Software Features

Guest Tracker Hotel Software Product Features are highlighted by Systems features, including database design and Open Access databases. Next, are Integration Interfaces which make Guest Tracker Hotel Software a complete Property Management System. Last, hundreds of Reservation and Accounting features which makes Guest Tracker the most flexible, complete Solution in the Industry.

Guest Tracker Features

  • Windows 7/8: Guest Tracker will run on any Windows based servers and client workstations. Recommended hardware and networking specifications.
  • True 32-bit application: True Windows programming languages are used to create Guest Tracker.
  • Multi-user network version: True network Client-Server design and sharing
  • Multi-Tasking Windows: Multi-Windows design for easy functionality and multi-tasking
  • Automatic rate selections: Rates pre-configured for all unit types and rooms, weekends, and season
  • Databases MS Access: MS Access, is the most popular database for flexible mid-size Hotels and Motels. ODBC allows reporting from 3rd party report writers.
  • Databases MS SQL: Open MS SQL database runs on a dedicated server, and is design for larger properties with remote connectivity, WAN's, and Multi-servers.
  • Custom MS Word letters: MS Word template, unlimited letters accessed by Guest Tracker printing
  • Extensive Look-up features: Sort, filter, and search guest reservations, room availability, and history
  • Reports / graphs: Create revenue graphs automatically for management meetings
  • Room Chart Reservations: Using room/tape charts to book/change reservations is a breeze.
  • Export Guest Tracker data: Connect to or export data from tables in your main database. Create reports, or export valuable Guest information for marketing.

Guest Tracker Integration

  • Multi-user network version: True network Client-Server design and sharing
  • Call accounting Interface: Control and manage phone calls by extension, auto-post to guest bills
  • Call Accounting Module: Control and manage phone call charges featuring call detail reporting
  • Credit Card Processing: Integrated Credit Card processing with your existing Bank/Processor
  • POS Register/Software: POS register software module to control multiple departments, Interface
  • Point of Sale Interface: Import POS charges from Micros registers to Guests folios
  • Club Software Interface: Import/Export club guest charges to membership billing
  • Central Reservation Interface: (CRS) Best Western Nova, Quality - Profit Manager, central reservations
  • ASP Solutions: Run Guest Tracker ASP from multiple remote locations
  • Internet/GDS reservations: Import Internet and GDS reservations from 1,000's of reservation portals directly into Guest Tracker's pending internet reservation module.
  • Accounting Module Interfaces: Export G/L account totals with open databases to back office accounting
  • On-line and On-Site training: Different levels of training are available to meet implementation dates

Guest Tracker Reservations

  • 1-Step Reservation screen: Full functional reservation entry screen allows 1-step reservations
  • Unlimited room types/rates: Setup unlimited room types, with multiple rate levels and packages
  • Groups / Packages: Detailed group reservations with master billing and direct bill accounting
  • E-mail confirmations: E-mail confirmation letters through your local internet e-mail account
  • Waiting Lists: Save overbooked reservations on a waiting list for future availability
  • Master folios / Direct Bill: Master folios billing / and or Direct bill City Ledger accounts setup
  • Room Shuffle features: Shuffle reservations through the room/tape chart to optimize property
  • Advanced Deposits postings: Track multiple advanced deposits postings prior to check-in.
  • Arrival / Departures in Detail Summary or Detailed reporting on all Guests arrivals and departures
  • Extended stay capabilities: Extended stay, monthly postings, receipts w/ balance forward balances
  • Tax exempt options: Reservations with tax-exempt section button
  • Guest notes - popup notes: Create notes for check-in information or Guest notes
  • Room / tape charts: Manage reservations, new, existing, groups, and In-house guests from here
  • Quick check-in procedures: Flexible pre post charges at check-in, payments, and pre-authorizations
  • Custom confirmation letters: MS Word template, unlimited letters accessed by Guest Tracker printing
  • Automatic rate selections: Rates pre-configured for all unit types and rooms, weekends, and season
  • Package rates: Package rates by room type, includes detail postings by G/L accounts
  • Reservation history: History record for each past reservations by Guest
  • Monthly leases: Apartment leases created with non-tax monthly charge postings

Guest Tracker Group Features

  • Group rooms: Reserve multiple rooms by Guest or Group
  • Chart groups: Color coordinate groups by group leaders and members of groups
  • Confirmation letters: Group confirmation letters with detailed room reservation information
  • Group Block: Reserve large block of rooms by room types
  • Group billing: Setup group reservations with master billing or individual receipts
  • Group Check-ins: Check-in groups together, with guest list and auto room assignments
  • Group Check-outs: Group billings or guest billing options at time of check out

Guest Tracker Guest Folios

  • Balance Due reports: Balance due upon check-ins and check-outs
  • Folio billing / receipts: Folio management by Guest or units
  • Folio summary / details: Folio reports in detail or account summary
  • Open guest ledger: Open ledgers inquiry by Guest or units
  • Open guest ledger reports: Folio reports by In-house Guests
  • Group / Individual folios: Manage group folio charges and payments
  • Folio insertions / adjustments Manual folio management adjustments at check-out
  • Payments by Card type: Settle payment types during night audit
  • Auto calculate balance due Balance due at check-in
  • Split folios billing: Room charges + taxes / incidental folios receipts
  • Auto refund full / partial: Setup refunds by the hour
  • POS register module: POS entries posted as sales/payment receipts

Guest Tracker Direct Bill/City Ledger

  • Auto-post Invoice - check-out: Auto create City Ledger Invoice during checkout
  • Ledger adjustments, voids: Invoice adjustments and Void payments transactions
  • Ledger partial payments: Partial payments transactions allow flexibility
  • Direct bill aging reports: Open Invoice Aging reports helps control overdue accounts
  • Company statements: Print month end company statements with detail transactions
  • Manual Invoices, payments module Enter manual invoices for startups and misc. invoices
  • Full Integration with GL: AR invoice and payment entries all select G/L codes for postings

Guest Tracker History

  • History reports by Market Code
  • History reports by Guest Type
  • Mailing labels
  • History Filtered by date / type
  • Guest History by Room / Rate
  • Invoice Detail bill re-creation
  • Guest Ledger History
  • Audit History of all transactions
  • Message history by Guest
  • Room History graphs by Room
  • Occupied History Statistics
  • Average Rate History

Guest Tracker Night Audit / Reporting

  • Auto night audit procedures
  • Management reports
  • Transaction audit details
  • Complete user/shift audits
  • In-House occupancy report
  • Unlimited G/L codes and sub-groups
  • Deposits Due aging report
  • Travel agent commissions
  • Revenue forecasts
  • Room status updates
  • Out of service rooms
  • Housekeeping maintenance