Documentation

All you need to know about shiftPMS

About shiftPMS

What is shiftPMS?

shiftPMS is a software that allows the daily management of a hotel, a bed and breakfast, a cottage or an inn. Available in multiple languages, shiftPMS offers you tools and reports to help you keep an eye on the evolution of your business and the satisfaction of your guests.


Who is shiftPMS for?

shiftPMS is open to all managers who receive public for accommodation purposes. The use of shiftPMS does not require any technical knowledge. The majority of modules are easily accessible, which allows you to configure the system from A to Z (sales taxes, billing, planning, ...).


About this documentation

This documentation aims to provide help for each module and system functionality. It is updated as often as possible as soon as a feature is added or improved. So check it regularly to be informed of updates.


Trial period and subscription

How the trial period is working?

When you register with shiftPMS you start a free trial period of 14 days. During this 14-day period, you have the option to test the system without any feature restrictions.


What happens after the trial period?

After your 14-day trial period, there may be two possible cases:

- You have not registered a payment method: your account will be destroyed and all your personal data will be deleted. You will not be able to reactivate your account later or find this data. These datas are erased for questions of security and confidentiality.

- You have registered a payment method: you will start to be billed each month.


Save a payment method

To keep a subscription valid, you must have a valid method of payment.

To register a payment method, go to the Administration section of shiftPMS and click on 'Your subscription'. As soon as your new payment method is registered, you will receive a confirmation email.


The different subscription plans

Our subscription plans only differ in the number of maximum units that can be created. All other existing features are 100% functional and available, regardless of the plan subscribed. It is possible at any time to adjust the plan on which you are. The change will take place immediately and the billing will be adjusted automatically.


Cancellation of the subscription

At any time, you can cancel your account whether it is in a trial period or not. You have two possibilities when canceling:

- Cancel immediately. Note that for this option, one day will be required.

- Go to the end of your current billing period. For example, your billing period is March 1st to March 30th, and if you cancel on March 20th, the cancellation and deletion of your data will be done on March 30th.


Expiration of the subscription

A shiftPMS subscription can expire in two different ways:

- After your 14-day trial period.

- If no valid method of payment is registered.


Planning & bookings

Creating a booking

You can create a booking from your planning. To do this, simply click on a box corresponding to the room and the date of arrival. Move your cursor to the right to extend the booking. The system will ask you if you want to create a new booking for these dates. Confirm to jump to the next step.


Change the length of a booking

You can change the duration of a booking directly from your planning. Using your mouse, hover over the reservation for which you want to change the length of stay. At the right of the booking, you should see this icon . Click and move your mouse to the right to lengthen the duration of the booking or to the left to shorten the duration of the booking. The system will ask you if you want to change the duration of the booking. Confirm.


Move a booking

You can move a booking directly from your planning. Using your mouse, hover over the booking for which you want to change. You should see this icon . Click and move the booking to another location on your planning. The system will ask you if you want to change the length of the booking. Confirm.


System date and real date of the day

The planning is displayed relative to the system date. This date is not the current date. This is the date when the system is blocked while waiting for arrivals, departures, billing, ... The date is updated to the next day after the end of day process. If at the top of your schedule, this icon appears is that the current system date is not equal to the actual current date.


Place a booking in option

Whether it is during a booking creation or a booking preview, you can choose to place this reservation as an option. This means giving your client the option to block the room for the desired dates while waiting for confirmation. By default, the time after which an optional reservation is canceled is 12 hours. You can configure this delay in the reservation options.


Automatic expiration of a booking in option

Every 10 minutes, our system automatically checks if the optional reservations have expired. If this is the case, the reservation in question and these billable items will be placed at canceled status. You can consult the list of canceled reservations in the reports section.


Make a check-in

In order to realize the check-in of a booking, click, from the planning, on a reservation whose check-in was not made. Once you arrive on the booking screen, click on the blue 'Make check-in' button.


Make a check-out

In order to realize the check-out of a booking, click, from the planning, on a reservation whose check-out was not made. Once you arrive on the booking screen, click on the blue 'Make check-out' button.


Entering a payment

To add a payment received by a guest or a company, go to the booking screen. Click on the 'Payments' tab. To add a new payment, click on 'Add'. A window opens for entering information. You can enter the date of payment, the amount of payment, the method of payment used and the source of the payment.


Create an invoice

To create an invoice, from the planning click on a reservation. On the sidebar, click on 'Billed items' to display the list of all billable items attached to the customer's booking. Check the box next to each item to add the item to the invoice you are going to create. Once your selection is complete, click on the button 'Actions' at the top of screen. Click on 'Create invoice'. A dialog box will ask you to confirm your choice. You can see the invoices generated by going to the 'Invoices' section of the booking.


View and edit an invoice

To consult an invoice, from the booking screen, click on 'Invoices'. From this screen, click on the action button and click on 'View'. The invoice will open in PDF format. You can not change all components of an invoice. The billable elements that compose the invoice are not editable. If you wish to add or delete items, you will need to create a new invoice. The editable elements of an invoice are: the language of the invoice, the date on which the invoice was created, the due date of the invoice and the recipient of the invoice.


Place an invoice in debtor

To add an invoice in debtor, click on a booking from the planning. In the reservation screen, click on 'Invoices' to display the list of invoices generated for the current booking. At the end of each invoice line, click on the action button and select 'Add to debtors'. A dialog box will ask you to confirm your choice. To consult the invoices placed in debtors, go to the section 'Debtors' of the reservation.

Kardex

You can create a contact under three different categories: guest, company, or billing contact.


Create and edit a guest

A guest refers to the person or group of people who will occupy the room durint a booking. When creating a guest, the system will ask you to provide information about the guest's identity. Considering that many customers may have the same last name (or first name), we suggest that you try to fill in as much information as possible. Later, it will be easier for you to find the guest and your reports will be more accurate.


Create and edit a business

A company is the company for which the client works or is sent to your establishment. This information can be useful for supporting booking fees and when generating the company loyalty report in your hotel.


Create and edit a billing contact

A billing contact is the person who is responsible for paying bills for a customer in your hotel.


Label contacts

The system offers you the possibility of labeling your various contacts (guest, company, billing contact). These tags will follow the contact in almost the entire system. The different labels available are:

VIP means that the guest is considered to be a very regular guest.

Regular means that the guest is considered a guest who comes to your hotel quite frequently.

Undesirable means that the guest is no longer welcome in your establishment or that certain precautions will have to be taken during his stay (prepayment, deposit, ...).

Handicapped means that the guest is a person with reduced mobility and that upon arrival, a special welcome should be provided. Note that only a guest can be tagged with this status.


Automatically label contacts

The system can automatically label guests for you. This automation is possible only on VIP and Regular labels. By default, a guest becomes VIP after 20 bookings or 30 nights and a guest becomes regular after 10 bookings or 15 nights. These limits can be changed in kardex options. Note that this automation is done once a day by the system.


Rooms

Create and edit a room

Rooms are an integral part of the system. Their number is limited according to the plan subscribed by the user. When you create or edit a room, you can enter more information such as the floor or building in which the room is located. You can also name a room. In this case, the system will interpret the room according to its number and name. For example, instead of displaying 'Room 16', the system will highlight the room name like this: 'Room 16 - Junior Suite'. You can also enter a maximum occupancy. This information will be on the left side of your schedule and on the booking screen. This information is for informational purposes only and will not block the creation of the reservation if you enter a higher number of occupants.


Close a room

This feature is currently under development.


The different statuses of a room

The system allows you to specify 4 room statuses to help you manage your establishment.

Clean: means the room is clean and is available for new guests.

Dirty: means that the room is dirty and is not available for new guests.

Closed: means that the room is currently under renovation. This status can also be used to indicate that the room can not be used for another reason (no hot water in the bathroom, ...).

Inactive: means that the room is not bookable from the planning. It is hidden and will not be visible in the system except on the room list screen. This status can be used if you decide to permanently close a room in your establishment. This status is also used when, after your 14-day free trial of shiftPMS, the number of rooms in the system exceeds the allowed number of rooms in your plan.


Housekeeping

List of arrivals and departures

These reports allow your team to have a quick overview of the status of rooms based on arrivals and departures of the day. You can quickly change the status of a room between Clean and Dirty through action buttons placed at the end of each line.


Night Audit

What is the Night Audit?

The Night Audit or night auditor or night receptionist is the person in a hotel, who in addition to ensuring the reception of guests during the night, is the person who proceeds to the end of day process of the accounting operations of the day for the reception by verifying the validation of the invoices, payments, create accounting report of the day for the direction.


Why a end of day process?

End of day process allows the system to bill daily items such as nights. It is also during this process that reservations are checked by the system to ensure their integrity with the rest of the system data.


End of day process in manual mode

In this mode, to start an end of day process, you must make sure that all arrivals and departures of the day are made. Indeed, the process can not be done without these two conditions. The button to activate the process is hidden until both conditions are met. The pre-end of day process report will help you verify and control the different items that will be billed during the process. At the end of the end of day process, the system moves to the next date.


End of day process in automatic mode

In this mode, you do not need to make an end of day process. The system automatically switches to the next day. Unlike the manual mode, arrivals and departures are not done automatically. Also, billable items remain at their current status. You can view the pre-end of day process report to validate the overall look of billable items for the day.


Reports & Statistics

Introduction to reports

Reports are tools related to the activity of your establishment during the year. The maximum period of analysis is 365 days, which is one full year. You can make as many reports as you want. For some reports, you can view the data based on the number of reservations or the number of nights. Refer to the following sections for more information on each report. For reports that show a chart, you can have the digital data by day of analysis. Ideal if you are looking for information for a specific date.


Global activity report

This report gives you the performance of all other reports combined in one page. This report can be generated by the number of reservations or the number of nights.


Bookings Report

This report lists bookings, whatever their status. Each line list the customer's identity, dates of stay, the number of nights booked, the status of the reservation and the balance of the stay. If the balance of stay is in red, it means that the customer has a positive balance. If the number is green, it means the balance is negative. The black color will mean that the balance is zero.


Revenue Report

This report presents a graph of revenues for the period observed. Revenues and billable items, whether billed or not, are considered as income. Canceled items are included. This report can be filtered by: accomodation only, billable items only or by accomodation and billable items.


Payments Report

This report calculates the sum of all payments received for a given period. You can filter the data in this report by methods of payment if you want to have only payments received by VISA card for example.


Debtors Reports

This report presents the list of guests and companies with invoices placed as debtors and for which the debtor is positive. Debtors with a balance of 0 are not included in this report. For each invoice placed as a debtor, you can consult the booking and the invoice related to the debtor. The column 'Age', shows the number of days passed since the creation of the debtor.


Invoices Report

This report displays all the invoices issued by the system for a given period. This report can be filtered by: invoice status (unpaid, paid, pending, debtor, canceled).


Tax report

A report allowing you for a given period to list the taxes paid by your customers on the different billable items. This report can be generated by filtering a particular tax.


Rate rules Report

This report presents the use of the rate rules in the system according to the desired period of analysis. This report can be generated by number of bookings or number of nights.


Occupancy rate - Annual

This report shows graphically and over a full year, a view by month of your daily occupancy rate. The darker the background color, the higher the occupancy rate. By hovering over a day, you will find more information. In the report options you can choose the color tone you want. To obtain the occupancy rate, the mathematical formula is: Total rooms occupied / Total rooms available. A closed room is considered to be available.


Occupancy rate - Custom period

This report graphically presents an interactive heat map based on the occupancy rate per day for the selected analysis period. The darker the background color, the higher the occupancy rate. The number in the cells of the heat map is the number of nights booked for the day. In the report options you can choose the color tone you want. To obtain the occupancy rate, the mathematical formula is: Total rooms occupied / Total rooms available. A closed room is considered to be available.


Average Daily Rate

This statistic represents the average daily rate, which is the average price paid by customers for a given day. Overnight cancellations are not included. Rates shown do not include taxes. The average daily rate can be expressed by the following mathematical formula: Total Room Income / Total Rooms Occupied.


Revenue Per Available Room

Also called RevPar, the report measures the average daily income generated by the rooms available in the establishment. This statistic is obtained by the following formula: Total Room Revenue / Available Rooms.


Rooms popularity

This ranking report displays for a given period the rooms most often booked by the customers. You can view this report by number of bookings or number of nights.


Popularity of companies

This report displays a ranking of the companies most loyal to your establishment. You can view this report by number of bookings or number of nights.


Guest popularity

This report allows you to see which customers have made the most bookings or nights in your establishment. You can view this report by number of bookings or number of nights.


Nationality of your guests

This report will allow you to know, for a given period, the country of origin of your visitors. You can view this report by number of bookings or number of nights.


Reservations by segmentation

A segmentation is the reason a customer books in your establishment. This can be for a business need or just for tourism. This report will let you know why your customers have booked in your establishment. You can view this report by number of bookings or number of nights.


Reservations by sources

An origin is the main source of booking for your customers. This can be from your business website or third party sites like Booking.com or Expedia.ca. This report will show you the ranking of the origins of reservation. You can view this report by number of bookings or number of nights.


Cancelled reservations

This report lists all canceled reservations. These can have two origins. The first being when you cancel a reservation. The second is when a reservation is placed as an option and its duration is exceeded. In this case, the reservation is canceled. You can reactivate the reservation by clicking on the button at the end of the line.


System settings

Hotel Information

Specifies the basic information of your establishment such as the name or address. It is also in this section that you will be able to change the logo of your establishment. This appears on the payment receipts and the invoices issued.


Hour, date, number and currency

Here are the options for displaying hours, dates and numbers in the system. Depending on your geographic location and language, these settings can be changed to reflect your regional habits.


Rate rules management

A rate rule is a rate granted during a reservation according to several criteria. These rate rules may apply depending on the booked unit or the date of your client's stay. When you create a rate rule, you have the choice to specify the validity period and the units affected by this rule. This rate will be presented when creating a reservation if the selected criteria are met and to propose it to your customer. A report is available to view the performance of the rate rules recorded in the system.


Planning settings

Here you can change the settings related to your planning such as the color tone or the number of weeks by default to display.


Kardex settings

In this section, you will be able to update the number of bookings and / or nights from which a customer becomes Regular or VIP. This automation option is done once a day and allows you to let the system automatically associate a regularity with your customers to labels (Regular or VIP only).


Billing Settings

Here, you can set the template of invoices generated by the system and the prefix to use to reference them. You can also specify whether similar items (items with the same price, tax and consecutive in terms of billing date) must be grouped or not.


Bookings settings

In this section, you will be able to customize the options when creating a reservation. You can define the taxes that are applicable on the nights of accommodation, the prefix to use for the references of your bookings. You can also change the duration of optional bookings. After the chosen period, reservations will be canceled.


Report Settings

Here you can choose how the different system reports are generated by default.


Bookings origin

In this section, you will be able to create, edit, or delete reservation origins to specify how your customers book in your establishment. A report presents the ranking of the origins of reservation.


Segmentation of the guests

In this section, you will be able to create, edit, or delete reservation segmentations to specify the reason for which your customers stay in your establishment. A report presents the ranking of reservation segmentations.


Sales Taxes

Here you can add or change the different taxes associated with the system. These taxes will be offered in the different screens of the system.


Payment methods

Add, modify or delete payment methods that will be offered when cashing. A report shows the payments by payment method.


Billable items

Here will be the management of the billable items to your customers. Bike rental, breakfast, extra bed, ... It's up to you to configure as you like the various items you wanted to make billable. You also have the choice of associating one or more taxes with an element in order to calculate the final price automatically.


Administration

Create and list users

This interface allows you to create, modify or delete users who will have access to your establishment and reports on shiftPMS. When creating a new user, an email will be automatically sent to him to validate his email address.


Levels of user access

By default, when you register, you have the Director access level. This is the highest access level in the system. There are two other access levels to better match your different needs:

Receptionist: will be able to access the schedule as well as the creation of reservations and the management of the clients of the system. This level of access will not allow him to have access to create or modify new rooms. Reports and system settings will also be prohibited.

Housekeeping: may only have access to the housekeeping tab which includes changing the status of rooms from clean to dirty.

Here is a table summarizing the different levels of access:

Access Director Receptionist Housekeeping
Planning Tab YES YES NO
Carded Tab YES YES NO
Rooms Tab YES NO NO
Housekeeping Tab YES NO YES
Night audit Tab YES YES NO
Reports Tab YES NO NO
Settings tab YES NO NO
Admin tab YES NO NO


Connected users

This section allows you to list the users currently connected to the system. It also lets you know what module they visit and when was last connected or last action.


Account summary

This allows you to display a summary of your activity on shiftPMS (number of rooms created, number of customers created, ...).


Learn more about your subscription

This module manages your shiftPMS subscription and payment method for the plan you subscribe to. You can also cancel your subscription through this interface and view your invoices.