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Reservations - ToDo's

The To Do's feature allows you to attach items that need to be accomplished in regards to a folio, reservation or company. You must first attach the To Do item to a folio or reservation item.

To Do items can be used to track deposits due, follow-ups on reservations or inhouse guests. In addition, you can attach a To Do item to a history folio which may need adjusting later or require a follow-up phone call.

Guest Events are like "To Do Items", however, it is something that the guest has to-do, like a dinner reservation, tickets to a play or scuba classes during their stay. When an item is marked as a guest event, it appears on another report and you can enter the number of adults, children, infants and time of the event.

When setting up Guest Events (Breakfast Reservation, Dinner Reservations, Scuba Lessons, etc), the "TYPE" field should remain constant so all events print together. Click on the magnifying glass to create, edit or delete To Do Types. Use the drop down box to select a Type.

Creating a To Do Item

  1. Add or Change a Reservation, Guest Record or Group Block.

  2. Click on the To Do's tab.

  3. Press Insert.

  4. A new window will appear that contains three sections that will require some additional information to be entered.

Task - Enter the information for the To Do

Type - Use the drop down box to select predetermined task Types. Select the magnifying glass to create, edit and delete task types. Once created the new task will then become available as a predetermined selection in your Type drop down list.

Subject - This free form field is where you may enter any appropriate subject line text.

Priority - Select an appropriate status for the To Do by clicking on the drop down box.

Due/Appt Date or Time - Click the drop down box to display the calendar prompt. Use the calendar icon to quickly set a date in the future. Enter a time if appropriate.

Details Section - The details section contains one field and it is free form. This is where you write out the nature of the task/to-do and any important details that may be needed to perform the task.

Guest Event Section - This section contains a checkbox to enable the task as a Guest Event Item or something that the guest has been scheduled to do or attend. Once checked, the number of adults and children from the reservation or folio are entered automatically.

Task - Use the drop down box to select a user to complete the To Do.

Reviewing To Do Items

  1. Select Front Desk > To Do and Event Items or Ctrl T

  2. Adjust the On or before date scroll box in the bottom right corner of the To Do and Event Items window. This will filter the window to only show To Do's and Events scheduled before and on the date selected.

An item will stay on the To Do's list until it is Deleted. To Do items are automatically deleted when the reservation, guest or company is deleted.

You can also create an "Internal To Do Item" by clicking on the To Do... button located in the bottom left corner of the To Do and Event Items screen and then selecting New. This new Internal To Do will appear in the To Do and Event Items screen with a Internal label under the Group column. This is a To Do created for your internal staff use.

When a To Do item is created from within a Reservation, Guest Record or Group Block, the To Do will appear in the To Do and Event Items screen with a Reservation label under the Group column. This is a To Do or Event associated with a guest.

Additional options available from the To Do... button are:

Edit - Selecting edit will allow you to change the To Do properties for the highlighted item.

Delete - This option allows you to delete the currently highlighted item.

Goto Item - If the currently highlighted item is labeled as a reservation in the Group column, then picking this option will open the associated reservation where the To Do was originally created.

Show Completed Items - This option allows you to show items that have been marked as completed in the To Do and Event Items list.

Group Block Items Only- Show only To-Do items that are attached to Group Blocks.

Mark Item as Completed - When a To Do or Event Item has been completed, this option allows you to mark the item as completed.

Maintain Item Types - Select this option to view the currently available predetermined task types you have created. From this screen you can Delete a current item, Change a current item or Insert a new task type item.

Show Only My Items - Check the box to filter the items displayed on the To Do and Event Items list leaving only items with your User initials.

Printing To Do and Event Items

Clicking Print List displays a prompt screen where you can print Events, To Do's, or both and also choose to print only a specific event type using the Selected Event drop down box. The date of the report is defaulted from the On or before: date on the screen.