Polygon Software Development

• Make a reservation and fax or e-mail quotations or confirmations while you have the client on the line.
• Avoid double bookings.
• Make reservations in the future - unlimited reservation period.
• Print statements, invoices or pro-forma invoices either on your stationery or on PowerGuest generated stationery.
• Print a check-in note with the name, ID/passport number, residential status and signature of each guest.
• Fully configurable for your unique needs:
  • Define unlimited number of rooms.
  • Different accommodation types with adult and child rates.
  • Different guest types.
  • Different user levels.
  • Define unlimited number of daily activities.
  • Different daily activity rates for adults and children.
  • Define different activity payment methods.
• User definable financial types such as meals, and valet service.
• Customise and manage group bookings, accounts and payments.
• Record of guest history and guest register.
• Block rooms for maintenance.
• Manage conferences and weddings.
• Create a Virtual private network (VPN) and share the system remotely over the internet.

Tourism is growing fast in South Africa. In 2006, a record breaking 8.5 million tourists visited South Africa, contributing 8,3% to GDP.  It is no surprise then why so many small and medium establishment owners in the tourism industry have a passport to fame and fortune.  Your service and professionalism should add value to what your establishment offers to the guest.  Give your guest that special something that sets you apart from other guesthouses in the area.

One of the main enablers in achieving this is the use of a Property Management System (PMS) also known as a Reservation System.  Over and above full-featured capabilities on the desktop, it connects you to the rest of the global community by means of an on-line reservation capability if required.

An added benefit of a PMS is the opportunity to manage your business better.

PowerGuest is such an operational tool.  It is a reservation software package that helps you to save time and money.

With each reservation that you enter on the electronic reservations grid, you can:

1. Fax or e-mail quotations or confirmations while you have the client on the line.
2. Print statements, invoices, receipts or pro-forma invoices either on your stationery or on PowerGuest generated stationery.
3. Print a check-in note with the following details of each guest:

• Full name
• ID or Passport Number
• Residential Status in South Africa (i.e. Tourist, South African or Temporary Resident)
• Guest Signature

This information must be kept for 6 months as required by the Immigration Amendment Act.

Guest Relationships

Great customer relationships translate into profit.  The cost of retaining an existing customer is estimated to be about 10% of the cost of acquiring a new customer.  Knowing your customer’s likes and dislikes, firstly gives them confidence in you as service provider.  They know what to expect from your guesthouse, which reduces anxiety associated with travel.  Secondly you become their friend – someone they can trust for advice because you know their preferences.

PowerGuest allows you to keep record of guest’s requirements and preferences.  Special client requirements such as culinary, transport and/or accommodation is captured once and kept for future reference.

Daily Activity Reservations

Daily activities works on an hourly or fraction of hour basis.  Activities are additional amenities provided by some establishments.  Examples of this are balloon flights and game drives.  The operation is similar to the room reservation system and integrates to the same core financial system.  You can send quotations or confirmations while you have the client on the line and print statements, invoices or pro-forma invoices either on your stationery or on PowerGuest generated stationery.