To make a Reservation on the Look To Book Sales Screen, either double-click on the desired Room/Rate combination, or click and drag the combination to the Trip Composer.
Fill in the basic information for the Reservation, such as the Guest Name and Reservation Type.
The Market and Source Code information may populate from the Rate Code based on configuration.
You can include additional information about the Guest and Stay.
To create this single reservation, click “Book Now”.
How to book a multi-property Itinerary Reservation
The Look To Book Sales Screen can be used to book a linked reservation, which is more than one reservation for different dates, or different properties.
Choose the first Rate\Room combination, and either double-click or drag it to the Trip Composer.
Fill in the basic information for the Reservation, such as the Guest Name and Guarantee Type.
You can include additional information about the Guest and Stay.
Choose “Add to Trip Composer”.
Next, change your Availability Search for the next desired reservation.
Choose the next Rate\Room combination, and either double-click or drag it to the Trip Composer.
LTB Start Screen - Updating Caller Information during a call
To add information about the Caller during the call, click “Edit” in the Caller Information box in the upper left corner of the Look To Book Sales Screen.
You can record the Caller’s Name, Phone, Email, and Fax number. Enter as much or as little information as you like.
LTB Call Statistics - Information Tracked in Call Statistics
On the Look To Book Sales Screen, the “Call Statistics” box shows a running tally of some key statistics for the user’s activity.
The “Call Time” field refers to the current call, and counts the elapsed time between pressing the “New Call” and “End Call” buttons.
The Call Statistics screen also tracks the user’s daily totals for Call Time, Number of Calls, and Average Call Time, as well as the Number of Sales and the total projected revenue from them.
LTB Availability Search - Criteria for Availability Searches
There are many different criteria you can use when searching for availability in the Look To Book Sales Screen.
You can narrow your search to a particular property or city.
You can choose the dates of the stay using the calendar, or by typing in the desired date.
For best results, you should put in the desired number of rooms, and the expected occupancy.
You can refine your search by including other information like the name of the guest, a Membership Number, associated Company, or even a specific Rate Code.
Choose “Search” to find availability based on your criteria.
LTB Availability Search - Searching for One Property vs Multiple Properties
There are many different criteria you can use when searching for availability in the Look To Book Sales Screen, and the screen will present different fields relevant to the search you choose.
If you perform an availability search for multiple properties, the screen will offer search options relevant to more than one property.
If you perform an availability search for just one property, the screen will offer search options relevant to a single property search.
LTB Available Properties (Rate Grid) - One vs Multiple Property Search Results
The Look To Book Sales Screen allows you to search for availability for a Single property, or across multiple properties at the same time.
If you perform an availability search for multiple properties, the screen will return available Room\Rate combinations for each resort separately.
If you perform an availability search for just one property, the screen will return available Room\Rate combinations for that property, but also for those configured as “Alternate Properties” to the one you’ve selected.
The Look To Book Sales Screen’s Accordion Panel shows additional information about the Availability beyond just the Rooms and Rates.
When a Rate / Room combination is selected, the “Room & Rate Information” tab on the Accordion Panel displays additional details about the Room Type and Rate Code chosen.
The top of the screen displays a breakout of Availability by each Room Type, so you see why a particular room is not available, and can make informed decisions with the caller.
The Look To Book Sales Screen’s Accordion Panel shows additional information about the Availability beyond just the Rooms and Rates.
When a Rate / Room combination is selected, the “Rate Details” tab on the Accordion Panel displays a breakout of the daily charges for that rate, including attached packages and taxes.
Click on the “Detail” link to see additional details for a particular day.
The Look To Book Sales Screen displays important Sell Messages relevant to your Availability Search.
When an Availability Search is selected, the Sell Messages box at the top of the screen will display the Sell Messages relevant to the current date and the dates of search.
If there are multiple Sell Messages, the screen will scroll through them automatically.
Placing the cursor over a message will stop the scrolling.
Or, click on the Sell Message to see all of the relevant messages at one time.
To make a Reservation on the Look To Book Sales Screen, either double-click on the desired Room/Rate combination, or click and drag the combination to the Trip Composer.
Fill in the basic information for the Reservation, such as the Guest Name and Reservation Type.
The Market and Source Code information may populate from the Rate Code based on configuration.
You can include additional information about the Guest and Stay.
To create this single reservation, click “Book Now”.
Cancel Reservation - How to see information about a cancelled reservation
To see why and when a reservation was cancelled, you can either:
Click on the “Cancel Reason” Indicator. The system will show you the Cancellation Number, Cancellation Reason, the date it was cancelled, and any reason text entered at the time of cancellation.
Or, you can display the Reservation, and open the “Changes Log” jump to see more detailed information.
To Check-In a reservation, open the Reservation Presentation screen, and choose “Check-In” in the “I want to...” section.
OPERA 9 will display a list of Rooms which are clean and ready for Check-In.
You can use the filters to find rooms with specific criteria,
Or just choose one from the list.
Click “Next” and OPERA 9 brings you to the next screen where information is needed.
In this case, no other information is needed to check-in the reservation.
Enter the number of keys to create for the guest, and the expiration date for the keys. This defaults to the reservation’s departure date and the pre-defined checkout time.
Why does the Check-In screen sometimes direct me to different places in the process?
During the Check-In process for a reservation, sometimes you are brought directly to the “Assign Room” screen, and other times, right to “Complete Check-In”.
OPERA 9 will automatically bring you to the first stop in the Check-In Train where additional information is needed.
For example, if there is no Payment Information, OPERA 9 would send you to the “Secure Payment” screen first.
No matter where you are in the Check-In Train, you can always jump to a different stop to see or modify that information.
Clicking “Next” will move you the next stop in the train where information is needed.
When ready, click “Complete Check-In” or “Next” to move to the final stop on the Check-In Train.
Rooms Availability - How to Access Sell Limits from Rooms Availability
You can view Sell Limits from the Rooms Availability screen by accessing “View Options”, and adding “Sell Limits” by choosing the corresponding box, and then click “Ok”.
To set to a Sell Limits, click on the value you wish to change.
The “Set Sell Limits” screen will appear, and will default based on where you clicked.
You can set your desired Sell Limit for that date, or for a different date, Room Type, or Room Class.
Manage Sell Limits - How to set a Sell Limit by Number of Rooms
To directly enter your available room counts, and have Opera calculate the Sell Limit values, go to “View Options” and choose to modify “Rooms To Sell”.
You can make this change on the House level or the Room Type level.
Then find the date you want to modify and update the Rooms To Sell value. Opera will automatically set the corresponding Sell Limit.
You can make multiple changes on both the House And Room Type level and across multiple dates.
The Look To Book Sales Screen displays important Sell Messages relevant to your Availability Search.
When an Availability Search is selected, the Sell Messages box at the top of the screen will display the Sell Messages relevant to the current date and the dates of search.
If there are multiple Sell Messages, the screen will scroll through them automatically.
Placing the cursor over a message will stop the scrolling.
Or, click on the Sell Message to see all of the relevant messages at one time.
Jump Navigation and Views - Minimized View vs. Maximized View
The Presentation screens contain a number of jumps.
To shuttle a jump over into the view, click on the icon.
Each jump can present two views:
The “Minimized” view is smaller, and shows just a few details, so that you can see multiple jumps at the same time.
The “Maximized” view allows you to see more details at one time, and may include options for filtering or performing more actions associated to the jump.
To return to the “Minimized” view, click on the “Restore” icon.
You can also shuttle the jump back into the list.
If you want to jump directly to “Maximize” view, just click on the jump name.
Confirmations - How to Send or Save a Confirmation Letter
To Send or Save a Confirmation Letter on an existing reservation, open the Manage Reservation screen and open the “Confirmations” jump.
Choose the format that you would like to send. For example, “Email”.
Choose an existing Email address to send the Confirmation Letter to, or add a new one.
Choose the Email address from which the Confirmation Letter will be sent.
And finally, choose which Confirmation Letter to send.
You can either Send the Confirmation Letter now, or choose to Save it to send at another time.
Other sending formats will require different fields. For example, when printing a Confirmation Letter, you will need to choose a destination Address and a Printer.
Future and Past Stays - How to see Reservation Details for a Profile
The “Future & Past Stays" shows a listing of what reservations are attached to a profile.
The screen divides the records into Future and Past stays, and shows key information about each reservation detail, including the Property, Confirmation Number, Stay Dates, Status, and more.
You can also see details about a particular reservation by clicking on the Confirmation Number.
The Reservation Details will open in a separate tab or window, depending on your browser settings.
Guest Messages - How do I create a new Guest Message?
To create a new Guest Message, open the Reservation Presentation screen, and open the “Guest Messages” jump.
Select “New”.
Indicate who the message is from.
And enter the desired message. You can either do this manually
Or use the “Quick Text” feature.
Finally, choose whether you want this Message to be printed out and delivered, sent via text message, or to just be available in the system for the guest to retrieve later.
To add a new Membership record to a profile, open the Manage Profile screen, and open the “Membership” jump.
Click “New” to add a new record.
Fill in the relevant information. Depending on configuration, the system may pre-populate a default membership type. You can use the List of Values (LOV) to change this to another defined type.
How to Create a New Membership and Attach it to a Reservation
To create a new Membership record from the Reservation, open the Manage Reservation screen, and open the “Membership” jump.
First, click “New” to add the new Membership record to the Profile.
Fill in the relevant information. Depending on configuration, the system may pre-populate a default membership type. You can use the List of Values (LOV) to change this to another defined type.
And select “Save Membership”.
Then highlight that new Membership record, and click “Add”.
You can also remove a Membership from a reservation by highlighting the record and clicking “Remove”.
When adding a new Note to a profile, one of the options is to mark the note as “Internal”.
The “Internal” flag indicates that this note will not be shared with external systems, like an external PMS or CRS, or a website, kiosk, or other external system.
To mark a note as “Internal”, just click the box, and then choose “Save Notes”.
The “Internal” flag is also visible when viewing the list of notes.
Reservation Notes - How Profile Notes copy to the Reservation Notes
Notes can exist on the Profile, the Reservation, or both.
Some Note Types on the Profile can be configured to automatically copy to the Reservation.
When making a Reservation using a Profile with these notes, the Profile Note will automatically be copied over to the Reservation, so this important information is available.
To add a Preference to an existing reservation, open the Manage Reservation screen, and open the “Preferences” jump.
Click “New” to add a new record.
The “Globe” icon indicates a preference is a “Global” preference for all properties.
The “House” icon indicates a preference is specific to the property in the filter.
Find and Highlight the Preference Code that you want to add.
And click “Ok” to save the changes.
If you also want to attach the Preferences to the Profile, so that they are available to select whenever a Reservation is made for this Profile, select “Save & Copy Preference”.
If you want the Preference to apply to only this reservation, choose “Save Preference”.
How to copy Preferences from the Reservation to the Profile
When Preferences are added to a Reservation, the preferences will apply to only that Reservation.
However, sometimes the guest wants the preference to potentially be applied to future stays.
If you also want to attach the Preferences to the Profile, so that they are available to select whenever a Reservation is made for this Profile, select “Save & Copy Preference”.
If you want the Preference to apply to only this reservation, choose “Save Preference”.
Shares - How do I create a new Sharing Reservation?
To create a new Sharing Reservation, create the first reservation like normal.
Then, from the Reservation Presentation screen, click on the “Shares” jump.
Type in the name of the sharing guest, and either find the existing profile, or create a new one.
Enter the number of Adults and Children to add to the Reservation, the type of Guarantee, and the Payment information.
As shown here, the payment information will default from the original reservation, but you can change it if desired.
Choose “Create Share” to create the sharing reservation.
Finally, choose how the rate should be split between the two reservations. You can split the rate, or choose to charge the full rate to one or both reservations depending on the situation.
Make your selection and choose “Update Rates”.
The share results will be shown in the recap above.
Shares - How do I combine two existing Reservations to make a Share?
To combine two existing reservations into a Share, open the first reservation in the Reservation Presentation screen.
Click on the “Shares” jump, and choose “Existing Reservation”.
Then type in the name on the existing reservation that you want to share and search.
Highlight the desired reservation to share, and press “Select Reservation”
Choose “Create Share” to create the sharing reservation.
Finally, choose how the rate should be split between the two reservations. You can split the rate, or choose to charge the full rate to one or both reservations depending on the situation.
Make your selection and choose “Update Rates”.
The share results will be shown in the recap above.
Stay Details - How to change the details of a Reservation using LTB
To change the details of a Reservation and check for available Rooms and Rates, open the Manage Reservation screen to the “Stay Details” jump and click “Change Stay Details”.
This will open the Look To Book screen, with the current details of the reservation already populated.
Trip “Trip Composer” will hold the existing reservation’s information including the current rate code.
From here, you can change the dates, number of guests, and other items which would impact an availability search.
Make the desired changes, and click “Search” to look for available Rooms and Rates.
Either Double-click the desired Room/Rate combination, or drag it to the Trip Composer.
The Trip Composer now shows you the current Reservation, and the Proposed Changes.
Stay Details - How to change the details of a Reservation without using LTB
To manage the details of a Reservation without searching for availability, open the Manage Reservation screen to the “Stay Details” link and click “Daily Details”.
This will open the Daily Details screen. Select “Edit” for the date you wish to change.
From here, you can change the rate, number of guests, and other items which would not require an availability search.
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