Hotel Owners General Information

Front Desk Reservations

The ReceptionBook.com reservation system provides a  front desk / reservation booking form customised to meet the specific requirements of inhouse bookings. Designed to deliver an easy to read calendar with colour coding to allow instant identification of different booking levels.  Reservations, extras, amendments, cancellations, payments and invoices for both individual and group bookings can be edited using our intuitive booking software.

Direct Customer Internet Reservations

ReceptionBook.com shows real-time availability within your own website for direct internet customers.

With our reservations software, guests:

• Visit your website and explore your property information pages.
• Click on your Reservations link and check if you have rooms available for chosen dates.
• Choose their preferred room type, rate and any optional extras.
• Are provided with a proforma based on your rates including seasonal and occupant variations.
• Enter their personal and credit card details onto the ReceptionBook.com secure server.
• Receive instant confirmation and an automatic email detailing their provisional reservation (a copy of which is emailed to you).

On logging in to your hotel’s secure area on ReceptionBook.com, details of new provisional bookings will be shown, a room is provisionally held and you are able to see financial details for the booking.

With a simple click, the booking is confirmed and an automatic confirmation email is sent to the guest.

ReceptionBook.com does NOT clear any guest credit card payments or charge money to the guest's credit card but hope to start offering merchant accounts in the near future.

ReceptionBook.com Community 

Hotels have three options of linking within the travel community: 

1. Allow booking offices to see your exact room availability.
2. Allow Trusted Tour Operators and agents to view your overall availability.
3. Allow new tour operators and agents to get in contact.

The ReceptionBook.com trusted tour operator feature allows trusted agents to check availability, hold or provisionally book rooms through a secure section of our site without the necessity of time consuming telephone calls or emails. The system provides tour operators pro formas based on your issued contract.

As the East African travel sector increases in size and diversity we at ReceptionBook.com offer an introduction service within the community enabling new contacts to be made ensuring fuller hotels and happier guests.

Check-out

ReceptionBook.com dynamically updates billing information to facilitate check-out at any time from authorised members of staff. Extras and discounts can be added and groups can be checked out individually or as one payment.

Pricing

ReceptionBook.com pricing engine is designed to meet the needs of operators using seasonal based pricing together with more sophisticated requirements such as children, deposits and extras. All these are easily edited by the hotel owner to ensure revenues are optimised for the benefit of operator and customer alike. Payments can be registered by authorised members of staff and invoices and receipts generated.

Financial

ReceptionBook.com will accept and hold details of credit cards for all major card issuers worldwide on our secure server.

Reporting

ReceptionBook.com comes with a number of standard reporting options available to download  in Excel or Access. User specific reports can also be constructed by letting the ReceptionBook.com team know what is required, we will get back to you with the report in a week at no extra charge.

Access and security

Hotel staff are issued witha user specific password and ID enabling access to the system. This can be tailored to prevent unauthorised use of specific areas of the system.  A full audit trail of all transactions is maintained which incorporates this user id.