GoConcierge Quick Reference Guide

6/25/2015 GoConciergeQuickReferenceGuide

https://www.goconcierge.net/secure/gcdotnet/GoLounge/ReferenceGuides/html/GoConcierge_Quick_Reference_Guide.htm 1/59

QUICKREFERENCEGUIDE

TableOfContents

TitlePage

I.ColorKeyforGuestActivityCalendar4

II.TaskFeatures:CreatingaNewTask5Reminders6StatusSelection9EmailConfirmation9EditinganExistingTask10Recurring&RolloverTask11GuestTaskLetter13Attachments14GuestAppointmenttoCalendar15SMS/TextMessage17CopyFeature18CancelaChangetoaTask19



III.SearchLocations:SearchLocations20RemoveaVendor24Duplicates24AddorRequestLocations26View/Print/EmailaVendorReport27AttachmentstoaVendor28EditaVendor29Summary30

TableofContentsContinued:

IV.CalendarFeatures:

CustomDirections32Reports34CalendarReportPackagesReportLost&FoundReportAmenityReportTaskReports40GuestHistoryReportVendorHistoryReportTaskHistoryReportCalculator45GuestItinerary45GuestProfiles48RequestChangeButton51SupportButton52QuickLinkButtons53Weather55Movies55Zagat/OpenTable55



Flights56Ticketmaster56MiniCalendar57Today58

V.AvailableInterfaces:

OpenTable59SuperShuttleOperaCendyneConcierge

IColorKeyforGuestActivityCalendar

Thereare9differentcolorsforatasksstatus.Red/OpenTaskThisisataskthathasbeenaddedtothecalendarbutnoactionhasbeentaken.

Thisisthefirstcolortheconciergeshouldlookforatthestartandendofeachday.*Ex:arestaurantreservationisneededbutnocallshavebeenmade.Green/ClosedTaskThisisataskthathasbeencompletedandisthereforeclosed.Itisstillvisible

forreference.*Ex:therestaurantreservationhasbeenmadeandconfirmed.Orange/PendingTaskThisisataskinwhichanactionhasbeentakenbutnotcompleted.Itrequiresfollowup.*Ex:Flowershavebeenorderedbutstillneedtobedelivered.White/NotesTheseareinternalnotesintendedforcommunicationwiththeteammembers.They

mayormaynotbetimesensitive.*Ex:NewScheduleshavebeenpostedVIPsiteinspectionTeammeeting.BluewithRed/CanceledThisisataskthathasbeencanceled,yetitisimportanttobeableto

viewitforreferencepurposes.Turquoise/ReconfirmedThisisataskwhichhasbeencompletedbutrequiredreconfirmationby

thevendor.*Ex:arestaurantreservationmadeweekspriortoguestarrivalhasbeenreconfirmedtheday

beforetheactualreservationistotakeplace.



LiteGreen/ClosedNotesTheseareinternalnotesthathavebeenreadbytheteamandrequires

nofurtheraction.Yellow/PostedThisstatusistoshowwhenanaccounthasalreadybeenchargedfora

service/activityandtherefore,beenposted.Lavender/WaitlistedIfarestauranthasbeenwaitlisted,usethisstatus.

IITaskFeatures

CreatingaNewTask

Creatinganewtaskissimple.Sincemostgueststendtoinquireaboutaspecificactivitybythedateandtimetheeventistotakeplace,thetaskcalendarhasbeencreatedtobedateandtimesensitive.Whenviewingthecalendar,locatedtotheleftarebluehyperlinksdisplayingthehourlytime.

ConsidertheFieldsintheTasksasdirectionsofwhatisneededforinput.

Type=Theactionthatistobetaken,ie.Arrange,Call,Log,etc.Task=TheWhat,ie.RestaurantReservations,TransportationServices,Massage.Vendor=TheWho,ie.TheIvyRestaurant,CareyLimousines.

Createanewtaskasfollows:

1.Clickonthedesiredtime(thebluehyperlink)whichrepresentsthetimethetaskistotakeplace.(Note:Youwillbepromptedtoenteryourpassword.)

2.BeginfillinginthefieldsfromLefttoRight,ToptoBottomtoinsureallfieldsarecovered.

3.Manyofthefieldsareprepopulated,simplyclickonthedropdownbuttonsforchoices.

4.ClickType.Probably90%ofallTypeswillbeArrange.*Ex:ArrangeaLimousinepickupArrangeaBabysitter.

5.ClickTask.Determinewhattypeoftaskyouwishtocreate.*Ex:RestaurantReservationCarRental,Massage.

6.Dependingonthetypeoftaskyouhaveselected,thegreenfieldorTaskDetailwillthenappearwithcustomizedfieldstobefilledout.Itisnotnecessarytocompleteeachfield,thesearecreatedasa



guidetopreventtheconciergefromforgettingimportantinformation.

7.ToselectaVendor,placeyourcursorintheVendorfieldandtypethefirstfewlettersandhitEnter.Youmayalsojustclickonthegrayboxwiththethreedots.Thisfeaturewilltakeyoutothesearch/locationdatabase.

Note:Whenyoufindthevendoryouareseeking,highlightthenameandthenclickselectorsimplydoubleclickontheline.

8.Thevendorselectionwillprepopulatetheremainderofthefieldspertainingtoitscontactinformation.(Phone/Address).

9.EachtaskallowsaSpecialnotesfield.Thisisgreatforcommunicatingbirthdays,anniversaries,specialrequestssuchasaquietbooth,etc.

10.Thelargewhitenotesectionisforyourpersonalnotestocommunicatewithoneanotherregardingthecreatedtask,theguestwillnotseetheseifyouusetheproperdocumentssuchasLetterorItinerary.

11.Noticethetimeboxeslocatedtowardsthebottomofthepage,whenyouclickonthedropdownbox,itwilloffer15min.incrementstofurtherdefinethetimethetaskistotakeplace.Thisfielddetermineswhereinyourcalendarthetaskwillappear.Note:Thereissometimesatimefieldinthegreentasksection.Thisisfortherequestedtimeonly,whichmaynotalwaysbeavailable.*Ex:Dinnerreservationforfirstavailablebetween78pm.



Reminders

Tocreateareminderforatask/event,simplyclickontheexistingtaskthenlocatethebuttonAddReminderandclick.ThiswillautomaticallydefaulttocreateaseparatetaskthedaybeforetheactualtaskistotakeplaceasanOpenStatus.Ifyouwishtomanipulatethedatesortimes,youaregiventhisoptionaswell.Ifaspecifictimewasnotselected,thedefaultreminderwillappearatthetopofthecalendarnexttothelittlebell.ThereminderwillappearinredforOpenstatusandwilldisplayablinkingbell.Oncethereminderhasbeencompletedbytheconcierge,simplychangethestatus.Whenyouclosethetask,itwillchangetogreenlikearegulartask.Apopupboxwillappearaskingifyouwouldalsoliketochangethestatusoftheactualtask.ClickYesasyouwillwanttochangethestatusforthetaskfromClosedtoReconfirmed.Boththeoriginaltaskandtheremindertaskwillbeupdatedsimultaneously.YoumayalsocreateaReminderinadvanceofatasktoremindyoutomakeareservation.JustsetthenumberofdaysandchangetheverbiagefromConfirmtoMake.WhenclosingthereminderclickGotoTasksoyoucanupdatetheactualtaskaswell.



StatusSelection



OncealloftheTaskinformationhasbeenentered,thestatusofthetaskwillautomaticallydefaulttoanopenstatus.Tochangethestatusofatask,clickonthedropdownbuttonlocatedinthelowerlefthandcornerofthescreen.ThenclickontheSAVEbuttontotherightandthiswillclosethescreenanddirectthetasktoappearontheCalendar.WhenaTaskhasbeencompletedandwillnotrequireanyadditionalaction,changethestatustoClosedandclickSAVE.EvenifaTaskhasbeenclosed,itisstillpossibletoviewandevenchangethestatus.SimplyclickontheactuallineontheCalendarpertainingtotheTask.YouwillthenhavetheoptiontochangethestatusfromtheViewpage.Toaddnotes,pleaserefertoEditinganExistingTask.Thereshouldneverbeareasontodeleteanytaskexceptduringtraining.Byretainingallinformation,includingcanceledtasks,youwillhaveacompleteguesthistoryforfuturereference.

EmailConfirmationCheckBoxThisfeatureallowsthepersoncreatingthetasktobenotifiedviaemailoncethetaskhasbeencompleted.Typically,thiswillbeselectedwhensomeonefromSalesoranyoneoutsideofaconciergeisadding/requestingatasktobecompleted.



EditinganExistingTaskAnytimeyouwanttoviewormodifyanexistingtask,simplyclickontheactualtaskthatishighlightedineitherRed,Green,Orange,White,orBlue.LocateandclickontheEditbutton.Anychangestothetime,date,ornoteswillrequireyoutoenteryourpassword.Thisprocedureallowsthesystemtotrackwhothelastpersontoeditthetaskwas.Toeditorchangethedate/timeataskistooccur,clickonthedropdownboxesforthedate/time.Onceyouselectthenewdate/time,alloftheinformationpertainingtothetaskwillautomaticallytransfertothenewselection.



Recurring&RolloverTask

Fortasksthatwillberequiredformultipledays,clickontheAddRecurrencehyperlinklocateddirectlytotherightoftheTimebutton.Thisfeaturewillallowyoutochooseanyduration(daily,monthly,annually)forthetasktorecurinsteadofmanuallyenteringthetaskrepeatedlyforthedatesrequired.Ex:Aguestrequestsanewspaperbedeliveredeachday.Selectthenumberofdaysforthetasktorecur(defaultsto10days)andenterdailyforthenumberofdaystheguestsvisit.TheRolloverfeatureinmostcasesissettodefault.Ifataskisnotclosed,itautomaticallyrollsovertothefollowingdateandwillcontinuetodosountilmanuallyclosed.Thisfeatureisinplaceastoavoidataskfromnotbeingcompleted.



GuestTaskLetter



Oncethetaskhasbeenadded,GoConciergecangenerateacustomizedGuestConfirmationLetter.Tocreatetheletter

1.ClickontheLetterboxinthelowerlefthandcornerofthetask.

DONOTPRINT

2.Youwillthenhaveanopportunitytomodifyoreditthematerialintheletterpriortocompletion.3.Thepapertypewillbedefaultedtoeitherletterheadorplainpaperaccordingtoyourhotel.Ifplain

paperisselected,GoConciergewillcreateletterheadforyouonplainpaperwithourLogo.4.Oncetheletterhasbeencreated,youwillhavetheoptiontoemailorprinttheletter.5.Clickontheapplicablebutton.Ifyouelecttoemailtheletter,itwillappearasanattachmentforthe

guest.Simplyaddtheguestsemailaddress.



Attachments

Itisnowpossibletoaddanattachmenttoataskifnecessary.Clickonthetask,thenLetter,thenAttach.mustbesavedbeforecanattach



GuestAppointmenttoCalendar

YoucansendagueststaskreservationdirectlytotheirOutlookcalendar.Wheninthetask,thereisapictureofasmallcalendartotheleftoftheStartDateandTime.Clickonthecalendarandthedetailsofthereservationwillappear(youwillhaveanopportunitytouncheckorhideanydetailyouwishnottoappearintheappointment.)ThenclickSend.Theguestwillreceiveanemail.Whentheguestacceptstheemail,itwillthenbesavedtotheirOutlookcalendarasanappointment.

*Note:Theappointmenttimewillnotappearaspartofthemeetingrequest.Thisisbecauseitwillautomaticallysynctothecalendarforthecorrecttime.



SMS/TextMessage



Sendatextmessagedirectlytotheirphone.AtthetopoftheGoConciergecalendarpageisanimageofanenvelope.ClickontheenvelopeandthenthedropdownwhereitsaysEmail.SelectSMS/TextthenenterGuestname,selectCountry,andcomposetextmessage.Thecountrycodefortheguestsnumberwillautopopulate.ClickSend.Iftheguestreplies,thereplywillappearatthetopofthecalendarasared,flashingalert.Senttextswillalsoappearonthecalendarinthetoprows.



CopyFeature

Whendoingmultipletasksforasingleguest,youcanusethecopyfeaturetosavetime.Bycopyingthebasicinformation,youwillnotneedtorepeatedlytypetheguestsname,roomnumber,etc.

1.ClickontheCopyboxatthebottomofthetaskscreen.2.Thefeaturewillpromptyoutoselecttheinformationyouwantautomaticallycopied.3.Onlycheckthosefieldsyouwishtocopy.4.Anewtaskboxwillappearinwhichyoumayaddthenewtasktypeand/orvendor.Besureto

updatethenewdateandtime.



CancelaChangetotheTask

Ifyoubegintomodifyorchangeataskandthendecideagainstit,simplyclickonCancelbeforeyouhitSave.Thiswillonlycancelthechanges,nottheentiretaskprovidedithadbeenpreviouslysaved.



IIISearchLocations

TheSearchLocationfieldisessentiallyyourdatabase.Itisyourrolodex,phonebook,addressbookallinoneplace.Thereareanumberofwaystosearchforinformation

1.SearchbyName:IfyouknowthenameoftheVendor,simplytypethenameorthefirstfewlettersandenter.Thisistherecommendedwaytosearchsothatyouneedntknowwhichcategorythevendormaybeunder!

2.SearchforaVendorbyContains:meaningthewordyoutypeinshouldbecontainedinthe

Vendorsname.3.SearchforaVendorbyKeyword:thiscouldbeabrandnameoraparticularitem.Ex.Baby

clothes,DKNY.(notethisfeaturerequiresabitofcustomizing)



SearchbyCategoryisanotheroption(Ex.Airlines,Dining,Fitness,Spas,Transportation.)Thisisusefulwhenyoudontnecessarilyknowofaspecificvendorandareunabletosearchbyaname.Youcannarrowyoursearchbybeingmorespecificinthefollowingfields

1.Category:Dining,Transportation,Churches

2.SubCategory:SearchingforaparticulartypeofVendor.*Ex.SearchItalianorMexicanforDining,TownCarorLimousineforTransportation,CatholicforChurches.

3.SortBy:Names,City,Phone,Miles,Stars,etc.*Ex.Miles=distancefromthehotel.



Remove

TherereallyisnteverareasontoRemoveavendor.IfaVendorisnolongerapplicable,GoConciergewilltypeclosedbehindtheVendornamesoastoinformeveryone.Ifyounoticeavendorhasbeenclosedandthedatabasedoesntreflectthat,sendusarequestandwewillupdatethelisting.

Duplicates

Onoccasionyoumaycomeacrossaduplicate.Ifyoudo,pleaseclickthedottotheleftoftheduplicatevendornamesandthenclickRequest.Byclickingthedots,thevendornameswillautomaticallycopyovertotheemailrequestandjustsayPleasemergeduplicates.Wewilltakecareofitforyousoasnottomissanyhistoryornotesassociatedwiththevendors.



AddorRequestLocations



AttimesyoumaynotbeabletolocatethedesiredVendorusuallyduetoanewlisting.Therearetwowaystogeneratemoredata.YoumaychoosetoaddtheinformationorrequestGoConciergetodoitforyou.Ifyouchoosetoaddthenewinformationyourself,youmaydososimplybyclickingontheAddbuttonfromthebottomoftheSearchLocationsscreen.ThisfeaturewillpromptyoutoenterinformationpertainingtotheVendorsuchasname,phonenumber,address,orcategory.OnceyouentertheVendorname,youmayclickontheblueaddress,phone,orwebsitelinkwhichwilltakeyoutoGoogletolocateadditionalinformationforthevendor.Fromhereyoumaycopyandpaste.*NoteforUSAbasedclients:Donotbeconcernedifyoudonothavealloftheinformation.Whenyouaddanewlocation,anemailisautomaticallygeneratedtoGoConciergesothatwemayupdateitforyouwithadditionalinformation.

IfyouchoosetorequestGoConciergetoinputthenewinformation,simplyclickontheRequestbuttonfromthebottomoftheSearchLocationsscreen.ThisfeaturewillgenerateanemailtoGoConcierge.AllyouneedtodoisprovideuswiththenameoftheVendorandanyinformationyouhaveavailable.



View/Print/EmailaVendorReport

Ifyouwishtovieworprintvendorinformation,clickonthenameofthevendortocreateaVendorReport.ThisreportwillusuallyshowyourLogoletterhead.Youmayprintoremailthevendorifyouwish.Inaddition,directionsmaygenerateautomaticallyinthisreport.Pleasealwayscheckthedirectionsforaccuracybeforepresentingtoaguest.Intheeventthedirectionsneedmodifying,pleaseseeEditaVendor.Theemail/editbuttonsarelocatedatthetopoftheletterheadabovethelogo.

AttachmentstoVendor

Itispossibletocreateanattachmenttoavendor.Saveamenuorpicture.Clickonthelineofthevendorforthevendorinformationtoappear.ClickAttachandbrowseyourdesktopordocumentstouploadand



thenclickAttachSelectedFile.

EditaVendor

Dependingonyourlevelofpermissiongrantedtoyoubyyourhoteladministrator,youmaybeableeditavendorsinformationanddrivingdirections.Theareasyoucaneditare:

PublicNotesAnythingyouwishtoaddtoavendorlocationreportforaguesttobeabletoview.



Thiscanbehoursofoperation,walkingdirections,adescriptivesynopsis,etc.PrivateNotesSavecontactinformationforprivatevendorphonenumbersorlogcomplaints.They

willappearinredwhenviewingareportbutwillnotprintoremail.DrivingFrom/DrivingToThesearethedirectionsautomaticallygeneratedbyMicrosoft

Mappoint(Bing).Ifyoudonotcareofthedirectionsautomaticallygenerated,pasteoreditpreferreddirectionsinthelowerboxandclickonthedottotherightthatsaysShowCustom.

DisclaimerIncludeavendordisclaimertoinformtheguestofanycancellationpoliciesordresscodes.

TransportationForthosecitiesthatofferpublictransportation,thisisagreatplacetoinstructguestswhichsubway/buslinestotaketogettothisvendor.

HotelRatingYoucanrateyourvendorsforotherteammembersinyourhotel.Chooseratingsonascaleof15StarsorHPforHost/HotelPreferredandAvoidforthosevendorsyoumaystillneedtolistbutarenotdesirable.



Summary

ThesummaryfeatureallowsyoutogenerateaquicklistofVendorsspecificallytoaccommodateyourguestsneeds.Thiscanincluderestaurants,areaattractions,florists,etc.Tocreateasummarylist,selectthecategoryandsubcategory(ifapplicable)andpressenter.FromtheVendorsprovided,clickthedotstotheleftoftheirnames.WhenyouhaveselectedalloftheVendorsyouwishtoinclude,clicktheSummarybutton.Beforeviewingthecreatedlist,youwillbepromptedwithanoffertopersonalizethelist.ExDiningsuggestionsforMr.JohnDoe.Oncethelisthasbeencreatedandpersonalized,youwillbeabletoviewthedocumentwithyourlogopriortoprintingoremailingit.Bothofthesefeatureswillbeavailableontheviewingpage.



IVCalendarFeaturesCustomDirections

Thisfeatureallowsyoutogeneratepointtopointdrivingdirectionsandmapsforguestswhomaybedrivingtomultiplelocations.Toaccessthisfeature,simplyclickontheCustomDirectionsbuttontotheleftoftheCalendar.Youwillnoticethedepartureaddresswillautomaticallydefaulttoyourhotel.Theoptionsforthisfeatureareasfollows

1.Tochangethedefaultdepartureaddress,clickontheClearAllbuttonatthebottomofthebox.Thenyoucantypeintheaddressofdeparture.

2.TypeintheVendornameforyourdestinationinthelocationfieldorclickontheboxwiththethree

smalldots.ThiswilleithertakeyoutotheSearchLocationsorsimplypopulatetheaddressfieldsforyou.

3.ForanaddresswhichisntlistedunderSearchLocations,suchasahomeaddress,typetheaddress

inStreet,City,andStatefields.Veryimportantformappingpurposeisthezipcode.

Onceallofthedesiredlocationinformationhasbeenentered,youmayclickontheCreateReportbutton.Thiswillbringupthedrivingdirectionsandmapforyourguest.Againyouwillhaveanoptionofemailingthistoyourguestorprintingit.Ifyouhaveanideaforbetterdirections,clickontheEditDirectionsbuttonatthetopoftheletter.Thiswillpermityoutochangethedirectionseithertoorfromthedestination.IfyouclickontheSaveandClosebutton,asthisisacustomdirection,itisacustomeditandwillnotsavepermanently.



ReportsCalendarReport:

Thisfeatureisaveryimportanttoolintheeventyouloseyourinternetconnection,similartoyourFrontOfficeBackUpReport.Thisfeatureallowsyoutoprintallthetasksandnotesyouhavecreatedforwhicheverdaysyouchoose.Werecommendyouprintthecalendaratleasttwicedaily.Wefurtherrecommendthecalendarextendfromthepreviousdatetoafewdaysinthefuturefortheconcierge.Alwaysremember,intheeventofaninternetchallenge,GoConciergecanalsoprovideyouwithbackup,aprintedCalendar.Torequestone,justgiveusacallandwecanfaxittoyou.

ToaccesstheCalendarReport,simplyclickthereportsshortcutontherightsideofthedashboardandselecttheCalendarReport.Definethedaterangebyusingthedropdowns,andclickReport.TheCalendarReportwillnowopeninaseparatedialoguebox.



PackageReport:



PrintareporttorunaninventorychecktoverifywhatisinstoragematcheswhatisinyourGoConciergeLog.

ToaccessthePackageReport,simplyclickthereportsshortcutontherightsideofthedashboardandselectthePackagesReport.Definethedaterangebyusingthedropdowns,andclickReport.ThePackagesReportwillnowopenasaworddocument.

Lost&FoundReport

WehavealsocreatedaLost&FoundreportwhichislocatedonthelefthandcolumnofbuttonscalledReports.Onceyouclickonreportsyouwillbegivenalistofreportstochoosefrom.SelectLost&Foundreportanditwillpromptyoutonarrowfurtherdefinethetypeofreportyouwishtoview.



DateRange:Thefirstchoiceistoselectadaterangeforyoursearchbeginningwithjusttodayoryoucansearchforaweek,month,oryear.

Type:Next,youcanchoosefromtheTypefieldtoseeallofthelostitemsorallofthefounditemsorAlloftheitemsaltogether.

Item:NarrowthefieldevenmorebyselectingaspecificItemtype.Ex:ifyouwanttosearchallarticlesofclothing,thenselectArticlesofClothingandthosewillbetheonlyitemsyouwillviewinthereport.

Report:ThenjustclickonReportandareportwillappearinExcelformat.



AmenityReport

TheAmenityReportwascreatedprimarilyfortheusebytheInRoomDiningteamtoknowwhereandwhatamenitytodelivertoaguest.Inaddition,asitisdesignedforhotelstonothavetorelyonmultipledocuments,thereportprintedoncedailyhelpstheenvironment.Thehotelteamenterstherequestedamenityusingataskandtheamenitywillautomaticallypopulatethereport.



TaskReports



Thisisaratherversatilefeaturethatthemoreyouenterintoyourcalendar,thelargeryourdatabasewillbetodrawfrom.TheTaskReportsfeatureallowsyoutorunreportsbasedonguesthistory,vendor,aparticularconciergeoruser,evenroomnumber.Thiscanbeparticularlybeneficialinnegotiatingrateswithvendorssuchascarrentalsorlimousines.Itwilltrackthenumberofrequestsandrevenuesenttoaparticularcompanywhichcanthenbeusedtovalidateandquantifyyournegotiationforabetterrateorcommission.Rememberforadministrativereportswecustomdesignthemforyouandthefirstthreearecomplementary.Formoreinformationcontactusatsupport@goconcierge.net

GuestHistory:Tosearchforthehistoryofaguestspreviousactivities,entertheguestnameand

thenthedaterangetheywerelastwithyou.Youneednthavetheexactdatesthesearchcanbedonebyweek,month,year.Youwillbeabletoeasilysearchthepast3yearsandifyouneedfurtherhistory,contactGoConciergeandwecanassistyou.ClickRefreshandalloftheirtaskhistorywillappearforthatdaterange.Itisalsousefultobeabletoviewaguestsentirestaywithoutusingtheguestprofilefeature.



VendorHistory:Todeterminehowmuchbusinessand/orrevenueyouhavegeneratedforoneof

yourvendors,clickVendoratthetoprightwhichwilltakeyoutoyoursearchlocationdatabase.Selectthevendorasyounormallywouldandthenthedaterangeyouwishtosearch.ClickRefresh.

NowclickReportsthenyoucanfilterthereportbydatesifyouwish.(YoumayevenexporttoExcelatthistime.)ThenclickCreateReport.Thereportwillshowthetotalnumberofpeopleand/orthetotalAmountofrevenuegeneratedprovidedtheteamhasenteredanamountintheAmountfieldonthetask.



TaskHistory:Thisisagreatreporttodeterminethehistoryofaguestroomorevenwhichvendors

yousendthemostbusinessto.Selectatask,thenadaterange,thenclickRefresh.ClickReport.Forvendors,youcannowfilterbyvendorandareportwillappearshowingwhichvendorsyouusethemostinatimeperiod.



OncetheTaskReporthasbeencreated,youhaveanoptiontoPrintorEmailthereportto

anotherdepartmentorevenavendor.

Calculator



TheCalculatorissimplythat.Itseemswhenweneedonemost,wecanneverfindone!

GuestItinerary

TheGuestItineraryisawonderfulfeatureyourguestsaresuretolove.Inamatterofseconds,youcanprintadetaileditinerarycustomizedforyourguestsspecificneeds.

1.ClickontheGuestItinerarybutton.EntertheguestnameandthenclicktheblueClickhereto

createanewitinerarybutton.Besureandincludethedaterangeifitsinthefuture!Otherwise,justenterguestnameandclickenterandtheirpreviousitinerarywillappear.

2.ThenewpagethatopenswillshowALLofthetasksforthisparticularguestname.Youwillneedto

selectwhichtaskyouwishtoincludeintheitinerarybecausetheymaynotallbeappropriate.3.Toincludeataskinanitinerary,simplyhighlightthelineyouwishtoaddbyclickingonit.Thenclick

AddTasktoItinerarybuttontomoveittotheboxbelow.(Note:toremoveatask,againhighlightonthetasklineandclickRemoveTaskfromItinerary).

4.Oncealloftheappropriatetaskshavebeenselected,clickonCustomizeItinerary.Fromthenext

screenyoumaycheckonoroffanylineitemyouwishtobedisplayedontheitineraryitself.Youmayalsoaddanypersonalnotesyouwishtoconveytotheguest.

5.IfyouchecktheIncludeLocationReport,thedrivingdirectionsandvendordetailswillappearfor

thatparticularvendoraftertheitinerary.*Note:Youhavetheoptionofaddinganewtasktotheitinerarywithoutlosingallofthe



informationyouhavealreadyselected.SimplyclickonCreate&AssignNewTask.6.Onceeverythinghasbeenedited,clickonViewItinerary.Everythinglooksgood?Youhavethe

optionnowofPrintingorEmailingtheitineraryfortheguest.

7.Oncetheitineraryhasbeencompleted,simplyclosetheareaandtheitinerarywillbekept.YoucanidentifyifanitineraryhasalreadybeencreatedfortheguestbytheIonthecalendarnexttotheguestactivitytask.YoucanalsoaccessitagainbyclickingontheI.



GuestProfiles

ForthoseofyouusingtheGuestProfilesfeature,youhavetwooptionsforcreatinganewguest/residentprofile.ThefirstoneisbyusingtheGuestProfilesshortcutbuttononyourcalendar.ThesecondoptiontocreateanewGuestProfileisbyusingtheIDshortcutdirectlyfromthetaskscreen.ToupdatetheGuestProfile,clickonGuestProfilesandenterthenameoftheguest/residentyouaresearchingfor.Onceaprofileiscreated,tocreateanewtaskusinginformationfromaGuestProfile,simplyfollowthesedirections:

1.Clickonthetimeyouwishthetasktooccur.2.ClickontheIDicontotherightofroomnumber.3.EnterthenameoftheguestyouaresearchingforandeitherpressenterorclickGo.4.Whentheguestislocated,eitherdoubleclickonhisnameorclickonceandthenclickSelect.5.Theguestinformationwillnowpopulatethetasksothatyoumaycontinuecompletingtheremainder

oftheinformationfortheirrequest.



RequestChange



Thisfeatureallowsyoutorequestavendorbeadded,closed,oredited.WhenyouclickontheRequestChangebutton,apopupboxwilldefaultemailaddressedtoGoConcierge.net.YoumayenteranyrequestorevenutilizeitasaformofcommunicationwiththeGoConciergeTeam.Pleasenotethatthisisfornonurgenttypeofrequeststhatwewilldoourbesttoreplywithin24BusinessHours.Forurgentortechnicalrequests,pleaseusetheSupportbutton.

Support

TheSupportbuttonprovidesyouwithour24hr.serviceandsupportpagernumberintheeventofanurgentmatter.Remember,GoConciergecanalwaysprovideyouwithabackupcalendarintheeventyouface



challengeswithyoursoftware.Ifyouneedassistancewithforgottenloginsandpasswords,pleaserefertoyourpropertyadministrator,asGoConciergedoesnothaveaccesstothisinformationforsecurityreasons.

QuickLinkButtons

Thevertical,rowofbuttons,locatedontherighthandsideofyourcalendar,areconsideredQuickLinkbuttons.Thesearecustomizableperhotelaccordingtoyourneeds.Youhavemultipleoptionstoselectthosetasksorlinksthatareusedmostfrequentlybyyourteam.IfyouwishtoaddorchangeanyofthelinkspleasedonothesitatetoemailGoConciergeandwewillbemorethanhappytodosoforyou.Wecanalso



prioritizethembymovingthemaroundforyou.QuickLinkscanbeusedin3differentways.Theyareasfollows:

ATaskShortCut:Ashortcutcanbecreatedtothemostfrequentlyusedtaskandvendor,suchasTransportationtaskwithEmpireLimousineasthevendor.Thiswillsaveafewkeystrokes.Whenthetaskboxappears,thetypeoftaskandthevendorarealreadypopulatedforyou.

FavoriteWebsites:InadditiontothewonderfulBoardingPassesandGooglelinks,wecancreate

ashortcuttoanyofyourfavoritewebsitesjustletusknow!



GuestHandouts:Useashortcutbuttontostoremultipledocumentsandmakespaceinyourdesk

drawers.Justclickandprintoremailthedocument!CreateadocumentinWordorExcelformatandemailittoourSupportteamatsupport@goconcierge.netandwewillbehappytostoreitforyou.Youcanalsocontactustogainaccesstoupdatingtheguesthandoutsdirectly.

Weather



TheWeatherbuttonisalwaysdefaultedtoyourcityandwillprovideafivedayforecastfromtheWeatherChannel.comforyourarea.Ifyouwishtochecktheweatherinanotherarea,justtypeinthecitynameorthezipcodeandpressenter.Thebuttonislocatedintheupperlefthandcornerofthecalendar.

Movies

LiketheWeatherbutton,theMoviebuttonissettodefaulttoyourhotelszipcodetopullupmovietheatersandtheirshowtimesonMoviefone.Whenatheatreoffersit,youwillalsohavetheopportunitytopurchaseticketsonbehalfofyourguests.

Zagat/OpenTable

ForthosehotelswhohavemembershiptoZagat,thisbuttontakesyoudirectlytotheirwebsite.IfyouprefertohavethebuttontoOpenTable,letusknowbutremember,youcancreateanOpenTablereservationthroughourinterface.Toinquire,emailGoConcierge.

Flights

Probablyamongourmostpopularbuttons,theFlightsbuttontakesyoutotheFlightTrackerwebsite.Enterthecarrier,flightnumberanddateoftravelanditwillgiveyouthestatusoftheflightanywhereinthe



world.

TicketsThisbuttontakesyoudirectlytoTicketmaster.Youcancheckticketsforanyvenuefromsportingeventstotheater.

MiniCalendar

TheCalendarintheupperrighthandcornerwillshowyouataglanceifyouhaveanythingpendingonaspecificdate.IfthedateisinRed,itmeansthereisanopentaskpendingforthatdate.IfthedateisGreen,



itmeansthereisaclosedtaskpending.Ifthedateissimplyblack,itmeanstherearenotaskspending.YoumaycheckthepastorfuturemonthsbyclickingonthesmallarrowsinthetopcornersoftheMinicalendar.Thereisnolimittohowfaryoucango.

Today

Whenyouremaneuveringthroughtheminicalendarandyouneedtoreturntothecurrentdatescalendar,clickTodayandyouwillbebroughtbacktothecurrentcalendar.



VAvailableInterfaces

OpenTableInterface

GoConciergeoffersaninterfacewithOpenTableforconveniencesake.Thereisnochargefortheinterface.YoumaycontactOpenTablebycalling1800OpenTabletogetyourconciergeopentableaccountstarted.



TheywillassignyouanOpenTableIdnumberwhichyouwillneedtoprovidetoGoConciergetoenabletheinterface.

1.WhencreatingaRestaurantReservationtask,youwillbeabletoidentifyanOpenTablerestaurantbytheredOTattheendofthevendorline.

2.DoubleclickanywhereonthenameorlineanditwillautopopulatethetaskwhileopeningalinktoOpenTable.

3.Youwillhaveachoiceastowhetherornotyouwishtoproceedusingtheinterface.4.IfyouselectYesyouwillbeaskedHowManyPeopleandenteranamount.Youshouldthen

recognizeOpenTable.5.Ifatableisavailableandareservationhasbeencompleted,youwillreceiveanoticestating

CompletedSuccessfully.JustclickExitandthetaskwillbefullypopulatedwiththereservationdetailsandaconfirmationnumber.

6.Ifitisnotavailableyoumayeitherbeofferedanotheravailabletimeortherestaurantsdirectphonenumber.

7.Shouldyouwishtocancelanonlinereservation,clickEditonthetasktoolbarandthenabovethegreendetailfieldclickEdit/CancelOpenTableReservation.

SuperShuttleInterface

ForthoseNorthAmericancitiesthatofferSuperShuttleservice,contactGoConciergeforaninterfacetobecreated.Thebenefitofusingtheinterfaceisprimarilytoavoidalongholdtimewhencalling.Inaddition,unlikeSuperShuttlesmainwebsite,throughtheGoConciergeinterface,youcanconfirmashuttlereservationwithin24hoursoftheflight.

1.ClickontheSuperShuttleQuickLinkbuttonandanimmediatepromptwillappearaskingifyouwishtocreateanonlinereservation.

2.Answerallrequiredfieldsandanimmediateconfirmationwithconfirmationnumberwillpopulatethetask.

3.Shouldyouwishtocancelanonlinereservation,clickEditonthetasktoolbarandthenabovethegreendetailfieldclickEdit/CancelSuperShuttleReservation.

OperaInterface

PleasecontactAdamIsrowatadam@goconcierge.nettoinquireaboutwhichversionofOperaandanyrequirementsforyourhoteltoenablethisinterface.

CendyneConciergeInterface

AvailabletoallHyattBrandHotels.ContactGoConciergebyclickingontheSupportbuttonandwewillbehappytoassistyouininterfacingwithCendyneConcierge.

GoConcierge Quick Reference Guide

Documents

Transcript of GoConcierge Quick Reference Guide