Principal is the organisation name applied on all documentation headers and email communication, for example:
This is a standard user email, the principal name is 'Amanzi Reservation Office' as per the setting on the default table
The principal record also provides the web address (URL) for the 'Visit our website' link on the main menu
Records shown in this drop down are business and properties from the property tree
Reservation office link
The record allocated as the reservation office link will provide the email, telephone, fax and postal address on all documentation used within the system
Only business/properties listed in the property tree with a telephone and email are included in the list
System administrator
This is the selected user to whom any system generated messages (such as system-generated error reports) will be sent
This is also the user referred to as the 'System administrator' in any automatically-generated communication (refer to figure 25 'Jill Bennett' is set as the system administrator)
Default table setting
Only internal users who have an email address recorded are listed in this drop-down
Public can toggle provisionals
The availability calendar displays availability information with confirmed and provisional reservations taken into account
This setting enables the system administrator to allow users to change the availability display by excluding provisional reservations (i.e. not taking provisional reservations into account when calculating availability)
Setting this to Yes will enable public users to toggle, setting this option to No will prevent the user from being able to display the calendar without provisionals (i.e. provisionals are always included when calculating availability information)
When the default setting is set to 'Yes' to let users toggle, the checkbox in the Include provisionals field is active - this means users can choose to include or exclude provisionals when the calendar is displayed
Here is a view of the same availability in the previous figure, but with the 'Include provisionals' flag removed
This flag will apply/disable the provisional toggle on the public users
Provisional expiry
This field will calculate the default provisional expiry date that will be set on provisionally-requested reservations
Internal users can over-ride this date, but it is disabled to external and public users
The example below show is based on a reservation created by an internal user on 09 October 2003, the default expiry date is set to 23 October 2003 (a 14 day expiry setting)
Default table setting
Exchange rate expiry
Similar to the provisional expiry date, this field determines the default expiry on any exchange rates applied to a reservation
The expiry date is calculated from the date the exchange rate is applied
New reservation timeout
A maximum length of time is allocated from when an user initialises a reservation from the availability calendar and captures the reservation details on 'Step 2'
This field is where the timeout setting is applied to the reservation, where the user exceeds the timeout, the reservation is released and the session expiry prompt displays:
Default phone type
This is the defaulted 'description' for a telephone type on the telephone directory when a new telephone number is added
Telephone numbers can be added on the contact and property details screens
Default payment plan
This is the payment plan that will be applied to public users and agents (who have not been allocated a payment plan) on Step 3 of the reservation wizard
This is also the default payment plan allocated to a reservation.
Invoice title
The name/header to display on the final financial reservation invoice
Proforma title
The name/header to display on the proforma invoice
Proforma note
A standard note to appear on all proforma documentation (this note appears directly beneath the itinerary, extra and travel cost summary)
This is applied when a reservation status is provisional or confirmed
Maximum rooms requested by restricted users
This is the maximum number of rooms users (who through access control are restricted from seeing room numbers on the calendar - this means they only see white or red calendar cells) can book per itinerary item
When the user requests more rooms then they are permitted, the overbooking request pop-up will open
This user group is not permitted to view room numbers, the maximum number of rooms they can reserve is restricted to 1 - they requested 2 rooms and the Maximum Rooms pop-up opens (they have exceeded their maximum request based on the default tables setting)
Default table setting
Rate used when itinerary overlaps different rate periods
When a user creates an itinerary item across a rate period, the item is either based on the first rate applied or is split into multiple items (each with a different rate applied)
The below example displays the split of a selected itinerary - this occurs when the rate period varies and the default table is set to 'Split itinerary Item'
Default rate type for internal users
Internal users can access all rate types
The default rate is the rate type that the availability calendar is initially displayed in
Allocate rate type to public users
To allocate rate types to a public user, select the rate type from the drop down menu and click the 'Add' button to add the rate type to the public rate type list
Once the rate type has been added to the list, it will not be displayed in the drop down menu
To remove a public rate type click the Delete button from the rate type list
Click the delete button from the rate type list to remove a rate type accessible from public users
