Tuesday, September 26, 2017

NEW FEATURE: Track when emails were opened

It is now possible to see when exactly an email sent from ReservationKey was opened. We automatically add tracking now to all emails sent from the system. When the email is opened ReservationKey records the time and location where it was opened. This is useful to verify that guess are receiving your emails and when they opened the message.

An easy way to see a list of all emails opened on a particular day is to use the Monthly/Yearly Statistics report and select "Reservation Emails Opened." Then click the link next to each date to expand that day's results.

We also have added the tracking information to the "Reservation Emails Sent/Scheduled" view in this same report.

Clicking into a reservation, now in the Correspondence button we see a summary of emails.

And in the Correspondence History & Queue we have a new column showing how many times each email sent was opened.

We have also created a video walk through of this new feature here:


Tuesday, September 19, 2017

NEW FEATURE: Set rates & minimum stay day by day in Rate Plans

In additional to our existing way of setting rates, by entering rates for each date of the week, it is now possible to enter rates on a day by day basis. This makes it easy to quickly change rates and minimum stays for specific dates.

We used to recommend using Rate Adjustments for making small changes, but now that section may no longer by needed. Instead just make a rule, for example, for one year, and then enter all your rates and minimum stays directly in each day of every month.

To use this new feature, go to the Properties tab, Rate Plans, Add a New plan or click into an existing plan. Then either Add Rule, or click an existing Rule to edit it.

Enter a start and end date (maximum range for day by day feature is three years worth of dates).

Finally, enter rates and minimum stays. Rates go in the first box, minimum stay in the second, for each date. Use the links at the bottom of each calendar to make entering rates quicker. There are also similar links at the top of the page for duplicating rates throughout all dates (rather than one month at a time).

Also take a look at our video walk through of this new feature:

Thursday, May 25, 2017

New feature: include room/unit specific details in email templates

While you could make a different email template for each room/unit you have, you may find it more convenient to make one generic template and then have the system pull information into that template based on the room(s) reserved. This is useful for things like a pre-arrival email which has directions to the apartment reserved, wifi codes, gate codes, etc. All things specific to the individual unit the guest reserved.

To set this up, just add your details that will be included in your email in the Room/Unit settings (Properties tab). Under the Property Manager options you will find a text box "Details for Email Templates." Add all your unit specific information there and then use the merge code {{detailstemplate}} in your email templates to have the system automatically pull this information.

Thursday, May 18, 2017

Introducing the new search bar

We now have a way to search six different sections of the system, quickly and as you type. You can search all six sections at the same time, or select from the drop down field to only show results from one section at a time.

Here are some notes about each section.

1. Reservations

Search by guest name, phone, email, address, ID number, and words within the notes fields. Type in a list of reservation ID numbers (separated by spaces or commas) and all matching reservations are returned.

2. Guests

Search by name or email. Click a guest to open up the small guest details window for editing that guest information.

3. Content

Search for any content you have added to the system. For example search by room name and you can jump directly to the edit screen for that room. Search by user name and go directly to the user settings page.

4. System

This section returns links to specific sections of the system. For example, If you can't remember where to edit Taxes just type "taxes" into the search bar and all the places where taxes appear in the system will be listed.

There are also a couple of special searches:

"bye" - sign out from the system
"forum" - opens the forum
"myallocator status" - opens the status modal
"change log" - opens the system change log modal
"new reservations" - opens the new reservations window
"reminders" - opens the reminders window

5. FAQs

Links directly to our FAQ database. Click a result and the answer will open within the system in a modal window.

6. Videos

Search our database of tutorial videos. Click a video and the video opens directly within the system.

Monday, May 15, 2017

Floating top scroll bar & more dates

Two useful features have been added to the internal availability calendar:
1. floating top scroll bar
2. more days show prior to a selected month

Now, when clicking on a month, it will also show the number of days you have set in the Preferences section to show prior to the current day.

And, for accounts with large numbers of rooms, when the top scroll bar is enabled (in Preferences), the top scroll bar will float when scrolling down the page.

The Preferences settings for both of these features are here:

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: https://support.google.com/analytics/answer/1009612):

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: