igems
Property Management Software for hotels, guest houses, bed and breakfast and other accommodation

Introduction

Getting Started

Reservation Management

Release Notes

 

Airbnb Channel Manager

Agents in iGEMS

Calendar & Tasks (Month)

Calendar & Tasks (Week)

Credit Card Service

Email Templates

Find a Reservation

Home Page

Login

Payroll

Petty Cash Account

PDF Documents

Quotes

Rates - Rate Plans

Repeat Guest History

Reports

Reservation Form

Reviews

Search for a Reservation

SnapScan Payments

To Do Tasks

iGEMS Release Notes

This page outlines the enhancements and fixes included in the latest release.

Release iGEMS v3.6.4

Release Date: 1st August 2017

New Features & Enhancements

Booking.com Virtual Credit Card: Booking.com (b.com) are introducing a Virtual Credit Card (VCC) process. The b.com booker can choose to pay b.com at the time of booking. B.com will pass to the property a 'Virtual Credit Card' (card number, expiry and security number) for them to process payment for the booking. iGEMS will indicate to the property whether a VCC has been used, as they can only process VCC payments on and after a specified date. This date will be included in the iGEMS Office Notes for the booking. Please contact b.com for more information relating to forthcoming VCC transactions.

Reason for Cancel: You can optionally add a reason for cancelling a booking when changing the status of a booking to cancelled. This reason is included in the new Cancelled Bookings report.

International Agent: You can select a 'second' agent for a booking. This agent can be the international agent used by the booking agent, from who/where the booking originated.

Future Occupancy Analysis: iGEMS can now compare the occupancy level of future months (within the next 12 months) with the occupancy level of the same months in previous years, on the same date. This gives you an indication of how future months occupancy compares with previous years at the same stage. This new feature provides reports and graphical represention for comparions purprose. Find this at More > Reports & Docs > Statistics : Occupancy Analysis

Day to day Occupancy Analysis: You can use iGEMS to view progress of occupancy over a date range (in days or weeks). For example, for each day in July you can see the occupancy level for the next December. These reports and graphs can be used to identify exactly when a month starts to be booked in large number. Find this at More > Reports & Docs > Statistics : Occupancy Analysis

Previous Guest Address: The guest address associated to a Previous Guest is now imported into a New Reservation, when a Previous guest is selected during reservation input.

Guest forename on Agent Invoice: The guest forename is now shown on Agent Invoices.

Booked Room Surname: The surname field in the Booked Room record has been widened to 60 characters to allow the storage of guest forename and surnames.

Advanced Staff Roles: Users in the 'Staff' role can no longer delete or modify bookings, booked rooms or Agent and Guest statement entries, and Petty Cash entries. A new 'intermediary' role of 'Advanced Staff' has been introdued to allow users in this role to modify booking details and statement entries, but not cancel or delete booking and statement records.

Tourism Levy: You can now apply Tourism Levy to bookings and expenses, if so required.

Release iGEMS v3.6.3

Release Date: 1st March 2017

New Features & Enhancements

GuestRevu Integration: GuestRevu is a third party service which manages your guest feedback, guest reviews and your online reputation. iGEMS sends to GuestRevu booking information on new, modified, checked in booking and checked out bookings. GuestRevu uses this information to issue pre-checkin and post-checkin surverys that have been tailored to your needs. You must be a member of GuestRevu before this feature is activated in iGEMS. Please visit the GuestRevu website for more information such as membership and pricing HERE.

Changes to the Home Page Information Board: The information Board has been updated to show new bookings, tasks and arrivals for the selected date. Hover the mouse over an item in the Information Board to view the Notes for that booking. Left click an item to open that booking.

Occupancy Chart: The Occupancy Chart has been updated. The calendars have been updated to clearly show the period the room is booked for, and the number of occupancts in the room. The Room and Bed Occupancy statistics have been updated for clearer viewing.

Daily Summary Report: The Daily Summary Report can now be produced for an entire date range (formerly for only one date). You can also email the Daily Summary Report to your office which arrives as an Excel spreadsheet attachment.

New Weather Datafeed: iGEMS uses a new weather datafeed for a reliable source of weather information. The previous weather datafreed from Yahoo had become unreliable and inconsistent. A new set of weather condition icons has been added to iGEMS too, which are visible throughout the system, including the Welcome Form.

New Weather Map: In addition to the new weather feed, the Weather Forecast page (click the Home page weather tile) is now far more flexible for identifying weather conditions anywhere in the world. You can move the map to any location in the world and click 'View Weather' to display the coonditions and forecast for that location.

Forex Calculator: There's a new Forex Exchange Calculator which allows you to choose any currency and it's exchange rate against the Rand. You can enter an amount to see the equivalent value in the chosen currency. Click the forex tile on the Home page to access the Forex Calculator Page.

Guest Occupancy Statistics: Improvements have been made to the Guest Occupancy report at More => Reports & Docs => Statistics => Guest Occupancy. Multiple changes have been made to this page, as well as the introduction or a chart that gives statistics for booked room and booked beds per month, and for the entire selected date range. There's also the addition of a chart and table for the room types booked for the selected period.

View Reservations Forms and Invoices from the Home Page: You can now quickly open the Reservation Form or Invoice for a booking directly from the Home page. Open a queue by clicking a tile, select the 'Action' that you want to perform, such as 'Open Guest Invoice', and select the booking from the list. The Guest Invoice for that booking will be displayed.

Rate Deals: You can define deals and associate them to your rates in iGEMS. A rate deal can vary according to your needs. Rate Deal examples are 'stay 2 nights, pay for one', or have an inceasing 'length of stay' discount over a period of dates. Visit the page 'More => Settings => All Settings => Rate Deals to learn more about how to define Rate Deals, and how to associate them to your Rate Plans.

Rate Discount: You can set a discount on rates for specific dates. In Rates and Restrictions, enter a figure which represents the percentage amount to increase or decrease the specified rate by. This adjusted rate is uploaded to your online channels, such as Booking.com as well as your Online Booking page. This means that instead of manually adjusting all rates for a chosen date, you can simply set a percentage change for those rates.

Change Status on Availability: You can now change the status of a booking from the Availablity Calendar. Left or Right click a booking in the Availability Calendar to display the context menu. Select 'Change Status' from the menu to show a dialogue from where you can choose the appropriate status.

World map of Bookings: There's a new report that geographically indcates the countries from where your guests come from, as well as providing statistics on the bookings from those countries. A comprehensive list of world countries and their correspondng flags has been added to iGEMS.

Arrival and Departure Dates on booking header: The Initial Arrival Date and Final Departure Dates are displayed on the heading section of a reservation. This makes it easier for you to determine the arrival and departures dates for the displayed booking.

Departure Date defaults to selected Arrival Date: When entering a new reservation into iGEMS, when you choose the Arrival Date, that chosen date is automatically inserted into the Departure Date. This makes it quicker to choose the Departure Date when starting from the Arrival date.

Public Holiday display on Home Page: If you have added Public Holidays and other days of note to your iGEMS, that event will be shown in the heading section of the Home Page, beside the current date and time.

New Email And Quotes pages: New page layouts for the Email and Quotes pages have been introduced. The pages make it easier to compise emails and quotes, and are easier to use on the iPad.

Expedia Icon: When removing an Expedia booking from the attention queue, using the 'Remove from Attention' button, the Expedia icon is automatically associated to the booking.

Home Occupancy Graphic The occupancy graphic which indicates the level of occpuancy for the selected date has been changed to a more efficient and space saving progress bar.

iGEMS Mobile - Rate Calculator: When viewing the Availability Calendar on iGEMS Mobile, you can view rates for a selected date (range). This aids you to quickly identify the rate for a date you may have recevied an enquiry for, when unable to access your desktop iGEMS.

Bank Transfer on Online Booking page: You can now optionally set whether to allow Online Bookings to be paid by bank transder, or not. You configure this at More => All Settings => Bank Accounts. Choose the bank account and select or de-select 'Select for use with Online Booking'. Not selected means it is not possible for the booker to pay by Bank Transfer when making an online booking with you.

Bank Address and Telephone details: You can now specify the address and telephone number of the bank where your account is held. This may be required for overseas payments, and is displayed on the Agent and Bank Invoices, and Reservation Form.

Search on Agent Refernece: The search functions in iGEMS now allow you to search on the Agent reference (Their Reference). This includes OTA booking reference numbers such as for Booking.com

Email Booking Information: Basic information about the booking appear on the Email Preview page. This allows you to easily refer to the guests first and last names, their arrival and departure dates, and other booking references.

Cost Price and Expenses Report: You can record the cost price (how much you purchased it for) of an expense in the system. This is used on the new Expense Usage report to indicate the percentage difference between the expense cost price and the expense retail price (how much you sold it for). The new Expense Usage report includes all expenses in a specified date range and total income. Another report on the same page indicates the revenue received for each Expense Group.

iGEMS v3.6.2

Release Date: 27th November 2016

New Features & Enhancements

Availability Calendar Payment Status Indicators: The varying shades of green to indicate the status of payments for the booking have been removed.  The colours would appear differently on computer displays, as well as users finding it difficult to distinguish between the shades of green, as well as preferring other colours.  In addition to this, a Provisional reservation (red) was unable to indicate payment status. Icons are now used to represent the status of payments for a booking:
Unpaid (no payments):  ✖
Deposit Paid:  ✔
Balance Paid:  ✔✔

Availability Calendar Status Colours: The colours that represent the status of Confirmed, Provisional, Blocked and Wait Listed for bookings can be defined by yourself.
Visit the page 'More => Settings => Property Settings' and the section 'Availability Calendar Colours' to choose your preferred colours for your reservations in the Availability Calendar.

New Reservation Entry: Entry of a new reservation has been improved. The page has been simplified to allow for quicker and easier reservation entry.

Release Highlight! 
Adult, Children and Infants:
You can now define the number of Adults, Children and Infants in a bookings. This replaces the previous single field of 'People' in the (group) booking. The numbers of Adults, Children and Infants are now indicated in all relevant areas such as the Availability Calendar info-bubble, Reservation Form and Invoices. It's also now possible for a booker to select the number of adults, children and infants on the Online Booking page when making a booking. All relevant areas such as the receipt of online bookings (Booking.com etc) also now indicates the adults, children and infants.

Rate Calculator: A new Rate Calculator is now in place when you choose 'Get Rate' when adding a new booking, or editing an existing booking. The Rate Calculator can be used to work out the correct Daily Room Rate for a booking, according to Rate Plan, dates, adults, children and infants.

Child and Infant Rates: Rates for Children and Infants can now be defined in Rate Plans. Although no current Online Travel Agent's accept Child or Infant rates, these rates are used on the iGEMS Online booking page, allowing the booker to choose the number of children and/or infants in a booking, which automatically uses the defined rate. The Child and Infant rates are also included in the aforementioned Rate Calculator, making it easier for you to choose the correct 'Daily Room Rate' for a booking.

New Navigation Menu: iGEMS has a smart new navigation menu throughout the entire system. The new menu saves on page real estate resulting in the page being simpler to view. The menu allows you to navigate to many more iGEMS features throughout the system, no matter where you currently are. Previous versions of iGEMS forced you to return to the Home page to access other areas such as Rates and Reports.

Home Page colour theme: A new theme of colours has been applied to the Home page, as well as other areas of iGEMS.

Availability Calendar month indicator: The Availability Calendar now includes the month in the day header, making it easier to quickly identify the currently viewed period.

Availability Calendar email: You can email to your office Availability Calendars for your property. The calendars show availability for 12 months, from the current month and are in Microsoft Excel format. As well as indicating availability, the spreadsheet includes the total number of guests per day, adults, children and infants. You can request the spreadsheets are emailed to you from the Availability Calendar page and the Reports page. You can also have them automatically emailed to you each day by going to 'More => All Settings => Automated Tasks'. Locate the section 'Email Availability Calendars' and activating the task.

Download Rates: You can download rates to your computer. The download is in Microsoft Excel format and provides rates for the selected period for all rate plans. The download also includes restrictions applicable to those rate plans.

Email Welcome Form: You can now email your guest their Welcome Form from iGEMS. Open the reservation and select from the left hand menu 'Email & Sms... => Welcome email'. The email uses an iGEMS Welcome Email template which you can pre-define in the Email Templates setup. This is useful for emailing to the guest a Welcome Form as well as links for useful information.

Search by Invoice Number: You can now use the iGEMS Search function to search by Invoice Number.

Agent Invoice additional text: Additional text can now be defined for the Agent Invoice. This is useful for including text such as cancellation terms on the Agent Invoice. You define the text at 'More => Settings => All Settings => Text Templates : Agent Invoice text'.

IPS Request Status: Pre-authorised requests are now included in this area, assisting you in determining the status of your IPS Pre-authorisation requests.

Occupancy Chart format modified: The Occupancy Char has been modified to improve the readability of bookings in the chart, including the new user defined status colours.

Airbnb icon: A new Airbnb icon has been added to the current icon set, which can be selected for Booked Rooms, and is displayed on the bookings in the Availability Calendar.

SnapScan: You can now have payments by SnapScan paid directly into your own bank account, using your own SnapScan account. iGEMS can be configured to use your own SnapScan account in the scancodes on the Reservation Form and Guest Invoice. Please contact iGEMS Support if you have your own SnapScan account and would like iGEMS to be configured to use it.

Property Information and Images: You can define descriptive text for your property, and upload four images of your property, to be used on your iGEMS Online Booking page. The iGEMS Online Booking page is greatly enhanced by adding property text and photographs.

Online Booking Page Weather: A panel of the current weather forecast has been added to the 'Location' tab on the iGEMS Online Booking page.

Guest Reviews: The page used by your guest to provide a Review has been greatly improved. The guest is also able to select a flag to represent the country they are from. Once activated by you, the reviews are included on the iGEMS Online Booking page, under the 'Reviews' tab. Please contact iGEMS Support if you would like to activate iGEMS Reviews in your iGEMS system.

iGEMS Mobile: iGEMS mobile has been enhanced with new features, such as being able to view the Reservation Form and invoices for all bookings. You can also request the Availability Calendars be emailed to you from your smartphone.

Fixed Bug: An error would occur if you selected midnight (0h00) as a Provisional Expiry Time. This has been fixed.