Stayntouch PMS New Notes & Actions Format
The NOTES and ACTIONS sections have moved to the left side of the stay card.
- When you navigate into the stay card, you can see that the NOTES section has moved to the left side.
- Below that is the relocated section for ACTIONS.
- This previously was the confirmation details for current, future, and historical reservations (these have moved and will be covered at the end of the guide).
There is a new ALERTS banner in the top center of the stay card.
- In the top center of the stay card, we have a new alerts banner prominently displayed and highlighted in yellow where the notes and actions icons appeared before.
- The ALERTS banner will only appear if a reservation has a note marked as an ALERT.
Alerts, while not inherently time-critical or mandating action, function to underscore the significance of particular reservation notes, thereby mitigating oversight.
The checkbox associated with alerts facilitates marking them as completed or dismissing them when deemed irrelevant, contingent upon the situation.
Actions are assigned to designated departments for execution at specified dates/times, indicating completion status.
The ASSOCIATED WITH section is now below the ALERTS banner.
- This section is where you see the names of travel agent cards, company cards, and group blocks that are attached to this stay card—there are no changes to this functionality.
For a shorter entry like this one, you will see the full note or action.
And for a longer entry like this one, it will display a three-line preview.
- A longer entry preview shows about one hundred and thirty characters, give or take, depending on the glyph size.
You can click on an individual note or action to make a change to it, view it, or delete it.
- Clicking on the actual note or alert is a shortcut to navigating to the individual note or action within the MANAGE popup window.
On the top right-hand corner of each section, there is a MANAGE option in orange.
When you click on the orange MANAGE option for notes, a popup appears where you can see and manage all of a reservation's notes and alerts.
- We've made some minor updates to the layout in order to make adding notes a bit more intuitive.
- To exit out of the MANAGE notes popup, click the white X in the top left corner of the popup or CLOSE WINDOW in the bottom center of the popup.
To add a note, simply click the green button labeled NEW NOTE located in the upper right-hand corner of the MANAGE popup window.
- Make sure to SAVE CHANGES after adding the note as per existing functionality.
There's a red trash can icon next to each reservation note and alert that allows you to delete it from the stay card.
You cannot delete a group or shared note, so there is no delete icon next to those entries.
You can click into an existing note or alert by selecting it. Within the note or alert, you can remove it from the reservation with the DELETE NOTE button in the top right corner.
Alternatively, you can make a change to the note which will be saved if you press the green SAVE CHANGES button.
Example: Let's mark this note as an alert by selecting THIS IS AN ALERT in the bottom lefthand corner.
- Tip: You can mark new or existing notes as alerts.
- If a note is marked as an alert, and you do not wish for it to appear in the ALERTS banner, you can un-mark a note as an alert by unselecting THIS IS AN ALERT and then SAVE CHANGES.
Then, press the green SAVE CHANGES button in the bottom right.
You can see the note now appears in the ALERTS banner in the top center of the stay card.
Notes marked as an alert also appear prominently at the top of the MANAGE notes popup.
Each alert has a checkbox on the lefthand side. When you click the checkbox, it fills in orange, and the alert is marked as resolved. This indicates that it has been handled and doesn't need resolvable attention the next time the stay card is accessed.
- Alerts can be resolved both on the ALERTS banner and in the MANAGE notes popup.
For easy reference, the resolution details, including the name of the user as well as the date and time, appear underneath the alert.
Un-Resolving Alerts: Unselect the checkbox to reopen it.
If a user accidentally resolves an alert or wishes to have it appear prominently and unresolved the next time they enter the stay card, they can un-resolve an alert by unselecting the checkbox. Then, you'll see that it was reopened and a reference to who and when the checkbox was unselected.
When all alerts are resolved by you or a member of your team, the banner is collapsed by default when you navigate into the stay card. Click anywhere on the banner to expand it to see the details of resolved alerts.
- The banner has an orange chevron icon on the righthand side, which indicates that you can expand it to see more information.
- By clicking anywhere on this banner, you can expand it to see the alerts that have already been resolved.
Changes for alerts are recorded on the stay card's Activity Log.
- Should you have any questions about changes or deletions that have occurred for a reservation's alerts, they will be recorded and visible to you on the Activity Log within the stay card, similar to how changes to notes or actions were already being recorded there.
- Activity for Alert Created, Alert Closed, Alert Reopened, and Alert Removed are recorded on the stay card's Activity Log.
- Changes to the text content of an alert are referenced on the Activity Log as Edit Note.
Let's move on to the ACTIONS section in the bottom left corner. In this example, we have more actions entries to display than there is room in the preview section. Therefore, we have a gray scroll bar on the right hand side of the section allowing us to scroll up and down to easily view all entries. (Same will happen for NOTES when applicable.)
Clicking on the MANAGE option leads you to the ACTIONS popup.
Upon clicking into the ACTIONS popup window, you can add a new action, edit an existing action, complete an action, or delete an action—as per existing functionality.
- To exit out of the MANAGE Actions popup, click the white X in the top left corner of the popup.
Actions that are due on the current business date appear with a Due Today indicator in orange along with the time it is due.
Actions that were due yesterday or before that have not been completed will appear with a red OVERDUE indicator and will list how many days it is overdue.
If an action is due on a future date, it will not have any due or overdue label.
- If you would like to know when it's due, you can click on it and view those details that in the popup window.
View Current, Upcoming, and Historical reservations by clicking on the new dropdown labeled CONFIRMATION NO. above the NOTES section.
- Before this new enhancement to the notes and actions display on the stay card, the lefthand area is where you would see all of a guest's reservations.
- That information is still accessible to you, but it's moved to a new dropdown labeled CONFIRMATION NO. in the top left of the stay card above the notes section.
- To view additional reservations, click on the dropdown.
When you click on the dropdown, it is expanded, you can view all Current, Upcoming, and Historical reservations associated with this guest card. Display order (when they exist):
- Current reservations
- Upcoming reservations
- Historical reservations
All reservations will display with the corresponding reservation status icon and color as well as the date range of the corresponding stay.
You can click any of the reservations to pull up the corresponding stay card and toggle back and forth between reservations.
The dropdown can be collapsed once the user is done viewing the other reservations by clicking on it at the top.
- When the dropdown is collapsed, the notes and actions sections will appear again underneath it.
Company, travel agent, and guest card notes can now be shared to all currently associated and new stay cards and marked as alerts.
To add or edit an existing entity note, navigate into the entity's card and into the Notes tab. If you have the Files feature enabled, it will be labeled Notes & Files. The functionality to access these notes has not changed.
There is now a selectable option to POST TO ALL RESERVATIONS in the bottom left corner.
This allows you to share the note with reservations attached to this entity and have it appear on those stay cards in the Notes tab.
When selected, another option appears to mark the note as an alert (here and on stay cards).
Select this option should you desire to have this shared note appear in the alerts banner on applicable stay cards.
To finish, click the green POST NOTE or POST ALERT button on the righthand side.
When the option to POST TO ALL RESERVATIONS is selected, the button will also say, "and share in property."
Notes and alerts that have the option selected to post to all reservations are indicated by a SHARED label at the bottom on the lefthand side.
In this example, our #1 shared note was marked as an alert, which means it will appear in the slerts banner on the stay card and in the Notes tab.
The #2 shared note is not marked as an alert, so it will not appear in the alerts banner but will be visible in the Notes tab of associated stay cards.
On an associated stay card, entity notes and alerts appear and are marked as what type of entity they originate from.
In this example, they are labeled as COMPANY NOTE and COMPANY ALERT, since the entity we attached these to is a company card. If shared notes originate from another entity like a travel agent card, guest card, or a group, the labels will reflect that accordingly. The shared note marked as an alert has also been added to the alerts banner.
Clicking on a shared note will result in a full preview. Users cannot edit or delete a shared note from the stay card.
Should you wish to change or delete a shared note, you must make the change or delete it within the notes section of the entity where it originated.
Any modifications or deletions will affect all associated reservations.
To stop a note from appearing, you must navigate to the entity, click on it to edit it, and unselect the option to post to all reservations and SAVE CHANGES.
Any modifications or deletions will affect all associated reservations.
You can see that this note no longer has a shared indicator beneath it.
We can also see that the note no longer appears on reservations associated with this entity.
When you detach an entity from a stay card, the shared notes from that entity will no longer appear on the reservation.
