Stayntouch PMS: Release Notes (v5.58)

Modified on: Wed, 11 Jan, 2023 at 1:05 PM

Stayntouch PMS

Release Notes (v5.58)


Effective:


TABLE OF CONTENTS



ⓘ We'd like to call out a few special items that have been long-awaited and will make many of our customers happy:

  • Users can now easily import a group rooming list via CSV file. This will save time previously spent manually entering reservations to the group rooming list. Please note, this is in pilot stage only.
  • We now support budget reporting via the Comparison to Budget Report. This report shows statistical and forecasted comparison to budget data by date range for markets.


PRODUCT ENHANCEMENTS

Comparison to Budget Report

 

To complete our Budgets functionality, we’ve added a Comparison to Budget Report to show statistical and forecasted comparison to budget data by date range. 

 

Items to Note

  • This report only pulls budget data for markets, not charge codes.
  • You need to be using the Budgets functionality from Financials > Budgets. (Enable the BUDGETS toggle from Settings > Financials > Financial Settings and assign necessary user roles the Financials Budgets permission from Settings > Hotel & Staff > Permissions.)

 

Report Filters

  • DATE RANGE (TO/FROM): Select a date range.
  • MARKETS: Select from the markets configured for your hotel. By default, all are selected.

 



Report Output

 

The Comparison to Budget Report can be printed, and it will appear in the Reports Inbox as pictured below. 

 


 

You will see the following fields on the report:

  • Variance Toggle: The variance toggle is labeled % / ACTUAL and allows the user to view the variance in either percentage to budget or the actual amount to budget. Positive variances will always be green, and negative variances will always be red. By default, the variance toggle will be by percentage to budget (%).
  • View Toggle: The view toggle is labeled SUMMARY / DETAILS. The SUMMARY view shows the user the variance to budget for each category. The DETAILS view expands the report, and the user is able to view each category’s variance, actuals, and budgeted numbers.
  • Header: Total nights, total nights variance to budget, average occupancy, average occupancy variance to budget, total revenue, total revenue variance to budget, average ADR, average ADR variance to budget.
  • Report with variance toggle set to DETAILS:
    • First column titled Markets
      • Each market selected in the report configuration will be listed in the Markets column.
      • The next columns in the report are tilted NIGHTS, OCCUPANCY, REVENUE, and ADR. Each of these columns are subdivided into three columns: DIFF. (variance), ACTUAL, and BUDGET for each market.
      • Each row in the Markets column displays data related to NIGHTS, OCCUPANCY, REVENUE, and ADR for that corresponding market for the date range selected. Each of those columns is subdivided into three columns: DIFF. (variance), ACTUAL, and BUDGET for each market.
      • NIGHTS
        • ACTUAL: The number of rooms occupied for the given date(s).
        • BUDGET: The number of rooms budgeted for the date(s).
        • DIFF. (as a currency amount): Actual room nights minus budgeted room nights for the date(s).
        • DIFF. (as percentage): Actual room nights minus budgeted room nights divided by budgeted room nights multiplied by 100 (rounded to the nearest 10th of a percent) for the date(s).
      • OCCUPANCY
        • ACTUAL: The number of rooms occupied for the given date(s) divided by the total number of rooms for the date(s) (rounded to the nearest 10th of a percent).
        • BUDGET: The number of rooms budgeted for the given date(s) divided by the total number of rooms for the date(s) (rounded to the nearest 10th of a percent).
        • DIFF. (as a $): Actual occupancy minus budget occupancy for the date(s).
        • DIFF. (as a % ): Actual occupancy minus budget occupancy divided by budgeted occupancy multiplied by 100 (rounded to the nearest 10th of a percent) for the date(s).
      • REVENUE
        • ACTUAL: The room revenue for the given date(s).
        • BUDGET: The budgeted room revenue for the date(s).
        • DIFF. (as a $ ): Actual room revenue minus budgeted room revenue for the date(s).
        • DIFF. (as % ): Actual room revenue minus budgeted room revenue divided by budgeted room revenue multiplied by 100 (rounded to the nearest 10th of a percent) for the date(s).
      • ADR
        • ACTUAL: Room revenue divided by rooms occupied.
        • BUDGET: Budgeted room revenue divided by budgeted rooms occupied.
        • DIFF. (as a $ ): Actual ADR minus budgeted ADR for the date(s).
        • DIFF. (as % ): Actual ADR minus budgeted ADR divided by budgeted ADR multiplied by 100 (rounded to the nearest 10th of a percent) for the date(s).
  • If the report range is 14 days or less, the daily summary of the report will be shown. If the report range is 15 days or greater, the daily summary will not display.
  • The daily summary will have the same layout and calculations as the market segment, except instead of each row displaying calculations based on a market’s data, each row will display each day’s total figures from all markets selected from the report configuration (including undefined) for each day within the report’s date range.
  • When the view toggle is switched the SUMMARY, the sub-columns for NIGHTS, OCCUPANCY, REVENUE, and ADR will not show, and the data shown will only be the variances.

 




 

Reports Inbox

 

 

Print Report


Rounding Dropdown Displays When Value Is Entered For Based On Rate

 

When a value is entered from Settings > Rates > Rates > + ADD NEW/Select Existing Rate > Rate Details > BASED ON/COPY FROM > BASED, the ROUNDING dropdown will display. Please note, 0 is a value; null (i.e., no value entered) is not a value.




Stayntouch Guest Kiosk: Update To TYPE_EMAIL_IN_SUB Tag

 

When the TYPE_EMAIL_IN_SUB tag is left blank in Settings > Kiosk > Languages > Select Language > Purple Pencil Button > Search TYPE_EMAIL_IN_SUB, no text will be present for the subheading on that screen within Stayntouch Guest Kiosk. Please note, the TYPE_EMAIL_IN_SUB tag correlates to the subheading on the screen where guests are prompted to enter their email address. Refer to the screenshot below for an example.








YOU ASK… WE LISTEN

 

Filters and Search Parameters Remain Applied When Clicking Into/Back From Accounts Receivables, Commissions, Company/TA Cards, Accounts, and Report Inbox

 

Upon clicking into and back from the following screens, the same filters and search parameters will remain applied:

  • Financials > Accounts Receivables
  • Financials > Commissions
  • Revenue Management > Company & TA Cards
  • Front Desk > Accounts
  • Reports > Reports Inbox

 

Upon clicking on an account, card, or report the user will be able to navigate back to the previous screen from the account, card, or report by clicking the back button. When navigating back to the previous screen, the same filters and search parameters will remain applied. See the below Accounts Receivables example. The functionality applies to each of the aforementioned screens.




Totals and Reason Filter Added to Rooms OOO/OOS Report

 

You can now view the total number of Out of Order (OOO) and Out of Service (OOS) rooms in the header of the Rooms OOO/OOS Report. The total number of OOO or OOS rooms will only display if selected to include in the report. An OOO or OOS room will not be counted twice if the room is OOO or OOS more than once for the date range.





The totals will appear on the PMS version of the report as well as the print and CSV versions.

 



 

We’ve also added a REASON filter to the Rooms OOO/OOS Report to allow users to run the report for a specific OOO or OOS reason. The filter option includes a dropdown list of your hotel’s maintenance reasons as defined in your hotel’s settings. Users can select multiple options. Because REASON is not a mandatory field when placing rooms OOO or OOS, the option of NOT DEFINED will appear for selection for rooms with no reason defined. The default will be SHOW ALL with all reasons selected. When the report is run, only the reasons selected from the REASON filter will be displayed on the report. You can also view any comments added to the room when placed OOO or OOS.





 

These changes apply to the PMS version of the report as well as the print and CSV versions.




Stayntouch Guest Kiosk: Customize Primary Authentication For Check-In

 

For Stayntouch Guest Kiosk check-in, you can now customize the primary authentication to be Last Name, Scan ID, and/or Confirmation from within Settings > Kiosk > Check-In > Primary Authentication. 

 

 

Please note, the Primary Authentication option must be enabled for your hotel by Stayntouch Admin for this section to be visible. Please contact Customer Support to have this enabled for your hotel.

 

If Confirmation is selected as the primary authentication, the PMS will not allow the admin user to select the confirmation number as secondary authentication. 

 

 

If multiple selections are made for primary authentication, the guest checking in will be able to select the option they prefer for primary authentication (as per existing functionality for secondary authentication).

 

By default, Last Name will be selected as the primary authentication to avoid configuration changes to existing setup.

 

 

We’ve also moved the following settings to Settings > Kiosk > Check-In:

  • Scan ID to Find Reservations (which has been renamed Scan ID) within the new Primary Authentication section
    • If Scan ID is enabled, it will be selected as an option for primary authentication.

 

 

  • Include first initialvalidation as a subsection of the Last Name option—only to be enabled with Last Name in the Primary Authenticationsection
    • If Include first initialvalidation is enabled, it will be selected as an option for primary authentication with Last Name.

 

 

Sample Primary Authentication Screen

 

 

IN PILOT PHASE

Group Rooming List CSV Import

 

You can now upload a group rooming list via CSV file from Groups > Manage Groups > Select Group > Rooming List Tab. Please note, this feature is in pilot stage only. If your hotel would like to be part of the pilot, please contact Customer Support.

 

Once this functionality is enabled by Customer Support, from the Rooming List tab on the group profile, you’ll notice a purple IMPORT button. 


 

Upon clicking this button, you’ll be able to import a CSV file to Stayntouch PMS. 


 

The file column headers should be titled as follows: First Name, Last Name, Arrival Date, Departure Date, Room Type, Occupancy (number of adults, so 1, 2, 3, etc.), Email, and Phone. 


 

The header names should remain exactly as is; however, the order of the headers can be changed. Moreover, Email and Phone are optional, and you can remove those columns if desired. Please ensure your date format is the same as specified in your hotel’s settings (MM/DD/YYYY or DD/MM/YYYY). You should also write out your room type as it is written in the PMS. 

 

Please note, the CSV file should use commas as separators, not semicolons; otherwise, the file import will return the below error message.



Be sure to save the file as CSV. A sample CSV template is attached at the bottom of this article. 

 

Once the file has been imported a popup window will appear with two tabs:

  • STAY INFO: This includes the guest name, arrival and departure dates, room type, and occupancy.


 

  • GUEST INFO: This includes the guest name, email, and phone number.

 

 

Items to Note

  • After the data is imported, it can be edited by users.
  • For the Room Type field on the CSV file, Stayntouch PMS will check this field against both the room type description and room type code to locate the room type for that reservation.
  • Blank data in the CSV First Name and Last Name fields will remain blank in the PMS fields for users to edit.
  • Blank or invalid dates will be imported into the PMS as a blank date (MM/DD/YYYY or DD/MM/YYYY) for users to edit.
  • Blank or invalid room types (e.g., room type data that does not match PMS room types) will be displayed as blank with the option for users to choose from a room type dropdown menu.
  • Blank or invalid data will appear outlined in red to indicate that the fields need to be completed prior to the reservations being inputted. This includes the following:
    • Any blank, unrecognizable, or unreadable data
    • Any date outside the group block dates
    • Any room type that is not part of the group block (the field will not be populated and will appear outlined in red)

 

 

  • We do not complete any validation checks for the phone numbers.
  • Invalid emails will not be imported.

 

 

  • If a CSV file upload fails, users will receive the following message: “Import has failed, please try the import again.”

 

After the data has been reviewed and edited as necessary, please click the CREATE RESERVATIONS button to add the reservations to the group rooming list.


 

As the reservations are being created, the following message will appear above the rooming list in yellow: “Creating reservations from CSV import. Rooming list is locked until reservations are created.” 

 

You can click the refresh button to check the progress of the import. You can also move to any other tabs on the group card or any other screens in the PMS during this process.


 

When reservations have been successfully created, you will receive the following message in green: “All reservations from CSV import created. We’ve added X reservations to the rooming list.”

 

You will then be able to click the purple UNLOCK ROOMING LIST button to unlock the rooming list. The new reservations will then appear on the rooming list.



 

Please note, if there isn’t room block availability for all of the reservations, some or all of the reservations will not be created. Here is a sample message you may receive: “Some reservations from CSV import created. X reservations to the rooming list. X reservations not created.”

 

You can then choose to VIEW FAILED RESERVATIONS or UNLOCK ROOMING LIST. 

 


Upon clicking VIEW FAILED RESERVATIONS, you will see the failed reservation(s) along with the cause of failure.

 

 

COUNTRY SPECIFIC REQUIREMENTS

France: ProForma Invoice Sequence Number Added to Print/Email Versions of Individual/Group ProForma Invoice and Activity Log

 

To be compliant with French legal requirements for generating an individual or group ProForma Invoice, we now have the option to add the ProForma Invoice sequence number to the print and email versions of the ProForma Invoice. When the sequence number is added, the Activity Log will be updated with this sequence number.

 

Please note, Print ProForma invoice number toggle must be enabled for the property from Stayntouch Admin for this to apply. Please contact Customer Support if you would like to enable this feature. You’ll also need to activate the PROFORMA INVOICE toggle from Settings > Hotel & Staff > Stationery > Invoices > ProForma Invoice.

 



The ProForma Invoice Number label that appears on the invoice itself can be translated by Stayntouch Admin. Please contact Customer Support to have this label translated into a different language.

 

As part of this feature, we have added a new PROFORMA INVOICE NO label to Settings > Hotel & Staff > Stationery > Invoices > ProForma Invoice. The label entered here will be applied to both individual and group ProForma Invoices. Please note, the label translation entered here will override the Stayntouch Admin translation (see note above).



Below is a sample ProForma Invoice.

 


The stay card Activity Log will also record all generated ProForma Invoices.

 


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