first thing you’ll need to do when you start
working with My Inn Reservations software is to
enter all the information for your inn, hotel
or bed and breakfast.
You’ll enter all of this information
in the Settings area of the program. Click on
the Settings icon, and a new screen will appear
where you can enter all the information about
In the Company Info area, you’ll enter
the name of your business and the address and
contract information. You can also load the
logo for your business to print out on invoices,
if you have a logo. You can leave it blank if
Underneath the contact information are two
fields called “Email Confirmation Text”
and “Email Signature”.
In the email confirmation text box, you write
in the standard confirmation information that
you give guests when they make a reservation.
This includes information like your check in
time, cancellation policy or just a general
thank you or welcome message.
Later, if you choose for the program to create
a confirmation email for a reservation, it will
use this text, along with the specific reservation
information, to create your confirmation email.
The email signature box is just where you type
your name, or the name of the business, along
with your phone number, or web site address,
or perhaps a company slogan.
In the Services area of the settings, you can
enter any extra services and prices for those
services, so that you can easily add them to
a guest’s invoice. Extra services might
include things like a rollaway bed, or a bottle
of wine or a special flower arrangement. It
could be anything that you charge extra for.
You’ll click the Add Service button,
then enter the name of the service, and the
price that you charge for it. That price can
be either a flat fee or a daily rate. When you
make a new reservation later, the reservation
form later will let you specify if you want
to charge for the service each day, or just
once during a guest’s stay.
Hotels, inns and bed and breakfasts are often
required to collect a variety of different taxes
for their city or state. The software is flexible,
allowing you to set up the taxes in a way that
is appropriate for your situation.
To add a tax, hit the “Add” button
and enter the tax rate. Then click the boxes
to indicate if the tax only applies to a room
rate (which would be used for an occupancy tax),
or if it applies to a service (for a sales tax)
or even both.
You can adjust the taxes on individual reservations
later, if you get a guest that is tax exempt
for any type of tax.
Rooms is the section of the settings where
you enter all of the rooms of your inn, along
with the rates.
Click on the Add Room button, and you can enter
all the information for that room. You can use
numbers if your rooms are numbered, or you can
name the rooms if they have names. You can also
number them AND name them.
Choose the Type of room, such as single and
double, king, suite, etc. Single and double
are the default choices, but it is easy to add
more options if you wish. As you add new kinds
of rooms, they are permanently applied to room
After you fill out the options for the room,
you’ll want to add the rates.
If you only have a single rate for the room,
just add one rate. If you have multiple rates
for weekdays, weekends, holidays, etc., you
can add those rates too. Don’t worry!
If you want to give someone a different price
later, it is easy to change the rate while you
are making a reservation. You can also come
back later and edit any of your rates, if you
need to change them.
On the main calendar screen when you begin
the program, you’ll see the default monthly
view of the current month. You can click on
the Weekly or Daily view if you’d like
to see a more detailed look at the calendar.
There are large green arrows to click back
and forth to future and past months.
The small calendar on the left side of the
screen operates independently from the large
calendar, so that you can quickly skip forward
or backward and see other months without losing
track of the month you are viewing with the
If you double click any of the days on the
small calendar, it will change the big calendar
so that it is also viewing the same month.
Be careful if you are clicking through months
on the small calendar, because if you click
through the months too quickly, it will think
you are double clicking and update the big calendar
to the same month. But it's easy to change either
the small calendar or the big calendar back
to any month that you want, so it's no big deal
if you do that.
If you are looking at the Weekly or Daily view,
you also have the option of printing this view
so that you can have a paper copy to take with
you when you are away from the computer. You
can print available rooms, occupied rooms, or
You can use the search form to search for a
There is an Add button on all of the days of
the calendar. If you want to quickly create
a reservation for a specific day, you can simply
click the Add button on the day when you want
to make the reservation.
You can click on any reservation that appears
on the calendar to open it up and look at it,
change it, or cancel it.
Creating a Reservation
You can create a reservation by clicking on
the New Reservation button from the main screen,
or by clicking the Add button on any of the
At the very top of the New Reservation window,
above the name field, there is a button that
looks like an address book called Previous Customers.
If a customer has stayed with you before, you
can quickly look them up and add their information
into the reservation without retyping it.
If it is a new customer, you can enter their
customer information on the new reservation
Once you have entered the customer information,
you can choose the room that the customer will
stay in. At that point, it will give you the
rates for that room.
Choose the number of nights stayed by entering
a check in date and check out date, or by choosing
the check in date and changing the “nights
stayed” button until the number is correct.
You can change the price that you charge by
simply clicking on the amount and editing it.
You can also click and unclick any taxes that
may or may not apply to a reservation.
If you wish to add additional services or grant
discounts, you can also do this on the reservation
form. You can come back later and change these
amounts, if you decide to add more services
or give a discount later.
Once you fill out the reservation, click the
OK button, and it will be added onto the calendar.
The name of the room will appear in red, which
indicates that the room is booked. This way
you can see at a glance which rooms are occupied
when you are dealing with potential guests.
Generating an Invoice
The Generate an Invoice screen creates a receipt
and invoice for your guests, showing them their
When you click on the Generate an Invoice screen,
a small calendar will appear.
Choose the CHECK IN day on
the calendar to see all of the guests who checked
in that day. Then click on the guest that you
wish to create an invoice for.
If you click on the View button, it will show
you the invoice. Then you can print it and present
it to your guest. If you notice that you want
to change something on the invoice, click the
Edit button, and it will bring up the original
reservation screen so that you can make any
changes so that the guest is charged correctly.
The Generate Report area of the program allows
you to see all your reservations for a specified
time period, and run a revenue report or tax
report. You can use this information to see
how much revenue each room is generating, as
well as your average room price.
The tax report lets you quickly see how much
taxes you have collected, so that you can fill
out your tax forms and pay taxes.
The revenue and tax reports assume that you
collect payment at the end of a guest’s
stay. So if a guest checks in on June 30th and
checks out on the July 3rd, then the revenue
and taxes for those days will be recognized
for the month of July.