Default Traces

Traces are the reminders for Skyware System managers and users. These include notifications of upcoming stays, and Tasks or Next Steps, any jobs that need to be taken care of, particularly related to any Functions or Events. They are based on Trace Date fields found throughout Skyware. (Trace fields may be found on the Other tab of the Guest Information or Group Account screen, Additional Names and Servies tab of the Stay Screen, Contacts/Services tab of the Group Block Screen, and the Sales Calls Screen). When trace information is entered, a reminder will appear in the user's Personal Trace Calendar based on the trace date selected.

Default Traces allow you to AUTOMATICALLY add an entry to the Trace Calendar for a designated manager or user when a particular action is triggered, according to your designated set of parameters.

Your Property may have default traces set up to remind someone to send out satisfactions surveys to guests after they have stayed with you, the trace automatically appearing a certain amount of time after check out. You may wish to use a default trace to ensure guest service packets get delivered, the trace appearing 30 days before the guest arrival date as a reminder to do so. You may even set a default trace to remind your staff to check the pick ups for a Group Block 60 days out, 45 days out, and 30 days out from the expected arrival date to ensure you can release your room blocks on time. Default traces can be a useful tool in ensuring your Property never misses a step, enabling you to use Skyware efficiently and effectively.

The Default Traces command is part of the Sales and Catering Configuration Menu area. The Sales and Catering Configuration Menu commands allow you to utilize your Sales and Catering Module to its fullest potential and manage your functions or events in a concise, cohesive manner.

If your Property does not currently have our Sales and Catering Module and you are interested in adding it, please contact us at  Sales@SkywareSystems.com.

The Sales and Catering Configuration Menu area is part of the Property and System Configuration area of Skyware Systems. You may edit the configuration to suit your Property at any time if you have the appropriate access/authorization.

 

 


Select Managers Screen from the Quick Menu on the left side of the screen, then select Configuration > Sales and Catering =>.

Quick Menu with Manager's Screen option selected

Select Manager's Screen to be taken to the MANAGER'S COMMANDS screen.

Manager's Commands Menu

Select Configuration to be taken to the PROPERTY AND SYSTEM CONFIGURATION screen.

Manager's Commands Menu with Configuration option selected

Alternately, you may also be able to select Configuration directly from the Quick Menu, if the menu has been set up to include the Configuration option.

This will take you to The Property System Configuration Menu.

Property and System Configuraion Menu

The list of property configuration options are divided into four sections, which are Required Configuration, Optional Configuration, Locales/Dates and Sub-Systems.

Select Sales and Catering => from the Sub-Systems section.

Sub-Systems section of the Property System Configuration menu with Sales and Catering Configuration menu command selected

This will open the Sales and Catering Configuration Menu.

The Sales and Catering Configuration Menu has four sections: Sales, Catering, Menus and Inventory.

Sales and Catering Configuration Menu screen

Select Default Traces from the Sales section.

Sales section of the Sales and Catering Configuration menu with the Default Traces command selected

 

When opened, the Default Traces screen display is split into two frames, with the left side of the screen listing any already configured Default Traces for the Property and the right side containing the fields you need to complete in order to add or edit a Default Trace for the Property. Any changes made on the right, once saved, will be updated in the listings to the left. Enter the different Default Traces for your Property.

Default Traces screen example

The currently configured options are displayed by:

Action: The name or task description of the Default Trace to be added to the Trace Calendar.

 

Your options include the following:

Generate a new entry:

Click the New Generate New Entry button button from the toolbar to add a new Default Trace.

Complete the fields described below.

OR:

Select an existing Default Trace 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.

 

Default Trace screen right side detail for editing

 

Action: This should be the "Action" or task description that will be added to the Trace Calendar and used in the interface.

This field is required.

Trigger: This is a drop-down menu of available options for your trace trigger. The trigger is related to your Action, and helps to specify when exactly the trace will be added to the calendar. For example, if the Action should only be placed on the calendar after a reservation becomes definite, you would select definite here. If an Action should only be performed after your guests leave, you would select Check-Out. By default Tentative is selected.

This field is required.

Days (+/-): Days after or prior for the Action. This number may be positive (after) or negative (prior). The number entered here will determine how many days before or after the selection in your "When" field the trace action is added to the calendar.

This field is required.

When: When the Trace will take place. This is a drop-down menu of available options. Select one. By default, After Trigger is selected.

This field is required.

Trace to Manager: This is a drop-down menu of your available Managers. Select one OR

Trace to User: This is a drop-down menu of all your available Users that are not configured as managers. If the User you wish to have the trace sent to automatically is NOT a manager, select the user here.

 

For Example: You wish to set up a default trace to remind your Sales Manager to send a "Final Guarantee Due" notice to any Group Block reservations 30 days before they are expected to arrive. You would complete the fields as follows:

Action: Final Guarantee Due.

Trigger: Definite.

Days(+/-): -30.

When: Arrival.

Trace to Manager: Sales Manager.

Default Trace example

 

When you are finished adding or editing a Default Trace, click the save button (Save button) in the local tool bar.

 

Date Updated May 06, 2021