Additional Names and Services tab

Select Modify Folio from the Action Bar

OR

Click Modify Folio from the Registration section of the Full Menu.

Currently the screen has no (Stay Information) Folios displayed. There are various options for you to select from.

Note: The default setting for the screen is to have the In-House option box checked. If the Folio you wish to search is in this group, you need only click the <<Press to Search>> link to activate the search.

Depending on the folio you are looking for, use the checkboxes across the top to generate a list of the types of Folios indicated.

 

From the search results, click the row of the Folio you want to view or modify.

This section is for entering information associated with the guest.

Automobile - License: If there is an automobile to be associated with this guest, you may enter the License details here.

Automobile - Make/Model: If there is an automobile to be associated with this guest, you may enter the License details here.

Drivers License: If there is a vehicle associated with the guest, their license number may be entered here.

Passport Number: If the guest has provided a passport, enter the number here.

Trace Date: Trace Date for the Stay. You can select the applicable date from the drop-down menu options or calendar icon for this Group Stay Trace to appear.

Trace To: This is a drop-down menu of your staff available to attach the Trace for this Group Stay to.

Note: A Trace is a reminder to appear on a Skyware Systems User's Personal Tracing Calendar.

Booked Date: The Date shown here is when the guest stay was created in Skyware Systems. It cannot be changed here.

This section allows you to add information about other guests who might be staying in the room but for whom you are not creating separate stays and dividing the room rate. Typically you would want the additional names/contacts associated with the stay for phone calls and messages.

To add a name to this section of the guest folio you will need to click the gray "Add an Additional Name" button.

This will open the Select/Create Guest to add as a Contact screen.

This screen has two sections, the top section titled Previous Guest may be used if the guest to be added has previously stayed with your Property and therefore is already in your database. See also Searching for Guests.

This section allows you to search for a guest within your system using the fields Last Name, First Name, Company, Phone, Guest ID, City, or State.

Click the <<Press to Search>> link located below the text boxes to activate the search.

Note: Clicking the <<Press to Search>> link on arrival at the search screen is a fast way to display all possible results without editing the search parameters. However, as Skyware Systems displays only the first 200 matches to a search, it is recommended that if your system contains more than 200 records you should enter information into at least one of the search fields.

If using guest name, you may choose to use the first few letters of the name, it is suggested you enter the (at minimum) first three letters of the guest’s last name and if you have it the first initial as well. Do not search using the whole name as it may be too specific. For example, if the name has been entered incorrectly, you may get no results even though you DO HAVE a record for said guest.

Clicking on the selected guest entry will automatically return you to the Folio screen where the Contact you have just added will now be displayed in the Additional Names section.

 

If you do NOT have the Guest Account Information, you will need to complete at minimum the required (red) fields in the New Guest section (in the lower part) of this screen.

Skyware Systems will always require the LAST NAME, FIRST NAME and GUEST TYPE to be completed. SEGMENT TYPE (and/or Origin) may also be required.

Required fields vary between Properties, and you should check what your Property requires.

Any additional information you have (such as address, phone number or email) for the guest should be added here; you may also click on the orange button "Advanced Profile" to enter further information there.

Clicking the orange button Finish will return you to the Folio screen, where the Contact you have just added will now be displayed in the Additional Names section.

Note: Once Additional Contacts have been added, they can be clicked on to open their own Folio screen, or removed from the Contact list for this stay by using the delete button to the left of the entry in this section.

This section provides a simple interface for attaching information about services requested by the guest, allowing the scheduling of attendants for available activities such as spa treatments, or transportation to and from the airport.

You can add Activities here by clicking on the gray "Activity Schedule" button.

This will open the Activities Schedule screen, which is configured specifically for your Property with your available activities on the left, and times the activity is available across the screen, separated into time blocks covering the dates of the reservation. Any already scheduled activities will be shown here, ensuring you cannot double book.

See Activity Schedule for more details.

Use this screen to select the desired Activity and your time span for it. If you are CREATING an Activity (adding a new one to this guest folio), you will need to double click on the time span block to create it, which will take you to the specific screen for that Activity in Skyware Systems, where you will add the details.

Once you have competed the details you can click the orange button "Go", which will return you to the stay with the activity now displayed in the Activity Schedule Section.

Clicking on an activity in this section will return you to the specific Activity screen for that activity, where you can amend any details if necessary. You can also click on the Activity schedule button to see the activity displayed in the Activity schedule.