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16.3. Managing Holds & Group Holds
To help you manage holds and group holds, Arctic provides you with some key tools.
Email Trigger
First, you can set up email triggers that will warn guests that their hold or group hold will expire soon.
To set up an email trigger for expiring holds or group holds, go to the "Email" menu and choose "Templates". On the "Browse Templates" page choose the appropriate business group for the trigger from the "Business Group" drop down menu. Then scroll to the bottom of the page to the "Trigger" section.
Next click the green "+Add Trigger" button and select "Before Hold Expires" or "Before Group Hold Expires" as shown here:
Once you have created your email template, scroll to the "Trigger" section of the "Create New Template" page and choose whether your want the email to be stored in the outbox or sent immediately. Then enter the number of days before the hold or group hold expires that you would like the email reminder to be sent. Once you have completed all of the fields on the "Create New Template" page including the trigger settings, click "Submit" to save the email trigger.
Note: you can create as many of these reminders as you would like. You may find it beneficial to send a reminder 7 days from the expiration date, another a 3 days and a final reminder 1 day before the Hold or Group Hold Expires. This will give your guest several opportunities to maintain their reservation or rental.
Saved Filter
The next tool you can use to help you manage your Holds and Group Holds is to create a saved filter on the "Browse Reservations" or "Browse Rentals" pages that will pull all of the holds and group holds that are expiring in the next few days. This report would be something you could run on a daily or weekly basis and would give you a list of guests to call before their hold expires.
To set up the filter, go to the "Reports" menu and choose "Manage". On the "Browse Reports" page, go to the "Filter" tab, then select the "Browse" page in the "Reservation" or "Rental" section of the tab.
The recommended filters and custom view are as follows:
This filter will give you all of the Holds and Group Holds that are expiring the next day. The following custom view will provide you with the Activity number, the trip reserved, the guest name, the number of guests on the reservation, the hold expiration date or the group hold expiration, the guest's email address and phone number. This information will give you everything you need to be able to contact your guests about their expiring holds or group holds.
Saving the filter will make it easy to run this report on a regular basis. For more information on saving filter reports see the "Using Filters on the Browse Pages" section of the Reports chapter.
Activity Log
Finally, Arctic will also alert you of expiring holds and group holds through the "Requiring Attention" notices in the activity log. These notices will be displayed on your dashboard and will remain there until they are acknowledged. The notices will be populated the day the hold or the group hold is expiring and will warn you they will be expiring at the end of the day. Note: Holds and group holds expire at 5:00 pm on the date specified for the hold or the group hold.
If you have any questions, feel free to contact support by email at support@arcticreservations.com or call us at 601-ARCTIC-9 (601-272-8429).