Frequently Asked Questions

Guest Diary


When a booking is made on the website or the OTA's etc (ie Laterooms, Expedia. HRS) does it really go straight into the diary?
Yes all details including credit card details are automatically entered into the diary and assigned to a room number. You no longer need to sit waiting for E Mails and Faxes and manually type them into Excel Sheet. Paper Diary or PMS.

What happens if i dont like the room to which the booking is allocated.?
You can 'click and drag' to simply move the booking to another room

What happens when a booking is cancelled?
The system will remove the booking from the diary and restore the availability to the website and OTA's.

How do i enter a offline (ie Telephone/Walkin) Booking?

Simply add the customers first name/last name, the arrival and departure dates and the qty of people. The system will show you which rooms numbers are available on that date and a suggested price. You can select a room number and if necessary enter a custom price.

Can i add credit card details for my Walkin/Telephone guests?
Yes you can enter credit card details into the online secure vault system.

Can i e mail a booking confirmation to a customer when the booking is created?
If you add the e mail address of the customer when entering a reservation at the end of the process you have the option to e mail the reservation to the customer.

How am i informed when bookings come in?
They appear on the diary screen in front of you (WITHOUT refreshing the screen) and you receive an e mail with the booking details. On the Diary Dashboard is a rolling 'Activity log' showing you what has happened during the day.

When checking in a guest does the system have a ‘pre-created’ checkin form?
Yes. In fact at the click of a button all the checkin forms for a particular date or date range can be printed with the name of the guest and room number. Some of our hotels like to print the arrivals in the morning and leave them at the check in desk make the check-in process faster for Reception and Guests.

What happens if i put a guest in a room they did not book (ie in a Triple instead of a Double) ?
Often a guest booking a double room may be put into triple room if there are no doubles available. This however will show as 'mismatch' which allows you to move them to the double room later if one comes available.

Can i search the Diary for a specific booking?
In a search field on the Diary Screen you can enter a name or booking id, The System will show all the reservations that match the search.

Can i add 'extras' to a guest bill?
Yes you can add 'extras' to a bill such as 'Dinner in the restaurant', 'Drinks at the Bar' etc

Can i give an invoice to a guest without checking them out (sometimes guests want to see an invoice to check over breakfast, before actually paying and checking out)?
Yes, you can create a proforma invoice (the invoice is actually marked ‘proforma’).

Can i view invoices for guests who have not paid (ie For guests of companies who are paying ‘on account’)?
Yes in the Guest Bill Section you can search for guests who have paid, not paid or part paid. You can even search by a particular guest name or Reservation ID.

If a previous guest makes a reservation are their details stored in the system?
Yes when entering a reservation you can select 'choose a previous guest' and select details from a previous guest.

Can i add 'comments' to a particular guest that appear next time they reserve?
Yes indeed. For example 'Guest prefers a ground floor room'. These details can appear whenever a reservation is entered for that guest.

Can i get a housekeeping list that i can give to my cleaning staff everyday to clean the rooms?
Yes you can, it shows the rooms, guests who are departing, staying or arriving and any guest comments.

Can i 'close out' specific rooms on specific days
Yes you can close out rooms for example if they are used for a long term let or maintenance is going on.

Can i create a ‘provisional’ booking?
When the reservation is created it can be either 'Provisional' or 'Confirmed'.

Can i control the colours of the reservations on the Diary Screen?
Yes in the 'Settings page you can select the colours you want for the different reservation status ie Confirmed/Provisional/Checkin/Checkedout/Mismatch etc.

Does this system work an an IPad?
95 % of the system functionality is available on an Ipad

Is an App available for this system?
Yes an App is available that is deliberately designed with just the key functions on it for a Guesthouse Manager ‘on the move’ or a Busy Barman who might also be looking after the accommodation.
Here are some of the key functions of the App
  • View Reservations in my Diary
  • Enter a Reservation
  • Close Rooms
  • Change Room Rates
  • View Arrivals
  • View Departures
GuestDiary App

Can i create extras for a guest to select when booking on the website?
Yes you can create 'upgrades' that a guest can select when booking a room online ie Breakfast, Parking etc.

If a guest is looking for a room that i no longer have will the system offer them the next available room type (to avoid losing the sale)?
This is an optional setting. For example, if the guest has searched for a Double Room but they are all sold, the system can offer them a triple room at the double room price (to avoid losing the sale). This feature is optional.

Are my Room Descriptions Multi Lingual?

Yes the basic features of the room and the Booking Process are translated into several different languages. 'Custom room descriptions’ are also available. Many hotels in the international market is London/Paris/Dublin do not realise the advantage the OTA’s have over their website because their own Booking Engine is not Multi lingual.

Does the Booking Engine allow guests to search using the qty of adults and children?

Yes Guests can enter the qty of adults and children at the start of the booking process to get more accurately priced rooms.

Do i still have to manually manage availability?
No, the system knows how many rooms you have and how many reservations you have and automatically allocates the balance to the OTA's. This should save a lot of time and effort managing Rates and Availability.

Does this mean i lose control over where i allocate my inventory?
No. You can elect to close out some or all of the OTA's on specific days when you dont need their help to sell rooms. Some of our customers have the OTA's closed out for summer weekends or bank holidays months in advance.

Is there a still a risk of overselling or underselling?
This system should greatly reduce underselling and overselling as it takes out 'human errors'. ie Someone forgetting to reduce availability after a booking comes in from the website or conversely closing rooms out on a Friday night because they are concerned that a rush of bookings over the weekend might cause the hotel to oversell when no revenue manager is present.

Is there any sort of a ‘safety net’?
Yes indeed. The system can be set so that when just a few rooms remain the rooms are automatically closed out and an alert is present on the screen. If the hotel is happy that is it safe to release the final few rooms to the OTA’s they can override the alert.

Can i have different prices in different OTA's?
Yes you can specify different 'uplifts' for different OTA's

Do i have to do the 'Mapping' myself?
No the complex process of mapping is undertaken by AccuBook

Am i informed if the room set up is changed on the OTA's?
Yes an alert will appear on the screen advising that a remapping needs to be done.

How do i manage rates?
Rates can be managed 1 day at a time or in 'bulk' from a single screen in the system along with ‘Minimum Stays’ and ‘Closed to Arrivals’ etc.

Do i have to manage all the rates individually?
You can..... or so called 'Derived Rates' can be set up whereby the rate of a particular room type or rate type is controlled from a 'master’ room type. For example the Single Room could be priced automatically at 20€ less than the Double Room. We have some customers who only control the rate for one room type and ALL other room types and rate types are automatically priced from the 'master’.

Can i have different rate types?
Yes you can have for example B&B, Room Only, None Refundable etc (additionally these Rate Types can be ‘Derived Rates’, so you can give maximum choice to your customers without the work of managing the rates)

Can i create Special Offers?
Yes. Special Offers can be created in any format ie’ 2 B&B + 1 Dinner’, ‘Stay 2 Nights Get The 3rd Night Free’ etc.


Are there charts that show my performance?

Yes the Charts display year on year graphs of;
  • Room Revenue
  • Room Rates
  • Occupancy
Along with graphs for;
  • Booking Sources (Where are my bookings coming from)
  • Room Types (Whic room types sell best)
  • Rate Types (Which rate types sell best)
Can i get a Shift Balance/end of Day Report?
Yes this report (called 'Cashflow') will show how much revenue has been taken for the day in Cash and Credit Cards.

Can i see which of my rooms/apartments/bungalows have generated sales
The Revenue Report will allow you to see how the revenue earned by each individual room/apartment or groups of rooms/apartments.

Can i get a Financial Report?
Yes the Management Overview will show:
  • Room Nights Sold
  • Reservations
  • Occupancy
  • ADR Average Daily Rate
  • Rev Par (Revenue Per Available Room
Etc etc

What is a Self-Build Website?
Self-Build allows you to pick the website design from a template and add the text and images yourself.

Do i have any control over the look and feel?
Yes you change text, images and colours etc.

What sort of Pages and Tools are on the Self-Build Website?

All the usual ones such as:
  • Property Description
  • Guest Reviews (Reviews from guests who have actually stayed at your property)
  • Offers ('Live' Offers from the Booking Engine)
  • Location (Google Map of the Properties Location)
  • Rooms (Page created using Images and Descriptions from the Booking Engine).
  • Photo Gallery (Upload Images for each page or a Photo Gallery).
  • Document Upload (ie Menus etc)

So what is a Custom Website?
These are for properties who are investing time and money in pushing direct room sales and need Marketing and technical support. We build the website for you and optimise for the web.

Tools and Features
  • Unlimited amount of pages on the website
  • Full Content Management System.
  • E Zine Generator (Send an e mail to customers at the touch of a button)
  • Blog (allows you to add news Articles)
  • Events (Upload Events in and around your property)
  • Popup (Create a home page 'Popup')
  • Price Comparison Widget
  • Web Content App (allows management of key content on the website via an App)
  • Metatag Creation and Optimisation
  • Google Analytics
  • Creation and Maintenance of Google Adwords
  • Creation and Maintenance of Google Place Accounts
  • Google Webmaster Sitemap Submission
  • Distribution of E Zines (E mails)
  • Favicon Creation
  • Web Content Updating
Instructions for making someone an admin of your facebook page to enbed the booking engine
Instructions on configuring analytics and adwords when integrating our booking engine into your won website
Instructions for integrating the AccuBook Booking Engine into a website created by someone other than AccuBook
Use the following information on how to make the necessary dns changes to point your domain to your new website