External Web Reservations Set Up

 

The first place you will need to enter information is on the Property Definition Screen, using the Web/Email tab. This area allows you to enter defaults to display on the web, and other settings for your Skyware web site. From this screen you can suppress the calendar, enter email settings, enter a custom message when there are no rooms left to display, and enter a cancellation policy or custom confirmation page.

Hide the web calendar for the external web reservation system: The web calendar is a graphical calendar that a potential guest may pick dates from. This box may be checked or unchecked. By default it is unchecked. If it is checked, the calender will not be shown on the website.

Allow Multiple Room Types to be selected at the same time: This box may be checked or unchecked. By default it is unchecked.

E-Mail Address: This is the email address for your Property, that you wish the confirmations (and any other emailed documents) to originate from. Enter it manually into the field.

Use Image for Selecting Rooms: Use an image for selecting the room number. This box may be checked or unchecked. By default it is unchecked.

CC (Optional): Email a Carbon Copy of the emails sent to this address. This field is optional, either enter it manually into the field or leave it blank.

Managers E-Mail: This is the email to send interface and other issues to, from Skyware Systems. Enter it manually into the field.

Maintenance E-Mail: Email to send maintenance requests to, when added. Enter it manually into the field.

SMTP E-Mail Server: This is the SMTP Email Server address for your Property. Enter it manually into the field.

Port: This is the SMTP Server Port Number. The default number is 0. You should change it to the Port number for your property.

SMTP User Name: This is the SMTP Server User Name: Enter the name manually into the field.

Enable SSL Connection: This box should be checked to enable the SSL connection for email sending.

SMTP Password: This is the SMTP Email Server Password for your property. Enter it manually into the field.

Check-in E-Mail: This is an option for a custom email Check-In Confirmation. You can select one from the available options in the drop-down menu, or leave it blank (to send no email). If the option you desire is not available, you can create one. See How To Create or Customize Your Documents for more details.

Days to Email before check-in (0=No E-Mail): This option goes with the Check-In Email - if you have selected a document to send, you MUST specify here how many days before check-in it should be sent. By default the option -0- is entered in the field, meaning no email will be sent.

Signature Requested?: This box may be checked or unchecked. By default it is unchecked. If it is checked a signature will be requested from the guest for the emailed check-in document. For an electronic signature request e-mail to be sent as the check-in email, this box MUST be checked. Otherwise, the e-mail sent as the check-in e-mail will not require a signature.

Check-in E-Mail #2: You can choose to send a second follow-up custom Email confirmation. You can select one from the available options in the drop-down menu, or leave it blank (to send no email). If the option you desire is not available, you can create one. Again, see How To Create or Customize Your Documents for more details.

Days to Email before check-in (0=No E-Mail): This option goes with the Check-In Email #2- if you have selected a document to send, you MUST specify here how many days before check-in it should be sent. By default the option -0- is entered in the field, meaning no email for #2 will be sent.

Signature Requested?: This box may be checked or unchecked. By default it is unchecked. If it is checked a signature will be requested from the guest for the emailed check-in #2 document. For an electronic signature request e-mail to be sent as the check-in email, this box MUST be checked. Otherwise, the e-mail sent as the check-in e-mail will not require a signature.

Check-Out E-Mail: This is an option for a custom email Check-Out Confirmation. You can select one from the available options in the drop-down menu, or leave it blank (to send no email). If the option you desire is not available, you can create one.

Days to Email after check-out (0=immediately): This option goes with the Check-Out Email - if you have selected a document to send, you can specify here how many days after check-out it should be sent. By default the option -0- is entered in the field, meaning the email will be sent out immediately on the guest checking out.

Check-Out E-Mail #2: You can choose to send a second follow-up custom email Check-Out Confirmation. You can select one from the available options in the drop-down menu, or leave it blank (to send no email). If the option you desire is not available, you can create one.

Days to Email after check-out (0=immediately): This option goes with the Check-Out Email - if you have selected a document to send, you can specify here how many days after check-out it should be sent. By default the option -0- is entered in the field, meaning the selected email will be sent out immediately on the guest checking ou

Automatic Cancel E-Mail: This is an automatic Cancellation email that gets sent out from your property when a reservation is canceled. You can select one from the available options in the drop-down menu, or leave it blank (to send no email). If the option you desire is not available, you can create one. Again, see How To Create or Customize Your Documents for more details.

External Reservation Disclaimer: This field is for the external reservation disclaimer that will be displayed on Skyware’s external web reservation system. Enter it manually into the field.

External Mobile Check-In Disclaimer: This field is for the external mobile check-in disclaimer that will be displayed when the guest uses the mobile check-in option after reserving a room using Skyware’s external web reservation system. Enter it manually into the field.

External Mobile Confirmation Message: This field is for the external mobile check-in confirmation message that will be displayed when the guest uses the mobile check-in option after reserving a room using Skyware’s external web reservation system. Enter it manually into the field.

Custom "No Rooms Message" when booking from the external web reservation system: You can have a custom message that will display if no rooms are available for a specific date on Skyware’s external web reservation system. Enter it manually into the field.

Cancellation Policy: This is the custom Cancellation Policy that will be displayed on Skyware’s external web reservation system. Enter it manually into the field.

Custom Confirmation Page: This is the custom Confirmation Page (URL) that will be displayed on Skyware’s external web reservation system. Enter it manually into the field.

Parameters that will be appended to the end of the URL will be:

Confirmation Number=XXXX…

First Name=XXXX…

Last Name=XXXX…

Arrival Date=YYYY-MM-DD

Departure Date=YYYY-MM-DD

EMail=XXXX…

Custom Header: Appears between the Head tags on Skyware’s external web reservation system. Enter it manually into the field.

 

Note: On the tab, if you decide you have made an error, click the "Cancel" button in the local tool bar to undo it rather than the back button in the browser. The back button will attempt to return you to the previous screen, rather than simply undoing whatever change you have made.

The Web Code tab allows you to enter the HTML code for the information for the top and bottom sections of the web reservation screen to “encapsulate” Skyware’s reservation system.

Note: The fields to be completed here are for the regular PURCHASED (ADA compliant) version of the Web Reservation (Web Booking Engine) site version used by your Property.

 

Responsive/Mobile External Resv. HTML (Top): Top of the screen HTML string for the responsive/mobile external reservation system.

Responsive/Mobile External Resv. HTML (Bottom): Bottom of the screen HTML string for the responsive/mobile external reservation system.

 

The tab also allows you to add custom messages for your version of the web reservation screen, with fields for both a "Custom "No Rooms Message" when booking from the external web reservation system" and a "Custom "Same Day Message" when booking from the external web reservation system".

 

Open the Other tab to enter the image that will be used as the Hotel Image - the Image of the Hotel to be displayed when making a reservation.

Hotel Image: This should be a link to an image of the Property. (For example: images/HotelImage.jpg)

Note: The Other tab contains information about various other Property Definitions, as well as the picture that will appear on your web site for web reservations, (such as deposit defaults, an Auto-Release (Room Block) default, number of folios to print at check out, amount of inactive time before the user is automatically logged out, a custom statement form and some accounting and miscellaneous check flags). ONLY the Hotel image field is important for the external web reservation site.

 

Any Rate Plan Types that should be available on the Outward Facing Web Reservation system need to be enabled using the Rate Plan maintenance screen.

As well as any other relevant details, ensure that the following fields are completed for any Rate Plan Type intended for use on the website.

Web Name: Name shown to the guest when entering a reservation. This will be the name shown to the end-user when making a reservation on-line. Enter the name you wish guests to see displayed on-line, if this Rate Plan Type is to be available using the web reservation system.

Note: You do NOT have to use the same name for the Web Rate Plan Name as for the Rate Plan Name used within Skyware. For example you may want the "Rack" Rate to be posted on the web as "Standard" Rate, or the "Best Available" Rate.

Web Description: Web Rate Plan Description. This will also be shown on the web. Enter the description, if any, you wish guests to see displayed on-line.

Note: You do NOT have to enter a description, if you feel the Web Name is self explanatory enough.

Show on Web?: This box may be checked or unchecked. By default it is unchecked, but to have the Rate Plan be available on-line it must be checked. Check to show the Rate Plan for the web reservation system.

 

Ensure that these fields have been completed for EVERY Rate Plan Type which are to be available on the Outward Facing Web Reservation system.

 

Note: The rate plan types created and enabled for on-line use can be specific to a promotion, a company, or target audience, or can be used for several different ones. See also How to Set Up Web Rate Codes.

 

(Negotiated rates may be set up for Companies which you do business with, in order to pull that rate into a reservation for a guest associated with that company. A negotiated rate is typically a rate that has been agreed upon between your property and a company. Any guest associated with that company would then be entitled to that negotiated rate).

The Rates available using the outward facing web reservation system are specified using the Rate Plan Type screen. However, if you wish to allow special rates for Companies which you do business with to be available on-line, this must be determined separately using the Account screen, and will be available to the guest using the web page by using the "Code" field. Web Rate Codes can also be useful for any promotions or specific groups of guests you wish to have access to a different rate.

Note: Ensure that the relevant Rate Plan to be used for a web rate code has been created and enabled. See also How to Set Up Web Rate Codes.

To allow any group to have access to a web rate code, a company must first be created, to then be set up with a negotiated rate. The Company name can be the name of your Promo, like Summer Special, or a target audience, Knitters Expo, for example.

 

Any negotiated or special rates that will be available on the Outward Facing Web Reservation system need to be enabled using the specific Account screen, on the Other tab, for the associated company. Every negotiated or special rate should have a separate code associated with it, that will then be entered by the guest on-line.

 

Note: In order to set up negotiated rates for use with the web page, an account first needs to be set up (this may be using the Guest Information or Group information area, or the Negotiated Rates screen directly if you have the Sales and Catering Module from Skyware), and a negotiated rate attached. If a negotiated rate has been attached, the account screen will state this.

If the account screen does NOT say "Negotiated Rate Account" the account does not have a negotiated rate associated with it, and the field needed to enter a code for attaching the Company for rate purposes when making a web reservation will NOT be available.

 

Open the Other tab for the Negotiated Rate Account screen:

Web Rate Code: The short code to be used by the guest if attaching this company, for rate purposes, when making a web reservation. Enter the code manually into the field.

Note: The Copy icon next to the Web Rate Code field may be used to copy the booking URL to the clipboard for this web rate code. If clicked, a message window from Skyware will pop up informing you that the URL has been copied to your clipboard.

 

Any Room Types that should be available on the Outward Facing Web Reservation system need to be enabled using the Room Types maintenance screen, with the details you wish to display on-line being entered in the description field section. Any images you wish to be viewable for the Room are also added using this screen.

Any Room Type within Skyware can be designated as available on-line. If enabled, the Room Type will appear in the Outward Facing Web Reservation system as it appears in the Room Desc field (this is the description of the Room Type that the Room Code used by Staff is based on). Other details are optional but should be included (description, images). Enter the information into the highlighted fields on the General tab shown below.

Room Desc: Description of the Room Type.

Note: This field must be completed for ANY Room Type within Skyware, not just when enabling the Room Type for use on-line.

Show on Web?: Determines if this Room Type is shown on the outward facing web reservation system. This box may be checked or unchecked. By default it is unchecked, but to have the Room Type be available on-line it must be checked. Check to show the Room Type for the web reservation system.

Picture (URL): Enter the URL to the image that should be shown with this Room Type on-line. Type or paste in the link.

Picture 2 (URL): You can have a second image associated with the Room Type. If so, type or paste in the link here.

Description: Additional description of the room type. HTML tags can be used. This is the Room Type description that the guests will see on the web when making a reservation. Include any desirable features (size of room, TV, other amenities). A HTML tag may be used.

 

Ensure that these fields have been completed for EVERY Room Type which are to be available on the Outward Facing Web Reservation system.

 

Features and Locations:

 

Any Features you wish to have shown with the Room Type on the external web booking engine should be listed in the Feature/Locations tab.

Click on the Fast Pick for Features button to open a pop-up window showing all the available feature options.

Check any feature to select it, then click the Save and Exit button to close the window and return to the Feature/Locations tab, where the selected options will now be displayed.

Every feature selected will be shown in the room description area for the particular Room Type (below the description entered (on the General tab) and to the right of the image).

 

Any Locations you wish to be associated with a room type should be selected in a similar way, using the Fast Pick for Locations button to open a pop-up window showing all the available location options. Again, check any location to select it, then click the Save and Exit button to close the window and return to the Feature/Locations tab, where the selected options will now be displayed.

 

Add a message to the general screen display to be seen when the web page is opened. This can be adjusted at any time, depending on the message - for example, to advertise a sale for a Holiday weekend. This provides flexibility and allows you to keep your outward facing web reservation system appearing current.

Date Range: You may decide to show this message for a specified date range, or to always show the message on the website.

By default, the date range to show the message may be specified, with today's date selected for both Starting and Ending Dates (meaning the message will only be shown today).

Starting on and Ending on Dates: Select the Starting on and Ending Dates for displaying the message using the drop-down menus or by clicking the Calendar icons. The message will only be displayed during the selected date range.

Note: If you wish to have the message always displayed on the outward facing web reservation system, instead of selecting dates, check the box Always show this message?. This will remove the Date selection options and cause the message to be permanently displayed, until manually removed.

 

Web Message?: Determines if this message is displayed on the outward facing web reservation system. This box may be checked or unchecked. By default it is unchecked, but to have the message be shown on-line it MUST be checked. Check to show the message entered in the Message field section on-line.

Web Image (URL): Image to show INSTEAD of the Hotel image (added using the Other tab of the Property definitions screen). If you wish to have a "special offer" image shown instead of the Hotel image, enter the URL in this field.

Note: This field overrides the Hotel image field, any URL entered here will be automatically be shown, rather than the image added using the Property Definition Other tab.

Message: Message to be displayed – HTML tags can be used. This is the message that the guests will see on the web when arriving at the website.

 

A Package Plan combines several package components in order to build a package to be sold to a guest. If the Package Plan is to be available on the outward facing web reservation system, it needs to be enabled using the Package Plans screen, General tab. Several fields are involved in this.

Package Name: Enter a name for the Package Plan. This should be short but descriptive. If the Package will be appear on-line, this is the name that will be shown.

Show on Web?: Allow this package to be sold on the web. This box may be checked or unchecked. By default it is unchecked, but to have the Package Plan be available on-line it MUST be checked. Check to show the Package Plan for the web reservation system.

Note: For a Package Plan to be shown on-line, ONLY these two fields require your input (the hotel field will be automatically completed). However, more of the fields can be useful for tailoring the Package to your on-line needs.

This package is an Amenity?: This box may be checked or unchecked. By default it is unchecked, if the Package Plan is considered an amenity it should be checked.

IF the Package Plan has both the "Show on Web?" AND the "This package is an Amenity?" check boxes marked, another field will appear on the General tab, the Web Amenity Grouping field.

Web Amenity Grouping: This is a drop-down list of the available web amenity groupings for showing on the web. Select the appropriate one to determine where the amenity will be listed on-line.

Promo/Sales Description: Enter any description that you wish to be shown for the Package Plan on-line into this field.

Your Skyware Web Reservation (Web Booking Engine) site will have "WebResv.aspx?" in the URL - for example https://www.skywaresystems.net/WebResv.aspx?PropertyRowID=157&HotelID=1&MenuRowID=47

Skyware accepts the following parameters as a means to entering the Web Reservation (Web Booking Engine) site from your Property Website, allowing you to create a “front-end” on your main page that sets defaults for the Skyware web reservation system.

 

For an Activity to be available on-line, it must be enabled in the Activity Types sub-screen, General tab, of the relevant Schedule Types screen.

Note: The Activity Types screen for the specific activity is reached by clicking on the activity name in the Activity Types tab of the Schedule Type the activity is associated with.

For an Activity Type to be shown on-line, ONLY the "Show on Web?" check box requires your input. However, more of the fields can be useful for tailoring the Activity Type to your on-line needs. Once the Activity Type screen for the activity has been opened, complete any relevant fields to allow the activity to be available on-line.

Show on Web?: This box may be checked or unchecked. By default it is unchecked, but to have the Activity Type be recognized as available on-line it MUST be checked. Check to show the Activity Type for the web reservation system.

 

Possible other relevant fields:

Activity Group: Used to help classify the Activity Type. Select one from the available options in the drop-down menu, or leave it blank.

Note: Activity Groupings, if you wish to use them, are selected in the Activity Types section of the Schedule Types screen. These are used to help classify the type of activities. Groupings are utilized to quickly filter selections, and are a way of organizing your activities to make the list to choose from easier to navigate quickly. The Activity Groupings command allows you to create the groups used when arraying the activities available on the Web Booking Engine.

Suppress Amount on Web and Documents: This box may be checked or unchecked. By default it is unchecked, check this bos if you do not wish the cost of this activity type to be shown on-line.

 

When purchasing the Spa and Activities Module, the ACT Room Type and ACT1 Room # will be automatically added to your system. These two additions together act as "holding places" for any activities that will NOT be associated with a guest stay (creating a parallel "stay" in a non-bedded room for the activity). You WILL however need to click the “Show on Web” option in the Room Types maintenance screen for the ACT Room Type, and select options on the Room Definition screen for the ACT Room Type and ACT1 Room # to enable their use for an Activities Only web reservation system. Any activities enabled for on-line viewing in the Activity Types section of the Schedule Types screen will then also be available in the Skyware Activity Only Booking engine.

Skyware's Outward Facing Activities ONLY Web Reservation site may be accessed through Skyware by using the Web Activity Only command found in the Web section of the Other Front Desk Tasks Menu, and provides a view of the Activity Only booking interface seen by the end user when they make a reservation from the web.

Link from your Property's website to an Activity Only Booking engine, which will utilize the ACT Room Type and the ACT1 Room # for making reservations, using the optional parameter ActivityTypeID (ActivityOnly=Y).

Example of the activity only URL: https://www.skywaresystems.net:444/SkyBook?PropertyRowID=1&HotelID=1&ActivityOnly=Y

 

 

Enabling ACT and ACT1 for on-line use ensures that when the night audit is run (the night before the scheduled activity), it checks in automatically any ACT Room Type bookings (the morning the activity is to take place). It will also open a POS check for those activities that are set up to require a payment.

Then, when the night audit is run again (for the "day of" the activity), it will auto check out the ACT Room Types booking Folios, and the activity will be posted. Nothing further needs to be done, UNLESS you wish to allow a deposit to be taken.

 

 

Note: If an activity is canceled, the booking will be canceled, ONLY if there is no balance associated with it. If a deposit has been made, the guest will need to call your Property to cancel (and have the deposit refunded to their card).