| Guest Tracker provides you with a total
of 12 User-Defined Fields and 2 User-Defined Checkboxes. These are
fields and checkboxes that you can setup and customize to capture additional
information about People or Reservations. You can then perform searches
based on the information you enter in these fields and also print them
on customized reports and letters.
In the following example, you want to track which Credit Card
a person uses most, what the person's children's names are, and
any special dietary requirements they have. Also, you have limited
parking so, by reservation, you want to know the license plate
number, make & model of the car. Also, you have an optional
dinner plan, so you'd like to keep track of people that are eating
dinner. This example will explain how to use a combination of user-defined
fields and checkboxes to capture this information. Keep in mind
that you can use these fields for anything you'd like or need to
track. Setup | Utilizing
the User-Defined Fields | Searching
on User-Defined Fields
|
| 1.) |
Go to the Preferences in the Admin Section.
|
| 2.) |
Under the People tab you'll see an area
called User Defined Fields. In order to utilize these fields, you simply
enter what you'd like the fields to be named. The User Defined Fields
under the People tab are fields that will appear on the Person Detail
screen.
In our example, we want to track Credit Card Info, Kids Names,
Dietary Needs, and we'll add an Exp. Date field for tracking the
expiration date of the credit card. In order to set these fields
up, fill out the User Defined Fields as shown in the following
graphic.
Click to Enlarge
|
| 3.) |
Next, click on the Reservations tab. You'll
see an area called User Defined Fields here as well. These are User
Defined Fields that will appear on the Reservation Detail screen.
In our example, we wanted to keep track of the guest's License
Plate Number, Car Make & Model and whether they were eating
dinner with us during their stay. So in the following graphic you
can see we created a Car License and a Car Make/Mod field. We are
going to use a checkbox called Dinner to track whether they are
eating dinner.
Click to Enlarge
|
| 4.) |
Click OK and the setup is complete! Now
lets see how these fields can be utilized in Guest Tracker. |
| 1.) |
Return to the People Section and Edit any
person in your list of people.
In the following graphic, you can see how the "People" User-Defined
Fields appear on the Person Detail screen. These fields are general
text fields and can hold up to 50 characters of information. The
information you enter into these fields can be printed on reports & letters
and you can also search for information in these fields which will
be explained in the last section of this tutorial.
Click to Enlarge
|
| 2.) |
Click OK or Cancel to leave this Person
Detail screen. |
| 3.) |
Go to the Reservations Section and Edit
any reservation in the list of reservations.
In the following graphic, you can see how the "Reservation" User-Defined
Fields & Checkboxes appear on the Reservation Detail screen.
The checkbox works as a Yes/No option box. In our case, if the
Dinner checkbox is checked, then Yes this Guest is having dinner
with us during their stay.
Click to Enlarge
|
| 4.) |
Click OK or Cancel to leave this Reservation
Detail screen. Now let's see how we can search based upon information
we've entered into the User-Defined fields. |
| 1.) |
Go to the Reservations Section and click
on the Search button (the magnifying glass in the very bottom left
corner of the screen as shown below).
|
| 2.) |
In our searching example, we'd like to
know everybody who is Arriving on April 30 or May 1 who will be eating
dinner.
The first thing we need to do is specify our ArrivalDate range
of dates. Next, click on AND and select the User-Defined Checkbox "Dinner" from
the list (you'll notice the other 2 User-Defined Fields now appear
in the list as well).
|
| 3.) |
Now type a "Y" or the word "Yes" in
the field under the drop down that currently contains the Dinner variable
as shown in the graphic below. This indicates that we want to see every
reservation that arrives on 4/30/99 or 5/1/99 and their Dinner Checkbox
IS checked. 
|
| 4.) |
Click the Search button to execute the
search. |
| 5.) |
Your results should look something like
the following!
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