Reservation calendar
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Reservation calendar – available information
– Room symbols
– Room type name
– Number of beds in the given room
– Room housekeeping status (None, Needs cleaning, Clean, Clean checked)
– Possibility to set housekeeping status for all rooms at once
– Daily calendar
– Weekend highlight
– Color status of each reservation
– Basic information highlight for each reservation
– Summary of vacant rooms and beds for the given day
– Possibility to highlight special events on the schedule
– Possibility to display daily rates on the schedule
– Possibility to display availability for the whole month
– Possibility to display additional reservation statuses
– Possibility to display reservation sources
Available functions (Reservation calendar)
– Adding individual reservation
– Adding group reservation
– Adding “Out of order” reservation
– Finding a room meeting specific criteria
– Finding a customer
– Finding a reservation by its internal ID or online ID
– Modifying price for the given day in the specific rate plan
– Printing the reservation schedule
– Grouping rooms by room types
– Changing the schedule`s width and height
– Changing the schedule`s day display
– Filtering room groups only
– Filtering specific rooms
– Dragging and moving reservations on the schedule
– Fast backtracking to the current day
Reservation creation – available information to be inserted
– Room type
– Room symbol
– Room inventory
– Room description
– Reservation dates
– Number of reservation days
– Customer basic data
– Reservation comments
– Reservation method of settlement
– Reservation price
– Reservation paid advances and amounts
– Reservation additional meals and services
– Reservation local tax
– Reservation discount
– Is reservation guaranteed by credit card?
– Reservation status
– Reservation source
– Reservation channel
– Reservation segment
– Online reservation number
– Rates per day
Reservation creation – available functions (Individual and Group reservations)
– Adding products to reservation
– Setting up reminder
– Inserting additional customer information
– Displaying the first line of remarks on the reservation schedule
– Issuing documents such as booking confirmations
– Opening Windows Calculator for quick calculation
– Deleting reservation (requires submitting a reason for it)
– Displaying reservation history
– Marking the day until when advance must be paid
– Creating additional reservation statuses
– Issuing fiscal documents such as invoices or receipts
– Assigning meals to reservations (including meal time, remarks and how many meals can be served at the given time)
– Assigning individual reservations to a group one
– Changing reservation currency
– Inserting reservation deposit
– Inserting additional documents to reservation such as customer`s ID or passport
– Creating additional reservation fields (Individual reservations only)
– Assigning hour-based services
– Assigning housekeeping duties to the given reservation
– Locking price (Group reservations only)
– Blocking any changes of payment values when rooms are added or removed (Group reservations only)
– Assigning / removing rooms from group reservation (Group reservations only)
– Possibility to transfer an individual reservation to another property, located in the same database
Dashboard – available information (“Arrivals, departures and occupancy” section)
– Guest
– Arrival date
– Departure date
– Room
– Phone
– Number of people
– Remarks
Dashboard – available functions (“Arrivals, departures and occupancy” section)
– Displaying arrivals, departures and occupancies for the given day or for the selected number of upcoming days
– Displaying “no-show” reservations
– Filtering arrivals, departures, occupancies and no-shows
– Quick access to selected reservation
– Printing a list of arrivals, departures, occupancies and no-shows
– Selecting data to be printed on the report
– Restoring default settings
– Possibility to search for specific data by inserting a phrase in the column of your choice
– Customizing report`s width
Dashboard – available information (“Quick booking” section)
– Date of stay
– Available rooms
– Room type
– Percentage based occupancy
– Number of vacant rooms of the given type
– Number of people that can be booked in the given room type
– Rate plan
– Number of booked rooms of the given type
– Price for reservation for the given room type
Dashboard – available functions (“Quick booking” section)
– Selecting a date when we wish to create a reservation for
– Selecting a number of people to be included in the reservation
– Selecting a default rate plan
– Manual modification of price proposed by KWHotel
– Creating a reservation for selected rooms
– Erasing inserted data
Dashboard – available data (“Statistics” section)
– Room type occupancy
– Most occupied room type
– Least occupied room type
– Total hotel occupancy
– Maximum hotel occupancy during last month, current month and next month
– Minimum hotel occupancy during last month, current month and next month
– Daily statistics (free rooms, arrivals, occupancies, departures, no-shows)
Dashboard – available functions (“Statistics” section)
– Possibility to hide or display the statistics bar
Customer base – available information
– Customer name
– Company
– Address
– Phone number
– Email
– Birth date
– ID / passport
– Nationality
– Additional customer status
– Tax ID
– Is this person a child?
– is this person a regular customer?
– Is this person blacklisted?
– Additional comments for this customer
Customer base – available search filters
– Finding customer by name
– Finding customer by address
– Sorting by last reservations
– Sort by last customers added to database
– Limiting number of customers displayed in the results
Customer base available functions
– Possibility to add new customers to the database
– Possibility to include customized customer statuses
– Possibility to include customized customer fields
– Possibility to view customer`s reservation history
– Possibility to assign customer a discount for the given period
– Possibility to upload customer`s photo
– Possibility to issue a document history of the given customer
– Possibility to export customer data to .CSV file
– Possibility to export customer data to file format supported by Google
– Possibility to import customer base from .CSV file
Customer base – GDPR related functions
– Toggle whether customer agrees to receive mailing
– Possibility to permanently delete customer data once his reservation is finished
Rooms – available information
– Room symbol
– Room description
– Room group associated with this room
– Number of beds
Rooms – available functions
– Create / modify / delete a room
– Grant room an apartment status
– Mark the room for refurbishment (exclude it from the schedule)
– Set the room housekeeping status
– Insert additional room descriptions
– Select which property the given room belongs to
– Assign a repair to the given room
– Select inventory for the given room
– Export rooms information to .CSV
– Display deleted rooms
– Possibility to set room sell priority
Rooms – available information (Room types and inventory)
– Room type name
– Room type description
– Number of rooms assigned to the given room group
– Room type`s price per room
– Room type`s price per person
– Number of beds
– Is this room type visible in the Statistics?
Rooms – available functions (Room types)
– Create / modify / delete a room type
– Set basic rates for the given room type
– Disable the given room type in the KWHotel Booking Engine
– Include the given room type in reports
– Select which property the given room type belongs to
– Insert additional room type descriptions
– Insert room type translation for the KWHotel Booking Engine
– Create / modify / delete a room inventory
Logbook – available search filters
– Logbook
– Total customers list
– Customers who arrived or will arrive on selected days
– Customers who left or will leave on selected days
– Reservations for the given day
– All reservations done on the selected day
Logbook – additional features
– Possibility to include custom reservation fields in the Logbook search results.
– Possibility to set a default report pattern
– Possibility to print reports
– Possibility to export data to .CSV (Excel)
– Possibility to create an individual reservation
– Possibility to create a group reservation
– Possibility to filter results by specific data type
Logbook – data available to be displayed in search results
– Group ID
– Res. ID
– Surname
– Email
– Is it company?
– Date from
– To
– Place of birth
– Date of birth
– ID number
– Tax ID
– Room ID
– Room symbol
– Address
– Color
– Additional status
– Customer remarks
– Additional customer status
– Comments
– Country
– Phone
– Price
– Advance
– Remaining payment
– Reservation status
– Number of people
– Age groups
– Document number
– Document gross value
– Document date of issue
– Document date of sale
– Customer gender
– Reservation segment
– Reservation channel
– Reservation source
Accounting – supported document types
– Invoice
– To be paid invoice
– Bill
– Corrective invoice
– Adjustment note
– Fiscal receipt
– Corrective fiscal receipts
– Cash accepted
– Cash released
– Bank accepted
– Bank released
– Local taxes
Accounting – available search filters
– Sorting by month and year
– Hiding advance invoices
– Displaying advance invoices only
Accounting – available functions (Accounting window)
– Possibility to issue documents both in a reservation window and Accounting module
– Possibility to add / edit / delete fiscal documents
– Possibility to print the given document
– Possibility to export the .CSV file with a list of documents
– Possibility to create assortment
– Possibility to group assortment
– Possibility to view a list of deleted documents
Accounting – available functions (Document creation window)
– Automated document numeration (manual modification possible)
– Automated date of sale and date of issue (manual modification possible)
– Possibility to assign a new or existing customer to a document
– Possibility to assign a new or previously existing service to a document
– Possibility to group services in accordance to different criteria
– Possibility to delete selected services
– Possibility to modify document due date
– Possibility to choose a payment type (up to two for each document)
– Possibility to choose a currency
– Possibility to select a payment status (Paid / Not Paid)
– Possibility to check the document history
– Possibility to include custom comments on the document
Rate plans – available features (Price setup)
– Creating / modifying / removing rate plans
– Setting a default rate plan (it will be selected by the program in the first place)
– Setting a rate plan validity date
– Setting price periods either by price creator tool or manually
– Setting restrictions, including minimum / maximum stay, Closed to Arrival / Closed to Departure
– Importing price periods from other room types
– Copying prices to following years
– Setting prices for each day individually
– Applying changes to multiple room types at once
Rate plans – remaining features
– Disabling rate plan in the KWHotel Booking Engine
– Disabling rate plan in a reservation screen
– Setting a color of a border that will cover reservation which was created under the given rate plan
– Setting tax value for the given rate plans
– Setting refundable / non refundable status of the given rate plan
– Selecting which meals are used in the given rate plan
– Transferring data between rate plans, including amount and percentage modifications
Rate plans – available fields (Price setup)
– Base price
– Number of persons included in the base price
– Adult price
– Price for the first age group
– Price for the second age group
– Price for the third age group
– Minimum stay
– Maximum stay
– Closed to Arrival
– Closed to Departure
– Meals (Breakfast, Lunch, Second lunch, dinner)
– Room type status (Opened, Closed)
Meals – available features (Meal configuration)
– Adding custom meal types (the default ones are Breakfast, Lunch and Dinner)
– Setting meal serving time
– Setting meal consumption duration time
– Setting meal tax
– Setting meal price
– Setting canteen stock and creating new
Meals – available functions (Meals module)
– Generating meal report for the current day
– Generating meal report for multiple days
– Showing a number of guests
– Printing meal report
– Printing meal summary
– Exporting meal report to Excel
Meals – available fields (Meals report)
– Meal type
– Meal provision time
– Meal quantity
– Room number
– Customer
– Comments
– Reservation ID
Meals – additional features
– Synchronization with POSbistro software
Statistics – available sections
– Charts and graphs
– Rooms
– Statistics overview
– Meals
– Finances of reservations
– Camping
– Shift reports
Statistics – available data (Charts and graphs tab)
– Occupancy breakdown (by selected period, by rooms, by days, by months)
– Occupancy ratio calculator (by number of beds or by reservations)
– Result display toggle (percentage or number of rooms / beds by day / month)
– Graphical representation of occupancy (circular and linear graphs)
Statistics – available functions (Rooms tab)
– Selecting rooms to be displayed in statistics
– Exporting data to Excel
– Printing report
– Toggling display of daily price
Statistics – available data (Rooms tab)
– Reservation ID
– Rooms
– Customer name
– User who created the given reservation
– Reservation source
– Reservation segment
– Reservation channel
– Reservation date
– Reservation price
– Local tax
Statistics – available data (Statistics overview tab)
– Customer visits within the selected period
– Average guests per night
– Average amount of payments per night
– Number of accommodations
– Total cash inflow (per user or including all users)
Available functions (Statistics overview tab)
– Exporting data to .CSV
– Generating a National statistics report
Statistics – available data (Meals tab)
– Meal type
– Meal quantity
– Meal price
– Total amount
Statistics – available data (Finances of reservations tab)
– Document type
– Document value (net, tax, gross)
– Document number
– Document date of issue
– Company Tax ID
– Customer name
Statistics – available functions (Finances of reservations tab)
– Sorting documents by their type (Invoices, bills, pro forma invoices)– Exporting data to Excel
Users – available functions
– Adding / modifying / deleting user accounts
– Creating new roles for users accounts
– Selecting specific privileges for each role
– Configuring settings for apartment owners
– Enabling automated logout in case of user inactivity
– Forcing user to change his password after a set number of days
Users – available data
– User name
– User login
– User password
– User email
– User role
– Hotel assigned to the given user
– Rooms visible by the given user
Reminders – available functions
– Creating reminder for a specific reservation
– Creating other reminders (not associated with reservations)
– Postponing a displayed reminder by a specific amount of time
– Postponing all reminders by a specific amount of time
– Deleting all reminders
– Quick access to reservation associated with the given reminder
Reminders – available data
– Reservation ID
– Reminder date
– Reminder notes
Free updates – channels of update release
– Program website
– Help section in KWHotel software (BETA releases)
– Automated update prompt when closing KWHotel
Free updates – areas covered by updates
– Minor improvements
– Stability enhancements
– New major modules
– User suggestions
– Additional reports
Automated email sending – available functions
– Configuring email client in KWHotel
– Sending email copy to specified addresses
– Enabling encrypted SSL connection
– Enabling encrypted statTLS connection
– Enabling a reminder to send a manual booking confirmation if there are no automated set
– Creating automated booking confirmations, letters of thanks and other documents (using an advanced creator with multiple features and email sending criteria)
Automated report sending – available functions
– Selecting a report template
– Setting a report type (daily, weekly, monthly)
– Setting a report start date
– Setting a report sending frequency (i.e. every two days, every three weeks)
– Setting a report range (today, last day, last week, last month, next week, next month)
– Email addresses where the report shall be sent to
References
I gave a try to the Free version of this great piece of software and soon after 6 days i bought the Pro version to get all the features available: SQL support, networking, synchronization and more.
About support : Instant support and very helpful assistance for configuring and upgrading software. Thumbs up !
Hotel Lavatoio
“We were looking for an easy to work with hotel management software. Luckily, we found KWHotel which is simple to use and a very good value for money, compared to other booking systems.”
Nordic Park
“We needed a software that would help us with business organization and structure – KWHotel delivered that. It`s a fully functional software with all the necessary tools for everyday operation of a hotel. By far the best in its` class and far superior to software that costs many times the KWHotel does!”
Siesta Central Apartments
“I was looking for a well-priced and simple to use hotel management software. With KWHotel, it is so much easier to follow our bookings – why to buy expensive software? KWHotel works perfect and the helpdesk is better than many others!”
EMVenture
„Since the beginning of cooperation with KWHotel, the speed of our work has increased significantly. Previously, we scheduled reservations only on a sheet of paper. Now the hotel booking process is better organized and much faster after the implementation of KWHotel. Also, I am very grateful for the helpful support team”
Hotel Ruza
“I am very satisfied with KWHotel and highly recommend it to people in the hotel industry”
Ledra Maleme Hotel
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