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

iGEMS Release Notes

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

Request this update by clicking the 'New Version Available' button on your iGEMS login page and completing the request form.

Release iGEMS v3.6.8

Release Date: to be advised

New Features & Enhancements

Release Hightlight! Cancelled Bookings queue: You can now monitor receipts of cancel fees in iGEMS. A new queue has been added to iGEMS for the processing of Cancelled bookings. The queue can be accessed by clicking the 'Cancelled" tile on the Home page. Opening the queue will display all cancelled bookings which have a CANCEL FEE set, and for which payment has not been received. From this queue you can make changes to the cancel fee, update the reason for cancellation and to indicate if payment has been received for the cancellation. You can remove a cancel from this queue too.
The cancel fee is added to the booking manually, or if a Booking.com reservation, automatically, when the cancel is received from Booking.com. This means your cancelled bookings from Booking.com can be automatically placed into the Cancel queue, keeping you up to date with cancels in your iGEMS system.
You can manually set the cancellation fee for a booking in the Reservation Details view. Doing so causes the cancelled booking to appear in the Cancel queue.

Check In and Check Out on Availability Calendar: You can now check in and check out bookings from the Availability Calendar. This saves you time having to open the booking to perform these actions.
Single click a booking in the Availability Calendar and select 'change status' from the context menu.
To check in a booking, with no 'Welcome' email, select 'Check In'.
To check in a booking, and send a 'Welcome' email, select 'Check In (with Welcome).'
To check out a booking, select 'Check Out'.
To check out a booking with an email, select 'Check Out (with email)'.
Click 'Set Status' to perform the action.

Check In and Check Out event colours: The colour of a booking in the Availability Calendar is (optionally) shown in a different shade to the actual booking status colour in the calendar.
This means a confirmed booking, when checked in, will be displayed in a lighter shade of green to indicate the booking is checked in.
When a booking is checked out, the booking in the Availability Calendar is displayed in a darker shade of green.
This is optional and can be removed upon request. Note that the colours cannot be modified.

Booking Reference Format option: You can choose from a range of formats to apply to the booking reference. Visit menu More > Settings > Property Settings and select one of the options in the 'iGEMS Booking Reference Format' drop down list.

Email Template Forename: You can now use the Forename of the booking in the Email Templates for outgoing email. Add the tag {forename} into the email template at the appropriate location. When the email is issued, this tag is replaced with whatever text you have in the bookings Forename field.

Email Template Weather: You can include a link to the local weather forecast in your outgoing iGEMS emails. Include {weather} in your email templates. This gets replaced with a link to the local weather forcast upon issue to the recipient. The weather frecast is the same as that used in the iGEMS Welcome letter.

Reservation Input departure date: The departure date now defaults to the following day when the Arrival Date is changed. In previous versions, the departure date defaulted to the same day as the arrival date which meant it always had to be changed.

National VAT: You can set a national VAT value even though your property may not be VAT regsitered. This is for cases where an Agent/Tour Operator charges VAT on their commission, but you are not VAT registered yourself. iGEMS uses this value to calculate VAT on the agents commission, while not including VAT in your own bookings.

Import South African Public Holidays: You can import a file of South African Public Holidays into iGEMS, saving you time having to add them individually yourself. Visit menu More > Settings > All Settings > Public Holidays to import the current file of public holidays which includes up to end of 2019.

Payroll Weekend and Public Holiday indicator: When entering a payroll wage entry, an indicator appears when the date entered is a weekend day or Public Holiday.

Guest History Selection: The process for using historical booking information to create a new booking has been updated. When selecting a previous booking during new reservation entry, a dialogue will appear with the details of that previous booking. The guest name, contact details, address and discount are displayed to the user. Next to each of these fields is a check box which can be selected, or deselected. Choosing to use this previous guest booking information for the new booking will add the SELECTED fields to the new booking. If you select the DISCOUNT amount for the previous booking, that same discount will be applied to the new booking.

Deposit Tasks: All future CONFIRMED bookings which have not been indicated as having received Agent or Guest deposits are now included in the TASKS queue on the Home page. You can identify which tasks require deposits by clicking the Tasks queue and holding the mouse pointer over the guest surname. A tool tip advising the deposit be taken, or a task, will appear.

SnapScan Removed: The functionality to pay by SnapScan has been removed as it was a feature rarely used by iGEMS clients.

Release iGEMS v3.6.6

Release Date: 24th March 2018

New Features & Enhancements

Important: If your property is VAT registered, then you should request an updgrade to this version.

VAT Management: Where iGEMS is configured to apply VAT, previous versions of iGEMS have included VAT on invoices, and provided reports which include VAT information.
However, previous versions of iGEMS applied the same VAT percent value to all bookings, past and present.
The iminent change to VAT in South Africa has meant that iGEMS has been developed to store a VAT amount with each individual booking. This means you can now change the default VAT in the system, and that default amount will be applied to only future bookings.
Therefore, with this update, you can change the default VAT percent to 15 on the 1st April, and all subsequent bookings to arrive will have 15% VAT applied. All existing bookings will remain at 14% VAT.
The VAT percent value can be edited to any value in a booking at any time.
All invoices and reports have been updated to apply the VAT value stored for each booking.

MAJOR CHANGE to Quotes: The entire quotes engine has been changed. Quotes are now integrated as bookings, with a status of QUOTE.
This mean you can easily enter a new booking and assign a status of 'Quote' and email it to the enquirer as a 'Reservation Form'. The recipient can Accept or Decline the quote.
You can simply change the status of a Quote to Confirmed, or Provisional if the quote is accepted and if you can still hounour the quote.

Click HERE for full details on the new functionality for iGEMS Quotes.

IMPORTANT: You should process all existing quotes prior to this update as they will no longer be avilable after this update.

Release iGEMS v3.6.5

Release Date: 11th Feb 2018

New Features & Enhancements

Virtual Credit Card Processing: The last release introduced the ability for iGEMS to record virtual credit card details for Booking.com reservations.
This latest release introduces a way to manage the processing of transactions of these virtual credit cards.
The problem for many properties is that virtual credit cards cannot be processed until the arrival date. Keeping track of when to do the transaction can be difficult. iGEMS solves this problem.
Upon receipt of a Booking.com reservation which has a virtual credit card, iGEMS records that it's a virtual credit card and records the amount to process on that virtual card.
There is a new 'Virtual Cards' queue on the iGEMS Home page. This queue hold's all future bookings with a virtual credit card, for which transactions are still to be processed. You can open the queue and view a list of these bookings. Use the list to identify which bookings to process. The list of bookings is in Arrival Date order and where a virtual card can be processed now, the booking is highlighed. The Home page Virtual Card tile changes to red to indicate there's a virtual credit card transaction that can be processed now.
You can open the reservation from the list of virtual card bookings, as well as open the credit card page for that booking. You can remove the booking from the queue, once the transaction is processed.

Show or Hide rooms for Online Booking: Room's can be shown or hidden from the iGEMS Online Booking page. This allows you to have rooms in your property which can be booked, but not online. 'Hidden' rooms are included throughout the iGEMS system, including the Availability calendar, but not shown to the public on the Online Booking page.
You can configure this at More > Settings > Room Setup.

Online Booking cut-off time: You can now set the latest time for when online bookings can be booked to arrive on the current date. For example if you set a cut-off time of 3 p.m. no online bookings can be made after 3 p.m. that can arrive on the current date. This is set in Property Settings (More > Settings > Property Settings).

Cosmetic Changes: Small cosmetic changes throughout iGEMS have been made. Styles of buttons and Home page status counts have been updatred. Links to the Occupancy Statistics and Exchange Rate calculator have been added to the Home page, for quick access. Click the Home page weather tile to access the weather map to find out weather from anywhere in the world.

Fix: Reservation Search: A fix has been introduced to prevent a user from accessing reservations for a property within the same group as their own property, but for which they should not have access to.

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.