Reservation Assistant

SPA & Sports Management

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Base modules

Reservations

Reserving treatment rooms and other resources is not a problem for you. But if it were really that simple, you would hardly need any support from software.

How about that? When choosing a treatment room, the most suitable therapist, e.g. in an economically or timely manner, will be automatically suggested to carry out the service. Of course, a staff member's qualification is taken into considerations as well. Predefined preparation and restoration times of the rooms and the therapists are accounted for when allocating time. Last but not least the guest is also blocked for the duration of the treatment. In case a therapist cancels on short notice, the system will simply shift the assigned treatments to a substitute.

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Billing

One click on the appointment in Reservation loads the entire guest itinerary into the Reservation Assistant Billing module for a fast check-out process. RA Billing is the central module for all payment transactions. A variety of interfaces (PMS, Credit Cards, Gift Card, Accounting, etc) allow you to integrate this ePOS with other systems. RA Billing also serves as an easy to use stand-alone payment application. It supports a number of peripherals like printers, barcode scanners, cash drawers, magnetic & RFID readers etc. Detailed financial reports and sales statistics add value for spa management and financial controlling. 

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Supplementary MODULEs

Packages

Attractive packages are essential for efficient yield management. Yet packages increase the handling costs of these arrangements – from making reservations for each individual package component, to exchanging package components, to calculating the corresponding extra charges for billing.

Reservation Assistant provides a well-designed functionality to facilitate the handling of complex packages. For example, the software can generate a single reservation that includes all package components. The reservation dates are automatically scheduled to avoid idle times. When exchanging a service for a more expensive one, the guest is automatically charged the price difference and the additional amount is posted to a separate account.

The ability of a system to deal with exceptions (which are the rule in practice) reveals its true qualities. There is no such phrase as “impossible”, or “the system does not work that way” – certainly not for Reservation Assistant .

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Vouchers administration

Vouchers are increasingly popular as incentives to use services or to promote sales with a sophisticated voucher design (see “increase revenue”). However, the administration of vouchers is not trivial.

The turn of the year (Christmas Holiday is the peak season for most spas in Europe) promotes the awareness for that topic.
Staff may have to work overtime and temporary staff may be required to meet the workload during the weeks preceding Christmas. Thereafter, the financial controlling department will need to know how many vouchers (both valid and expired) are in circulation. This question can usually only be answered with an estimate rather than a precise number. (The answer is often as vague as “many”).

Reservation Assistant takes care of this problem. It provides a hospitality industry specific Voucher module that guarantees efficient management of vouchers. The status of all vouchers: issued, sent, paid, redeemed, expired, is verified immediately via tracking by voucher number and barcode. The total number of vouchers in circulation can be determined at any time.

Reservation Assistant will ensure that you maximize revenue and you can look forward to anticipating the next peak season without worrying about the administrative headaches!  

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Personnel planning

The tourism industry does not enjoy regular 8 am to 5 pm working hours - especially within the therapy, beauty and sports departments. To create and manage a working schedule is an organizational challenge.

Reservation Assistant provides a module to manage the staff schedule that reconciles the requirements of the management and the needs of the staff.

The employees are able to view the schedule at any time even via the internet. Shifts (“morning shift”, “late shift” etc.) can be defined.
Furthermore, if a specialist resource like a therapist is unavailable at short notice, e.g. due to sickness, the reservations for the relevant treatments are redistributed automatically by the system.
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Membership Administration 

The Reservation Assistant’s membership administration contains the master data of all members, including a photo. The system offers a smooth consideration of membership fees, tentative contracts or exceptional payments. Open amounts are transferred to the accounts receivable administration via the interface. Direct Deposit is also possible. 
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Courses

Managing group-events (e.g. excursions) or courses is extremely easy with Reservation Assistant. Temporary bookings enable an improved and early estimation of the feasibility and cost of an event. The functionality provided by the waiting list enables a quick reaction to cancellations to protect and to increase profits. 
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Check-in control

The check-in functionality allows a precise analysis of your guests stay. Access control can be viewed for determined times and areas, and separate check-in lists can be printed for guests with reservation. .

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Online bookings

Day guests increasingly use spa & sport resorts’ facilities. This is important to maximize the use of expensive investments to their full capacity.
For this target group it is an advantage to use Reservation Assistant to make reservations for a certain treatment or service via the internet e.g. while still at work. This option is especially advantageous for both the resort and the guest when offered to a closed user group (club members, regular guests).

The same service can, of course, also be offered to the hotel guest. Via terminals, internet facilities in the hotel room, or other internet access, each guest can make a reservation by himself/herself using a simple dialogue. This simplifies the consumption of services, which positively influences the revenues.