Reservation texts

Click this button to access reservation-related correspondence with the guest. This is useful, for example, if you want to check which charges have been confirmed with the guest. The button takes you to the Letters tab, from where you can view, edit, and create reservation-related correspondence for the guest.

 

NOTE:

The “Letters” tab only lists reservation-related correspondence that was defined as such (RTXT) in the system data!

 

If different profiles are stored for a reservation (guest, company, and travel agent, for example), you will be asked to choose the intended recipient after clicking the button:

Once you have confirmed this, you will have access to all correspondence for the associated profile. When a letter is created, the associated address will be inserted automatically.

Creating a reservation confirmation

  1. Open the reservation in the Navigator.

  2. Click [Res. texts].

  3. Choose the intended recipient, if applicable (required only for group or company reservations).

  4. Click [New letter].

  5. Double-click the appropriate confirmation form to select.

  6. Make any necessary changes to the Word file.

  7. Save the Word file and print.

PLEASE NOTE ( from Version 2013.17.222 )

Starting from this version, the date format day-month-year (e.g. "21 June 2013") will be used by default  on reservation confirmations. If you would like continue using the former date format, please ask your protel Support Team to set up your protel system accordingly. We’re happy to help

Sending the confirmation of reservation by e-mail as a PDF

  1. Create the confirmation as described above.

  2. Save the opened confirmation as a PDF (Office 2007 and later: Save as > PDF).
    Enter a descriptive name for the file and note where it has been saved!

  3. Close the confirmation.

  4. Right-click within the Letters tab to open the context menu.

  5. Click “Add file”.

  6. In the “Open” dialog box, locate the folder containing the PDF file (e.g. \PROTEL\GUESTS\LETTERS).

  7. Select the PDF file and click [Open].

  8. Select the PDF file within Letters and click [E-Mail].

Special settings are required in protel to be able to send e-mails from the Letters tab.
For more information, please contact your protel distributor or the protel support team.

 

NOTE:

Exception for group confirmation: If you confirm the [Res. texts] button from the Navigator of a group master, you can create a group confirmation because in this case all the group members are included in the confirmation (provided an appropriate form has been created in the system data).

Tips & Tricks

Print number of booked persons per room type and row

From version 2014.17.877

Design clear and compact booking confirmations for your group reservations, for example by printing the total number of persons per row and room type. Simply insert the following replacement code in your documents: $y121

 Your protel Support Team will gladly provide you with more information about the new code and how you link it into the new confirmation of reservation form. Just get in touch – we’re happy to help!

Exporting the total number of booked rooms

From version 2013.17.400

For reservations involving numerous rooms, it is practical to export the total number of reserved rooms into the confirmation of reservation. The $y100 replacement code makes this possible.

 Your protel Support Team will gladly provide you with more information about the new code and how you link it into the new confirmation of reservation form. Just get in touch – we’re happy to help!