Bookeasy Help Manual

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When staff enter notes into the system, Bookeasy recommends the following format: Date - ......Note............Name

 

Example

27/11/08 - Mrs Jones will call tomorrow with credit card details. Sarah

 

This way it is clear to all staff the date of the note, the details of the note and the staff member who wrote the note/handled the enquiry.

 

There are two areas where Notes can be recorded/displayed;

Client Notes Area

These notes are recorded and displayed at the top right hand corner of the Itinerary screen.  They pertain to the client and/or the itinerary as a whole i.e. "Guests on Honeymoon" or "Mrs Jones calling back tomorrow with credit card details".  Client notes also include a log of automatic emails that have been sent to the client.

 

There are two types of Notes recorded/displayed in the Client Notes area;

 

External Notes - appear in red text to remind staff that any notes written here are visible to all operators of bookings on this itinerary AND to the client. (red = STOP, remember everyone can read these notes).  External Notes will print out on the Itinerary given to the client so they should be politically correct and checked for spelling and grammar. External Notes will also display on the Manifest.

These notes are permanently recorded against that client's record unless deleted. Therefore if bookings are made again using the Existing Client feature, the External Notes will record on any past or future bookings for that Client.  The client may also record External Notes when they are making their online booking i.e. text entered in the Comments field on the checkout page.

Examples:

Arriving at 6pm

Guests on Honeymoon

Gentleman has walking stick

 

Internal Notes - appear in green text and ONLY display on the Itinerary screen for staff.  They are not visible to operators or clients.  This gives staff an area to record notes that they don't want the operator nor the customer to see.

The system will automatically record Internal Notes when the automatic emails are sent to the client.  Staff may like to use this area to record notes pertaining to their Follow Up Flag or that they have spoken to the client about changing their dates and are waiting to hear back.

Examples:

Record of automatic emails sent by the system.  (Please note, the time recorded is QLD time as this is where the Bookeasy servers are located)

"Mrs Jones will call back tomorrow with credit card details" (this type of note should also indicate that a Follow Up Flag has been recorded)

"Waiting to hear back from Mrs Jones regarding change of dates"

 

clientnotes

Booking Notes Area

These notes are recorded and displayed under each booking in the Itinerary screen.  They pertain to the particular booking only i.e. weights of PAX for horse riding tour or rollaway bed required for accommodation booking.  Booking notes also include a log of automatic emails that have been sent to the operator.

 

There are four types of Notes recorded/displayed in the Booking Notes area;

 

External Notes - appear in red text to remind staff that any notes written here are visible to the operator of this bookings AND to the client. (red = STOP, remember everyone can read these notes).  External Notes will print out on the Itinerary given to the client so they should be politically correct and checked for spelling and grammar. External Notes will also display on the Manifest.

The operator may also record External Notes against their bookings in the Member Console.

Examples:

For horse riding booking - "Weights of PAX: 65kg, 89kg"

Record of automatic email

Record of who confirmed the 24 Hour booking (if applicable) i.e. Confirmed by Rachel where Rachel is the operator.

Special Notes to notify the operator that the guest has booked the Breakfast Hamper special.  This appears in black text on the screen.

Pick Up location for tour operators

 

Internal Notes - appear in green text and ONLY display on the Itinerary screen for staff.  They are not visible to operators or clients.  This gives staff an area to record notes that they don't want the operator nor the customer to see.

The system will automatically record Internal Notes when the automatic emails are sent to the operator.  Staff may like to use this area to record notes detailing who they spoke to at the operators business to confirm the 24 Hour booking.

Examples:

Record of automatic emails sent by the system.  (Please note, the time recorded is QLD time as this is where the Bookeasy servers are located)

Follow Up Date (will show in red text)

 

Operator Notes - appear in blue text and ONLY display on the Itinerary screen for staff.  They are not visible to operators or clients.

 Examples:

The operators contact phone number

"Staff Eyes Only" notes from the operators Business Details screen

 

bookingnotes