Activities Screen

 

If you are CREATING an Activity, you will need to click on the time span block in the Activity Schedule screen to create it, which will take you to the (NEW ACTIVITY) screen for that Schedule Type in Skyware Systems, where you will add the details.

At the top of the screen you will see four buttons:

<< Cancel: If you have reached this screen in error, you can return to the Activity Schedule screen 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 Activities Schedule.

Attendants Appts: This button will open the Attendants Appointments screen, where the currently scheduled appointments for your attendants can be viewed (allowing you to see which attendants are scheduled for specific appointments, and which are free at specific times, meaning they can be scheduled for new appointments).

Note: Using the Add Activity, Activity Schedule >> or Attendants Appts >> 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 or Attendants Appointments screen when you next view it.

 

Schedule Type: By default this will show the Schedule Type 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.

Note: Not all activities MUST have an attendant associated, or you may have any attendant for the activity. If the activity must have an attendant, one should be selected from the available list.

GTD: This check box may be checked or unchecked. By default it is unchecked. Check this box if the attendant for the appointment is guaranteed. (The activity will be marked as GTD (green circle with a check mark) once the attendant is assured for it on both the individual Activity Screen (at the top, to the right of the guest name) and in the activity cell on the Activity Schedule).

Save button: Save the information entered for the appointment.

Note: This button, whilst appearing above the guest information section, cannot be used successfully until the credit card billing address information has been added. If no billing information has yet been added, a pop up message will appear indicating this.

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 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 button Add Activity. This adds the activity onto the schedule, but leaves you on this Activity screen, allowing you to add more activities or 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.

 

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 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 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 button Activity Schedule, which will return you to the Activity schedule screen and now show the amended entry in your selected time slot.

 

Cancel this Activity?: When an activity has been created and saved, the Cancel this Activity? button will appear on the Activity Schedule screen, below the date/time section and above the Activity Type and Facility sections, next to the Refresh Attendant and Facility button.

If you wish to cancel this scheduled activity completely, use this button. Clicking this button will result in a pop-up message from Skyware appearing, asking if the activity should be canceled.

If so, click the "OK" button to cancel the activity and remove it from the schedule.

 

Any scheduled activity will have an Activity screen associated with it. The Activities Search screen lists all scheduled activities in descending Date order. To view the associated Activity screen, first select the activity you wish to view by clicking on the list entry. This will highlight the activity in the list.

Next, click the gray "Activity" button in the local tool bar.

This will open the specific Activity screen for the selected list entry allowing you to view the activity details, and make any desired changes (IF the scheduled activity has not yet taken place. Once the date has passed, the record is deemed historic and becomes view only).

Note: The specific Activity Screen opens in a different tab, leaving the Activities search screen open.

As when reaching the Activity screen using the Activity Schedule, to alter the activity selections you will need to click the button Refresh Attendant and Facility to refresh your selection options before further amending them.

Amend the Activity Type and Facility options selected as desired.

If you are selecting a different attendant for this activity, select the correct one from the drop-down menu of available options.

Note: Unlike from the Activity Schedule screen, IF the Activity screen was reached from the Activities search screen, you MUST click the gray button Save below the Attendant field to APPLY the changes made (amended schedule type and listed date/time, as well as activity type, facility option or attendant) to this scheduled activity for viewing on the Activities Search screen, UNLESS you first open the Activity Schedule screen by clicking the button Activity Schedule (in which case the amended entry will automatically be displayed). Opening the Activity Schedule automatically saves the changes made on the Activity Screen. Closing the Activity Screen tab and returning to the Activities Search screen does not, the changes must be manually saved.

 

Cancel this Activity?: Again, when an activity has been created and saved, the Cancel this Activity? button will appear on the Activity Schedule screen, below the date/time section and above the Activity Type and Facility sections, next to the Refresh Attendant and Facility button.

If you wish to cancel this scheduled activity completely, use this button. Clicking this button will result in a pop-up message from Skyware appearing, asking if the activity should be canceled.

If so, click the "OK" button to cancel the activity and remove it from the schedule.

 

If there is an associated charge to be assessed for the Activity, you can add it on the Activity screen by clicking the button Point of Sale, which allows you to add a POS ticket to 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.

Note:  You can 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.

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, 120.00).

Once ANY deposit or payment has been made for an activity the dollar activity icon will appear on both the individual Activity Screen (at the top, to the right of the guest name) and in the activity cell on the Activity Schedule.

 

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.

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 displayed on the Activity Screen 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 on both the individual Activity Screen (at the top, to the right of the guest name) and in the activity cell on the Activity Schedule.

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. (See Activity Icons for more details).

 

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. (Electronic confirmations require a guest e-mail address).

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). This may be if the guest is also staying with you, or (if the guest is not staying at your property), you can use the credit card authorization section (below the guest inofrmation section) on the screen to enter an authorization.

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 check mark) will appear on the Activities Schedule to indicate any activity appointments that are guaranteed (i.e. have the necessary attendant assured for them).

 

The Activity Documents command in the Other Front Desk Tasks Menu area is used to reach the Document Editor for creating your custom email messages for your activities (such as confirmation, cancellation or reminder emails), which are then available for selection on the Schedule Types screen, to be AUTOMATICALLY sent at the appropriate time. These documents may also be selected MANUALLY for viewing or sending to the guest at the appropriate time, via the Print/Email Custom Documents icon found near the top of the screen, next to the guest name. Using this icon opens a separate window where you can select a document to be printed, generated as a pdf or word document, or for emailing.

When selected, it opens the separate "Select Document to Print or Email" Skyware window, where you can then scroll down to the appropriate file and click on the desired action to perform.

You may choose to print the document for your own records, generate it as a PDF or a RTF/word document, email the document for signing or simply email the document to the guest. You may also choose to copy the document to create a custom document for the stay, if appropriate. Click on the specific icon for what you wish to occur. This will either open a new window with the document displayed in it or send the document as an email to the specified email address.

Note: The email address to be used if emailing the document will be shown near the top of this window, please ensure it is correct before use. If no email address has been specified as the "Email TO Address", the document cannot be sent as an email and the option(s) will not be available.

 

The Print/Email Activity Documents icon found near the top of the screen will show documents generated using the Activity Documents command. However these do not include any documents that will combine multiple upcoming appointments into one email. These must be generated and saved using the Guest Documents / Statements (A/R) command. Once generated, these may then be MANUALLY selected for sending to the guest at the appropriate time, once ALL the activities have been scheduled, via the Custom Document icon found next to the guest detail section of the Activities screen.

Clicking on the custom document icon will open a pop-up window listing all available documents and the options available to you for those documents.

You may choose to print the document for your own records, generate it as a PDF or a RTF/word document, email the document for signing or simply email the document to the guest. You may also choose to copy the document to create a custom document for the stay, if appropriate. Click on the specific icon for what you wish to occur. This will either open a new window with the document displayed in it or send the document as an email to the specified email address.

Note: The email address to be used if emailing the document will be shown near the top of this window, please ensure it is correct before use. If no email address has been specified as the "Email TO Address", the document cannot be sent as an email.