Activity Schedule

 

 

If you are CREATING an Activity, you will need to double click on the time span block to create it, which will take you to the specific Activity Screen for that Activity Type in Skyware Systems, where you will add the details.

At the top of the screen you will see three orange buttons.

<< Cancel: If you have reached this screen in error, you can return to the Activity Schedule simply by clicking here.

Add Activity: You can use this button to add the specified activity to the Activity Schedule WITHOUT then returning to the Activity Schedule. This adds the activity onto the schedule, but leaves you on this Activity screen, allowing you to add more activities for different guests without returning to the Activity Schedule in between.

Activity Schedule >>: This button will add the Activity shown and return you directly to the Activity Schedule.

Note: Using the Add Activity or Activity Schedule >> button automatically saves the details on this screen, so you WILL see an entry for the details currently shown on the Activity screen on the Activity Schedule when you next view it.

 

Schedule Type: By default this will show the Activity carried over from the Activity selected on the main Activity Schedule screen, but it may be altered here. Use the drop-down menu to select a different type of activity to schedule, if necessary.

This field is required.

Use the Start Date and End Date drop down lists to identify the date AND time-period(s) for which you are scheduling the activity. Again, by default the screen will show the date and time selected from the Activity Schedule screen, but you may alter them here.

IF you alter the Schedule Type or listed Date/Time, you will need to click the orange button Refresh Attendant and Facility to refresh your selection options (below).

Activity Type: Select the Activity Type from those available in the section.

Note: Depending on the activity selected, the available attendants may change.

Facility: Select the Facility in which the Activity type will be performed. By default, the facility from the Activity Schedule selection used to open the Activity Screen will be selected, but you may change this.

Note: Only the facilities which have been configured as being available with the specific activity type will be shown for selection.

Attendant: This is a drop-down menu of the Attendants available to perform the chosen activity at the time selected.

Note: BEFORE scheduling any activities can be completed, the attendant schedule (when your employees are working) must have been completed.

Click the gray button Save below the Attendant field to attach the selected Attendant to this scheduled activity.

Comments: If necessary, you may provide a description to accompany the scheduled activity for the guest in this section. For example, it is suggested that if the activity has already been paid for, it should be entered here that this has happened, and how much.

At this point you can click the orange button Activity Schedule, which will return you to the Activity schedule screen and now show an entry in your selected time slot. You DO NOT have to save, the Activity has been saved AUTOMATICALLY.

Note: If you have multiple guests to add to the Activity Schedule, instead you can use the orange button Add Activity. This adds the activity onto the schedule, but leaves you on this Activity screen, allowing you to add more activities for different guests without returning to the Activity Schedule in between. Once you have completed all the entries, you can then use the Activity Schedule button.

 

Double clicking on the time slot cell entry displayed will open the specific screen for that Activity where you will amend any details (IF the scheduled activity has not yet taken place. Once the date has passed, the record is deemed historic and becomes view only).

Note: if changing only the activity Date, after making the change you may return to the Activity Schedule by clicking the orange button Activity Schedule, which will return you to the Activity schedule screen showing the activity entry in your amended date/time slot. If you wish to make other amendments, you will need to click the orange button Refresh Attendant and Facility to refresh your selection options for the Activity Type, Facility options and available Attendant before further amending them.

Amend the Activity Type and Facility options selected as desired.

If you are selecting a different attendant for this activity, you will need to click the gray button Save below the Attendant field to attach the different Attendant to this scheduled activity.

Once you have completed any changes you wish, you can click the orange button Activity Schedule, which will return you to the Activity schedule screen and now show the amended entry in your selected time slot.

 

Currently, the Activity may not have a charge attached to it, depending on the configuration of the Activity Type selected. This may be correct in the case for example of the activity being a shuttle ride to the airport. If there is an associated charge to be assessed, you can add it on the Activity screen by clicking the orange button Point of Sale, which allows you to open a POS ticket for this Activity.

Selecting Point of Sale will open the POS screen.

The POS screen will open for the Guest you have assigned to the Activity, and the specified Activity with the price associated (this is assigned during the configuration process of your Property's Schedule Types) will be displayed in the check area of the screen.

If you return to the Activity schedule at this point, the details for the Activity (shown when you hover the mouse over the activity) will display a "Due" amount.

You can see on the Activity screen if the activity has a charge that has been associated with it. Any charges already applied will be shown IN the Point of Sale button field (in this example, 105.00).

Note: If a guest has more than one activity scheduled on the same day, they will be grouped together automatically (by guest ID) on the POS screen for a total payment amount. This means that the Point of Sale button field total shown on the individual activity screen may be more than the individual charge for the activity, as it shows the total amount from the POS screen.

 

Note:  You will also use the POS screen to COMPLETE the transaction for the activity (see our how to make a Payment using your POS system for more details). However, it is not recommended to take payment BEFORE the activity service has occurred due to the possibilities of cancellation or change in activity request.

 

Add a Gratuity:

 

You may also add a GRATUITY charge for an activity using the POS screen, to be received by the attendant assigned to the activity performed.

(See also our Help topic Applying Discounts or Gratuities to an Open Check for more details).

Note: If an activity has been added through the POS screen directly, rather than through the Activity Schedule, (such as any add-ons available, like acupressure during a massage, or gel tips for a manicure) an attendant will not be assigned. Activities assigned to specific attendants will have the attendant's name next to them on the posting list.

 

Open the Gratuity / Misc $ tab on the POS screen to display the gratuity option fields, and enter the desired amount to post to the check. (You may type directly into the field or use the numerical pad).

Once you click the post gratuity button, the gratuity amount will be added to the postings list field, with the name of the attendant to receive it next to it.

On the Activity screen the Point of Sale button field total will reflect the added gratuity amount (in this example, now 125.00 rather than 105.00).

 

Note: If a guest has more than one activity scheduled on the same day, they will be grouped together automatically (by guest ID) on the POS screen for a total payment. As the activities may be performed by different attendants, be sure to assign the gratuity to the correct attendant. The attendant assigned to the activity currently displayed on the POS screen will be shown as a button in the middle of the Gratuity / Misc $ tab. You may click this button to open the list of the attendants, with the currently selected attendant name being shown in bold. Select the appropriate attendant to apply the gratuity to, or close the list to keep the current attendant name. (If the same attendant performs multiple activities, there will be multiple entries in the list with the same name. Each activity is considered a separate entry for gratuity purposes).

Every gratuity posted will appear separately on the postings list.

 

An activity may or may not be associated with a Stay. If it is to be linked to a specific stay, you can attach it easily from the Activity screen, by clicking the orange button Attach to a Stay >>.

This will open the Select Folio to Attach the Activity To screen.

The Select Folio to Attach the Activity To screen appears, allowing you to enter search criteria such as Confirmation number, Booking Name, Last Name, First Name, Phone, ID, Company, City, State, Arrival, Departure, and/or Room Number.

You can use the checkboxes across the top of the search fields to search by In-House, Reservations, Groups (In -House), or Groups (Resv).

After entering the search criteria, select <<Press to Search>> to search for matching records.

Click on a stay from the search results list. This will attach the Activity to the selected stay and return you to the Activity screen, now with the Stay details (dates of stay, room type and number) displayed below the orange button Attach to a Stay >>.

There will also be a new orange button Go to the left of the Attach to a Stay >> button. You may use this to open the attached Stay Main Folio screen.

Otherwise, return to the Activity Schedule using the orange button Activity Schedule >>.

Note: Attaching a Stay to an Activity will AUTOMATICALLY associate the activity with the guest, and complete the Guest Information section of the Activity screen with the details from the selected Stay. This means if you are associating the Activity with a Stay you do not first need to complete the Guest Information section.

 

You can also attach an Activity to a Stay directly from the Stay Information screen, using the Activity Schedule section in the Additional Names and Services tab.

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, from where you can create or edit the desired Activity as above.

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 already shown in this section will open the specific Activity screen for that activity, where you can amend any details if necessary.

 

Any Activity on the Activity Schedule may be deleted using the Activity screen associated with it.

Double click on the Activity in the Activity Schedule to open the Activity screen for it.

At the bottom of the screen is an orange button Delete this Activity?. Clicking on this button will open a pop-up window from Skyware Systems to double check you wish to delete the activity.

To delete the activity you will need to also click the blue button OK.

Doing so will IMMEDIATELY return you to the Activity Schedule screen, which will show that the activity (and all associated details) you have just deleted has now been removed.

Note: If the Activity was deleted in error, it cannot be recovered. You will need to add in a new entry to replace it.

 

Any activity displayed on the Activity Schedule (and Attendants Appointments interface) may have one or more of a certain sub-set of Skyware icons associated with it, to give a quick and easy visual indication for your staff of specific information regarding the scheduled activity. If any of these icons are present, they appear within the activity reservation "bubble" (cell entry), next to the guest name. (See Activity Icons for more details).

Note: Be aware, activity icons, unlike the tool bar icons shown on many screens within Skyware which give quick access to various functions, are NOT click-able and therefore CANNOT be used to open any associated screens. Activity icons are VISUAL AIDS only.

 

1. In-House Icon: This icon (a house) will appear on the Activities Schedule for any activity appointments that are associated with a guest currently checked in at the property.

Note: This refers to checked in for a stay, not to the activity facility.

 

2. Electronic Signature Icon: This icon (an envelope with a pen and signature) will appear on the Activities Schedule for any activity appointments that have been confirmed electronically.

Note: This icon may be seen elsewhere within Skyware, also appearing next to any reservations that have been confirmed electronically when using the search functions, (such as the check-in or modify folio functions), if your system has been set up to allow this. Please be aware that Electronic Document Signing for Activities is enabled separately (and in a different way) to the Electronic Document Signing used with upcoming reservations for guests at your property.

 

3. Credit Card (on File) Icon: This icon (a credit card) will appear on the Activities Schedule for any activity appointments that have an authorized credit card associated with them (on file).

Note: The credit card on file does NOT need to be the credit card used for payment.

 

4. Deposit Paid Icon: This icon (a dollar sign) will appear on the Activities Schedule for any activity appointments that have a paid deposit associated with them (on file).

 

5. Repeat Guest Icon: This icon (two red arrows, one the inverse of the other, forming a circle) will appear on the Activities Schedule for any activity appointments that are associated with a repeat guest.

 

 6. GTD Icon: This icon (a green circle containing a white check mark) will appear on the Activities Schedule for any activity appointments that are guaranteed (i.e. have the necessary attendant assured for them).