Resort Buddy RMS Info WEB

Copyright 2013 My Marketing
Resort Buddy Room Management & Online Booking System

http://www.resort-buddy.com

BOOKING MANAGEMENT SYSTEM
TechnicaI Specification


TabIe of contents

SN Description Page No
1 Introduction 3
2 AvaiIabIe Configurations 4
3 InstaIIation 5
4 Administration ModuIe 6
5 OnIine Booking Component 16
6 Maintenance, Support and Pricing 17


Introduction
The booking management system will serve as the primary management tool for hotels and
other related businesses.
The system will allow the management of:
1. Master record of all rental properties for different categories.
2. Rental rates for different periods.
3. Booking.
4. Check n and Check Out.
5. Billing.
n addition to the master booking system, the system will also provide interface for online
booking website for:
1. Display list of available rentals.
2. Display real-time availability calendar.
3. Online booking.
System Components:
The booking management system has two main components:
1. The Administration Interface:

The administration interface is the main management module of the system. This
interface will be available to office staff.

2. The onIine booking component:

The booking component will be a part of the public website of your institution. This
component allows customers visiting your website to book rooms online.

3. Inter-op Interface:

The inter-op interface will be required for installations where administration interface and
online booking website reside on different systems, connected directly via the internet.

4. OptionaI Components:
a. The emaiI import tooI: For automatically importing booking emails.
b. Dynamic IP update tooI: To facilitate connected server setup without requiring a
fixed P address on the server side.


AvaiIabIe Configurations:
1. FuIIy onIine system:

The system can be installed entirely on a website server with both the administration and
booking interface residing on the same system.

Advantages:
a. The system is fully online, which in turn allows for real time availability check and
on demand processing.
b. The web server is managed by web hosting companies, providing good backup
and availability. Most web servers guarantee 99.99% availability these days, with
automatic backup and crash recovery.

Disadvantages:
a. The system is installed on an online server generally outside of the office
premises; as a result, the internet connection must always be available for the
system to be accessible from within the office. Non-availability of an internet
connection will cut off the system from the office.
b. Security can be of concern as the system data is on a public website.

2. Connected Server:
n the connected server setup, the booking interface is hosted on a public website, while
the administration interface (and the data) is installed on a server inside the office
network connected to the internet.
Advantages:
a. This arrangement offers considerable security of data as the data resides within the
office network and not on a web server.
b. The office staff can still access the system even if internet connection is not
available.
c. The website still receives real-time availability information.
Disadvantages:
a. For the website to be able to contact the office server for availability check and
reservation request, the office server requires a fixed P address.
b. The online booking component will require a connected server in order to operate.


3. OffIine System:

n the offline setup, the server and data are installed within the office premises with no
connectivity to the internet for the online booking website component.
The bookings are sent via an email message that can be manually/ automatically (via an
import tool) transferred to the booking system.
Advantages:
a. No internet connectivity requirements.
b. Most secure, as the server is completely shielded from outside access especially
in case the booking email is processed manually.

Disadvantages:
a. The online booking component has no way of obtaining availability
information.
b. The data needs to be manually updated on the online website component.

InstaIIation:
Minimum System Requirements:
1. Pentium 400 MHz or above.
2. 128 MB RAM
3. 100 MB Disk Space.
4. Windows 9x or above / Compatible Linux based server.
5. Apache 2x / S 5 or above.
6. PHP 5.2.6 or above
7. MySQL 5x or above.
8. nternet Connection (For remote install and some configurations)

The product will be installed by our technical staff either in person or via remote install.


Administration ModuIe:
The administration moduIe has foIIowing components:
1. Settings
a. Property Categories
b. Property Features
2. Properties
3. Booking
a. Manage
b. Calendar
4. Check n
5. Check Out
6. Charges
7. Payments
8. Export
9. Reports


Administration ModuIe: Property Categories:
Property categories module is used to define and maintain the different categories of rental
property available. This module also stores the periodic rental rates for all the properties
belonging to this category.

Administration ModuIe: Property Features:
This module is used to define the various amenities / features the rental properties can have.
This is the master list of amenities available.


Administration ModuIe: Properties:
This module stores the master record of all rental properties. nformation stored includes:
a. Short Title
b. Description
c. List of Amenities
d. Category the property belongs to.
e. Main Photo of the property.
f. Current Status: Available for rent or Not.
All rental properties are defined using this module.

List of Properties in the Property ModuIe


Property Record Edit Screen


Administration ModuIe: Bookings:
The booking module is used to book a rental property for a given period. nformation stored
includes:
a. Customer's Name
b. Contact No. and Email Address
c. Property Booked
d. Date of Arrival (check in)
e. Date of Departure (check out)
f. Number of Adults
g. Number of children.
h. Rate
i. Payments made if any.
j. Status of the booking. (Cancelled / Confirmed etc)
Charges / Payments can be added once a booking record is saved.

Screen shot: List of bookings


Screen shot: The booking screen.


The booking moduIe aIso provides a booking caIendar that dispIays category wise
avaiIabiIity of rooms.

Administration ModuIe: Check-In:
The check in module is used to check-in the arrived guests. A list of bookings is displayed for
selection.

Screen shot: Guest Check - In


Administration ModuIe: Check-Out:
This module is used to check-out the guest. A system shows a warning if there are any pending
dues, which must be settled using the payments module before this action can be executed.

Screen shot: Guest Check - Out

Administration ModuIe: Charges:

The charges module is used to record charges applicable to a guest. The charges can include:
1. Refundable Deposits
2. Rental Charges
3. Any other applicable charges such as room service.
The charges module allows for refundable charges, which then can be refunded at the time of
check-out.
Multiple charges can be recorded per booking until check-out.


Screen Shot : Record Charges

Administration ModuIe: Payments:
The payment module records all the payments collected from the customer. The information
stored includes:
1. Amount collected
2. Particulars (Description of the transaction)
3. Credit Card no. and Expiry Date
4. Terminal Reference no.
5. Refund Status (for refundable payments)
6. Refunded Amount (The amount refunded back to the customer)
Like the charges module, multiple payments can be recorded for a booking until checkout.

Screen Shot: Payments Screen


Administration ModuIe: Export:
The export feature is used to export the database record into an importable file which then can
be imported into the website. The information exported includes:
1. Property categories
2. Features
3. Property Record

This feature is used when the online booking website component is not connected directly to the
administration module.

Administration ModuIe: Reports:
The administration module provides a set of useful reports for analysis.
Available Reports nclude:
1. Occupancy Reports.
2. ncome Report.
3. Statistical Reports.
4. Availability Calendar.


OnIine booking component
The onIine booking component faciIitates customers to book rooms / rentaI property
from your website. The component dispIay wiII be customized as per the Iayout of the
website.
The onIine booking component has three functionaIities:
1. Display of available properties per category.
2. Details of property including:
a. Basic Property details.
b. Photo
c. Available Amenities
d. Real-time Availability
3. The Booking Request Form

DispIay of AvaiIabIe Properties per Category:
The visitors on the website will be able to see the various properties available per category
using a category wise listing page.
DetaiIed Property Information:
Details of each property will be visible to the visitor. The details shown will include the name,
amenities, description, rate card and availability.
Booking Request Form:
The visitor will be able to fill-in a booking form to book a room / property online for a specific
period. Depending upon the installation, booking will be confirmed in real-time or an email will
be sent to back-office to process the booking request.
The information collected here includes:
1. Name of the customer
2. Period of stay (Arrival and Departure dates)
3. Email address and Phone number
4. Number of adults and children.
5. Credit card information.


Maintenance and Support
Upon payment and installation of your software, Resort Buddy provides Free support for one
year upon successful and completed installation of Resort Buddy Booking Management
System to the client. All warrantee support will be provided directly by Resort Buddy to the
client. Disclaimer - Any changes are made to our proprietary software, database, or related
software / website files by any third party will automatically nullify any and all warrantee support.
At the expiration of this warrantee period, Resort Buddy offers a choice of support options best
suited to your needs:
1) FuII time Support ongoing unlimited support for your software. n the event of an
issue with your software, we will diagnose and, in the case where it is an issue with the
Resort Buddy software (not your network/server/conflicting software, etc), we will repair
the problem at no additional cost. We will also keep a current backup copy of your site
and database on our server as a backup to protect your site and data. This support is
charged monthly and ongoing until notified otherwise. Cost US$120 / month.

2) On-Demand Support - n the event of an issue with your software, we will diagnose
and repair any problem as related to your Resort Daddy software. We offer this support
option on hourly basis and this support is charged per event/episode with a minimum
charge of one hour. Cost US$75/hour.

3) No Support The client has the option to use other companies to diagnose / ascertain
problems that may occur with the Resort Buddy software. However, in the event that
any changes are made to our proprietary software, database, or related files by any third
party, Resort Buddy is in no way obligated to diagnose, repair or replace the client's
Resort Buddy software. f this occurs during the warrantee period, this action will
automatically nullify all stated or implied Resort Buddy warrantee support.

Pricing
Resort Buddy Room Management & Online Booking Software US $3600.00

Resort Buddy RMS Info WEB

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