And with good reason: pen-and-paper still offers lots of advantages over a computer:
Some advantages of a paper reservation diary
- No training required
- Browse availability at a glance
- Record a booking just by writing it in
There are some drawbacks, though:
Some disadvantages of a paper reservation diary
- Only one user can access at a time
- No back up: lose your reservation diary and you are in big trouble
- Making amendments/changes is hard: cross out and re-write
- Doesn't create booking confirmations/invoices for you
- You can't link a paper reservation book to a website
At KeepMeBooked we offer web-based reservation software. Our aim has been to retain all the advantages of paper, without any of the disadvantages:
Retain the advantages of a paper reservation diary...
No training required: You don't need training or a manual to use KeepMeBooked. Each screen is kept free of clutter so it is obvious what to do and how to do it.
Browse availability at a glance: The calendar shows two weeks at a time, and the screen smoothly scrolls to and fro as you require.
Record a booking just by writing it in: Just click on an available room and type the guest's name and phone number. If that's all you want to record, you don't have to enter anything else. Or you can record more detailed information on the next screen.
... with none of the disadvantages:
Access from anywhere: you can access KeepMeBooked from any computer with an internet connection. From the kitchen, from your son-in-law's house, or even when you are on holiday yourself.
Backups: KeepMeBooked data is stored on secure servers with multiple hard drives. If one hard drive fails, the others take over, there is no loss of data. If all the drives on a server fail at same time (highly unlikely, in the absence of a sledgehammer) we can restore from a separate back-up.
Make changes: Just drag a booking from one room to another, or from one date to another. Easily display and update guest details.
Create booking confirmations: One click creates a PDF booking confirmation, showing costs and payments, which you can print or email to your guest.
Embed on websites: use our widget to take bookings from your own existing website, or opt to include your property in third-party sites like Expedia and Hotels.com. (not yet available - coming soon!)
Take a look for yourself (get your free KeepMeBooked trial here), and feel free to add your comments below on the pros and cons of using a paper diary to record guest reservations.