Quick Reference Guidest-prd-help.s3-website-us-west-2.amazonaws.com/webhelp/...virtual card associated to their account will have a card icon by their name . 3. Click the name of the

Quick Reference Guide

July 2016

THE INNOVATIVE WEB-BASED PROPERTY MANAGEMENT SYSTEM

SkyTouch Hotel OS® Basic Functionality .................................................................................................................................................................................................... 1 Quick Keys Menu ...................................................................................................................................................................................................................................... 1 Session Time Out Pop Up ......................................................................................................................................................................................................................... 1 Creating a Reservation or a Walk-In ..................................................................................................................................................................................................... 2 Modifying or Changing Reservation Information ................................................................................................................................................................................ 2 Viewing Changes in Reservation ........................................................................................................................................................................................................... 2 Cancelling a Reservation ........................................................................................................................................................................................................................ 3 Checking in a Guest who is paying by Credit Card .......................................................................................................................................................................... 4 Checking in a Guest who is paying by Credit Card (Shift4 Only) .................................................................................................................................................... 4 Checking in a Guest who is paying by Virtual Credit Card .............................................................................................................................................................. 5 Checking in a Guest who is paying by Cash ....................................................................................................................................................................................... 5 Checking Out a Guest ............................................................................................................................................................................................................................. 5 Posting a Charge ...................................................................................................................................................................................................................................... 6 Posting a Payment .................................................................................................................................................................................................................................... 6 Posting an Adjustment ............................................................................................................................................................................................................................. 6 Correcting a Posting ................................................................................................................................................................................................................................ 7 Printing Reports .......................................................................................................................................................................................................................................... 7 Opening a Cashier Shift ........................................................................................................................................................................................................................... 7 Closing a Cashier Shift .............................................................................................................................................................................................................................. 7 Changing a Room Condition Status ..................................................................................................................................................................................................... 8 Placing a Work Order for a Room or Setting a Room as Out of Order ........................................................................................................................................... 8 Completing a Room Work Order ........................................................................................................................................................................................................... 8 Creating Property Work Orders .............................................................................................................................................................................................................. 8 Editing and Closing Property Work Orders ........................................................................................................................................................................................... 9 Emergency reports ................................................................................................................................................................................................................................. 10


JEDI Computer: ................................................................................................................................................................................................................................... 10

Emergency Reports Configuration ...................................................................................................................................................................................................... 10 SkyTouch Hotel OS® ........................................................................................................................................................................................................................... 10

Guest Profiles .................................................................................................................................................................................................................................................. 1 Find a Guest Profile ................................................................................................................................................................................................................................... 1 Create or Edit Guest Profile ..................................................................................................................................................................................................................... 1 Enable Extended Guest Profile ............................................................................................................................................................................................................... 1 Guest Profile Screen ................................................................................................................................................................................................................................. 2 Special Requests ....................................................................................................................................................................................................................................... 3 Profile Notes ............................................................................................................................................................................................................................................... 3 Merging Profiles ......................................................................................................................................................................................................................................... 4

Company Profiles ........................................................................................................................................................................................................................................... 1 How to Create a New Company Profile .............................................................................................................................................................................................. 1 How to View Company Profiles .............................................................................................................................................................................................................. 2 How to Print Direct Bill Invoices and Statements ................................................................................................................................................................................. 2 How to Create Tax Exempt Manual A/R Invoices ............................................................................................................................................................................... 3 How to Post a Payment to a Direct Bill Invoice ................................................................................................................................................................................... 3

Groups ............................................................................................................................................................................................................................................................. 1 How to Create a Tentative Group Master ........................................................................................................................................................................................... 1 How to Pick Up a Room from a Group Block ....................................................................................................................................................................................... 3 Tentative vs. Definite Group Status ........................................................................................................................................................................................................ 3 How to Enter a Contract Received Date ............................................................................................................................................................................................. 3 How to Manually Change Group Status .............................................................................................................................................................................................. 4 How to Perform a Quick Pickup of Rooms ........................................................................................................................................................................................... 4 How to Create a Rooming List................................................................................................................................................................................................................ 4


How to Batch Check In/Check Out a Group Rooms......................................................................................................................................................................... 5 How to Change Group Stay Information ............................................................................................................................................................................................. 5 How to Post Charges and Payments to a Group Folio ...................................................................................................................................................................... 5 How to Set Up Charge Routing .............................................................................................................................................................................................................. 1 How to Add Rooms to a Group Block ................................................................................................................................................................................................... 1 How to Print or E-mail a Group Contract .............................................................................................................................................................................................. 1 How to Create Group Notes................................................................................................................................................................................................................... 1 Email Rooming List Template in Comma Separated Values Format ............................................................................................................................................... 2 Sales Manager Column on Group Master List Report ........................................................................................................................................................................ 3 Commissionable Flag for Group Reservation ...................................................................................................................................................................................... 4 Company Profile Information Auto-Fills Group Master ....................................................................................................................................................................... 4 Create Group Notes ................................................................................................................................................................................................................................ 5 Group Actionable Notes Report ............................................................................................................................................................................................................ 8 Group Arrival and Departure Time ........................................................................................................................................................................................................ 9 Set Group Guarantee/Cancel Policy by Group ................................................................................................................................................................................. 9 Group Guarantee/Cancellation Policy Confirmation Email ............................................................................................................................................................ 9 Group Contract Information ................................................................................................................................................................................................................. 10 Group Rooming List Due Date .............................................................................................................................................................................................................. 10 Group Reservations List .......................................................................................................................................................................................................................... 11 High Balance Report .............................................................................................................................................................................................................................. 11 Group Reservation Status Report ......................................................................................................................................................................................................... 11 Group Pickup Detail - Group Average Daily Rate (ADR) and Revenue by Day ........................................................................................................................ 12

Packages ........................................................................................................................................................................................................................................................ 1 How to Create a Package ..................................................................................................................................................................................................................... 1 How to Edit a Package ............................................................................................................................................................................................................................ 2


How to Select a Package ....................................................................................................................................................................................................................... 2 How to Print a Package Folio ................................................................................................................................................................................................................. 2 Non Room Packages ............................................................................................................................................................................................................................... 2 Creating a Non-Room Package ............................................................................................................................................................................................................ 3 Create a Non-Commissionable Packages .......................................................................................................................................................................................... 3 Adding Charges to a Non-Room Package ......................................................................................................................................................................................... 4 Adding a Non-Room Package to a Reservation ................................................................................................................................................................................ 4 Adding to a Group ................................................................................................................................................................................................................................... 5 Manually Posting to a Folio ..................................................................................................................................................................................................................... 6 Bundled Folio ............................................................................................................................................................................................................................................. 7 Non-Bundled Folio .................................................................................................................................................................................................................................... 8 Transferring Charges ................................................................................................................................................................................................................................. 9

User Admin ...................................................................................................................................................................................................................................................... 1 Local Admin User ...................................................................................................................................................................................................................................... 1 Local User ................................................................................................................................................................................................................................................... 1 Assigning Roles .......................................................................................................................................................................................................................................... 1 Reports Security Roles .............................................................................................................................................................................................................................. 2

Hotel Configuration ....................................................................................................................................................................................................................................... 1 Special Request Inventory ....................................................................................................................................................................................................................... 1 Room Configuration ................................................................................................................................................................................................................................. 1 Room Type Configuration ....................................................................................................................................................................................................................... 1 Property Configuration ............................................................................................................................................................................................................................ 1 Guest Tracking Codes .............................................................................................................................................................................................................................. 2 Special Request Code Configuration ................................................................................................................................................................................................... 2 Associate Guest Tracking Codes with Rate Plans ............................................................................................................................................................................... 2


Cashier Shift Configuration ..................................................................................................................................................................................................................... 2 Editing Tax Rate Percentage .................................................................................................................................................................................................................. 2 Refundable Tax Rate ................................................................................................................................................................................................................................ 3 Future Tax Rate .......................................................................................................................................................................................................................................... 3 Recurring Nightly Charge ........................................................................................................................................................................................................................ 3 Report Disclaimers .................................................................................................................................................................................................................................... 3 Report Security Configuration ................................................................................................................................................................................................................ 4 Night Audit Report Configuration .......................................................................................................................................................................................................... 4 Housekeeping Configuration ................................................................................................................................................................................................................. 4

Adding or Removing Room Housekeepers ...................................................................................................................................................................................... 4

Setting room conditions. ...................................................................................................................................................................................................................... 4

Creating House Accounts ....................................................................................................................................................................................................................... 5 Debit Cards (Shift 4 hotels only) ............................................................................................................................................................................................................. 5 Credit Card Authorizations & Payment Corrections (Shift4 Hotels Only) ........................................................................................................................................ 5 Social Media Links ..................................................................................................................................................................................................................................... 8

Tape Chart ...................................................................................................................................................................................................................................................... 1 Sort Order ................................................................................................................................................................................................................................................... 1 Drag and Drop Functionality .................................................................................................................................................................................................................. 2 Clickable Tape .......................................................................................................................................................................................................................................... 2 Lock Feature .............................................................................................................................................................................................................................................. 2 Extended Range Reservations ............................................................................................................................................................................................................... 3 Creating Reservation/Walk In ................................................................................................................................................................................................................. 3 Unassigned Reservations ......................................................................................................................................................................................................................... 3 Optimize Room Assignments .................................................................................................................................................................................................................. 4 Change Housekeeping Status from Tape Chart ................................................................................................................................................................................. 4


Enhanced Functionality ................................................................................................................................................................................................................................ 1 Adding a Folio View ................................................................................................................................................................................................................................. 1 Designating a Guest Account as Tax Exempt ..................................................................................................................................................................................... 1 Adding an Additional Name(s) to a Guest Account/Setting up a Share Account ..................................................................................................................... 2 Adding a Rollaway or Crib to a Guest Account ................................................................................................................................................................................. 2 Fast Post ...................................................................................................................................................................................................................................................... 3 Move Postings by Drag and Drop .......................................................................................................................................................................................................... 3 Move Postings by Date Range or Transaction Code ......................................................................................................................................................................... 4 Express Checkout Folios ........................................................................................................................................................................................................................... 5 Batch No Show Processing (Shift4 Only) ............................................................................................................................................................................................... 6

Batch Post No Show Charge .............................................................................................................................................................................................................. 7

Batch Post Payment ............................................................................................................................................................................................................................. 7

No Show Processing ................................................................................................................................................................................................................................. 8 Charge Routing ......................................................................................................................................................................................................................................... 9 Future Availability Sell/Preview screen ................................................................................................................................................................................................ 10 Enhanced Smart Welcome ................................................................................................................................................................................................................... 10

Edit links in Smart Welcome Screen. ................................................................................................................................................................................................ 10

Add Link from within the System ...................................................................................................................................................................................................... 10

Adding a link outside of the system ................................................................................................................................................................................................ 11

Optional Features .......................................................................................................................................................................................................................................... 1 S.T.E.P. .......................................................................................................................................................................................................................................................... 1

Messages and Experience .................................................................................................................................................................................................................. 1

Select an Experience: .......................................................................................................................................................................................................................... 4

Building Your S.T.E.P. Experience ........................................................................................................................................................................................................ 5


Selecting “if” Criteria ............................................................................................................................................................................................................................ 5

Modifying Current “if” Criteria ............................................................................................................................................................................................................ 6

Create “if” New Criteria ...................................................................................................................................................................................................................... 6

Apply the “if” Criteria ........................................................................................................................................................................................................................... 7

Banner & Folio Messages ..................................................................................................................................................................................................................... 8

Customer Experience .......................................................................................................................................................................................................................... 8

Completing the Experience ............................................................................................................................................................................................................... 9

Experience Doughnut Chart ............................................................................................................................................................................................................... 9

Check-in Experience Preview........................................................................................................................................................................................................... 10

Guest Identification Scanner ................................................................................................................................................................................................................ 10 Where Guest ID Scanner Can Be Used........................................................................................................................................................................................... 10

Find Reservation .................................................................................................................................................................................................................................. 11

Find Guest Profile ................................................................................................................................................................................................................................ 11

Guest Info Search ............................................................................................................................................................................................................................... 12

Check In Guest Information .............................................................................................................................................................................................................. 13

Express Check-In Guest Information ............................................................................................................................................................................................... 13

Guest Info Tab (for Existing Reservations) ....................................................................................................................................................................................... 14

Reservation Shares ............................................................................................................................................................................................................................. 15

Setting up the Device ........................................................................................................................................................................................................................ 16

Configuration of the SkyTouch Hotel OS® ..................................................................................................................................................................................... 16

ID Scanner UI ....................................................................................................................................................................................................................................... 17

Technical Services Helpdesk ........................................................................................................................................................................................................................ 1

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Basic Functionality Property Systems – July 2016


SkyTouch Hotel OS® Basic Functionality Quick Keys Menu The Quick Keys Menu provides a convenient way to access many of the most frequently used functions within SkyTouch Hotel OS®. Press the F12 function key on your keyboard to pull up the list of Quick Keys. Press the letter on your keyboard, corresponding to the function you would like to use.

Note: Some browsers may require you to hold down CTRL + F12 to open the Quick Keys Menu.

Session Time Out Pop Up We have added a pop up timer that will notify you one-minute before logging you out. The pop up will allow you to stay signed in, or to sign out. If you do not select an option, the system will automatically log you out once the timer reaches zero.

• If you are using multi-tabbed browsing as described above, the pop up will be seen in all tabs. For example, if you select YES, KEEP ME SIGNED IN on the In House tab, this will apply to all other tabs and ensure they stay logged in.

You will no longer experience the frustration of entering a guest reservation, and clicking the “Continue” button and being directed to the login screen.

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Creating a Reservation or a Walk-In From the Create menu, click Reservation or Walk-In and follow the prompts.

Modifying or Changing Reservation Information Use this procedure to add or change information for a reservation or In House guest.

1. From the Find menu, click Reservation. 2. Type in the Guest’s last name. 3. From the Status drop down menu select the type of

reservation information needed to be changed. 4. Click Search. 5. From the Reservation Information page, click

Change Stay. 6. Enter the changes to the reservation information. 7. Click Save Changes.

Viewing Changes in Reservation Use this procedure to view changes that were made to a guest reservation:

1. From the View menu, click View In House or View Arrivals, then click the name of the guest you wish to view. If the guest is not checked in, go to Find Reservation and enter the guest information to search.

2. Once in the reservation information, click View Changes.

3. Individual changes will display as a single line.

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4. Multiple changes that take place in one action, and will be grouped together. Click the Arrow to expand.

Note: There are six columns to help identify the change that occurred, with the ability to sort Change Date, Change User, and Category.

Cancelling a Reservation 1. From the Find menu, click Reservation. 2. Type in the Guest’s last name. 3. From the Status drop down menu select Reserved. 4. Click Search. 5. From the Reservation Information page, click

Cancel Reservation. 6. Type in the caller’s name and select a cancellation

code, then click Save.

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Checking in a Guest who is paying by Credit Card

1. From the View menu, click Arrivals. 2. From the Arrival List page, click the guest’s name

you wish to check in, and then click Check In under Actions.

3. From the Payment drop down, verify that Credit Card is selected.

4. Click in the credit card number field and swipe the credit card.

5. Click Check In. 6. Enter the authorization code from the external

machine, according to hotel procedure. Note - Swipe the credit card through the external credit card machine to obtain an authorization or charge the card according to the hotel’s procedure (one of the following):

• Do not collect • Collect for 1 night • Collect for the entire stay

Checking in a Guest who is paying by Credit Card (Shift4 Only)

1. From the View menu, click Arrivals. 2. From the Arrival List page, click the guest’s name


3. From the Payment drop down, verify that Credit Card is selected.

4. Click in the credit card number field and swipe the credit card.

5. Click Check In. 6. Shift4 will process the credit card authorization for

the estimated amount, of the entire stay 7. From the guest folio, click View Authorization

Center to verify authorization.

8. The following screenshot displays when the guest

credit card is declined. You will want to receive another form of payment from the guest.

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Checking in a Guest who is paying by Virtual Credit Card Do not ask the guest for a form of payment for room and tax.

1. From the View menu, click Arrivals. 2. When viewing the Arrivals List, a guest that has a

virtual card associated to their account will have a card icon by their name .

3. Click the name of the guest you wish to check in,

and then click Check In under Actions. Note: Properties with Shift4: will automatically authorize. Properties without Shift4: will need to authorize the card on their external credit card machine.

Checking in a Guest who is paying by Cash 1. From the View menu, click Arrivals. 2. From the Arrival List page, click the guest’s name


3. From the Payment drop down, verify that Cash is selected.

4. From the Collect Payment box, select Collect Estimated Cost for Tonight or Entire Stay.

5. Click Check In. 6. From the folio Transaction Detail page, verify that

the payment amount is correct. 7. Type in the amount of cash tendered (change due

amount will display). 8. Click Save.

Checking Out a Guest 1. From the View menu, click Departures. 2. From the departure’s list, click the guest’s name to

access their folio. 3. Verify the payment type with the guest (change if

necessary). 4. Click Save.

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Posting a Charge 1. From the View menu, click In House (or click Find >

Reservation if you’re posting a charge to a past guest).

2. From the In House List page, click the Guest’s name you wish to post a charge to.

3. From the Reservation Information page, click Guest Folio.

4. From the Guest Folio page, click Post Charge. 5. From the Description drop down menu, select the

charge type. 6. Type in comments and charge amount. 7. Click Save.

Posting a Payment 1. From the View menu, click In House (or click Find >

Reservation if you’re posting a payment to a future or past guest).

2. From the In House List page, click the Guest’s name you wish to post a payment to.


4. From the Guest Folio page, click Post Payment. 5. From the Description drop down menu, select the

payment type. 6. Type comments and payment amount, click Save.

Posting an Adjustment Use this procedure to remove a posting from a previous day or if you wish to remove a portion of the original posting amount.

1. From the View menu, click In House (or click Find > Reservation if you’re posting an adjustment to a past guest).

2. From the In House List page, click the Guest’s name you wish to post an adjustment to, or click the folio balance for quick access.

3. From the Reservation Information page, click Guest

Folio. 4. From the Guest Folio page, click Post Adjustment. 5. From the Description drop down menu, select the

charge type you wish to adjust. 6. Type in comments and adjustment amount. 7. Click Save.

Note: When posting an adjustment, be sure to adjust the charge in the folio prior to payment.

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Correcting a Posting Use this procedure to completely remove a posting that was originally posted on the same day.

1. From the View menu, click In House (or click Find > Reservation if you’re correcting a posting for a past guest).

2. From the In House List page, click the Guest’s name you wish to post an adjustment to, or click the folio balance for quick access.


4. From the Guest Folio page, click the date next to the posting you wish to correct.

5. From the Transaction Detail page, click Correct. 6. Click Yes on the Correction Confirmation page.

Note: When posting an adjustment, be sure to correct the charge in the folio prior to payment.

Printing Reports 1. From the Run menu, click Reports. 2. Click the report you wish to print.

Note: Use the search option to find the report quickly.

Opening a Cashier Shift 1. From the Manage menu, click Cashier Shift. 2. Type in the Shift ID. 3. Type in opening drawer total. 4. Click Save.

Closing a Cashier Shift 1. From the Manage menu, click Cashier Shift (If

cashier shift is managed by user ID, you will need to enter your shift ID when closing your shift).

2. Type in closing drawer total. 3. Click Save.

Note: If the drawer does not balance, a message indicates the amount by which the drawer is short or over. Click No to exit without closing. You can then re-count your drawer and balance any cash, checks, or refund postings. If the drawer balances, the Shift Closeout report will print.

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Changing a Room Condition Status 1. From the Manage menu, click Housekeeping

Center. 2. From the Update Room Condition tab, change the

status of the room by selecting Clean, Dirty, or Ready (if applicable).

3. Click Save Changes. Note: To change the status of a range of rooms, click Range Edit from the Options.

Placing a Work Order for a Room or Setting a Room as Out of Order

1. From the Manage menu, click Room Blocking. 2. From the Room Blocking/Work Orders page, click

the room you wish to create a work order for or place out of order.

3. Type in the Start/End Date, Reason and any Notes. 4. To place the room out of order (out of inventory);

place a checkmark in the Take Out of Order box. 5. Click Create Work Order.

Note: Be sure to remove the check mark under “Out of Order” when completing a work order to put the room back in inventory.

Completing a Room Work Order 1. From the Manage menu, click Room Blocking. 2. From the Room Blocking click View All Room Work

Orders. 3. Select the Room you wish to complete the work

order on. 4. Then Click Complete Work Order.

Creating Property Work Orders 1. From the Manage menu, select Room Blocking. 2. Select Create Work Order.

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3. Select a Property Work Order. 4. Select a Location. 5. Enter a Start Date.

a. Optional Start time (this can be used if you have scheduled a company to do the repair).

6. Enter an End Date. b. Optional End Time

7. Select a Reason. 8. Add Notes (Optional). 9. Add Assigned To (Optional). 10. Select Create Work Order.

Editing and Closing Property Work Orders 1. From the Manage menu select Room Blocking. 2. Under Property Work Orders, you will see a list of the

5 most current work orders. To see a detailed list, select View All Property Work Orders.

3. Select the work order you wish to edit or close.

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4. Once the information is entered, depending on your changes, select Complete Work Order or Save Changes. Selecting Close Detail cancels your changes and returns you to the previous screen.

Emergency reports The Emergency Reports are backed up four-times a day, at 12:00a.m., 6:00a.m., 12:00p.m., and 6:00p.m. Greenwich Meantime (GMT). The following is the offset from GMT for each of the time zones:

• Pacific Time Zone: GMT -8 (for example 6:00PM GMT = 10:00AM PST)

• Mountain Time Zone: GMT -7 (for example 6:00PM GMT = 11:00AM MST)

• Central Times Zone: GMT -6 (for example 6:00PM GMT = 12:00PM CST)

• Eastern Time Zone: GMT -5 (for example 6:00PM GMT = 1:00PM EST)

Note: If followed, please adjust for Daylight Savings Time (+1 hour to each of the example times noted).

JEDI Computer: This location is on the computer where the program JEDI is installed. On the desktop you will have a folder named “Emergency Reports. Emergency Reports should never be more than 24 hours old. If JEDI or SkyTouch Hotel OS are not functioning properly at the time of the scheduled backup, the reports will not be generated.

Emergency Reports Configuration SkyTouch Hotel OS®

1. From the Run menu, select Reports. 2. Select Print All Emergency Reports. 3. Select the reports you wish to print.

Note: When you select Optional Reports, the Remaining Selections Allowed count will decrease by one. When five optional reports have been selected, the Remaining Selections Allowed will display 0. The check-boxes display in a greyed out state, indicating that no further reports can be selected.

Page 1 of 4 Guest Profiles

Property Systems – July 2016


Guest Profiles Find a Guest Profile Use this procedure to search for a guest profile.

1. Go to Find, and click Guest Profile. 2. Under Search Guest By, select preference. 3. Enter the guest information and click Find Guest.

Guest Profiles display the following information:

• Title – Extended Data Property • Guest Social Media Handle • Guest Social Media Network • Guest Photo • Important Dates (Birthday, Anniversary) • Special Requests

Create or Edit Guest Profile Guest profiles are created when creating a new reservation without a previous Guest Profile attached. Guest profiles can be edited under Find, Guest Profile.

Enable Extended Guest Profile Users with a permission set of Manager can enable extended guest profile functionality. This will help hotels gather additional information about their guests.

1. Under Manage, click Hotel Configuration. 2. Under Hotel Configuration click Property

Configuration. 3. At the bottom of the page, select the box Enable

Extended Guest Profile, and click Save.




With Extended Guest Data enabled, Guest Profiles display the following additional information:

• Billing Reference Number • Date of Birth • Nationality • Next Destination • Travel Document Number • Travel Document Type • Place of Issue

Note: Hotels will also be able to generate a CSV formatted version of the Guest Profile Data report; this allows the export of the guest information into third party system.

Guest Profile Screen Guest profiles have been updated to create a more personal feel for the guest during their stay. Social media pairing will allow hotels to link current guest profiles to a guest Facebook profile. Linking the guest profile to a guest’s Facebook Handle will display that guest’s profile picture.

Important dates were added to the guest profile to track guest birthdays and anniversaries. This information will display on the guest reservation, plus or minus seven (7) days from the current business date.




Special Requests Tracking guest special requests have been added to the guest profile. Request codes can be modified within the guest profile. When creating a reservation using a guest profile, these special requests will populate on the created reservation. To edit the special request in the Guest Profile:

1. Under Find, click Guest Profile. 2. Enter the guest information and click Find Guest. 3. Under Special Requests click Edit.

4. Select the special request code that applies and

click Continue.

Profile Notes Profile notes have been modified in the guest profile to allow users to add multiple notes. Edit the Profile Notes in the Guest Profile:

1. Under Find, click Guest Profile. 2. Enter the guest information and click Find Guest. 3. Under Profile Notes click Add.

4. Enter the note, and click Save.




Merging Profiles Guests with multiple saved profiles can now be merged into a single profile. This eliminates the confusion of numerous profiles for a single guest in your SkyTouch Hotel OS. Located within the guest profile is a Merge Profiles link. Use this procedure to merge Guest Profiles.

1. From the Find menu, click Guest Profile. 2. Enter the guest information, and then click Find

Guest. 3. From the guest profile information, click Merge

Profiles.

4. Enter the information of the obsolete guest profile.

5. Then click Merge to combine search results with the

profile.

Page 1 of 3 Company Profiles



Company Profiles How to Create a New Company Profile Use this procedure to create a new company profile

1. From the Create menu, click Company Profile.

2. Type in the company’s information. 3. If you wish to open a direct bill account for this

company, place a checkmark in the Create Direct Bill Account check box.

4. Click Create Profile.




How to View Company Profiles Use this procedure to view company profiles:

1. From the View menu, click Company Profiles. 2. Click the company you wish to view.

3. From the Company Information page, you can

view the stay information, direct bill info, groups for the company.

How to Print Direct Bill Invoices and Statements Use this procedure to print invoices and statements for a direct bill account:

1. From the Find menu, click Direct Bill Account. 2. Select the account that you need to print invoices

and/or statements for. 3. From the Company Information page, click the

Invoices tab. 4. Click Print Invoices or Print Statement from the right

side of the page.




How to Create Tax Exempt Manual A/R Invoices Use this procedure to set tax exemption in a company profile for manual invoices.

1. From the View menu, click Company Profile. 2. Click the name of the company associated with

the profile. 3. Click Tax Profile.

4. Enter the Tax ID, select applicable taxes, and click

Save. Note: Be sure to collect appropriate Tax Exempt identification.

How to Post a Payment to a Direct Bill Invoice Use this procedure to post a payment to a direct bill invoice:

1. From the Find menu, click Direct Bill Account. 2. Select the account that you need to post a

payment to. 3. From the Company Information page, click the

Invoices tab. 4. Click the invoice that you wish to post a payment

to. 5. From the Invoice Detail page, click Post Payment. 6. From the Transaction Detail page, fill in the

payment information. 7. Click Save.

Page 1 of 5

Groups Property Systems – July 2016


Groups How to Create a Tentative Group Master Use this procedure to create a new Group Master:

1. From the Create menu, click Group Master.

2. Type in the Stay Information.

3. Type in the Group Information.

4. Select the appropriate Charge Routing option. 5. Click Continue.

Note: If you select charges to route to the group folio, you must activate the group folio.

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6. Type in the number of rooms/room types to be blocked.

7. Type in the Group Guarantee and Guest

Guarantee.

8. Click Create Tentative Group.

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How to Pick Up a Room from a Group Block Use this procedure to pick up a room(s) from a group block:

1. From the Find menu, click Group Master. 2. Type in the group name, group contact or arrival

date to locate the group. 3. Click Find Group Master. 4. From the Group Master page, click the

Reservations tab.

5. Click Pickup Reservation. 6. Complete the reservation like you normally would.

Tentative vs. Definite Group Status When a group is created in SkyTouch Hotel OS® the group status, by default, is ‘Tentative’. In Tentative status, any rooms or room types that are blocked for the group are NOT removed from the hotel’s overall availability. To remove group room blocks from availability, the group must be in ‘Definite’ status. To change the status of a group to ‘Definite’, one of following must be done:

1. Enter a Contract Received date (which will change the group status to ‘Definite’).

2. Manually change the status of the group to Definite.

How to Enter a Contract Received Date Use this procedure to enter a contract received date for a group:


date to locate the group. 3. Click Find Group Master. 4. From the Group Master Information tab, click Edit

Stay Info. 5. Enter the Contract Received date. 6. Click Save Changes.

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How to Manually Change Group Status Use this procedure to change the status of a group:


date to locate the group. 3. Click Find Group Master. 4. From the Group Master Information tab, click Set

Status to... from the Actions menu. 5. Click Yes to the confirmation message.

How to Perform a Quick Pickup of Rooms Use this procedure to perform a quick pickup of rooms in the event that the group does not send in a rooming list.



Reservations tab. 5. Click Quick Pickups. 6. Type in the number of rooms/room types to be

picked up in the Quick Pickups column. 7. Click Create Quick Pickups.

How to Create a Rooming List Use this procedure to create a rooming a list.



Reservations tab. 5. From the Actions menu, click View Rooming List. 6. From the Actions menu, click Add Names to

Rooming List.

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7. Enter the guest’s last name, first name and room type.

8. To insert additional names, click Insert Row. 9. Click Save.

How to Batch Check In/Check Out a Group Rooms Use this procedure to batch check in / check out group rooms.



Reservations tab. 5. Select the reservations you would like to check in. 6. From the Actions menu, click Check In (Out)

Selected Reservations. 7. Click Yes to the confirmation message.

How to Change Group Stay Information Use this procedure to change group stay information such as the arrival or departure date:


date to locate the group. 3. Click Find Group Master. 4. From the Group Master page, click Edit Stay Info. 5. Make the necessary changes. 6. Click Save Changes.

How to Post Charges and Payments to a Group Folio Use this procedure to post a charge or payment to a group folio:


date to locate the group. 3. Click Find Group Master. 4. From the Group Master page, click View Group

Folio from the Actions menu.

Page 1 of 12



How to Set Up Charge Routing Use this procedure to setup charge routing for a group:


date to locate the group. 3. Click Find Group Master. 4. From the Group Master page, click Edit Charge

Routing. 5. Select the appropriate Charge Routing option. 6. Click Save Changes.

How to Add Rooms to a Group Block Use this procedure to add additional rooms/room types to a group:


date to locate the group. 3. Click Find Group Master. 4. From the Group Master page, click the Block tab. 5. Click the room type you wish to add to the block. 6. Type in the number of rooms you wish to block. 7. Click Save Changes.

How to Print or E-mail a Group Contract Use this procedure to print or E-mail a group contract:


date to locate the group.

3. Click Find Group Master. 4. From the Group Master page, click Edit Group

Contract from the Actions menu. 5. Type in any terms or additional information to

appear on the contract. 6. Click Print or E-mail.

How to Create Group Notes This feature allows you to post Action Notes to group accounts. This allows you to track actions and personalize service for individual groups. These notes WILL print on the group contract.

1. From the Group Master select the Notes tab. 2. Click Edit in the Contract Notes section. This will

allow you to add/edit the text for Terms, Additional Information, and Cancellation Penalty Notes.

3. Add your text, and then click Save. Note: You may also click Edit from the Internal Notes section to add Cancellation Notes. The Cancellation Notes will NOT print on the Group Contract.

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Email Rooming List Template in Comma Separated Values Format This feature enables you to email a blank Rooming List to the group contact in a CSV format. The group then can create the Rooming List and email it back to you. After receiving it, you can import it back into that Group Master. This spreadsheet can be emailed from both the Group Master Actions box and the Group Reports Menu.

1. Go to the Actions Menu in the Group Master, and click Email Rooming List Template.

2. The Email Rooming List window displays. Verify that

the email addresses and any additional content is correct, and then click E-Mail to send the message.

3. To import the Rooming List that you receive back from your group contact, follow these steps:

a. Save the received file to an easily accessible location on your computer.

b. You can import the file by viewing the Reservations tab in your Group Master and click View Rooming List.

c. From the Rooming List screen, select Import

CSV Rooming List Data from the Actions menu.

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d. Click Browse to find the file received from the group contact, and then click Submit to import.

Sales Manager Column on Group Master List Report This enhancement displays the user name/ID of the Sales Manager for the group. This information is now on the Group Master List Report, and will help provide tighter tracking of your groups.

1. From your Home screen, select Run -> Reports -> Group Master List.

2. You can select an individual name or All when

displaying the report.

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Commissionable Flag for Group Reservation This enhancement allows reservations associated to a specific Group Master to be commissionable; travel agencies will now be more open to book group reservations. The Group Master can be set as Commissionable from the Group Master Edit Group Information page.

If selected, reservations that are associated with the group will be commissionable. If the Commissionable field is not selected, reservations associated with the group will not be commissionable.

Company Profile Information Auto-Fills Group Master You may view any existing company profiles in your system and build a group through the Group tab. The existing company profile information can then be displayed in the Group Master if you choose. This will provide consistent information between the group and company profile, and will save time by eliminating the need to enter the information twice.

1. From your Home screen select View Company Profiles select the profile you wish to view.

2. From the Company Information screen, select the Groups tab.

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3. Select New Group.

4. A confirmation message will display, asking if you

wish to overwrite the existing Company Information to Group Master.

5. Clicking Yes will copy your Company Profile information to Group Information.

Create Group Notes This feature allows you to post Action Notes to group accounts. This allows you to track actions and personalize service for individual groups. These notes WILL print on the group contract.

1. From the Group Master select the Notes tab.

2. Clicking Edit in the Contract Notes section allows you to add/edit the text for Terms, Additional Information, and Cancellation Penalty Notes.

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3. The Contract Notes window will display. You may add custom text to these fields, be sure to click Save after making any changes.

4. You may also click Edit from the Internal Notes section to add Cancellation Notes. The Cancellation Notes will NOT print on the Group Contract.

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5. Enter your Internal Notes and click Save.

6. Under Actionable Notes, select Add Note, Edit or

Delete [X].

7. You can follow up and set the status to

“Completed” after a task has been performed.

8. Click Save when finished.

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Group Actionable Notes Report With the addition of Actionable Notes (located in the Notes tab within the Group Master) a new report is available to track these actionable items. The report is located in the Group Reports section within the Reports menu.

1. You can filter this report by Action Date, Arrival Date, Group Status, Group Name, or by un-completed notes.

2. You can also Drag and Drop items to sort by your preferred order.

3. This report can also be generated as a CSV

(Comma Separated Value) or Microsoft Excel file. You can also place a checkmark in the Suppress Headers box to hide report headings.

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4. This will bring you to the Import CSV Rooming List Data screen. Click Browse to find the file received from the group contact.

Group Arrival and Departure Time To better assist with group tracking capabilities, Group Arrival and Departure times can now be entered in the Group Stay Information screen (these fields are not mandatory and can be edited).

The Arrival Time and Departure Time will also display on the Group Master List Report.

Set Group Guarantee/Cancel Policy by Group You have the ability to set your Group Guarantee/Cancellation policies by group. You can set it during initial group setup in the Stay Information, or edit it later.

Group Guarantee/Cancellation Policy Confirmation Email The Cancellation Deadline on the Confirmation Email will now reflect the Cancellation Policy set for the Group.

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Group Contract Information Group contract information is now located in the Notes tab on the Group Master. The contract terms and other group specific information are now all located on one screen.

Group Rooming List Due Date The Group Rooming List now has an option to set a Due Date. This is located in the Group Stay Information tab.

If no date is entered in this field, the notifications will not display. If a date is entered, the Group Contract will display the notification on the printed and emailed copies.

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Group Reservations List The Group Reservations List Report will display all reservations associated to a group. This feature will help you manage your group accounts more efficiently.

High Balance Report The addition of this report, which identifies guests with a high balance, will alert you to obtain additional credit when needed. In House status guests will display on this report under the following circumstances:

1. Estimated costs for the remainder of the stay are higher than the currently authorized amount.

2. Estimated costs for the remainder of the stay are higher than the current credit on the folio.

3. Estimated costs for the remainder of the stay are higher than the combined credit on the folio and the authorized amount.

Group Reservation Status Report The Group Reservation Status Report gives you an accurate view of group members by Guest Status.

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Group Pickup Detail - Group Average Daily Rate (ADR) and Revenue by Day The addition of the ADR and Revenue (by day) columns to the Group Pickup Detail Report enables you to view group revenue information on a daily basis.

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Packages Property Systems – July 2016


Packages How to Create a Package Use this procedure to create a package:

1. From the Manage menu, click Packages. 2. The Package View page displays. 3. Click Create Package.

4. Enter the package details and click Continue.

Note: All package rate plans begin with the letter “P”. The code entered into the Package Code field must be no more than 5 characters (alpha / numeric).

5. Select the eligible room types, enter the desired room rates and click Continue.

Note: Enter only the room rate portion of the total package amount. The additional package charges are defined on the next screen.

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6. Enter the charges associated with the package by clicking Add Charge. Continue adding charges until all charges have been defined.

7. Click Create Package. 8. The package displays.

How to Edit a Package Use this procedure to edit a package:

1. From the Manage menu, click Packages. 2. Edit/modify the desired information and click Save. 3. To deactivate a package, click Deactivate

Package.

How to Select a Package Use this procedure to select a package:

1. From the Create a Reservation or Walk-in page, click Select Package.

2. Select the desired package and click Select.

How to Print a Package Folio From the Guest Folio page, click Print Options (Actions menu).

1. Select Print Current View. 2. Click Submit. 3. The folio displays in Adobe Reader. Click Print.

Note: When working with guest folios that are associated with a package, it is not necessary to move the breakdown of charges to alternate folio views. Though the breakdown of charges will be displayed on the screen, when the Package folio view is printed, only the package charge and payment will print.

Non Room Packages This enhancement brings the ability to create packages that do not include room charges. These Non-Room Packages can be posted to guest, group and house folios.

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Creating a Non-Room Package When creating a package, the system will default to the traditional package setup. To create a non-room package, remove the check from Room Package on the Package Details screen. Select Bundle Charges with Room Rate to include charges with the room rate. Leaving it unchecked will post the charges independent of the room rate. Bundling room and non-room package combines charges into a single line item.

After removing the check from Room Package, Bundle Charges with Room Rate is available.

Leaving Bundle Charges with Room Rate unselected, separates the room charge and package on the folio. Non-Room revenue charges are awards eligible, which is why the Awards Eligible box no longer displays. If attached

to an awards eligible rate plan, the rate itself will be eligible, the non-room package items will not.

Create a Non-Commissionable Packages With this enhancement, hotels are able to create packages and make them commissionable or non-commissionable. By having commissionable packages, Travel Agents may increase the number of package reservations to properties.

By default the Commissionable setting will not be selected. Commissionable can be set or removed while creating the package or by editing the package.

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Adding Charges to a Non-Room Package The Add/Edit Charge screen allows you to select the charges associated to a non-room package. First Night Only and Last Night Only are new radio button options added to the Add/Edit Charge screen within package creation. This will allow the package charges to post on the first night, or the last night of the guest’s stay, with the night audit.

Adding a Non-Room Package to a Reservation Non-room packages can be added to reservations from the Stay Information screen on the guest reservation. After a non-room package has been added, it can be changed or removed using Remove or Select Package. Add or remove non-room packages from an existing or in-house reservation by selecting Change Stay, then Change Room/Rate.

1. Select package.

2. Verify the selected package.

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Adding to a Group Non-room packages can be added to a group master. All reservations associated with the group will have a group non-room package. While creating a group, select a non-room package in the Group Information section. The option to select an alternate non- room package or to remove the current package will be available. When editing a group, the option to add or edit a non-room package is in the Group Information section.

After adding the non-room package, change or remove it using Remove or Select Package. Add or remove non-room packages from existing or in-house reservations by selecting Change Stay, and then Change Room/Rate.

When creating a group reservation with a group that has a non-room package, the package automatically attaches to the reservation and displays on the Room and Rate information screen within the reservation. When the reservation is complete, the group non-room package displays on the Stay information section of the reservation. Group non-room packages cannot be modified or removed from within a reserved or in-house guest account within the group.

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Manually Posting to a Folio Users can manually post non-room packages to guest, group and house account folios.

1. When viewing a guest folio, select Post Charge to view the Transaction Detail and click Select Non-Room Package. Available non-room packages display.

2. Enter the number of Adults and Children to charge. Click Update and the charge amount will adjust accordingly.

3. Press Select to continue.

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4. The Transaction Detail shows the added non-room package. Select different non-room packages from the Remove Non-Room Package link.

5. The charged amount is auto populated. Once a

non-room package posts to a folio, it is no longer editable.

Bundled Folio Non-room package charges bundled with the room rate show one line item with the name of the package in the Description field of the posting.

Clicking on the expand icon (arrow), displays the details of the charges included in the non-room package, including the room rate and applicable taxes.

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Non-Bundled Folio Non-Room Charges that are not bundled with the room rate will show as a separate line item with the name of the package listed in the Description field.

When expanded, the folio will display the details of the charges included in the non-room package.

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Transferring Charges Non-room package charges can be transferred from a source account to a target account. When transferring a charge tied to a non-room charge posting, the entire bundled charge will be transferred to the designated target account.

1. From within the guest folio, click the Date of the transaction group to move.

2. From the Actions menu, select the desired transfer location.

3. Select the account to transfer to.

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4. The charge moves from the original account. 5. And transfers to the desired target account.

Page 1 of 2

User Admin Property Systems – July 2016


User Admin Local Admin User This user (STXXXADM) is assigned to a specific property and can log into SkyTouch Hotel OS® and Rate Management. The purpose of this user is to manage and create local Users and Local Admins for your property.

Local User The Local User can only view their profile in User Admin and edit their personal information such as email, name, etc. They are assigned to SkyTouch Hotel OS® and/Rate Management by the Local Admin User. Local users can also change their own passwords. They can view what roles they were assigned but may not edit them. Local Users are created by the Local Admin User account. The purpose of this user is to login to SkyTouch Hotel OS® or Rate Management.

Assigning Roles 1. To assign Roles, click Edit.

2. Select the desired permission and click Save.

Warning! When selected, the Manager role allows users to unmask a credit card. Do not provide the Manager role, unless you want the user to have this access.

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User Admin Property Systems – July 2016


Reports Security Roles 1. From User Admin, you can select which report level

you want for the user you are creating.

2. To modify the security level, in SkyTouch Hotel OS®,

go to Manage, then click Hotel Configuration. 3. Click the down arrow to the left of the report type,

and select the level you want the report to display under.

4. Scroll to the bottom of the page and click Save.

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Hotel Configuration Property Systems – July 2016


Hotel Configuration Special Request Inventory Use this procedure to edit special request inventory such as cribs and rollaways.

1. From the Manage menu, click Hotel Configuration. 2. Click Special Request Inventory. 3. From the Update Special Availability section, enter

the desired changes. 4. Click Submit.

Note: Special request inventory can only be managed out the date in which you have Rates built in Rate Management. If you wish to update further out, you will need to ensure rates are set for the same time period.

Room Configuration Use this procedure to edit room information.

1. From the Manage menu, click Hotel Configuration. 2. Click Room Configuration. 3. From the Edit Room window, enter the desired

changes. 4. Click Save.

Room Type Configuration Use this procedure to create a new room type.

1. From the Manage menu, click Hotel Configuration. 2. Click Room Type Configuration. 3. Under Actions, Click Room Type 4. Enter Room Type Code. 5. Enter Description. 6. Enter Maximum Occupancy. 7. Enter Features. 8. Click Save.

Property Configuration Use this procedure to edit hotel information.

1. From the Manage menu, click Hotel Configuration. 2. Click Property Configuration. 3. From the Property Configuration page, enter the

desired changes. 4. Click Save.

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Guest Tracking Codes Use this procedure to add or edit guest tracking codes.

1. From the Manage menu, click Hotel Configuration. 2. Click Guest Tracking Codes. 3. From the Guest Tracking List page, click the desired

tracking code to edit or click Add to add a new tracking code.

4. From the Update Guest Tracking page, enter or edit the Description or click Delete to delete the tracking code.

5. Click Save.

Special Request Code Configuration Special Request Codes can be set on reservations. Use this procedure to add or edit special request codes.

1. From the manage menu, click Hotel Configuration. 2. Click Special Request Code Configuration. 3. Select the select/deselect desired codes and click

Save.

Associate Guest Tracking Codes with Rate Plans Use this procedure to associate a track code to a rate plan.

1. From the Manage menu, click Hotel Configuration. 2. Click Guest Tracking Codes. 3. From the Guest Tracking List page, click Associate

Tracking Codes to Rate Plans.

4. From the Associate Tracking Codes to Rate Plans page, enter the desired changes.

5. Click Save.

Cashier Shift Configuration Use this procedure to change cashier shift configuration.

1. From the Manage menu, click Hotel Configuration. 2. Click Cashier Shift Configuration. 3. From the Cashier Shift Configuration page, select

the desired option (By Shift = one cash drawer per shift, By User ID - multiple cash drawers per shift - one drawer for each user).

4. Click Save.

Editing Tax Rate Percentage Use this procedure to edit tax rate percentage.

1. From the Manage menu, click Hotel Configuration. 2. Click Tax Rate Configuration. 3. From the Tax Rate Configuration page, select the

desired tax code to edit. 4. From the Edit Tax Rates window, change the tax

percentage. 5. Click Save.

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Refundable Tax Rate Use this procedure to set a guest tax refund after the cutoff date.

1. From the Manage menu, click Hotel Configuration. 2. Click Tax Rate Configuration. 3. From the Tax Rate Configuration page, select

Refundable After Cutoff. 4. Enter the day upon which the tax will be refunded. 5. Click Save.

Future Tax Rate Use this procedure to set future tax rates.

1. From the Manage menu, click Hotel Configuration. 2. Click Tax Rate Configuration. 3. From the Tax Rate Configuration page, enter the

desired information in the Future Tax Rates section. 4. Click Save.

Recurring Nightly Charge Use this procedure to set a recurring nightly charge such a Safe Warranty Fee.

1. From the Manage menu, click Hotel Configuration. 2. Click Recurring Charges. 3. From the Recurring Charges page, click Add

Charge. 4. Select the desired transaction code from the

Description drop down. 5. Enter the desired nightly charge in the Amount

field. 6. Click Save Changes.

Report Disclaimers Use this procedure to add text to select forms such as guest folio and registration card.

1. From the Manage menu, click Hotel Configuration. 2. Click Report Disclaimers. 3. From the Report Disclaimers page, select the

desired form from the Report drop down menu. 4. Enter the desired text in the Disclaimer field. 5. Click Save Changes.

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Report Security Configuration Use this procedure to edit report security levels.

1. From the Manage menu, click Hotel Configuration. 2. Click Report Security Configuration. 3. From the Report Security Configuration page, set

the desired levels for each report. 4. Click Save Changes.

Night Audit Report Configuration Use this procedure to add or remove which reports print during the night audit.

1. From the Manage menu, click Hotel Configuration. 2. Click Night Audit Report Configuration. 3. From the Night Audit Report Configuration page,

select or deselect which reports should be added or removed.

4. Click Save.

Housekeeping Configuration Adding or Removing Room Housekeepers

1. From the Manage menu, click Hotel Configuration. 2. Click Housekeeping Configuration. 3. From the Housekeeping Configuration page, select

the room attendant to edit or click Add Housekeeper to add a new room attendant.

Setting room conditions. 1. From the Manage menu, click Hotel Configuration. 2. Click Housekeeping Configuration. 3. Click Set Room Condition. 4. Select scenario best suited to the property. 5. Click Save.

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Creating House Accounts Use this procedure to add house accounts.

1. From the Create menu, click House Account. 2. Enter the desired information. 3. Click Save.

Debit Cards (Shift 4 hotels only) Use this procedure to setup debit card configuration to distinguish debit cards from credit cards (prompts the front desk agent to collect payment at check-in).

1. From the Manage menu, click Hotel Configuration. 2. Click Credit Card Configuration. 3. From the Credit Card Configuration page, set

Identify Debit Cards according to your preference.

Credit Card Authorizations & Payment Corrections (Shift4 Hotels Only) When performing payment or charge corrections on the last day of a guest stay, use this function to prevent excess credit card authorizations.

1. From the Manage menu, click Hotel Configuration. 2. Click Credit Card Configuration. 3. Under Authorization Request on Day of Check out

select Enable/Disable (enabled by default).

4. Selecting Enable will automatically send a request

for authorization to cover any additional charges on the day of check out.

5. Selecting Disable will require the authorization request to be made manually to cover any additional charges on the day of check out.

Warning: This option is provided but not recommended. By disabling the Automatic Authorization, your hotel assumes full responsibility to send requests for authorization on the last day of the stay.

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Scenario 1: Post Corrections If a guest folio needs to be revised, usually for an adjustment of charges and/or payments, adjust the credit card after the charges have been corrected. As you make the adjustment to the credit card, the pop-up will show you the existing authorization amount, the adjustment amount, and the additional authorization request amount. By selecting YES, authorization will be requested for the balance due. If NO is selected, the existing authorization is consumed and there will be no existing authorization remaining. Correcting off a payment will consume the entire authorization. If there is a balance due, a new authorization will be needed for the new amount.

Selecting YES will consume Existing Authorization. Additional Authorization may cause an additional Hold on the guest card until funds are released by their bank. Selecting NO will consume Existing Authorization and continue without requesting new Authorization. Any Additional Authorization can be done manually.

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Scenario 2: Post Adjustment If a guest folio needs to be revisited, usually for an adjustment of charges and/or payments, adjust the credit card after the charges have been corrected. As you make the adjustment to the credit card, the pop-up will show you the existing authorization amount, the adjustment amount and the additional authorization request amount. By selecting YES, authorization will be requested for the balance due. If NO is selected, the existing authorization is consumed and there will be no existing authorization remaining. Adjusting a payment will consume the entire authorization. If there is a balance due, a new authorization will be needed for the new amount.

Selecting YES will consume Existing Authorization. Additional Authorization may cause an additional Hold on the guest card until funds are released by their bank. Selecting NO will consume Existing Authorization and continue without requesting new Authorization. Any Additional Authorization can be done manually.

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Social Media Links The Social Media Links page is where you will be able to select and configure up to four social media networks your property is registered with that will display on the guest facing reports.

1. From Manage click Hotel Configuration. 2. From Hotel Configuration, click Social Media Links. 3. Select up to 4 Social Media Links, and enter your

URL to Social Media Site. 4. Select option for Folio or Confirmation (Both can be

selected). 5. Click Save.

Note: SkyTouch Hotel OS will display social media avenues(Facebook, Google +, LinkedIn)and profile handles in guest folios, due to depart folios, express checkout folios, emailed folios, and guest confirmation letters. This feature will increase property brand exposure over social media outlets.

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Tape Chart Property Systems – July 2016


Tape Chart The Tape Chart feature allows users to view the room availability of the hotel for 7 days at a time. The screen displays guests in reserved and in house status with a room number assigned, as well as guests with day use reservations and out of order requests. Manage > Tape Chart.

Sort Order Click the title at the top of the column to sort, click on it again to reverse the sort order.

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Drag and Drop Functionality Users are able to drag and drop reservations on the Tape Chart from one room assignment to another. When dragging, the screen will highlight where the reservation can be placed.

1. Room types that are the same as the current reservation will display a blue border.

2. Room types that are different, can be selected, however display light blue.

Clickable Tape The reservations on the Tape Chart screen are clickable. Left clicking on a reservation will bring up the Guest Information page of the reservation, allowing the user to make edits, as needed.

Lock Feature If a guest has requested to be in a particular room, the reservation can now be locked down to ensure it is not moved by the Optimization process, or unintentionally dragged and dropped. The lock can be set within the individual guest reservation. Additionally it is available for group reservations on the Reservation tab of the group master. Once a reservation is locked, it will display on the individual reservation, on the arrival list, and on the Tape Chart. It will also display on the group master Reservation tab for group reservations.

1. View the Reservation Information on the account to be locked, and click the lock icon.

2. Click Save Changes.

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When returning to the Tape Chart screen, the lock icon is visible on the account and means it is “locked” from being moved.

Extended Range Reservations If a reservation is not fully displayed in the time frame that the user is looking at, the edge(s) of the reservation will display a tape tear to indicate that the reservation continues into another range of dates.

Creating Reservation/Walk In Use this to create a reservation or walk in from the Tape Chart.

1. Choose the room type and number that the reservation will be made for.

2. Click a single cell or click and drag the mouse over a range of cells (dates). This indicates the date and number of nights the guest wants to stay.

3. Whether a walk in or reservation, creating the

reservation from the tape chart with take you to step 3 of creating the reservation, Guest Information.

Note: Day Use Rooms can be easily managed on the Tape Chart. When a new reservation needs to be made on the same day as a day use room, the Tape Chart will accommodate that.

Unassigned Reservations The Unassigned Reservations area has a listing of all guest reservations for the next 7 days that have not yet been

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assigned a room number. The guests are sorted by arrival date and last name. The display shows the first and last name of the guest, the room type of the reservation and the number of nights for the guest stay. Users can drag reservations from the Unassigned Reservations area of the screen onto the Tape Chart. Unassigned Reservations can be “Dragged and Dropped” into Tape Chart.

Optimize Room Assignments Hotel users are able to optimize room assignments from the Tape Chart screen to achieve efficient room use and minimal nightly vacant gaps. The optimization process will

not move in-house guests or guests that are “locked” into a particular room number by special request. By default, the optimization process will run 14 days into the future. Select a starting date in the upper left corner of the Tape Chart. From the Tape Chart screen, use the default start date, or select a new start date and select Run.

Change Housekeeping Status from Tape Chart Use this procedure to change housekeeping status from the Tape Chart.

1. From the Manage menu, click Tape Chart.

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2. Click the letter in the housekeeping status column to change the condition and click Yes to update the room condition.

Page 1 of 12

Enhanced Functionality Property Systems – July 2016


Enhanced Functionality Adding a Folio View Folios are used to inform guests of the payments that are due to the hotel for services rendered (such as room and tax, telephone calls, etc.) and to serve as a payment receipt for both the guest and hotel. Multiple Folio Views can be created to separate charges into different folios. Scenario: Your guest wants his room and tax to print on one folio to turn in for reimbursement from his employer. He wants his movie charges to print on a separate folio that he will keep. Use this procedure to add a folio view:

1. From the View menu, click In House. 2. From the In House List page, click the guest you wish

to add a 2nd folio view to. 3. From the Reservation Information page, click Guest

Folio. 4. From the Guest Folio page, click Add Folio View. 5. From the Add Folio View page, type in a name for

the folio, payment type and select the charges to be associated with this folio view.

6. Click Save Changes.

Designating a Guest Account as Tax Exempt Use this procedure to designate an in house guest or future reservation as tax exempt:

1. From the View menu, click In House (or Find > Reservation if you are working on a future reservation).

2. From the In House List page, click the guest you wish to make tax exempt.

3. From the Reservation Information page, click the Guest Info tab.

4. Click the Tax Profile link to the right of the Tax Exempt checkbox.

5. From the Guest Tax Exempt Profile page, select the tax(es) to be exempt and fill in the Tax ID number.

6. Click Save.

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Adding an Additional Name(s) to a Guest Account/Setting up a Share Account Use this procedure to add additional names to a guest account or to setup share account.


2. From the In House List page, click the guest you wish to add an additional name to.

3. From the Reservation Information page, click the Guest Info tab.

4. Click More to the right of the Last Name field. 5. Type in the First and Last Name of the guest. 6. If the guests will be splitting the cost of the room,

place a checkmark in the Share Room/Tax Charges box.

7. Type in the guest’s address. 8. Click Save.

Adding a Rollaway or Crib to a Guest Account Use this procedure to add a rollaway or crib to an in house guest or a future reservation:


2. From the In House List page, click the guest you wish to add a rollaway or crib to.

3. From the Reservation Information page, click the Change Stay.

4. From the Change Stay Information page, click Change Room/Rate Info.

5. From the Change Room and Rate Information page, click Rollaway or Crib from the top of the page.

6. Click Reserve for the selected room type. Note: Charges for the Rollaway or Crib are added to the estimated cost.

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Fast Post Use this procedure to post charges to multiple accounts all at once or to post a single charge to one account.

1. From the Manage menu, select Fast Post. 2. From the Fast Post page, select the room(s) to post

charges to. 3. Click Post Charges. 4. From the Post Charges section, select the charge

type and enter comments and the charge amount.

5. Click Save.

Move Postings by Drag and Drop Use this feature to move folio postings to another folio view by drag and drop.

1. From the Folio page, select the posting(s) that need to be moved to another folio view.

2. To select one posting, click once with the left mouse button.

3. To select more than one posting, click the cross beside each posting and it will highlight your transaction.

4. To select two or more consecutive postings, click the first posting with the left mouse button, hold down the Shift button, then click the last posting with the left mouse button. All postings in between the first and last will be selected.

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5. Once a posting(s) has been selected, place the mouse cursor anywhere over the selected area.

6. Click and hold the left mouse button. 7. Move the mouse cursor toward the desired folio

tab.

8. Once the mouse cursor is over the desired tab,

release the left mouse button and the transaction(s) will be moved to that folio view.

Note: An additional folio view must be created (by clicking Add Folio View) before postings can be moved.

Move Postings by Date Range or Transaction Code Use this feature to move folio postings to another folio view by date range or transaction code.

1. From the folio, click Move Folio Items on the Actions menu.

2. From the Move Folio Items pop-up window, enter

the date range and/or select the desired transaction code(s) to be moved.

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3. From the Move To drop-down menu, select the folio view to which you want to move the postings.

4. Click Submit.

Note: An additional folio view must be created (by clicking the Add Folio View link) before postings can be moved.

Express Checkout Folios Use this feature to generate express checkout folios.

1. From the Run menu, select Reports. 2. From the Front Desk Forms category, select Express

Checkout Folio. 3. Select any desired filter options. 4. Select the desired sort order (e.g., Room number,

guest name or account number).

5. Click Submit.

Note: Generating an express checkout folio does not check the guest out of SkyTouch Hotel OS®. The guest will remain in “In House” status until the Front Desk staff completes the check-out process. The express checkout folio is a representation of what the folio will look like if no additional charges are posted to the room between the time of printing and the time of actual checkout.

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Batch No Show Processing (Shift4 Only) Batch No Show Processing is active only for properties using Shift 4 credit card processing. Your hotel must also have either the 4P or 6P Guarantee policy active within Rates Management. The new Batch No Show process allows the posting of a No Show charge and payment with only a few simple clicks. This process allows users to no show all reservations before the night audit process and actualize the charge and payment before, or after audit. Some of the new functionality includes:

• Selecting a date (can be today or past dates) • Selecting by guarantee type • Viewing Reservation details • No Show reservations in a batch • Posting No Show Charges in a batch • Posting No Show Payments in a batch

Use this process to Batch a group of no shows.

1. Go to Manage, and click Manage No Shows 2. Select the Guarantee method of the reservations

you want to batch.

3. After filtering the guarantee, you will have the

option of 3 batch no show actions. a. No Show (sets the status of the reservation) b. Post No Show Charge c. Post Payment

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Batch Post No Show Charge This feature will allow the user to select the reservations to post a No Show charge. No Show charge will be equal to first night’s room and tax. The only charge that will be posted is the No Show Charge. This functionality will be available for guarantee methods that are set to Credit Card or Direct Bill. Batch posting will not be available for other guarantee types. If other payment methods are used, such as check or cash, these need to be posted to the guest account manually Selected to Post No Show Charge

No Show Charge is Posted

Batch Post Payment This feature will allow the user to select reservations that have appropriate guarantee types and decide to post a

Payment. The No Show charge and payment will be equal to the first night’s room and tax. This functionality is only available for Credit Card or Direct Bill guarantee methods. Batch Payments will not be available for other guarantee types. If other payment methods are used, such as check or cash, these need to be posted to the guest account manually. Selected to Post Payment

Payment is Posted

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No Show Processing When the No Show, Post No Show Charge, and Post Payment options are all selected, the user can click Submit. This will update each reservation sequentially and will process in confirmation number order. Progress is represented by a blue highlighted box along with a blue loading icon to make users aware of progress.

Declined cards will be noted in the auth status column. If a card is declined, the reservation will still be updated as No Show in status. The charge will not post and the payment will not be received. If errors occur while processing a credit card, the reservation will still be updated to no show status. The charge will not post and the payment will not be received. Cards that error will be noted in the auth status column in red text. A banner displaying the error message will display at the top of the screen. If the error message appears, this means the error occurred on one or more of the reservations, not on all. All reservations without “Error” displayed in the auth status column have processed successfully. Users can make a second attempt from this

screen, or go to the individual reservation(s) to collect payment. Both Declined and Error results will be noted in the auth status column.

Should you need to leave the No Show screen while processing takes place, progress will pause until you return and finish. A confirmation message will prompt users before leaving the screen.

Note: Can also be completed for previous day No Shows.

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Charge Routing Use this procedure to setup charge routing.

1. From the In House list, select the guest you wish to have charges routed from (source account).

2. From the Reservation Information page, select Guest Folio.

3. From the Guest Folio, click Configure Charge Routing from the Actions menu.

4. From the Charge Routing Configuration page,

select Source Account.

5. In the bottom section, select the type of account you wish to route the charges to (guest or house account).

6. From the list that displays, select the account you

wish to route charges to (target account). 7. From the Charge Routing Configuration page,

select the type of charges to route. 8. Click Save Changes.

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Future Availability Sell/Preview screen 1. From the home screen, click View, and then click

Future Availability. 2. Click any date, and it now shows Room details,

including rate, arrivals, departures and restrictions.

3. Click Create Reservation or Walk In to create a

reservation from the future availability. 4. You can also select multiple days in the calendar

and it will auto populate the room type and dates and take you to step three of creating a reservation, the Guest Information Screen.

Enhanced Smart Welcome The Welcome Screen Tool Bar has been enhanced to provide the General Manager the ability to configure the screen in a way that is most relevant to the staff. With the addition of more shortcut buttons, you can create shortcuts to areas of the system as well as external sites such as Yelp and online documents that you create, such as Google documents, your employee schedule, Hotel Journal or Red Book.

Edit links in Smart Welcome Screen. 1. Below the favorites bar, click Edit.

2. Edit the preferred section, and click Save.

Add Link from within the System Click the drop down arrow and select from the list on the screen an item you would like to have quick access to. Options available are displayed below.

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Adding a link outside of the system

a. Select Custom Link Box. b. Enter the URL Address into the Link box. c. Edit the Title. d. Choose an Icon from the preloaded icon list.

e. Click Save to retain your changes.

1. Adding and Removing buttons:

a. Clicking on will remove the section. b. Clicking on will allow you to add a new

link.

c. Click Save to retain your changes.

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Note: You may edit the Title field if you wish to customize it.

d. Choose an Icon from the preloaded icon list.

Page 1 of 17

Optional Features Property Systems – July 2016


Optional Features S.T.E.P. Many of our SkyTouch customers are in need of a Customer Rewards or Guest Recognition Program. Those that utilize such a program may be missing program flexibility, or are using a program that may not meet their needs. SkyTouch wants to free our customers from these inflexible programs. The SkyTouch Experience Program (S.T.E.P) will do just that! S.T.E.P will allow a hotel to build a customizable reward program from the ground up. This program will recognize and reward loyal and frequent guests based on criteria that are important to that property and their guests. Note: S.T.E.P. is an optional feature. If you are interested in purchasing the S.T.E.P. feature, please reach out to [email protected]. Additional fees may apply.

Messages and Experience The following section will present information regarding the types of messages and experiences you may create.

mailto:[email protected]

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Banner Message: This will allow the hotel to create unique banner messages based on the guest’s history with the hotel. The banner can be used to remind the Front Desk to thank the guest, encourage the Front Desk to book an upgrade, book the guests next night, or use however the hotel sees fit.

Folio Message: This will allow the hotel to create a unique message that will print on the guest’s folio based on selected criteria. You can thank the guest for their loyalty, include an offer to invite them back, or any message the hotel sees fit.

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Standard Experience: This is given when the guest meets selected criteria and the hotel would like to offer multiple experiences without the guest being required to make a selection. This could include Turndown, Newspapers, Late Checkout, or ANY other experience the hotel sees fit. When creating your “If + Then +” statement, select criteria and only ONE experience (ex: Turndown) and Save. The guest will not have to make a selection, they will get turndown. You can create as many as you like, or add additional items of your choosing

1. Standard Experience 1



The 3 individual experiences as created above, will show on the guest account as Standard Experiences during guest check-in.

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Select an Experience: Creating Select Experiences will allow the ability to offer the guest a more exclusive set of experiences to their guests. The hotel may offer a choice from a selection of Experiences. When offering a Select Experience the Hotel Guest is presented a number of options and may select One of the options. This could be items such as a Voucher, a Hotel Service (Golf, Tennis, Spa), Refreshment (Wine, Cocktail, Beer), or any section the hotel would like to use. In the example shown the hotel is offers the guest the option to select one of the listed Experiences: Cookie, or Fresh Fruit, or Water.

The 3 options created together above will show on the guest account as Select Experiences during guest check-in.

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Building Your S.T.E.P. Experience We have designed an easy 3 step process to create any Guest Experience.

1. If (The guest meets this Criteria). 2. Then (offer this Experience). 3. (Save).

Each Experience below can be made using our 3 step process.

1. Banner Message 2. Standard Experience 3. Folio Message 4. Select Experience

Selecting “if” Criteria Selecting the “If” will allow the user to choose which criteria they would like to use to build their Experience

1. Only one criteria can be selected each time, when building an “if”.

2. Different criteria can be selected for any other experiences built in the future.

3. All criteria is based on Stays, Nights, Room Revenue & Total Revenue for the current Calendar Year.

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Modifying Current “if” Criteria User can decide to update any of the current criteria

1. When modifying any criteria User will be notified that the change will affect any created experiences.

2. Modified criteria cannot overlap any current criteria.

Create “if” New Criteria Users can decide to add criteria.

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Apply the “if” Criteria Selecting APPLY will begin your experience statement.

1. The criteria you selected will now take the place of the if .

2. Selecting the current criteria will allow the user to update that criteria.

3. If the user would like to start over, they can select the X at any time.

Experiences can include:

• Banner Message • Folio Message • Custom Experience

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Banner & Folio Messages Banner and Folio Messages are free form fields that can be created by the user to:

1. Recognize Guest Loyalty. 2. Offer promotions. 3. Encourage next visit. 4. Create an experience that best suits your guests.

The Sky is the limit!

Customer Experience 1. Custom Experiences can be used to offer guests

specialty awards or amenities during their stay. 2. One amenity can be selected for Standard

Experiences. 3. Multiple amenities can be selected at once for

Select Experiences. 4. Amenities can be added. 5. Amenities can be modified.

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Completing the Experience 1. When an “If” criteria and “Then” experience are

selected a preview of the complete guest experience is displayed.

2. The experience is complete and added to the Experience Library when selecting the .

3. “If” or “Then” can be edited by selecting the blue text for either statement.

4. You may cancel the experience by selecting the X.

Experience Doughnut Chart See the visual below for a description of the Experience Doughnut Chart.

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Check-in Experience Preview Experience Preview will show on a Checked-in Reservation.

You have the power to provide a custom guest rewards experience in which the guest will remember and generate a loyal following of your property.

Guest Identification Scanner Want to save time at check in? Imagine being able to quickly and easily scan a guest driver’s license and insert the information into the appropriate reservation fields! Introducing Intellicheck/Mobilisa, a device that integrates with SkyTouch Hotel OS® to allow users to enter guest information into reservations and walk-ins by simply swiping a driver’s license and verify that the ID is valid. Note: Guest Identification Scanner is an optional feature. If you are interested in purchasing the Guest ID Scanner, please reach out to [email protected]. Additional fees may apply.

Where Guest ID Scanner Can Be Used 1. Find Reservation. 2. Find Guest Profile (from Find > Guest Profile) 3. Guest Info Search (from Guest Info tab). 4. Check In Guest Information (Address Required Pop

Up). 5. Express Check In Guest Information (Address

Required Pop Up). 6. Guest Info Tab for Existing Reservations. 7. Reservation Shares (when adding additional

names to a reservation/share).


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Find Reservation On the Find > Reservation page, a user can swipe a driver’s license and the following fields will populate:

• Last Name • First Name • Postal Code

Find Guest Profile On the Find > Guest Profile page, a user can swipe a guest’s driver’s license and the following fields will populate:

• Last Name • First Name • Country • Postal Code

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Guest Info Search From the Guest Info tab, a user can swipe a guest’s driver’s license and the following fields will populate:

• Last Name • First Name • Country • Postal Code

In order to auto-populate the fields, the Guest Search area must be expanded.

Swipe the guest identification and click Find Guest.

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Check In Guest Information If a reservation does not have complete address information (such as those delivered from third party websites), the user can scan the driver’s license on the Address Pop up to fill in the missing information. From the Reservation, under the Actions menu select Check In. If the reservation has insufficient address information, the user will receive a Valid Address Required pop up.

On this pop up, a user can swipe a guest’s driver’s license and the following fields will populate:

• Address 1 • Postal Code • City • Country • State

Express Check-In Guest Information If a reservation does not have complete address information (such as those delivered from third party websites), the user can scan the driver’s license on the address pop up to fill in the missing information. From the Arrival List, select Check-In from beside a guest name. If the reservation has insufficient address information, the user will receive a Valid Address Required pop up.

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On this pop up, a user can swipe a guest’s driver’s license and the following fields will populate:

• Address 1 • Postal Code • City • Country • State

Guest Info Tab (for Existing Reservations) Sometimes guest information changes or a different guest arrives than the one who booked the initial reservation. To make this easier, the ID scanner will also work on the Guest Info tab of existing reservations. From the Reservation, select the Guest Info tab. On this tab, a user can swipe a guest’s driver’s license and the following fields will populate:

• Last Name • First Name

• Address 1-3 • Country • Postal Code • City • State • DL Number (when applicable)

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Reservation Shares To add an additional name to a guest reservation, click More next to the Last Name field within the Guest Information. From the Additional Names screen, click Add Name. The driver’s license can be swiped on this screen to automatically populate:

1. Last Name. 2. First Name.

If the “Share Charges” check box is checked, a Billing Information pop up window displays. If a license is swiped on the pop up, the following fields will populate:

• Billing Address (Address 1) • Country • Postal Code • City • State

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Setting up the Device Follow these instructions to install the Intellicheck/Mobilisa software on your computer. Guest Identification Scanner Installation Instructions

Configuration of the SkyTouch Hotel OS® Once the drivers have been installed, the device needs to be configured in the SkyTouch Hotel OS®. Each property has a unique API key (received from Intellicheck) that needs to be entered into the SkyTouch Hotel OS®. This allows the system to recognize the device. Each workstation needs their own ID scanner; they cannot be shared between two workstations. To enter in the API key, go to: Manage > Hotel Configuration > ID Scan Configuration

Note: The ID scanner only works with Internet Explorer. The system will perform a validation when the API key is entered into the ID Scan Configuration area.

http://www.skytouchtechnology.com/_ex/release_notes/SkyTouch_TB_IDSCAN_Install_150728.pdf

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To enter the API key go to Manage > Hotel Configuration > ID Scan Configuration. On the ID Scan Configuration page, enter the 20 digit API key for the property, and SAVE. The ID scanner will now be able to be used with the SkyTouch Hotel OS®.

There are two locations in the SkyTouch Hotel OS® that will receive data upon swiping a driver’s license:

1. Create Walk-In. 2. Create Reservation.

In both Create Walk-In and Create Reservation during Step 3, the user is able to swipe a driver’s license to populate the following fields:

• Last Name • First Name • Address 1 • Address 2 • Address 3 • Country Code • Postal Code • City • State

• Driver’s License Number (when applicable) in the Guest ID field

ID Scanner UI The system will display a small User Interface in the upper right hand corner to let users know when the device is on/off. It will display a processing wheel if it is currently working on a request. If the device stops working, the user can press the Reset button in order to reboot the device without unplugging it from the workstation.

Page 1 of 1 Technical Services Helpdesk Property Systems – July 2016


Technical Services Helpdesk SkyTouch Technology is committed to providing you with an exceptional level of customer service. If you need assistance, you can email Technical Services at [email protected] or via phone at (855)749-3530. If you have opened a case with Technical Services, and feel you are not receiving the expected level of customer service, please use the escalation path provided.


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