GoConcierge Quick Reference Guide

6/25/2015
GoConciergeQuickReferenceGuide
QUICKREFERENCEGUIDE
TableOfContents
TitlePage
I.ColorKeyforGuestActivityCalendar4
II.TaskFeatures:
CreatingaNewTask5
Reminders6
StatusSelection9
EmailConfirmation9
EditinganExistingTask10
Recurring&RolloverTask11
GuestTaskLetter13
Attachments14
GuestAppointmenttoCalendar15
SMS/TextMessage17
CopyFeature18
CancelaChangetoaTask19
https://www.goconcierge.net/secure/gcdotnet/GoLounge/ReferenceGuides/html/GoConcierge_Quick_Reference_Guide.htm
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III.SearchLocations:
SearchLocations20
RemoveaVendor24
Duplicates24
AddorRequestLocations26
View/Print/EmailaVendorReport27
AttachmentstoaVendor28
EditaVendor29
Summary30
TableofContentsContinued:
IV.CalendarFeatures:
CustomDirections32
Reports34
CalendarReport
PackagesReport
Lost&FoundReport
AmenityReport
TaskReports40
GuestHistoryReport
VendorHistoryReport
TaskHistoryReport
Calculator45
GuestItinerary45
GuestProfiles48
RequestChangeButton51
SupportButton52
QuickLinkButtons53
Weather55
Movies55
Zagat/OpenTable55
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Flights56
Ticketmaster56
MiniCalendar57
Today58
V.AvailableInterfaces:
OpenTable59
SuperShuttle
Opera
CendyneConcierge
IColorKeyforGuestActivityCalendar
Thereare9differentcolorsforatasksstatus.
Red/OpenTaskThisisataskthathasbeenaddedtothecalendarbutnoactionhasbeentaken.
Thisisthefirstcolortheconciergeshouldlookforatthestartandendofeachday.
*Ex:arestaurantreservationisneededbutnocallshavebeenmade.
Green/ClosedTaskThisisataskthathasbeencompletedandisthereforeclosed.Itisstillvisible
forreference.
*Ex:therestaurantreservationhasbeenmadeandconfirmed.
Orange/PendingTaskThisisataskinwhichanactionhasbeentaken
butnotcompleted.Itrequiresfollowup.
*Ex:Flowershavebeenorderedbutstillneedtobedelivered.
White/NotesTheseareinternalnotesintendedforcommunicationwiththeteammembers.They
mayormaynotbetimesensitive.
*Ex:NewScheduleshavebeenpostedVIPsiteinspectionTeammeeting.
BluewithRed/CanceledThisisataskthathasbeencanceled,yetitisimportanttobeableto
viewitforreferencepurposes.
Turquoise/ReconfirmedThisisataskwhichhasbeencompletedbutrequiredreconfirmationby
thevendor.
*Ex:arestaurantreservationmadeweekspriortoguestarrivalhasbeenreconfirmedtheday
beforetheactualreservationistotakeplace.
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LiteGreen/ClosedNotesTheseareinternalnotesthathavebeenreadbytheteamandrequires
nofurtheraction.
Yellow/PostedThisstatusistoshowwhenanaccounthasalreadybeenchargedfora
service/activityandtherefore,beenposted.
Lavender/WaitlistedIfarestauranthasbeenwaitlisted,usethisstatus.
IITaskFeatures
CreatingaNewTask
Creatinganewtaskissimple.Sincemostgueststendtoinquireaboutaspecificactivitybythedateand
timetheeventistotakeplace,thetaskcalendarhasbeencreatedtobedateandtimesensitive.When
viewingthecalendar,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,thegreenfieldorTaskDetailwillthenappearwith
customizedfieldstobefilledout.Itisnotnecessarytocompleteeachfield,thesearecreatedasa
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guidetopreventtheconciergefromforgettingimportantinformation.
7.ToselectaVendor,placeyourcursorintheVendorfieldandtypethefirstfewlettersandhit
Enter.Youmayalsojustclickonthegrayboxwiththethreedots.Thisfeaturewilltakeyouto
thesearch/locationdatabase.
Note:Whenyoufindthevendoryouareseeking,highlightthenameandthenclickselect
orsimplydoubleclickontheline.
8.Thevendorselectionwillprepopulatetheremainderofthefieldspertainingtoitscontact
information.(Phone/Address).
9.EachtaskallowsaSpecialnotesfield.Thisisgreatforcommunicatingbirthdays,anniversaries,
specialrequestssuchasaquietbooth,etc.
10.Thelargewhitenotesectionisforyourpersonalnotestocommunicatewithoneanotherregarding
thecreatedtask,theguestwillnotseetheseifyouusetheproperdocumentssuchasLetteror
Itinerary.
11.Noticethetimeboxeslocatedtowardsthebottomofthepage,whenyouclickonthedropdown
box,itwilloffer15min.incrementstofurtherdefinethetimethetaskistotakeplace.Thisfield
determineswhereinyourcalendarthetaskwillappear.
Note:Thereissometimesatimefieldinthegreentasksection.
Thisisfortherequestedtimeonly,whichmaynotalwaysbeavailable.
*Ex:Dinnerreservationforfirstavailablebetween78pm.
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Reminders
Tocreateareminderforatask/event,simplyclickontheexistingtaskthenlocatethebuttonAdd
Reminderandclick.Thiswillautomaticallydefaulttocreateaseparatetaskthedaybeforetheactualtask
istotakeplaceasanOpenStatus.Ifyouwishtomanipulatethedatesortimes,youaregiventhisoptionas
well.Ifaspecifictimewasnotselected,thedefaultreminderwillappearatthetopofthecalendarnextto
thelittlebell.ThereminderwillappearinredforOpenstatusandwilldisplayablinkingbell.
Oncethereminderhasbeencompletedbytheconcierge,simplychangethestatus.Whenyouclosethe
task,itwillchangetogreenlikearegulartask.Apopupboxwillappearaskingifyouwouldalsoliketo
changethestatusoftheactualtask.ClickYesasyouwillwanttochangethestatusforthetaskfrom
ClosedtoReconfirmed.Boththeoriginaltaskandtheremindertaskwillbeupdatedsimultaneously.
YoumayalsocreateaReminderinadvanceofatasktoremindyoutomakeareservation.Justsetthe
numberofdaysandchangetheverbiagefromConfirmtoMake.WhenclosingthereminderclickGoto
Tasksoyoucanupdatetheactualtaskaswell.
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StatusSelection
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OncealloftheTaskinformationhasbeenentered,thestatusofthetaskwillautomaticallydefaulttoanopen
status.Tochangethestatusofatask,clickonthedropdownbuttonlocatedinthelowerlefthandcornerof
thescreen.ThenclickontheSAVEbuttontotherightandthiswillclosethescreenanddirectthetaskto
appearontheCalendar.
WhenaTaskhasbeencompletedandwillnotrequireanyadditionalaction,changethestatustoClosedand
clickSAVE.
EvenifaTaskhasbeenclosed,itisstillpossibletoviewandevenchangethestatus.Simplyclickonthe
actuallineontheCalendarpertainingtotheTask.Youwillthenhavetheoptiontochangethestatusfrom
theViewpage.Toaddnotes,pleaserefertoEditinganExistingTask.
Thereshouldneverbeareasontodeleteanytaskexceptduringtraining.Byretainingallinformation,
includingcanceledtasks,youwillhaveacompleteguesthistoryforfuturereference.
EmailConfirmationCheckBox
Thisfeatureallowsthepersoncreatingthetasktobenotifiedviaemailoncethetaskhasbeencompleted.
Typically,thiswillbeselectedwhensomeonefromSalesoranyoneoutsideofaconciergeis
adding/requestingatasktobecompleted.
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EditinganExistingTask
Anytimeyouwanttoviewormodifyanexistingtask,simplyclickontheactualtaskthatishighlightedin
eitherRed,Green,Orange,White,orBlue.LocateandclickontheEditbutton.Anychangestothetime,
date,ornoteswillrequireyoutoenteryourpassword.Thisprocedureallowsthesystemtotrackwhothe
lastpersontoeditthetaskwas.
Toeditorchangethedate/timeataskistooccur,clickonthedropdownboxesforthedate/time.Once
youselectthenewdate/time,alloftheinformationpertainingtothetaskwillautomaticallytransfertothenew
selection.
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Recurring&RolloverTask
Fortasksthatwillberequiredformultipledays,clickontheAddRecurrencehyperlinklocateddirectlyto
therightoftheTimebutton.Thisfeaturewillallowyoutochooseanyduration(daily,monthly,annually)
forthetasktorecurinsteadofmanuallyenteringthetaskrepeatedlyforthedatesrequired.
Ex:Aguestrequestsanewspaperbedeliveredeachday.Selectthenumberofdaysforthetaskto
recur(defaultsto10days)andenterdailyforthenumberofdaystheguestsvisit.
TheRolloverfeatureinmostcasesissettodefault.Ifataskisnotclosed,itautomaticallyrollsovertothe
followingdateandwillcontinuetodosountilmanuallyclosed.Thisfeatureisinplaceastoavoidatask
fromnotbeingcompleted.
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GuestTaskLetter
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Oncethetaskhasbeenadded,GoConciergecangenerateacustomizedGuestConfirmationLetter.To
createtheletter
1.ClickontheLetterboxinthelowerlefthandcornerofthetask.
DONOTPRINT
2.Youwillthenhaveanopportunitytomodifyoreditthematerialintheletterpriortocompletion.
3.Thepapertypewillbedefaultedtoeitherletterheadorplainpaperaccordingtoyourhotel.Ifplain
paperisselected,GoConciergewillcreateletterheadforyouonplainpaperwithourLogo.
4.Oncetheletterhasbeencreated,youwillhavetheoptiontoemailorprinttheletter.
5.Clickontheapplicablebutton.Ifyouelecttoemailtheletter,itwillappearasanattachmentforthe
guest.Simplyaddtheguestsemailaddress.
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Attachments
Itisnowpossibletoaddanattachmenttoataskifnecessary.Clickonthetask,thenLetter,then
Attach.mustbesavedbeforecanattach
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GuestAppointmenttoCalendar
YoucansendagueststaskreservationdirectlytotheirOutlookcalendar.Wheninthetask,thereisa
pictureofasmallcalendartotheleftoftheStartDateandTime.Clickonthecalendarandthedetailsof
thereservationwillappear(youwillhaveanopportunitytouncheckorhideanydetailyouwishnotto
appearintheappointment.)ThenclickSend.Theguestwillreceiveanemail.Whentheguestacceptsthe
email,itwillthenbesavedtotheirOutlookcalendarasanappointment.
*Note:Theappointmenttimewillnotappearaspartofthemeetingrequest.Thisisbecauseitwill
automaticallysynctothecalendarforthecorrecttime.
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SMS/TextMessage
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Sendatextmessagedirectlytotheirphone.AtthetopoftheGoConciergecalendarpageisanimageofan
envelope.ClickontheenvelopeandthenthedropdownwhereitsaysEmail.SelectSMS/Textthen
enterGuestname,selectCountry,andcomposetextmessage.Thecountrycodefortheguestsnumberwill
autopopulate.ClickSend.Iftheguestreplies,thereplywillappearatthetopofthecalendarasared,
flashingalert.Senttextswillalsoappearonthecalendarinthetoprows.
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CopyFeature
Whendoingmultipletasksforasingleguest,youcanusethecopyfeaturetosavetime.Bycopyingthe
basicinformation,youwillnotneedtorepeatedlytypetheguestsname,roomnumber,etc.
1.ClickontheCopyboxatthebottomofthetaskscreen.
2.Thefeaturewillpromptyoutoselecttheinformationyouwantautomaticallycopied.
3.Onlycheckthosefieldsyouwishtocopy.
4.Anewtaskboxwillappearinwhichyoumayaddthenewtasktypeand/orvendor.Besureto
updatethenewdateandtime.
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CancelaChangetotheTask
Ifyoubegintomodifyorchangeataskandthendecideagainstit,simplyclickonCancelbeforeyouhit
Save.Thiswillonlycancelthechanges,nottheentiretaskprovidedithadbeenpreviouslysaved.
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IIISearchLocations
TheSearchLocationfieldisessentiallyyourdatabase.Itisyourrolodex,phonebook,addressbookallin
oneplace.Thereareanumberofwaystosearchforinformation
1.SearchbyName:IfyouknowthenameoftheVendor,simplytypethenameorthefirstfewletters
andenter.Thisistherecommendedwaytosearchsothatyouneedntknowwhichcategorythe
vendormaybeunder!
2.SearchforaVendorbyContains:meaningthewordyoutypeinshouldbecontainedinthe
Vendorsname.
3.SearchforaVendorbyKeyword:thiscouldbeabrandnameoraparticularitem.Ex.Baby
clothes,DKNY.(notethisfeaturerequiresabitofcustomizing)
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SearchbyCategoryisanotheroption(Ex.Airlines,Dining,Fitness,Spas,Transportation.)Thisisuseful
whenyoudontnecessarilyknowofaspecificvendorandareunabletosearchbyaname.Youcannarrow
yoursearchbybeingmorespecificinthefollowingfields
1.Category:Dining,Transportation,Churches
2.SubCategory:SearchingforaparticulartypeofVendor.
*Ex.SearchItalianorMexicanforDining,TownCarorLimousineforTransportation,
CatholicforChurches.
3.SortBy:Names,City,Phone,Miles,Stars,etc.
*Ex.Miles=distancefromthehotel.
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Remove
TherereallyisnteverareasontoRemoveavendor.IfaVendorisnolongerapplicable,GoConcierge
willtypeclosedbehindtheVendornamesoastoinformeveryone.Ifyounoticeavendorhasbeenclosed
andthedatabasedoesntreflectthat,sendusarequestandwewillupdatethelisting.
Duplicates
Onoccasionyoumaycomeacrossaduplicate.Ifyoudo,pleaseclickthedottotheleftoftheduplicate
vendornamesandthenclickRequest.Byclickingthedots,thevendornameswillautomaticallycopyover
totheemailrequestandjustsayPleasemergeduplicates.Wewilltakecareofitforyousoasnottomiss
anyhistoryornotesassociatedwiththevendors.
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AddorRequestLocations
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AttimesyoumaynotbeabletolocatethedesiredVendorusuallyduetoanewlisting.Therearetwoways
togeneratemoredata.YoumaychoosetoaddtheinformationorrequestGoConciergetodoitforyou.
Ifyouchoosetoaddthenewinformationyourself,youmaydososimplybyclickingontheAddbutton
fromthebottomoftheSearchLocationsscreen.Thisfeaturewillpromptyoutoenterinformationpertaining
totheVendorsuchasname,phonenumber,address,orcategory.
OnceyouentertheVendorname,youmayclickontheblueaddress,phone,orwebsitelinkwhichwilltake
youtoGoogletolocateadditionalinformationforthevendor.Fromhereyoumaycopyandpaste.
*NoteforUSAbasedclients:Donotbeconcernedifyoudonothavealloftheinformation.When
youaddanewlocation,anemailisautomaticallygeneratedtoGoConciergesothatwemayupdate
itforyouwithadditionalinformation.
IfyouchoosetorequestGoConciergetoinputthenewinformation,simplyclickontheRequestbutton
fromthebottomoftheSearchLocationsscreen.ThisfeaturewillgenerateanemailtoGoConcierge.All
youneedtodoisprovideuswiththenameoftheVendorandanyinformationyouhaveavailable.
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View/Print/EmailaVendorReport
Ifyouwishtovieworprintvendorinformation,clickonthenameofthevendortocreateaVendorReport.
ThisreportwillusuallyshowyourLogoletterhead.Youmayprintoremailthevendorifyouwish.In
addition,directionsmaygenerateautomaticallyinthisreport.Pleasealwayscheckthedirectionsfor
accuracybeforepresentingtoaguest.Intheeventthedirectionsneedmodifying,pleaseseeEdita
Vendor.Theemail/editbuttonsarelocatedatthetopoftheletterheadabovethelogo.
AttachmentstoVendor
Itispossibletocreateanattachmenttoavendor.Saveamenuorpicture.Clickonthelineofthevendorfor
thevendorinformationtoappear.ClickAttachandbrowseyourdesktopordocumentstouploadand
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thenclickAttachSelectedFile.
EditaVendor
Dependingonyourlevelofpermissiongrantedtoyoubyyourhoteladministrator,youmaybeableedita
vendorsinformationanddrivingdirections.Theareasyoucaneditare:
PublicNotesAnythingyouwishtoaddtoavendorlocationreportforaguesttobeabletoview.
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Thiscanbehoursofoperation,walkingdirections,adescriptivesynopsis,etc.
PrivateNotesSavecontactinformationforprivatevendorphonenumbersorlogcomplaints.They
willappearinredwhenviewingareportbutwillnotprintoremail.
DrivingFrom/DrivingToThesearethedirectionsautomaticallygeneratedbyMicrosoft
Mappoint(Bing).Ifyoudonotcareofthedirectionsautomaticallygenerated,pasteoreditpreferred
directionsinthelowerboxandclickonthedottotherightthatsaysShowCustom.
DisclaimerIncludeavendordisclaimertoinformtheguestofanycancellationpoliciesordress
codes.
TransportationForthosecitiesthatofferpublictransportation,thisisagreatplacetoinstruct
guestswhichsubway/buslinestotaketogettothisvendor.
HotelRatingYoucanrateyourvendorsforotherteammembersinyourhotel.Chooseratingson
ascaleof15StarsorHPforHost/HotelPreferredandAvoidforthosevendorsyoumaystill
needtolistbutarenotdesirable.
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Summary
ThesummaryfeatureallowsyoutogenerateaquicklistofVendorsspecificallytoaccommodateyour
guestsneeds.Thiscanincluderestaurants,areaattractions,florists,etc.Tocreateasummarylist,select
thecategoryandsubcategory(ifapplicable)andpressenter.FromtheVendorsprovided,clickthedotsto
theleftoftheirnames.
WhenyouhaveselectedalloftheVendorsyouwishtoinclude,clicktheSummarybutton.Beforeviewing
thecreatedlist,youwillbepromptedwithanoffertopersonalizethelist.
ExDiningsuggestionsforMr.JohnDoe.
Oncethelisthasbeencreatedandpersonalized,youwillbeabletoviewthedocumentwithyourlogoprior
toprintingoremailingit.Bothofthesefeatureswillbeavailableontheviewingpage.
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IVCalendarFeatures
CustomDirections
Thisfeatureallowsyoutogeneratepointtopointdrivingdirectionsandmapsforguestswhomaybedriving
tomultiplelocations.Toaccessthisfeature,simplyclickontheCustomDirectionsbuttontotheleftofthe
Calendar.Youwillnoticethedepartureaddresswillautomaticallydefaulttoyourhotel.Theoptionsforthis
featureareasfollows
1.Tochangethedefaultdepartureaddress,clickontheClearAllbuttonatthebottomofthebox.
Thenyoucantypeintheaddressofdeparture.
2.TypeintheVendornameforyourdestinationinthelocationfieldorclickontheboxwiththethree
smalldots.ThiswilleithertakeyoutotheSearchLocationsorsimplypopulatetheaddressfieldsfor
you.
3.ForanaddresswhichisntlistedunderSearchLocations,suchasahomeaddress,typetheaddress
inStreet,City,andStatefields.Veryimportantformappingpurposeisthezipcode.
Onceallofthedesiredlocationinformationhasbeenentered,youmayclickontheCreateReportbutton.
Thiswillbringupthedrivingdirectionsandmapforyourguest.Againyouwillhaveanoptionofemailing
thistoyourguestorprintingit.
Ifyouhaveanideaforbetterdirections,clickontheEditDirectionsbuttonatthetopoftheletter.This
willpermityoutochangethedirectionseithertoorfromthedestination.IfyouclickontheSaveand
Closebutton,asthisisacustomdirection,itisacustomeditandwillnotsavepermanently.
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Reports
CalendarReport:
Thisfeatureisaveryimportanttoolintheeventyouloseyourinternetconnection,similartoyourFront
OfficeBackUpReport.Thisfeatureallowsyoutoprintallthetasksandnotesyouhavecreatedfor
whicheverdaysyouchoose.Werecommendyouprintthecalendaratleasttwicedaily.Wefurther
recommendthecalendarextendfromthepreviousdatetoafewdaysinthefuturefortheconcierge.Always
remember,intheeventofaninternetchallenge,GoConciergecanalsoprovideyouwithbackup,aprinted
Calendar.Torequestone,justgiveusacallandwecanfaxittoyou.
ToaccesstheCalendarReport,simplyclickthereportsshortcutontherightsideofthedashboardand
selecttheCalendarReport.Definethedaterangebyusingthedropdowns,andclickReport.TheCalendar
Reportwillnowopeninaseparatedialoguebox.
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PackageReport:
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PrintareporttorunaninventorychecktoverifywhatisinstoragematcheswhatisinyourGoConcierge
Log.
ToaccessthePackageReport,simplyclickthereportsshortcutontherightsideofthedashboardandselect
thePackagesReport.Definethedaterangebyusingthedropdowns,andclickReport.ThePackages
Reportwillnowopenasaworddocument.
Lost&FoundReport
WehavealsocreatedaLost&Foundreportwhichislocatedonthelefthandcolumnofbuttonscalled
Reports.Onceyouclickonreportsyouwillbegivenalistofreportstochoosefrom.SelectLost&
Foundreportanditwillpromptyoutonarrowfurtherdefinethetypeofreportyouwishtoview.
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DateRange:Thefirstchoiceistoselectadaterangeforyoursearchbeginningwithjusttodayor
youcansearchforaweek,month,oryear.
Type:Next,youcanchoosefromtheTypefieldtoseeallofthelostitemsorallofthefounditems
orAlloftheitemsaltogether.
Item:NarrowthefieldevenmorebyselectingaspecificItemtype.Ex:ifyouwanttosearchall
articlesofclothing,thenselectArticlesofClothingandthosewillbetheonlyitemsyouwillviewin
thereport.
Report:ThenjustclickonReportandareportwillappearinExcelformat.
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AmenityReport
TheAmenityReportwascreatedprimarilyfortheusebytheInRoomDiningteamtoknowwhereandwhat
amenitytodelivertoaguest.Inaddition,asitisdesignedforhotelstonothavetorelyonmultiple
documents,thereportprintedoncedailyhelpstheenvironment.Thehotelteamenterstherequestedamenity
usingataskandtheamenitywillautomaticallypopulatethereport.
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TaskReports
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Thisisaratherversatilefeaturethatthemoreyouenterintoyourcalendar,thelargeryourdatabasewillbeto
drawfrom.TheTaskReportsfeatureallowsyoutorunreportsbasedonguesthistory,vendor,aparticular
conciergeoruser,evenroomnumber.Thiscanbeparticularlybeneficialinnegotiatingrateswithvendors
suchascarrentalsorlimousines.Itwilltrackthenumberofrequestsandrevenuesenttoaparticular
companywhichcanthenbeusedtovalidateandquantifyyournegotiationforabetterrateorcommission.
Rememberforadministrativereportswecustomdesignthemforyouandthefirstthreearecomplementary.
Formoreinformationcontactusatsupport@goconcierge.net
GuestHistory:Tosearchforthehistoryofaguestspreviousactivities,entertheguestnameand
thenthedaterangetheywerelastwithyou.Youneednthavetheexactdatesthesearchcanbe
donebyweek,month,year.Youwillbeabletoeasilysearchthepast3yearsandifyouneed
furtherhistory,contactGoConciergeandwecanassistyou.ClickRefreshandalloftheirtask
historywillappearforthatdaterange.Itisalsousefultobeabletoviewaguestsentirestaywithout
usingtheguestprofilefeature.
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VendorHistory:Todeterminehowmuchbusinessand/orrevenueyouhavegeneratedforoneof
yourvendors,clickVendoratthetoprightwhichwilltakeyoutoyoursearchlocationdatabase.
Selectthevendorasyounormallywouldandthenthedaterangeyouwishtosearch.Click
Refresh.
NowclickReportsthenyoucanfilterthereportbydatesifyouwish.(Youmayevenexportto
Excelatthistime.)ThenclickCreateReport.Thereportwillshowthetotalnumberofpeople
and/orthetotalAmountofrevenuegeneratedprovidedtheteamhasenteredanamountinthe
Amountfieldonthetask.
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TaskHistory:Thisisagreatreporttodeterminethehistoryofaguestroomorevenwhichvendors
yousendthemostbusinessto.Selectatask,thenadaterange,thenclickRefresh.ClickReport.
Forvendors,youcannowfilterbyvendorandareportwillappearshowingwhichvendorsyouuse
themostinatimeperiod.
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OncetheTaskReporthasbeencreated,youhaveanoptiontoPrintorEmailthereportto
anotherdepartmentorevenavendor.
Calculator
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TheCalculatorissimplythat.Itseemswhenweneedonemost,wecanneverfindone!
GuestItinerary
TheGuestItineraryisawonderfulfeatureyourguestsaresuretolove.Inamatterofseconds,youcanprint
adetaileditinerarycustomizedforyourguestsspecificneeds.
1.ClickontheGuestItinerarybutton.EntertheguestnameandthenclicktheblueClickhereto
createanewitinerarybutton.Besureandincludethedaterangeifitsinthefuture!Otherwise,just
enterguestnameandclickenterandtheirpreviousitinerarywillappear.
2.ThenewpagethatopenswillshowALLofthetasksforthisparticularguestname.Youwillneedto
selectwhichtaskyouwishtoincludeintheitinerarybecausetheymaynotallbeappropriate.
3.Toincludeataskinanitinerary,simplyhighlightthelineyouwishtoaddbyclickingonit.Thenclick
AddTasktoItinerarybuttontomoveittotheboxbelow.(Note:toremoveatask,againhighlight
onthetasklineandclickRemoveTaskfromItinerary).
4.Oncealloftheappropriatetaskshavebeenselected,clickonCustomizeItinerary.Fromthenext
screenyoumaycheckonoroffanylineitemyouwishtobedisplayedontheitineraryitself.You
mayalsoaddanypersonalnotesyouwishtoconveytotheguest.
5.IfyouchecktheIncludeLocationReport,thedrivingdirectionsandvendordetailswillappearfor
thatparticularvendoraftertheitinerary.
*Note:Youhavetheoptionofaddinganewtasktotheitinerarywithoutlosingallofthe
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informationyouhavealreadyselected.SimplyclickonCreate&AssignNewTask.
6.Onceeverythinghasbeenedited,clickonViewItinerary.Everythinglooksgood?Youhavethe
optionnowofPrintingorEmailingtheitineraryfortheguest.
7.Oncetheitineraryhasbeencompleted,simplyclosetheareaandtheitinerarywillbekept.Youcan
identifyifanitineraryhasalreadybeencreatedfortheguestbytheIonthecalendarnexttothe
guestactivitytask.YoucanalsoaccessitagainbyclickingontheI.
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GuestProfiles
ForthoseofyouusingtheGuestProfilesfeature,youhavetwooptionsforcreatinganewguest/resident
profile.ThefirstoneisbyusingtheGuestProfilesshortcutbuttononyourcalendar.Thesecondoptionto
createanewGuestProfileisbyusingtheIDshortcutdirectlyfromthetaskscreen.ToupdatetheGuest
Profile,clickonGuestProfilesandenterthenameoftheguest/residentyouaresearchingfor.
Onceaprofileiscreated,tocreateanewtaskusinginformationfromaGuestProfile,simplyfollowthese
directions:
1.Clickonthetimeyouwishthetasktooccur.
2.ClickontheIDicontotherightofroomnumber.
3.EnterthenameoftheguestyouaresearchingforandeitherpressenterorclickGo.
4.Whentheguestislocated,eitherdoubleclickonhisnameorclickonceandthenclickSelect.
5.Theguestinformationwillnowpopulatethetasksothatyoumaycontinuecompletingtheremainder
oftheinformationfortheirrequest.
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RequestChange
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Thisfeatureallowsyoutorequestavendorbeadded,closed,oredited.WhenyouclickontheRequest
Changebutton,apopupboxwilldefaultemailaddressedtoGoConcierge.net.Youmayenteranyrequest
orevenutilizeitasaformofcommunicationwiththeGoConciergeTeam.Pleasenotethatthisisfornon
urgenttypeofrequeststhatwewilldoourbesttoreplywithin24BusinessHours.Forurgentortechnical
requests,pleaseusetheSupportbutton.
Support
TheSupportbuttonprovidesyouwithour24hr.serviceandsupportpagernumberintheeventofanurgent
matter.Remember,GoConciergecanalwaysprovideyouwithabackupcalendarintheeventyouface
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challengeswithyoursoftware.Ifyouneedassistancewithforgottenloginsandpasswords,pleasereferto
yourpropertyadministrator,asGoConciergedoesnothaveaccesstothisinformationforsecurityreasons.
QuickLinkButtons
Thevertical,rowofbuttons,locatedontherighthandsideofyourcalendar,areconsideredQuickLink
buttons.Thesearecustomizableperhotelaccordingtoyourneeds.Youhavemultipleoptionstoselect
thosetasksorlinksthatareusedmostfrequentlybyyourteam.Ifyouwishtoaddorchangeanyofthelinks
pleasedonothesitatetoemailGoConciergeandwewillbemorethanhappytodosoforyou.Wecanalso
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prioritizethembymovingthemaroundforyou.
QuickLinkscanbeusedin3differentways.Theyareasfollows:
ATaskShortCut:Ashortcutcanbecreatedtothemostfrequentlyusedtaskandvendor,suchas
TransportationtaskwithEmpireLimousineasthevendor.Thiswillsaveafewkeystrokes.
Whenthetaskboxappears,thetypeoftaskandthevendorarealreadypopulatedforyou.
FavoriteWebsites:InadditiontothewonderfulBoardingPassesandGooglelinks,wecancreate
ashortcuttoanyofyourfavoritewebsitesjustletusknow!
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GuestHandouts:Useashortcutbuttontostoremultipledocumentsandmakespaceinyourdesk
drawers.Justclickandprintoremailthedocument!CreateadocumentinWordorExcelformat
andemailittoourSupportteamatsupport@goconcierge.netandwewillbehappytostoreitfor
you.Youcanalsocontactustogainaccesstoupdatingtheguesthandoutsdirectly.
Weather
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TheWeatherbuttonisalwaysdefaultedtoyourcityandwillprovideafivedayforecastfromtheWeather
Channel.comforyourarea.Ifyouwishtochecktheweatherinanotherarea,justtypeinthecitynameor
thezipcodeandpressenter.Thebuttonislocatedintheupperlefthandcornerofthecalendar.
Movies
LiketheWeatherbutton,theMoviebuttonissettodefaulttoyourhotelszipcodetopullupmovietheaters
andtheirshowtimesonMoviefone.Whenatheatreoffersit,youwillalsohavetheopportunitytopurchase
ticketsonbehalfofyourguests.
Zagat/OpenTable
ForthosehotelswhohavemembershiptoZagat,thisbuttontakesyoudirectlytotheirwebsite.Ifyouprefer
tohavethebuttontoOpenTable,letusknowbutremember,youcancreateanOpenTablereservation
throughourinterface.Toinquire,emailGoConcierge.
Flights
Probablyamongourmostpopularbuttons,theFlightsbuttontakesyoutotheFlightTrackerwebsite.
Enterthecarrier,flightnumberanddateoftravelanditwillgiveyouthestatusoftheflightanywhereinthe
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world.
Tickets
ThisbuttontakesyoudirectlytoTicketmaster.Youcancheckticketsforanyvenuefromsportingeventsto
theater.
MiniCalendar
TheCalendarintheupperrighthandcornerwillshowyouataglanceifyouhaveanythingpendingona
specificdate.IfthedateisinRed,itmeansthereisanopentaskpendingforthatdate.IfthedateisGreen,
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itmeansthereisaclosedtaskpending.Ifthedateissimplyblack,itmeanstherearenotaskspending.You
maycheckthepastorfuturemonthsbyclickingonthesmallarrowsinthetopcornersoftheMinicalendar.
Thereisnolimittohowfaryoucango.
Today
Whenyouremaneuveringthroughtheminicalendarandyouneedtoreturntothecurrentdatescalendar,
clickTodayandyouwillbebroughtbacktothecurrentcalendar.
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VAvailableInterfaces
OpenTableInterface
GoConciergeoffersaninterfacewithOpenTableforconveniencesake.Thereisnochargefortheinterface.
YoumaycontactOpenTablebycalling1800OpenTabletogetyourconciergeopentableaccountstarted.
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TheywillassignyouanOpenTableIdnumberwhichyouwillneedtoprovidetoGoConciergetoenablethe
interface.
1.WhencreatingaRestaurantReservationtask,youwillbeabletoidentifyanOpenTablerestaurant
bytheredOTattheendofthevendorline.
2.Doubleclickanywhereonthenameorlineanditwillautopopulatethetaskwhileopeningalinkto
OpenTable.
3.Youwillhaveachoiceastowhetherornotyouwishtoproceedusingtheinterface.
4.IfyouselectYesyouwillbeaskedHowManyPeopleandenteranamount.Youshouldthen
recognizeOpenTable.
5.Ifatableisavailableandareservationhasbeencompleted,youwillreceiveanoticestating
CompletedSuccessfully.JustclickExitandthetaskwillbefullypopulatedwiththereservation
detailsandaconfirmationnumber.
6.Ifitisnotavailableyoumayeitherbeofferedanotheravailabletimeortherestaurantsdirectphone
number.
7.Shouldyouwishtocancelanonlinereservation,clickEditonthetasktoolbarandthenabovethe
greendetailfieldclickEdit/CancelOpenTableReservation.
SuperShuttleInterface
ForthoseNorthAmericancitiesthatofferSuperShuttleservice,contactGoConciergeforaninterfacetobe
created.Thebenefitofusingtheinterfaceisprimarilytoavoidalongholdtimewhencalling.Inaddition,
unlikeSuperShuttlesmainwebsite,throughtheGoConciergeinterface,youcanconfirmashuttlereservation
within24hoursoftheflight.
1.ClickontheSuperShuttleQuickLinkbuttonandanimmediatepromptwillappearaskingifyou
wishtocreateanonlinereservation.
2.Answerallrequiredfieldsandanimmediateconfirmationwithconfirmationnumberwillpopulatethe
task.
3.Shouldyouwishtocancelanonlinereservation,clickEditonthetasktoolbarandthenabovethe
greendetailfieldclickEdit/CancelSuperShuttleReservation.
OperaInterface
PleasecontactAdamIsrowatadam@goconcierge.nettoinquireaboutwhichversionofOperaandany
requirementsforyourhoteltoenablethisinterface.
CendyneConciergeInterface
AvailabletoallHyattBrandHotels.ContactGoConciergebyclickingontheSupportbuttonandwewill
behappytoassistyouininterfacingwithCendyneConcierge.
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