How Resident Pro Works

Empower your team and help them to help you

If you already have a computer and printer you are missing the most powerful part "the software". It is unlikely you will want to use ALL the software features right away, however, in time you will be glad of the many built-in tools which come with Resident Pro. Lets look at the impact of Resident Pro from the perspective of the following people...

The Receptionist

At last, I'm on top of it all! The Reservation Chart is colour coded so I can see at a glance which bookings are confirmed, checked-in or overdue. It's useful to be able to see all the room names and descriptions too with just a single click of the mouse. I can make bookings for guests that have stayed before by simply typing in the Post Code or by searching the Guest Database. Automatical Letters, Emails and SMS text message confirmations are a really handy way of communication. Here comes another Fax to let me know someone has just made an Online Booking. The manager has highlighted certain dates on the Reservation Chart in Colour, to indicate when the hotel has special rates, and special local events, and you can see at a glance that a maintenance job is "to do" in one of the rooms. The built-in town speller is also good for my new trainee.

The Housekeeper

I know who is arriving, staying and checking out, and how many towels to put in the rooms. My laundry bill has reduced. I no longer put 4 towels in a double room when it is let to a single person. The Daily Bed Report indicates what time people are arriving, how many nights they are staying, what time they require their early morning call, and any special requests - such as flowers or champagne to be put in the room for their arrival. It appears this departure needs converting from a Queen size bed into a zip and link Twin for Thursday.

The Bar Tender

When a new guest asks me to put their drinks on their bill, I know know who they are as their name in on my copy of the Rooming List. The list shows the name of all the Residents and the non-residents. We use a 'point of sale' EPOS terminal which is great. It's linked to the reception computer so when I billback a sale, the guest name appears onscreen on the till. I can enter bar food, and drinks orders and keep track of tables and waiting times, all with the assurance that any billbacks will go straight onto the guests bill.

Service

I take food orders for our restaurant, and I use the Restaurant List which shows me all the pre-booked times of Residents and non-residents. It's great because I can use the list to plan my tables, food checks, times, and wine. The kitchen have a copy too, so we can work as a team. Let me see, according to tonight's list, one of the guests requires a highchair. Recently, the hotel bought an EPOS unit, so I now place my food orders straight onto the unit, or onto the computer on the front desk, and it prints to the kitchen. Now bills are updated the instant an order is placed!

The Chef

It's about time I got some accurate figures. Now I can prep for the right number of people because the catering forecast gives me resident and non-resident numbers. Half of tonight's residents are on a dinner, bed and breakfast package and one of the rooms has requested a birthday cake at 8pm. The forecast also shows me all the forthcoming wedding numbers, sitdown times, functions and conferences. It's good to be able to see how much money we are taking on food, and how popular all the dishes are - this helps me with my GPs.

The Guest

I visit the hotel a couple of times a year, and the hotel always remembers my details when I contact them. This is great because I know I dont have to repeat my company address details when I phone, or remind them that I am a vegetarian, and have an allergy to feather pillows. One time, when I phoned from the hands-free in the car, the hotel confirmed my reservation to my mobile!

The last time I booked, I used the hotels website. I was quickly able to find a suitable room and make my booking online. The hotel confirmed everything that same day to my office fax.

During my stay, all the staff seem to know my name, and on departure, I always receive a clear vat bill that I can actually understand, and can present to my company's accounts department.

The Manager

Now I can see exactly how the hotel is performing. Accommodation takings, breakfast sales, lunch, dinner, bar take, telephone calls, newspapers... the lot. I know exactly how effective my advertising is, so I can plan my marketing budget with confidence. When setting hotel tariffs it is so useful to compare occupancy figures, heads on beds, and revenue spend from one month to the next. I can study how this July compared to last July and where the business comes from.

When I do the banking, all of the cheques are listed for me. I also like the fact that wine is automatically marked off stock when added to a guest bill, and that I can export the daily figures to my Sage accounting software.

After only a year I was able to mail a newsletter to past guests of the hotel. The database allows me to target my marketing, and print letters direct from Resident Pro. I can also mailmerge labels to Microsoft Word, and export emails to my bulk-email software.

I can now keep on top of overdue accounts, and highlight designated rooms that are booked by travel agencies and internet booking agencies. We have saved money by contacting and removing bookings that are unconfirmed, just blocking business.

The Proprietor

The hotel staff are now running as a team, thanks to the Resident Pro software system behind reception. The software communicates essential information between departments, and helps my staff to look after my guests with an enhanced "personal touch". I particularly like the fact that drinks, food orders and phone calls go straight onto bills, and that money taken in reception goes straight into a CashDrawer under the counter. My manager can also look back at logs to find out who has been making bookings, and changing them. Flexible and accountable!

The Accountant

All the sales and vat are clearly listed, and I can see that the money balances on a daily basis with the Z reports on the Credit Card machine. The transactions are dated with the initials of the user. I can see how much money is owed to the hotel by debtors, how much money is held over in cancellations, and the value of all the forward deposits taken. A stock list shows me the hotel is holding £1,025 value of wine in stock, and the sales popularity of each bottle.

View typical installation

Live Presentation

Let's arrange a presentation, live to your pc screen. This interactive presentation will allow you to see the software working while we talk over the phone.

Benefits

It makes life easier.

It organises your reservations.

It can increase your occupancy, and maximises your revenue.

It looks Professional, with itemised bills and letters.

It reduces mistakes.

It's a complete system of work, not just a diary.

It links to telephone systems, epos, online bookings, and sage.

It's independently written and supported, around an in-depth knowledge of hotels.

It saves you time and money, and makes your work organised and efficient.

It produces statistics automatically, to help you make informed business decisions.

It's accountable and yet flexible to use, to help your staff help you.

It's value for money. and affordable, with low support costs.

It's Windows based, simple to use, and easy to learn.

It's stable, proven, and well established.