Overview

The Mailing List is the hub of Roam, to which everything else connects. Some sections connect directly, such as: Reservations, Followups, Marketing Campaigns, and Gift Certificates; and some connect indirectly, such as: Payments, Rain Checks, Sales, etc. The Mailing List is also the gateway to many other functions, such as making a reservation or selling a Gift Certificate.

Information displayed and gathered in the Mailing List:

• Reservations, Quotes, and Cancellations
• Inquiry Codes and Dates
• Preferences
• Email Groups
• Marketing Codes
• Alternate Email Addresses
• Family Members
• Roster History
• Information Requests
• Gift Certificates
• Rain Checks

Using the Mailing List is quite simple. You can search, add, modify, in some cases remove - and in other cases merge - entries. As a rule you should always search the Mailing List for a person before entering them, in order to avoid duplicates. If a customer has been 'used' anywhere in ROAM, then that customer cannot be deleted. If a person has been entered more than once then their multiple entries can be merged together. In many cases members of the same family may be in your mailing list. In those cases they can be grouped together so they are treated as a family unit.

The mailing list most often is used in tandem with making or changing reservations. For this reason, when the mailing list is launched the reservation page is also launched. As well, the payment page, document generation page, and availability page are also launched. These five pages all work together. If you call up a customer, then select one of their reservations, that reservation will appear on the reservation page and you will be automatically switched to that page. If you wish to enter/review a payment then the payment page is automatically made active. If, while in the availability, you wish to book an item you can click on that item and it will transfer to the currently active reservation. At the bottom of the page is a list of five buttons so that you can manually switch to any of the five pages.

Searching

Searching for an entry in the mailing list is very straightforward. Either enter the customer's number, if known, then press Tab or Enter. Or, enter any known information about the customer, then click Search. Common ways to search are by last name and first name, email address, phone number, etc. All entries are considered partial searches; entering 'Smith' as the last name will return all last names beginning with 'Smith'. Try to provide as much information as possible in order to return the fewest matches.

All matches are listed in a table. Clicking anywhere in the desired row will call up that customer entry. If only one match was found then that entry is called up automatically. If you wish to search again, click the 'New Search' row.

If the customer you selected from the table was not the correct one, then click the Results button to review the results of the latest Search. If you wish to add a new customer click the 'Add New Customer' row. You must perform a Search before that option is available.

Entering/Modifying

Entering and modifying a customer entry is essentially the same function. Entering a customer implies the entry of a new person, whereas modifying implies searching for and modifying an existing customer entry. In both cases the data entry is the same. Most fields on the page are self-explanatory, with a few exceptions:

• Country - the country is needed for 2 reasons: to populate the list of states/provinces, and to determine the country dialing code
• BulkMail - indicates whether or not this person should be selected from the database when you are doing a mass (snail) mailing
• BulkEmail - indicates whether or not this person should be selected from the database when you are doing a mass emailing
• Contact - this is simply how the customer prefers to be contacted
• Allow Res - if this is clicked then no new reservations can be made for this customer
• Comm % - Any commission amount payable on reservations this person has made
• Pay To - If Comm % has a value then the customer # that the commission is payable to

Meaning of the various buttons on the page:

• Initially:
  • - To search the database
  • - To access the results of the previous search
• When entering/modifying a customer:
  • - To save any newly entered or modified customer information
  • - Clear the page in order to search anew
  • - To Delete an existing customer entry
  • - To access the Followup information for a customer
  • - To access the Account information for a customer
  • - To enter/view/modify any notes for a customer
  • - To merge or renumber a customer
  • - To generate a document, typically a letter
  • - To generate a mailing label
  • - To start an email - this works primarily with non web-based email clients
  • - To search for the Pay To customer#

Removing

A customer entry can only be removed if that customer has never been used anywhere in ROAM. When a customer# has been used somewhere then you cannot remove that customer. If you've discovered duplicates then you can merge multiple customer numbers together.

Merging/Renumbering

Merging and Renumbering has multiple purposes. Merging is to merge together two or more customers *that are the same person*. You can merge together two people who are not the same, but realize that all but one will lose their 'identity'. Merging is mainly done to merge duplicates.

Because ROAM groups together family members there are times when you need to move a customer into a family or out of the family. You may discover that a husband and wife are both in your mailing list with separate customer nuumbers. You can renumber the husband or wife so that their customer# now lies within the same group as their spouse. On the opposite side of the spectrum a dependent child may move out of the family household and consequently need to become the head of their own household.

Merging and renumbering is a two step process. The first step is to specify what should be done with an existing customer entry, and the second step is to actually carry out that action. All merges and renumberings are grouped together and run as a batch. ***

Family

ROAM's mailing list has a concept called Family to denote the grouping together of related people. The head of the household is considered the main person, who can have one spouse, and up to eight dependents. The head of the household is easily identified as their customer# ends in '0'. The spouse's customer# ends in '1', and the dependents' customer numbers end in 2 through 9. For example 98210 is the head of the household, 98211 is the spouse and 98215 is a dependent. To enter a spouse or dependent, first search and retrieve the main customer, then click on the Family tab. Then click on the appropriate spot for the entry. To move an existing entry into or out of the family group, use the Renumbering feature described above.

Followup

This allows you to manually add a customer into the Followup system as well as to view which Followup streams a customer is currently in, and to remove a customer from a stream. When adding someone into a stream you need to select the proper stream/stage combination. Streams generally have more than one stage, but it is not necessary for someone be placed into the first stage.

Account

Not Yet Done

Tab Data

As well as the name, address and contact info of an individual, ROAM maintains much more information for each person.

• Rsvs - Reservations: Active, Quotations, and Cancellations. A New reservation or Quote is created by clicking the NEW Row
• Inqs - Inquiries and Dates: A list of each time a person contacted you for information. Generally this is just the initial inquiry, but multiple inquiries can be recorded
• Prefs - Preferences: A list of customer interests, such as Rafting, Skiing, Fishing, etc
• EGrps - Email Groups: represent specific interest emails sent periodically to customers
• Mktg - Marketing Groups: represent specific interest emailings or mailing sent periodically to customers
• Emails - Alternate Emails: additional email addresses that are CC'd when specific documents are sent to the customer. These can be emails sent as part of a mass emailing, Reservation Invoices, and letters.
• Family - A list of family members. To call up or enter a family member, click on the appropriate line.
• Rosters - A list of items and dates that the customer participated in. These are entered via the reservation roster function.
• Reqs - Information Requests. All customer requests will generate labels that are generally printed at the end of the day.
• GCs - Gift Certificates. A list of all gift certificates purchased by this customer. As well, a new gift certificate can be created by clicking on the NEW row
• RCs - Rain Checks. A list of rain checks issued to this customer. Rain Checks can only be issued from within a reservation payment

Gift Certificates

To access Gift Certificates select the Gift Certificates tab after selecting a customer. To create a new Gift Certificate click on the NEW row. To recall a Gift Certificate click on the appopriate row. There are always two parties to a Gift Certificate: the purchaser and the recipient. The purchaser must exist in your mailing list, and the recipient can be anyone including the purchaser. If the recipient is the purchaser then click the Use Cust button to copy the purchaser's name and address into the recipient's info.

There are two types of Gift Certificates. The most common is a purchased Gift Certificate intended as a gift. If a dollar figure is entered into the Purchase$ field then one or more payments must be entered adding up to this amount. The other type is a donated Gift Certificate. Typically these are for an unknown amount of money, but it is a good idea to fill in a maximum amount. If the dollar value is not intended to be printed, then make sure the Print Value check box is un-checked. Donated Gift Certificates are often given away in groups. To facilitate this there is a Copy button. Simply create one Gift Certificate, then select the Copy button and enter the number of desired copies.

If a Gift Certificate is not fully used then a balance remains to be used in the future. A Gift Certificate can be used any number of times until it is fully used. Gift Certificates cannot be deleted, but they can be voided.

Once you are in the Gift Certificate page you can create or recall Gift Certificates for people other than the original customer. To start a new Gift Certificate click on the New Gift Certificate button. This clears the screen, assigns a new Gift Certificate number, and sets the purchaser customer number to the current customer - which you may wish to change. To recall an existing Gift Certificate click on the Search button and any relevant information to aid in finding the Gift Certificate. Ideally enter the Gift Certificate number, but the name or address can be used.

Overview

ROAM can reserve one or more of the following items:

• Activities: Hiking, Biking, Rafting, Zip-lining, etc
• Lodging: From open space campsites to hotel rooms
• Rentals: By the hour or by the day
• Meals: On their own or included in other items
• Store: Retail items
• Transportation: shuttles, flights, etc
• Other Charges: Any miscellaneous item
• Package: A grouping of any of the above items

A reservation can be booked as far in advance as needed, provided the appropriate pricing and availability has been setup. Payment dates are calculated based on item-specific pre-determined formulas. A commission amount can be subtracted from the reservation or paid after the fact to a third party. Accounting data is calculated as items are added to a reservation. Availability data is instantly updated as each item is booked.

A reservation has two types of roster: The main roster is simply a list of each group member. The item roster is the list of group member partaking in each item. From the item roster any necessary waivers can be produced, and anyone not having filled in a waiver can be contacted.

Entering/Modifying

Creating or modifying a reservation is very simple. After entering/searching for a customer, click the Rsvs tab, then either click on the NEW line or on the line of a reservation you wish to modify. If you wish to create a Quotation, click the Rsvs tab, then click on Quotations, then click on the NEW line.

A reservation is broken down into three major segments: the main screen which has summary information pertaining to the reservation; the calendar of booked items - a color-coded grid showing dates/times and items booked; and an item screen which allows the entry of multiple items. In order to add items to the reservation you must first save the main screen, after which a series of color-coded buttons appears, one for each type of item. Any existing items will appear in a date/time grid above the buttons. Clicking a cell in the grid will recall that item.

Main Screen:
The main screen is divided into five sections:

• Reservation

This section shows the reservation#, the Status (Active, Quote, Cancelled), the Arrival Date (earliest date of all items), Company, Area, Group Size (as determined by the system), and a Group Size over-ride (in case the system is incorrect).

• Customer

This shows the customer# and name/address of the person booking the reservation. You can also list a Client name in the case where a travel agent books the reservation. You can change the customer#.

• History

This section shows who created the reservation, and who last changed it. Clicking details will show all historical changes made to the reservation.

• Financial Summary

This section shows a breakdown of charges, payments, etc In here you can change the currency (not a wise idea if items or payments have been made), whether or not the res is taxable, whether a commission is paid and to whom, and who gets billed the customer, or the commission Pay To.

• Payment Schedule

ROAM can calculate up to 3 payments and payment dates. However, they can be over-ridden. If you over-ride dates or amounts you need to tell ROAM to lock them to what you entered, otherwise it will recalculate them any time a change is made to the reservation. You can also over-ride the payment terms rule that ROAM has decided it will use to calculate payment dates.

Entering Items:

• All Items

There are two panels for entering information. The panel on the left is the item details panel and contains information specific to the item being entered. The panel on the right is the pricing panel and contains details on the rate, prices, and discounts for the item being entered. The information on the details panel must be entered first, as this is needed to properly price the item. The pattern for entering all items is identical: Select a valid item from the drop down list on the details panel; Enter a date, optional duration, number of adults and youth, and optional quantity. Finally, enter any item specific information. Click on the Pricing button and select a rate. Normally the rest of the information will fill in automatically. If all is correct, optionally choose a discount, then click Save (SaveAll). If no error messages, then your item is saved. If any changes need to be made then choose the proper panel and make any changes. If changes are made to the details panel, then the Pricing button needs to be clicked again - this is to ensure the proper pricing is used.

If you wish an Item to be on the Waitlist, check the Waitlist box. A Wait-listed item does not get charged nor take up available spaces.
Some times a reservationist will over-ride the prices that the computer determines. When this happens the Price over-ride checkbox is automatically checked. The reason for that is so that the next time that item is modified the computer-generated prices don't replace the manually entered prices. If you want the computer generated prices, un-check that box.

If the item being entered has included items then a small menu will appear under "Included Items", which is a quick way to scroll to the selected item. Conversely, included items have a link back to the main item: "Scroll back to Top". Included items can be modified and saved independently. Saving the main item also saves any included item changes. If the date on the main item changes then the date(s) on included items change as well.

If the item being entered is a Package then the same rules apply as the Included Items.

• Activities

To sucessfully book an Activity three conditions must be met: There is room on the activity for the time chosen, room on the resource for the day chosen, and a valid rate/pricing for the date chosen. Also, if any sub-totals were specified for the activity, then there must be room on the sub-total. These conditions apply to each day of the activity. If the activity has any included items, then those items must also satisfy their conditions. Up to three guide requests can be made for each activity.

• Lodging

To sucessfully book Lodging two conditions must be met: There must be the proper number of spaces, beds, or units available for the date(s) chosen (depending on the lodging type), and a valid rate/pricing for the date chosen. If the lodging has any included items, then those items must also satisfy their conditions.

• Rentals

To sucessfully book a rental three conditions must be met: There must be available units for the time(s)/date(s) chosen, available units on the rental category, and a valid rate/pricing for the date chosen. If the rental has any included items, then those items must also satisfy their conditions.

• Meals

To sucessfully book a meal two conditions must be met: There must be available space for the time(s)/date(s) chosen, and a valid rate/pricing for the date chosen.

• Store

Store items have only one condition for booking, a valid rate/price. Normally, store items are not 'reserved' or 'booked', so the assumption is that store items entered onto a reservation are not typical store items, although any store can be booked. Items such as Photos, DVDs, promotional items, etc are the intended types of items booked on a reservation.

• Transportation

Transportation items have only one condition for booking, a valid rate/price. There are no limits or times.

• Other Charges

Other Charges items have only one condition for booking, a valid rate/price. There are no limits or times.

• Packages

Packages have varying conditions for booking. First, there must be available space in the package limit itself, a valid rate/price, and each item within the package must meet its conditions for booking.

Cancelling

Cancelling a reservation is very straightforward. Simply call up the reservation and press the Cancel button. After confirming that you do indeed wish to cancel the reservation, the reservation will be cancelled. A cancelled reservation is removed from bookings, availability, sales, etc.

Quotations

Creating a quotation is done from the mailing list. Call up the appropriate customer, select the Rsvs tab, click on Quotations, then click on the New row. Quotations do not count towards bookings, availability, sales, etc.

Printing

The typical document printed from a reservation is an Invoice, aka Confirmation. However, if the reservation is cancelled then a cancellation copy can be printed. The only difference is that the cancellation document is used as the source as opposed to the invoice document. Typically the cancellation copy is similar to the invoice, but with a clear message that the reservation has been cancelled. A Quotation can also be printed, and like a cancellation uses the quotation document. Quotations should clearly mark that the document is a quotation only. Letters can also be printed from a reservation, as can item documentation.

Rosters

Every reservation has two types of rosters: members and participants. The members roster is simply a list of everyone belonging in the group. There is one members roster per reservation. The participants roster is a list of each person participating on each booked item. Therefore, there is one participants roster per booked item. There are two reasons to having participant rosters. Not every group member participates in each item, therefore the participants roster is used to keep track of who is doing what. The other reason is waivers. Many items require a waiver to be filled out by each participant. Pre-printed waivers can be produced and emailed, signed, and returned by each participant. The participants rosters feed the Roster tab in the mailing list. This is the only way to track what item each person participated in. Not every item needs to have the participants roster completed. It's probably not important to know who had to pay an NSF charge. But, it may be important to know who ordered a DVD.

Accounting

ROAM's reservation accounting is complex, powerful, accurate, and for the most part simple to setup. There are four classes of items that can be booked:

• A Single Item
• A Single Item with Included Items
• A Package
• An On-The-Fly Package

• A Single Item

Accounting for a single item is very straightforward. In the setup for each item are four spots to enter in GL numbers, amounts, and whether those amounts were percentages for dollar values. Any GL number that has a dollar value specified gets that dollar amount. Those dollar amounts are then summed. Once that money has been allocated the sum is subtracted from the total item charge and the remainder is divided up amongst the GL numbers with a percentage specified. Two things to keep in mind: All percentages in the setup should add up to 100, and the sum of the dollar amounts in the setup should never be more than what's charged for an item.

• A Single Item with Included Items

Even though an item has included items the price charged for the item is still the same as what was setup in the item's rates/prices. The system now has to decide how much each included item gets allocated. Included items get their money first, and the remainder goes to the main item. The main item's GL allocation is the same as for A Single Item, above. How much money goes towards an included item is quite simple: it's the amount that would have gone to the item were it booked by itself - based upon the rate entered in the setup. If the rate dictated $5 per person then that's how much money it gets. Then the system applies the same rules as above to break that money up into each GL number.

• A Package

Packages are a little bit more complicated, but in general follow the same rules as above. In the package item setup there was a field called Fixed Value. This works the same was as the GL allocation described above. If Fixed Value is yes, then that item gets it's full share of the money based upon the rate specified in the setup. After all items with a Fixed Value of yes are allocated then the remaining money is allocated to the items with a Fixed Value of no. Each of those items charge is calculated and summed, then each item gets a % of that remaining money in proportion to its charge versus the overall charge. An example will clear this up:

	A package is booked for $250.  It has 3 items.  
	One has a Fixed Value of yes, and the other two have no.  
	The Fixed Value item is $100 if booked separately, so it's apportioned $100.
	That leaves a remainder of $150 for the two remaining items.  
	If booked separately the first is $200 and the other is $50.
	Together they equal $250, but there is only $150 left.  So they are each given 
	 a portion of their value in relation to the overall total.
	$150 divided by $250 is 60%.  
	The first item gets 60% of $200 or $120.
	The second item gets 60% of $50 or $30.
	Together they equal the $150 remaining.  
	All $250 charged is allocated as desired.
	

• A On-The-Fly Package

An On-The-Fly package has no setup to indicate which items are a fixed value and which aren't. Therefore all items are treated as Fixed Value = no. And each item is given a proportion of its value in relation to the value charged.

Taxes are calculated on an item once it's value has been determined. If you have an $80 activity including a $10 meal and meals are taxed at 5%, then the guest is charged $80.50. Discounts and Free values are also applied after each item's value is calculated.

Overview

Availability pages are used to view what items are available and booked on what dates and times. With many products offered, often changing with the seasons, it can be difficult to organize your offerings in a meaningful way. ROAM helps by letting you design your own availability pages. The top level of an availability display is called a Screen. There can be any number of Screens. Each Screen contains one or more Tabs. Each Tab contains a Grid. The Grid can vary based upon the date being viewed. Grids are what the user designs. A Grid can show one day of information in a free-form format, or can be broken into columns to show multiple days. A Grid can contain any type of bookable item. When running the Mailing List/Reservations task there is a pane for Availability. You can choose any Screen to display in that pane.

Pre-planning is important in setting up an effective availability system. One must decide if they want to see items by category, that is, all Lodgings, Rentals, etc grouped together, by popularity where all item types are inter-mixed, or some other method. Or any combination. Different Screens can be designed for different purposes, so if some people like to view information by item they can be accomodated as easily as people who like to see things grouped together in some other format.

There are three stages for setting up the availabilty: First, designing Grids, then creating Screens and specifying how many Tabs are in the screen, and finally which Grids go into the Tabs on which dates.

Setup

Grids

A Grid is made up of multiple Objects. These Objects can be text, dates, availability items such as Activity, Lodging, etc, even images. Each Object is placed one at a time onto the Grid. At any time, these Objects can be moved or deleted. Objects are moved by clicking and dragging their drag handle. All Objects have properties, and vary by the Object. The properties are accessed by right clicking an Object.

To create a new Grid click - New - in the Grid list, then enter a Code and Description. To recall an existing Grid, simply click it in the Grid list. The other parameters are as follows, and make up the Grid definition.

• Width - the Grid width in pixels. A typical computer screen is in the 1000-1300 pixel range
• Height - the Grid height in pixels. A typical computer screen is in the 750-1000 pixel range
• Rows - Number of rows of information in the Grid, keeping in mind the overall Height
• Days - One day will allow you to have a freefrom Grid, multiple days are arranged in columns
• Col #1 Width - If days is greater than 1, then how many pixels should be assigned to the titles column
• Snap on Move - When moving an Object should that Object snap to a grid corner
• On Resize - When resizing an Object should it snap to the size of the containing cell

After completing the above, click Save to save your Grid definition. A Grid will appear in the bottom section. If you've changed the Grid definition, click Resize to have the changes take effect. At this point you can start placing Objects onto the Grid. All Objects behave the same way: they start in the top left corner of the screen and you then drag them to where they should be. Right clicking an Object allows you to change its properties. Click in the Object area to highlight it. Clicking the X in the top right of the object box will delete the Object. Clicking on the bottom righthand corner of the Object and dragging allows you to move the Object. If you created a Screen with multiple days you only need to create Objects for the first day and all other days will use the same layout. You will not be able to move Objects beyond the first day column on multiple day Screens. Each Object has different properties:

• Text Line

Text Lines are used for headings and descriptions. You can enter one line of text. You can specify the font size and type, as well as a background and text color. If you have a need for many Text Lines you can clone an existing one - preferably before entering the text value.

• Text Area

Text Areas are the same as Text Lines but multiple lines of text can be entered. You can specify the font size and type, as well as a background and text color. If you have a need for many Text Areas you can clone an existing one - preferably before entering the text value.

• Date

Date Objects are used to place a date on the page. There are 3 different date formats to choose from. The date is determined when the availability is accessed. You can specify the font size and type, as well as a background and text color. If you have a need for many Date Objects you can clone an existing one.

• Activity

An Activity Object is used to display available and booked space for one or more Activities. Normally one Activity is displayed per Object. But, there may be cases where different Activities need to be combined and displayed in one spot. Any combined Activities must be from the same Resource. To choose which Activities to display, first select the Resource. If you wish to show a different day than the first day of an Activity select the Day. Optionally enter a time. If not time is entered then availability figures for all times are combined. In order to show a Limit (maximum) figure the source of that limit must be chosen. That source can be the limit setup for the first Activity, the Sub-total limit (first sub-total on first Activity), the Resource limit or a manually entered limit. If the Activity or Sub-total limit is required, then the time must have a value.

There are 6 values that can be shown for a Activity Object: The time, the limit, the number booked, the number still available, the number confirmed, and the number unconfirmed. (Confirmed and unconfirmed are based on whether or not a reservation's deposit has been paid). Any other characters can be display as well, but those 6 letters will translate into values. You can specify the font size and type, but not colors. Colors are determined when the information is displayed.

Totals can also be displayed. Simply click the Sub-Totals checkbox then start clicking on which Activity Objects should be summed together. Ctrl+Click all but the last one. If you have a need for many Activity Objects you can clone an existing one - preferably before selecting resources and activities.

• Lodging

A Lodging Object is used to display available space for a lodging item. If the lodging is unitized then you can show individual units or all of the units summarized. If the lodging is not unitized then only one figure is shown.

There are 5 values that can be shown for a Lodging Object: The the limit, the number booked, the number still available, the number confirmed, and the number unconfirmed. (Confirmed and unconfirmed are based on whether or not a reservation's deposit has been paid). Any other characters can be display as well, but those 5 letters will translate into values. You can specify the font size and type, but not colors. Colors are determined when the information is displayed.

Totals can also be displayed. Simply click the Sub-Totals checkbox then start clicking on which Lodging Objects should be summed together. Ctrl+Click all but the last one. If you have a need for many Lodging Objects you can clone an existing one - preferably before selecting the lodging and units.

• Rental

A Rental Object is used to display available and booked item for one or more Rental items. Normally one Rental is displayed per Object. But, there may be cases where different Rentals need to be combined and displayed in one spot. Any combined Rentals must be from the same Category. To choose which Rentals to display, first select the Category. Optionally enter a from and to time. If no time is entered then availability figures for all times are combined. In order to show a Limit (maximum) figure the source of that limit must be chosen. That source can be the limit setup for the first Rental, the Category limit or a manually entered limit. If the Rental limit is required, then the times must have a value.

There are 7 values that can be shown for a Rental Object: The from time, the to time, the limit, the number booked, the number still available, the number confirmed, and the number unconfirmed. (Confirmed and unconfirmed are based on whether or not a reservation's deposit has been paid). Any other characters can be display as well, but those 7 letters will translate into values. You can specify the font size and type, but not colors. Colors are determined when the information is displayed.

Totals can also be displayed. Simply click the Sub-Totals checkbox then start clicking on which Rental Objects should be summed together. Ctrl+Click all but the last one. If you have a need for many Rental Objects you can clone an existing one - preferably before selecting the category and rentals.

• Meal

A Meal Object is used to display available and booked space for one or more Meal items. Normally one Meal is displayed per Object. But, there may be cases where different Meals need to be combined and displayed in one spot. Any combined Meals must be from the same Location. To choose which Meals to display, first select the Location. Optionally enter a time. If no time is entered then availability figures for all times are combined. In order to show a Limit (maximum) figure the source of that limit must be chosen. That source can be the limit setup for the first Meal, the Location limit or a manually entered limit. If the Meal limit is required, then the time must have a value.

There are 6 values that can be shown for a Rental Object: The time, the limit, the number booked, the number still available, the number confirmed, and the number unconfirmed. (Confirmed and unconfirmed are based on whether or not a reservation's deposit has been paid). Any other characters can be display as well, but those 6 letters will translate into values. You can specify the font size and type, but not colors. Colors are determined when the information is displayed.

Totals can also be displayed. Simply click the Sub-Totals checkbox then start clicking on which Meal Objects should be summed together. Ctrl+Click all but the last one. If you have a need for many Rental Objects you can clone an existing one - preferably before selecting the location and meals.

• Other

An Other Charges Object is used to display booked items for one or more Other Charge items. Normally one Charge is displayed per Object. But, there may be cases where different Charges need to be combined and displayed in one spot. Any combined Charges must be from the same category. To choose which Charges to display, first select the Category.

There are 3 values that can be shown for an Other Charges Object: The number booked, the number confirmed, and the number unconfirmed. (Confirmed and unconfirmed are based on whether or not a reservation's deposit has been paid). Any other characters can be display as well, but those 3 letters will translate into values. You can specify the font size and type, but not colors. Colors are determined when the information is displayed.

Totals can also be displayed. Simply click the Sub-Totals checkbox then start clicking on which Other Charges Objects should be summed together. Ctrl+Click all but the last one. If you have a need for many Other Charges Objects you can clone an existing one - preferably before selecting the category and charges.

• Transport

A Transportation Object is used to display bookings for one or more Transportation items. Normally one Transport is displayed per Object. But, there may be cases where different Transport items need to be combined and displayed in one spot. Any combined Transport items must be from the same group. To choose which Transport items to display, first select the Group.

There are 3 values that can be shown for a Transportation Object: The number booked, the number confirmed, and the number unconfirmed. (Confirmed and unconfirmed are based on whether or not a reservation's deposit has been paid). Any other characters can be display as well, but those 3 letters will translate into values. You can specify the font size and type, but not colors. Colors are determined when the information is displayed.

Totals can also be displayed. Simply click the Sub-Totals checkbox then start clicking on which Transportation Objects should be summed together. Ctrl+Click all but the last one. If you have a need for many Transportation Objects you can clone an existing one - preferably before selecting the group and items.

• Package

A Package Object is used to display available and booked space for one Package item option. To choose which Package option to display, first select the Category and Package.

There are 5 values that can be shown for a Package Object: The limit, the number booked, the number still available, the number confirmed, and the number unconfirmed. (Confirmed and unconfirmed are based on whether or not a reservation's deposit has been paid). Any other characters can be display as well, but those 5 letters will translate into values. You can specify the font size and type, but not colors. Colors are determined when the information is displayed.

Totals can also be displayed. Simply click the Sub-Totals checkbox then start clicking on which Package Objects should be summed together. Ctrl+Click all but the last one. If you have a need for many Package Objects you can clone an existing one - preferably before selecting the category, package,and option.

• Image

An Image Object is used to display an image. The image URL must be a publically accessible image existing somewhere in the internet.

If you have a need for many Image Objects you can clone an existing one - preferably before entering the image URL.

Screens

Once you have one or more Grids designed you can start building an availability Screen. Simply click on - New - and enter a Screen name. Click Save. Next, you must create Tabs that will go on to the screen. Tabs will contain your Grids. A Grid can only contain one Grid at a time, but that Grid can change based upon the date being viewed. Click - New - and enter a Tab name. Click Save to save that Tab. The Tab name will be the title of Tab when viewing the availability. Finally, enter a Date Range and select a Grid to be displayed in that Tab for that date range. Click Save. Repeat the date range and Grid name entry as often as needed.

Usage

Not yet done

Overview

A document in ROAM is one of a number of pre-defined communications, such as a letter, invoice, receipt, etc, sent to a customer. There is one central page used to send a document, linked to by many other pages. All documents originate as HTML pages, but emailed documents can be sent as HTML and/or PDF. From anywhere a document would be needed there will be a button or link taking you to the document page. The document page will be pre-filled with most responses needed in order to send the document.
The following are the types of documents available in ROAM:

• Invoice - from active Reservations
• Quotation - from Quotations
• Cancellation - from cancelled Reservations
• Payment Receipt - from any payment
• Credit Card Receipt - from credit card payments
• Item Documentation - from a reservation item
• Gift Certificate - from a Gift Certificate
• Rain Check - from a Rain Check
• Letter - from anywhere

As well as the document types above, there are other document types that are under the control of ROAM and cannot be generated directly by the user, but still need to be setup:

• POS Receipt
• POS Purchase Order
• POS Purchase Order receipt
• POS Zout
• Followup letter
• Group member payment reminder
• Waiver reminder letter

All documents are made up of from one to three parts: a body with an optional header and footer. ROAM will combine the three parts into one document before generating the output. Think of the header as letterhead; it's the top portion of the page. The body would be the content, and the footer would be the bottom of the page. At a minimum you need the body. Having the header, footer, and body as three separate files is preferable. The body would be the main portion of your document, and should be a stand-alone HTML page. The header and footer get merged into the body. If you have multiple versions of a document body, such as multiple letters, it's easier to not have the header/footer content in each. But, rather, keep those parts separate and have the system combine them. That way in the future, if you wish a different look for your documents, you just need to change the header/footer. Also, when generating PDFs the PDF generator can do proper paging and apply the header and footer to each page. If you choose to not go with three part documents, you can just have a header and body or just a body. If just a body, then it is self-contained and should have its own header and footer.

• Document Structure

All documents would be structured in the same manner. A letter would have the following structure:

<!DOCTYPE html>
<html lang='en'>
 <head>
  <link rel="stylesheet" type="text/css" href="http://css from your domain">
 </head>
				
 <body>
  <table style='width: 800px; margin-left: auto; margin-right: auto;'>
   <thead>
    <tr>
     <td>
      
     </td>
    </tr>
   </thead>

   <tfoot>
    <tr>
     <td>
      
     </td>
    </tr>
   </tfoot>

   <tbody>
    Your letter content
   </tbody>
   
  </table>
 </body>
</html>
	

As described above, the header and footer sections are optional. If used, they would be merged into the sections named header_content and footer_content. If you choose not to use headers and footers, it would still be a good idea to leave the two sections in your body document in case you change your mind.

A typical header file would contain things like:

<div class='someclass'>
 <img src='http://image from your domain' alt='yourlogo'>
</div>

<div class='someotherclass'>
 Your name/address
</div>
	

A typical footer would contain things like:

<div class='someclass'>
 Your tag line at the bottom of each page
</div>
	

Note that there are two types of letters. Ones that are stand-alone and sent on their own, and ones that are part of another document, such as an invoice. You need to differentiate between the two. Letters that are part of another document should just be the letter body text and not have a header or footer. In those cases where you would possibly send the same letter in either circumstance you will need to have two versions of the letter.

Emailing/Printing

There are just two steps in order to send a document: choose what to generate, and what to do with the document.

By default, the document generation page will be pre-filled out for you. For example, if you choose to generate an invoice then that document type will be selected, the reservation# will be filled in, the company will be selected, the default header, body and footer (if any) will be listed. If you have multiple versions of any document (header, footer, or body) then the alphabetically lowest name will be chosen as the default. As a rule of thumb, name your default file starting with an underscore _ to ensure that it is first. Any other version can be chosen, but most times it is not necessary.

Once the document has been chosen, then it's just a matter of choosing who to email it to, or whether to print it. If an Email then the From:, To:, etc fields are needed. Most of those fields will contain defaults. If a Printed version is desired, then choose Preview HTML or Preview PDF. Once the document appears, you can print it.

If the document chosen is an invoice then you have the option of sending/printing a Customer or In-House copy. The system will set a flag in your document template and within your template you can choose to print or not print certain sections of the invoice depending on the flag.

Location

All documents reside in the same root folder, within their own document type folder. The root is your assigned ROAM3 ID. Underneath /ID is a folder for each document type. Under the document type is the company code. And finally, under each company code is one folder for headers, one for footers, and the body documents. These folders can have sub-folders, but are probably only needed under letters.

For example, Invoices for company code R:

  /ID
    /invoice
      /R
        _invoice1
        invoice2
        invoice3
        /headers
          _header1
        /footers
          _footer1
	

You can choose not to organize your documents under each company code, in which case you must use a folder called no_company.

For example, Invoices without using a company code:

  /ID
    /invoice
      /no_company
        _invoice1
        invoice2
        invoice3
        /headers
          _header1
        /footers
          _footer1
	

The following are all the names of the document folders:

• invoice - Reservation Invoice
• quote - Reservation Quotation
• cancel - Cancelled Reservation
• receipt - Payment Receipt
• ccreceipt - Credit card Receipt
• item - Item documentation
• giftcert - Gift Certificate
• raincheck - Rain Check
• letters - Letters
• posreceipt - POS Receipt
• pospo - POS Purchase Order
• posporeceipt - POS Purchase Order Receipt
• poszout - POS Zout
• waivers - Item Waivers
• pac_memberpmt - Group member payment reminder

Uploading

In order to get documents into their proper folder (and onto the proper machine) there is a document uploader. This allows you to create your documents locally then upload them to the server. You can also download documents back to your local machine. To navigate to the proper folder just click on a tree branch and all existing documents or folders will list. Create or Select the desired folder, then you can continue.

There are five simple functions:

• Upload

Once you've chosen the proper folder you can upload one or more documents from your PC. Click Browse and locate/click on the document you want to upload. Simply repeat the above procedure to select/upload more than one file. When done, Click Upload Above File(s). After a few moments the File Tree will reload and your documents will appear.

• Delete a file

Navigate to the appropriate folder, highlight the file you wish to delete and click Delete Selected.
Both Files and Folders can be Deleted.

• Rename a file

Navigate to the appropriate folder, highlight the file you wish to rename and click Rename Selected. You will be asked to enter a New Name.
Both Files and Folders can be Deleted.

• Download a file

Navigate to the appropriate folder, highlight the file you wish to download and click Download Selected.
Only Files can be Downloaded.

• Create a new folder

Navigate to the appropriate folder, then click Create New Folder. You will be asked to enter a Folder Name. Your folder will be created under the current folder.

Content

Every field from every table in ROAM is available to be output to documents. However, the most commonly needed fields are from the mailing list and reservations. As far as documents go, all the necessary data is provided. You just need to access it using template variables.
ROAM uses a template system from Django for generating documents. Fields are designated by double ellipses {{ customer.custno }}.
When the document is output the customer# would appear in place of {{ customer.custno }} The template system can do a lot more, refer to the Django documentation for examples.

Each document type is programmed to output data specifically related to that document type. However, many data tables have links to other data tables, so more data than what is provided can be output. Knowing what can be output is the first step in designing a document. Below is a list of the provided output tables per document, and below that is a tool to help you determine all fields that can possibly be outputted by a document.

• Pre-programmed Document Output

Below this list is a description of each bullet point.

• Invoice
• reshdr
• respmts
• items
• items_summary
• items_gls
• summary
• gls
• Quotation
• reshdr
• respmts
• items
• items_summary
• items_gls
• summary
• gls
• Cancellation
• reshdr
• respmts
• items
• items_summary
• items_gls
• summary
• gls
• Payment Receipt
• Reservation
• reshdr
• respmts
• Gift Certificate
• sugiftct
• sugiftpt
• Credit Card Receipt
• Reservation
• reshdr
• respmts
• Gift Certificate
• sugiftct
• sugiftpt
• Item Documentation
• reshdr
• respmts
• item
• Gift Certificate
• sugiftct
• sugiftpt
• Rain Check
• surainck
• Letters
• customer
• reshdr(optional)
• POS Receipt
• orderhdr
• orderdtl
• ordpmts
• taxes
• POS Purchase Order
• pohdr
• podtl
• POS Purchase Order receipt
• pohdr
• podtl
• POS Zout
• orderhdr
• Followup letter
• customer
• Group member payment reminder
• reshdr
• text
• pmtamt
• Waiver reminder letter
• reshdr
• resrstri

Most of the items above are 'tables' that come directly from the ROAM database. All of the fields available in each table can be found by entering the table name in the Table Fields Utility, below. The remainder of the items above are calculated or aggregated fields for your convenience.

• Tables
• reshdr - Reservation-Main
• respmts - Reservation-Payments
• sugiftct - Gift Certificate-Main
• sugiftpt - Gift Certificate-Payments
• surainck - Rain Check
• customer - Customer-Main
• orderhdr - POS Orders-Main
• orderdtl - POS Orders-Items
• ordpmts - POS Orders-Payments
• pohdr - Purchase Order-Main
• podtl - Purchase Order-Items
• resrstri - Item Roster
• Other
• items - one or more item(below), organized by item type (items_A, items_L, etc)
• items_summary - item summary by item type (A, L, etc)
• items_gls - GL summary by item type (A, L, etc)
• summary - reservation summary
• gls - Reservation GL summary
• item - One reservation item
• taxes - List of taxes
• text - The text entered when sending a payment request
• pmtamt - The payment amount when sending a payment request

Item
An item is an aggregation of multiple tables, all related to one reservation item, broken down into two sections:
main: two tables related directly to the item itself, resitems and resprice.
incl: multiple sets of tables related to the main item, and any included sub-items in a reservation item: resubit, resprice, resubex, resubacc, resubgls, resrstri
  Note that resubit and resubex are item type specific, so resubita, resubitl, etc, resubexa, resubexl, etc.
  The first set is the main item, and all subsequent sets are the included sub-items.
items
items are mutiple occurences of item
items_summary
Summaries by item type of the following fields: 'charges', 'free', 'disc', 'tipamt', 'comm', 'comm3', 'sales', 'taxes', 'total'
items_gl
A series of GL numbers and amounts. GL numbers are instances of the table suglcode.
summary
Same as items_summary, but for the reservation as a whole. Also includes 'pmts', and 'baldue'.
Plus, 'taxcodes', which is a series of 'code' and 'amt', code being GL code.
gls
Same as items_gls, but for the reservation as a whole.
taxes
A list of tax codes and amounts. Tax codes are instances of sutaxes

• Table Fields Utility

Enter in a table name below and a list of field names and types will appear. The fields that have a type of 'Link to ...' are links to another table. You can get a list of that table's fields as well. To reference those fields in your document you would use {{ table.field.field }}
For example, if you wanted a country name for someone in the customer table, you would use:
{{ customer.ctrycode.country }}

Followup

The Followup system is a powerful marketing and customer service tool. While the main purpose of the Followup system is to convert leads into reservations, it does have other purposes. You can follow up with customers after a reservation has completed. You can remind people that payments are due or late. And you can encourage group leaders to have their members complete waiver forms.
The Followup system also connects to the Campaign system, so when a campaign is sent you can follow up with recipients that haven't booked.

The core of the Followup system is a series of Streams. Streams are essentially 'buckets' to hold anyone that needs to be followed up with. There can be as many streams as you like, each for a different group of people, circumstances, interests, etc. Each Stream has a series of Stages, and each stage is setup so that an entry receives an email, a letter, or a phone call, on a certain date. Stages are chronological steps that Stream entries follow until either the person books a reservation, a payment is made, waivers are completed, or there are no more stages.
After a stage is processed the entries rollover into the next stage.

There are multiple sources that can feed the Followup system. Anything from a new prospect to a new reservation to manual entry to a campaign target. Details are below. Regardless of the source of the entry, all entries fall into one (or possibly more) Streams.

Followup Setup

• Followup Streams and Stages

The backbone of the Followup system is Streams and Stages. You can have as many Streams as you like, with as many Stages in each Stream as you like. Streams are of two types: Mailing list or Reservation. This means that the Stream either follows a person or a reservation. Prospects are always people, but post-reservation follow ups follow reservations, as do payments and waivers. Stream entries can 'fall off' when there are no more Stages, or they can be removed manually. Mailing List based follow up entries can also be removed automatically if a prospect books a reservation. And reservation based entries can also be removed automatically when the reservation starts.

The Followup system should be administered to every day or two. New prospects are added every day, Stages come due, reservations occur, etc. Stages can be setup to be handled manually, semi-automatically, and automatically.
Manually means someone must go into the system and deal with the entries that are ready for some action, and carry out those actions one by one. This may be fine for low-volume, high-value prospects where a more personal touch is required, but not for higher volume Streams.
Semi-automatic means that when a Stage is ready to be processed you can allow the system to handle it, or handle it manually.
Automatic stages run overnight and the action is carried out by the system. If an automatic emailing occured you will be emailed a link to a page that shows the results of the emailing. If Jango mail was used you can access their site to see the status.

The following fields need to be setup to create a Stream:

• Stream ID - used to identify a Stream
• Stream Name - A Description for the Stream
• Type - Mailing List(follow a person) or Reservation(follow a reservation)
• Info Field 1 to 5 - Up to 5 fields for entering information when a new Stream entry is entered manually. These fields are the titles
• Active - Only active Streams can be used in later processes
• Remove Entries based on...Booked - Should the entry be removed from the Stream when the person makes a reservation
• Remove Entries based on...Arrived - Should the entry be removed from the Stream when the reservation starts

The following fields need to be setup to create a Stage:

• Stage # - A numeric sequence, starting at one and increasing by 1
• Days - The number of days before activating the stage. Associated with the Day Operation
• Day Oper - This tells the system how to handle the Days field. It varies for mailing list or reservation Streams
• Mailing List
• In Future - Days are in the future
• Reservations
• In Future - Days are in the future
• Before Arrival - Days are before arrival date
• After Arrival - Days are after arrival date
• After Booking - Days are after booking date
• Before Next Payment - Days are before next payment is due
• After Past Due Payment - Days are after a payment was due
• Method - How a Stage is handled
• Manual - A person must carry out the Stage action
• Semi-Automatic - the system will carry out the Stage action, if asked, or a person can
• Automatic - the system carries out the stage overnight
• Action - what is to occur at that stage.
• Email - send an email, a template must be chosen
• Mail - print a letter, a template must be chosen
• Label - generate a mailing label
• Phone - nothing is done, this is a manual operation
• Other - Up to the user to decide at the time
• Comp Specific - this indicates if a company specific template should be used or not. If you have multiple companies and want the same letter used no matter which company a reservation is for, then check this box and choose the header, body, and footer from the no_company folder. This only works if you have the same file names in all company folders.
• Header Name - Optional header file to be used for template
• Letter Name - Body template
• Footer Name - Optional footer file to be used for template
• Subject - If an email action, the email subject

Streams are pretty self-explanatory, but an example will help explain Stages. We'll assume a Mailing List Stream is being setup.

Stage	Days	Day Op	Method	Action	Comp	Header	Body	Footer	Subject
1	5	In Future	Semi	Email	N	Header1	_Body1	Footer1	Can we send you any more information?
2	7	In Future	Semi	Email	N	Header1	_Body2	Footer1	Still undecided?
3	9	In Future	Semi	Email	N	Header1	_Body3	Footer1	Will 10% off help?
4	14	In Future	Manual	Phone	N

Let's assume you have one prospect that calls you on January 1st. You chat and they say they'll think about it. You enter them into the Followup system. Everyday, faithfully, you go into the Followup system to see if anything needs attention. On January 6th you're informed that there is one entry in the Mailing List Stream, Stage 1 that is 'due'. As it's a semi-automaic stage you are asked if the system should handle it. You are okay with that and the system sends off an email. It will use a file called _Body1, a header called _Header1 and a footer called _Footer1. The email will have the subject 'Can we send you more information?'. The system then rolls everyone (our one prospect) into Stage 2. Now you wait.
On January 13th, the same Stream, but Stage 2 is in need of attention. Same process as above, different letter and subject. Entry gets rolled into Stage 3.
On January 22nd, the process repeats. And finally, on Feb 5th, the process repeats again, but this time it's a manual stage and a phone call is required. You call the prospect and they want to book! Had the prospect not booked, their entry would have been removed from the Followup system as there were no more stages.

Now, had the prospect booked a reservation at point along the way, the Followup system would have seen that. Provided the 'Remove Entries based on...Booking' had been checked the prospect's entry would have been automatically removed from the Followup system.
Another example, this time a Reservation Stream.

Stage	Days	Day Op	Method	Action	Comp	Header	Body	Footer	Subject
1	5	After Booking	Auto	Email	Y	Header1	_Body1	Footer1	Thank you for your reservation
2	30	Before Arrival	Auto	Email	Y	Header1	_Body2	Footer1	Do you have any questions?
3	3	Before Arrival	Auto	Email	Y	Header1	_Body3	Footer1	How to get here
4	3	After Arrival	Auto	Mail	Y	Header1	_Body4	Footer1

Our prospect from the last example booked a reservation for May 1st on Feb 5th.
On February 10th an email is mailed out thanking her for her reservation.
On April 1st an email is sent asking if the guest has any questions that need answering
On April 28th an email is sent explaining how to get to your location
The guest arrives on May 1st. On May 4th a letter is printed off thanking the guest again for their reservation.

• Followup Configuration

The next stage in setting up the Followup system is telling the system who or what should go into what Streams. Followup Stream entries can come from many different locations. We've combined those into 12 sources. Not all need to be setup. You may use a few as 2 or 3, but all 12 can be used. As well as choosing the sources you want, in some instances you can decide who chooses what Stream an entry is placed. Normally, you'd just let the system decide on the Stream based upon certain rules, but you can allow the operator to choose the Stream. Whenever a new entry originates online the computer makes the decision.
This stage has 3 steps:

1-Source of Followup entries:

There are 2 possible sources of new Followup entries:

• Mailing List related
• New Customer Entries - Customers manually entered into the Mailing List
• New Inquiries for Existing Entries - Customers that are manually updated with a new Inquiry date/code
• Online Inquiries - People originating online via an Inquiry form
• New Customer from Online Reservations - Only new customers
• New Customer from Online Payments - Only new customers
• New Customer from Online Roster - Only new customers
• Reservation related
• New Office Reservation
• New Office Quotation
• New Online Reservation
• Cancelled Reservation
• Completed Reservation
• Reservation Item Waivers
2-Who Decides the Stream/Stage

For most sources the system decides which Stream each entry will go into (based on the rules you setup in the next step). But, some sources can be done manually or automatically. If you chooise User Decides then when a Followup entry is being made the user will be asked for what stream to place the new entry.

3-How to Choose which Stream/Stage to Place the Entries

As Streams can have more than one Stage, you can also choose which stage is chosen. Most often it's the first stage. How you choose the Stream/Stage for a chosen Source depends on whether or not the source is Mailing List or Reservation related.

Mailing List
You can specify that all entries from a Source go into one (or more) Stream/Stage, by checking All Entries. That's the simplest. However, if you'd like better control over the destination you can assign a Stream/Stage based on either Inquiry codes or Preference codes. If you choose to go that route then you simply select all the Inquiry or Preference codes that should go into a Stream/Stage and then select that Stream/Stage (or multiple). You may wish all of a certain type of Inquiry go into one Stream/Stage, and all of another Inquiry type go into a different Stream/Stage. Or one Inquiry per Stream if desire. Same idea for Preferences. Once you make one choice a fresh list appears so that you can make another choice. In the event a person could qualify under both an Inquiry or Preference, then the system chooses one.

Reservations
Like the Mailing List, Reservation based entries can all be handled in bulk by checking All Entries. Alternatively, you can specify which Stream/Stage by what is booked. But, rather than by Inquiry or Preference code you specify by the item booked. Each time you select an item(s) and assign it to a Stream/Stage a new list of that item type appears in case you wish to assign different items to different Streams/Stages.

Followup Usage

• Managing the Followup System

With all of the work setting up the Followup system, actually managing it is pretty easy. There are only a few steps.

1-Select User
If entries are made from an online action, then the user is INTERNET. Otherwise, the user is the one that made the entry. If you wish to work on all entries at once, then select All.

2-Select Stream
A list of all Streams with entries that are due will appear. Select one to work on.

3-Select a Stage
Each Stage within the selected Stream are listed. Again, select one to work on. If the Stage was setup as Automatic or Semi-Automatic you will be asked if you want to proceed Automatically. If you click OK the entries will be processed automatically. If you click Cancel you can handle the entries manually. Fully Automatic stages will get processed nightly, so there should be no reason to have to select them in this system.

4-Select an Action
A list of all entries that are due in the selected Stream/Stage are listed. At this point you can do whatever needs to be done with each entry.

• - Send a one-off personal email
• - Send a document, if you had entered one in the setup it will be used as the default
• - Generate a mailing label
• - Doesn't do anything, but does record the call in the history
• - Start a reservation
• - Move them into the next Stage
• - Remove them from the Stream
• - Enter notes for this entry
• - Access the Mailing List
• - See the history for this entry
• - Back to choose another entry

Campaigns

Campaigns are the heart of ROAM's marketing system. Campaigns are used to send targeted marketing emails to prospects and existing customers. Emails can be sent with a generic SMTP server or via JangoMail. We highly recommend using Jango for a number of reasons, including:

• Better email deliverability. Jango delivered mail has a higher chance of making it to the recipient
• Better chance of not getting sent to spam folders. Email clients recognize Jango and trust their emails
• Email tracking. Know how many emails were delivered, opened, clicked in, forwarded, replied
• Non delivery tracking. If an email bounced back or the recipient asked to be removed from your emailings, ROAM automatically handles it

Campaigns are quite straightforward. Create a campaign. Choose a letter (optionally create one). Choose the recipients, and upload them to Jango (automatically). Optionally assign the recipients to a Followup Stream. Send.
Afterwards, monitor the results for a few days and see how you did. Bouncebacks and Removes are automatically handled.

• Campaign Creation

Creating a new campaign is very simple. Simply click NEW in the list and a new Campaign ID will be created. Fill in the Description with details on what this Campaign is about. In the Details section fill in the From Address, From Name, the TO address is just for testing, Reply To is for any replies being sent by recipients, the Subject, and any BCC address.
Select the appropriate letter and any attachments. Letters can be created in ROAM. They can also be edited provided they were created from within ROAM. At any point you can click Save to save your work. You should do this periodically to not lose any changes.
A powerful option to Campaigns is the ability to have all recipients added to a Followup Stream. This allows you to easily 'Follow Up' with recipients that have not booked a reservation. To recall a Campaign, simply select it from the Campaign list. Campaigns can be adjusted until they are Sent.

• Letter Creation

ROAM has a simple letter creation and editing utility to quickly create html emails. You do not need to know anything about HTML to create a letter. This utility is primarily to create campaign letters, but can be used to create any HTML letter. As such, you are required to select which folder a letter will be saved in. Only HTML letters created with this utility can be edited with this utility.

What you create is saved internally as 'instructions', but also saved as a .html file. These letters are simple to create as you can only have 3 elements on them, plus optional Jango fields if the letter is destined to be sent via Jango Mail. The elements are a Text Line, Text Area, and an Image. While that doesn't seem to be much, it is enough to create nice letters.

Creating a letter is very simple, click NEW in the Letter list. Fill in Code, which is the internal name, and the Description, which will be the name of the generated html letter. In the Letter selection area, choose the folder where the letter should be saved. Click Save. If a new folder is needed, fill in its name in the Folder Name field, then click Create New Folder. The folder will be created under the currently selected folder.

The default letter size is 800x800 pixels, broken down into 6 rows and 3 columns. That can be changed, just click Resize after changing any of those values. Check Snap to Move if you want any placed elements to snap to the corner of their cell. Check On Resize if you want placed elements to adjust to the size of the cell, when you resize them.

• Designing a Letter

Designing a letter is very straightforward: just select an element type from the list below, move it into place, then style it. Add any text, and you're done.

The available design elements are:

• Text Line - Place one line of text
• Text Area - Place multiple lines of text
• Image - Place an image
• Jango - Place Jango fields

Text Line
A text line is used to place one line of text on the screen. It can have a font size and type, and a background and foreground color. If Transparent is clicked the background is transparent and the text will 'float' over whatever it is placed on top of.

Text Area
A Text area is the same as a Text Line, but with multiple lines of text. Perfect for paragrapahs of information.

Image
An Image object used to place an image on the page. Resizing the box resizes the image. The image must be from a publicly accessible web page.

Jango
Jango elements are used to place Jango specific text fields. These are field that should be placed (and in some cases must be placed) into any Jango sent emails. The Jango fields are:

• Unsubscribe - an Unsubscribe link
• Forward - Forward email link
• View as Page - View email as webpage link
• Social Media - Social media link, provided you have social media accounts
• CAN SPAM - CAN SPAM notification - this is a must

All of this links must be setup in the Jango config file.

• Recipient Selection

The Mailing List Selector is used to select entries from the mailing list for mailings or reports. Entries can be chosen by information in the mailing list, reservation information, and participation history. More complex selections can be done by making multiple simpler selections and combining the results. As well, selections can be used to remove entries from the final result.

• Selecting

There are four main groups of information available to select mailing list entries.

Codes
These codes are all part of the mailing list. To select individual States or Provinces you need to first select a Country. If you wish to select one code from a selection, simply click it. If you wish 2 or more, click the first one and then Ctrl+Click any subsequent ones. if you want all codes from one select, then click the first one then type Shift+End.
You should be aware what choosing more than one entry implies. If you select more than one entry from the same selection box then a person would need to match any one. If you select entries from more than one selection box then that implies a person needs to pass both tests.
For example: if you select ME and NH from the Regions, then a person needs to come from either Maine or New Hampshire. If you also selected Snowmobiling from Preferences, then a person needs to come from ME or NH, and have a preference of Snowmobiling. If you also selected Skiing, then a person needs to come fromME or NH, and have a preference of Snowmobiling or Skiing.

Reservations
Using Reservation information limits your searches to Group Leaders as only they have reservations. The following ranges can be used:

• Arrival Date - Earliest item date on a reservation. Listed on the main reservation page
• Book Date - The date a reservation was created. Also on the main reservation page
• No Arrival - Any group leader that has a reservation, but doesn't have one in this date range
• Cancelled - The date that a reservation was cancelled
• Sales$ - Sales before taxes of the entire reservation.
• Group Size - The group size, or over-ride size if entered

Areas - One or more Areas, from the main reservation page.
Companies - One or more Companies, from the main reservation page.

Like Codes, if you fill in entries on the Reservations Tab then those conditions become an 'AND' with any other conditions. If you entered Sales$ from 0 to 1000, then our winter people from ME and NH would be whittled down to those with reservation sales amounts of $1000 or less.
In other words they have to pass this test AND this test.

If you wanted the winter people from ME and NH, or you wanted people that had sales of $1000 or less, you would have to do that as 2 separate selections. First, enter the Codes criteria, click Add, then click Reset Inputs, then enter the Sales date, and click Add a second time. The sales results will get added to the Codes results. This is only necessary when you want 'OR's. These people OR these people. Otherwise, mutiple criteria means 'AND'. But, keep in mind, that multiple entries from the same selection box are choices, and a person only needs to have one of those choices.

Rosters
Rosters are basically a history of what people participated in, so would limit your searches to group members. There is a section for each item type. If you make multiple selections of one item type those are 'OR's, and if you make selections from multiple item types then those are 'AND's. For eaxmple, if you select 2 Activity codes, people would need to have one or the other. If you selected one Activity code and one Lodging code then people would need to have both to be selected. But, using multiple selections will make pretty much any selection type possible.

Each item area has 2 or more buttons that determines which selection box appears. That's just for convenience. In Activities you can choose by individual Activity code, Activities from one or more Resources, or Activities from one or more Groups.

Also in each item area are 3 ranges to narrow down searches.

• From and To Date - A date range of when the item took place
• Min and Max Group Size - actual group size of the item
• Min and Max Sales - actual sales for the item

Miscellaneous
The Miscellaneous section contains a few more random selection criteria. By default no one is selected if they have Bulk Mail unchecked in the Mailing List. If you are not selecting for the purposes of mailing to people, then you should check the Bypass bulk mail checkbox. If you only want people with an email address then you should check Only those with email. If you do then people with Bulk Email unchecked in the Mailing List will not be selected. To select them you need to check Bypass bulk email.

Telephone Area Codes are a comma separated list of one or more area codes.
Zipcodes (or Postal Codes) are best entered as 5 digits (or less). If you want Zip+4 then enter as 12345-6789. Canadian Postal Codes should be entered as A1A 1A1, no hyphen (probably best to only use the first 3 digits).
Birth Dates only required the month and day, entered as MM/DD.
Ages can obviously only be calculated for people with a birth date entered.

Once you've setup the criteria as you want them, simply click Add. The database will be queried and any found entries added to the Total Selected. You can enter as many sets of criteria as you like and click Add each time. Remember to click Reset Inputs between sets of criteria.

Removing Entries
There will come a time when you want to remove entries from the total entries selected. Generally, you remove when it's easier to select more than necessary then remove the ones you don't want. A simple example is you want everyone that does not live in Maine. The easiest way to do that is to select everyone (enter no criteria), then choose Maine from the Regions, then click Remove.
At Any time you can start fresh by clicking Clear Results.

• Outputting

Under the output Tab are 3 sections: Field Options, Fields Selected, and Sort Order. The Field Options section has two options: Select Fields and Specify Sort Order. Fields Options works the same way regardless. If you have Select Fields checked then select the fields you would like outputted. If Select Sort Fields is checked then select the fields you want to sort by.

The Fields Selected and Sort Order work the same way. Simply drag and drop the fields you've selected into the order you like. The sort order is more critical. Sorting occurs in the order of the sort fields. For example, if you want to sort the entries by state then by last name then by first name, you would want State, Last Name, and First Name as your 3 sort order fields (in that order). Output would sort first by state, then within that state by last name, and for multiple people with the same last name by first name.

If you do not wish to output multiple people from the same family (see Mailing List section) then click the Apply Family Filter. This will ensure that only one person from a Family is output.
When you are ready to generate an output file, click Generate CSV. Depending on many factors you will eventually be presented with a download or open dialog box. From there you can open or save the generated CSV file.

• Recording and Replaying

There may be times when you would like to save and redo certain selections. Start fresh, ie no entries selected and click Start Recording. Do your selections as you would normally. When you are done selecting, click Stop Recording. You will be asked for a name to save the recording as. In the future if you wish to re-create that selection, simply choose the name from the list and click Replay. If your recording contained dates, you will be prompted to enter new dates for the same fields. It's very rare you want to repeat a selection for the exact same dates.
If you want to delete a recording, select its name and click Delete.

• Sending

Before Sending your Campaign you must first Preview and Test your message. Preview will show you your email in your browser. Test will send the email to the To Address.
Once you are satisfied that you campaign is ready to go there are 2 stages in the send process: The first stage uploads your selected email recipients and attachments; once you've received confirmation that the upload was successful you can go ahead with the second stage which tells Jango to go ahead and send the emails. That's it!

Each time you return to your Campaign (or click your campaign ID) the Jango statistics will be updated. Any Bouncebacks or Removes will be automatically handled. Your campaign is complete.

• Email Results

To see the full results of your campaign, you need to visit Jango's site. The Jango button will take you directly there. If your Jango config file is properly setup then you will be logged in automatically.

Overview

ROAM can book many types of items. For the most part they are setup the same way, with a few item specific differences. In general, all item types have a Details panel, a Schedule panel, a Rates and Prices panel, and panels for Roster details, Checklist questions, General Information, Web Links, Add-ons and Upgrades. In order to be able to setup an item, a number of other setups need to be completed first. Those setups are accesible from within the item setups via the Additional button.

• Details

The Details panel is very similar for all items. This information is used to answer basic information about each item. The fields common to all items are:

• Code - max 8 digit code used to identify the item
• Description - how the item is referred to, used in all documents, reports, etc
• Active - whether the item can be booked or not
• Print on Inv - whether the item should print on the Invoice or not
• Allow Adults - can adults be booked for this item
• Allow Youth - can children be booked on this item
• Roster popup - should the roster page 'popup' when an item is booked, as a reminder
• Allow Online - can the item be booked online
• Latest Day - latest day in advance the item can be booked online (1 would the day before)
• Latest Time - latest time of day on the latest day that the item can be booked
• Waiver - if item requires a waiver from participants
• Waiver Code - actual waiver code
• Rsv Message - a message that will popup when a reservationist books the item
• Inv Messagee - a message to print on the Invoice
• Booking - the geographic area where this item is associated with. Once the first item is booked on a reservation all other items must be in the same area
• Maps - the geographic area where this item meets. The first item (by arrival date) on a res can be used to generate a Google map from the group leader's address
• Company - which company this item belongs to. Only items with the same company code as the reservation can be booked on that reservation. If the item is setup with None, then it can be booked on any reservation
• Supplier - if supplied or provided by a third party
• Comm GL - a commission general ledger number, if a commission is ever applied to this item
• Sales GL - one of upto 4 sales general ledger numbers. See the accounting section
• Amount - how much money is applied to this general ledger number
• Percent - how the money is applied to this general ledger number
• Tax Codes - one of up to 4 sales tax codes.

• Schedule

The Schedule is used to maintain a list of dates and times when an item is bookable, and how many spaces there are. Entries can be made en masse or one at a time. The page is divided into two sides. The left side is used to make entries for a range of dates, and the right side is to edit entries in a given month. The best way to enter data is to do big chunks of time first using the left side, then if any fine tuning is needed make changes to individual dates or times on the right side. See the Schedule section under each item type for item specific details.

Left Side: enter the desired date range to schedule, check the days of the week this entry applies to, then fill in a list of times and limits. When complete, click Add. Add will generate one entry per day per time entered. Those individual entries can be edited on the right hand side.

Right Side: enter the year and month you wish to view/edit, then click Load. All entries for that month will appear. You can edit an entry by clicking it then making changes and clicking Save. Or you can delete an entry by clicking it and clicking Delete. Or you can add a new entry by filling in the spaces and clicking Save.

• Rates and Prices

All items can have multiple rates, each rate can have multiple time frames, and each time frame has day of the week pricing. Rates can be per-person rates or a flat rate. If a flat rate, then you can set an additional people level so that anyone at that number or higher is charged on top of the flat price. Rates can also be for a certain time period, like one day or a week, or even fixed. Activities often have a fixed time period, and the charge is for that activity. Whereas lodging is usually charged by the day. The fields common to all Rate pages:

• Rate Number - A number from 1 to 99
• Description - A short description of the rate
• Privilege Level - Minimum privilege level a user needs in order to book an item with this rate
• Price Code - The pricing structure, ie Adults/Youth, Group sizes, etc
• Payment Terms - How and when this item needs to be paid by
• Rate Basis 1 - Flat or per Person
• Rate Basis 2 - Fixed, daily, weekly, etc
• Cost Basis - If this item is provided by another supplier, your payment arrangement with them
• Cost GL - If this item is provided by another supplier, where to record costs
• Currency - Which currency the rate is, which must match the reservation currency
• Addl Ppl -If a Flat rate, you can also charge for people at or over X number. This would be the X
• Online - Is this rate available online?

Once a rate has been entered or recalled, you can move on to Rate Dates. These are one or more date ranges that the rate is valid for. You may simply have one date range per year, or you may have many. If there happens to be any conflicting date ranges then the first date range that includes the booking date is used. Fill in a From and To date range and click Save in order to access the actual prices.

Prices are entered into a grid. Along the top are the days of the week and down the left are your pricing code values. You can have up to 4 pricing code values per day. Pricing code values are simply descriptions such as Adults/Youth, or perhaps 16-25, 26-35, etc. If the pricing was setup as Flat then you can have a 5th line which is for the additional people.

If this item is supplied by a third party you can also enter in cost information. What you enter depends on the value selected in Cost Basis in the rate. The Cost Basis can be a percentage or a dollar amount. As well it can be an amount you pay (payment), or an amount you keep (commission). If, for example, you chose Payment% and you pay the supplier 70% of what you charge, then you would enter 70 into the costs section.

Included Items: Activities, Lodging, and Rentals can all have included items. Included items are items that are automatically booked when their parent item is booked. An example is a lunch being booked when an activity is booked. Activities can have included meals, rentals, and other charges. Lodging can have meals, rentals and other charges, and Rentals can have meals and other charges. The items share in the revenue. The amount going to the included item(s) is determined by the rate specified for the included item. Included Rentals and Meals are given a day on which they start and a duration. Other charges just have a start date.

• Roster

Basic information can be collected in an item roster, but sometimes more specific information is needed. Each item can have up to 6 specific fields. You simply enter in a heading, and select the type of field. Valid types are Date, Time, Checkbox, or Text.

• Check List

It's often advantageous to have the reservationist ask the guest a series of questions when they book an item. Simply enter in one ore more questions, of any length, into the text area. A question must terminate by a question mark (?). The questions can only be replied to with Y or N answers. The answers are saved wtih the item.

• Item Information

This is a convenient location to enter pertinent information about an item. This info can be recalled when making a reservation or from within the availability.

• Links

Links are URL links listed on a guest's invoice. They are used to provide a quick way for the guest to access more information. They can be item related, or driving directions related, or whatever you like.

• Add Ons

Add ons are used to help encourage an online user to book more items. When you setup a company you specify the typical item categories a guest should book. If the online system sees that the guest has not booked all categories, then some suggestions will be made to them. The logic is essentially "You booked an Activity, but haven't yet booked any Lodging. How about these choices?".

• Upgrades

When a guest is booking online upgrade suggestions will be made based upon an item already booked. A Rate is specified as a way to offer a preferential price (or the regular price). The logic is "You booked this item, but maybe you'd like to spend a bit more and get this item instead".

Overview - Additional

Before an item can be setup in ROAM there are other setups that need to occur. Most of these setups are common to all item types, and some are specific to each item type. Additional setups are presented in a dropdown list. Select the one you are interested in and click Submit.

Below are the setups common to all item types.

• Company Codes

Company codes are used to record basic information about your company. You need to enter at least one company. If you have more than one company, enter them all. ROAM will keep many parts of your data separated by company. Items can be specific to one company, reservations are always specific to one company. Reports and documents are company specific. The Mailing list and any reports originating from the mailing list are not company specific.

Most fields in the Company Code setup are self-explanatory. However, a few are not:

• Credit Card Division - To keep credit card batches separate for each company. If you wish multiple companies to use the same batch enter in a similar value for all companies. Otherwise use a unique value. This field is mandatory
• Online Rsv Items - If you wish to enforce that online reservations have certain item types, enter a comma separated list of types:
• A - Activities
• L - Lodging
• R - Rentals
• M - Meals
• S - Store
• T - Transportation
• O - Other
For example, to enforce an Activity and Lodging, enter A,L.

• Geographic Area Codes

Area Codes are used to identify and separate different operational areas. The main reason is to prevent a guest from booking one item in one area and another item in a completely different area. Another reason is to produce driving directions from the group leader's address to the meeting area for the first occuring item in a reservation. In the item setups the Areas are referred to twice: once as Booking as once as Maps. You must setup at least one Area.

• Latitude and Longitude - the decimal-ized version. These are needed if your address is not known to Google maps and you wish to produce driving directions

• Suppliers

Suppliers are needed if you offer items provided by another party, or haev Store items. This is used to keep a record of basic information about each Supplier.

• Reservation Message - if an Supplier supplied item is deleted from a reservation, or a reservation is cancelled that contains a Supplier supplied item, then this message will popup for the reservationist, along with the Supplier's telephone#. This does not happen for Store items

• GL Codes

GL (General Ledger) Codes are used to categorize income, expenses, inventory, and taxes. While they are not mandatory, they should be entered.

• Tax Codes

Tax Codes, while meant to charge sales tax, can be used for service charges as well. The page has two parts, details about the tax and a list of rates.

• Basis - How the tax is charged. Not all methods will work with every item so be careful in how they are applied
• Percent - The traditional sales tax method
• Per Person - a charge per person
• Per Person/Day - a charge per person per each day of the item duration
• Quantity - a charge based on the quantity
• Quantity/Day - a charge based on the quantity for each day of the item duration
• Effective - which date to use when searching the Tax Rates list. This is used mostly when a tax rate change is going to take effect
• Exemptable - Some non-profit groups do not pay tax and a reservation can be non-taxable. However, some taxes are always charged. If so, check the box
• Tax on tax - This isn't specifically taxing a tax, but Tax Codes can be used as service charges, and some service charges are taxed.
• Apply to States - If a tax only applies to residents of certain states, select those states.

The Tax Rates Date and Rate are a list of dates and rates over time, if a rate were to change. Keep adding to the list, do not remove or replace existing entries. ROAM will apply the rate active at the time of the charge.

• Currencies

While ROAM can charge in any currency, it does not do any currency conversion. As well, a reservation is in one currency only so all charges for that reservation's items must be in the same currency. At least one Currency must be setup. If you are converting from Roam II, use C for $CAD, and U for $USD.

• GL Suffix - if you use multiple currencies and wish to record income, expenses, etc by currency then enter a sub GL account

• Payment Terms

Payment Terms are used to calculate up to 3 payment dates and amounts. The first payment is always considered to be a deposit. Every item needs a Payment Term setup in the Rates and Prices section. This can create conflicts in that multiple items on a reservation may have different terms. ROAM goes through a few steps to resolve the conflict.
First, if any term has Apply To Rsv checked then that term is used for the whole reservation.
Next, all terms are sorted based on the Priority field. The term with the lowest value is chosen. That term is used for the payment dates.
Payment amounts are always calculated using each item's terms, unless a Apply To Rsv term is used.
Finally, if any dates are prior to the booking date, they are adjusted. If any dates are post arrival, they are also adjusted. If any dates are out of order they are adjusted. And if any dates are the same they are combined.

• Apply To Rsv - if checked and if item on a reservation uses this term, then all items will use this term
• Priority - if more than one term is found on a reservation then the one with the lowest priority value will be used to calculate dates
• Payment Base - how to calculate the payment amount
• % of Charge - enter a % value for Payment Amount, ie 10% is 10
• Per Person - enter a $ amount in Payment Amount
• User Day - a $ amount for each day of the item duration
• Flat Rate - a fixed $ amount
• Per Day/Unit - a $ amount per unit per day of the item duration - only applies to Lodging
• Quantity - a $ amount per quantity - only applies to Lodging, Rentals, and Store
• Payment Amount - the amount to apply to the payment, based upon the Payment Base
• Payment Date Basis - How to calculate the Payment Date
• Before Arrival - enter a number of days before the arrival date into Payment Days
• After Booking - enter a number of days after the reservation was made into Payment Days
• Specific Date - enter a date into Payment Date. This would need to be changed yearly
• Payment Days - a number of days added to the booking date or subtracted from the arrival date to determine the payment date
• Payment Date - a specific date a payment is due. This is rarely used and only for specific purposes.

Example: If you wanted $50 per person deposit within 5 days of the booking, then 50% of the remainer 60 days before arrival, and the balance 30 days before arrival, then your entries would look as follows:

	Payment Base 1       - Per person
	Payment Amount 1     - 50
	Payment Date Basis 1 - After Booking
	Payment Days 2       - 5	
	Payment Base 2       - % of Charge
	Payment Amount 2     - 50
	Payment Date Basis 2 - Before Arrival
	Payment Days 2       - 60
	Payment Base 3       - % of Charge
	Payment Amount 3     - 50
	Payment Date Basis 3 - Before Arrival
	Payment Days 3       - 30	

The second and third payment know about previous payments so if a % is used it's a % of what remains to be paid. In reality, payment 3 is always what's left to pay.

• Price Descriptions

Price Descriptions define how you charge guests. For example, for some items you may charge by Adults and Youth. Whereas for other items you may charge by the group size. And for other items you may charge simply by the number of people. ROAM lets you setup how you charge, and these codes are applied to Rates so one item can be charged multiple ways.

Also setup in a rate is whether the item is charged per person or as a flat rate. Keep that in mind when assigning the Price Description to a rate. For per person charges only the first 4 descriptions are used - DO NOT use the 5th. For flat rate charges the first 1 is used and the 5th is used for any additional people.
Additional people are any people over and above the flat rate charge - that is defined in the Rates and Prices section of each item setup.

Price Descriptions can also be based on group size. Again, only the first 4 descriptions are used. If you choose Group Pricing, then you enter the minimum and maximum values for each of the upto 4 pricing levels. If you don't need 4 levels, then enter 999 as the maximum of the highest level.

• Waiver Codes

Waiver codes are used to specify which document to use as the item waiver, if any. As many items can use the same waiver document, you just setup the document once, give it a waiver code, then assign the appropriate code to any items needing a waiver.

Activities

Activities are items where people 'do things' at a certain time, such as rafting, zip-lining, kayaking, and so on. What makes Activities unique is that they are done at a certain time of day, for a certain number of days, and generally have limits as to hao many can participate per time or day. In ROAM, Activities can have 3 sets of limits established to prevent over-booking: An activity time limit - so many people can go at specified times, a daily resource limit - so many people can go on one resource in a day, and a sub-total limit - so many can go at one time across multiple Activities. Any number of times and limits can be setup per day, and each day can be different.

• Details

On the details page there are a few fields unique to Activities:

• Activity Group - Each item belongs to an activity group, such as Rafting, Biking, Hiking, etc
• Duration-Days - How many days long is the activity
• OverNight - Whether or not the Activity returns each night or not. If so, then a start time is needed for each day
• Duration-Hours - Informational only

• Daily

Activity setups have a specific Tab entitled Daily. For each day of an Activity you need to specify from 1 to 4 resource codes. Resource codes indicate where an Activity takes place. Resources also have limits, but only one limit per day. Even if you don't need a daily limit of any kind you need to set one up and give it a limit of 9999. Also under the Daily Tab you can specify from 0 to 4 Sub-total codes. Sub-totals require time limits, and are a way to prevent over-booking between multiple items that occur at the same time.

• Schedule

As some Activities are multi-day there are cases where you need to specify a start time for each day. On the Schedule page there are a few fields unique to Activities:

• Multi - Checkbox to indicate if you want to enter start times for day 2+
• Multi-Day - a time entered for days 2+

• Rates and Prices

Activities can have included items: Meals, Rentals, and Other Charges.

Activities - Additional

Activities have three unique additional requirements that need to be completed before an Activity can be setup.

• Activity Groups

Activity Groups are used to classify activities by type. For example, rafting, hiking, biking, fishing, kayaking, mountain climbing, etc. Groups help to locate Activites more quickly in a lookup, and help classify Activities on reports. Activities belong to one Group.

If Book Online is not checked, then no items in that group are available online.

• Activity Resources

Activity Resources are used to identify where an activity takes place on any given day, and to enforce a daily limit for all of those activities. Up to four resources can be specified for each day of an activity. This is in case an activity moves location in a day. At least one resource needs to be specified per day. Resources have daily limits. All of the people participating on activities are summed by resource, for each day, and that sum cannot be greater than the resource limit for that date. If you do not need a resource limit, then set it to 9999.
If you had 3 activities all taking place in or on the same resource, and each activity had a limit of 30, but the resource could only handle 75 in a day, then when the 76th person is being booked an error message will display.

Avail Desc is a description to use on availability screens, rather than the actual description.

To set the daily limits, enter in a From and To date, check the days of the week that the limit applies to, fill in the limit and click Add. The system will create one entry per day for each day you specified. Repeat as often as needed. To adjust individual days, enter a year and month and click Load. All entries for that month will appear. You can edit an entry by clicking it and changing the details, or delete an entry by clicking it and clicking delete. Or add a new entry.

• Activity Sub-Totals

Activity Sub-Totals are used to enforce time based limits on any given day. You do not need to enter any Sub-Totals as they are optional. All people participating on activities are summed by sub-total for each time of the day, and that sum cannot be greater than the sub-total limit for that time. If you had 3 activities all with the same sub-total, and each activity had a limit of 30 at 9:30, but the sub-total limit for 9:30 was 75, then when the 76th person is being booked an error message would display.

To set the sub-total limits, enter in a From and To date, check the days of the week that the limit applies to, fill in the time and the limit and click Add. The system will create one entry per day for each day you specified. Repeat as often as needed. To adjust individual days, enter a year and month and click Load. All entries for that month will appear. You can edit an entry by clicking it and changing the details, or delete an entry by clicking it and clicking delete. Or add a new entry.

Lodging

Lodging items are ones where people stay for (usually) a pre-determined amount of time ni a pre-determined location. In ROAM lodging can be one of 3 types: A space limited by the number of people, such as a primitive campsite or gymnasium floor; Unitized lodging where specific units are booked; and Unitized where beds in the unit rather than the whole unit is booked. Unitized lodging by the room can have a specific unit allocated when the reservation is made or just prior to arrival. Lodging items are are meant to be all of one type of lodging. All of the same size, same location cabin tent. All of the same type of room in a hotel. And so on.

• Details

On the details page there are a few fields unique to Lodging:

• Location - this can be a building, or campsite, or geographic area
• Type - the type of lodging; tent, condo, hotel room, etc
• Check-In - The earliest time of day to check in
• Check-Out - The latest time of day to check out.
• Max Ppl/Unit - If non-unitized, then max number of people for the area. If unitized the max number of people in the unit. If Book by Beds then the max per bed
• Unitized - Check if the lodging item is booked by the unit or bed
• Booked Beds - are individual beds booked
• Assign at Booking - Is the unit (not beds) assigned when the res is made
• Assign at Arrival - is the unit (not beds) assigned prior to arrival

One or both of Assign at Booking and Assign at Arrival needs to be checked. If both, then the unit can be assigned at either time.

• Units

If the lodging is unitized, then a list of unit names/numbers must be entered. If the item is booked by bed, then the quantity of beds also must be entered.

• Schedule

On the Schedule page there are a few fields unique to Lodging:

• Units - A list of unit names that the schedule applies to
• Quantity - One if a unitized and not by bed, and beds if booked by bed. Non-unitized has no quantity

• Rates and Prices

On the Schedule page there are a few fields unique to Lodging:

• Minimum People - the minimum people required to get that rate.
• Minimum Charge - the minimum charge allowed for that rate
• Minimum Nights - the shortest stay possible
• Charge Youth - should youths be charged when charged by people
• Youth Age - the age where one is considered a youth

Lodging can have included items: Meals, Rentals, and Other Charges.

Lodging - Additional

Lodging has two unique additional requirements that need to be completed before a Lodging can be setup.

• Lodging Locations

Lodging Locations are used to classify lodging by area. An area can be a geographic area, a building, a wing, etc. All lodging items belong to one location.

If Book Online is not checked, then no items in that location are available online.

• Lodging Types

Lodging Types are used simply to describe the type of lodging for each lodging item. Used primarily online to help a guest narrow down their search.

Rentals

Rentals are items where people rent items at a certain time for a certain duration. In ROAM, Rentals have 3 sets of limits established to prevent over-booking: A rental time limit - so many items can be rented at a certain time, an item limit - so many of a certain item, and a category limit - so many of a certain item type. Any number of times and limits can be setup per day, and each day can be different.

• Details

On the Details page there are a few fields unique to Rentals:

• Category - which category the item belongs to, such as bikes, snowmobiles, boats, etc
• Duration-days - this is just a default in case an item is typically rented for the same period of time
• Quantity - the maximum quantity available of an item, regardless of rental time. The fleet size
• Max Ppl/Item - how many people can use one item. Normally one, but can be 2 or more.

• Schedule

Rentals are usually from a time to a time in order to keep track of where items are and when they'll be back. On the Schedule page there are a few fields unique to Rentals:

• From - Starting rental time
• To - Ending rental time

• Rates and Prices

On the Rates and Prices page there are a few fields unique to Rentals:

• Min People - minimum people for that rate

Rentals can have included items: Meals and Other Charges.

Rentals - Additional

Rentals have only one unique additional requirement that needs to be completed before a Rental can be setup.

• Rental Categories

Rental Categories are used to classify rentals by type and to enforce an overall daily limit for rentals of a similar type. Rentals belong to one Category.

If Book Online is not checked, then no items in that category are available online.

To set the daily limits, enter in a From and To date, check the days of the week that the limit applies to, fill in the limit and click Add. The system will create one entry per day for each day you specified. Repeat as often as needed. To adjust individual days, enter a year and month and click Load. All entries for that month will appear. You can edit an entry by clicking it and changing the details, or delete an entry by clicking it and clicking delete. Or add a new entry. If category limits are not needed enter in one per day set to 9999. Rental category limits are not often used, but can come in handy when you have multiple locations and shift inventory from one location to another. You may have 25 items in location A and 25 in location B, but only 25 in total. Once all 25 are booked you can move them to where they are needed.

Meals

Meals are items where people pre-book a meal before arrival. In ROAM, Meals have 2 sets of limits established to prevent over-booking: A meal time limit - so many per sitting, a location limit - a maximum eating area size. Any number of times and limits can be setup per day, and each day can be different.

• Details

On the Details page there are a few fields unique to Rentals:

• Location - where the meal is eaten
• Tip GL Code - If any tip amount is entered in the rate then the tip income is assigned to this GL

• Schedule

Meals are always assigned a time in order to know A-how many people are eating at one time, B-to show a time on the invoice. There are no meal specific fields on the Schedule.

• Rates and Prices

Any tip amounts are assumde to be in the meal price. The tip amount is removed prior to any taxes being applied. On the Rates and Prices page there are a few fields unique to Meals:

• Tip Amount - the value of any Tip
• Percent - if checked, then Tip Amount is a percentage of the meal amount charged, otherwise it's a fixed amount per person

Meals - Additional

Meals have two unique additional requirements that need to be completed before a Meal can be setup.

• Meal Locations

Meal Locations are used to classify meals by area. An area can be a geographic area, a building, etc. All meal items belong to one location.

Limit is the max number of people that can eat in the location at one time. If Book Online is not checked, then no items in that location are available online.

• Meal Types

Meal Types are used simply to describe the type of meal for each meal item. Used primarily online to help a guest narrow down their search.

Store

Store charges are retail goods added to a reservation. While it can be any Store item, the intention is that it would be items that a guest may pre-book. Examples would be Photos or DVDs, firewood, perhaps even a wetsuit. Inventory is not checked when booking a store item, any number can be sold. Store items do not follow the same pattern as the other items when it comes to data entry. There is only one page, with two panes: the Selection and Details panes. If there are multiple similar items, but have a different size or color or design, etc, then they need a unique SKU.

• Selection

As there are many, often times thousands, of item numbers or SKUs in a store it's not possible to recall all item numbers. To recall a Store item you can enter the SKU or search for it. To search, simply enter a keyword in the description of the item. A list of results will appear, and one can be chosen, or you can search again.

• Details

Store Item fields:

• SKU - Stock Keeping Unit, or the Item Number. Must be numeric
• Description - A description for the item
• Item Type - A grouping, such as Clothes, Food, Boats, etc
• Color - A color code
• Size - A size code
• Design - A design code
• Unit of Measure - how the unit is sold: Each, Pair, Foot, etc
• Vendor - A vendor code, optionally 2.
• Vendor Item# - The Vendor's item# for the item
• Vendor Cost - The Vendor's price for the item. Used as a default in purchasing
• Department - A department code
• Inventory Item - Does this item normally have inventory
• Min QOH - Minimum quantity on hand, if an inventory item
• Reorder Qty - How many to reorder, if an inventory item
• Inventory GL - Inventory General Ledger number, if an inventory item
• Sales GL - Sales General Ledger number
• Expense GL - Expense General Ledger number
• Tax Code 1-4 - Up to 4 sales tax codes
• UPC - A UPC code for barcoded sales tags
• Active - can the item be sold/booked
• Avail Online - can the item be sold online
• Decimal Places - when items are sold what decimal precision is needed. Example: 9.9 would be one

• Rates and Prices

While accessed via a button, rather than a Tab, the rates and prices are setup the same as all other items. While this may seem odd for a retail item, the advantage is more flexibility than just having one or two prices. You can setup the item to have only one rate, one rate date range, and one price for every day. But, you can also setup multiple rates, or a rate to have different prices at different times of the year, or on different days of the week.

Store - Additional

Store Items are unique and have 7 different additional requirements necessary before a Store item can be setup.

• Item Type

The Item Type is used to categorize Store items. Types are things like Clothes, Food, Boats, etc. Also, GL codes and Taxes can be setup for the Item Type as defaults to be used when a new Store Item is setup.

• Item Color

Item Colors are used solely to establish a common and consistent list of colors to be used for all items.

• Item Sizes

Item Sizes are used solely to establish a common and consistent list of sizes to be used for all items.

• Item Designs

Item Designs are used solely to establish a common and consistent list of designs to be used for all items.

• Unit of Measure

Units of Measure are used for a few purposes: To establish a common and consistent list of measures to be used for all items; To clarify the unit size of the item being sold; and to dictate how many UPC labels, it any, are needed when new stock arrives. For example, T-Shirts would probably have a Unit of Measure of EA (Each). And the Label request would be One Label/Item. Whereas rope may have a Unit of Measure of F (Feet) and only need one label for each shipment.

• Item Departments

The Item Departments are used to Organize Store items by department. Also, GL codes and Taxes can be setup for the Departments as defaults to be used when a new Store Item is setup.

• POS Locations

Each physical Point Of Sale area needs a unique location code. This is used to identify each location and to segregate inventory.
The Credit Card Division is used to keep credit card batches separate for each location. If you wish multiple locations to use the same batch enter in a similar value for all locations. Otherwise use a unique value. This field is mandatory

Transportation

Transportation items are meant to be used for things like airport shuttles, keeping track of a flight, and so on. There are no preset times and limits.

• Details

On the Details page there are many fields unique to Transportation items:

• Return Trip - Is this item one way or return, of one way then the Return portion need not be completed
• Depart Date - Date of departure
• Depart Time - Time of departure
• Origin - Departure location
• Destination - Destination location
• Flight# - Flight#, route#, line#, etc
• Dur-days - duration of trip in days
• Duration-hours - duration of trip in hours
• Schedule

Transportation items have no Times/Limits.

• Rates and Prices

No specific fields for Transportation items.

Transportation - Additional

Transportation has only one unique additional requirement that needs to be completed before a Transporation item can be setup.

• Transportation Groups

Transportation Groups are used to classify Transportation items by group. Transportation items belong to one Group.

If Book Online is not checked, then no items in that group are available online.

Other Charges

Other Charges are any miscellaneous charges not covered in other sections. Other Charges have no limits, or a Schedule Tab/Pane.

• Details

No specific Other Charge fields

• Schedule

No Schedule Tab/Pane.

• Rates and Prices

No specific Other Charge fields

Other Charged - Additional

Other Charges have only one unique additional requirement that needs to be completed before an Other Charge can be setup.

• Other Categories

Other Categories are used to classify Other Charges by type. Other Charges belong to one Category.

If Book Online is not checked, then no items in that category are available online.

Packages

Packages in ROAM are a pre-packaged, pre-priced, group of items. Any other item in ROAM can be part of a package. And there can be any number of items. Package setup is unique in that there are two levels to a package. There is the package itself, but every package can have multiple options. This avoids having to setup a new package simply because one item is different. One Package option may have only one item more or less than another option, but is still called the 'Adventure Getaway package'.

• Details

There are no fields unique to Packages on the Details page.

• Options

Options are unique to packages and serve to allow a variation on a package without creating a whole new package item. Package Option fields:

• Option - A sequential number identifying the option
• Description - A description of the option used when booking and on invoices
• Days - Duration of the package
• Online - Is the option available online
• Active - Is the option active
• Var Days - Can the option be variable duration
• Allow Addl - Can additional items be added to the package on the reservation

Note: Allow Addl is very useful if you want to allow more items to be added to the package at reservation time. Especially if you setup the package with no items. Then you can create a totally custom package at reservation time. Or setup a shell of a package, perhaps just lodging, and add items later. This works best when combined with the Auto Price and Assign Price on the package rate.

• Schedule

Packages have two unique Scheduling fields:

• Options - you can schedule options individually or in groups by selecting one or more options
• Limit - The maximum number of packages available. Each item within a package also needs to be available in order for the package to be booked

• Rates and Prices

Rates and Prices for Package Options are almost the same as other items, except for the following:
There is no cost basis, cost prices, or suppliers.
There are 2 additional fields:

• Auto Price - if Checked then no Prices need be entered. The prices will come from the sum of the prices of the individual items
• Assign Price - if Checked then no Prices need be entered. The prices are entered by the reservationist when the package is booked

You cannot choose both Auto Price and Assign Price. Auto Price over-rides Assign Price.

• Included Items

All other item types can be included in a package option. There are two very important concepts to know when adding items to a package: Choices and Accounting.

Choices: A package option isn't just a fixed list of items, the guest can have options. Essentially it's like "You can have this activity on the first day, or you can have this one or this one". However, the guest has to take at least one item out of choice. If you need to you can create an item which is essentially a non-item, ie no charge, unlimited space, and doesn't print on the invoice. To setup a choice is very simple. It's a combination of the Day and Choice fields. Any items with the same Day and Choice are choices. For example:

	Day 1, Choice 1, Activity ABC
	Day 1, Choice 1, Activity BCD
	Day 1, Choice 1, Activity CDE
	
	Those are 3 choices, of which the guest needs to pick one.
	If a second activity is needed on Day 1, then setup another choice:
	
	Day 1, Choice 2, Activity ABC
	Day 1, Choice 2, Activity BCD
	Day 1, Choice 2, Activity CDE
	
	The second group of choices does not have to have the same 
	items as the first group.  
	What these 2 choice groups do is make the guest pick 2 out of 3 
	activities to do on Day 1

Accounting: How does each item in a package get assigned money, and how much? That depends on a few things: the Fixed Value column; the Rate# assigned each item; and the price charged for the package. Once the package is booked the items are divided into two groups; those with a Fixed Value of Y and those with a Fixed Value of N. The Y's are dealt with first. Each Y has its price calculated as if that item was booked individually at the rate# assigned in the package options setup. That amount is assigned to that item. A total is summed of those amounts. The remainder of what was charged vs what was assigned to Y's is determined. Next, the N's are priced as if they were booked individually with their rate#. A sum of those prices is made. That sum is then compared to the remainder, and a ratio is calculated. Each of the N's then gets allocated a portion of the remainder based upon that ratio. For example: A package is booked and the guest charged $250. In that package is Fixed Value = Y item that gets allocated $100, leaving $150 to be allocated to two Fixed Value = N items. Priced individually those two items are $120 and $80, adding up to $200. We don't have $200 left, so a ration is calculated: $150/200 is 75%. Each item gets 75% of their calculated price. Item A gets $120 times 75% or $90, and item B gets $80 times 75% or $60. $100+90+60 = $250, which is what the guest is charged.

Once those dollar values are assigned to each item any any tips, discounts and free are calculated and finally taxes calculated.

Packages - Additional

Packages have only one unique additional requirement that needs to be completed before a Package item can be setup.

• Package Category

Package Categories are used to classify Package items by category. Packages belong to one Category.

If Book Online is not checked, then no items in that category are available online.

Reservations

Before a reservation can be taken many things need to be setup. You need a least one customer! Plus an item, but also some reservation specific things.

• Discount Codes

Discounts cannot just be given out at random, they must be setup in the system to maintain some control over them. You can control the method, flat, percent, etc, the amount, and a maxiumum. To organize the discount codes themselves, all discounts belong to a discount category.

• Discount Method - how the discount is calculated
• Flat - whatever is entered into the Discount Amount, below
• Per Person - number of people times the Discount Amount
• Percentage - percent times the Discount Amount
• Per Person/Per Day - number of people times the number of days times the Discount Amount
• Determined at Booking - up to the reservationist
• Discount Amount - a numeric amount used to calculate the discount
• Maximum Discount - a ceiling to prevent over discounting
• Privilege Level - The needed privilege level to offer this discount
• From and To Date - when the discount code is valid. Optional

• Discount Categories

Simply used to help categorize the Discount codes

• Cancellation Reasons

When a reservation is cancelled a reason must be given. Having preset codes help to keep the reasons consistent.

• Payment Categories

Payment Categories can be used for various reason. It can be where the money was collected (online, office, kiosk, etc) or what the money is for (deposit, payment, etc).

• Refund Reasons

When a negative payment is made, ie a refund, a reason must be given. Having preset codes help to keep the reasons consistent.

Customer

Before a customer can be setup in ROAM there are other setups that need to occur.

• Countries

International 2 digit country codes, names and dialing prefixes. You should not need to edit this information.

• Group Types

Used to categorize groups, ie Boy Scouts, Corporate, High School, etc.
If Web is not checked then that group type won't appear online for a guest to select.

• Status Codes

Used to help categorize entries in your mailing list. Can be things like Employee or Active or MVP, etc.

• Info Request Codes

When a prospect requests more information to be mailed to them, you can request a label. In that request you can select one or more info requests. These print on the label and inform the office clerk what needs to be mailed. Optionally, a letter can be printed.
If Web is not checked then that code won't appear online for a guest to select.

• Marketing Codes

These are used to indicate recurring (e)mailings to be made to the guest. If Web is not checked then that group type won't appear online for a guest to select.

• Preference Codes

What type of activites, lodging, etc a guest is interested in. If Web is not checked then that code won't appear online for a guest to select.

• Info Request Codes

When a prospect requests more information to be mailed to them, you can request a label. In that request you can select one or more info requests. These print on the label and inform the office clerk what needs to be mailed. Optionally, a letter can be printed.
If Web is not checked then that code won't appear online for a guest to select.

• Inquiry Codes

When a prospect contacts you you can record how they found out about you, to determine marketing effectiveness. To help locate the proper Inquiry code in a long list, each code is assigned a category. (see below) If Web is not checked then that inquiry code won't appear online for a guest to select.

• Inquiry Categories

Used to categorize Inquiry Codes.

• Email Groups

Used to send targeted emailings to certain individuals. If Web is not checked then that group won't appear online for a guest to select.

• Titles

Honorics, such as Mr, Mrs, Dr, etc

Miscellaneous

Before an item can be setup in ROAM there are other setups that need to occur. Most of these setups are common to all item types, and some are specific to each item type. Additional setups are presented in a dropdown list. Select the one you are interested in and click Submit.

Below are the setups common to all item types.

• Company Codes

Company codes are used to record basic information about your company. You need to enter at least one company. If you have more than one company, enter them all. ROAM will keep many parts of your data separated by company. Items can be specific to one company, reservations are always specific to one company. Reports and documents are company specific. The Mailing list and any reports originating from the mailing list are not company specific.

Most fields in the Company Code setup are self-explanatory. However, a few are not:

• Credit Card Division - To keep credit card batches separate for each company. If you wish multiple companies to use the same batch enter in a similar value for all companies. Otherwise use a unique value. This field is mandatory
• Online Rsv Items - If you wish to enforce that online reservations have certain item types, enter a comma separated list of types:
• A - Activities
• L - Lodging
• R - Rentals
• M - Meals
• S - Store
• T - Transportation
• O - Other
For example, to enforce an Activity and Lodging, enter A,L.

• Geographic Area Codes

Area Codes are used to identify and separate different operational areas. The main reason is to prevent a guest from booking one item in one area and another item in a completely different area. Another reason is to produce driving directions from the group leader's address to the meeting area for the first occuring item in a reservation. In the item setups the Areas are referred to twice: once as Booking as once as Maps. You must setup at least one Area.

• Latitude and Longitude - the decimal-ized version. These are needed if your address is not known to Google maps and you wish to produce driving directions

• Suppliers

Suppliers are needed if you offer items provided by another party, or haev Store items. This is used to keep a record of basic information about each Supplier.

• Reservation Message - if an Supplier supplied item is deleted from a reservation, or a reservation is cancelled that contains a Supplier supplied item, then this message will popup for the reservationist, along with the Supplier's telephone#. This does not happen for Store items

• GL Codes

GL (General Ledger) Codes are used to categorize income, expenses, inventory, and taxes. While they are not mandatory, they should be entered.

• Tax Codes

Tax Codes, while meant to charge sales tax, can be used for service charges as well. The page has two parts, details about the tax and a list of rates.

• Basis - How the tax is charged. Not all methods will work with every item so be careful in how they are applied
• Percent - The traditional sales tax method
• Per Person - a charge per person
• Per Person/Day - a charge per person per each day of the item duration
• Quantity - a charge based on the quantity
• Quantity/Day - a charge based on the quantity for each day of the item duration
• Effective - which date to use when searching the Tax Rates list. This is used mostly when a tax rate change is going to take effect
• Exemptable - Some non-profit groups do not pay tax and a reservation can be non-taxable. However, some taxes are always charged. If so, check the box
• Tax on tax - This isn't specifically taxing a tax, but Tax Codes can be used as service charges, and some service charges are taxed.
• Apply to States - If a tax only applies to residents of certain states, select those states.

The Tax Rates Date and Rate are a list of dates and rates over time, if a rate were to change. Keep adding to the list, do not remove or replace existing entries. ROAM will apply the rate active at the time of the charge.

• Currencies

While ROAM can charge in any currency, it does not do any currency conversion. As well, a reservation is in one currency only so all charges for that reservation's items must be in the same currency. At least one Currency must be setup. If you are converting from Roam II, use C for $CAD, and U for $USD.

• GL Suffix - if you use multiple currencies and wish to record income, expenses, etc by currency then enter a sub GL account

• Payment Terms

Payment Terms are used to calculate up to 3 payment dates and amounts. The first payment is always considered to be a deposit. Every item needs a Payment Term setup in the Rates and Prices section. This can create conflicts in that multiple items on a reservation may have different terms. ROAM goes through a few steps to resolve the conflict.
First, if any term has Apply To Rsv checked then that term is used for the whole reservation.
Next, all terms are sorted based on the Priority field. The term with the lowest value is chosen. That term is used for the payment dates.
Payment amounts are always calculated using each item's terms, unless a Apply To Rsv term is used.
Finally, if any dates are prior to the booking date, they are adjusted. If any dates are post arrival, they are also adjusted. If any dates are out of order they are adjusted. And if any dates are the same they are combined.

• Apply To Rsv - if checked and if item on a reservation uses this term, then all items will use this term
• Priority - if more than one term is found on a reservation then the one with the lowest priority value will be used to calculate dates
• Payment Base - how to calculate the payment amount
• % of Charge - enter a % value for Payment Amount, ie 10% is 10
• Per Person - enter a $ amount in Payment Amount
• User Day - a $ amount for each day of the item duration
• Flat Rate - a fixed $ amount
• Per Day/Unit - a $ amount per unit per day of the item duration - only applies to Lodging
• Quantity - a $ amount per quantity - only applies to Lodging, Rentals, and Store
• Payment Amount - the amount to apply to the payment, based upon the Payment Base
• Payment Date Basis - How to calculate the Payment Date
• Before Arrival - enter a number of days before the arrival date into Payment Days
• After Booking - enter a number of days after the reservation was made into Payment Days
• Specific Date - enter a date into Payment Date. This would need to be changed yearly
• Payment Days - a number of days added to the booking date or subtracted from the arrival date to determine the payment date
• Payment Date - a specific date a payment is due. This is rarely used and only for specific purposes.

Example: If you wanted $50 per person deposit within 5 days of the booking, then 50% of the remainer 60 days before arrival, and the balance 30 days before arrival, then your entries would look as follows:

	Payment Base 1       - Per person
	Payment Amount 1     - 50
	Payment Date Basis 1 - After Booking
	Payment Days 2       - 5	
	Payment Base 2       - % of Charge
	Payment Amount 2     - 50
	Payment Date Basis 2 - Before Arrival
	Payment Days 2       - 60
	Payment Base 3       - % of Charge
	Payment Amount 3     - 50
	Payment Date Basis 3 - Before Arrival
	Payment Days 3       - 30	

The second and third payment know about previous payments so if a % is used it's a % of what remains to be paid. In reality, payment 3 is always what's left to pay.

• Price Descriptions

Price Descriptions define how you charge guests. For example, for some items you may charge by Adults and Youth. Whereas for other items you may charge by the group size. And for other items you may charge simply by the number of people. ROAM lets you setup how you charge, and these codes are applied to Rates so one item can be charged multiple ways.

Also setup in a rate is whether the item is charged per person or as a flat rate. Keep that in mind when assigning the Price Description to a rate. For per person charges only the first 4 descriptions are used - DO NOT use the 5th. For flat rate charges the first 1 is used and the 5th is used for any additional people.
Additional people are any people over and above the flat rate charge - that is defined in the Rates and Prices section of each item setup.

Price Descriptions can also be based on group size. Again, only the first 4 descriptions are used. If you choose Group Pricing, then you enter the minimum and maximum values for each of the upto 4 pricing levels. If you don't need 4 levels, then enter 999 as the maximum of the highest level.

• Waiver Codes

Waiver codes are used to specify which document to use as the item waiver, if any. As many items can use the same waiver document, you just setup the document once, give it a waiver code, then assign the appropriate code to any items needing a waiver.