee ee j i Avocado room J Ea Upper level 1 IR EEE PE o ooo aa aooaa at Ne or 2 2 bed rooms 0 3 bed rooms 9 4 bed rooms 0 S bed rooms o 6 bed rooms o changes to rates in this table will only take effect on ee recorded after the change Our Guest Manager is designed for Bed and Breakfasts with eight units or less Enter the default values for v The name of the room suite cottage etc The normal rate per night A description of the room Amenities in the room Location of t
7. System Setu n ey Rooms amp Rates Special Rates Extras Taxes Coninmetion olicies Memberships System Prefs Name of Extra 7 TH Reflexology y Name v Description v Sellat v Available v Taxes Description Available Price Taxes that apply Relaxing 1 hr trestment fy 4000 Otxa Otaxe 4 r Enter new extras and services save al Name what taxes apply Description Li Tax A i O Tax B Sell at CY ON Give the extra a meaningful name This will appear on the receipt A short description that will appear on the receipt e g 9 holes At Glen Abbey The amount before taxes that you wish to charge Items marked Y will be available to add to the reservation You may add Tax A Tax B or both as defined in the next section Click Save to close the addition window 30 Calendar Edition v2 01 9 September 1 2014 Our Guest Manager User s Manual Handling Taxes There are many ways that taxes can be applied which vary depending on your location Tax handling No tax Taxis required Tax is included Display Tax Tax rate Invoice label Tax number Tax A 13 00 HST at Ory n Tax B Il i Ory N Example 1 100 x A B 100 x 08 05 13 00 100 113 00 Example 2 100 x Ax B 100 x 1 08 108 00 C Cc x105 113 40 Our Guest Manager gives you the option of choosing e Notax e Tax is required e Tax is include
8. Calendar Edition v2 01 9 September 1 2014 Booking Pg1 Booking Pg2 Booking date Sun Aug 31 2014 E ra sam G J Booking time 3 44 PM How booked eMail Reason for i hiie visit Where Heard shout us BB Canada Vehicle make Time cancelled Model Plate Cancelled OY N Cxi Notes G Dietary lOp concems Adjust this booking haidai tes o ra room rates or default Estimated Arrival Time 4 30PM Number in Party 2 Number of nights 2 Room price Room total Special rate f Miscellaneous HST Extras Tax on extras Total 105 00 210 00 31 50 Room net 178 50 23 21 201 71 uest Out _ Has Checke OY Date cancelled r gt E A ra ED Our Guest Manager User s Manual If the tax set up changes between the time that the booking is entered into the system and the date of arrival the tax changes can be applied to linda konie the current booking by clicking on the Update tax rates button Once the booking has been entered you can email or print on paper a confirmation of the booking Sending a Booking Confirmation From the reservation screen click on either the Printer icon or the Email Confirmation icon Print If you wish to print either the plain paper or letterhead layout will be Ernail presented before printing These choices are based on
9. gt 6 07 PM 92 m iF quickfind i s E mamon HO JO Faith Christian IN Tue May 8 12 Master Suite OUT Thu May 10 12 Nights 2 Lois Price IN Fri Jun 1 12 Master Suite OUT Sun Jun 3 12 Nights 2 April Schauer IN Tue Jun 12 12 OUT Thu Jun 14 12 April Schauer al IN Tue Jun 12 12 Master Suite A miir This hima TAD Minin 2 View bookings by Month mii Fido 6 07 PM Kei 2a SO April Schauer Cust ID 24 Phone 613 963 0072 Home Email April_Schauer Gmail com First night Last night Customer view place call or email from here 88 Calendar Edition v2 01 9 September 1 2014 Our Guest Manager User s Manual Fido gt 8 08 AM amp quick find Faith Christian IN Tue May 8 12 Master Suite OUT Thu May 10 12 Nights 2 Previous Next Look up by month atl Fido 6 09 PM 91 amb Tt lt A Customer Name Apri Schauer Street 101 Winnipeg Ave City Thunder Bay Prov ON Postal P7B 3R3 Country aa Email april_schauer gmail com Phone 807 621 0830 Mobile pe Te Fax az Existing customer 24 Entered 11 May 2012 at 6 09 PM Existing customer detail transferred to booking atl Fido 6 09 PM 91 ma ao Customer look up Enter fac Click check to choose from 807 621 0830 A April Schauer If name is not on the list click Look up customer to record a new booking Ha Suite First night rae Last night 20
10. 2 Gene Poole 612 592 1953 Gene_Poole Scroll through pages i Sunday April 14 2073 NOTES Sunday April 21 2013 to 2 Amanda Lay 803 502 1200 Amands_Lay G To print the report click first Tuesday April 23 2013 NOTES on the report then choose print from the menu bar at top Sunday April 21 2013 to 9 Father Long 49 7442 24 02 0 Father_Long rc i Monday April 29 2013 NOTES i Tuesday April 23 2013 to 2 Matt Tress 519 742 3357 Tress Matt yahe i Wednesday April 24 2013 Hanes Wednesday April 24 2013 to 4 Amanda Lynn 205 474 2878 Amanda Lynn smail com 14 N Saturday April 27 2013 NOTES i Sunday April 28 2013 to 2 Amber Green B05 S246645 Amber Greengrsmail com 12 N Monday April 29 2013 22 Calendar Edition v2 01 9 September 1 2014 Our Guest Manager User s Manual Calendar View of bookings Our Guest Manager includes the ability to view bookings in a calendar view from the button on the Customer page ev Calendar ole sz BD July 2013 Our Guest Manager Q fnd month Q i Prev Month Next Month gi Bool il g detail Booking Details booking 165 accommodation PFORESTVIEW SUITE description JENNY TULL 7 nights Calgary ON first night Tue Jul 2 13 Phone 405 615 5760 l Email Jenny_Tull Gmail com Confirmed on 5 16 2008 last night Mon Jul 8 13 7 Do check out Tue Jul 9 13 99m 1 W 3 inn oe h Armco 4 b wT
11. Clearing the data will reset the system back to Trial Edition deleting all customers bookings and system set up entries 85 Calendar Edition v2 01 9 September 1 2014 Our Guest Manager User s Manual Registered Editions In addition to the Utility items available in the Trial Edition the Registered Edition includes version update items Edit Print Export data Update version Clear trial data Tool What s this about 1 Export data files from old i Our Gues 2 Import data files to new M M First Eak Goward Last First Name l Al Accomn last Name Bino 322 Forestvis Update version v Update version o An information page to show what this function does o Ability to export the data already entered into the system o Ability to import the exported data to the new version NOTE A full description of the program Update process is contained in the Installation amp Update Guide 86 Calendar Edition v2 01 9 September 1 2014 Our Guest Manager User s Manual Transferring data to Apple iOS mobile device The Our Guest Manager includes the ability to transfer your up to date customer and reservation databases to your iPhone iPad or iPod Touch the iOS device equipped with the FileMaker GO app installed available for free from the App Store Our Guest Manager Customers check availability Reports System Zoom Transfer to Update Web Menu Setup Screen iPhone iPad Invento
12. Email Reply To address Grover TheGroves com Email BCC address Grover TheGroves com SSL off SMTP server name smtpumail com SMTP server port 587 SMTP encryption None SMTP password P i ahenn type None Email account login grover mail com SSS m Email preference Oclent smTP Email display From name Grover Cleveland Email display From email Grover TheGroves com Email Reply To address Grover TheGroves com Email BCC address Grover TheGroves com SSL on SMTP server name smtp mailcon SMTP server port 465 SMTP encryption SSL en iir t Plain Password Email account login qrover mail com Email account password 22 Se Te Se Se ae ee ee 99 Calendar Edition v2 01 9 September 1 2014 Our Guest Manager User s Manual AuthSMTP com Email preference Email display From name Email display From email Email Reply To address Email BCC address SMTP server name SMTP server port SMTP encryption authentication a Email account login Email account password 2 L 2 Ln T Ta T he i ty O Client SMTP Grover Cleveland Grover TheGroves com Grover TheGroves com Grover TheGroves com mail authsmitp com 2575 Mone Mone ZRERRERESERERERESEEE NOTE Make sure that the From address is in your AUthSMTP authorized mailed from list 100 Calendar Edition v2 01 9 September 1 2014
13. Finding things The Find button is located on the customer home page Clicking on the button you are given a choice to look up a customer or a booking Customer or booking Do you wish to look up a customer or a booking number 71 Calendar Edition v2 01 9 September 1 2014 Our Guest Manager User s Manual Customers oy Enter FIND Criteria If you wish to find an existing customer in your database a ea click on Customer and SUBMIT FIND Partial or full entries are valid You may enter as much or as little information in the bmi Fine La search boxes First Name Last Name v First name Street vV Last name City V Street Prov State y City Phone Y Prov State vV Phone Then hit Submit Find Anything you enter is used as part of the customer search If you enter something that the system can t find then your search will fail Example Mary Smith lives at 353 Lexington Way Cambridge ON Her phone number is 519 722 5555 If you enter Mary in the First Name field the system will find ALL customers with first name Mary which could be quite a few Narrow the search by entering Mary in the First Name field and Sm in the Last Name field This will find ALL customers with first name Mary and last name with the letters sm in the name You would find Mary Smith Mary Smythe Mary Es
14. Manager User s Manual If SOME rooms are booked during the period then nwas Hap Save Clase Rooms are not available on the following dates Forestview Suite First night Last night Guest Booking No 32 From Wed Jul 10 13 to Wed Jul 10 13 Anna Recksiek Master Suite First night Last night Guest Booking No 33 From Wed Jul 10 13 to Thu Jul 11 13 Amanda Lynn This table is sorted by room name the first night and shows what is NOT available From the Booking Screen Clicking on the green check mark on the booking before it has been saved will use those dates entered and provide you with the same two result dialogs ii m 5 Sta f OOM rates or default an this O LL Number of nights Room price Room total The Master Suite is available from Sunday September 1 2013 to Sunday September 1 2013 Cen rel rete Caches 66 Calendar Edition v2 01 9 September 1 2014 Our Guest Manager User s Manual Managing Agent Bookings If you take bookings from agents you have the ability to record a bulk payment against the agent customer and prepare an agent invoice It starts with the Customer profile screen i Ou uest NI ana ppa Customers Designating the Customer as an Agent makes some changes to the program 1 field background is salmon coloured as a visual cue 2 Agent Payment and Agent Invoice buttons become live 67 Calendar Editi
15. Manager User s Manual Search Engine Administration Window Guest Manager includes the ability to access your various accommodation search engines from the built in web viewer when connected to the internet The web address of the site and label for up to 10 sites may be entered into the screen above Access to the sites is by clicking on the Update Web Inventories button on the main customer page bringing up the interactive web viewer Our Guest Manager Search Engine Update Calendar Edition BBCANADA com Canada s Complete Bed amp Breakfast Web Server Online Since 1995 Join BBCanada Gift Certificates Associations Getaways Home home bbdug bbowner B amp B Visitors SEEVERUETY 2 BBDUG 8 a British Columbia Alberta Saskatchewan Manitoba BBDUG Login 0 aaa N F AO Calendar Edition v2 01 9 September 1 2014 Our Guest Manager User s Manual System Preferences and Email set up System Setu pf sil te Memberships System Prefs Export Preferences Show Tooltip help Logo or XLSX Excel Y On Email preference Client O SMTP rey ja SV Comma delimited Picture Aa F To indude a logo or So ate eee JS 99 OUM picture file on your iPhone iPad email address a N prin rene i _ Sa confirmation dick in Default zoomlevel O1 0 On eo Test _ TAB Tab output Update iPhone iPad How many month
16. PayPal I Prose _ List Receipt Notes en l 2 Click to edit and resize This wording will appear on the printed or emailed receipts se eas ee the print page headers Entries In this section are all included in your printed or emailed booking confirmations and receipts Enter custom wording for the first paragraph to appear on the confirmation and receipt by default Enter custom wording for notes that you want to appear on every confirmation and every receipt enter a default currency symbol list the payment methods that you will accept and choose whether you are printing on plain paper or pre printed letterhead If the former your company name address and logo as entered in the Company Set up section will be printed The latter assumes that you are using letterhead printed in the top 1 4 5 cm of North American standard 8 5 x 11 inch paper printed in portrait mode Set your preference for prose based or list based printed and emailed booking confirmations 34 Calendar Edition v2 01 9 September 1 2014 Our Guest Manager User s Manual If you wish to customize the font size and colour for printed confirmation and receipts you can make the change from this set up page as well Currency symbol Booking prefix l Payment Types Accepted Printed Receipt Paper Enter payment types here Plain Letterhead Be SPEC AIA ccccccccssssee i Printed Confirmation Paper a ce ee C
17. TheGrowesBandB com Country E Canada Map URL hitp maps google ca maps f g amp source s_q amp hl eniigeccode fg in glis st BarnySa27s Bay HONE sll 49 891795 97 153698sspn 20 127417 52 9101 565ie UTF amp amp hog fhnear Inglis St Post code P2P iL4 The system set up section is the place to start when first installing Our Guest Manager These sections allow you to customize Our Guest Manager for your business Full descriptions of these screens are explained in detail later in the manual Here is a list of the customizable features Y Company contact information with web map URL field and signature panel v Up to 8 accommodation entries with name description amenities prices location and bed configuration Y Unlimited discount premium special pricing entries 13 Calendar Edition v2 01 9 September 1 2014 Our Guest Manager User s Manual v Unlimited chargeable extras that you may offer such as theatre tickets golf etc S Two variable and one fixed tax fields with choice of calculation type Y Common wording for confirmations and receipts up to 9 payment types accepted custom currency symbol Y Cancellation policy breakfast times earliest check in latest check out deposit requirements v Association memberships v Login page web access addresses for modifiable search engines and booking agents Y Default screen zoom settings email settings choice of plain paper or letterhead printin
18. adapter and display 5 Calendar Edition v2 01 9 September 1 2014 Our Guest Manager User s Manual v Windows 8 Standard and Pro o CPU 1 GHz or faster o Computer memory 2 GB of RAM o 1024x768 or higher resolution video adapter and display NOTE Windows Administrator rights are required to install and run Our Guest Manager NOTE If you are going to be using Our Guest Manager with an iPhone iPod Touch or iPad they must have iOS 6 0 or later installed to be able to run FileMaker GO v13 available free on iTunes Getting Started Once Our Guest Manager has been installed you will find a new icon on your D Windows Desktop Double click on this icon to open the program Oho test If this is the first time that you have opened the program it is likely that you have just downloaded it from our website www OurGuestManager com and it is a Trial Edition If so you will be given the opportunity to try the software for 30 days or for a maximum of 50 customer or reservation entries If you have already purchased an Edition Upgrade Licence Key you will have the chance to enter it 6 Calendar Edition v2 01 9 September 1 2014 Our Guest Manager User s Manual Entering your licence Key Our Guest Manager Our Guest Manager Email InfomourGuestManager com www OurGuestManager com W011 Congratulations a Congratulations on making the decision to use Our Guest Manager to keep tra
19. and print the label sheet go to File on the menu bar at the top left of the screen Close the label sheet layout by clicking on the X at top right corner of the window B amp B label set JL Billy Bailey Barb Dayer D Looney D Baldock j Str 32 i 34131 Kassel i Germany There are 208 records in the find set requiring 7 label sheets Print using the print command on the menu bar i C o Don Charbonneau 77 Calendar Edition v2 01 9 September 1 2014 Our Guest Manager User s Manual Revenue Report When running the Revenue list you are asked whether to give you a list of everything in the database or to select a range of booking dates Enter date range Do you want a full report or specify a date range If you choose a range of dates you are presented with Our Guest Manager Report Date Range Enter Start and End Dates for the report mem fd YYYY Start Date m create wv pceittanea ee eeeeaeeneeaeeneeanees x revenue list End Date m This report is based on the first night of stay Enter the Start and End report dates in mm dd yyyy 05 01 2013 format Click Create revenue list to create the report 78 Calendar Edition v2 01 9 September 1 2014 Our Guest Manager User s Manual List of Revenue based on arrival night only The Groves B amp B Date Range 3 1 2013 to 3 91 2013 First Last ing Names j Room Net Misc HET Forestiew Suite Woo
20. delete the record of the email from the system or the green arrow icon to view the message 55 Calendar Edition v2 01 9 September 1 2014 Our Guest Manager User s Manual Confirming multiple bookings If your customer has made more than one reservation into the future and you choose to email a confirmation a window pops up which allows you to choose which bookings to include on the emailed confirmation Click on the green dot to the right of the booking listing to highlight and include one or more bookings If you choose one in error clicking on the red dot deselects the booking GOK SvaRanety j z T update wed cara i Our Guest Manager eS ciii i Teventones View __ Ve Guest Booking u a a p i ral Seren Boiro Number 224 Erai ond Lan A patt ths Upin Make of few Duplicate Booking PoI _ Bosing Paz moms can aloo on tas backing Ta Oe tasks bockeg 52 VAN EE Estimated Arrival Time Number in Party Extra Services en aa Date Desorption Quan ty Price Ww Room m First Night e 3 Mar 331 Number of nights 4 Mar 16 1 Last Night a eS rea on iS a ai Joes Phone enc Ti 5 l Facarnie Gick on green button to indude a booking GE Email conima ion R Mobde Phone oolong st Neg Last Night yda My Notes 225 Sun Mar 16 14 Wee Mar 19 14 Master Suite Special rate Depost Click on the Email confirmation envelop
21. local provincial offices to determine how tax is applied where you are NOTE Our Guest Manager assumes no responsibility for incorrect tax calculations The third tax field is a flat amount tax such as a city room tax of say 3 00 per stay NOTE If the three tax fields do not meet with how taxes are applied in your area you have flexibility of using the Extras section for taxes The tax labels may be changed to meet the requirements of your jurisdiction Also enter your tax numbers into the fields provided and decide if you want the tax labels to show on your receipt or not 33 Calendar Edition v2 01 9 September 1 2014 Our Guest Manager User s Manual Reservation Confirmations amp Receipts Our Guest Manager System Setup meee Calendar Edition Save Close Screen My Company Rooms amp Rates Special Rates chert Policies Memberships System Prefs Custom wording Currency symbol Booking prefix 2014 First paragraph used on both confirmation and receipt Payment Types Accepted Printed Receipt Paper enter the first paragraph you want to use on the print and email copies of the Enter payment types here Plin C Letterhead confirmation and receipt i i ag Mastercard l Printed Confirmation Paper i i Plain Letterhead ASS r eg Cheque This wording will appear on the printed or emailed confirmation Erann ag erh E T Confirmation Style eg
22. quick way to check the entry prior to processing the payment through your credit card system NOTE Credit card payments can be marked as Processed or Held Held payments will not change the outstanding amount until later changed to processed NOTE As Our Guest Manager is not linked to your card processor this is simply a warning 60 Calendar Edition v2 01 9 September 1 2014 Our Guest Manager User s Manual Clicking the Save button places the record of the payment on the reservations page For security credit card numbers are not fully shown After the card has been processed enter the processing Authorization number in the field provided NOTE Until you enter the Authorization number the card number field and the authorization field will remain highlighted in red as a visual cue Payments Date Payment type Card Auth Amount T d Apr 2 13 Il Mastercard oh add Payment Outstanding 0 00 Total paid Once payments equal to the total due have been entered the Total 229 96 Outstanding Due field will turn Green from Red Balance due 0 00 NOTE Once the full Payments Ba la nce Due has been Date Payment type Card Auth Amount entered the system will D Aor 2 23 Mastercard not allow you to record another cb add Payment Outstanding 0 00 Total paid 225 56 Emails Sent d Error NOTE If wh l le reco rd Ing There are no outstanding charges sho
23. that you enter the 5 digit Customer Number and 9 character licence code exactly as you received in the email after purchase Successfully entering the customer information will show a confirmation screen indicating the Edition purchased Congratulations on your purchase of the Calendar Edition of Our l Guest Manager oe Hit Continue to go to the Your licence key has been entered and verified This entitles you to 6 unlimited use of the software main entry screen 9 Calendar Edition v2 01 9 September 1 2014 Our Guest Manager User s Manual The customer entry screen Customer f Guest Type Accommodation From First Name April Last Name 101 Winnipeg Ave City Prov State fo stal ZIP P7B 3R3 Famil Schauer Grmail ch auer Gmail Pho an E D May 2 4 10 Calendar Edition v2 01 9 September 1 2014 Our Guest Manager User s Manual Explanation of screen functions i z click to open the reports menu click to open the customizable default settings for your business click to increase or decrease the current screen size click to create a file to transfer to iOS device iPhone iPad Update Web click to open web viewer to up to 10 web search engines eee click to see room reservations in a month calendar view View click to create a new customer record click to delete the currently viewed customer from the database Customer record navi
24. to an external file Our Guest Manager Reports Menu W List bookings yw Close list window y Close labels window W Close marketing window 74 Calendar Edition v2 01 9 September 1 2014 Our Guest Manager User s Manual Listing Bookings Reports Menu lo sz Our Guest Manager Reports Menu Do you want to show ings after today all bookings _ by date range Do you want to indude cancelled bookings Clicking on the List bookings button presents you with the following choices v show bookings after Today or All bookings or by Date Range v include cancelled bookings in the list or not Do you wish to limit the report to only show one room You may also limit the search by room Show All a 75 Calendar Edition v2 01 9 September 1 2014 Our Guest Manager User s Manual List of Reservations List of Future Reservations Printed April 2 2013 12 34 PM Page 1 Forestview Suite Wednesday April 10 2013 Wednesday April 10 20173 to Thursday April 11 2073 1 Jack Pott NOTES 2 Al Bino NOTES 416 217 4640 The Groves B amp B Jack _Pot Gmail com Al_Binc Gmail com Friday April 12 2013 to Sunday April 14 2013 Saturday April 13 2013 to Sunday April 14 2013 Sunday April 21 2013 to Tuesday April 23 2013 3 Ivan Oder NOTES 2 Gene Poole NOTES 3 Amends Lay NOT
25. your own website domain host There are also buttons for v Bellaliant Rogers Shaw Sympatico LN NAN Telus The values have been gleaned from the various help files from these communications companies however these settings have not been tested Enter a TO email address a FROM email address your account login and password in the fields with red backgrounds then press the test now button If successful a confirmation will show up in the Results box If not successful the Results box will show what errors occurred After a successful test click on save these settings to copy the settings to the preferences panel on the setup page 45 Calendar Edition v2 01 9 September 1 2014 Our Guest Manager User s Manual Setting up transfer of data to iPhone iPad and iPod Touch Our Guest Manager gives you the ability of transferring your customer base and future bookings to your Apple iOS device equipped with the FileMaker GO App which is available on iTunes link Although not a live link the Our Guest Manager iPhone module allows you to review vacancies and enter bookings received while you are away from the B amp B You also can send a quick confirmation acknowledging the booking by email Update iPhone iPad How do you wih to update our iPhone or iPad file O Email Linked folder iFhone iPad email address Grover TheGroves com iPhone iPad linked folder path C lUsers Grover Documen
26. 12 06 13 ETA 4 00PM Party size Note Peanut allergy Enter accommodation 89 Calendar Edition v2 01 9 September 1 2014 Our Guest Manager User s Manual ae 11 07 AM 100 faa ao 0 Accom Notes Emar Note from customer hile Note re booking Peanut Allergy Notes screen ail Fido gt 6 11 PM Cancel Confirming B amp B To April_Schauer Gmail com Cc Bcc From sales ourguestmanager Subject Confirming B amp B booking April Schauer Thanks for your reservation as follows Accommodation Forestview Suite Check in 6 11 2012 ETA 4 00PM Check out 6 14 2012 This mobile booking will be transferred to our full reservation system and a complete booking confirmation will be sent to you at that time Email to customer ail Fido 6 10 PM 91 ma H Ax Send email to customer Send email to home Email help Emailed home Emailed customer Email menu tl Fido 6 12 PM Cancel Mobile B amp B boo Subject Mobile B amp B booking Check in Accommodation Forestview Suite Check in 6 11 2012 ETA 4 00PM Check out 6 14 2012 Number in party 2 Name April Schauer Street 101 Winnipeg Ave City Thunder Bay Province amp Postal ON P7B 3R3 Email to office 90 Calendar Edition v2 01 9 September 1 2014 Our Guest Manager User s Manual Screen shots of iPad database The mobile module has now been o
27. 78 3 Calendar Edition v2 01 9 September 1 2014 Our Guest Manager User s Manual IVA CELA UT COG wate cece cise ceatiectsccnan A E E E EA 80 EOE CUA AUIS water chess reciente rates E E sanctus sect abcnaveuacebaeaiates E E EEE 81 A a E T O E E O E 82 PEDA UD aeae E E E deb osen 82 Ta ECION ieee a T E TE E TE TE ET AE TE 82 FAO CNG E E E EE E E E A EE O E A TEE EE T 83 Menu par TEAC SS cnteses a arcanecendesaecceraaasnentcsesstancanadienteaaeeeeheaccusuieseaseeaacsamndasasedeneacauenteece te canscens 83 AAO OE SA IOC dal a sarcseraacs na E 83 EO ON rate terse cesta E en coca cceuma en cea anata na OT EEAO 84 Vew DOWO OOS acces cesses sea EE E E 84 dear iA aa E E E E E E E E E E E 85 REESE FOU OD enea E E E TE O E TE 86 Upa ENGT ION aa A E A E hence eee eee aoe 86 Transferring data to Apple iOS mobile device sossnsesensssensssereseressersssrreseerssrersserrssereseereseeess 87 Screen Shots of iPhone database cccccssssssscccccsesseeccccseesseecccsseusseecccsseuseceessseuseeeeeeseeeses 88 Screen shots OF iPad datadas Certs teseaetcnsseacsuecacestensacenentedeantensdeaaseuscensaeeeaceunctedonntensscacseuanens uals 91 Contacting Our Guest Manager s cccsnssresssnereccawsnnesancannexaseannersnvandvaterthaennseaneeneactwersasaenioraatioaernuareies 97 SELLE PVN E E E A E E E A E A E A E E E E 97 aE I E TE E E E E E E A 97 APPENA aa E E T E T O E E EEEE E 98 SMTP settings for Gmail com Mail com Authsmtp com Yahoo ca COM
28. Bily Bailey fiom Faestiew Sate Fist Nght Fran Last Night Tue Jun 18 13 E Number of nights 5 Room price 105 00 Room total 525 00 Phone 519 555 1212 j cend 5195522 Special rate 57 50 Email Billy Domain com cell one r Room net Miscellaneous Mobile Phone i i My Notes Special rate Off season Extras Depost i Confirmation note Tax on extras Total 472 50 Has guest y Checked Out r s oo i r P 3 r i a j k Confirmation l sent o Entry dane May 23 12 Contact information Room booked Dates of stay Estimated time of arrival Pricing including taxes discount premium special pricing LYNN NNN Overriding deposit amount and date 16 Calendar Edition v2 01 9 September 1 2014 Our Guest Manager User s Manual On the Booking Pg2 tab Our Guest Manager we Pe Guest Booking Booking date Mon Mar 25 2013 Number 4 ited rd a roam rates Of Estimated Arrival Time Number in Party 4 30PM gt Booking time 4 41 PM _ footie Ls oo Room price 105 00 Reason Business Where Heard _210 00 about us Website Special rate Vehicle make Ca Room net 210 00 Vehicle Sentra Miscellaneous Vehicle l ff licenca NE xXx HST 27 30 Dietary mahan f Sie Diabetic Canceled OY N p T Extras Date
29. ES 612 592 1353 603 502 1200 wan_Odergarsmail com Sunday April 21 2013 to Monday April 29 2013 i Tuesday April 23 2013 to i Wednesday April 24 2013 9 Father Long NOTES 2 Matt Tress NOTES 49 7443 24 03 0 519 742 3357 Wednesday April 24 2013 to Saturday April 27 2013 4 Amanda Lynn 205 474 3378 aq gt First Back Forward Last Scroll through pages Sunday April 28 2013 to Monday April 29 2013 To print the report click first on the report then choose print from the menu bar at top Once viewing the report you may scroll through the pages using the familiar scroll buttons Click X to close the report To print the report click on the report to make that screen active then choose Print from the menu bar at top left of the screen 76 Calendar Edition v2 01 9 September 1 2014 Edit Print Exportdata Update version Cleartrialdata Tools Help List of Future Reservations Printed April 2 2013 12 34 PM Page 1 Nights Name Phone Fa Forestview Suite i Wednesday April 10 2013 1 Jack Pott 519 358 7515 NOTES Wednesday April 10 2013 to 2 AIBino 416 317 4840 Our Guest Manager User s Manual Mailing Labels The label sheet has been formatted to fit the readily available Avery 5160 label sheet 3 x 10 Avery 5160 labels This will format your database to fitan Avery 5160 label layout To set up your attached printer
30. Our Guest Manager A Bed amp Breakfast customer and reservation system for up to 8 units User s Manual 1 Calendar Edition v2 01 9 September 1 2014 Our Guest Manager User s Manual Table of Contents MCV A E AE A A menace OEA E A EE A A E E E 5 What is the Our Guest Manager SyStemM cccccsssecccssececesececeescecceseceeeecessuseesseaeeeeeaecessuncesseaess 5 Computer system requirements ss ssessessesseseesesssssesresrrsreseessessesesseoresreseesreseesesseesessessesressese 5 CUME S Ei E E E vanarseadanaevawsneseatvensemnoete 6 ICS TINS VourlCen o KE oreas E EN EA EE E EER 7 The c stomer entry SCI CON ax spadadetadancces Sasanantsscesasvseaiudanadencceddnenancdsticadarotanindetagenavalinapagatsidscaveaeeas 10 Explanation Of screen FUNCTIONS ccccesccccsecccesceccesececssceceuseceseecesauecesauaeeeseaecessuecesseneeees 11 FE SVS Cet setup Se Ctl OM esrte ce cicevaceceessieceyaiesaesendeeecyacavahavestuugescsesauanssesecelomannreetetesvarecsonmeeceses 13 THe OSC AOS Cl CCMA ercsecgereve sar catetcns Geeressenceutcaeawaewesenaattcas E E 15 REVIEW DOORN PS aaga erna e EEN EEE REEE EEEE 21 Une DOORN O S a E E E EA EE AA E EAN 21 Calendar VIEW OF DOOKINES ocecnsese cae oweceece ceca telex nikiri EREE 23 Tae ID CU AN Sis arses cet daes saa ca cone e deca cou eaa mena etccnasen a nomea acca agen ana tices tances eee ene ete ees eee 24 System Preferences ANG Set UD estoeixccecavaccusvadcnavarcucuunddoeiesete
31. Wis WIN2013 WIN 2013 Total for Forestwiew Surne for March Master Suite Wi2013 F1 2013 Frank Enstein Jipa VIF W113 Total for Master Sute for March Total for Month of March Report Total 79 Calendar Edition v2 01 9 September 1 2014 Our Guest Manager User s Manual Marketing Report Our Guest Manager n ui Cancel The Marketing report provides a list and number of bookings made based on entries in the Heard about BookingPgi Booking Po2 Ta us field on Page 2 during the booking process a Booking date E Giz a The list is editable Booking time f gt How Reason for wis You have the option of running a full list or entering a nite eae Ci date range of your choice Vehicle make BB Canada Model F 0 B B A Website Plate belleville C C Dietary concerns Quinte West C C Edit Pancallad BB Canada Belleville C C Not entered Website Bookings during 2013 80 Calendar Edition v2 01 9 September 1 2014 Our Guest Manager User s Manual Export emails Export Preferences The Export emails function allows you to export your customer XLS Excel name and email fields from the bookings section to the format O CSV Comma delimited 2 TAB Tab output specified in the Program Set up preferences section xls csv tab NOTE You will have an entry for each booking made by a customer
32. ached F OGM iphone fmp1 1 MB Here s the updated file Note that the updated file will be pre addressed using the email set up in the iOS section of Program set up Once you have received this email on your mobile device open the file using FileMaker GO and you are ready to go NOTE If your email set up is using an SMTP server the email will be mailed directly without opening your email client 106 Calendar Edition v2 01 9 September 1 2014 Our Guest Manager User s Manual Folders created and used by Our Guest Manager Main program c users username Our Guest Manager Backup folder c OGM_backup Update folders c OGM_ Update and c OGM_ Update _last NOTE Although the default data file backup location is on your C drive at installation you may customize this during system setup Please be sure to include these four folders and any sub folders in your regular data backup routine 107 Calendar Edition v2 01 9 September 1 2014
33. are pleased to be able to you a Corporate discount amounting to 31 50 for a total of 178 50 plus applicable taxes of 23 71 Full payment is due upon arrival Check in Check out Policy Check in on Wednesday April 10 2013 no earlier than 2 00 PM unless previously amanged Please advise your ETA before your arrival so that I will be sure to be here to greet you Check out on Friday April 17 2013 by 11 00 AM Cancellation Policy 7 days notice is required for a full refund Cancellations less than 7 days prior to arrival will be changed You may edit the wording before sending the email When you are ready to send click the Send mail button to send the email according to the choice made in System Preferences during the program set up Click on the Attach a file box if you wish to send an attachment with the email NOTE a BCC copy will be sent to the address entered in Company Set up so that a copy can be stored in your regular email set up as well as Our Guest Manager 54 Calendar Edition v2 01 9 September 1 2014 Our Guest Manager User s Manual A pop up confirms that the email has been sent successfully Mail has been successfully sent through your default email program The email panel at the bottom of the reservation screen shows that the email has been composed and when sent Emails Sent Email type When sent Msg ID 4282013 Confirmation Click on the garbage can icon to
34. ation and receipts You may change the prefix on a booking by booking basis on the booking page Click here Guest Booking Number Click to change booking number prefix on this booking only ki Update tax rates Make or review x Duplicate rival Time Number in Party Extra Services ooo Date Description Quantity Price Extensior Add your prefix on thie beoking 37 Calendar Edition v2 01 9 September 1 2014 Our Guest Manager User s Manual Policies Our Guest Manager System Setup gt o ocean Calendar Edition Save Close Screen Paipa m a Policies Memberships System Prefs _ My Company Rooms amp Rates Special Rates Extras Taxes Cancellation Policy 7 days notice is required for a full refund Cancellations less than 7 days prior to arrival will be charged one night s accommodation per suite booked Reservations must be held by credit card As email is not secure please phone in your credit card number expiry date and name on the card in order to guarantee Your reservation Any outstanding payment is due upon check in Breakfast is served between 7 and 10 am Is a Deposit Required O v ON ie When is Final payment due A custom deposit amount and date s Arrival can be set on each booking which Departure override these values Other gt Days prior to arrival deposit is due 15 Deposit amount due 50 00 Earliest Check in time 2 00 PM Latest Check ou
35. cancelled E ia Oo Tax on extras Tame j A Total How cancelled Notes Has guest y Checked Qut Booking date time and booking method Reason for visit and marketing source Vehicle details Dietary concerns LN NNN Cancellation information 17 Calendar Edition v2 01 9 September 1 2014 Our Guest Manager User s Manual Oug Guest Manager Zoom Cancel Booking Pg1 Booking Pg2 From this screen you can also v Quick cancel the booking v Adjust the room rate on the booking or change the default rates v Update tax calculations if tax schema has changed since the booking Booking Pgi l Billy Bailey y Room Forestview Suite Added in release v2 01 7 is the ability to check room availability based on the entered dates on the booking 18 Calendar Edition v2 01 9 September 1 2014 Our Guest Manager User s Manual oF add Extras Extras Total Payments Date Fayment type Card Auth Amount ch add Paymeni Qutstanding 472 50 Total paid Emails Sent _Email type When sent T Msg ID 168 Confirm Mar 23 203 11PM ad Msg ID 185 Confirmation From the right side of the booking screen you can Y Create printed or emailed booking confirmation Create a guest registration form Create printed or emailed receipt Create a To Do task item S N N Duplicate the booking with diff
36. ck of your Bed amp Breakfast customers and reservations Press OK to continue ox 7 Calendar Edition v2 01 9 September 1 2014 Our Guest Manager User s Manual Upgrade today Do you wish to upgrade your limited use TRIAL edition today If you answer Yes Have licence key already Have you purchased an upgrade licence key yet Answering No gives you the option of going to www OurGuestManager com to purchase your licence key or Yes to see the Code Registration window nl Code registration Please click on Enter new upgrade code to continue Customer Number 10184 Trial edition Licence Code 6PD TUC AYF Enter new upgrade code This is a fully functioning Trial Edition of Our Guest Manager software This saad will expire on April 24 2013 or when a combination of 50 bookings and or customers have been entered You may purchase a full licence by visiting our website www OQurGuestManager com Click on the Enter new upgrade code button to enter your code 8 Calendar Edition v2 01 9 September 1 2014 Our Guest Manager User s Manual Code registration Please click on Enter new upgrade code to continue licence Code 6PD TUC AYF Enter new upgrade code This is a fullv functioning Trial Edition of Our Guest Manager B or when a Enter Customer Number amp Licence Code ave been entered vebsite COM Make sure
37. d 31 Calendar Edition v2 01 9 September 1 2014 Our Guest Manager User s Manual Depending on the choice made the wording on the confirmations and receipts will change If tax is required to be added to prices the program has three tax fields which may or may not require values Each of tax field A and B is standalone but can be added together For instance B amp Bs in Canadian provinces that have Harmonized Sales Tax such as Nova Scotia New Brunswick etc may only need to use Tax Field A for the total tax rate The label then would have to be changed to HST from the sample data entered into the system at time of downloading Jurisdictions such as Qu bec that compounds the tax tax on tax would use both Tax A and Tax B fields How the tax is applied is determined by whether you choose Example 1 or Example 2 Example 1 simply adds the two rates together 10 5 becomes 15 which multiples the total room amount Example 2 adds tax to the tax so that result is slightly higher tax Tax example one Mr and Mrs Smith book a room for 5 nights at a rate of 100 per night 5x 100 500 00 15 tax 75 00 Total due 575 00 32 Calendar Edition v2 01 9 September 1 2014 Our Guest Manager User s Manual Tax example two Mr and Mrs Smith book a room for 5 nights at a rate of 100 per night 5 nights x 100 500 00 10 tax 50 00 550 00 5 tax 27 50 Total due 577 50 Contact your
38. d these samples If you answered No at that time you can import the sample data from the menu bar Be sure to Clear this sample data or delete the records before going live 83 Calendar Edition v2 01 9 September 1 2014 Our Guest Manager User s Manual Export data Edit Print Clear trial data What s this about Export archive data Our Guest Manag ee i ben v Export data o Aninformation page to show what this function does o The ability to export any data you enter during the trial period to a desktop file View how to videos Clear trial data File backup View howto videos Tools Help What s this about Function overview Set up your preferences Add customer booking Entering licence key iger g W check availability iPhone iPad Inventories v Clicking on one of the four video titles will open your browser and connect to our videos on the Documentation page of our website www OurGuestManager com 84 Calendar Edition v2 01 9 September 1 2014 Our Guest Manager User s Manual Clear trial data t Print Export data Clear trial data Tools Help What s this about First Back Forward Last Add new customer Delete customer First Name al ll Acco v Clear trial data o An information page to show what this function does o The ability to clear all test data you might have entered while getting to know the system NOTE
39. e Buy Software Key from website lar to Update Web Calendar Emad Our Guest Manager Support Ped Ievertores Views Qpen website in browser lt gt gt l ral 3 About Our Guest Manager Fae Beck Forward Lem Cee Fed New boong Lat dootings Task ist C y d 82 Calendar Edition v2 01 9 September 1 2014 Our Guest Manager User s Manual Help tab From the Help tab on the menu bar users of the limited use Trial Edition have access to Y The current version Release notes Live connection to this Help file on our website The ability to connect to the website to purchase an Upgrade key Ability to enter the acquired Registration key Send email to Support OurGuestManager com Sy OS OS An About screen with Our Guest Manager contact and program version information Menu bar features Import sample data t Impor sample data Export data Clear trial data What s this about 1 Import sample data Vur Guest Manager Customers Reports System Zoomi Transfer to Setup Screen iPhone iPod go gh QD Add new customer Delete customer First Back Forward Mu Customer fv ec Type Inv Statement Choosing to Import sample data will add two Guest and one Agent customer and bookings for those customers to the system to allow you to play with Our Guest Manager while becoming comfortable with the system NOTE During the installation process you will be asked if you with to ad
40. e ny Fon a tv Agent Invoice Accommodation From ay Tours k y i May 28 13 May 29 13 N a M A Any Street me ouver Enter Payment information i Agent 211 save 5o aroe mail com How Paid BY Credit Card Number C aetan i Customer ___joustomer card secuty code Credt CardName O 69 Calendar Edition v2 01 9 September 1 2014 Our Guest Manager User s Manual Invoicing agents Agent Payment AgentInvoxe Accommodation From To CxI d Tours MM 245 Forestview Suite May 28 13 May 29 13 N if al street Full or Date Invoice i Do you want a full report or just one month to a date com When you click on the Agent Invoice button you will be asked if you want to create a full or date invoice The former will produce a full report back to the first booking by the agent customer The latter will produce a date report where you enter the last day of the month year you wish the invoice for For example at the end of May you would run a date invoice for May 31 The report will calculate any outstanding or pp mate pe over payments to the end of the previous Be Agee ae ee eer aes month and show the brought forward amount onto the May invoice 70 Calendar Edition v2 01 9 September 1 2014 Our Guest Manager User s Manual Invoice Holiday Tours 123 Any Street Vancouver WOB 2L5
41. e to open the email window for review or editing prior to sending The reservations selected will be listed one after the other in chronological order NOTE This feature is not available for printed confirmations due to page size restrictions 56 Calendar Edition v2 01 9 September 1 2014 Our Guest Manager User s Manual Printing a Guest Registration form A printable Guest Registration form is available from the booking screen by Registrati mm clicking on the Print Registration button 75 Forest Drive Mellon Lake ON Canada P2P 1iL4 519 555 1212 GUEST REGISTRATION Aurival date Apr 10 2013 ETA 4 30 PM Check out Apr 12 2013 Number of nights 2 Resson for visit Number in party 2 Apcommodation Forestview Sute Rate per night 105 plus applicable taxes Customer Motes My booking motes Notes for confirmation Payment type Card Total paid understand that the information set out above and other personal information which is supplied by me will be used to assist you in providing additional services to me in collecting amounts owing from me and in contacting me in the future with respect to services and facilities you have to offer Guest signature Dais How did you hear about us Today s date March 26 2013 Reservation Detalls Mar 25 2013 11 25PM 57 Calendar Edition v2 01 9 September 1 2014 Our Guest Manager User s Manual Recording Extras Purchased From
42. elp Go to Customer view Our Guest Manager User s Manual iPad Add Booking screen choose existing customer e Goto Menu view e Goto month view e Goto accommodation view e Help iPad F Customer look u e Look up last name e Create booking if name is Customer look up not on list ink ani schauer mie a ace gir e Create booking if name is on Click check mark to choose from list li t IS April Schauer 101 Winnipeg Ave Thunder Bay ON 94 Calendar Edition v2 01 9 September 1 2014 Our Guest Manager User s Manual iPad gt 10 07 AM 1 58 ML Prov State e Postal Note from customer file Note re booking Existing customer 2 Entered Jun 8 2014 at 10 06 AM 95 Calendar Edition v2 01 9 September 1 2014 Go to Menu view Go to month view Go to accommodation view Help Abort this booking If customer already existed information is transferred to this screen If customer is new data fields can be entered manually customer note transfers from main module booking note can be added Our Guest Manager User s Manual iPad gt 10 07 AM 58 W gt G New booking to Delete this booking Help Accommodation Rate PELA 3 nights First night WENGE EVA C Last night H El oekyac Price PLPA Estimated maa Note Room xelasl ele lar le m cele an Save booking to this file ne QA Send email to home d E
43. er s Manual SMTP testing For some setting up Our Guest Manager to use an SMTP Simple Mail Transfer Protocol mail system may be a daunting task However Our Guest Manager has a built in testing module to make sure your settings work before they are set for use in the program Select SMTP as your mail service and then click on the SMTP test gear icon to open the testing module 7 papagan SMTP Email Setup Our Guest Manager re i Gmail com The entries below are the normal settings for SMTP mail if Results E results you have a Gmail email account F Enter an email address to send a test email to your Gmail Leas weal punter seal cii the teak Rew koaa After a successful test click Save these settings then close this window Send testemai TO f SMTP server name smtp gmail com SMTP server port aes sid SMIP encryption SSL SMTP password plain Pasy authentication type Plain Password Save a Email account password Ghia Ow Lee eee 44 Calendar Edition v2 01 9 September 1 2014 Our Guest Manager User s Manual There are tabs for popular mail systems vV Gmail com Yahoo com and ca Hotmail com Outlook com Mail com LYNN NN Authsmtp com Pressing each of these tabs will populate the server port encryption fields with the values from the various websites These have all been tested The Other tab allows manual entry of these fields with say settings from
44. erent room or dates 19 Calendar Edition v2 01 9 September 1 2014 Our Guest Manager User s Manual v Record Extras purchased Y Record payments on the booking v Access emails sent The to do screen YA quick and dirty place to enter reminders of things that you need to do NOTE The first time you open Our Guest Manager each day tasks past due and due within the next 7 days and not marked done will be presented 20 Calendar Edition v2 01 9 September 1 2014 Our Guest Manager User s Manual Review bookings Listing bookings From the Reports Menu a list of bookings can be created Reports Menu Our Guest Manager Reports Menu Ww Close labels window Do you want to show bookings after today or all bookings NOTE you may also limit the report to show only one specific room 21 Calendar Edition v2 01 9 September 1 2014 Our Guest Manager User s Manual List of Reservations List of Future Reservations Printed March 25 2043 8 53 PM The Groves B amp B Page 7 _ Forestview Suite Wednesday April 10 2013 to 2 Al Bino 412 317 5464 AL BinogGmail com 4 N Thursday April 11 2013 NOTES Wednesday April 10 2013 1 Jad Pott 519 358 7515 Jack _PottGGmail NOTES i Friday April 12 2013 to 3 Ivan Oder 705 435 0817 lvan_Oder Gma Sunday April 14 2013 ames eS First Back Forward Last Saturday April 13 2013 to
45. g for receipts and confirmations data export choices business logo insert v Choose to show tooltips or not Y Settings for iPhone iPad iPod Touch connectivity vV Store company logo graphic v Test SMTP email settings for popular email systems such as Gmail 14 Calendar Edition v2 01 9 September 1 2014 Our Guest Manager User s Manual The reservation screen Guest Booking Number 2014 19 rom rates of defa Estimated Arrival Time 4 30PM sani Piee een Number of nights 2 Flat rate Room price 7215 00 mar Room total 430 00 Special rate JG add Extras Extras Total J 0 00 Roomnet 430 00 smie YP ee a ee Miscellaneous ym MobilePhone C eo Special rate Extras Deposit Tax on extras f m 0 0 note E Has guest ons CO OO Uoo OV _ Phone Ci z April_ Schauer Gmail Bookings by Agents show the agent supplied reference number and background colour of fields change colour as a visual cue that booking is an agent customer 15 Calendar Edition v2 01 9 September 1 2014 Our Guest Manager User s Manual The Reservation screen is created by clicking on the Create new booking button on the customer screen This screen includes On the Booking Pg1 tab lt Our Guest Manager _ Guest Booking Screen Booking Number 321 Booking Pg1 BookingPg2 or ated aa Estimated Arrival Time Number in Party l 4 30 PM 2 Y
46. gation cr Agent Payment Customer eect Select Guest or Agent customer type Type Agent Invoice First Name leah If Agent create agent invoice or record bulk payment fe 2 F T Soe l 11 Calendar Edition v2 01 9 September 1 2014 Our Guest Manager User s Manual click to enter customer or booking search parameters click to release your found set of records click to create a booking for the currently viewed customer click to create a report of all or future bookings entered click to open the To Do item database click to open the up to date web version of this manual requires connection to the internet click to close Our Guest Manager check for room availability open notes in large window Some commonly used buttons found throughout the system are close current window open contextual help Hel 12 Calendar Edition v2 01 9 September 1 2014 Our Guest Manager User s Manual Hovering the mouse pointer over many fields shows small tooltips with helpful hints Accommiodatio Click on Add new customer to start system Setup Calendar Edition ofS Policies Memberships System Prefs a i Email signature panel Name The Groves B amp B Phone 519 555 1212 p oO f Grover Cleveland Street 75 Forest Drive Phone toll free aE City ee Mellon Lake Facsimile Email Grover TheGroves com i Web Site vvi
47. he room Number and type of beds e g 10 1K 2D 1Q cot LN NNN NOTE as reservations are entered into the booking system these default values are pulled onto the booking Changes in this table are only reflected on bookings entered after the change You do have the ability to update the booking rates on a reservation by reservation basis 25 Calendar Edition v2 01 9 September 1 2014 Our Guest Manager User s Manual Special Rates Our Guest Manager Calendar Edition Enter into this screen an unlimited number of special occasion situations They can be entered as flat rate or percentage premium or discount 26 Calendar Edition v2 01 9 September 1 2014 Our Guest Manager User s Manual Click on Add New to open a window for entering the new special rate System Setup Our Guest Manager System Setup Calendar Editon Screen My Company Rooms amp Rates Special Rates Extr f rte Policies Memberships System Prefs __ Special rate name z i a 7 night discount ie Corporate Rate T a Long Stay Rate n i a a season Te 9 r Enter new discount or premium special i Save Ral Name 10 Discount Type Percentage o Amount 10 o Apply how Discount Premium v Name Give the occasion a meaningful name You will be presented with a drop down menu of previously entered items This list may be edited or added to v Type You
48. in system preferences Clicking on the First or Last Night fields presents you with a drop down calendar for ease of entering dates Dates may also be entered manually in the format mm dd yyyy e g 06 14 2013 for June 14 2013 The date on the confirmation will display as June 14 2013 regardless of how it was entered so that date confusion is eliminated NOTE If the date is in the current year the year does not need to be entered and the system will insert the current year Booking Pg1i Booking Pg F April Schauer yo Room First Night Last Night Avocado room Tue Sep 16 14 Wed Sep 17 14 Phone 307 621 8300 Send Email Facsimile Mobile Phone My Notes ES April Schauer Gmail E Pal Special rate Deposit Confirmation note Confirmation l ft sent BES If the reservation is for one night only click on the 1ngt button 2ngts for two 7ngts for seven and the Last Night field will be entered for you The Send Email button will partially compose an email for you to complete and send My notes click on the edit icon to view edit in a large window does not transfer to the confirmation but Confirmation note will be included in the confirmation This field is limited to 25 words Special rate is where you would choose a discount premium as entered into the Specia
49. l Rate tab of the Company Set up screen Deposit fields for amount and date Values entered on the booking override the defaults set in Policy Setup for this booking only 50 Calendar Edition v2 01 9 September 1 2014 Our Guest Manager User s Manual Booking Pg2 On the second booking page click on the date icon to enter today s date and the clock icon to enter the time into the booking date time fields Additional fields are there to store information v how the booking was received reason for the visit where client heard of you vehicle information dietary concerns LN NNN cancellation details How cancelled If your client can give you an estimated time of arrival ETA enter this in the field provided A drop down menu in half hour increments from 3 00pm to 7pm is presented You may enter any value by clicking on edit showing at the bottom of the list Enter time in the format hh mm e g 3 00pm or 15 00 The value will appear on the confirmation as AM or PM Entering the room name and dates automatically completes the pricing section and calculates tax based on the values set in the Tax Set Up section Any outstanding balance is displayed in the red panel below the total NOTE the Adjust this booking pokes te boki rates button lets you change the room rates or default room rate for the current booking or the default rate for bookings entered after the change 51
50. mail Gmail com Hotmail com Outlook com Windows Live Yahoo may have utilities that will set them as your default mail program Check with those program help files for details Using website mail servers Sites with outgoing SMTP Simple Mail Transfer Protocol servers such Gmail com Mail com Yahoo ca and your own website server can be used to send messages from Our Guest Manager without using an additional email program 42 Calendar Edition v2 01 9 September 1 2014 Our Guest Manager User s Manual The SMTP server set up is available in Our Guest Manager Default zoom level O 1 0 O Email display From name Grover Cleveland Email display From email Grover TheGroves com Email Reply To address Grover TheGroves com Email BCC address Grover TheGroves com SMTP server name mail authsmtp com SMTP server port 2525 SMTP encryption Mone Email account login acisas Email account password t frrrrerssss Our Guest Manager will use whichever method is selected as your email preference e Client uses a secondary program your default email program such as Outlook to send your emails generated from Our Guest Manager e SMTP uses the mail server specified to send email without requiring a secondary program NOTE Look for SMTP settings in the Appendix section of this manual 43 Calendar Edition v2 01 9 September 1 2014 Our Guest Manager Us
51. mailed home Emailed customer Saved iPad Customer screen iPad gt 10 07 AM T Customer View y 7 112 Month view April Schauer 101 Winnipeg Ave Thunder Bay ON P7B 3R3 Phone 807 621 8300 Mobile Phone Home A ss i April_Schauer G com _ i email Email Delete Accomm _ us60n First night Last night Mobile booking j Pomegranate room Wed Jun 11 14 Fri Jun 13 14 Y Room field has a pick list of your rooms Rate field Date fields have standard iOS rolodex date picker Estimated arrival field has pick list or can be entered manually Save booking on mobile file Send email confirmation to customer Send email of booking detail to yourself for re entry into main Our Guest Manager module Status area showing emailing dates and record saved date Delete booking mobile additions only from this file Write email to customer Y indicates mobile booking 96 Calendar Edition v2 01 9 September 1 2014 Our Guest Manager User s Manual Contacting Our Guest Manager Snail mail Our Guest Manager 315 Airforce Crescent Miramichi NB Canada E1N 2L9 Email Support OurGuestManager com NOTE The Support Package includes email support only Although support is free a new licence key should be requested annually to keep our customer files up to date Support is limited to the functionality of the software only Although we can assist with web design wireless network and email
52. me etc You can further narrow the search by entering a partial city of partial phone number If your search is successful you are returned to the Hep ose customer home page and you will notice that the Customers number of records customers matching the search Cenia Records in Found Set 1 entries is 10 72 Calendar Edition v2 01 9 September 1 2014 Our Guest Manager User s Manual You may move forwards and backwards through the records using aif q gt Wh the scroll buttons First Back Forward Last Clear your Find set to reset your records ready for display to all the records in the database click on the Clear Find button Bookings Enter Find Criteria below and SUBMIT FIND If you wish to find an existing booking in your database click on Booking severed fy This is a much simpler search with only one field the Booking Number _ J Booking number This is perfect for looking up a future booking quickly if you receive a phone call or email from a guest who tells you their booking number If either search fails you will be notified No records There are no records matching your search parameters 73 Calendar Edition v2 01 9 September 1 2014 Our Guest Manager User s Manual Reports Menu Our Guest Manager offers 4 reports all accessible by clicking on the Reports Menu button from the Customer screen plus exporting names and email address
53. nto the Reservation screen a SSeS LD Telephone You will be presented with an editable drop down menu Entries automatically are added to the invoice price Tax is applied based on the Tax Set up previously discussed 59 Calendar Edition v2 01 9 September 1 2014 Our Guest Manager User s Manual Recording Payments Click on the add Payment button in the Payments section of the Reservation screen to record a payment Payments Date Payment type Card Auth Amount Outstanding 223 96 Total paid Record Payment e Clicking on the green arrow beside the Amount box Enter Payment information will automatically enter the total outstanding balance Booking 20 Save hal for you Of course any amount can be entered a s i NOTE Credit card numbers must be entered without HowPaid sd spaces Credit Card Number iii iit Credit Card Expiry j NOTE If the Enter Payment information Card Security Code credit card Booking 20 save Credit Card Name m number does not Credit Card status Processed Held pass the test for Amount 430 00 correctly entered numbers you will see Invalid Card How Paid MasterCard displayed This does NOT mean that the card is bad Credit Card Number Witla Credit Card Expiry 05 15 Card Security Code 632 Credit Card Name m gt April Schauer but simply that the card number may have been entered incorrectly It isa
54. om Wednesday April 10 2013 to Thursday April 11 2013 Rate per night 105 00 Extended rate 210 00 Corporate Rate 31 50 Net room cost 178 50 Miscellaneous 0 00 ROOM TAXES 23 21 HST EXTRAS PURCHASED 25 00 4 2 2013 1 x extra person in room 25 00 25 00 Total Extras 3 25 Tax on Extras 229 96 TOTAL CHARGE PAYMENTS 229 96 4 2 2013 Mastercard Card 1111 1111 229 96 Total Paid 0 00 Balance outstanding 64 Calendar Edition v2 01 9 September 1 2014 Our Guest Manager User s Manual Checking availability There are two places where you can check for room availability From the Customer Screen Calendar Editon v2 01 7 hal SENES mam A check availability date ane Biipdate Web Calendar nventores a moe New booking List bookings Task let EE a July 2013 Sun Mon Tue Wed Thu Fri Sat 3 1 2 3 4 5 6 7 8 amp 8 9 11 12 13 14 15 16 17 18 19 2 2 2 3 M4 7 2 F i 3 O 2 mw na 1 7 3 Clicking on the green check mark at the top of the customer screen pulls up a dialog box where you enter the first and last nights of the stay Then click on the green check mark on the date dialog to get results If ALL rooms are available then you will be advised All rooms are available from Thursday August 1 2013 to Friday August 2 2013 65 Calendar Edition v2 01 9 September 1 2014 Our Guest
55. on v2 01 9 September 1 2014 Our Guest Manager User s Manual ba Kl ral Fir Clear ind New okine Accommodation From Forestview Suite May Please enter the Guest Names and agency booking reference number if any If the customer is an Agent clicking on the New Booking button brings up a new window where you enter the name of the guest s and an Agent reference if available 68 Calendar Edition v2 01 9 September 1 2014 Our Guest Manager User s Manual How the reservation looks Ea pear im O N Ta 7 Ou uest Manager Agent Holiday Tours Guest Booking Number 245 l O Booking Pgi Booking Pg2 ae k I George amp Martha Esite Arrival ae Mumie in ey Room Forestview Suite Ex Ld o Number of nights 2 First Night Tue May 28 13 e s Room price 105 00 Last Night Wed May 29 13 ee n ey Room total 210 00 Phone F I a i v The field background is also salmon coloured v The agent provided reference number is shown on the booking v The agent is shown at the top of the reservation screen Recording payments received Payments can be recorded either by clicking on the add Payment button on the reservation screen as usual which will only apply the payment the current reservation or by clicking on the Agent Payment button on the customer screen SSS pS ero aoe a Sor Se ery S
56. ppear on the printed or emailed confirmations and receipts This receipt is for your stay with us from Wednesday April 10 2013 to Thursday April 11 2013 in our Forestview Suite Grover Cleveland The Groves B amp B 75 Forest Drive Mellon Lake ON Canada PZP id 519 555 1212 2 Nights from Wednesday April 10 2013 to Thursday April 11 2013 Rate per night 105 00 You may edit the wording before sending the email When you are ready to send click the Send mail button to open your default email client program or send directly through your SMTP server depending on how your email was set up Click on the Attach a file box if you wish to send an attachment with the email NOTE a BCC copy will be sent to the address entered in Company Set up 63 Calendar Edition v2 01 9 September 1 2014 Our Guest Manager User s Manual This message has not been sent i Al Bino lt Al_Bino Gmail com gt cad Eem E Grover TheGroves com Subject The Groves B amp B Receipt Dear Al Thank you for choosing The Groves B amp B as your home away from home while staying in Mellon Lake This receipt is for your stay with us from Wednesday April 10 2013 to Thursday April 11 2013 in our Forestview Suite We hope to see you again soon Yours in service Grover Cleveland The Groves B amp B 75 Forest Drive Mellon Lake ON Canada P2P 1L4 519 555 1212 2 Nights fr
57. ptimized for Apple iPad use as well as continuing the same functionality for iPhone The iPhone has the added ability to phone customers from Customer list An additional feature has been added to retain any bookings entered while using the iOS device in the mobile file NOTE This data will be overwritten the next time you download a new file from the main data file Keep in mind that entries added to the mobile file will have to be re entered into the main data file on your home office computer iPad Menu screen iPad gt 10 04 AM 59 m gt DQ Our Guest Manager Menu to Our Guest Manager iPhone iPad amp iPod Touch View bookings View bookings Recorda by month by accommodation MA booking Mobile Booking Accommodation Check In Check Out Guest Avocado room Wed Jun 4 14 Fri Jun 6 Travel Agent view Pomegranate room Sun Jun 15 14 Thu Jun 19 14 Al Bino File updated June 3 2014 at 10 12 v2 01 9 91 Calendar Edition v2 01 9 September 1 2014 From the main menu screen on a iPad you see at a glance up coming bookings in chronological order Touch on the icons to access e record a booking e list by accommodation e list by month e view customer bookings Our Guest Manager User s Manual iPad List Month screen iPad gt 0 6 58 B B List by month wam O rn G O E A Aa Enter Quick Find data gt Enter Month to look up Menu eean Refresh
58. ries Although there isn t a live link to your home file on Our Guest Manager for iPhone iPad amp iPod Touch demand you can take a copy of all customers in your database as well as all non cancelled reservations after today the day you perform the View bookings y month transfer with you View bookings by accommodation Files can be transferred to the iOS device either by email or by placing the file in a linked folder using Record a booking Dropbox or other synchronizing web based folder Help The method used depends on settings you make in System Preferences Update iPhone iPad How do you wish to update your iPhone or iPad file iPhone iPad email address Grovera T heGroves com iPhone iPad linked folder path O Users Grover Documents Mhy Dropbox 87 Calendar Edition v2 01 9 September 1 2014 Our Guest Manager User s Manual Screen shots of iPhone database ai Fido gt 6 07 PM 92 fom Our Guest Manager for iPhone iPad amp iPod Touch View bookings by month View bookings by accommodation Record a booking Heip Fhe updated May 8 2012 at 17 36 Main menu June 2072 IN Tue Jun 12 12 Forestview Suite OUT Thu Jun 14 12 Nights 2 Max Little IN Tue Jun 26 12 Forestview Sulte OUT Fn Jun 29 12 Nights 3 Leigh King IN Tue Sep 1112 Forestview Suite OUT Thu Sep 13 12 Nights 2 View bookings by Accommodation wil Fido
59. s back How do you wish to update your to display in Calendar iPhone or iPad file Email ff lin i j w 1 oO 6 O 12 i SMTP settings C Email Linked folder the box and a oU navigate to your Choose iPhone iPad linked folder path ees i i i C Users Brian Dropbox GO testing G GoM COGM_beckup Id You may set the default screen zoom level for all screens if you find the start screen too big or too small for your computer screen You have the ability to export all data entered into the system for the following data tables customers reservations extras purchased payments entered emails sent Choose in which format you would like to export this data in Microsoft Excel XLSX format text based comma delimited CVS format to tab delimited TAB format 41 Calendar Edition v2 01 9 September 1 2014 Our Guest Manager User s Manual Our Guest Manager allows you to choose to send email out through your default email program called clients or to send mail through an SMTP server such as Gmail com Yahoo com Mail com Authsmtp com or other email system such as your own B amp B website if your hosting agreement includes email Earlier versions of Windows came with Outlook Express installed that could be configured as an email client program Other examples are Outlook as part of MS Office or the free feature rich email client is Mozilla Thunderbird Some web based e
60. sccccesececeeececseneeeeeaeceseeecessuseeesegecessueceteees 56 Printing a Guest Registration fOrm esssssesssseresssessseeseeossserssssessreesseresserssrsesseeeseeressersseeesaree 57 Recording Extras F UCAS CO icciscnctasohcnnwescecssaraeesantesdeesadasebsavanonsseavasasaud2sesntutedetaneeanenvasneaet 58 Recordin Special PUI CIC aperin E E O EEEO 59 Recording Miscellaneous Charges ccccccssscccsssccccssececenscecescecseneceseeeceseescesseeceseecesseneenes 59 RECONEIS E E EE EEE 60 SOMOS AT CEID eea E E EEA EAEN 62 SVT availa OY oeie E E A O E E eee eames atone 65 From the Customer SC eCTisicssipsrin rnn E E 65 From the BOOKING 9 CFC CIN oianaccosarcceaannewvnessoneisacranmnasacennyaanaventtessuusscarananag ENEN ENTENEN ANRE 66 Managing Agent BOOKINGS arieenuricesurireinien in Ea E 67 It starts with the Customer profile SCrEON ccccccsseccceseccceececceneceeeuececeusceeeeneceseuecesseneeees 67 POW THE reservation NOOK S sisii E 69 Recording payments received sasicasarssscsscacosapcseronansnnesceasarasavanwncgrasdwaranansaaesmanssnasepsaneonienewesanen 69 MO AS a aE E E EE E E E T EE A A E E EN 70 FAIDE TNN E a E EE EE E AES 71 U TONOS eea E E TE E E E see E E E TE eee 72 BOO KAUN S roerien aria i E N E N E ENEE EE A E EENE EE 73 REDONS MV ORT a a E A EE E E E E AE NAO A OEE E E O E 74 HAST BOOKES oreren e A T E E EA E 75 Maume CG nenea EE E E E E E tease T E tecepwetesencesseas 77 POV CN WS RO POE i AE E E ETEA A E EE E AEO T
61. sday April 11 2013 in our Forestview Suite During your stay there is a special Corporate discount rate of 3 31 50 bringing your 2 night room cost to 176 50 plus applicable taxes of 523 21 Description Queen sized bed with ensuite showentoilet Amenities TW Cable OVD VCR telephone WiFi Location 2nd level Chect in Check out Policy unless previously amanged Chect in on Wednesday April 10 2013 Please advise your ETA before your anival so that will be sure to be here to greet you Chect in is no earlier than 2 00 PM Check out on Friday April 12 2013 by 11 00 AM Full payment is due upon amival As email is not secure please FAX of phone your credit card number expiry date and name on the card if a deposit is required enter any default notes to appear on the printed of emailed confirmations We looks forward to meeting you and welcoming you to our home Grover Cleveland 53 Calendar Edition v2 01 9 September 1 2014 Our Guest Manager User s Manual If you choose to email confirmations a new window opens Subject The Groves B amp B Reservation Confirmation 247 BCC Gover TheGroves com Sent Type Confirmation Dear Al Biro enter the default first paragraph to appear on the printed or emailed confirmations and receipts We confirm yow 2 night reservation Wednesday April 10 2013 to Thursday April 11 2013 in our Forestview Suite at a rate of 105 00 During your stay we
62. systems set up this is charged at an hourly rate Our Guest Manager is a division of DataWizard ca Brian Girling Data Management Consultant 226 444 6511 brian datawizard ca Skype brian girling1 www datawizard ca Let us help you navigate through your business data fog 97 Calendar Edition v2 01 9 September 1 2014 Our Guest Manager User s Manual Appendix SMTP settings for Gmail com Mail com Authsmtp com Yahoo ca com NOTE As of version 2 01 4 released May 8 2013 there is a built in SMTP test module to assist with getting the settings right Our Guest Manager has been tested using SMTP Simple Mail Transfer Protocol outgoing email settings for Gmail com Email preference Email display From name Email display From email Email Reply To address Email BCC address SMTP server name oMTP server port SMTP encryption au thanticcton Email account login Email account password 98 Calendar Edition v2 01 9 September 1 2014 O Clent SMTP Grover Cleveland Grover TheGroves com Grover TheGroves com l te i Ya he Ss i ts te i Ta he Grover TheGroves com SSL on smtp gmail com 465 SSL Plain Passvrord qroverqmail comi 2 Oe OG eG Se SK DE oe ee Se Ie Ee Our Guest Manager User s Manual Mail com Email preference Email display From name Email display From email
63. t time 11 00 AM Enter your v cancellation policy as you wish it to appear on your booking confirmation Edit the verbage to fit within the box on a sample printed confirmation Y times at which breakfast is served this completes the sentence on your confirmation that reads Breakfast is served field value v enter whether a deposit is required or not when it s required and how much These values may be overridden by entries on the individual bookings as required v enter earliest check in time on day of arrival and latest check out time on day of departure v enter when final payments are due upon Arrival Departure or Other 38 Calendar Edition v2 01 9 September 1 2014 Our Guest Manager User s Manual Memberships and Associations 9 r System Setu Our Guest Manager sim Setup zay This will appear on the printed or emailed receipt Search engine administration panel links Enter a name label and URL to the admin login for your online inventories Search site name Link URL website address We are members of the following organizations wu BBCanada wwrw bbcanada com bb_bbdug cfm Waterloo Region BEB Assoc BBCanada com Booking com Bed AndBreakfast com Printed and emailed confirmations include what professional memberships you hold Enter them with a comma between them e g Association One Group Two Association Three 39 Calendar Edition v2 01 9 September 1 2014 Our Guest
64. the Reservation screen click on the add extras button in the Extra Services section Extra Services Date Description Quantty Price Extension Tax Extras Total A new window opens and you can add the sale of this Extra service to the reservation Entering the Description field presents you with a pull down menu of Extras set up that are marked available for sale Hit Save to save the purchase on the reservation and add the cost to the Pills iad Gone ameter rai 7 Number of nights 2 Booking 322 save record Room price 40 Description of Extra to add Price extra personin room 25 25 00 Taxes are automatically Quantity Price 25 00 added based on tax choices in Tax Set up Enter Purchase information and Extras Set up 58 Calendar Edition v2 01 9 September 1 2014 Our Guest Manager User s Manual Recording Special Pricing To record a discount or premium price make sure Special rate Corporate Rate that you first create it in the Special Rate Set up Confirmation section diii Corporate Rate 15 Long Stay Rate 40 Simply enter the Special Rate field on the reservation Confirmation Off season 10 screen and you will be presented with a drop down menu of those items entered into the Set up section The Special rate will be reflected in the price panel Number of nights 2 Recording Miscellaneous Charges Miscellaneous charges may be entered directly i
65. the settings in the Confirmation and Receipt set up section There are two versions available Prose and List and you _ Confirmation Style make the choice during Receipt Confirmation Setup If no Prose List choice is made the Prose version is used p We confirm your 5 night reservation Friday June 14 2013 to Tuesday June 18 2013 in our Forestview rose Suite Nightly rate 1705 00 Discount 52 50 Total price 472 50 tax included Guest name Billy Bailey List Arrival Friday Jun 14 2013 Departure Wednesday Jun 19 2013 Total nights Nightly rate 3105 00 Discount 352 50 Total price 472 50 tax induded 52 Calendar Edition v2 01 9 September 1 2014 Our Guest Manager User s Manual T9 Forest Drive Mellon Lake ON Canada P2P 1L4 Reservation 247 Cancellation Policy 7 days notice is required for a full refund Cancellations May 5 2013 less than 7 days prior to arrival will be changed one night s accommedstion per suite booked To Al Bino Reservations must be held by credit card As email is 835 Grey Cedar Crescent not secure please phone in your cedit card number expiry date and name on the card in order to guarantee your reservation Any outstanding payment is due upon check in Mississaugs ON Lay 3 4 enter the default first paragraph to appear on the printed or emailed confirmations and receipts We confirm your 2 night reservation Wednesday April 10 2013 to Thur
66. ts 2 Flatrate Room price 215 00 J Room total 430 00 Special rate Extras Total Send Email Facsimile Mobile Phone ay My aus oS Room net Payment type Card Auth Amount Miscellaneous Outstanding 430 00 Total paid Special rate Extras deposit Confirmation note Email type When sent Tax on extras Total Has guest Checked Out os I S Ea tC T 3 ee r Once you choose the accommodation and set the dates the room rates are automatically transferred to the booking screen based on the values entered into the system set up If you wish to provide a flat rate for the current guest click on the Flat Rate box and you will asked to enter the amount and a label for the flat rate This will override the per night rates Update tax rates on ths booking Number in pa Please enter the flatrate amount and description 2 eect Estimated Arrival Time 4 00PM Number of nights 7 Flatrate Room price 5 i Room total Special rate Room net Miscellaneous 49 Calendar Edition v2 01 9 September 1 2014 Enter amount without Short description for confirmation and receipt fatra o Our Guest Manager User s Manual Booking Pg1 When you create a booking the contact information is transferred from the customer screen Clicking on the room field presents you with a drop down list based on your room set up
67. ts My Dropbox Files may be transferred to the iPhone either by email or by using a linked folder such as the free or modestly priced Dropbox NOTE Look for detailed instructions in the Appendix section of this manual Setting an alternative file backup location A custom file backup location can be specified to save backups on an external hard drive or thumb drive Pressing default sets the Choose Backup fae path backup location to C OGM_backup C OGM_backup 46 Calendar Edition v2 01 9 September 1 2014 Our Guest Manager User s Manual Setting number of past months to show in Calendar view How many months back to display in Calendar By default the Calendar will show back one month from today You may choose 3 6 9 12 or 24 past months to display in the Calendar The Calendar view always opens to the current month when opened Entering your first customer When you first install Our Guest Manager you are brought to a blank customer entry screen The system is a combination of customer and reservation management system You cannot create booking reservations without first creating a customer entry Click on the Add new customer button and start entering your customer contact information All pertinent fields are transferred to bookings confirmations receipts and emails as necessary Our Guest Manager Calendar caton v2019 D Customers check availability Repor
68. ts System Zoom Transfer to Update Web Calendar Menu Setup Screen iPhone iPad Inventories View Q add wm Ol Alea Add new customer Delete customer Frs Back Forward Last Find Clear Find New booking List bookings Task ist mer tY ype Guest Accommodation From To Odd Fig Name ig st Name Street City Prov State Country Postal ZIP Send Email i enter email address here View Emails 7 Phone Ex _ Customer Notes Allergy Notes Mobile Ph h h Facsimile 10163 Added Avg 31 14 Last Change Avg 31 14 47 Calendar Edition v2 01 9 September 1 2014 Our Guest Manager User s Manual Entering reservations From the customer screen click on the New booking button Last Name Street 101 Winnipeg Ave City Thunder Bay Ponsa Cis P7B 3R2 f am T April_Schauer Gmail 307 62 1 8300 a 48 Calendar Edition v2 01 9 September 1 2014 Our Guest Manager User s Manual The Reservation screen shows everything you need to know in one place about the booking Our Guest Manager Guest Booking Number 2014 20 Booking Pgi Booking Pa2 _ Y April Schauer Extra Services Date Description Estimated Arrival Time Number in Party sorm z Quantity Price Extension a Room Avocado room First Night Tue Sep 16 14 Tue Sep 16 14 a Last Night Wed Sep 17 14 Wed Sep 17 14 E Phone 807 621 8300 April Schauer Gmail Number of nigh
69. varcaesmnsasavarsessanadanataeberasceusanooeeunieees 24 COND aN Y SO CUD eorn E AREEN toa AE E AA N E A AEE 24 ROOMS GUNN RIES a E E T E E E E ETE E E 25 Pec FAC S aaa EE E E AEE EO E EAE 26 E EE E NE E E E E A E E E T 29 ae E E A E O NEE T 31 Reservation Confirmations amp Receipts esseseessserssrerssrrrssrerssrressrreserreseeessreessrreserreseeesseee 34 POLUCIO S iae E A aes 38 Memberships and Associations sseeseeeereesersessrresreresrerssreossreesseressersseeesseresseeessereseeesseresseee 39 Search Engine Administration WINdoOW sssssssseseseesssersssrresrrreseersseesssreoserreseeesseeesseeessereses 40 System Preferences and Email set up s sssssssssseessseessserssrrresrrrssrersseesssrressrreseressreessreessereses 41 SMTP EU a E E EA E A EA E E 44 Setting up transfer of data to iPhone iPad and iPod TOUCH ccccceseceeeeseeeeseeeeeeneneetens 46 2 Calendar Edition v2 01 9 September 1 2014 Our Guest Manager User s Manual Setting an alternative file backup location ceccccssecccessecceeseeeeeececseecesseeeesenecessuecesaaness 46 Setting number of past months to show in Calendar view cccccessccsseeeeeecceeeceeeeseeeeeeens 47 Entering your VN US CONN anene E 47 EANET ONV AL ONS e E E E E ented 48 Sending BOOKING CONTMMAUION sccssceucessarcocneesteancaceseascguapeceaaeatesseveleacseasenmesseseevaneorscusieuan 52 Confirming multiple DOOKINGS ccesccccssecccesscccee
70. vice iPhone iPad iPod Touch you can access files in the Dropbox folder from your mobile device On the PC Visit www dropbox com and set up a free account This will allow you to have a storage folder of up to 2GB Above that amount a paid Dropbox account is required Download Drop box to your PC Installing Dropbox will likely create a folder such as C Users Grover Documents My Dropbox Once installed place the routing path iPhone iPad linked folder path into the System Set up Preferences Users Grower Donum section of Our Guest Manager This will tell Our Guest Manager where to place the updated data file OGM_iphone fmp12 into your Dropbox folder 102 Calendar Edition v2 01 9 September 1 2014 Our Guest Manager User s Manual On the iOS device iPhone iPad iPod Touch Download and install the free Dropbox app from the iTunes app Store Set it up according to instructions provided After you have transferred the Our Guest Manager file to your Dropbox folder it will show up as 1 48 PM Dropbox OGM_iphone fmpi2 1 1MB modified 1 minute ago Using FileMaker GO on iPhone Once you have installed the FileMaker GO app onto your iOS device it is ready to open the file placed in the Dropbox folder previously Open the Dropbox application and navigate to the OGM_iphone fmp12 file 103 Calendar Edition v2 01 9 September 1 2014 Our Guest Manager User s Manual
71. will be presented with Flat Rate or Percentage v Amount The amount entered is applied depending on type and whether a Discount or Premium selected below Always enter a positive number e g A flat rate 10 discount applied to a 105 00 per night room for a 3 night stay would show a discount of 10 00 off the total bill 105 x 3 315 10 305 00 e g A 10 discount would be calculated as 105 x 3 315 31 50 283 50 27 Calendar Edition v2 01 9 September 1 2014 Our Guest Manager User s Manual Click Save to create the special rate These can be edited and deleted by using the buttons to the left of the name Create new special Apply how Discount Premium oo 4 oe 20 Discount Long stay Discount Weekend Premium 15 10 discount n E a Long Stay R te F e 10 Discou ka 28 Calendar Edition v2 01 9 September 1 2014 Our Guest Manager User s Manual Extras Our Guest Manager System Setup Zoom dar Edition Extras Available Price Taxes that apply vy JC 00 Gtxa Otxe a at ins ta 7 T a Reflexology Relaxing 1 hr treatment k Enter into this screen an unlimited number of Extras that you might want to sell as an added value Click on Add Extras to open a window to add an Extra 29 Calendar Edition v2 01 9 September 1 2014 Our Guest Manager User s Manual Our Guest Manager E
72. wing an amount you enter a value which would result in an overpayment you would receive a warning 61 Calendar Edition v2 01 9 September 1 2014 Our Guest Manager User s Manual Sending a receipt From the reservation screen click on either the Print Receipt or Email Receipt button If you wish to print either the plain paper or letterhead layout will be presented before printing These choices are based on the settings in the Confirmation and Receipt set up section 75 Forest Drive Mellon Lake ON Canada P2P 1L4 Reservation 242 April 12 2013 Forestview Suite To Al Bino 635 Grey Cedar Crescent Mississauga ON L4W 3 4 enter the default first paragraph to appear on the printed or emailed confirmations and receipts This receipt is for your stay of Wednesday April 10 2013 to Thursday April 11 2013 inclusive 2 nights Rate per night Special rate Net HST Extras Tax on Extras Total change Amount Paid Amount outstanding enter any default notes to appear on the printed of emailed receipts 62 Calendar Edition v2 01 9 September 1 2014 Our Guest Manager User s Manual If you choose to email receipts a new window opens Our Guest Manager Attach a file _ Bes mail Message ID 4282022 Al BinoGSmail com cc Subject The Groves B amp B Receipt BCC Grover TheGroves com Sent Type Receipt Dear Al Biro enter the default first paragraph to a
73. with csv and tab format meaning multiple lines if there is more than one booking by that customer The xls format will only show one line per customer name This export file will allow you to send promotional or other emails in bulk if you wish Choose customers for email list You have the choice of including cancelled Create export bookings and how far back in days you want l Include cancelled bookings to include in your email marketing campaign Include bookings back xX days Enter the number of days you want to go enter number of days back or click on the convenient buttons for 6 OR months 1 year 2 years or 3 years Include bookings last 6 months Include bookings in last 1 year Include bookings in last 2 years Include bookings in last 3 years 81 Calendar Edition v2 01 9 September 1 2014 Our Guest Manager User s Manual Utilities File backups The first time that the program is opened each day copies of the data files are transferred to the Backup folder you specify during system setup By default the system uses the location created at time of program installation See the Appendix for the folders that should be included in your usual daily data back up routine You may run the backup whenever you want by clicking on the File Backup menu item Trial Edition Filebackup View howto videos Took Help Version Release notes Guest Manager Our Guest Manager Web Help fil

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