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Independent study – Getting started with VisBook

Subject Page

Accommodation booking 01

Exercises on accommodation booking 06

Activity booking 07

Exercises on activity booking 11

Using the POS system 12

Exercises on using the POS system 13

Further instructions 13

Support tickets 13

ACCOMMODATION BOOKING

Booking accommodation: from the order form, click the |Booking| button or use the keyboard

shortcut F5.

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Step one, the booking window:

Choose an arrival date by typing it in short format (e.g. 0508) and press the ab key on your keyboard.

Alternatively, select the |Arrival| box and choose the date from the pop-up calendar. Use the tab key

to enter the number of nights the guest is going to stay. Alternatively, select the departure date in

the box below.

You can move down to the accommodation standard by using the tab key. Press enter to book one or

more rooms on that accommodation standard.

Step two, the price window

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Here you can enter the number of units to be booked, and the number of people per unit. There may

be multiple prices available, such as room with breakfast, half board, etc. In VisBook, you can add any

additional services the guest might have requested from the area to your right.

Click |Next (F8)| or use the keyboard shortcut to open the customer register.

Step three, the customer register.

Here you can register a new guest, or use your customer database to locate an existing customer.

To enter a new guest, type in the name and address, as well as any additional information available

such as phone number, mobile number, and email address. You can move between boxes using the

Tab-key on your keyboard.

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We recommend registering the guest’s email address. That way you can electronically issue invoices,

receipts, order confirmations and offers. VisBook also lets you integrate your email server so that you

can control all your correspondence in one place, and use the customer register to issue newsletters.

Order confirmations can also be sent via texts as long as you register the customer’s mobile phone

number.

Once you are satisfied with the information, click |Complete F8| to view the finished order, or use

the keyboard shortcut.

Step four, the order form.

The booking has been completed. Further processing is mostly done through |Print F9|, where a new

window will appear. Here you can choose between |Invoice|, |Receipt|, |Order confirmation| and

|Offer|.

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Choose |Invoice| to invoice the customer. Receipts can be used when the customer pays in the receptions. Order confirmations are usually issued before arrival. To send as an offer, select |Offer|. Invoices, receipts, order confirmations and offers can all be printed or sent as email attachments. Additionally, order confirmations can be sent via text.

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EXERCISES ON ACCOMMODATION BOOKING

Arrival Days No. of people

Accommodation type Customer

Today 1 2 Double room John Smith, Westminster, London SW1A 0AA

Today 1 1 Single room Pauline Taylor, Amesbury, Salisbury SP4 7DE

Today 1 1 Single room Fred Bloggs, St Katharine's & Wapping, London EC3N 4AB

Today 1 3 Family room Christine Johnson, Oxford Rd, Manchester M13 9PL

In 2 days 3 2 Double room Gary Williams, Great Russell St, Bloomsbury, London WC1B 3DG

In 4 days 2 4 Family room Jane Smith, Henley St, Stratford-upon-Avon CV37 6QW

Today 4 2 Double room Your own name, address and mobile number. When the booking is completed choose print, order confirmation, and |Preview|.

You are welcome to complete multiple bookings at your own pace until you feel comfortable with

the process.

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BOOKING CONFERENCES AND ACTIVITIES

Booking activities: From the order form, enter the booking window by clicking the booking button or

using the keyboard shortcut F6. The booking button will take you to the tab last used. Make sure you

are on the |Activities| tab before you continue reading.

Step one, the booking window.

Choose an arrival date by typing it in short format (e.g. 0508) and press the Tab key. You can also click

the top left box with today’s date. A calendar will pop up where you can choose the arrival date.

Pressing the Tab key you can enter the starting time of the activity. Alternatively, use your cursor.

Pressing the Tab key you can then enter the activity duration. Alternatively, press tab twice and choose

the finish time.

Use the Tab key to make your way to the relevant booking, and press the Enter key to book. You can

also click the |Book!| button overhead.

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Step two, price window.

Here you can enter the number of units to be booked, and the number of people per unit. There may

be multiple prices available, such as room with breakfast, half board, etc. In VisBook, you can add any

additional services the guest might have requested from the area to your right.

Click |Next (F8)| or use the keyboard shortcut to open the customer register.

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Step three, the customer register.

Here you can register a new guest, or use your customer database to locate an existing customer.

To enter a new company customer, press F3 and type in the name and address, as well as any

additional information available such as phone number, mobile number, and email address. You can

also use your cursor and select the customer type from the drop-down menu. You can move

between boxes using the Tab-key on your keyboard.

We recommend registering the guest’s email address. That way you can electronically issue invoices,

receipts, order confirmations and offers. VisBook also lets you integrate your email server so that you

can control all your correspondence in one place, and use the customer register to issue newsletters.

Order confirmations can also be sent via texts as long as you register the customer’s mobile phone

number.

Once you are satisfied with the information, click |Complete F8| to view the finished order, or use

the keyboard shortcut.

Step four, the order form.

The booking has been completed. Further processing is mostly done through |Print F9|, where a new

window will appear. Here you can choose between |Invoice|, |Receipt|, |Order confirmation| and

|Offer|.

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Choose |Invoice| to invoice the customer. Receipts can be used when the customer pays in the receptions. Order confirmations are usually issued before arrival. To send as an offer, select |Offer|. Invoices, receipts, order confirmations and offers can all be printed or sent as email attachments. Additionally, order confirmations can be sent via text.

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EXERCISES ON ACTIVITY BOOKING.

Arrival Hours No. of people

Activity type Customer

Today at 10:00

3 4 Conference room NewCo John Smith, London NW1 4RY

Today at 10:00

2 10 Conference room XYZ Widget Company Gary Williams, Lambeth Rd, London SE1 6HZ

Today at 13:00

6 8 Conference room Acme Strings Pauline Taylor, Prescot L34 4AN

Today at 18:00

4 12 Conference room Add projector

High Street Lights Christine Johnson, High St Stratford-upon-Avon CV37 6AU

You are welcome to complete multiple bookings at your own pace until you feel comfortable with

the process.

The service list should be launched after you have added the above bookings.

Your service plan for conference rooms and activities can be found under |Lists| and |Service List|

from the order form. The list can be daily or span over multiple days if, for example, you want to plan

next week’s bookings. The service list can be combined with your daily agenda for efficiency.

Notes written in the notes field will be visible on the service list.

To add inventory items or catering to a conference, bring up the booking in your order form. Right-

click on the conference room name in the order. Choose |Add New|, |Product| and you will be taken

to the cash register. Here you can choose which product to add, for example, food and drinks. Clicking

|Save| will add the items to the order.

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USING THE POS SYSTEM

With the VisBook Point of Sale (POS) solution, you can create multiple cash register windows for

different departments. To change the window, select |Other Functions| from the top left menu in the

cash register, then |Button type|. For this tutorial, we will be using |Restaurant|.

|Restaurant| is an easy setup with two levels of buttons and merchandise related to each level. The

POS system is designed for touchscreen, but in this tutorial we will be using the cursor instead. Under

|Help| in the order form, |Content| and |Downloads|, you can find a detailed manual for the cash

register.

To complete a sale:

Choose the product or products, ex. Today’s Special, and select the payment method.

By choosing a product and then |Save (F3)| you will enter the customer register and a new order will

be created from the sale.

By choosing a product and then |Status List| you will get a list of overnight guests where you can add

the sale to their accommodation order.

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EXERCISES ON THE POS SYSTEM

Complete these sales.

Product Payment

Today’s Special Cash

Soft drink 0.5 Cash

Today’s Special Coffee

Cash

x3 Lunch buffet x3 Soft drink 0.33

Cash

New York Times Coffee

Cash

You are welcome to complete multiple sales at your own pace until you feel comfortable with the

process.

Further Instructions

In the order form, choose |Help|. Here you can find the VisBook support tools, including the

operational instructions.

Support and inquiries can be submitted by choosing |Help| and |Support requests|. Here you can

submit cases directly to our support team and read replies to your requests.