Stayntouch PMS Actions Manager
The Actions Manager allows users to assign actions to individual guest reservations or group blocks. This is an ideal page if you know you need to quickly assign multiple actions to different reservations from one place, instead of having to track down each individual reservation.
Summary: Use the Actions Manager to search for a specific action and/or assign actions to departments.
What’s the difference between an action and a note? Actions allow you to notify your colleagues that a certain action needs to be taken for a reservation. Notes are more informative, while actions require some effort on the guest’s behalf and can be updated with a “completed” status once the action is done.
With the Actions Manager, you can specify the responsible department as well as the date and time when the action needs to be completed.
When actions are attached to a reservation, an indicator will appear on various screens including the guest’s stay card page, the Summary tab (for group blocks), and in the Actions Manager Report.
HOW TO ASSIGN ACTIONS
Step 1. Individual or Group?
- Navigate to Actions > Actions Manager.
- Note in the bottom left corner the two icons.
- The single person icon represents an individual reservation; whereas, the three-circle Venn Diagram represents a group block.
- You will need to first select one of these icons, which will indicate to Stayntouch PMS if you will be assigning an action to either an individual reservation or a group block.
Assign an Action to an Individual Reservation: See how the Actions Manager displays the field for GUEST NAME OR ROOM.
Assign an Action to a Group Block: See how the Actions Manager displays the field for GROUP NAME.
Step 2. Locate Reservation (Or Group Block)
- In this example, we will be assigning an action to an individual reservation.
- However, you would follow the same steps when assigning an action to a group block.
- First, locate the search bar for the GUEST NAME OR ROOM field.
- Enter the name of the reservation (or group block) you have in mind.
- If Stayntouch PMS retrieves multiple matches, click the correct reservation.
Step 3. Assign a Department (Optional)
- Next, select a department that you would like to assign the action to.
- While this step is optional, we recommend assigning actions to departments to avoid confusion as to who is responsible for ensuring the action is met.
- If you have not yet created departments, you can do so by navigating to Settings > Hotel & Staff > Departments > + ADD NEW.
Step 4. Include Action Details
- Finally, include the remaining details of the action.
- This includes the date due, time due, and any notes that will accompany the action.
- Lastly, choose the POST ACTION button.
Step 5. Actions on the Stay Card
- You can find an ACTIONS log on the guest’s stay card (see screenshot below).
- Click the ACTIONS button on the stay card to reveal the details of each action assigned.
Note: Locating Actions on a Group
- To locate an action assigned to a group block, navigate to the group by going to Groups > Manage Groups > Select Group.
- Remain on the Summary tab.
- Click the ACTIONS button.
- This will reveal the actions popup window, which details the action.
HOW TO SEARCH FOR ACTIONS
Step 1. Match the Action to a Date
- Navigate to Actions > Actions Manager.
- Stayntouch PMS will ONLY retrieve actions for the date you specify with the calendar icon.
- For this reason, it’s important that you make sure you have the correct date selected.
- It may be necessary to click through and view multiple dates to locate a particular action (if you are not sure what date the action is assigned).
Step 2. Search Bar
- Prompt a search by typing a description of the action in the space provided.
- Remember that Stayntouch PMS only searches based on the date selected.
If an action is overdue, a note will appear below the hand icon. Please note, an action will not carry over to the next day if it is not completed.
Step 3. Filter Actions
- You can also filter actions by clicking the filter icon on the top left corner of the screen.
- You can filter by ALL, UNASSIGNED, ASSIGNED, and COMPLETED.
Step 4. Update the Action’s Status
- Choose to EDIT the action to re-assign it to a new department.
- Select COMPLETE to mark the action as done.
- Or choose to DELETE the action to erase the action.
Step 5. Print Actions Manager
- You can print the Actions Manager by clicking the blue printer button.
MARK AN ACTION AS DONE
Stay Card
- You can update an action as done from the Actions Manager, the stay card (for individual reservations), or the group block’s Summary tab.
- Click the COMPLETE button.
- Stayntouch PMS will automatically display a “completed” note on the action.
- This note includes the completed time and date.
- Completed actions will appear in green instead of red indicating that no action needs to be taken.
If an action is completed on the stay card, the fields will be disabled for changes. No further changes can be made.
From the group Summary tab, click the ACTIONS button.
Proceed to select COMPLETE to mark the action as done.
