Reservation Software
Business Center ( Back End)
Here
you find snapshots of all elements related to
the Charter RMS. This will give you a visual understanding of the software's layout and the structure of
the features. The layout of our software was developed
to be easy to understand and navigate.
There are
no hidden features, everything is right in front
of you; all of the descriptions for each feature
are not directly shown on the software so it doesn't
seem cluttered. Instead, we placed a red circle
(?)
question marks next to each feature that when
clicked will open a help file.
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| Main Administration |
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Once you log in to the reservation software
you will be taken to the main administration area. This is where you can easily navigate to any part
of the application. It also will display any bookings for that day. |
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| Calendar Settings |
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The Calendar Settings
is where you set the length of your season, configure
the no online booking feature time, set the time zone you are located inand set the global
maximum number of people you can carry.
You also set your exclusive trips,
the name of trip(s), the trip details, the price,
the max number of people for that particular trip, when the trip begins and whether you want to capture
the payment or just authorize for each trip.
This is where you
can select what trips have there own reservation policy or you can just
have a general policy that applies to all of them. You also have the option to display your business name and website address on the site and exclusive price/deposit
and shared price/deposit along with several other display options. |
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| Advanced Settings |
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The Advanced Settings is the core of the flexibility
of our software. This is where you configure your shared trips
by setting the price, deposit, and the maximum number of people needed
to confirm and book the trip. You also set the time when to cancel
the trip if the trip wasn't confirmed. If a trip isn't confirmed the auto
respond feature will automatically send an email to all of your customers for that
cancelled trip.
You also have the ability to capture
or authorize the payment. If you choose to authorize
the payment only and the trip is cancelled you
do not have to worry about refunding any of the
customer's payment since the payment was not received,
just authorized and the authorization automatically
goes away.
Another powerful feature is our
Trip Compatibility. this makes certain trips compatible with each other;
in short multiple bookings for the same day. You just simply select the trips
that be run on the same day.
We also have a Mini Seasons feature
that allows you to run any trip for a certain time. Our Extra Charge Per Person(s) is
designed with the backcountry guys in mind. It allows you to charge an additional fee starting
and ending with any number.
The Extended Days feature allows
you to set any trip for any length of time
To view of of the features our reservation software has, click here. |
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| Pro - Payment Options |
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The Payment Type settings allows
you to choose whether you want to offer a deposit
and full payment, deposit only or full payment
only. You can select the Gratuity checkbox if
you would like to add a gratuity option to the
checkout page. This system also allows you to
set a Full Payment Only Within (x) amount of days
from the current date. With our software you can
offer up to 6 different credit cards and they
can individually turn on/off with just a click.
The Global Deposit Amount allows
you to have one deposit amount for all of your trips. This can be a percentage or a flat
rate. You can also have Deposit Amounts For Individual Trips they to can
have either a percentage or flat rate.
Fuel Charge feature allows you to add a fuel charge
for each trip, both exclusive and shared. You can also rename this features to whatever you like.
Live Bait Charge feature allows you to add a live
bait charge for each trip, both exclusive and
shared. You can also rename this features to whatever you like.
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| Pending Reports |
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When you have an
exclusive booking either done by the customer
or you by entering a trip through the system they will be stored in the Reports Pending Trips and it will be added to your customer list
as well. These bookings will be listed and will
display the customer’s name, order#,type
of trip, date of trip, payment type, balance due
and the trips color.
There are many ways to search
through your trips, you can search by customer's
name, order #, date range, list alphabetically
or by balance due.
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| Pending Customer Details |
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The pending customer's details is accessed by
clicking on the customers name in the pending reports page. Here you
have detailed information related to the customer. You will also have two text boxes
for refund amount and charged amount Any money paid will go into the
refund box.This is in case you needed to refund the customer you can keep
the same amount or change the amount then press refund. The charge
text box will automatically fill if you owe the customer money; for instance
the customer changes the trip to cheaper trip.
The Trip Details consist of type
of trip, day of trip, trip mode, booking status, and payment status.
Our software has a very powerful cross verification
system. If you needed to change a customer's trip to a different day or
different trip simply navigate through the calendar and select the day you want
and whatever trips are available for that day will appear to the left.
You will never have to worry about double bookings with this reservation software.
At the bottom
of the page is the customer's billing and contact information.
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| Past Reports |
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The
Past Reports are very similar to the pending reports
in regards to layout and search functions. They also display the amount paid, and total # of trip from that customer. |
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Past Customer Details |
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You access a customer's past details the same
way you would with the pending trips by selecting the customer's name in the past reports. Here you have the customer's name, address,
phone number and email address.It will also display the total number of trips
from that customer,
the numberof days since the last trip and any pending
trips. You also have a record of all order#'s,type
of trip, date of trip, and amount paid.
In your Cybersource business center you will
have very detail reports on all tranactions.
(Professional Version Only) |
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Reservation Policy |
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The Reservation
Policy is whatever you want it to be. You can
have just one for all of your trips or have one for each
of your trips. When a customer books a trip they must check the agree to terms
and conditions of your reservation policy in order to book a trip.
By
them filling in their own billing and personal information
and agreeing to the terms
it will safeguard you from any rare disputes that might arise. |
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Calendar |
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This
calendar is where you can make any trip available
or unavailable for any day, week, or month. You can block out a day
for a month or for your entire season with one click. |
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Calendar |
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To modify a day
in the Captain's Calendar simply select the day
you want to modifiy. The calendar will open up the trips
for that day to the right of the calendar.
To
make a trip unavailabe or the entire day unavailable
just uncheck the box next to that trip. To make a trip
available simply check the box. This feature is very useful if you don't want
to make a particular trip available for a certain day. |
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Customer List |
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Every
customer added to the Software will be displayed in the customer list. This list consist of the customer's name,email
address, telephone number, last booked trip and
the # of days ago since the booking.
You can search
the list by customer's name and list it alphabetically. When
you click on the customer’s name it will take you to their details; either
pending or past based on the status of the booking.
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Trip Details |
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The trip details
allow you to add any related information for any
trip. You can tell your customer's what to bring, what
you supply, what time to arrive, directions to the boat, what not to
bring; any thing you want.
Each trip can have its own unique details. The
trip details are also included in the confirmation page and email the customer gets.
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Shared Reports |
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Any shared trip
bookings will be located in the Shared Trips Reports. This has the same layout and function as the Exclusive
Reports. There are pending and past reports, you can search by
customers name, order#, captured trips, authorized
trips, and by date range.
The shared trips are listed and display the date, type of trip, shares
sold for the trip, shares left for the trip , payment, and total amount. Also,
when a trip becomes confirmed it highlights blue and an automatic email is sent
out to the customer's holding shares. |
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Shared Report Details |
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From the Shared
Reports you can enter that days trip details. This informs you the status, total number of shares sold, charter
date and charter type. If you have set the payment to authorize you can
manually capture the payment from every customer
or just certain customers. The Shared Reports
Day Details are listed with the customers who
booked that shared trip. This displays the customer's
name, order #, shares bought, purchased, payment and total.
To
change a person trip or date select their name
and you will
go to their detail page. To View: Click
Here |
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Capture Settings |
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With the ability
to capture and authorize payments, we added even
more flexibility! If you authorize your payments and
want to capture them this feature allows you to set the exact hour you want
to capture. You can capture a payment (x) amount of hours before the
trip or (x) amount of hours after the trip.
This can be a general setting
or you can choose to have different times for
different trips. You can also just set it to the
Auto-Capture feature which will capture the payment
automatically. This works for both exclusive and shared trips.
You may want to just take authorizations for the
deposits and collect the payment at the dock. The Authorization will simply go away on it's own. No extra work for you! |
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