Settings

Configuration -> Settings

This option contains many fundamental settings which control how accommres operates. It also contains five codes and two important other values. These codes are only provided if you become a client (you purchase a service). These codes enable online integration, control several fundamental configuration options and multi-user access.

Codes and important values - Login, Password, Site code, https, Licence Code, Edition Code, Options Code.

Virtual Tour Documents http

The accommres online property system supports virtual tours. However, we do not host these files. Identify the location of these files - if you have any.

Default Country

When entering Enquiries and Bookings this country is the default when adding a Guest address.

Email Servers

Email Servers need to be defined before Emails can be sent from accommres. This is not as difficult as it sounds, see the section on Email Settings for more information.

Firewall

Some systems running accommres have a security feature built into the internet access called a Firewall. The firewall is used to block unauthorised access to the internet. Some features of accommres may need to be specifically configured with regard to your firewall . This option is rarely used and should be ignored unless advised by e21Software.

Schedule

This option configures datafeeds.

Zip or Post code

accommres can integrate to third party mailing address management systems.

Update bookings

If you have subscribed to our online integration service then you will be provided with additional information regarding this setting. Until then leave this setting as "Automatic".

Thumbnail width

All images used in accommres with regard to properties are uploaded to our online servers. This software takes the images you use and prepares them for use on the internet including automatically creating a thumbnail image. This defines the width of that image. We recommend 125 pixels.

Email Style and CRM

All emails sent directly by accommres are pre-formatted. This includes booking confirmations, enquiries, invoices and more. All have been translated into all supported languages. These are included in this product.

However you can choose to design your own. Select "Templates" and the Templates button appears. Select this to identify your " Email Templates ". Please note, if you do this, you become responsible for language translation of all the text in those emails.

Date format

Automatic No-show

If a guest has not arrived when due and you are looking at the booking in Booking Overview it will be identified accordingly. With this option you can determine if Booking Overview automatically shows you this or whether you must manually update each booking to set the status to "No Show".

Users must login

If you want " Users" to login select this option. Once selected and saved it can not be undone. All "Users " will need a login. You can control which accommres options they have access to. If you start creating users using the "Users" option then this option will be automatically set.

Booking Entry

Two options effect how "Booking Entry" works.

(a) Automatically calculate prices. As options change during booking entry, price and availability are checked and shown. On large systems (25 or more users) you may choose to turn this automation off to improve performance. This is dependent on the level of investment you make in the servers to drive accommres.

Show Unit/Room on Invoices and Confirmations

If selected the room/unit which a guest will/has been allocated will be shown on printer or emailed confirmations and invoices.

Show Property Address on the Invoice

If selected then the address on an invoice will not be "the company" defined in " Your Details " it will be the Owners name and the Property address.

Expand Units

If set all individual units of accommodation will be made available online for booking. This is of interest if accommres is being used for a Property Management Business looking after Villas, Apartments and Houses (or other types). If this installation is for a Hotel then this option should not be set.

PCI-CISP and CVV

PCI-CISP are standards set by Card issuers which determine how you can store/access credit/debit card information. See the PCI-CISP section for more information. This option effects the " Payments

Valid from

When entering card details some card issuers require the Valid from period as part of the security checks. If you do not select "Valid from" (default) you will not be required to enter them.

Medical

If accommres is being used in a medical environment for example a Hospital then set this option, it enables additional information to be recorded relevant to the medical sector.

Smooth "Unit Prices"

If you use " Pricing - By Length of Stay" to calculate prices for your accommodation, this option may be of interest. It has a subtle effect on these prices. Check the " Pricing - By Length of Stay" option for further information.

This option only effects the calculation of prices for all "Units " of accommodation using the "Pricing - By Length of Stay" price method.

Super Smooth

If you use "Pricing - By Length of Stay" to calculate prices for your accommodation, this option may be of interest. It has a subtle effect on these prices. Check the "Pricing - By Length of Stay" option for further information.

Language

The default language used for guests.

Children in room on their own with no Single Supplement

This setting will allow bookings for a single child to be exempt from Single Occupancy supplement as it is presumed that the room required for the child will be next to a room which has been fully paid for by Adults.

Warning message for "Same Day Clean as Check-in"

If you are a Property Management business then this option controls the display of a warning message shown at the time of Check-in. Not relevant for Hotels but can be very useful for Property Management Agents coping with cleans and check-ins on the same day.

Invoice Date is Arrival date, otherwise Departure date

When an invoice is generated for a guest it can be dated on Arrival or on Departure.

Invoice on Booking

It is recommended to select this option. At the time of booking it is automatically invoiced (using the above date selection) and posted to the financial ledgers - on a daily basis. If the booking changes - dates or values then the booking is processed, re-invoiced and re-posted. This enables accurate financial projections. It also means that we do not need a "night audit process". If this option is not ticked then you need to manually generate invoices at the time of Check-in or Check-out or run the night audit process.

Distance

Several options use distance. This is the default setting, either Kilometers or Miles.

Booking default Adults

When entering a booking this value will be assumed as the typical booking. If set to "0" the user will be forced to enter a value at the time of booking.

Booking Option Days and Time

If set this value is assigned to every new booking and can be updated using the "Terms " option. This is the number of days a booking will be retained "holding availability" before it must be confirmed or cancelled. These "Tentative bookings" can be viewed using the Booking Overview option.

Follow-up Days

Once an enquiry has been selected (using the above report - click on the booking reference), the prospective guest should be contacted. Ideally a Note created to record any conversation or correspondence, and the follow up date updated or the status of the enquiry changed to Lost or the enquiry is converted to a booking.

Banned Client Type

Clients can be assigned types. Some Clients you do not want! In this case create a "Client Type" - for example "Banned " and assign that type to the Client. When that client tries to make a booking the user will receive a warning that the client has been banned.

Lost Enquiry Type

An Enquiry is either converted to a Booking or identified as Lost. Enquiry types are defined by you and one should be the equivalent of Lost - preferably called "Lost". Enter the enquiry type defined elsewhere here.

Infants

If knowledge of infants is required as part of your booking process the select this option.

Flights

If selected then flight details can be recorded and maintained for Bookings in accommres and online.

Your Booking Login

If selected then guest login information (for their booking) is provided in confirmation emails.

For Sale

If selected then an extra tab "For Sale" is available in "Unit Information". This contains additional entries related to selling a property. This is only relevant to Property Management Agents, Estate Agents and Realtors or anyone else selling Property.

Moorings

accommres can also be used for Boat and Yacht reservations. In which case locations also need to be identified as Moorings and other options work slightly differently. This setting controls this. This setting should not be set unless you are working with Boats and/or Yachts.

B2B

By default all property, location, and region descriptions are assumed defined as B2C (Business to Consumer). However, you may also want to maintain alternative descriptions for B2B (Business to Business), trade partners. If this is selected then accommres will support both types.

Bedroom Allocation, Arrival clean, Departure clean, Interim clean

If a property/unit has its Bedroom configuration defined then if this option is selected then each Booking must have the "Bedroom Allocation" set. This option is particularly useful for Property Management Agents as they can advise Housekeeping staff to "prepare" specific bedrooms based on the number of guests. This can save, time, linen and therefore money.

Arrival/Setup clean - Assume an arrival/setup or open clean is required

Departure clean - Assume a departure clean is required

Interim cleans after day - Offset days before an interim clean is scheduled - assuming a clean is required

Minimum stay - Minimum stay before interim cleans are possible

Specify the original Enquiry Accommodation

Entry code from Mobile number

If you use numeric keypads to provide entry to your properties and recode them on a per booking basis then you can use this selection. Most guests now have a mobile/cell phone (if not home or office phone will do). Selecting this option will automatically take the last four digits of the number and set this as the door entry code for the booking. This in turn is shown on the " Cleaning Schedule" so that your Housekeeping staff can set the property keypad. You can override this number if required.

Enquiry Source must be specified

If selected then when entering an Enquiry or Booking you are required to identify the " Enquiry Source".

Enquiry/Booking Type must be specified

If selected then when entering an Enquiry or Booking you are required to identify the "Enquiry or Booking Type ".

Note Email includes logo

If selected then your "Page Header Image" is at the top of emails sent using the "Notes " option. Please note this does not apply if you have selected "Templates" with regard to Emails. Please see " Email style and CRM" information above.

Maintenance does not effect Occupancy

Using "Booking Overview" you can specify for a property if it is available or not, on a daily basis with regard to "Maintenance". If this setting is selected then the property will be assumed as available for booking even though technically it may not be. Booking agents will make this decision. This does not apply to online bookings. Whatever the status of this setting a property can not be booked online if it is unavailable due to maintenance.

Cancel reason must be provided

When Cancelling a booking a cancellation reason must be provided if this option is selected. This can be analysed using the "Cancellations Report ".

Lost reason must be provided