The system is designed to be intuitive and easy to use, with all standard operations accessed from buttons on a main "switchboard" screen, and others from a subsidiary menu at the top of the screen. Essentially, the program maintains a file of customers and a file of visits, linked to the customers file by a customer ID number.

Each visit record includes all necessary information about the visit, including a unique visit number, customer ID, arrive and depart dates, details of accommodation and extra items booked, rates and charges applied and payments received. Details of any visit can be displayed on screen at any time, and easily changed if required.

When taking bookings, you can view at a glance an on-screen booking chart showing every bookable accommodation unit against a calendar of every day in the defined booking year, which can extend over more than one calendar year. Bookings are shown as provisional or confirmed (deposit paid). Clicking on any booking on the chart displays the booking number and customer's name for that booking.  All or part of the booking chart can be printed at any time.

Because no two holiday businesses are the same, a simple setting-up operation is necessary to provide the system with information about your business. The following information is entered in different sections of the setup screen:

1. Site name and receipt text
   Site name as it will appear on system screens and messages and name and address for booking receipts. Name below receipt signature, and two lines of information or conditions text on receipts.
2. Booking year / takings details
   Booking year, season start and end, week end day, takings year start and end, takings categories and payment methods.
3. Bookables / rates
   Bookable units by category, with any number of weekly and nightly rates for each unit, including variable rates according to length of stay. Deposit rates for individual units if specified. Bookable extras by category, selectable at booking.
4. Deposits / rate periods
   Deposit method as fixed amount or percentage of total, amount or percentage varying according to rate period or set for individual bookable items. Any number of rate periods specified by date, provision for special periods or special offers within standard periods by allocating prioriy.
5. Enquiry sources / visitor information
   Information sources on enquiry form to check response to advertising. General information required from customer on checkin form.
6. Support application locations
   Where to find Word (for mailmerge), mailmerge letters, and Excel (for printing booking plan) on your computer, and where to make security data backups.

1. Enter customer's name; if the customer has previously visited or made an enquiry his name and address are displayed for checking.
2. If a new customer, enter name and address to create a new customer record.
3. On the booking screen, enter proposed arrival date, and departure date or length of stay (in nights or weeks). Optionally display booking plan to check availability.
4. Confirm or enter rate band applicable (seasonal rates are automatically selected by arrive date. Special rate periods can be entered between seasonal bands, or any other pre-specified rate entered).
5. Select accommodation category from drop-down list.
6. Accommodation units in the selected category which are available for the required dates are displayed in another list. Select unit required. Basic charge for the selected unit at the applicable rate for the period requested is displayed.
7. Select quantity required of any bookable extras appropriate to the selected unit from a further list, with applicable rates per night or week as booked. Extras charge is calculated and added to basic charge.
8. Deposit due is calculated as specified in Settings, and total divided into deposit and balance.
9. Enter date of payment if deposit or balance is being paid now. Payment of deposit marks a booking as confirmed. Payment made is recorded and deducted from balance due.
10. Select takings category (or can be automatically same as accommodation category) and payment method (cash, cheque, credit card etc.) from drop lists.
11. If payment is being made print and check receipt, and save Visit record. Screen is cleared for next entry.

1. Enter customer's name. If booked, Visit record is displayed and accommodation booked is checked.
2. If unbooked but previous customer, enter booking. If new customer, enter customer name then booking.
3. Enter any additional information as requested.
4. Enter refundable deposit if applicable, and any deduction or surcharge. Total due is recalculated.
5. Enter takings category and payment method. Record payment and print receipt.
6. Enter date of arrival and save record.

• Browse all Visits records, visitors currently checked in, or search by customer name. View or print list of all customers, find customer by name.
• Display weekly takings by category. Click on any week's total to see details of all individual payments made that week.
• Handle extension or curtailment of booked periods after checkin, apply pro rata adjustment of charge or override manually.
• Use mailmerge to send marketing or reminder letters to customers selected by any information in their record - address, date of last visit etc. Save standard letters for future use, with option to edit any standard letter before printing.
• Archive previous years' records to a separate file to reduce number of records to browse or search. Archived records can be viewed but not changed.