The following article explains how to view the Activity Log, and what changes have been made to a guest reservation from the point that it was created.
Viewing Activity on a Reservation
The Activity Log can be used to see any changes that were made to a Guest Reservation. These changes may include changes in arrival date, number of adults, or it could also include any postings or reversals that occurred on a guest folio. The Activity Log will also indicate when the changes were made, and by whom.
To view the Activity Log for a specific guest reservation, go to Operations > Activity Log.
The Activity Log provides two options to search for activity:
- By Res ID - Enter the Res ID of the guest reservation to view
- By Date & Clerk - Select a Date, and the specific Clerk's activity to view
The following example explains how to search activity based on Res ID.
Enter the desired Res ID, and click Show.
Once the search has completed, a list of activity on the reservation will display below:
- April 20th at 2:29pm - Create/Modify Res (1) - Reservation was created. This section will contain information about booking dates, number of adults, room type, etc...
- April 20th at 2:29pm - Create/Modify Res (2) - Reservations was created. This section will contain guest profile information such as name, telephone, and credit card details
- April 20th at 2:30pm - Create/Modify Res (1) - Since the booking was already created, when this is displayed again, it means that changes have been made to the reservation. This section will contain information about those changes
- April 20th at 2:30pm - Post Payment - This section will contain details about the payment taken, including folio numbers, amounts, and method used
To view more details about a specific event, in the Parameters column, click the + icon next to the event to expand it.
Based on the parameters for April 20th at 2:29pm - Create/Modify Res (1):
- The booking was created with an Arrival Date (Date In) of April 20th, 2016, for 2 Nights with 2 Adults and no Children
- The Best Available Rate was booked at $350/night, and the Room Type was OVK
- The Reservation Type was Independent, and the Room Charge Transaction Code is RCH
The parameters for April 20th at 2:29pm - Create/Modify Res (2) are:
- Guest ID - every guest profile in the PMS is assigned an ID number when it is created. This guest has ID number 53
- Guest First and Last Name
- Telephone number
- CC Type
- CC Expiry (masked)
- CC Number (partially masked)
Sometimes, changes may take place to areas such as the rate, number of nights, adults, children etc... To view the changes, compare the previous Create/Modify Res (1) entries. The (1) denotes the type of information that has been changed, and all entries with a (1) contain the same sets of criteria.
The example below compares the original information from April 20th at 2:29pm - Create/Modify Res (1) (at the bottom), with the information from April 20th at 2:30pm - Create/Modify Res (1) (at the top), where the changes were made:
- Nights - changed from 2 to 3
- Adults - changed from 2 to 1
- Rate - Changed from Best Available at $350 Rate to 3For2 Rate at $375
The final entry is April 20th at 2:30pm - Post Payment. This indicates that a deposit payment was taken at 2:31pm on April 20th, for $268.33 using a MasterCard.
There is an Authorization number which will appear when the PMS is interfaced with a Credit Card processor. When a payment goes through a processing gateway, it will be assigned an Authorization code by the processor.
The CC Override indicates whether or not that payment was processed through the processor, and will show either True or False. If the payment went through the processor, it will show False (as the CC Override was NOT used). If the payment was taken but the Credit Card processor was bypassed for some reason, it will show True (as the CC Override WAS used).
If many changes have been made to a reservation, the Activity Log can become lengthy, and it may be difficult to compare all the changes. In this case, use the Print option to print out the changes and review side by side.