Custom tokens

A token is the thing that populates your email templates with information that is specific to each booking. For example, in a normal email you would type ‘Dear Mr Smith’ but in a template you would put ‘Dear #title# #first_name# #last_name#’ – the areas between the # will be populated with the information from each booking.

Add-Ons

We offer the facility for you to upsell extras on top of the base cost of a booking, such as hampers, a charge for dogs, electrical hook-ups and fire-pit rental. We call them Add-ons and you are able to create as many as you like.

You can also use the Add-on functionality as a fact-finding exercise on the booking process, not necessarily for a chargeable ‘thing’, such as asking your customer “What accommodation type are you bringing?” and giving them a free field to provide the answer, “Tent, caravan, motorhome, trailer tent, etc”.

Upload custom PDFs to emails

You have the option to attach the built-in receipt/invoice to all emails, but you can also attach additional documents if you wish. You may want to add a PDF document with directions to your property/site or perhaps you’d like to send out some information about things to do in the area.

All you need to do is create your document and save it as a PDF (this means that it will be read only rather than editable). To add your attachment check the attach additional attachment box on the email page. A box will appear saying click to upload attachment. This will allow you to choose from the files on your computer.

Once you have uploaded your document you need to press the save button at the bottom of the page.

Searching for bookings – the bookings list

You can search for any type of booking in your bookings list.

As default, the bookings list is in ascending order by booked date. The bookings list will view all unconfirmed online bookings (purple), confirmed (white/grey), and provisional / no payment yet (red). 

To view all cancelled bookings, click on the ‘cancelled’ tick box and this will switch to all cancelled bookings in dark red.

Time based report – arrivals

You can now run a report to show you arrival information for your time based units. Our traditional arrivals report will show you the date of each arrival whereas the time based report shows you exactly who’s coming for each time slot within a certain day.

You can filter the information you want to see using the interface shown below… when you are happy with your report’s criteria click “view report”

Timebased report

Balance report (financials)

The balance report allows you to see a list of all people within a date range that have an outstanding balance. You can see each individual amount, what is due and also the total of all outstanding balances within a date range.

 

Balance report

Brochure request report (marketing)

This area of the booking system allows you to print an individual covering letter for each new brochure request that you receive. You can work your way through the list of all new requests printing the letters and marking them as sent. The content of these letters is controlled in the documentation section of the setup tab.

Routine custom report

The custom report allows you to see more information about an arrival. You are able to see what Add-ons the booking requested as well as their normal arrival information. To select the fields you want to see hold down the CMD (Mac) or the Ctrl (PC) key and click on each field one by one. After you have made your selections you can click ‘view report’ to generate your custom report.

Routine arrivals and departures report

The arrivals and departures report can be a more detailed representation of your upcoming arrivals and/or departures. You may want to use this report on a daily basis during your season to allow you to check in your customers easily. This report will show you: the arrival date, the customer’s name, party size, and the unit which they are booked into. There are extra columns available should you wish to use them.

Cash list report (financials)

The Cash List Report is the most commonly used report for seeing all transactions associated with any booking, along with how the customer paid you (read more about payment records here).  This should be an accurate reflection of all monies in and out of your Anytime Booking account.