Entering Guest Data

Data Entry
Click on Data Entry. Here you can see a layout involving various menu buttons as well as fields for inputting client data. The tabs along the top are for navigation within the Front Desk sector of MotelMate. At the moment you will notice that the ‘Guest’ tab is highlighted indicating that we are currently viewing guest details. The grey tabs lower down pertain to the individual guest.

Details
This first grey tab page contains details of the guest including personal, demographic and company details. Some of these fields have drop-down menus from which you can select preset data. Other files have an information button which takes you to a related screen (to return click on ‘Guests’ along the top).

Bookings Tab
This page will display a list of existing and past bookings generated by MotelMate for this customer. The blue circle at the far right of each booking will take you to the individual booking card. The Make Future Bookings -button will allow you to fill out a booking form. (see Bookings)

Finance Tab
Finance displays all financial transactions to do with this client. It includes charges, payments as well as any credits that may have been made. By clicking on a line in Previous Invoices you can see the invoice items listed in the Invoice Details pane. To view an actual invoice in order to print or email, click on the blue circle next to each invoice.

Contact log
On the Guest Contact History tab a log of all written correspondence can been seen in the Previous Contacts portal. These are generated from either the Standard Letter on the right or by simply manually writing in the letter pane.

Standard letters can be created on the Form Letter tab. From here you can create a new standard letter by clicking on the last empty line on the standard letter list. After giving it a title you can compose your letter using the mail merge buttons on the right to help personalise the message to the client (view some of the existing letters for examples of mail merge). Form letters can be deleted on theis page.

Agents
Travel agents that are involved with the client’s booking can be logged here. These can be entered by clicking into the Agent field and selecting from the Drop -down menu. This information is drawn from MotelMate’s agent database.