This section provides guidance for pre-sales, sales and post-sales processes.

To check availability for a new lesson:

Navigate to Bookings → Check Availability

This page shows the number of:

• B - Bookings

• I - Instructors In Use by Bookings

• BF - Bookings Free

• TI - Total Instructors In Use

• IR - Instructors Rostered (as per Instructor Availability Management)

• IF - Instructors Free

Numbers are shown by:

• Category

• Lesson type

• Ability level (for group lessons)

• Time Interval

  • i.e. 09:30-13:00, 13:00-16:30 and 16:30-20:00 (customisable for your account).

To determine if a new booking request can be accepted:

1. Navigate to Bookings → Check Availability

2. Select the From start date and number of Days from the drop down menu, click on the Show / Refresh button.

3. Deselect the lesson categories and Time Interval not related to the request (to reduce the amount of information on the screen), click Update.

4. Take note of Instructors Free (IF) for the category and time of the lesson. If there are enough instructors available for the request, confirm the booking.

Once a booking request is received (this can be from your website (direct booking) or by a travel agent via their account):

1. A notification email will be sent to you, including a link to allow you to access the booking.

   • The format of the email subject will be as below: [RoomBoss] [Best Ski School] 660876 New Booking REQUEST (XXXX)

2. The booking request will be shown on the Home page in your account.

If there is availability then you can confirm the booking.

Confirming a Booking

On the Edit A Booking page, under Booking Status, Click Edit and change the Type from REQUEST to RESERVATION, click Save.

Agent Booking

Upon confirmation both you and the agent will receive a notification email indicating the booking is confirmed.

If an Invoice Strategy has been set, the invoice(s) on the booking will be generated upon confirmation.

1. Download invoices as PDF from the Financial tab and email them to the agent.

Direct Booking

If the booking request was from your website, after confirming the booking:

1. Add a custom message via the Invoice & Intranet Message section if the customer has asked a question.

2. Click the Send Email button. An email based on your Rich Messages will then be sent to the customer. This will include a link to the Guest Intranet where the customer can see details of their booking, terms and conditions, and link(s) to make online payment. You will also receive a copy of the email sent to the customer.

Every ski school guest can be created in the system. This will include their contact details and additional information such as Notes, Note Dietary and Note Medical.

Each lesson booked can be associated with one (group lessons) or more (private lessons) guests. Linking guests to bookings allows you to track all lessons for a guest and keep a complete lesson history.

If all guests are added it is also possible to manage guest check-in by linking all guest to an RFID chip ID, this is the technology used in many lift tickets. A guest can also be identified by scanning their lift ticket.

Guests can be entered by the customers themselves and associated with lessons during booking using the booking engine. This can also be done by booking agents or users within RoomBoss.

To remind staff and agents to link guests to bookings:

Navigate to Accounts → Edit Account Details

Enable:

• Warn agents they need to link guests to bookings

and/or

• Warn users they need to link guests to bookings

The top of the Edit A Booking page will display the reminder:

Direct Booking

Customers can associate themselves to each lesson when they book using the booking engine. However, if a booking is manually entered or is received without each guests’ information, guests can be manually added to their lessons:

1. On the Edit A Booking page for the booking.

2. Open the Guests tab.

3. Click Edit in the Additional Guests section. Fill in the details for each guest clicking Add after each entry

4. Once all guests are added click Save.

5. Navigate back to the main booking tab, click Edit in the Guests section. Select the guest(s) for each individual lesson, and click Add. When you have added all guests to all lessons, click Save.

Agent Booking

Agents can enter guests and associate them with lessons inside their account.

However, only the lead guest of a booking is shown in the ski school account (the vendor), therefore the association and agent guests need to be copied into the ski school account.

This can be done using the Copy Guests function:

1. Navigate CRM → Manage Guests → Copy Guests

2. Enter the desired date range From and Until, click Submit.

3. Guest information and lesson associations will be copied into your account.

Check Bookings

It is recommended to check that all lessons are properly associated with guests on a rolling basis. You can check associations using the Check Bookings function:

1. Navigate to CRM → Manage Guests → Check Bookings

2. Enter the desired date range From and Until, click Submit.

3. A list of bookings will be displayed, click on each one to check for association.

Suggested Workflow for Copy Guests

On a rolling basis, check bookings x days in the future and follow up as necessary.

Each morning, use the Copy Guests function to copy guests and associations. Then use Check Bookings throughout the day to locate bookings that are not associated with guests and follow up as a priority.

If your ski school utilizes RFID check-in, you may wish to associate your guests with a RFID tag (lift pass) at time of booking.

To associate a guest with a RFID tag:

1. On the Edit A Booking page, click on the Guests tab.

2. Click Add External ID

3. Scan the guest's RFID tag (lift pass)

The guest will now be associated with this RFID tag and you will be able to find them for check-in by scanning their RFID tag.

When making a Point Of Sale booking for a customer standing in front of you:

1. Check for availability.

2. Navigate to Bookings → New Booking and follow the steps for adding lessons to the booking.

3. If the customer is a New Guest, enter their details. Otherwise find them via the Existing Guest option.

4. Once the order has been entered, open it and click the Financial tab.

5. Edit Invoices & Receipts and click New Transaction PAY NOW - Guest.

6. Once payment is received select the Payment Method click Save then Done.

7. Select the receipt format from the drop down menu:

   • English - A4

   • English - POS

   • Japanese - A4

   • Japanese - POS

8. Click the PDF iconto download the file and print a receipt for the customer.

Tasks are a useful way to remind your team jobs that need completing.

You can set:

• Due date

• Time

• Category

• Description

• Assigned To

• Status:

  • Not Completed

  • Won't Complete

  • Completed

Tasks are added to bookings on the Edit A Booking page, and are primarily used for sales purposes, i.e. chase up a sales lead, taking payment reminders and payment chases.

However, it is also possible to create tasks independent of bookings for general operations, i.e. guest pick up, registration form reminders.

Tasks that are due today, tomorrow or are overdue are displayed on the home page when you log in.

A searchable list of all tasks is available by clicking on the Tasks link on the home page or by navigating to CRM → Tasks

When a new reservation is made, you will receive a notification email.

The format of the email subject will be as below: [RoomBoss] [Best Ski School] 660876 New Booking (XXXX)

Agent Booking

If an Invoice Strategy has been set, the invoice(s) on the booking will be generated upon confirmation.

• Download invoices as PDF from the Financial tab and email to the agent.

Direct Booking

No additional steps are required. If the customer has asked a question, you may respond directly by replying to the new booking notification email.

How to use Comment column on Edit A Booking page

It is possible to add comments to Edit A Booking page as an annotation for the customer's request / information.

• Click the Edit button of Order Details on Edit A Booking page and add the comment to the comment column.

• The Comment on an Item is visible to the vendor and agent but is not visible to the guest.

• It's editable by both vendor and agent.

• A change to the Item Comment and saving does not trigger an notification email to the vendor or agent.

It is recommended to check overdue payments as a daily process.

If you have automated email reminders set up, customer can receive reminders automatically. However, this does not guarantee payments will be received.

To check Overdue Payments, navigate to Bookings → Search Bookings → Search by Payment Status

Then choose Payment has not been received. Limit search to payments due by yesterday.