backpack online
User Manual
backpack online User Manual
1.0 Security
1.1 User Access
1.2 Data Security
1.3 Backup & Monitoring
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2.0 Logging In
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3.0 Settings
3.1 Hostel Details
3.2 User Set Up
3.3 Room Set Up
3.4 Payment Options
3.5 Reports
3.6 Extras
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4.0 Bookings
4.1 Bookings from Hostelworld
4.2 Booking Process
4.3Finding Bookings
4.4 Options within a Booking
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5.0 Billing Process
5.1 Posting a Payment
5.2 Adding a Charge
5.3 Giving a Refund
5.4 Giving a Discount
5.5 Taking a Deposit
5.6 Edit Rates Mode
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6.0 Today Tab
6.1 Releases
6.2 Calendar View
6.3 Out of Service Options
6.4 Price View
6.5 Register
6.6 End of Day
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7.0 Reports
7.1 Financial Reports
7.2 Marketing Reports
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8.0 Today’s Bookings
8.1 Today’s Bookings
8.2 Cancellations
8.3 Group Report
8.4 Guest Report
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9.0 Listings
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10.0 Rates
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11.0 Allocation for Hostelworld
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PCI User Information
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backpack online User Manual
1.0 Security
1.1 User Access
All access is done through Hostel Number, Username and Password.
Hostel owners have full control over the access level given to each staff member. Hostel
Managers are solely responsible for implementing restrictions for staff.
You can restrict users to only allow them to connect from within the hostel by including the IP
address in the settings. We then lock that user to an IP address they can connect through. This is
done at a user or hostel level to allow flexibility for Hostel Owners.
If you have a dynamic IP/dial up internet connection the IP restriction is not possible .
INITIAL LOG IN PROVIDED TO THE HOSTEL IS FOR ONE USER ONLY WITH SUPERVISOR
ACCESS TO ALL AREAS.
We recommend that only managers have this profile.
Refer to 11.3 Settings to get instruction on creating different profile levels.
1.2 Data Security
All Data is held on separate servers from www.hostelworld.com systems.
All access to the servers is done through a secure API. It allows Backpack Online to send
allocation to Hostelworld.com and allows Hostelworld.com to send bookings through to Backpack
Online databases. No other information can be retrieved through the connection.
1.3 Backup & Monitoring
All data servers for Backpack Online are monitored 24/7 by our Data Centre.
The system is backed up daily
The backed up data is stored for 7 days e.g. Monday’s Back Up is stored until next Monday etc
We recommend that every 3-4 hours the hostel print the following documents in the
event of connection problems.
Today Screen Print Outs
Arrivals
Departures (prior to departure time as per hostel)
In-House List/Guest Report
List All Beds Report
Calendar View – sorted by Room Type
2.0 Logging In
Backpack Online is a secure site
To log in to Backpack Online click https://online.backpacksoftware.com
Enter your Hostel Number, Username and password
Click Login
(You can choose to open Backpack Online Full Screen)
To do this: tick the option for Open Full Screen
Make sure Pop Ups are allowed for https://online.backpacksoftware.com
To log out click on Log out in the top left-hand corner
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3.0 Settings Tab
Click this tab to setup/change the main functions of the system
3.1 Hostel Details
Contact Details
Type the information relevant to your hostel
Click Save
Tax Details
Type in your TAX number & TAX Type relevant to your company e.g. IVA, GST etc
Type in the percentage of VAT inclusive in your rates
Click Save
Time Zone
Select the correct time zone for your destination
Click Save
3.2 User Set Up
User Profiles and Access - (to add/remove users, to restrict staff access)
Click User Profile
Click Add Profile
In the Profile Name box type the title of User Profile e.g. Reception
Highlight the options you want available to this profile from the left hand side
(to select more than one hold down the Ctrl key)
Click the Arrow facing right to add the selected options to this profile
Click Save
ALL ITEMS IN THE LEFT BOX ARE NOT AVAILABLE TO THIS PROFILE
ALL ITEMS IN THE RIGHT BOX ARE ACCESSIBLE
You only need to set up a profile once
e.g. 10 receptionist = 1 profile of Reception but 10 Users
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To add or remove settings from a profile
Click Edit Profile
Select profile from the User Profile drop down
Page will load their details
Highlight the setting you want to change
(to select more than one hold down the Ctrl key)
Click the Arrow facing right/left to add/remove the selected options
Click Save
For reception profile we recommend at least the following restrictions:
Hostel Set Up
Rates
Log in anywhere – IP address restriction (Static IP required for this)
Pre Auth Report
Discounts
Delete Items
Edit Items
Financial Reports where applicable
Room Set Up
Allocation
Room type Setup
Billing Items
Credit Card Access
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To Set Up New Users
Click User Set Up
Click Add User
All boxes will appear blank
Type the information of the New User
Select a Profile using the drop down menu e.g. supervisor, reception
Click Save
(Please note you need to have the correct profiles set up in order set up a New User)
To Edit Users
Click Edit User
Using the drop down menu “select user” to change
Change their details
Click Save
To deactivate a User
Follow the Edit procedure above
Next to Active, Click No
Click Save
In User Profile that users name now has a line through it
3.3 Room Set Up
Floor Set Up
Click Add Floor
Type the Floor Number/Name in the box
Click Save
To change a Floor Number/Name,
Click Edit Floor
Select the relevant floor in the drop down
Type new details in box on right
Click Save
(Please note you must use Floor Set Up before you can set up Rooms)
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Bed Number / Letter
Select the Bed Reference
Click Save
Room Types
Backpack operates on room types not room numbers.
You must add the different room types available in the hostel.
Only 1 type is required for a number of rooms
Double Room set up once and can be assigned to 10 double room numbers
To Add a Room Type
Click Add Room Type
On the right select the basic type e.g. dorm, private etc
Type the number of beds in this type
Click the box next to Ensuite if the room has a shower/toilet
Type the name you want the room to appear as on your screen e.g. Double Ensuite Room
Click Save
(Details that go to hostelworld.com are the basic type plus the room size)
To Change a Room Type – Can only change the description and Ensuite option if past or future
bookings exist
Click Edit Room Type
Highlight the Room Type you need to change
On your right change the information that needs to be changed
Click Save
To Delete a Room Type – Can only delete a room type that has never been used
Highlight the Room Type you need to delete
Click Delete
If you have a room that can be sold a number of room types be sure to include all room types in
this section. E.g. If you have a Double Room that can sleep 4 people, add a room type for a
Double Room, a Triple Room and a Quad Room
(See Change Room Type under the calendar view for details)
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Room Set Up
To Add a Room
Click Add Room
Room Number: type the number/name
Select the Room Type using the drop down menu
Select the floor number
Real room size is the maximum number of beds available in the room
Type the description you want to recognise the room by e.g. 4 Bed Ensuite Private
If it is mostly a Twin Room but you sometimes sell it as a 4 Bed Dorm, set the real room size as
4. When making a reservation you can change the room type to suits the reservation you are
making.
(YOU CANNOT SET UP A ROOM WITHOUT SETTING UP A ROOM TYPE)
To Edit a Room Number/description/floor/real room size
Click Edit Room
Highlight the room number
Change the information in the relevant section to the right
Click Save
Real room size must have an equal or greater value to the room type size
To change the type of a room
Highlight the room number
Select a new type from the Room Type drop down
Follow prompts
If the old type is fully booked out or there are any bookings pre-allocated to this
room it will create an override for the relevant dates
Once changes are in place you will get a list of the dates with overrides
If there is allocation for this type you must decide command through prompt
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3.4 Payment Options
backpack online User Manual
Pay Methods
To add a new payment method
Click Add Payment Method
Type the name of the new method e.g. Amex
Select the type using the drop down menu e.g. Credit
Click Save
To Edit/Deactivate a Payment method
Click Edit Payment Method
Select the Payment Method using the drop down menu
Type the new information or change the type
Click Save
To deactivate a Payment Method, untick the Active box
Click Save
Currency
Select the currency of your rates using the drop down menu.
Click Save
Check-in Payment
Choose Check In with/without payment
Clicking no will prompt staff at check in to make a payment
Click Save
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Billing Items
Add a new category
Click Add New Category
Type the name of the category in the box e.g. Shop Sales
Click Save
Edit a category
Highlight the category you want to change
Type the new information in the box
Click Save
Add an item within a category
Highlight the category
Click Add New Billing Item on the right
Type the name of the item in the box on the bottom right e.g. toiletries
Select charge/deposit or both
If there is a set amount for this item type it in the amount box
Select Register Item if this is to be sold outside booking e.g. tour tickets
Click Save on the bottom
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(You cannot delete an Item or Category you can only deactivate them by selecting No next to Active: To
reactive them select Yes next to Active)
Billing items are additional revenue to the hostel – Accommodation is standard and not editable,
all other items are extra e.g. Laundry, Internet, Bus Tour Tickets etc and must be set up
Key Deposit prompt on arrival
Set up category/items as above
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Set the amount to ZERO and it will NOT PROMPT at check in
The key deposit option will be chargeable direct through the deposit tab
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Set a Key Deposit amount e.g. €5.00, the prompt will appear at check in/check out and
the bill will calculate accordingly
Discounts
The set up is identical to the Billing Items procedure
On setting up discounts you can assign a set amount OR a percentage of the billing cost. Items
under discount could be 10% Discount, 5% ISIC discount etc
Click the circle next to % (symbol)
Type the Discount Amount in the box
Click the box next to “Note Required” – a tick will appear. This requires the staff to give an
explanation of discount being issued.
Click Save
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You can allocate a number of discounts to one category
To change/edit a discount item
Highlight the category
Select a discount in the items list
Change the details on the bottom right
Click Save
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3.5 Reports
Change sheets
The Housekeeping report will highlight any linen changes (with an X) for stay over guests based
on the number of days you enter here e.g. 3
Click Save
Today Screen
Tick the box/yes to view on the today screen daily
This selection will appear as default in the drop menu on the Today Screen
Select 7 or 14 day view for your List All Beds
Late Payment Status - This automatically sets and marks the status of in-house guests that are
due to pay. Tick the box to add this option
Click Save
Voucher Options – Make/Model Star TSP700 is required for small print vouchers
Vouchers are identity cards for guests containing all relevant details
Show Contact Details – tick box if required
Voucher Body is a short line directly under the booking details
Voucher Message 1 – 5 are bullet points on the voucher
A maximum of 15 characters on each line
Select print format
Click Save
Portrait/Landscape apply to printer model above
A4 applies to perforated A4 paper (4 per A4 page)
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Direct/Online bookings show monies paid on voucher
Agent bookings show zero monies paid on voucher
Daily emails
Type the email address you would like to receive the reports
Using the drop down menu select the reports to be emailed
Tick House Keeping if this is to be included
Select a time (GMT) to receive the reports
Click Save
Receipt/Invoice Messages
Type the information you would like to appear on all invoices/receipts in box 1
For alternative messages use boxes, 2, 3, & 4
You can then select an option when issuing an invoice/receipt
Click Save
Booking Markets
Lets you set up/edit Booking Markets. Type in the information, tick the active box and click Add
Booking Sources
Lets you set up/edit Booking Sources. Type in the information, tick the active box and click Add
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3.6 Extras
Release Allocation for HW
This is the option for online allocation, please contact Hostelworld.com with any changes made to
this option
Click Save
Weekend Days
Select the days you want to apply weekend rate
Minimum 2 maximum 3
Click Save
Mandatory Options for booking
Make options compulsory to complete procedure of Make Booking or Check In
Click the box next to the option under the relevant heading
If you do not require compulsory information leave neither
Click Save
Text for Email Confirmation
Any details you would like to appear in ALL emails, type in additional information
E.g. directions from the airport, hostel facilities etc
Type the hostel details in signature
Click the box next to Auto fill Booking Details
This automatically includes the following information in all emails, Arrival, Departure, No. Pax, Accommodation, Cost.
This is editable in each mail.
Click Save at the bottom of the screen to activate all the details
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Lock Bookings
Click enable Lock Booking pending on requirements
Click Save
(This will lock bookings so both users can’t make changes at the same time. It will free up a
booking once the initial user has finished or opens a new booking)
Book Ahead
Default Booking Tab
Select the default tab for all bookings
Click Save
4.0 Bookings
4.1 Bookings from Hostelworld.com
All bookings/cancellations made through Hostelworld.com, your own site (if you have a
hostelworld.com booking engine) and any of our affiliates will be processed automatically into the
system. They are not allocated into a particular room, this is left for the hostel to do at the time
of check in.
To view Web Bookings/Cancellations:
Click the number beside Web Bookings in the top right-hand corner.
Lists all web bookings made today
Use the date range on top right to view longer periods
(If there is no number listed no bookings have been made today)
Web Bookings can also be found by entering the reference number in the Search Box on the left
of the screen. Web reference must include your property number e.g. xxxx-xxxxxxxxx
Red Web Bookings/A warning shows when making a booking **
These bookings must be manually processed
Click Web Bookings
Click Process against the relevant booking
The grid shows the availability of each type for the required period
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Type zero into the guest box against the room type initially booked (if no longer available)
(If the avail column shows sufficient beds for the initial booking just click process)
Type the number of guests against the new room type
Click Process
If this does not work it will prompt and ask to try again
These are just like any other Hostelworld.com bookings and must be honoured]
4.2 BOOKING PROCESS
Making a Booking
At the top of the screen in the right hand corner there is a two week view of the number of beds
available in the hostel.
Use the date entry box to view to the dates you need to book
Highlight the dates by dragging your mouse over the number of beds
Make Booking Screen appears
Once here you will see a list of all Room Types available for the dates you selected and the prices
they are from.
Beside each Room Type enter the number of beds you require and click on Book Beds
This will bring you to the Temp Booking Screen
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Enter the guest name
Click Search (this will check to see if the customer has stayed in your hostel before)
If they have you can choose their name from the list and continue on with the booking.
If the customer has not stayed before you need to fill in the required information
Click Make Reservation
You can choose what options have to be entered at the time of booking through the Settings Area, Extras, Mandatory
options for booking
Once you have clicked on Make Reservation the booking is made,
The Reservation Number is in the top left hand corner of the booking.
Change Room Type while making a booking
On the Temp Booking screen, beside each Room Type is a circle image you can click on to
change the room type.
Using the drop down menu select the new room type
Click Save
You can only select a room type with fewer beds e.g. a4 Bed Dorm can be changed to a Triple/Twin/Single. These room
types must be set up initially
Backpack will automatically register the rate of the new room type
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It returns to the temp booking screen and the new room type is available to book
Make an agent booking
Follow standard procedure
Before selecting number of beds select the agent on the left
Now shows the availability to this agent
Continue with booking as normal
If allocation is not set up for agents it will show a link on the left to show only unallocated
Proceeding with a booking in this manor pulls the beds from Rack Rate
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4.3 Search for/find a booking
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Located on the top left of the screen is a small search box
Type the First Name, Surname, the booking ref number or the web reference number (incl.
property number)
Click the yellow arrow
It will show relevant bookings
If you enter a name that has more than one booking against it, you will get a list of bookings and
you can choose the relevant one.
4.4 OPTIONS WITHIN A BOOKING
Allocate a room – THIS SHOULD ONLY BE DONE AT CHECK IN
Select the booking
Click the Rooms tab on the left
Select the required room from the drop down
Click Save
When a room number/name is displayed the number in brackets is the number of beds available
in that room
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Allocate a specific bed
Select the booking
Click the Guest tab on the left
Click anywhere within the line
Select the relevant bed from the drop down
Click Save Changes
(A room must be allocated in order to show the bed list)
Move Booking to a different Room Type
Select booking
Click the Rooms tab on the left
Click Change Types
Select the number of beds in the new room type
Change the original number of beds to zero
Click Save
(If it is an agent booking this screen will only show the beds allocated to that agent
When no additional beds are available for that agent there is a link to Show All Availability, you
can then change the booking accordingly taking the beds from Rack Rate)
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Change the number of Guests within a Booking
Select the booking
Click Change Types (See above).
Change the number of beds in the required room type
Click Save
Enter all guest names to a booking
Select the booking
Click the Guest tab on the left
Click any row to edit/enter details
The number of lines represents the number of beds booked
Once details are entered click Save Changes
There is also an option to enter in Full Details for each guest within a booking, to do so click on the E to the right of their
bed number/letter, fill in the information and click on Save Changes.
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Change Main Guest Details and Booking Information
Select the booking
Click the Details tab on the left
Change the information e.g. address, phone number, DOB, email, rate, name etc
Click Save Changes
Make a Group Booking
Follow the procedure of Updating Details as above
Within the Booking Details there is a group option
Click the box next to Group Booking
A tick will appear in the box
Select date within Release Date option
Click Save Changes
(Release dates are only available on Group Bookings)
Change Arrival Date/Number of nights/Departure
Change Arrival Date
Select the booking
Click Arrival date
A pop up will appear
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Use the calendar or over type the current date
Click Update
Change Departure/Number of Night
Select the booking
Click number next to Nights (see above)
Overtype the current number of nights
Click Update
(This alters the departure date for the guests)
Check In
Select the booking
Click Check In
Allocate room using the drop down menu
If the guest pays on arrival:
Select a pay method
Click Check In
If key deposits are not set to prompt/charge on arrival it will show as follows:
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If key deposits are set to prompt/charge at arrival it will show as follows:
If the guest is only making part payment, overtype the amount showing
Select a pay method
Click Pay & Go
(You will be prompted for payment if the system is set not to accept check in without payment)
Key deposit settings through Billing Items
Void Check In
Select the booking
Click Void Check In (bottom left)
This will return the booking to due status
(It will not adjust any payments on the booking and will not cancel the booking)
Check Out
Select the booking
Click Check Out
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A payment screen appears
It reflects the amounts/refunds due if any
Select a pay method
Click Check Out (yellow button)
(If the amount is not what should be refunded, changes in the Bill will need to be made)
(If checking out the guest is an error, click the Void Check Out tab and this will return the booking to Checked In Status)
Express Check Out
On the left of the today screen the option Express Check Out
This will check out all guests due to depart today with zero balance
Void a Check Out/Restore a booking
Select the booking
Click restore
Guest will appear in the In-House list again
Cancel a booking
Select the booking
Click Cancel Booking (bottom tab)
Type the reason for cancellation in the box provided OR
Select the No Show option if this is the cancellation reason
Click Cancel
The screen will advise you that it is successful
Refund payments at cancellation
If payments are pending on a booking it will prompt a refund of payment
Click the box next to the option Refund Payments
Select the refund method
Click Cancel
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Send a confirmation email
A standard confirmation email of all details can be sent directly through the booking.
Select the booking
Click the envelope symbol beside the email address (shown under customer details)
A separate window with the email details appear
Confirm the details – (you can type additional information if necessary)
Click Send
(Set up for this is in the Settings, Extras, Text for Email Confirmation)
5.0 BILLING PROCESS
5.1 Posting payment
Select the booking
Click Bill Tab
Charge/Payment details listed
Click on the line(s) for payment
Select a pay method
Click Pay
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You can also pay off an amount that is not exact to that owing and the system will automatically
start paying off from the 1st night accommodation.
Note: You cannot assign payment to individual beds – only to bookings.
5.2 Add a Charge
Select the booking
Click Bill
Click Charge (second tab from the left)
Select the charge from the drop down menu
Select quantity
Click Charge
Charge options are setup through Settings – Payment Options – Billing Items
5.3 Give a Refund
Select the booking
Click Bill
Click Refund (fourth tab from the left)
Click the payment due to be refunded (overtype the amount if necessary)
Select Refund method
Click Refund
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5.4 Give a Discount
Select the booking
Click Bill
Click Discount (third tab from the left)
Discounts are setup by the hostel through Settings – Payment Options – Discounts
5.5 Take a Deposit
Select the booking
Click Deposit (fifth tab from the left)
Select a deposit type from the drop down menu
Select quantity
Click Add
Deposit appears with the pay method against it
Deposits can be setup through Settings – Payment Options - Billing Items
DEPOSIT SECTION IS FOR REFUNDABLE DEPOSITS ONLY
Add/Edit a note to a booking
Add a note
Select booking
Click Notes tab
Type details in the white box
Click Add Note
A note book symbol appear next to the booking in Today Screen
Hold mouse over the image to read the note/s
Edit a note
Select booking
Click Notes tab
Click onto the note you want to edit
Change the details
Click Update
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To delete a note – follow the same procedure as edit
Click Delete (Instead of Update)
5.6 Edit Rates Mode
Select booking
Click Bill
Tick Edit Rates Mode box
Select the row you want to edit the rate
In the pop up enter the new rate*
Click Update
All changes are recorded in the Booking History as p.p. (Per Person)
*Please note: this rate will be for the row, not per person!
This option can be restricted by profile through Settings > User Setup > User Profile > Edit
Profile (listed as Edit Rates)
6.0 Today Tab
The most used screen in Backpack. This screen gives you instant access to all the information
needed for that day available on one grid.
Bookings ref number
Room number
Room type booked
Name of guest
Status of booking e.g. arrived, due etc
Arrival date
Number of nights
Number of people under this reservation name
Total cost of their bill
Total amount paid
Total amount due
Police Report
List of All Beds
List of All bookings in beds
Express Check Out
Check out all guests with zero balance
Access to HW ratings & comments
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You can view the today screen based on Arrivals/Departures/In-House/Default or ALL by using
the Sort selection on the top right
See Reports Tab for details on Cash up, House Keeping, Today’s bookings
6.1 Releases
On the Today Screen beside Express Check Out you will see text appearing
You have 2 releases for today
(This option is only available in Group Bookings)
Click the number showing in the text and booking details with release of today are listed
To cancel the booking or change the release date - select the booking to be changed/cancelled
Cancel:
Select the booking
Click Cancel Booking tab
Type the cancellation reason in the box provided
Click Cancel
Change Release Date:
Select the booking
Change the release date under Booking Details
Click Save Changes at the bottom of the page
6.2 Calendar View
Please note bookings cannot be made from this screen. It is for reference only
Click Calendar
To change the period showing availability simply type in the dates you require, Click Go
The information screen on the left shows the statistics for today by default
To select a different day statistic select a day by click on the day/date bar
The column for that day will become grey
The statistics in the information box will change
Sorted by Room Types
Overview of all availability based on Room Types for a 2 week period.
Room Type Description e.g. 4 Bed Mixed Dorm
Running across it is showing the availability for this room type regardless of allocated beds, agent
allocation, OOS etc.
To see a list of rooms in that type click + symbol beside the relevant room type
Break down shows each room
If there are people assigned to the room it will have the number of beds allocated into that room
on the night in question
If there are no bookings allocated into this particular room the box is empty on the night in
question
A purple triangle in the box indicates the room type has been changed for that particular date
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Unallocated
The number of beds booked but not allocated to a particular room
Agent
The number of beds allocated to agents
6.3 Put a room Out of Service
Click on Out of Service in the Calendar View
This displays a list of all rooms in your property
Drag the mouse across the room you need to put Out of Service
A separate window with Out of Service/Room Type option appears
Click the bed/put all beds OOS
A tick will appear in relevant boxes
Click Save
To undo this follow the same procedure as above, the tick will be removed from the box, Click Save
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Add Notes internally on the calendar view (also appear left of today screen/booking page)
Add Notes to reservation screen
Drag the mouse across the dates the note applies, in the top bar stating Add Notes
A separate window with 2 options opens
Summary – type the general reason for note e.g. Rugby Match
Body – details of the note e.g. €5.00 supplement per person, Sunday Game
Click Save
Hold the mouse over the note to show the details of the note
This note bar is useful to remind staff of special events etc where different rules apply
6.4 Price View
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Click Today
Click Calendar View
Click Price View button
It will bring up a grid of room types on the left and rates for the next 2 weeks
If you are changing the rates for the next couple of nights or just want to reduce the
cost of 2 beds in every room type you can
Drag the mouse over the room type e.g. 10 bed mixed dorm.
It will tell you what rate is being charged and how many beds are left in that room type
for that period.
In the left box type the number of beds you would like to reduce/increase in price e.g. 4
In the right box type the new price
Click Save
A small symbol appears in the top left to indicate rates have been changed hold the mouse over
it and it will tell you how many beds have changed their rate and what that rate is
This automatically defaults changes for Rack Rate but if you want to only change the rates on
hostelworld.com you can!
Sort it using the agent drop down on the top right select Hostelworld.com, Go and then change
the rates as above - this will mean that on the site it will show beds From €15 for example even
if only 2 beds are €15. Your Rack Rates will pull sell at standard season rates if you only override
Hostelworld.
If you want to do it for longer than 2 weeks however, you need to add a new season.
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6.5 Register
Allows payments to be accepted for items outside a booking
Click Register
From the drop down select item being sold
Change quantity where applicable
Click Add More Items if you wish to sell more items
Select pay method on the right
Click Pay
Refund Register items
Click Refunds (tab beside Payments)
Lists all transactions for that date
Select the quantity against Item to be refunded
Select Refund pay method
Click Refund
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6.6 End of Day
Runs a summary of all details within the hostel for period selected
Recommend this is run nightly.
Report includes
Bankable Income, breakdown of pay method and totals
Ledger Sales, only applies to agent bookings
Income Analysis, breakdown of all income within the property for that day
Deposits Received/Redeemed, showing any deposits on bookings/any deposits refunded etc
7.0 Reports Tab
7.1 Financial Reports
Cash Up
Record of all transactions within a shift
Select date and time range
Select payments: Accommodation, Register or Both
Select method of grouping for report Pay Method, Analysis, Staff or Analysis/Method
Select detailed/summary
Click Go
Pay Method – Group payments together by Cash, Credit Card etc, this is default
Analysis – Group payments together by Item Name, i.e. Accommodation, Key Deposits, Phone
Cards
Staff – Group payments together by staff member
Analysis/Method – Group everything by Item name but gives a further break down by Pay
Method for each Item
Detailed – This gives you each item that was paid for in the time/date you run the report for
Summary – This gives you the total for each Item or Pay Method
Each closure must insert the time period for which they are cashing up.
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Discount Report
Select date and time to/from
Click Go
Report can be for run by Discount Type/Staff Member/Date of Discount
Pre-Auth Report
List of all credit card details for bookings due to arrive within time period chosen
Contact BPO team for further instructions on how to run the report
Summary/Daily shift
Another form of Cash Up
This enables an actual shift to be closed off and it automatically generates the time of the next
shift.
It breaks down all payments by pay method and then groups all Key Deposits together for
further reference
Occupancy Yield Report
Select date range
Select Detail or Summary
Click Go
Display occupancy on daily basis for summary
Displays occupancy on Room type, then daily basis for Detailed
Shading indicates busy or quiet dates. The redder the colour the busier your property is
The OR Column indicates Override Totals, the difference between the sale price of beds and the
rack rate
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Income Analysis
Select date range
Click Go
Displays items based on Category for Summary
Displays items based on Category, then Item for Detailed and broken down for each day
All charges within the property during the date range will be displayed regardless of payments.
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Advanced Payments Reports
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Select Date Range
Sort by Arrival or Payment Date
Click Go
All items in red are cancelled bookings which did not have their payments refunded
7.2 Marketing Reports
Occupancy Analysis
Select Date Range
Click Go
Displays room types within hostel broken down by day
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Summary on the top has a breakdown of beds in the hostel, beds sold in the hostel with totals
Booking Analysis
Select Date Range
Select Run options e.g. Agent/Nationality/Source/Made By/Market
Click Go
The report is divided into regular bookings, group bookings and total bookings
Click the number of bookings to drill back and show each booking
House Keeping
By default it generates report for today
Identifies all beds that are departures, stay over, no shows and sheet changes
Any rooms unused will not show on the report.
Status of beds highlighted through letters
D – Departing
N – No Show
X – Change Sheets
S – Stay Over
Sheet Change set up is through settings, reports
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8.0 Today’s Bookings
8.1 Today’s Bookings
By default the report will run for today’s date
Bookings
Select date range
Go
2 windows give a break down of bookings
Window on the left – Bookings by Arrival
Shows the number of bookings arranged by arrival date and the revenue value of each day
Window on the right – Bookings by Staff
Shows the number of bookings, which user made the bookings, revenue value of each user
Generate the report to run based on the booking type e.g. email, phone etc using the drop down
menu on the top right
8.2 Cancellations
Select date range
Click Go
Displays booking details, Cancellation date, Staff member, Reason and Monies on bill of cancelled
booking. If monies are refunded it displays 0.00 in the amount column
8.3 Group Report
Select Date Range (based on arrival)
Click Go
Displays Booking details, Release Date, Monies paid
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8.4 Guest Report
backpack online User Manual
Make selections based on your requirements.
Report will always display guest reference number, name, nights, pax, room, bed, status
Additional columns only available based on selections made
Summary of bookings based on status at the top of guest report (ideal for doing rosters)
Releases
(This option is only available in Group Bookings)
It will show any bookings pending a release for the date selected, 1 day, 1 month etc
To cancel the booking or change the release date - select the booking to be changed/cancelled
Cancel:
Select the booking
Click Cancel Booking tab
Type the cancellation reason in the box provided
Click Cancel
Change Release Date:
Select the booking
Change the release date under Booking Details
Click Save Changes at the bottom of the page
9.0 Listings
Room List
Displays a list of all rooms, description, floor and available from/until date within the hostel
Who’s Online
Displays a list of current users logged in and from what IP
Login audits
Displays a list of all users who have logged on within the time frame selected details include:
User, IP Address, Login Time, Logout Time, Last page clicked
Mailing List
Displays a list of all guests who were due to arrive during the period selected with an email
address. If a guest has returned within date range they will only be listed once
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Stock Control
Allocation Logs
Displays a list of recent changes within the Allocation. Can be grouped by users & allocation
changes
Barred Guests
Displays a list of all barred guests in the property
Change Room Type
Displays a list of dates where rooms had its type changed (also known as ‘overrides’)
Out of Service
Displays a list of all beds which have been set Out of Service for a certain period
10. Rates Tab
Setup Rates
Select the Rates Tab
There are 3 separate panels on the left hand side – one selection from each panel must be made
to set a new rate
The agents are set to Rack Rate – your standard rate
Hostelworld.com should be selected if you sell your online beds for a different rate
If you do not fill in hostelworld.com rates the system automatically takes the rack rate to the booking
engine or hostelworld.com
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Add New Rate
Select the agent relevant to the rate you are adding
Click Add Rate under the middle panel
Type the name of the new rate
Click Add
Add a New Season
Click Add Season
Type the name of the new season and the date it begins
Click Add Season
Set the rates:
Select one title from each panel
On the right there are 2 columns next to room types
The first column is mid week rates
The second column is weekend rates (Fri & Sat)
Type in the rates for each room type listed
Click Save (bottom right)
Rack Rate is your standard public rate used for phone bookings, walk in bookings etc
Default Rate is the rate which the system will automatically select on every booking
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11.0 Allocation Tab
Setup Allocation
Whatever allocation you set to hostelworld.com still shows as available for booking at reception.
Any bookings made direct with the hostel reduces the availability online and any booking made
online reduces availability at reception. This maximises the occupancy of your hostel.
There are two options for setting up allocation. Short Term is used for setting up allocation for 30
days or less and Long Term allocation should be used for any period longer than 31 days.
Short Term allocation – 30 day period
Click on Allocation, this automatically opens up with the Short Term screen and a month view.
Enter in the dates you want to set the allocation for and click on Go.
This will give you a list of all available Room Types and the number of beds available is
highlighted in bold above the white squares.
You can allocate the beds in 4 ways.
1. Overall Percentage.
You can simply click on the drop down list in the top left hand corner and choose what
percentage of the hostels overall beds you would like to allocate. Click Allocate on the bottom
right.
2. Percentage by Room Type
Beside each Room Type is a drop down menu you can choose what percentage of free beds you
would like to allocate for each individual type and click on Allocate
3. Number of Beds per date
Beside each Room Type is a drop down with the total number of beds in the Room Type, you can
click on the number of beds you would like to allocate, this will then allocate that number every
day or as close too if some days are not as available. Then just click on Allocate
4. Grid Allocation
You can also enter a different number of beds for each day for any room type by simply entering
in the number under the date in the box available and click on Allocate.
Once you click on Allocate this will automatically update the Hostelworld.com System.
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Long Term Allocation – 31 days to annual basis
Under the Allocation Tab click on Long Term, enter in the dates you wish to set your allocation
It shows you a list of room types average beds available per day/per month in bold
White boxes display the average allocation per day/per month
Click the month to take you to the short term for that time
There are also 4 options to set this allocation and it follows the same as Short Terms procedure.
Depending on what is entered Backpack Online will try to allocate what was requested, this may
fall short depending on the actual number of beds available on some of the days.
Always On
Ticking this box puts all your beds are online all the time
To ensure this is kept up to date based on agent releases, cancellations etc you should update
this weekly/monthly by just clicking Set Allocation
To review Allocation use the Allocation Report, found under the Reports Tab and entering the
dates you are reviewing.
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Setting up agents
Select Agents/Rates
Click Agent Set up
Click Add New
Fill in agent details
Click Add
Debtors Ledger
Click Reports
Click Debtors Ledger
Select an agent
Click Go
The initial page shown of Account History – gives a breakdown of payments, invoices, credits and
outstanding amounts
Uninvoiced Bookings
All bookings that have not been invoiced
Select Invoice ALL outstanding bookings – generating one invoice for all booking pending for that
agent. It breaks the invoices down by booking
Invoice per voucher
Highlight particular booking or a number of bookings holding down the control key
Click Individual Invoice – generate one invoice for all highlighted bookings
All invoices viewable through PDF file
All issued invoices appear in the Account History
Drill to individual bookings through the invoice booking number
To issue a credit note
Select Agent, Click Go
Highlight an invoice within the A/C history
Click Issue Credit
Fill in the amount
Click Add
To make a payment
Select Agent, Click Go
Highlight relevant Invoice
Click Make Payment
Type in amount
Select pay method
If it is cheque, the option for a cheque number will appear
Click Add
To issue a statement
Select Agent, Click Go
Click Issue Statement
PDF file appears
Print
To issue statements for all ledger accounts
Click Debtors Ledger
Click Statement of A/C’s
PDF file appears
Print
Invoice Daybook
Shows all invoices issued (through uninvoiced bookings) during the date range selected
Credit Daybook
Shows all credit notes issued (through A/C History) during date range selected
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Payments Daybook
Shows all payments issued (through A/C History) during the date range selected
Aged Debtors
Breakdown of monies owing for each agent over 30 day/60 days/90+ days
PCI User Information
There is one default account type for backpack online installations – the Master Account. Other
account types must be created by this Master Account. The system provides a range of access
privileges (Tags) that enable you to create multiple account types to suit your business. Account
types should be assigned to users based on their roles and responsibilities within your
organisation. Each user of backpack online must have a unique user login and password.
Basic Account
– This needs to be created by the master account. It should be the default account
type used by members of staff as it has no privileges for viewing card data. When setting up
this account type ensure the following access tags are on the left panel in User Profile Setup:
o
User Setup
o
Credit Card Access
o
Pre Auth Report
Credit Card Privilege Account
This account needs to be created by the master account. This type of account should only
be given to staff who need to see customer’s credit card numbers for purposes of charging for
no-shows or late cancellations. When setting up this account type ensure the following access
tag is on the right panel in User Profile Setup:
o
Credit Card Access
Master Account
By default all installations have this access level and it is assigned to the initial user that signed
up for backpack online. The master account type should be used only by managers and senior
supervisors. This account type can create other users, as well as view credit card data, and as
such should be used responsibly. This access has the following access tags on the right panel in
User Profile Setup:
o
User Setup
o
Credit Card Access
o
Pre Auth Report
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