OpenHotel User Guide

OpenHotel User Manual
User Guide
Updated March 11, 2015
Each topic in this user manual maybe printed.
This manual is an ongoing project and is updated regularly.
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Table of Contents
Getting Started ................................................................................................................................................3
Logging In .......................................................................................................................................................4
Settings ...........................................................................................................................................................6
Hotel Tab.......................................................................................................................................................21
Reservations ...........................................................................................................................................22
New Reservation ..............................................................................................................................23
Select Dates ...............................................................................................................................24
Select Room ...............................................................................................................................25
Guest Info and Payment ............................................................................................................26
None......................................................................................................................................28
Credit Card ...........................................................................................................................29
Cash ......................................................................................................................................32
Check ....................................................................................................................................33
Direct Bill Account ................................................................................................................34
Hotel Credit ...........................................................................................................................35
Rate Information .........................................................................................................................36
Room Options .......................................................................................................................38
Review Policy .............................................................................................................................39
Notes ...........................................................................................................................................40
Confirmations ..............................................................................................................................41
Reservations .....................................................................................................................................42
Room Assignment ............................................................................................................................43
Modifying a Reservation ...................................................................................................................44
Rates & Availability .................................................................................................................................45
Add Rate Plan ..................................................................................................................................46
Rate Plan Details........................................................................................................................47
Discounts Tab .............................................................................................................................49
Derived Discounts.................................................................................................................50
Special Tab .................................................................................................................................52
Policy Tab ...................................................................................................................................53
Quick Close ......................................................................................................................................54
Quick Close ................................................................................................................................55
Manage Rate Plans ..........................................................................................................................57
Manage Rate Plans ....................................................................................................................58
Overlapping Rates ......................................................................................................................59
Discounts and Promo Codes ...........................................................................................................60
Manage Discounts and Promo Codes .......................................................................................61
Add Discount ..............................................................................................................................62
Surcharges/Taxes .............................................................................................................................65
Managing Surcharges/Taxes ......................................................................................................66
Adding New Surcharges/Taxes ..................................................................................................67
Packages ................................................................................................................................................69
Extras Training Video .......................................................................................................................70
Groups ....................................................................................................................................................71
Add New Group ................................................................................................................................72
Settings .............................................................................................................................................73
http://openhotel.com ~ 702-628-5014
Policy .................................................................................................................................................74
Notes .................................................................................................................................................75
Group Holds......................................................................................................................................77
Rooms .....................................................................................................................................................79
Manage Rooms ................................................................................................................................80
Add or Edit Room Type Information ................................................................................................81
Units ...........................................................................................................................................84
Adding a room/unit ...............................................................................................................85
Manage Housekeeping Groups ........................................................................................................87
Setting up a Housekeeping Group .............................................................................................88
Adding Housekeepers to a Group .............................................................................................89
How to move a unit to a new room type .........................................................................................90
Utilities .....................................................................................................................................................92
Phone Directory ................................................................................................................................93
Add/Manage Contacts ................................................................................................................94
Responses ........................................................................................................................................95
Sample Responses.....................................................................................................................96
Post Reservation ..................................................................................................................97
Website Tab ..................................................................................................................................................98
Content ....................................................................................................................................................99
Mailer ....................................................................................................................................................100
Gallery ...................................................................................................................................................101
Guestbook .............................................................................................................................................102
Security .................................................................................................................................................103
Credit Cards ................................................................................................................................................104
Manual vs Integrated ............................................................................................................................105
PCI Compliance ....................................................................................................................................106
General Information ....................................................................................................................................107
Support Options and Contact Information............................................................................................108
Email .....................................................................................................................................................109
Pop vs IMAP - READ ME FIRST...................................................................................................110
Web Access ....................................................................................................................................111
Adding a New Email Address ........................................................................................................113
Getting Started
It is our goal to make the implementation of each part of the OpenHotel System as painless as possible. We have a
structured but flexible set of guidelines that we use to make sure that every aspect is covered and nothing is missed.
Several of the staff will be contacting you if they have not already, to get the information we need to help you get
started.
Your next step is to sign up for training. We have classes on different subjects several times each week at set times.
After you take the one or two classes that you need to get started, we will set up PMS training for you and your staff.
Here is an overview of the classes and who should take them -
Rates and Sytem Setup - Designed for anyone that manages rates and management level settings. This is
required before you take the PMS Management class.
Groups, Packages and Reports - Designed for anyone that will be setting up groups and packages. If you do
groups and packages then this class is required before you take the PMS Management class.
PMS Management class - This class is for admins or managers. The class is broken into two 90 sessions
over two days.
PMS Front Desk and Audit - The time for this class will be set following the PMS management class. This
is a class just for your staff. There can be more than one session if your staff cannot all make it at the same
time. This is not the Front Desk Training on the OpenHotel website (link below). The one on the OpenHotel
website is for refresher sessions or future staff members.
To sign up for classes, please go to http://openhotel.com/classes and bookmark the page for future reference.
Logging In
If OpenHotel hosts your website:

Go to HTTP: //yourwebsite.com/admin
If OpenHotel does not host your website:

You will have a hotel number assigned to you. Your login area will contain that number in the URL.
Go to a HTTP://hotel XXXX.OpenHotel.com/admin
The XXXX represents your hotel number.
When you go to /admin in order to access the admin area, it will redirect you to login.cfm.
Do not bookmark login.cfm but rather edit your bookmark to take you to /admin.
Enter your email address here.
Enter your password here.
Make sure you click Remember Me.
Click the Submit button
Settings
Access settings from the upper right hand corner of your dashboard. Settings are only editable by users with admin
rights.
This section is divided into the following chapters -
General Setup
This area allows editing and updating of address, phone and logo.
Hotel Setup
This area the main section Hotel Setup and the following sub-sections -
Terms and Messages
Manage Amenities
Booking Engine Skin
Booking Engine Snippets
Hotel Payment Settings
Website
Email
General Setup
Access setting from the link in the upper right hand corner of your dashboard.
Admin Email
This will display on PMS reg cards and on website contact page if OpenHotel hosts your website.
Property address
This address will display on PMS reg cards and on website contact page if OpenHotel hosts your website.
City
This address will display on PMS reg cards and on website contact page if OpenHotel hosts your website.
Zip code
Primary Phone Number
This phone number will display on PMS reg cards and on website contact page if OpenHotel hosts your
website.
Logo
The logo will display on PMS reg cards.
Secondary Phone Number
This phone number will display on website contact page if OpenHotel hosts your website.
State
Fax Number
This fax number will display on PMS reg cards and on website contact page if OpenHotel hosts your
website.
Time zone
This will affect when your audit runs and the time stamp on activities.
Hotel Setup
This is for general setup and affects both the PMS and your online booking engine.
Video available here.
Hotel Inventory
Manage inventory allows you to manually control inventory. This is typically used during PMS setup and for
hotels that are using our online booking engine only.
Live Inventory reads the actually inventory on property.
GDS inventory is always managed and can be edited through Manage Rate Plans.
This setting does not affect individual group settings.
Approval Prefix
This prefix is added to each confirmation code. You should change it to something that reflects your
property.
Reservation email
Only applicable for booking engine only clients. Notices of all reservations and cancellations will be sent to
this email address. If no email address is specified here, notices will be sent to admin email address. You
may add multiple email addresses by clicking the Add Email button
Default Audit Time
Set the time that audit will automatically run. This can be changed on a daily basis from the Audit Report.
Audit Time - next day
Make sure that if audit is set to run after midnight that this box is checked or you may have your audit run at
2:00 in the afternoon instead of 2:00 in the morning.
Default cancel range
This information will appear on confirmations and reg cards.
Check in/Check Out Time
This information will appear on confirmations and reg cards.
Fax Reservations
For booking engine clients only. Fax notifications will be on all reservations and cancellations.
Credit Card in Faxes
For booking engine clients only. Credit card information will be included in fax notifications.
Policy update
If set to yes, reg cards and confirmations that are resent will contain the current policy rather than the policy
that was in effect at the time the reservation was made.
Kids Stay Free
If your property charges an occupany charge for extra persons you can exempt children from these charges.
Age of children
This information will appear on your website booking box in order to clarify your policy to guests booking
online.
Policies
For booking engine clients only. Policies will be included in email notifications.
Credit Card in Emails
For booking engine clients only. Credit card information will be included in email notifications.
Reservation Policy
This appears on your website booking engine, your reg cards and the email confirmation that your guests
receive.
ADA Policy
If used, this appears on your website booking engine, your reg cards and the email confirmation that your
guests receive. If left blank, nothing appears.
Terms & Messages
In this section you can edit the standard messages shown on your website booking engine. Important: words that
are between % signs are pulling from the data base. These should not be changed.
Term for Rooms
Do you call them rooms, cabins, apartments, suites or something else?
Messages
Make the messages that display all your own. Important: words that are between % signs are pulling
from the data base. These should not be changed.
Terms for Units
This can be the same as the Term for Rooms or entirely different.
Message Groups
Use this dropdown to access Standard Messages, Discount Messages, Package Messages, Extra
Messages, Room Option Messages and Interfaces Messages.
Manage Amenities
This list of amenities displays on the website room page if the property's website is hosted with OpenHotel.
Active Amenities
These are the amenities that you have selected. You can uncheck any amenity that you want to remove.
Amenity Browser
Available amenities are grouped into categories. Open the category or View All and check the appropriate
amenities and click submit.
Booking Engine Skin
You have two choices in the style of the booking engine for your website. Simply click the sytle you wish to use.
Booking Engine Styles
The green button shows what skin you are currently using. If you wish you use the other style, click the blue
button and it will change immediately.
These snippets allow clients that use the OpenHotel Booking Engine but do not
host their website with OpenHotel to add a booking box anywhere on their website.
These snippets are specific to your domain. If you wish to use any snippet on an
additional site, please contact support with the domain(s) you wish to authorize.
Send the snippet code to your webmaster to install.
Preview or Get Code
Click the Preview Button to see what the
Sample Policy
This is a sample policy that you can copy and edit for your use.
====================================================
Thank you for choosing to stay with us at YOUR HOTEL. Below are hotel policies and procedures; read them
carefully. As our hotel guests, by reading and signing your hotel registration card at check-in or by booking a
reservation on our website, you are agreeing to abide by our hotel policies and procedures.
CHECK-IN
Check-in time is any time after 3 PM (not guaranteed due to high volume of occupancy). If you arrive earlier the we
will be pleased to store your luggage until your room is ready. Guests will be required to present a valid credit/debit
card upon check-in along with a valid form of identification. YOUR HOTEL will make every effort to honor special
requests (such as a specific floor or room number, adjoining rooms, roll-away beds, refrigerators, crib, etc.) upon
your arrival. However, the availability of these items cannot be guaranteed in advance. The hotel reserves all rights
to refuse service to any guests of the hotel who do not follow or comply with hotel policies.
CHECK-OUT
Check-out is at 11 AM. If you require a later check-out, please contact us before 10 am on the day of departure, and
we will do our best to accommodate your request. A charge may apply, depending on availability.
CASH PAYMENT
If you choose to pay with cash, you will be required to pay the full amount of the room, including taxes and fees
upfront. A $100.00 deposit per night is required and will be returned to you on your departure date.
PET POLICIES
All pets are prohibited on property (a fine of $250.00 will be applied to the bill if a pet is discovered). Service
animals are allowed with proper documentation.
CANCELLATION POLICY
All hotel room reservations have a 48-hour cancellation policy unless otherwise noted. Any changes on packages or
rates to your reservation must be done 48 hours prior to your arrival date. Reservations that are not canceled within
48 hours are subject to a charge of one night's stay plus tax.
DEBIT CARDS
If you choose to use your debit card at check-in the resort will place a hold of the full anticipated dollar amount of
your stay through your departure date, as well as an estimated hold for incidentals. Remaining funds due back to
your debited account will be released upon check-out, which may take 4-15 business days to process. Additionally,
your financial institution may have a contracted amount of time before the funds are released back to you, which can
take up to 15 business days.
RESORT FEE
All reservations consist of a $12.00 resort fee per night; YOUR HOTEL reserves all rights to any additional fees.
SMOKING POLICIES
Smoking is prohibited in all public areas of the hotel and in non-smoking rooms, including rooms with a balcony (a
$250.00 fine will be applied for smoking in a non-smoking room.) Smoking is allowed in designated smoking areas
of the hotel.
AGE RESTRICTIONS
Guests must be 21 years or older to check in without a parent or legal guardian.
CHILDREN POLICY (This policy is only necessary if you have charges for additional guests)
Up to 4 children under the age of 17 stay free in same room as parents or legal guardian.
PROMOTION POLICY
If you choose to take advantage of any promotions offered through the hotel, please follow all restrictions associated
with each offer. Management reserves the right to change or cancel all promotions.
NO IN-ROOM PARTY POLICY
YOUR HOTEL enforces a NO IN-ROOM PARTY POLICY to ensure we can protect the hotel and our guests at all
times. In the event of a disturbance one warning will be given to reduce noise. If this warning is not followed, the
guest will forfeit all fees and must leave the hotel immediately.
Hotel Payment Settings
Credit Cards Accepted
Select the types of credit cards accepted.
Credit Card Options
Important - If you are using integrated credit card processing, these options must match the settings on your
payment gateway.
Payment Gateway Options
These should almost always be checked.
Website
Website Policies
This section can be used for website policies (not hotel reservation policies).
Google Analytics
If your website is hosted by OpenHotel we will add Google Analytics to your website.
Google ID
If you would like to add Analytics from your own Google account all you need to do is add the ID number
here. Do not copy the entire tracking code. The system will do that automatically. Just add the number.
Update Staff Announcements

This is where you can add/edit messages that show on the main dashboard. This area is great to display
dates of special events for the year, announcements of groups coming in that day or other information you
may wish to have your staff focus on.
Email
This section is just for sending emails for forgotten emails or if you reset a password.
Forgotten Password
This is the body of the email that is sent if 'Forgot Password' is clicked. Do not edit anything surrounded by
%'s.
Password Reset
Staff with Admin Rights can reset passwords. This is the body of the email if an admin resets a password.
Security note - We suggest that you reset passwords every 90 days. See Users to see how to set to an
automated password. Do not edit anything surrounded by %'s.
Hotel Tab
The applications that you have with OpenHotel will determine the tabs that show in the admin area of your property.
Most properties will only have two tabs, Hotel and Website.
The following menu items are under the hotel tab.
Reservations
Rates & Availability
Reports - not yet published
Packages - not yet published
Groups - not yet published
Rooms - not yet published
Payments - not yet published
Utilities - not yet published
Reservations
New Reservation
Reservations
Room Assignment
New Reservation
The following pages provide a detailed walk-through on making a new reservation.
You can access the New Reservation screen from either the main menu bar or from the the link on the main
dashboard.
You can also view a video walk through here.
Select Dates
Step by Step in making a new reservation.
Type:
Select Standard or Group Booking. If you select Group Booking an additional option will be displayed that
shows all of your current groups.
Check-in
Select Check-in date. Past dates may be entered if department permissions are set to allow.
Check-Out
Select Check out date.
Source
Select marketing source of the reservation. Additional Source Codes can be added under Utilities.
Adults/Children
Select number of Adults and Children.
Rate Plan
Select either rack rates and Standard Discounts or promo code rates. Standard Discounts are typically
discounts such as AARP, AAA or Military. You can add additional Standard Discounts under Discounts.
Check Availability button
Click check availability to view the available rooms that match the above criteria.
Select Room
Update - to the left of the Average Per Night, the number of available rooms now show.
Rooms
If you wish to book a room, select this option (default). Select Packages to view/book Packages.
Packages
To view packages select this option.
Book Anyway
There a number of reasons that a room will show in red. The comment in red will explain why the room is
red. Some of the most common reasons are:
No availability for that room type.
Too many adults/children for that room type.
Requires a minimum night stay that is not being met.
Most properties allow staff to book even though there is an indication that the room does not meet the
criteria entered. You may allow overrides in your Department Settings.
Book Now
Rooms that meet all the criteria for availability will show in green. Click on the appropriate room type to
continue with the reservation.
Guest Info and Payment
Enter the guest information and payment information.
Guest name
Required unless set to optional under Settings.
Company
Optional
Address
Required unless set as optional in Settings.
Select Country
Optional
Email Address
If you do not have an email address the system will generate a placeholder address. DO NOT USE YOUR
OWN ADDRESS! Reservations are tied to email addresses. If you use your own, the system will think you
are the guest.
Additional Emails
If the guest wishes to send a confirmation email to others such as a spouse or co-worker, you can add the
email address here. If you wish to send additional confirmations to more than one additional email address,
click the Add Email button to the right of the line and additional fields will display.
Travel Agent Reservation
Select this option to input Travel Agent information.
Payment Type
Select payment type. Additional screenshots and information on each payment type are linked below.
None
Credit Card
Cash
Check
Account
Hotel Credit
Assign Room
You may assign a room at anytime. Simply Click, Hold and Drag to an available room.
None
None
Use this option if you do not know type of payment or guest is allowed to present payment at time of check-in.
Credit Card
Add a New Card
Select this option if you wish to use a credit card that is not on file for this customer. If a card is on file for this
customer, the last four numbers of the card will appear in the drop down.
Charge Description
Optional. Does not display to customer.
Amount to Charge
The amount listed here will be the suggested amount of deposit based on your Settings if you are
processing charges through the OpenHotel PMS.
Processing Instructions
If credit cards are being processed through the OpenHotel PMS, you have three options when running a
credit card.
Credit card processors have two operations relevant to this: authorize and capture.
Authorize validates the card and checks to see if they have funds for the amount provided.
Capture actually attempts to run the charge.
>Nightly Batch runs an authorize. If the authorize succeeds, it will queue the charge to run at 10 PM.
>Pre-Authorize runs an authorize and then just leaves the charge there, for the hotel to do with
as they please. To actually run the charge you must go into the charge details and run or void the
charge at any time. The preauthorized amount reserved against the credit limit of the customer's
card will remain for a predefined period of time until it is expired by the card-issuer. This time period
varies with all card-issuing banks.
>Run charge now runs an authorize and then a capture.
The majority of properties use Nightly Batch.
Billing Address
If address on reservation is different than billing address, uncheck this box and complete billing address
information.
Credit Card Number
Enter credit card number. System will validate if this is a correct number even if you do not process credit
cards through the OpenHotel PMS.
Notes
Enter notes regarding this credit card. Not visible to guest.
Expiration Date
Expiration date on credit card.
CVV
This is a three or four digit number located on the back of the credit card.
Swipe Card
Click before Swiping card. Credit card information will be entered. Most USB credit card swippers may be
used. Contact OpenHotel to see if discounted swipers are available. The card is not processed by just
swiping. You still need to enter the amount and finish processing the payment.
Cash
This is a calculator to show you how much change is due if a guest pays in cash. Cash transaction will post to Cash
Drawer if this feature is being used.
Amount Due
This will prepopulate per the information from Settings if you are processing credit cards through the
OpenHotel PMS.
Description
Optional. Does not display to guest.
Cash Received
Enter cash received from guest here.
Change Due
Amount of change due guest will display here.
Check
Payments by checks or traveler checks.
Description
Optional. Not seen by the guest.
Amount of check
Enter amount of check.
Check number
Enter check number here. Optional.
Direct Bill Account
Direct Bill allows you to track and/or invoice a reservation or a group of reservations. There are typically two
difference instances that direct bill is used.
Instance #1 - You bill a company for employees that stay at your property. You may either invoice them and they pay
as agreed or you may have a credit card on file that you run charges against per your agreement with them.
Instance #2 - A group may wish to pay all reservations with one payment type. The group could be anything from a
family reunion where Grandma is picking up the tab to a tour bus.
You set up direct bill accounts under Payments.
Payment Type
Select Account to charge an item to a direct bill account.
Account
Once you select the Payment Type as Account, a drop down will appear with all active direct bill accounts. If
the account is not listed, you may add one under Payments > Accounts
Charge Description
Optional.
Amount to Charge
Enter the amount to charge to the direct bill account.
Hotel Credit
Hotel Credits
Amount
You can use all or part of the credit.
Hotel Credit
If a previous reservation has a credit, it will show here and can be applied.
Charge Description
Optional
Credit Balance
Balance available from previous reservations.
Rate Information
Room Rates
Select this option to view this screen
Room Options
Change to this option to add items such as crib or pet fees. See Room Options for complete details.
The dollar sign
If you click on the dollar sign, the rates will copy all the way down. This is especially helpful with long
reservations that require a rate change.
Daily rate
You can change the rate of any day.
Tax exempt
Click this box to make this reservation exempt for this type of tax.
Edit Tax
You can edit the amount of tax.
Grand Total
You can edit the total amount of the reservation.
Room Options
Options can be added to a reservation. Typical options would be cribs, rollaways or pets. You can add options under
Rooms.
Option
This is a list of options that are available based on room type.
Add option
Click the option you want to add to this reservation.
Review Policy
Policies are based on the criteria of the reservation. The property's general policy will always display. In addition any
policy for the specific dates of the reservation, room type or discount will also be included.
Notes
Guest Comments
Guest comments come from a booking made by the guest on the property's booking engine.
Staff Notes private
These notes will show up on on the details of the reservations.
Staff Notes Public
These notes will be displayed on the guest's confirmation email and on the folio in addition to the reservation
details.
Confirmations
Confirmation Tab
Custom Responses
You can send out pre-defined messages either automatically or manually. See Responses for details on
setting up responses and suggested usage.
Guest Confirmation Email
Guests will receive a confirming email unless you change this to Do Not Send.
Hotel Confirmation Email or Fax
These two settings allow the hotel to receive a fax and an email of the reservation. This is typically not
necessary because the reservations are already being added to the PMS system.
Hotel Notification Emails
If you do not want to send notifications to emails recipients that are set up in packages, options, extras and
package add-ons, you can turn them off here for this reservation.
Reservations
This is a list of all reservations. You may search for a specific reservation from this page or in the upper right hand
side of any page you are on.
Search Options
You can use any combination of these three search options if you want to view specific groups of
reservations.
Status
This is used by clients that just have the booking engine not the OpenHotel PMS. Reservations can be
archived after they are entered in a PMS system other than the OpenHotel PMS
Reservation Search
You may search for reservations by any portion of a name or a confirmation number. This will return the
same results as the search box on the top right hand side of all pages in the admin area.
Details
Click details to view complete information about a reservation.
Room Assignment
Room assignment grid. This grid is the same as the tape chart on the main dashboard.
Navigation arrows
You can use the arrows on each side of the dark blue bar to move the grid ahead or behind a week.
Drop down
You may display the grid in either daily, weekly, bi-weekly or monthly formats. You may also select a date
from the calendar.
Modifying a Reservation
Split Rooms -
Video on Youtube - https://www.youtube.com/watch?v=BFiIPvsXIew
Changing dates
Rates & Availability
In this chapter you will see how to edit/manage rates, add discounts/promo codes and manage taxes/surcharges.
Add Rate Plan
Quick Close
Manage Rate Plans
Discounts and Promo Codes
Surcharges/Taxes
Add Rate Plan
The OpenHotel rate management is the easiest and newest way of rate management.
In most PMS and booking engine systems rate management is linear as shown in the diagram below
The old school way-

Linear rate plans (Not OpenHotel)
Spring Rates Spring Special Spring Rates Summer Rates

____________|_______________|________________|_____________
In this scenario in order to add the Spring Special you have to stop Spring Rates, Add the Spring Special and then
restart the Spring Rates. If you decide to change the Spring Special's dates you have to edit not only the end date of
Spring Special but also the second period of Spring Rates.
The OpenHotel Way

Stacking rates
Spring Special
|_________________|
Spring Rates Summer Rates

_____________________|__________________
In this scenario when you want to add a special or an event, you simply create a new rate period and it overrides the
existing rate periods for the dates selected. This allows you to easily change the dates of the Spring Special or even
deactivate it. Complete details and options are provided in the following chapters.
Rate Plan Details
Add Rate Plan
Rate Plan Name
Name the rate plan. If this is a Special this name will display. See more about Specials here.
Start and Stop Dates
Set the dates. These dates are nights of not check-out dates.
Discount Eligible
You can turn discounts on and off. See Discounts for complete details.
Cancel Range
Set the cancellation range if different from standard hotel cancellation as set under Settings.
Min Advance Booking
This will keep bookings from happening on the booking engine if set.
Blackout Packages
Check here to keep packages from being booked during this date range.
Min Stay
You have multiple option for minimum night stays.
Use the same minimum for all rooms - Set a specific number of nights.
Each room type has its own minimum stay - Set each minimum night stay on the Rooms that you
check below. You will find the minimum night in the Settings by the room type below.
Enforce min stay based on check-in day - This option allows you to require a minimum night stay
based on the day of check in. Example - If you wish to require a two night stay for Saturday night
check-ins, on Saturday, select 2.
Max Stay
Set maximum number of nights a reservation may be made.
Min During
If you set a minimum night stay above, you can make sure the minimum number of nights are forced to fall
within the date range.
Closed to Arrival
This should be used with caution. If you check any of the day specific boxes, guests will not be allowed to
check in on those days of the week
Rooms
Check all rooms that you wish to apply this rate plan to. Note - If you do not check a room, any rate plans
that that have the same dates many have rates that show through.
Overlapping Rates & Inventory
You have three options on overlapping rates. They are - This rate plan wins, This rate plan loses, and Let
me choose. For an overview of how overlapping rates work, click here. For complete details on overlapping
rates click here.
Discounts Tab
Editing Standard Discounts

Standard discounts can be turned off or edited for each rate period.
Discount
Uncheck any discount you would like to turn off.
Default Settings
Uncheck any discount that you would like to edit just for this rate period. When unchecked a box will open
allowing you to edit most aspects of a specific discount.
Derived Discounts
Derived discounts are Free Nights, Length of Stay Discount and Advanced Booking Discount. Complete
details are available here.
Derived Discounts
Derived Discounts
Select Discount
Check any of the derived discounts you wish to apply. If more than one checked the system will not stack
discounts. The best discount for the guest will be the one that is displayed.
Nights
The nights checked are eligible to be free.
Number of Free Nights
This determines how many nights the guest must stay to earn their free nights. NOTE that the first number is
the total length of stay. In the above screen shot shows if you stay 2 nights you get one free or a 50%
discount.
Consecutive Stays
if you wish for Free Nights to be valid multiple times during a reservation check this box. Example - if set for
stay 3 get 1 free, if the guest stays 6 they get 2 free, stay 9 get 3 free, etc.
Cancellation range
Change the cancellation range for this discount. You can also set it to be unable to cancel.
During Rate Period
If unchecked then part of the length of stay may fall before or after the rate period.
Set LOS
Set how many nights the reservation must be. You may set it to a percentage, flat rate or dollars off.
Set Advance Booking
Set how far in advance the reservation must be made. You may set it to a percentage, flat rate or dollars off.
Add/Remove
Click to add additional tiers to either LOS or Advance Booking
Special Tab
Posting a Special on your website
Special Eligible
Check this box if you would like this rate plan to display as a special on your website.
Special Description
Optional.
Policy Tab
Policy Tab
Credit Card & Deposit Policy
If this rate period requires a different deposit and you are using a payment gateway to process credit cards
you can set the deposit requirements here.
Event Policy
This policy is specific to this rate plan. It will be added to the hotel general policy if a reservation is made
during this time period.
Quick Close
A quick close is rarely used in the OpenHotel PMS application. It is primarily used for the OpenHotel Booking Engine
when used in conjunction with a different PMS.
Quick Close
You can force a rooms closed for a certain date range. This feature is typical used with the OpenHotel booking
engine not the OpenHotel PMS.
Rate Plan Name
Name the rate plan. This will only show internally. The default is Quick Close but we suggest using a more
telling name that will remind you why you are doing a quick close.
Date Range
Select a date range. These dates are night of not check out date.
Blackout Packages
Typically if you are closing inventory you will also closeout any packages you may have.
Rooms
Select the room types you wish to close.
Overlapping Rates & Inventory
If there are other rate plans during this date range, this rate plan will override them. For an in depth
explanation of rate overrides see Add Rate Plan.
Manage Rate Plans
Manage Rate Plans
Overlapping Rates
Manage Rate Plans
Manage rate plans
Filter
Filter the rate plans that are shown by All, Current/Upcoming, Expired and This Month. Select the option and
click GO.
Filter
Display rate periods by the month that they affect. Select the option and click GO.
Search
Search for a portion of the name of the rate plan. Make sure you click GO.
Copy
If you would like to create a rate period that has all the same settings as an existing rate plan, click copy. All
you will need to do is to change the dates and submit the new rate plan.
Details
View or edit an existing rate plan.
Overlapping Rates
Overlapping rates. In OpenHotel rates overlap rather than run linear. For an explanation click here.
Precedence
When viewing overlapping rates you may select for the rate plan you are current viewing or creating to take
precedence or an existing plan.
Discounts and Promo Codes
Discount - A discount is typically something like AAA, AARP, Local, or Military. It is a pulbic discount that shows on
the website booking engine.
Promo Codes - A promo code is just a discount but the user must know the promo code to receive the discount. The
code maybe used by website visitors or by staff in the PMS.
Manage Discounts and Promo Codes
Add Discounts and Promo Codes
Manage Discounts and Promo Codes
Managing discounts and promo codes.
Add Discount
Click to add a new discount or promo code.
Discount Filter
You can filter the view of Discounts and Promo Codes.
Details
Click on Details to view or edit a specific item.
Add Discount
How to add a discount or promo code.
Discount Name
This name will show to users.
Promo Code
A promo code many contain any number of alpha/numeric characters. If a promo code is used then the
discount will not show on the booking engine. If a promo code is used then online visitors must know the
code to receive the discount. Staff members have access to the promo discounts by either entering the code
or by selecting the name of the discount from a drop down when making a new reservation.
Displayed From/Bookable
If you uncheck the boxes next to Now/Never, you will have the option to select dates.
Displayed - This is when the discount/promo code is visible. For example, if you set a date of Display
from March 1 to March 31, if someone comes to the site on February 28, the discount will not display. The
discount is only available on the Displayed Dates.
Bookable - Bookable is the dates that the guest can stay.
Min Stay
Discounts and Promo Codes may require a minimum night stay.
Description
Optional.
Policy
This is a policy that is specific to this discount or promo code. It will be added to the general hotel policy if a
reservation uses this discount or promo code. A typical policy would be, "Must show proof of eligibility at
time of check-in.". A policy is optional.
Cancel Range
You may change the cancellation range for reservations that use this discount/promo code.
Qty
If you uncheck this box, you will have the option to limit the number of total discounts/promo codes.
Discount Type
Discount types include Percentage off, Dollars Off, Flat Rate or Free Night(s). You may set the discount to
start at any point of the guest stay.
Days
If a day of the week is left blank or if 0 is placed in any day, the discount/promo code will not be available on
that day of the week.
TIP: If you place the discount/promo code in the box for Sunday and then click on the word Sunday, it will
populate across to all of the days of the week.
Modify Rates
You can modify the existing rates and then apply the discount/promo code
Min Advance Booking
The guest must book at least this many days in advance to receive the discount/promo code.
This should not be used in conjunction with Max Advance Booking.
Max Advance Booking
This is used if you wish to offer a discount/promo code to last minute bookings.
This should not be used in conjunction with Min Advance Booking.
Applicable Rooms
Select the rooms that you wish to apply this discount/promo code to.
Surcharges/Taxes
Managing Surcharges/Taxes
Adding New Surcharges
Managing Surcharges/Taxes
Add Surcharge/Tax
To add a new tax or surcharge, click on the green + sign. See Adding a New Surcharge/Tax for details.
Type
Easy reference to see if an item is set as a tax or a surcharge.
Itemized
How is item displayed to guest. See Adding New Charges/Taxes for a complete definition.
Details
Click on Details to edit or view a specific item.
Adding New Surcharges/Taxes
Name
Enter name
Type
From this dropdown, select either tax or surcharge.

Tax is exactly that, a government tax. It will display on your tax report.
A surcharge is an add on fee such as a resort fee or it can be a mandatory fee that is date specific such as
parking during a special event.
Explicitly Itemized if selected will show this tax on a separate line on the guest's reg card and on the booking
engine. If you select Grouped Under a Total then the total will be combined. Group under a Total, for
example, will combine bed tax and sales tax under one total.
Mandatory or Exempt/Can be Changed - Exempt allows you to mark or change a tax on a reservation. See
New Reservation.
Description
If the user mouses over the tax this will define it for them. Please be short.
Policy
Optional. If you insert a policy here, it will be included in the policy that is emailed to the guest and on the
reg cards.
Dates
If this tax or surcharge is date specific, you can set a date range here.
Define Surcharge/Tax Settings
Surchages and taxes maybe room type specific. This is helpful if you have a cleaning fee, for example, that
is different for each room type.
Amount
This is where you set the percentage of flat fee. NOTE for PMS users - Your tax should be set to per night
not per stay in order to keep your audit report accurate.
Packages
Manage/Add Packages - coming soon
Manage/Add Extras
Video
Extras Training Video
Here is a link to a training video on Extras.
http://www.youtube.com/watch?v=RrJLwR2XN20&feature=youtu.be
Groups
Setting up a group
Add New Group
Settings
Policy
Notes
Holds
Adding group rates
Booking a Group Reservation
For Staff using the OpenHotel PMS
For guests using the OpenHotel Booking Engine
Training Videos on Groups-
Part 1 (Details & Holds): https://www.youtube.com/watch?v=lbEhMwHN7Zc&feature=youtu.be

Part 2 (Rates) : https://www.youtube.com/watch?v=J-aHpX3Gbiw
Add New Group
To add a new group go to Groups>Add Group
Group Name
Group name will be visible to guests that book into the group.
Group Code
Group Code is used for the group to book on your website booking engine. It is visible on group reservation
confirmations and folios.
Notify Email
You can notify multi people of activity on the group. This can be used for Group Leader notifications or even
notifications of staff. To add more that one email address, click the Add Email button. This is an optional field.
Bookable
This is the dates of stay. For example, if a family reunion is set for August 3 through August 6, you would
uncheck the boxes and enter the dates as from August 3 and to August 6.
Active
If you want to 'turn off' a group, unclick this box. This is typically used if you start setting up a group but need
to finish it later or if the group has canceled.
Settings
Max Reservations
This is the maximum number of reservations that is allowed for this group. Hint: when used in conjunction with
holds this allows for maximum flexibility. For example a group may only want 10 rooms but they can't decide on the
room types you can hold 20 rooms (see section on holds) and set this number to 10. When the group has booked their
10 rooms the remainder of the holds will be dropped any inventory made available.
Min Advance Booking

This sets the number of days that a guest must book prior to the reservation.
Inventory Default
This field is no longer being used.
Submit
You do not have to click Submit as your go between the tabs on this page. You may complete the data on
each tab and then click Submit just once.
Policy
Group Policy
This is a policy that is specific to this group. You do not need to repeat your hotel general policies here.
Group Credit Card Information

If your group is booking through your online booking engine, and you do not want to require credit card
information you may change this requirement here. A typical use would be a wedding that one person is
paying for or a company it is paying for all the reservations for its employees.
Notes
Notes
Notes are internal unless specifically selected to display to guests. They are displayed based up the
importance setting. See item #3.
Visible to Guests
Click this box if you wish to make these notes available to guest. The note will be displayed on the email
confirmation and on the folio.
Add
Click to add notes. You can add multiple notes of different importance.
Importance
There are two levels of display for notes on groups.
Standard: show on tab only.

This level will indicate that there is a note but it will only show if clicked on the tab that says Notes.
High: show at top

This level will show in its entirety at the top of all group reservations.
Submit button
Do not forget to hit Submit. You do not have to hit Submit when you navigate between tabs, just when you
are done with setting up your group.
Group Holds
Release Date
To set a date that all inventory will automatically release unclick the 'Release After' and a date drop down
and a calendar will appear. This date in inclusive. All holds, regardless of when any availability is
scheduled.
For example, if you set the Release After date to January 20, all inventory will be released into general
inventory on January 21. This is regardless of the dates set on the hold schedule below.
Hold Inventory
Hold dates for inventory are set by room type or by unit number or both. You can have different hold dates for
different rooms or for different units.
For example, if you set all Group Inventory for King Rooms to hold from Jan 10 through Jan 15, then those are the
dates they are held for the group. You can click Add Hold and then add the specific rooms, such as room 214, to be
held either for the same dates or for a different set of dates.
A couple of notes:
The Release After date will release all holds made by room type regardless of date.
You must also set rates for any dates that are being held. Rates and inventory are set after you set up the
Group.
Hold Start Date and Hold Stop Date

These dates refer to the night of, not check-in and check-out dates
Submit button
Do not forget to hit Submit. You do not have to hit Submit when you navigate between tabs, just when you
are done with setting up your group.
Rooms
Manage Rooms
Add or Edit Room Type Information
Units
Adding a room/unit
Manage Housekeeping Groups
Setting up a housekeeping Group

Adding housekeepers to a Group
Manage Rooms
Manage Rooms
Reorder Rooms
Click on this link and arrows will appear which will allow you to move the rooms up and down.
Details
Click on Details to update or change any information on a room type.
Add or Edit Room Type Information
Add a new room or edit an existing room.
Name
Name the room type. This is visible to the public on the booking engine and on confirmations on the PMS.
Display
You have the following options -
Show - Will show on the website booking engine. This is the most common selection.
Show only when available - if the room type is sold out, it will not display on the booking engine. Use with
care. If all rooms are set to this option, the website booking engine will not show any rooms rather than
prompting your website visitors to call to check for availability.
Groups only - Rooms are only available for group bookings.
Groups only when available - Will only show on website booking engine with a group code and only if there
is still availability.
Packages only - Will only show if a package is selected.
PMS only - Will not show on the booking engine but will show to staff when booking on the PMS.
Hide - Hide this room type on the booking engine and on the PMS.
Website/PMS Code
This is an internal code only. You many use this to identify a room type with a code such as DBL, QUN,
KNG, STE, etc.
Website/PMS Occupancy
Standard Occupancy - This is important if you charge a per person fee for the number of guests over the
standard. Example: If Standard is set to 2, the Extra Occ Charge is $10 and a reservation has 4 people
then $20 per night will be added to the reservation. If you do not want to charge for children, adjust the
number and age of children in Settings.
Description
This is the description that will be displayed on the website booking engine.
Policy
Optional: If a room type has a specific policy add it here. This is not to repeat your general hotel policies but
a policy that is specific to this room type. This policy will be added to the hotel policy if this room type is
booked. Example: A penthouse may have a policy that is more stringent than a regular room.
Options and Amenities
Optional: Different pages may display amenities that are specific to this room type. Options are such things
as cribs, roll-aways and pet fees.
Units
This is where you add/delete room numbers for this room type. See more information here.
Browse
Upload photos of of your room type. If more than one photo is uploaded, the images will slideshow on the
booking engine.
Add Picture button
If you wish to upload additional photos click on Add Picture. You may have as many photos as you wish on
each room type.
Use as Rep. Picture
If checked this photo will be the first displayed in the rotating on the booking engine.
Units
On the Unit tab you can add and manage units.
Auto Assign
Check this box if you would like the system to assign rooms to the first available room. This will not
randomize assignment - it will assign it to the first available room.
Add Units
Click to add units/rooms. A new window will open.
List of units/rooms.
This is a list of all the units that are assigned to this room type.
Adding a room/unit
This popup allows you add or edit a room.
Add options
You can add rooms one at a time or multiple rooms at one time by selecting the options from this drop down.
Unit #
You can add a room number or name.
Floor #
Select the floor number of this unit/room.
Status
You can set the status of the room here. This is usually not done here unless you want to immediately set a
new room to maintenance.
Comments
This comment will appear as a mouse over on the tape chart. Comments can show staff differences in
rooms when they view them from their dashboard. Common comments are:
- Close to elevator
- Obstructed view
- New TV
Exclude from ADR
By checking this box the revenue from this unit/room will not be added to ADR and RevPar. This is a
common setting for meeting rooms, marina slips, horse corrals, etc.
Manage Housekeeping Groups
This is where you can add rooms to a housekeeping group. This allows you to have assigned groups for specific
housekeepers.
Add Group
Click to add a new group.
Setting up a Housekeeping Group
Adding a new Housekeeping Group. You must have Admin rights to add a group.
Name
Name the group
Comment
Optional
Add Rooms/Units
Check the units to add them to this group. Units can be in more than one group. This allows you to have a
group for Tuesday and Wednesday and a different group for the rest of the week, for example.
Adding Housekeepers to a Group
You can add housekeepers to a group. Housekeepers may be in more than one group. If you do not have any
housekeepers as users and added to the housekeeping department, they will not show up here.
Name of Housekeepers
All users that are assigned to the housekeeping department will show here.
Select
Select the housekeepers that you wish to add to this group.
How to move a unit to a new room type
This is a step by step guide on how to move a room from one room type to a different room type.
Set up a new room type if necessary. Set the status to Show on PMS only. Instructions to add a room are here.
Add the room numbers to the new room type. Instructions to add units are here.
Add rates to existing rate plans if this is a new room type.
You now need to move all the reservations from the original unit in the original room type to the new room type.
You can find future reservations in one of two ways.
Method #1 - Find reservations in Manage Rooms

Go to Manage Rooms and select the details for the Room Type with the original room/unit number
Select the Reservations Tab
Sort the reservations by Arrival Date.
Find each room number in under the details.
Click on details for each reservation assigned to the old unit number.
Modify the room. Select the new room type and assign to the new room number.
Method #2 - Find reservations in the Tape Chart

From the main dashboard, scroll through the tape chart to find the reservations that are assigned
to the old unit number.
Drag and assign to the same unit number in the new room type.
A Modify box will open. Select Upgrade.
If the rates are the same, click Confirm Modify.
If the rates are different select Use Original Price and click Calculate and then click Confirm Modify.
Hint. If you have a number of room types and would like to put the room type with the old unit next
to the room type with the new unit, you can reorder the rooms. To see how to reorder rooms, see
instructions here.
To check and see if you have missed any rooms assigned to the old room type you can build a report for the old
room type.
Go to Reports>Revenue Overview
Click on the Build Report tab
Under Unit, select the old unit number
Select dates from the current month to a period that you feel comfortable would show all upcoming
reservations for the old unit number.
If none are shown, then you have moved all the reservations.
Now you need to take the old unit out of inventory.
Go to Rooms>Manage Rooms. Click on Details for room type where the old unit number was.
Select units and then on the details for the old unit type.
DO NOT DELETE THE UNIT!!
From the drop down menu in the pop up, select Inactive. It is the first item on the drop down.
Utilities
Phone Directory
Departments
Responses
Products
Sales
Phone Directory
Add Contact
Add a new contact by clicking on the +Add Contact. Complete details can be found here.
Display/Search by Alphabet
Click on any letter of the alphabet to display the contacts that start with that letter.
Contact Information
The information that is displayed is -
Name and Company. If you click the [+] sign, the address will be displayed.
Phone. If the phone is set up as a mobile phone and SMS is setup when the contact is setup an icon will
be display allowing text messages to be sent from the system.
Fax.
Email
Search
You can search for contacts
Edit Contact
Click on Details to edit or delete this contact.
Add/Manage Contacts
Contact information
Complete all information that you have.
Tags
Tags can help you find and view a set of entries. For example, you may wish to set up a tag for employees,
one for local restaurants and one for your vendors. You can then enter that tag and just the category you
chose will display.
Enabling text
When you enter a phone number, you have the option of enabling text messages to that number from the
Phone Directory main page. Click the Can Text box. A selection box will appear asking for the carrier. Enter
the carrier. When you view a contact in the directory that has texting enabled, you will see an icon that looks
like a phone. Click on that icon to text directly from the OpenHotel PMS. Note: This is a one way text. The
recipient cannot text you back.
Submit button
Don't forget to hit submit.
Responses
Sample responses
Sample Responses
We have compiled some sample templates for you to use in your responses.
Post Reservation
On behalf of the YOUR HOTEL NAME, we would like to personally thank you for choosing to stay with us. It was a
pleasure to have you as our guest and we truly look forward to your next visit.
We realize your time is valuable and appreciate your input and feedback so we can continue to provide service that
not only meets, but exceeds our guests expectations.
If you enjoyed your stay, we would appreciate it if you would leave a review on one of these review sites -
Trip Advisor Link

Google+ Link
Yelp Link
If you did not enjoy your stay for any reason or if you have some constructive criticism, I would like to hear from you
directly. My email is YOUR.EMAIL@SOMETHING.COM. You may also feel free to call me at 555-555-5555.
The information we receive from you will be reviewed by the management team to ensure that we are consistently
offering the highest levels of service.
Thank you for choosing the YOUR HOTEL NAME. We appreciate your valuable comments and look forward to
serving you again soon.
Kind regards,
NAME
TITLE
EMAIL
ADDRESS
CITY, STATE ZIP
WEBSITE
PHONE
Website Tab
coming soon
Content
coming soon
Mailer
coming soon
Gallery
coming soon
Guestbook
coming soon
Security
coming soon
Credit Cards
Manual vs Inegrated - You can process credit cards directly through the OpenHotel PMS or through a physical
terminal that is not integrated. This explains the difference.
Manual vs Integrated
Credit card processing on the OpenHotel PMS
There are two ways to process credit cards for your reservations. Both ways are outlined below along with some
FAQ's.
Manual Processing
When you receive a reservation either from your booking engine, by phone or by other means, you simply process
the credit card information using the method provided to you by your credit card processing company or bank. This is
typically a credit card terminal or you process online. The amount and when the card is run is based on your policies.
Integrated Processing
The OpenHotel PMS can automate your processing of deposits and charges. The system can be set to charge a
percentage of the reservation or a flat fee upon time of booking with the remainder charged at check-in or check-
out. Of course, if it is the property's policy not to charge a deposit, no deposit will be charged. You can also change
the amount to be charged based upon a rate period. An example would be if you wished to charge a higher deposit
during a special event. If you were running a special and wanted to make it non-cancellable and payment in full due
at time of booking you can also do that automatically.
Amount charged is based on room nights and taxes. Surcharges, Options, and Extras are not figured into the
automated charges.
In order to process credit cards you will need a merchant account and a payment gateway. A payment gateway talks
between the internet and the credit card processing. It is like an online terminal. Here is a link that explains payment
gateways in detail. http://en.wikipedia.org/wiki/Payment_gateway
There are a number of payment gateway companies. The oldest and most reliable is Authorize.Net. There are fees
with payment gateways. Authorize.net charges $99 for setup, $20 per month, $0.10 transaction fee and $0.25 batch
fee. Please visit Authorize.net or give them a call to verify fee stucture.
We support the following gateways -
Authorize.net
Arrow Payments
After you sign up with your gateway they will give you some code. We need this code to turn on your credit card
processing. Each gateway processor requires different information for implementation.
To sign up with Authorize.Net use the link below. If you have any questions about Authorize.Net your direct contact is
Jim Drake 801-492-6481 or email him at jadrake@authorize.net for your status update.
For Partial Credits or Refunds this form must also be completed and sent in to Authorize.net. We recommend you do
this immediately to avoid delays when the need arises.
Download this form and return to Authorize.net.
Sign up for Authorize.net here.
PCI Compliance
Major credit card issuers created PCI (Payment Card Industry) compliance standards to protect personal information
and ensure security when companies process, store, or transmit credit card information, whether it be a brick and
mortar or an online business. All members of the payment card industry must comply with these standards if they
want to accept credit cards. Failure to meet compliance standards can result in fines from credit card companies and
banks and even the loss of the ability to process credit cards.
PCI Compliance applies to all businesses or merchants, regardless of size, who acquire banks, are independent
sales organizations, processors, hosts, shopping carts, e-commerce and retail merchants. All merchants who store,
process or transmit card holder data must now be compliant. You may refer to your merchant bank for specific
validation requirements.
A SSL (Secure Certificate) is not a valid PCI compliance requirement. Its purpose is to secure connection between
customer's browser and web server, as well as, validation of a Website organization. To be PCI compliant you must
protect credit card information.
To satisfy the requirements of PCI compliance we has a registered account with TrustKeeper, a certified PCI
compliance provider for all credit card companies. TrustKeeper has validated the compliance of the majority of
service providers listed on the Visa and MasterCard websites.
OpenHotel stays up to date on all PCI compliance regulation changes. Please contact us if your merchant services
provider requires a copy of our PCI Compliance Certificate.
If you have any other questions regarding PCI Compliance please feel free to contact us anytime.
General Information
Support options and OpenHotel contact information
Support Options and Contact Information
Phone Number: 702-628-5014
Fax number: 888-235-1801 or 702-475-6521
Support hours: 9:00 AM - 7:00 PM ET
Emergency support 24/7 through the main phone number. Follow the prompts.
Online class registration http://openhotel.com/classes
Email your support request to: help@openhotel.com
Mailing address:
PO Box 371627
Las Vegas, NV 89134
Email
POP vs IMAP - Read me first
Web Access
Adding a New Email Address
Pop vs IMAP - READ ME FIRST
What is POP?
POP is short for Post Office Protocol. POP is one method used by e-mail programs to retrieve e-mail from the server.
The important feature of POP is that when you retrieve your mail the messages are moved from the server to the
computer you use to check mail.
What is IMAP?
IMAP is short for Internet Message Access Protocol. It is the other main method used by e-mail programs to retrieve
mail. Unlike POP, IMAP keeps your messages on the server. When you click to read a message IMAP presents the
message that is stored on the server. The disadvantage of IMAP is that if the mail server is not accessible (either
because it's down, or you're not in a place where you can reach the Internet), you won't be able to read your old
mail.
What does that mean?

If you use POP your emails are downloaded and you can only access them from the computer you downloaded
them to. If you use IMAP you can access the same emails from multiple devices such as your laptop, your desktop
and your home computer.
Which should I use, POP or IMAP?

Our experience shows that how users interact with their e-mail is intensely personal, and the decision is ultimately
yours. However, here are some general guidelines:
Use POP or IMAP; do not mix the two. Doing so will cause all sorts of problems.
Use POP if you read your mail on only one computer.
If you use more than one computer to read e-mail use IMAP.
If you need to use more than one e-mail program to read your mail, set each program to use IMAP.
Some e-mail programs have a "leave mail on server" option that simulates IMAP mode. If you use this feature
please consider using IMAP.
If you are still unsure about which to use, or need information on how to switch from POP to IMAP (or IMAP to POP),
please contact support.
Web Access
You can access your email account online at http://aimailbox.com or http://

YourDomain.com/mail (replace YourDomain.com with your actual domain name).
Simply sign in by using your full email address as your user name and
password. If you have forgotten your password, please contact support.
User Name
Your username is your email address.
Password
Enter your password. If you do not know your password, please contact support. We cannot see your
password but we can reset it when you contact us.
Version
Advanced offers the full set of Web collaboration features. This Web Client works best with newer browsers
and faster Internet connections.
Standard is recommended when Internet connections are slow, when using older browsers, or for easier
accessibility.
Mobile is recommended for mobile devices.
To set Default to be your preferred client type, change the login options in your Preferences, General tab
after you log in.
Adding a New Email Address
If you would like to add an email address to your account, please submit a support ticket or contact support.
In your support ticket include:
1. The email address you would like created.

2. The first and last name, or display name.
3. The password to use for this account.
4. If this email is forwarding to another email account, where should it go?
Email addresses are $15 per year with unlimited storage. We will invoice you for email addresses unless they
forward to another email address. There is no charge for emails that forward.

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OpenHotel User Guide

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OpenHotel User Manual

Each topic in this user manual maybe printed.

This manual is an ongoing project and is updated regularly.

If you would like to download and print the entire manual,

Follow us on Google+ to see all our videos.

If OpenHotel hosts your website:

If OpenHotel does not host your website:

Enter your email address here.

Enter your password here.

Make sure you click Remember Me.

This section is divided into the following chapters -

Hotel Payment Settings

Primary Phone Number

The logo will display on PMS reg cards.

Secondary Phone Number

Video available here.

Default Audit Time

Default cancel range

This information will appear on confirmations and reg cards.

Check in/Check Out Time

This information will appear on confirmations and reg cards.

Credit Card in Faxes

Kids Stay Free

Credit Card in Emails

Term for Rooms

Do you call them rooms, cabins, apartments, suites or something else?

Terms for Units

Booking Engine Styles

Send the snippet code to your webmaster to install.

Preview or Get Code

Click the Preview Button to see what the

Guests must be 21 years or older to check in without a parent or legal guardian.

NO IN-ROOM PARTY POLICY

Credit Cards Accepted

Select the types of credit cards accepted.

Credit Card Options

Payment Gateway Options

These should almost always be checked.

Update Staff Announcements

The following menu items are under the hotel tab.

Rates & Availability

Reports - not yet published

Packages - not yet published

Groups - not yet published

Rooms - not yet published

Payments - not yet published

Utilities - not yet published

The following pages provide a detailed walk-through on making a new reservation.

You can also view a video walk through here.

Step by Step in making a new reservation.

Select Check out date.

Select number of Adults and Children.

Check Availability button

To view packages select this option.

Enter the guest information and payment information.

Required unless set to optional under Settings.

Required unless set as optional in Settings.

Travel Agent Reservation

Select this option to input Travel Agent information.

Add a New Card

Optional. Does not display to customer.

Capture actually attempts to run the charge.

>Run charge now runs an authorize and then a capture.

The majority of properties use Nightly Batch.