3. Hotel Reservation Software HotRez - Customer Administration
All customer data of the hotel reservation system go here. Invoices are created from each customer page. You can add relationships between guests, print birthday lists and more.
3.1. Customer Data Entry
3.2. Check in list
3.3. Birthday list
3. Customer Data 
Back to the start menu click the “CUSTOMERS” button. You will be directed to the customer list. Click on the example customer or the “Customers” tab to go to the customer’s information sheet. Similar to the staff module where you have entered your staff data, you can enter as much information as possible here by clicking on each field and fill in the required information.
E-mail addresses and website addresses result in a direct link when entered to the database. This means you can click on the link and your browser will automatically open to direct you to the selected website. The e-mail button will bring you to the built in e-mail client.
Below the personal information you may want to enter relationship to another customer (friends / family).
“CLICK FOR NEW CUSTOMER INFO”. The personal information is for special remarks about this customer. “CLICK FOR NEW INVOICE”. Click the bar to create a new invoice for this customer. A customer can have only one open invoice at the time. If a customer pay’s the bill in between, close the invoice by marking it “PAID” and open a new invoice. You can navigate to a customers invoice by clicking on the “Customer Invoice” tab or by clicking directly on an invoice in the invoice list in the lower right corner. The “Customer Invoice” tab will always bring you to the last invoice of this customer.
“CLICK FOR NEW MESSAGE” will bring you the mail layout page from where you can choose a text template by clicking the “CHOOSE TEXT TEMPLATE” bar. You can also create a new text template by clicking the “TEXT TEMPLATE” button in the navigation.
You can preview or print the message or send it by e-mail using the appropriate button in the navigation.
You can select related customers to send the same or an altered message from the relationship list.
Click on the “CHECK IN LIST” button in the navigation to see or print a check in list for any day. To see the check in list for a certain day, select the date in the calendar and click “OK”.
Click the “BIRTHDAY LIST” button in the navigation to select a date range from the calendar to see all birthdays for any period of time or just for a single day.
To select addresses for a ‘Set’ or search for particular addresses or other information stored in your database, click on the "SEARCH" button in the top row of any layout.
Enter the keyword you are looking for in one of the now empty fields and hit the enter button. All files with a matching keyword will be shown.
Note: If you are, for example looking for ‘English’ in a language field you may type ‘eng’ and hit the enter button. The result will also turn out all languages beginning with ‘eng’ = English
The advanced search function lets you search for additional keywords after you have made your first search. To use this function follow the steps in the search function and continue with clicking the “NEW SEARCH” button to enter an additional keyword.
Note: “NEW SEARCH” will add additional files to your search criteria; it will not overwrite the first search results!
Example: Your first search turned out all customers from Switzerland . Clicking the “NEW SEARCH” button now and entering ‘ Austria ’ will turn out Switzerland AND Austria . Repeating the New Search function with the keyword, Germany ’ would turn out all customers from Switzerland , Austria and Germany = All German speaking Customers in your database.
A special feature of the customer module is the “Set” function. You can group as many addresses to one set as you wish and store the set under an easy recognizable name. Each address can be stored in multiple sets and can be used for statistics and mass-mailing.
To create a new set, select the addresses you wish to add in the customer list. Than click on the button “SET” and select “NEW SET” in the dialog box. Finally give the set an easy recognizable name like ‘Divemasters 2006 – Eng. ’ or ‘OWD - Ger. 2006’.
To open a ‘Set’ click on the “SET” button and select “SHOW SET” in the dialog box. The ‘Set-List’ shows all sets you have entered into the database. Click on the name of the set you wish to work with and all addresses in the particular set will be shown as a list.
To send a newsletter to the customers in your set click on “EXPORT TO MAIL” and follow the steps in the ‘E-mail and Newsletter’ section.