The PC CADDIE hotel management - based on our central customer and guest management - is exactly the right thing for your small, fine hotels, manor houses or guest houses. From room reservation, to check-in and check-out, to room bills and door locking systems - with PC CADDIE HOTEL you have a software solution that can be fully integrated into the existing program. Also online: your guests can book or cancel the rooms or access special wellness offers and additional services.
PC CADDIE will set up the hotel timetable for you.
The characters on the left side vary - the legend can be found by double-clicking on the word Legend.
Open the booking mask by double-clicking a specific room on the desired day, or by pressing the button New booking in the area overview:
The room reservation could look like this:
Room for Heike Richter, 2 nights 27.07. to 29.07.2017
Select the article for this booking by entering it in the field Main article or via the list button on the right side. If the guest has booked half board and/or green fee, please enter the appropriate check-marks (or price changes).
The reservation for a single room with half board is ready and looks like this:
The reservation for a double room may look like this:
In the Timetable, the booking looks like this:
You can also see the additional information (entered in the free text field) if you click on the booking; this is shown in the pop-up window on the right side.
For a possible group booking, for example for 11 rooms (1 single and 10 double):
Click on Room to assign the room numbers immediately, if necessary.
The group booking is done…..
But the article is still missing…
With the help of the check mark All in the same area this article will be adopted for all rooms listed here. Or just tick the appropriate box for the room you want.
Start the process of creating a provisional booking after pressing the button on the left side:
The following window opens:
Please select the category „provisional, valid until“ and fill-in the date field.
In the Hotel bookings window you can see the provisional booking with the corresponding icon.
First of all, make a normal booking over the desired period:
for example: a double room for 2 persons, over 3 nights:
If, for example, Mrs. Petra Member only needs this reservation for the first two nights, click Cancel and delete the corresponding line:
As soon as you confirm with OK, the button individual arrival / departure of single guests of the room becomes active.
And the booking in the hotel timetable looks like this: Heike Richter is the only guest in this room for the last night.
Now another person wants to spend this night (from 22 to 23.09.17) in room E09. The button individual arrival/departure of single guests of the room must be disabled.
Then you can enter the name of the guest, in our example Claudia Member, as the 3rd name in the booking mask, and accordingly activate the deletion via the Cancel button:
Heike Richter and Claudia Member spend the last night in room E09:
It is customary in the hotel industry to only book room categories, and assign the room numbers to the guests on the day of arrival. This is also possible in PC CADDIE.
The current room situation can be viewed at any time with the help of the area overview. This shows how many rooms are booked or still available and their cathegory. See also section overview of areas.
The reservations without room assignments are also visible in the Hotel Bookings window (Timetable - Hotel Booking).
They are marked in blue and the room number is missing.
The night automatics ensures that every night the rooms are automatically assigned (before the arrival of the guest).
Of course you can manually assign the room numbers at any time. It is also possible to mix bookings with fixed room numbers and category bookings.
Deleted room bookings can be displayed in the Hotel Bookings window using the filter, but they cannot be reactivated.
Find the new menu items Edit price levels and Edit rules of price levels under Articles. Special parameters are necessary, so please contact the PC CADDIE support.
Enter the different price levels defined in your hotel under Edit price levels.
Press New to create a new price level.
Please fill-in the field Description with your desired name. PC CADDIE automatically assigns the identifier.
Once all price levels have been defined, they are displayed in an article under Details and the tab Price levels:
Please enter your own prices in the appropriate line for the respective price level.
When is each price valid? Define the answer in the rules. Enter the appropriate rules for the price levels defined in your hotel under Edit rules of price levels.
Press New to create a new price rule.
You can also send confirmations for room reservations. The layout for the confirmation can be set in PC CADDIE.
Press Print in the booking mask to print out the confirmation:
click Print again
The possible fields for the hotel confirmations are:
<LIST_DATE:ALL> <LIST_DATE:DIFF> <LIST_DATE:FIRST> <BOOKINGS: <POS>•<RNUM> •<BCATL >•<GARR >•<GDEP >•<GSTA>•<OCC >•<PERSON »
with list of articles:
<LIST_ARTICLE: •<DAY >•<NAME >²<PRICE > <LIST_ARTICLE:YES> <BOOKINGS: <POS>•<RNUM> •<GARR >•<GDEP >•<GSTA>•<OCC>•<PERSON »
The hotel guest arrives and is checked in:
The registration form is also printed at the same time:
Please pay attention to the correct layout:
The menu item Timetable - Hotel guests opens the following window for all guests / arrivals of the day:
Please select your suitable layout for the registration forms and print them out on your printer.
During the night, the items of the guests who have checked-in will be booked into the corresponding accounts, and will then be available for billing in the morning.
If the night automatics cannot make all the bookings for all the rooms (for example, because one guest arrived after 23:00), the process can be started manually via: Timetable, Hotel-Rooms.
In the following window you will find the two options offered by PC CADDIE for the night run:
The items are booked manually if a guest wants to pay on the day of arrival - see next section.
A guest wants to settle his bill on the day of arrival; the items are now booked manually:
PC CADDIE fills-in the fields for the booked articles:
Confirm with OK and then select the appropriate payment method. The invoice will be printed at the same time.
Press OK again to confirm the payment.
The guest wants to pay on the day of departure. Click again on the booking and then on the button Settle.
Pressing OK means the payment is completed and the invoice is printed at the same time.
Finally, checked out the guest , so that the room can be occupied again. In the booking mask, press the button Check out and then OK, check-out.
The guests want to pay on the day of departure. In this example, one person pays for several other guests. Click in the booking of the first guest whose bill is payed by someone else, and then on the button Settle.
Change the person to the one who pays and confirm with OK.
The area overview gives you a quick overview of the numerical and percentage occupancy of your hotel. You can find the overview via the menu item Timetable and Area overview:
The sales are shown in the lower part of the area overview:
Sales according to the articles
You can choose from the following options:
1 - You can also display a view on a weekly or monthly basis. 2 - Here you set the visibility of the article details 3 - Corresponding product groups for the RevPar calculation
The printout of the area overview looks like this:
There are new room list functions in the Hotel Room window.
All columns can now be sorted by clicking on the corresponding headings such as Room or booking. The corresponding sorting is marked with the blue arrow.
Group bookings of rooms that belong together are shown in the same color.
First of all, click the button in the list that you want to configure (for example, Housekeeping). The button turns green:
Then open the Options and define the information that you want to include on the housekeeping list.
The following window opens:
Confirm your details with OK and you can now print out your list using Print.
You can customize and print any list such as Arrivals or Departures or Restaurant or Housekeeping.
In the Information column you can see dark blue and light blue information. Dark blue information = information for general hotel bookings. Light blue information = individual information for this guest.
Enter the general information about a hotel booking here:
Enter the individual information of a guest here:
If a hotel guest (or several guests) books a room with half board, there are two options for entering the HB in the hotel booking. Regardless of which variant you choose, the input is always R:HP.
1. The guest (or a group) books one (or more) double rooms and half-board applies to the entire booking - i.e. for several people. To do this, use the text field from the left of the window. As you can see in the example here - half board is calculated for 2 people.
2. the guest (or a group) books one (or more) double rooms and half-board ONLY applies to single persons or room. To do this, use the information field from the booking. As you can see in the example here - half board is calculated for 1 person.
The window Timetable - Hotel guests shows the number of guests on the respective day:
Or use the print function on the right:
The layout of this list looks like this (the format type is important: list):
and the different fields are these:
Nr. • Zimmer • •Bu.Referenz • Kontakt • Anreise • Abreise • Aufenthalt <Z >•<RMNO>• <STAY_STATE> •<BREF > •<BLREF >• <ARRIVAL>• <DEPARTURE>•<STAY>
The printout of the list looks like this:
If the „Document Management Module“ (CRM) is licensed for your golf course, you can also use this for your hotel reservations, for example for retracing the reservation confirmations.
More about the Document Management Module CRM
You have to set up a category to be able to use the CRM for the hotel reservations; it essentially looks like this: the abbreviation must be PROJHT and the type must be set to PROJECT.
If you now click on CRM when you make a reservation, you will see that each reservation is automatically assigned a project. Reservation confirmations can be stored here and can be traced at any time.
You can save the print-outs under the project. The printouts are automatically assigned the correct project number.
You can select the template after you click Pint (ask our support).
Print as usually on the screen and save in CRM. The right project is automatically determined. The PDF is open for re-use, and can be printed or sent by e-mail. The mail address of the hotel customer is already in the Windows cache and only needs to be inserted into the mailbox with „CTRL + V“.
You can see all the stored print-outs and attachments in CRM. Select the line with the desired print-out and open it again with Edit, if necessary.