Wednesday, December 21, 2016

Easier to select Rate Plans that Taxes and Fees apply to

Now it is easier to select the Rate Plan(s) that Taxes and Fees apply to.

In the settings screen for both, there is a new section to select the applicable Rate Plan(s):

Previously it was necessary to go back to the Rate Plan settings to select taxes and fees. This option is still available, but now rate plans can also be selected from the settings for taxes and fees.

Selecting taxes and fees from within the Rate Plan settings:

Friday, December 9, 2016

New Feature: Bookkeeping

Under the Reservation Manager tab there is now an option for Bookkeeping. The idea with this feature is to make a simple place to enter income and expenses, and then to be able to sort and group by categories.

The feature starts out empty, but will grow as you add Transaction Types, who you received payments from or sent payments to, and categories for these payments.

Once you have data in the system, the interesting part is being able to easily sort and group this data to get a good idea of how your money is flowing.

To get started, watch our short introduction video about this feature:

Also, we have a longer, more in depth video about bookkeeping.

Tuesday, October 11, 2016

Under Development: Update to system look and feel

We are working on an option to be able to select from a variety of themes to change look and feel of the system. Eventually it will be possible to customize these themes as well, very similar to how we do customization of themes for the public reservation pages.

Currently we have the first theme in development, a theme to update the look of the system. It will also be possible to remain with the current look and feel by setting the theme to "Classic". Although this feature is still in development, meaning anything related to it could change at any time (especially colors and layout options), we would welcome feedback about this feature. Our first theme makes the font sizes a bit bigger, uses a different font, and changes some colors.

To select a theme go to the Settings tab, Users.

This is an example of what the new theme currently looks like:

We also are working to re-do the layout of many of the pages so that they are cleaner and more functional to use with small screens (mobile devices). The first three pages that have been converted are under the Properties tab - Rate Adjustments, Fees, and Taxes.

Monday, October 3, 2016

Option to force new login for an account user

An option has been added to force users to re-login to the system. This is useful after changing a user's permissions or password. Because these changes only take affect when a user logs in, it is now possible to force a user to log into the system, even if they are already logged in or had enabled the "keep me logged in" feature.

Just go to the Settings tab, Users, and select a user. At the bottom check the box "Force new login" and save.

Once this box has been checked and saved, the next time the user loads the Reservation Details page, they will be requested to re-login. Only Admin level users will see this new option.

We have opted to put this check as part of the Reservation Details page, rather than querying the database for this value every time every page loads in the system in order to keep things running as efficiently as possible.

Monday, September 19, 2016

HTML Editor Added to Email Templates

When creating email templates within ReservationKey, we now have an HTML editor to make the job of formatting the template easier. Now it is easier to add more style to emails that go out to your guests as part of their reservation. With this editor it is easy to change font size, colors, alignment, and much more.

Existing templates will automatically use the new editor, but because there may be some formatting issues with converting existing templates into HTML in the new editor, we have an option to continue using the old editor. The main formatting issues are extra spaces being added. You can manually remove those spaces in the new editor, or just use the old editor for existing templates. For new templates, we only show the new editor.

It is easy to view the HTML source by clicking the Source button (to make further fixes, if needed):

Edit in full screen mode by clicking the expand button:

To upload an image, first upload as before, under the Advanced Options section. But now, it is necessary to know the URL to the image. So just click the View link which opens the image in a new tab, and copy the URL from the address bar. Or right click on View and select copy URL from your browser options.

Then, click the image icon in the HTML editor.

And paste the URL into the URL field.

Adding a link is easy. Just click the Link icon:

We hope you find this new editor useful. We welcome any feedback about this.

Monday, June 13, 2016

Update to Google Analytics Tracking Options

Today we have added an option to make things easier to get started with Google Universal Analytics. Now, instead of having to figure out what code to paste into our tracking field, you can select Google Universal Analytics ID. Then you just enter your ID and we will take that ID and build the tracking code automatically. This code is included on both the reservation pages and the final confirmation page. The final confirmation page we build out the code more, to include details about the reservation (such as reservation ID, price, items for sale) so that the sale can be tracked in the e-commerce section of Google Analytics.

We have left an option for entering in the complete code yourself, in case someone wants to enter code other than Google, or they want to customize the code.

The above code is what we build when just the Analytics ID is used. When your Google Analytics account is set up properly you can now see lots of data including Acquisition data and E-Commerce data. Below are some screenshots from one of our users who has his account set up to use this feature.

To enable e-commerce tracking, follow these steps (source:

You need to enable Ecommerce reporting in the view in which you want to see the data.

Sign in to your Analytics account.
Navigate to the desired account, property and view.
In the VIEW column, select Ecommerce Settings.
Click the Enable Ecommerce toggle ON.
Optional: Click the Enable Related Products toggle ON.
Click Next step.
Click Submit.

Also, we continue to support the older style of Google Analytics. If the tracking code you paste into the field for this in the Reservation Page settings contains "analytics.js" then we switch to the new method. Otherwise we use "ga.js" which is the old style.

Monday, May 9, 2016

Break Address Field into Multiple Fields

A new option has been added in Settings tab, Preferences to now be able to show multiple fields for the address instead of just one text box.

Go to Settings Tab, Preferences and set this option:

In case you don't need three fields for phone numbers we've also now added an option to hide 2 of the fields internally.

Re the fields not showing in the public reservation pages:

If you want to make the address fields required, or otherwise change them, review the field settings in your reservation page settings.

Re the new merge codes:

Now {{guestaddress}} will include all the address fields. This way no changes to templates will be needed. If someone wants to format the address per their own requirements (IE they don't want to use the USA standard formatting of addresses) then they can use the new merge codes to make their own address format within their templates. Otherwise, the address is formatted like this:

Street Address
City, State ZIP

There is a new merge code to pull just the street address - {{guestaddress_street}} . Although {{guestaddress}} will continue to pull whatever was entered into the original address big field (or if changing to multiple fields, whatever is entered in the street address field PLUS all the other address fields. The new merge codes in email templates will only appear once the preference to use multiple address fields is set.

The merge codes relating to addresses are:


Guests tab search by Address:

If multiple address fields are enabled, it is now possible to search on these fields in the Guests tab. All fields will show if the address fields are enabled; otherwise just an option for Address.

Tuesday, February 9, 2016

New Feature to Show Minimum Stay Requirements on Internal Calendar

We now have an option to show minimum stay requirements directly on the internal calendar grid. This makes it easy to see what days have a minimum stay requirement, which should be especially helpful as a reminder if your minimums change throughout the year. On any days with a minimum stay more than 1 night, the number of nights now shows as a small orange number next to the price.

This number is calculated based on the Rate Rules, and Rate Adjustments. Any setting in the Rate Adjustments overrides what is set in a Rate Rule. Currently we show the min nights required only. We are not changing the minimum if the setting "reduce if it can't be met" is set. This may be a future enhancement to this feature.

It is possible to add a reservation which does not meet the minimum, but now a warning box will ask you to confirm that you want to continue.

By default we have enabled both the visual cue of the numbers on the grid and the confirmation box, but in case these are not desired, both can be turned off. This is a setting under the Settings tab, Preferences.

If you are not seeing these new features, reload the system by pressing Ctrl-R or Option-R.

Saturday, January 30, 2016

New Option For Adding/Removing Emails to Queue

Now it is easy to add new email templates to the queue for existing reservations. This is useful if you have created a new email template and you want it to be added to all upcoming reservations. Previously it was necessary to go through each reservation one at a time and add the new message.

To use this feature, go to Website tab, Email Schedules, and click "Manage Queue" at the top right.

Then just follow the steps shown.

This can also be used to remove templates from the queue, in case you decide you no longer want to send out a particular message. NOTE - this will only remove emails added after this feature was developed. With the development of this feature we are now saving the template ID number with messages saved into the queue, so now we can update and remove based on the ID number (previously we matched based on the title being exactly the same). So, the remove feature will only remove templates which match the ID number that is saved in the database. Because prior to this feature we were not saving ID numbers, those templates would still need to be manually removed.

Related to this, since we are now saving ID numbers with messages saved into the email queue, now when updating an email template, we will match based on the ID number, no longer the title. This will work well for messages added to the queue subsequent to the development of this feature. For messages that were added prior to this feature, those messages will need to be manually updated.

This is in the Website tab, Email Templates, at the bottom of the edit template page:

Friday, October 9, 2015

Import Credit Card Details From Myallocator Now Available

For reservations receive through Myallocator, it is now possible to import the credit card details directly into ReservationKey. Previously it was necessary to log into and copy the information from there to ReservationKey.

Now click the Import link in the Credit Card section in ReservationKey (the link only appears if the reservation was from Myallocator).

Enter your Myallocator credit card password, and click Import.

The credit card data will then be automatically filled into the credit card fields in ReservationKey. To save, click Save, just as if you manually typed in the data.

Credit card data is only available for channels which provide myallocator with the credit card details - currently:, Expedia, BookNow.

For security reasons we do NOT store your Myallocator credit card password within ReservationKey. Create this password from within your account.

Tuesday, October 6, 2015

New Quick Quote Feature

Now there is a way to internally search availability and get a price quote, without having to create a reservation. After getting the quote, a new reservation may be added directly from this feature, or the quote may be sent via email. This feature is designed to work well with mobile devices also, so it may be easier to use this to add reservations on mobile devices rather than clicking on the calendar.

The link to the Quick Quote feature is located at the top of the Availability Calendar.

Clicking the link opens a window to search by date and number of guests, which returns a list of available rooms/units.

The total price is shown as rooms are selected.

To add more columns to the view, click Advanced. This is helpful to see if the rate is being changed by a rate adjustment (the adjustment name, and how much).

This can also be used to review maximum occupants allowed per room/unit.

And if results are returned showing rooms available but the minimum stay is not met, those lines will show as orange.

To send a quote via email, click the Send Quote button. Otherwise click the Add Reservation button to close the window and go to the Reservation Details screen.

Build a template using our merge codes and your text. Save the template, and make as many as needed.

Click Preview to see a sample of what will be sent using the selected template.

Use one of three merge codes to show a summary table of the selected rooms. Use the one appropriate for your needs. The above screenshot shows {{selectedunits1}} . The columns selected under Advanced are the same which show in the table.

{{selectedunits2}} - shows a separate box per room/unit available.

{{selectedunits3}} - Has a totals line at the bottom. Useful if the quote is for multiple rooms.

Saturday, August 22, 2015

New Option for Splitting Address into Multiple Fields

A new option has been added in Settings tab, Preferences to now be able to show multiple fields for the address instead of just one text box. This has been a long request feature that we are happy to now support. By default the system will still show one large text box for the address field, which was originally designed that way in order to be more flexible as we work with users around the world, many with different formats for saving addresses. But now, it is possible to use different fields, such as Address, City, State, ZIP, Country, if this is preferred.

To enable this option, go to the Settings Tab, Preferences and set this option:

Once this setting is saved, the system will show multiple address field boxes. These fields show:
- in the internal Reservation Details screen
- on the public Reservation Pages
- in guest details
- in credit card fields

Unrelated to the address field, but in case you don't need three fields for phone numbers we've also now added an option to hide two of the fields internally. This is also an option in the Preferences section.

Thursday, July 30, 2015

New option in Reservation Status to set rates to zero

We've added an option to the status settings so that when a reservation is changed internally, the rates could be set to zero automatically. A specific situation where this could be useful is when changing the reservation to a status of Cancelled and you want the rate to show as zero.

To set this up, go to Settings Tab, Reservation Status and select which status(es) should change the rates to zero when the status is selected.

This only applies internally when changing a status in the Reservation Details screen or the Reservations Tab.

Specific details:
- any taxes and discounts that were added to the reservation are completely deleted
- price is set to zero for any Items for Sale or Fees that had been added to the system (but description remains)
- any payments that were entered are not affected
- room/fraction prices are all set to zero

Tuesday, January 27, 2015

Forum assistance: Improvements to Pre-Book Links

Thanks to suggestions from users we've already made some big improvements to our new pre-book links feature, which was just released yesterday.

To summarize this feature, it allows you to enter a reservation internally and then provide a link to your guests that they can use to go to your Reservation Page to fill in their details and confirm the reservation. The room prices and rooms will already be selected.

The improvements are:

  1. No longer necessary to create complicated links yourself.

  2. Easily access the various links from the "More" menu in the Reservation Details screen.

  3. The room(s) and dates will be pre-selected when the guest opens the link. All they need to do is fill out the Contact and Payment details.

  4. - This applies to all of our booking pages, except at this time, the hotel style pages.

  5. New merge codes to access the booking links.

  6. - Build an email template using our new merge codes:
    {{bookinglink}} - link to multiple units or single units page
    {{bookinglink_calendar}} - link to calendar version page (if it exists as part of the reservation page specified to be used for the reservation).
    - This makes it easy to create an "inquiry" reservation and then send off an email template which contains the link to the booking page.

The Reservation Page that will be used for the above links is the page that is set in the Reservation Page Settings as the one to be used internally,


one that you specify, if you have enabled the feature to be able to do so.

In Settings tab, Preferences:

Future Enhancements

We are considering:
- any information typed into the guest details in the "inquiry" reservation will populate the contact form when the guest clicks through to the Reservation Page
- a way to be able to use this feature with reservations that block the calendar
- extending this functionality to hotel style pages
- a Copy button on the links box