Routine occupancy report

There are two options for the report format itself: Summary and Detailed.

The Summary version will give you occupancy levels by the percentage, weeks occupied and revenue value.

The Detailed version will give you a breakdown of bookings, including the party members checked in (bookings can be checked in via the Dashboard or by opening the booking).

NB. if you operate on an open field basis, you will need to view your occupancy using the DETAILED report.

To search for occupancy by unit: 

Simply select ‘ALL UNITS’ or ‘ALL CATEGORIES’  – or a single category  – and then select as many of the units you want the report on (if you want a report on them all, select them all by left clicking while holding down the ‘control ‘ or ‘cmd’ button) and then click ‘view report’,

OR if you want a report on a single unit, just select the category and the unit you want to run the report on:

 

 

 

You can also select additional information on party members, ages, add-ons etc on your occupancy report simply by ticking the relevant box(es), making this report very flexible.

Routine departures report

The departure report is very similar to the arrivals report however it will filter the results of your query depending on the dates of departure rather than arrival.

Website enquiries

When you set up a unit (pitch/property etc) you are able to remove online booking for that unit and enable an enquiry form instead. This will mean that a customer can still check availability for their selected dates via the availability calendar but they will have to enter their details into an online form which will be delivered to the booking system.

These records are stored in the enquiries section under ‘Lists’ on the navigation bar. You can click on the customer’s name to view their details and then contact them to arrange their booking. This facility may be useful for units with special restrictions, for example.

 

Amend your bookings

There are many reasons why you might want to amend a booking – your customer may want to change the dates they’re staying, the duration of their stay or how many party members are coming.

You must firstly log into your Anytime Account. Once you have done this you should then click on ‘Bookings’.

Availability chart

The Availability Chart is displayed on a separate page on the navigation bar, and, as a default, displays one month’s availability at a time. The chart presents the different units and dates throughout the month and you will be able to see which units are booked and when. It is possible to make bookings directly from this page by clicking on a unit and date; this will take you to a booking page with some fields already populated.

Notes

There are three types of notes that you can use to manage your bookings – found under the ‘Notes’ tab in each individual booking.

Admin/In House notes are for you to share within your business. If you need to give another member of staff information about the booking then you do so here. These notes are not seen by the customer.

Customer Notes are for you to share with your customers and within your business. A customer note can be placed in an email or invoice. You can use them to acknowledge a special request or inform your customer of a detail regarding their booking.  Customer notes are placed in an email or invoice via the use of a token.

Housekeeping Notes are for you to share with your cleaning staff. The housekeeping notes are shown on the housekeeping report.

Every note entered displays the staff member’s initials and the time the note was made – this allows you to keep track of who’s had contact with your customer.

 

Dashboard

Your dashboard is the home screen of Anytime Booking. From here you can complete a number of quick tasks to help you manage your bookings at their different stages.

Take telephone bookings

Step 1Firstly, once you have logged into your account and you are on the home page click ‘New Booking’. This will take you to the page below. You should start by adding the date the booking was initially made. For example, although you’re only adding the booking to the system now, it could have been confirmed with the customer a day ago.

My Add-ons are not appearing

Does your add-on have a date range and a rate applied to it?

The most common reason for an Add-on not displaying is that you haven’t set up a date and price for it. Each Add-on must have a date range to know when it should display. You can add a rate and date from the Add-on screen by double clicking on your chosen Add-on and inputting a date and price against it in the relevant tabs.

If you would like to hide a zero cost from showing then check the “visible but hide cost” option on the Add-on set-up page.

Are your add-ons applied to the correct units?

Another reason could be that you have only set the Add-on to display on one unit type. Open the Add-on by double clicking on it and select the relevant units on the units tab.

 

To update your add-ons go to:  Set-up> Configuration> Add-ons

Emails and the email sequence

Go to SETUP > DOCUMENTATION > EMAILS

These are several email types that fire out along your customers’ booking journey with you. Below is the email sequence.

We’ve provided a basic template for each email, but you might want to change the wording to make it fit with the style of you and your business. Both the email and the document sections are changed or added using a WYSIWYG (What You See Is What You Get) editor.