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Lodge-ical's features and benefits...

The following is a partial list of Lodge-ical's basic features and available modules. Keep in mind that we will completely customize Lodge-ical to your specifications if you desire. Lodge-ical is not an "off-the-shelf" system. We ship it to you with your customized inquiry and confirmation letters, rates, taxes, referral services, look up tables, and rooms set up for you.

There are specific versions of our management and reservation software for fishing lodges, hunting lodges, wingshooting lodges, in addition to versions for guest and dude ranches and outfitters. You can also use Lodge-ical for all of your year round activities (i.e., both hunting and fishing). We have also configured Lodge-ical to handle reservations for multiple properties.

And if you are presently using another system, we can most likely import your client data into Lodge-ical.

Clients

  • Every version of Lodge-ical includes this module.
  • This is the first point of data entry into your customer relationship database. This module is a powerful marketing tool that allows you to prospect, sell, and follow up on a timely manner.
  • There is a staff contact field to track which employee handled the initial contact.
  • Track all correspondence (letters, e-mails, phone calls, visits, faxes, etc...) for each client. Anyone who answers the phone should be able to quickly generate a Correspondence Log to review all previous conversations.
  • A General Inquiry Letter may be printed on demand to enclose with your brochure.
  • An unlimited number of client interests may be attached to each client for even greater marketing potential.
  • Query capability allows you to create blast e-mails, mailing labels, and custom correspondence.

Reservations

  • Every version of Lodge-ical includes this module.
  • Record date of arrival, date of departure, number of guest, names of guests and any notes.
  • Enter all reservation costs at the time of booking.
  • Calculate total cost, discounts, required taxes and deposit due.
  • Track all payments received for the reservation.
  • Enter gratuities and service charges on each reservation with the ability to split the gratuities among your employees.
  • Print confirmations, invoices and final bills.
  • Create a relationship between your reservation costs and your accounting system's general ledger to produce an income statement sorted by general ledger account category.

Employees

  • Every version of Lodge-ical includes this module.
  • Record the name and address of each employee.
  • Keep track of employees as a staff contact in the Clients module, as a salesperson in the Pro shop module, Food and Beverage module, and as a guide in the Activity Planner module.
  • Produce incentive reports based on employees assigned in various modules.

Activity Planner

  • Schedule all daily activities: Guided fishing trips, horseback rides, etc... by date and time.
  • Assign an employee to a daily activity. An automatic system check will warn you if that employee is already scheduled for something.
  • Use the scheduler to record meals and generate a report especially for your kitchen and dining room staff.
  • Activity and Individual Staff Calendars list upcoming activities.
  • Activity Frequency reports.
  • Activities can automatically be assigned to each reservation based on the client type field.
  • A Daily Calendar allows you to keep track of your guest's and staff's whereabouts.

Room Assignments

  • View a visible room assignment calendar that allows you to view room availability "at-a-glance".
  • Warning messages signal overbooked rooms but will allow multiple reservations to share the same room.
  • This module will also print a Housekeeping Report to give to your housekeeping staff.
  • Identify specific guest names in each room. This is ideal for corporate bookings and family reunions where there is one main contact, but individual guest names are important to remember.

Other visual calendars detail:

  • Arrivals and departures
  • Activity locations
  • Resources scheduled
  • Employees scheduled

Personal Data

  • Define up to 6 types of questions (licensing, hunting, personal, ...) and set up an unlimited number of questions for each type (date of birth, weight, height, rifle or bow, guide preference, dietary restrictions, ages, family members,.....).
  • "Attach" question types to reservations.
  • Retain Personal Data for each client and easily retrieve the information on their next visit.
  • Report Personal Data based on question type, reservation number, and client name.

Pro Shop Module

  • Maintain and browse your inventory by item number or category (gifts, clothing, tackle, ...).
  • Track what inventory you have on hand.
  • Apply sales taxes, if applicable.
  • Record you guest and employee purchase, and the associated sales person.
  • Detail store tab and summary line items on the final bill.

Food and Beverage Module

  • Record your guest and employee purchases.
  • Assign employees as the sales person on each purchase.
  • Employee Commission Report.

Memberships Module

  • Members are defined in Lodge-ical as a client with a few additional indicators.
  • Track membership type (corporate, authorized, ...), renewal date, and membership since date.
  • Record annual and/or monthly fees.
  • Generate member statements and renewals.

Travel Agents

  • Record the name and address of your travel agents and ITAN number.
  • Store commission percentage for each travel agent.
  • Assign a travel agent to applicable reservations.
  • Produce a commission report sorted by travel agent.

Reservation Quotes

  • Designed for clients who work with tentative bookings.
  • View your quotes to show you how many outstanding quotes.
  • Convert quote to a reservation.

Work Orders and Issues Log

  • Use this module to track outstanding work orders.
  • Keep track of outstanding maintenance tasks.
  • Record all guest suggestions, complaints, and compliments and view patterns in comments.

Horse Assignment and Tack Inventory

  • Enter your horse inventory at the beginning of your season.
  • Pair up horses to guests for one or more consecutive days. A warning will alert you if the horse has already been scheduled for that particular day.
  • Assign horses to individual guests on individual days.
  • Maintain horse and tack inventory.
  • Keep a Tack Inventory Database that allows you to keep inventory of your tack and whether or not it is in need of repair.
  • Reports are generated to show you how much each horse was ridden throughout the season.

Gamebird Hunting Details

  • This module is designed specifically for the wingshooting lodge and preserve.
  • Record the number of hunters, their hunting location (field, trap course, blind, ...), dog assignment, staff scheduling, game bird statistics (number afield, number presented, number bagged) and processing statistics (number discarded, number processed).
  • A calendar shows you which hunting locations are available.
  • Reports showing you upcoming bird expectations and kill ratios.

Gamebird Inventory

  • This module is designed specifically for the wingshooting lodge and preserve.
  • Enter the names and addresses of each of your gamebird vendors.
  • Record beginning of season contract amounts and reduce contract amounts when deliveries are received.
  • Record bird inventory adjustments (recaptured, pen dead, other).
  • Inventory will show you the number of birds that are on hand.

Prepaid Birds

  • This module is designed specifically for the wingshooting lodge and preserve and works in conjunction with the Membership module.
  • Record monthly prepaid birds prices.
  • Enter 'beginning of year" member balances.
  • View member's hunting history and prepaid bird bank balances.

Exotic Animal Harvests

  • Track exotic animals that have been purchased for upcoming guest harvests.
  • Track animal harvests and animals found dead as the occur to reduce inventory.
  • Record guest information such as license number, taxidermy notes and other notes.

Other Customized Modules

  • Do you have a business need that is not already part of Lodge-ical ? Let us know and we can build it into your version.

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25 Moose Horn Lane | Livingston, MT 59047 | (406) 333-4167 |Contact Us

 

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