Clock PMS+ Update (23 Apr 2025)

New Functionalities

Room Calendar

Lots of customisations and new amenities - that's how the new Room Calendar can be characterised in a nutshell. We have added many new customisation options to the calendar so that everyone can use it as conveniently as possible according to their tasks. We've also added new features to help you get your tasks done and service your guests faster and more efficiently.

Here's a list of improvements:

• Colour customisation;
• View customisation;
• Many new filters;
• Grouping and sorting;
• Showing bookings WITHOUT room;
• Room feature icons and quick visualisation of room information;
• The housekeeping status is updated in real time and can provide notifications;
• New method for allocating and moving bookings;
• Quick change of the booking period;
• Quickly lock/unlock the room change in the booking;
• Booking moving management
• Early Arrivals and Late Departures - preview and quick edit;
• More improvements;

A full description of all improvements can be found in Room Calendar screen - version 2

Guests / Rooming List Import to existing bookings

The Guests/Rooming List Import was very well received by you. We have decided to extend its functionality so that in addition to creating bookings, it can also be used to update guests in already created bookings. In this way we hope it will become your indispensable assistant when processing groups. There are two main scenarios you can use.

1. Use the original rooming list you received and link the rooms on the rooming list to the bookings.
2. Prepare a "Template" of the rooming list in which the booking numbers are present. The template can be filled in with guest names by you or you can send it to your partner to fill in. When working with such a template, the linking will be done automatically because the rooming list will contain the numbers of your bookings.

The system synchronises data automatically - updates existing guests, adds missing guests and removes redundant guests. More details on how to use this new functionality can be found at Guests / Rooming List Import to existing bookings

Monthly invoicing

We've added a new tool to automate the monthly invoicing process and dramatically reduce manual operations. The goal of the module is to automatically find a month's charges in the guest/company folios, transfer them to a newly created folio, close the folio and possibly pay it with a credit card. The main cases we solve are the following:

• Long-term stays: if you invoice long-term guests with a price per night, you can use the new functionality. In this case, the booking is for a long period, and in the guest's main folio you have charges for each day according to their rate. You can easily and quickly invoice all such bookings for a given month.
• Companies with monthly invoicing contracts: If you have contracts with companies that are frequent guests and invoice for nights and services used in the past month, the new functionality can help you automate the process.

Details on how to use this new tool can be found in Monthly invoicing

Meal reports can now account for additional charged services. 

Previously, meal reports only included meals as selected in the bookings. In cases where meals weren't consistent throughout the entire booking period, and the guest chose which dates to pay for them and which not to, this created processing problems. Not only did this require manual charging, but the booking also had to be marked as "non-standard meal" for the meal reports to account for it.

We've changed this. Meal reports now account for both possible sources - meals specified in the bookings and meal charges.

• For meals specified in bookings, there's no change from before. They are accounted for as usual.
• Meal charges are accounted for based on their service date and quantity. For a charge to be recognised as a meal charge, the following is required:
• In charge templates, as well as in the charges themselves, we've added two new fields: 'meal' and 'child meal'. In the first, select which meal the template/charge relates to, and in the second, whether this is a meal for a child or not. Depending on this, the quantity of the charges will be added to the other meals in the meal reports for the date corresponding to the charge's service date.

This change provides greater flexibility in selling meals. For example, meals offered as optional, additional services in the Booking Engine and Guest Portal will be automatically included in both planning and operational reports. And it will be even more convenient for guests, as they can choose the days and quantity of these services (meals) themselves. Maximum flexibility, with no manual post-processing required!

POS - Re-Open Feature

We've added a new feature to make it easier for you in cases where, after finalising a customer's bill, you discover there are incorrect items, quantities or amounts. Previously, you had to void the bill and re-enter everything into a new bill. Besides being laborious and creating opportunities for errors, this would issue new receipts in the kitchen, which also led to confusion. Here's how the new feature works:

• You've closed the bill, but there's an error in the charges.
• Find the bill from "Closed Bills" and access it.
• Select the "Re-Open" function and fill in a reason.

• The selected bill will be voided; if there is an active fiscalisation, a reversed fiscal receipt will be issued for the old bill. Receipts for the kitchen will NOT be printed.
• Charges (menu items) will be copied to a new bill;
• The payment from the old one will be transferred to the new one.
• A new bill will open on the charges (menu items) edit screen . You can make the adjustments you wish to the new bill - add menu items or remove lines. A receipt will be printed in the kitchen for the added/removed menu items.
• If there is a change to the payment amount, you can:
  • Add a payment
  • To void the old and add a new one
  • Refund a credit card payment and make a new payment.
  • If there is no change to the payments and you wish to close the folio with the current payment, you can select "Billing To / Invoice" -> document type -> Issue.
  • If there is active fiscalization, a new fiscal receipt will be issued for the new bill.

Improvements

• We've added a feature to the system that sends the customer an email notifying them of credit card payments. No setup is required from your side. Emails are sent to all customers, except for payments made with OTA (Online Travel Agent) cards.
• Folios - a small change related to automatically emailing the folio upon closing. Previously, there was a setting that controlled the automatic sending process - the automatic sending template. However, this caused problems for customers who wanted automatic emails to be sent, but only from certain points - the check-in kiosk and the guest's personal portal. There are now two settings: one is to determine whether automatic emails are sent ALWAYS, and the other is for the template to be sent. If you select only a template, emails will not always be sent, but only from places that explicitly require it - Check-in Kiosks, the Guest Portal, the Booking Engine and Monthly Invoicing.
• Change to the maximum period for which statistical reports can be generated. We have changed the limit so that reports can now be run for a period of 366 days, covering one calendar year.
• We've added a new filter to Advanced Search - Monthly Invoicing. This allows you to get a list of bookings marked for monthly invoicing.
• New option - "Lock payments in closed balanced folios" - The new option can be enabled from All Settings -> Documents -> Document behaviour. If enabled, the system will not allow you to add, transfer or void payments if the folio is already balanced. The exception is card payment refunds, which are still permitted. You can use this option for better compatibility with your accounting system or for better control over payment operations. 
• New Event Screen - "Assigned to User" is now automatically populated with the current user, as it was in the old screen.
• Advanced Search - Filter by Rate Plan - The field now allows filtering of rate plans, which makes it easier if you have many rate plans. 
• "Charge Summary D-M-Y" Report - is now also available in the POS through the new reports screen.
• Google Ads Enhanced Conversion for the Booking Engine - To enable the "Enhanced Conversion" function, we've added another parameter for tracking purposes - a hash of the email address. "Hash" means that the email address is converted into an encoded string and can be used by other systems for analysis without revealing the actual email address. The name of the new field is 'hashedGuestEmail' and its value is populated on the last step of the booking engine, with the encoded value corresponding to the email of the main guest or contact person.
• We've added the bulk function "Open Folios in New Tab" to the new booking searches (Arrivals, Departures, In Hotel, Advanced Search). You can select up to 10 bookings and open their folios in separate tabs in the browser.

Fixes

• Pauses in the name of the rate plan caused unnecessary recalculation of charges.
• We fixed the mobile view of some of the new reports, whose filters were in two columns.
• In the folio screen, the closing date reflected regional settings and was sometimes incorrect. There is no such problem with printouts.
• The Booking Engine and Central Booking Engine now show the translated name of the hotel. The field is the old one: t_account_name. It can be found in All Settings -> Common Translations -> "Advanced labels/translations: Account".
• In the new "Charge Custom Field Check " report, the Revenue Category filter was not working.
• Searching by guest name in Arrivals/Departures/In Hotel (new) was very slow.
• The new advanced search - we fixed the sorting when grouping by date of arrival, departure, creation and editing. 
• The booking searches (new) - we fixed a problem that prevented the Key Card screen from opening.
• The booking searches (new) - we fixed a problem that caused sending to fail in certain situations.
• Arrivals and Departures screens (new) - corrected an issue where certain local settings were not filtering the booking lists correctly based on the selected date.
• Tour Operator Contracts - The screen allowed blank base prices, and then the rate plan could not calculate the price. You must now enter 0 if this is the case.
• Discount template - Numeric type fields were not displayed if there was no list of values entered for them.
• Room Cloud - Rate plan mapping - for longer product names, the table did not fit on the screen.