Condo Owners

A condominium, or condo, is an individually owned unit in a property complex or building of multiple units. A condo owner owns the space inside their condo and shares an ownership interest in communal areas within the property. Use Condo logic in Skyware to allow you to attach the condo owners to the accommodations they own, enter the reservation expense percentage and commission amounts, and create posting types for the default condo origin commission and default condo property commission, to enable you to record room revenue and charge expenses to the rooms that owners own. Any condo owner at your property will need to be designated as such within Skyware, with a condo owners account.

The Condo Owners command allows you to enter and maintain all condo owner accounts, adding new accounts and viewing any condo owner account records already generated in Skyware for your Property. This account screen is similar in appearance to the guest information screen, but the local tool bar on this screen contains buttons specific to condo owner use (such as links to the statement screen or the commissions screen for the condo). Once a condo owner account has been generated, it can be attached to stays.

Note: It is important to make sure a guest record does not already exist before creating a new one, to ensure that all relevant information and history you have for the guest appears in one place.  Any existing guest account may be converted to a condo owner account by checking the "Is this Contact a Condo Owner?" check box on the general tab. If this is done, the account will be designated as a condo owner and shown in the list displayed using the Condo Owner command.

The Condo Owners command is found in the Condo Menu, which may be reached using the File Menu.

 

 

 

 

Click the icon on the left, or the breadcrumb words "Full Menu" on the top right of the screen to open the Full Menu.

Full Menu Icon

This will display the Full menu in a tabular form, with four sections, Registration, Status, Cashier and Other.

Full Menu Table

The section on the bottom right is the Other area.

Select Files => from the Other section.

Other section of Full Menu with Files => command selected

The Files Menu is divided into two sections, Files List 1 and Files List 2.

Files Menu screen

Select Condos => from the Files List 1 section.

Files List 1 section of the Files Menu with Condos => command selected

The Condos Menu is divided into two section, General and Reports.

Condos Menu screen

Select Condo Owners from the General section.

General section of the Condos Menu with Condo Owners command selected

 

When selected the Condo Owners screen will open.

Condo Owners account screen example

When the Condo Owners screen is opened, a list of configured condo owners for your Property appears on the left, with the details about a selected condo owner appearing in the main area of the screen. Any changes made on the right, once saved, will be updated in the listings to the left.

Note: The list of condo owner records for your property may be very extensive. By default the screen shows up to 200 separate entries at a time which can be scrolled through, with a "next" button at the bottom of the screen to move to the next set. However the number of rows/page may be altered as desired at the top of the screen, to show more or less entries on one page

Last Name: The last name of the condo owner.

First Name: The first name of the condo owner.

Company: The company this condo owner is associated with.

Phone: Telephone number provided for the condo owner

City: City the condo owner is located.

State: State the condo owner is located in

Guest Type: A marketing code that is used to help broadly define the condo owner.

Segment: A marketing code that is used to help define the condo owner, alongside Guest Type.

Origin: A marketing code that may be used to help define the condo owner, alongside Guest Type and Segment.

Key Words: Any keywords associated with this condo owner.

IATA #: International Air Travel Association's assigned Travel Agent Number associated with the condo owner.

A/R #: Accounts Receivable Account Number for this condo owner.

E-Mail: E-mail address provided as contact for the condo owner.

Club: Is the condo owner a member of your Property's club (and may therefore be eligible for discounts?)

Note: This option is yes or no and will therefore always have an entry in the field.

Inactive: Is this condo owner account inactive?

Note: This option is yes or no and will therefore always have an entry in the field.

ID: The condo owner's Skyware Systems' assigned ID.

Note: This will not change if a guest account is converted to a condo owner's account. If a new condo account is generated using this screen, it will be assigned an ID at that time.

 

Currently configured condo owners may be sorted and searched by any of these fields; by default, Last Name, then First Name are used to sort the entries.

 

By Default, the General tab will be open on the right for the first condo owner in the list on the left when you arrive at the Condo Owner screen. The Condo Owner screen has several tabs on which information may be entered. Use the tabs to access different information about the condo owner record. These tabs include, General , Other, Contacts, Stays, and Comments. However ONLY the General tab contains REQUIRED fields for generating a new Condo Owner Record entry.

 

A toolbar also on the right across the top of the screen contains command buttons that provide access to the available functionality. Hovering the mouse over each button will show a tool-tip containing the name of that button. Most of these are also found on the Guest Information screen, but there are two (Statements and Commissions) which are specific to the Condo Owner screen.

tool bar icons

  • Create a new entry.
  • Replicate an entry.
  • Save any changes to the displayed entry.
  • Cancel the changes to the displayed entry.
  • Delete a condo owner entry (provided they do not have any active activity).
  • Merge the current entry with another - useful if you have multiple guest records created for the same condo owner.
  • Print out the grid items on the left side of the screen as a list, ordered and sorted as on the screen.
  • Perform an Advanced Find/Search (Guest Information).
  • View or create a Query Builder report.
  • Upload a File for the condo owner (Documents attached to this Contact)
  • Print or Email custom Documents.
  • Statements: Opens the Condo Owner Statements screen, where any statements issued to this condo owner may be viewed.
  • Commissions: Opens the Condo Property Commission screen, which allows you to select the "Commission as a Percent" value for the condo owner over a specified date range.
  • Add or modify a Negotiated Rate attached to this condo owner.
  • Show any Complaints.
  • View or modify Special Requests or Preferences.
  • Show any Sales Call records.
  • Show the Sales Calls Report for this condo owner, if available. (Can only be accessed if you see a Red Telephone icon with note pages in the local toolbar).
  • Show any Tasks requested by the condo owner.
  • Send Custom texts to the condo owner.
  • View any condo owner activity.
  • View any condo owner document activity.
  • View (this) Help Topic in Skyware's Help documentation.

 

 

Selecting any condo owner entry on the left will display the details on the right.

Your options include the following:

Generate a new entry:

Click the New Generate New Entry button button from the toolbar to add a new condo owner account.

Complete the fields described below.

OR:

Select an existing condo owner from the list on the left, and click the Replicate Replicate Current Entry button button from the toolbar. Then change the field information as described below.

Edit the current selection:

Change the field information described below.

 

The Condo Owner screen has several tabs on which information may be entered. Use the tabs to access different information about the condo owner record. These tabs include, General , Other, Contacts, Stays, and Comments.

However ONLY the General tab contains REQUIRED fields for generating a new condo owner record entry. These required fields are the same as for a Guest Information record, but ALSO include ensuring that the Is this Contact a Condo Owner? check box has been checked. If this box is not checked, the record generated will be seen as a guest information record, NOT a condo owner record by Skyware, and therefore NOT be visible from this screen subsequently.

Note: If generating the record using the Condo Owners screen, this check box is AUTOMATICALLY selected for you.

 

 

Condo Owners screen General tab example

This tab contains the REQUIRED information for creating a new condo owner record in your Skyware Systems

 

Default Hotel: If you have more than one Property with Skyware Systems, you must select which Property to associate this condo owner with primarily. Choose one from the available options.

This guest is specific to this hotel?: This check box may be checked or unchecked. If it is checked, the condo owner will ONLY be associated with the Default Property chosen, no matter how many Properties you have with Skyware Systems.

Guest ID: The condo owner's Skyware Systems' assigned ID. When the condo owner record is first generated this will be automatically assigned by Skyware Systems.

Last Name: The last name of the condo owner. Enter the desired name.

This field is required.

First Name: The first name of thecondo owner. Enter the desired name.

This field is required.

Init: If the condo owner has provided a middle initial, enter it here.

Title: Enter the title for this condo owner.

AKA: Also Known As. If the condo owner has a preferred name or moniker for being addressed by, enter it here.

Company: This is the name of the company that the condo owner is associated with, if any.

Travel Agent?: This box may be checked or unchecked. Check this box if the condo owner is a travel agent.  That means they could be attached to stays and bookings and receive commissions based on the number of stays they are attached to during a specific date range.

Address: Enter the address of the condo owner if known.

Private Address?: This check box may be checked or unchecked. If the address provided with the condo owner is a private individual, you should check this box. If it is the public address of a company, leave it unchecked.  When this box is checked , it indicates that the condo owner wishes to keep their address and phone information private. It can be used when doing reports and mail merges, to exclude the condo owner set up as "private" so you do not send them literature or phone solicitation.

Postal code: You may enter the postal/zip code associated with the condo owner's address here. If it is not known, you can use the search button next to the field to look it up; this will open a pop up window listing all known codes where you can search by Postal Code, City, State, Country, State Name or County, and select one.

Country: This is a drop-down menu of all available countries for you to select from for the address.

City: Enter the city associated with the address for the condo owner here.

State: This is a drop-down menu of all available states in the country selected, for you to select from for the address.

County: Enter the county associated with the address for the condo owner here.

Home Phone: This field is for entering the home phone number, if one is supplied, of the condo owner.

Ext: This space allows you to include an extension for the home phone number supplied.

Work Phone: This field is for entering the work phone number, if one is supplied, of the condo owner.

Ext: This space allows you to include an extension for the work phone number supplied.

Fax: This field is for entering the Fax number, if one is supplied, of the condo owner.

Ext: This space allows you to include an extension for the Fax number supplied.

Mobile Phone: This field is for entering the Mobile phone number, if one is supplied, of the condo owner.

Pager Number: This field is for entering the Pager number, if one is supplied, of the condo owner.

Preferred Communication: This is a drop-down menu of options you can select from. You may choose E-mail, SMS text or Op out of All. No selection here will automatically default to E-mail as the preferred communication choice.

E-mail: Enter the E-mail address to be used for contact with this condo owner here.

Email Opt Out (No Emails)?: This check box may be checked or unchecked. If checked, the condo owner has opted out of having any e-mail contact.

Keywords: Enter any keywords to be associated with the condo owner here. This field is typically used for searches. You can enter several words (up to 40 characters) separated by spaces, commas, colons, or semi-colons and search by any of the words entered.

Private: This box may be checked or unchecked. Checking this box will make any E-mail communication private.

Guest Type: This is a marketing code that is used to help broadly define the condo owner, to determine (for marketing and reporting purposes) what "type" or "Market code" this guest would be categorized under. Choose one from the options available in the drop-down menu. These have been configured specific to your Property. Examples of Guest Types include Transient, Corporate, Government, Social, etc.

This field is required.

Segment: This is a marketing code that is used alongside Guest Type, to help define the condo ownert. Choose one from the options available in the drop-down menu. These have been configured specific to your Property.

This field is required.

Origin: This is also a marketing code that may be used to help further define the condo owner, alongside Guest Type and Segment. Choose one from the options available in the drop-down menu. These have been configured specific to your Property.

Rate Plan: You can select a Rate Plan to be associated with this condo owner record from the drop-down menu of your configured available options, or you can leave this field blank to cause the Rate Plan to require selecting any time you create a reservation for this condo owner.

VIP: If the condo owner is considered a VIP associated with your Property, you should select the relevant code from the drop-down menu of those available. This allows you to categorize your condo owners as Very Important People (VIP) for reporting purposes

A/R Account #: Accounts Receivable Account Number. If thiscondo owner is using an A/R Account - meaning that the condo owner or company can be invoiced (billed) for charges - then provide the A/R Account number in the account number field. This number can be alpha or numeric.

If the A/R Account already exists in the system, use the search box to search for and attach the appropriate A/R number. Clicking on the search box will open a pop up window listing A/R Accounts for you to select from.

Is this an A/R Account (can this contact generate invoices)?: This check box may be checked or unchecked. If this condo owner will be using an account that has been set up for direct billing at your Property, this box must be checked.

Used to track POS Discounts: This is used to track POS Discounts given to the condo owner. This check box may be checked or unchecked. If checked, POS discounts will be removed from the POS check pre-tax and the taxes will be adjusted automatically for you.

Club Card Member: This box may be checked or unchecked. by default it is unchecked. If your Property uses a club card system, and this condo owner is associated with it, you should check this box.

Club Card UPC: If you have checked the Club Card Member box, you should enter the unique UPC associated with that membership here.

Discount %: This is the % discount given to the condo owner for being a Club Card Member. Enter the number here, as a whole percentage.

Is this Contact a Group Master?: This box may be checked or unchecked. By default it is unchecked.

Is this Contact a Condo Owner?: This box may be checked or unchecked. entered are for a Condo owner. By default it is CHECKED when using the Condo Owners screen to generate a NEW account record.

 

Note: This General tab contains a large amount of information for the condo owner record, but remember most of it can be added to or edited at any time. Only the red fields are required to initially generate the record.

To create a condo owner record you must use the save button after entering at minimum the required fields information. Only after saving will a new condo owner record be generated.

 

 

Condo Owners screen Other tab

This tab contains any Payment details associated with the guest record, as well as several other areas of information. NO information on this tab is essential for creating the guest record, but may prove useful to have if you can complete it. This information will carry over to each stay but can be changed at the stay level (the default payment method on the Guest Information will remain the same).

 

Payment: This is a drop-down menu of available payment type options. Select the one that is to be the default type.

Credit Card #: The credit card number typically used for guarantee or payment. Enter the full number (with no spaces slashes or dashes)

CC Expire Month: Enter the 2-digit month.

Year: Enter the 2-digit year.

Attached Company: Enter the Company name associated with this condo owner record, if any.

Web Address: Enter the Company email address and web site address, if the condo owner is associated with one. (Select the private check box on the general tab to indicate that the email address should remain private, if desired).

Dates: The date fields include the condo owner's date of birth, anniversary date, trace date (date you want to be reminded that the condo owner exists in the system through your personal trace calendar for sales and marketing), and the established date (date the condo owner was added into the system.

Date of Birth: The Date of Birth associated with the condo owner.

Anniversary: A special Date associated with this condo owner.

Trace Date: Date you want to be reminded that the condo owner exists in the system through your personal trace calendar for sales and marketing.

Trace to: The name of the condo owner contact at your Property.

Club Member #: If your Property uses this, AND the condo owner is a member, enter the number here.

Sign Up Date: When the condo owner signed up to your Club membership.

Starting Points: Points earned in the Club when membership established.

Document Type: Do you have a document you wish to have associated with this condo owner? If so, enter the type here. (For example, this may be a Passport or a Driver's license).

Document Number: Do you have a document you wish to have associated with this condo owner? If so, enter the identifying number here.

Occupation: You may enter the condo owner's occupation here.

Final Destination: This is a text field that can be drawn upon to add information to a custom document for your Property. For example, a travel destination, such as SeaTac, could be entered into the Final Destination field.

Web User ID: Used if a reservation has been made online.

Web Password: If the reservation has been made online, this may be entered here

Contact Group: This box may be checked or unchecked.

Inactive?: This box may be checked or unchecked. This box can be checked if you no longer wish a condo owner record to appear in a search for all guests in the system.

Established: The date the condo owner record was originally established according to your Skyware Systems internal date.

Note: When generating a new entry, this field will be blank until the record has been saved to the system for the first time.

 

 

Condo Owners screen Contacts tab

This tab allows you to attach guests that are "associated" with the condo owner record you are currently viewing. The Contact area is typically used when the condo owner record is for a company; the contact area would show all of the individuals that work for that company.

 

Contacts Section: This section may list ALL contacts currently associated with this condo owner.

Primary contact (from list below): This drop-down menu contains all of the contacts in the Contacts section, and allows you to specify one from the list as the Primary contact for the guest.

Add a Contact: Clicking this button will open the Select/Create Guest to add as a Contact screen.

Select or Create a Guest to add as a Contact details screen

You may either search for a Guest using the Previous Guest section (top), or create a new Guest record using the New Guest information section (bottom).

Once done, clicking the orange button Finish >> will return you to the Guest Information screen, still open on the Contacts tab, now with an/another entry in the Contacts section.

Clicking on a Contact name in this section will open the individual Contacts Account screen, open to the General tab. Open the Contacts tab to see that the guest has been entered in the "Contact for" section of this record.

Any Contact in this section may be deleted by clicking on the specific delete button to the left of the contact entry. A pop up window asking if you really want to delete this Contact link will appear; if you are sure click OK and the contact will be deleted.

 

Contact for: This section displays any contacts (for a company) that the condo owner has been added as a contact for.

Note: This section is completed automatically. The information shown here in thecondo owner screen is a record only.

Clicking on a Contact name in this section will open the individual Contacts Account screen, open to the General tab. Open the Contacts tab to see that the guest has been entered as a contact in the "Contacts" section.

 

Stay(s) that this contact/additional name is attached to Section: This section displays all of the stay records the condo owner has been associated with (past present and future), where this condo owner is NOT the main guest, i.e. staying in the room but for whom you are not creating separate folios and dividing the room rate with. (For example, a husband and wife may be staying together. The stay was booked under the husband's name, with the wife added as an additional name to the stay. Typically you would want the additional names/contacts associated with the stay for phone calls and messages ). From this screen, click any of these dates to go into that stay record.

Note: This section is completed automatically for the condo owner record when the condo owner is added to the additional names section of the Additional Names and Services tab of the Main Folio for a stay. The information shown here in the guest information screen is a record only.

 

Guest Profiles that are attached to this Company: This section show all of the individuals that work for that company that you have separate Guest profiles in Skyware Systems for.

 

Activities for this Guest: This section shows entries for any activities the condo owner have planned with your Property (for example horseback riding, a massage, or scheduling for transportation needs).

Note: This section is completed automatically for the condo owner record. The information shown here in the guest information screen is a record only. Activities cannot be added for a condo owner using this screen.

 

 

Condo Owners screen Stay tab

 

This tab shows any Stays (Reservations attached to an individual), and any Bookings (Reservations the condo owner has as part of a Group Block). Bookings are not assigned to individual guests but rather represent a Group Block that has been created, with an entry here showing that the condo owner has "picked up" against said block.

Show Only: You can choose to show only the information on Active, Canceled or Historical reservations in the sections, depending on their Status.

 

Any entry within a section may be clicked on to go to the Stay Information for that particular reservation.

 

New Reservation: This button when clicked will open the Reservation screen, allowing you to generate a new (individual) reservation.

New Booking: This button when clicked will open the Group Block Wizard screen to allow you to generate a new group block associated with this condo owner.

 

 

Condo Owners screen Comments tab

This tab allows you to enter comments and make any notes you wish about the condo owner.

Comments: Any information entered into this field will appear as a pop up on the screen when you access the condo owner record.

Notes: Enter any information here that you wish to be associated with this condo owner that will not appear every time you access the condo owner record. Any Notes can be used in your Custom documents.

 

When you are finished adding (or editing) a condo owner record, click the Save Save button button to save the changes.

 

 

Converting any guest account record that already exists within Skyware into a condo owners account record is simple.

 

 

 

Open the Full Menu (Click the icon on the left for the Full menu, or the breadcrumb link at the top right of the screen for Full Menu).

Full Menu Icon

This will display the Full menu in a tabular form, with four sections, Registration, Status, Cashier and Other.

Full Menu Table

From the Other Section, select the Guest Information command.

Other section of the Full Menu with the Guest Information command selected

 

When the Guest Information screen is opened, a list of configured guests for your Property appears on the left, with the details about a selected guest appearing in the main area of the screen. Any changes made on the right, once saved, will be updated in the listings to the left.

Guest Information screen example

Select the guest account to be converted from the list of guest records on the left to display the details on the right side of the screen.

Note: The list of guest records for your property may be very extensive. By default the Guest information screen shows up to 200 separate entries at a time which can be scrolled through, with a "next" button at the bottom of the screen to move to the next set. However the number of rows/page may be altered as desired at the top of the screen, to show more or less entries on one page.

 

The selected guest record will display on the right of the guest information screen, open to the General tab.

Guest inormation screen with selected guest record displayed

To convert this record from a guest information record to a condo owners record, you will need to ensure that the Is this Contact a Condo Owner? check box has been checked.

guest record screen with condo owner check box selected and save icon highlighted

Once it has been checked, save the change to the record, and the account record will now be seen as a condo owners record in Skyware, rather than a guest information record, and be added to the records available for viewing on the Condo Owners screen.

newly converted condo owner account shown on the condo account screen

Note: This can also be done in reverse; a condo owner account can be converted to a guest information account simply by un-checking the box and saving the change. This will remove it from the records available for viewing on the Condo Owners screen, and return it to the records available on the guest information screen.

 

Date Updated March 19, 2024