Holiday Letting System         

Short Web based "overview" demonstration

As well as the screen captures here, you can see examples of the printed reports here.

When you start up HolLetSys then the window that opens is the Status Window - shown below. This is designed to give you an "at a glance" picture of how your lettings are going. Note that this view is known as "Classic Mode" showing just one property.

The Status Window

This status window shows the weeks that are free in green and the weeks that are booked in red. Each week has a number (related to the ISO week number in which the week starts) and a start date. The start date is always the same day of the week, and is the Changeover day. You can set the changeover day to any day you wish, but in this demonstration we have used Saturday. Bookings can be taken starting and ending on any day; where this is not a complete week then the days booked will show as above (eg in the week starting 7th March, five days are still available and are shown in green.

The window contains a view across two years, but initially you will see bookings starting on the day you open the application running for as many weeks as will fit onto your screen. You can scroll up or down through the weeks with the scrollbar.

The booking status is shown using different colours. In the example above, bookings where the balance is still due show in orange in the status column. If any payments are overdue they will show in light blue - easy to pick out. You can also list overdue payments from the tools menu.

If you have taken a weekend let then you will see that the -Free?- column has been split into days, so you can see exactly which days are booked and which are free. In addition you can see the status of the let. For example Spider is late paying his deposit as this booking shows in light blue.

To see the details of a booking just click anywhere on the line for a full week booking. This will show all the booking data for your let in the booking window, an example of which is below. This shows data from a demonstration system that you get with the product and which you can use to learn and explore the capabilities of the system without having to create your own data first.

The Booking Window

You will see all the details for this booking. You won't necessarily see the same charges when you set up your own system - you can configure your own optional charges, or have none at all, just the basic rent.

When you take a new booking you just click the status window on the date the booking starts. This bookings window window then appears, with as much data filled in as possible. For example, the rent is already filled in based on the date, and the booking duration is initially set to 7 days. You can then fill in the rest of the data and change any of the pre-set data as required. If this is a repeat booking you can quickly hunt through the data base and copy in the name, address and all appropriate data from the previous booking, just by clicking the ? toolbar icon (try this if you evaluate the system - two clicks and a confirmation is all it takes to copy in data from a previous booking). This is very useful if, like us, you get plenty of repeat bookings. You can calculate discounts on the rent (eg for late bookings, or special deals) using the discount calculator.

The buttons, menu and tool bars along the top give you plenty of options. You can write letters or email these tenants; you can print an envelope or label for when you write to them, you can keep track of the booking status dependent on the payment status. You can get some idea of what is possible just by looking at the screen, but we don't go any further into it in this web overview. If you want to get further into what the system can do, download the evaluation system, install it and go through the tutorial.

Managing more than a few properties

If you are managing more than about 3 properties in classic mode you need to have a window open for each property. You can now opt for a different way of displaying the status, which shows the booking status for all properties in a single window. An example is shown below, for 6 properties.

See the Status of several properties in one window

In this case the properties are shown in the rows, and each week occupies one column. You can drag the window borders to see many more weeks depending on your screen size. Although less information is shown for each let, if you move the cursor over the let you are shown all the information about the let in a hint - an example of this information is shown on the right.

Printed Reports.

The Holiday Letting System allows you to print reports to assist you manage your properties. Report printing is disabled in the evaluation version, but you can see some examples of these reports here. The reports are:

1. An income report, by tax year, showing you a list of the lets, income and duration of each let as well as the total income and days let. View a sample here, in PDF form.
2. A report for you to hand to your local representative, which lists the upcoming lets. When you print this report, you see lets, dates, names, and the special instructions field for the let (this is one of the fields containined in the booking details, designed for you to record information for your cleaner or local representative). View a sample of this report (as a PDF)
3. A status report. This report shows the booking status in the same format as it is displayed in the status window. However, if you have several properties you can ask for more than one property to be shown on a page. This report gives you an "at a glance" status view just like that in the Status Window. It's most popular use is to sit by the phone in case a potential customer phones you, and the computer is not on. You can then respond, and even scribble some details on the form. View a sample here.
4. There are many other ways of getting data out of the system, including exporting your booking data and income reports into a spreadsheet.

Reports are available for one or more properties, depending on the context and the selection.

Queries.  If you have any further queries please don't hesitate to ask. Contact details are here. You can phone, or click here to send an email.