What’s New

Version 9

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Through

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August 6, 2019

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Twelve Ways to Improve Hotel Operations

You asked for it, we listened and got busy— very busy! Here are a highlights of the

many core AutoClerk PMS improvements and exciting new products and services that

can dramatically improve guest communications, marketing, security and efficiency of

your property operation. Software updates are free and can be scheduled within a few

days.

Did you know that AutoClerk has two PMS products? Your property is currently using

AutoClerk PMS, which is a Microsoft Window’s premise-based PMS solution. Our other

PMS product is a pure cloud-based PMS, called myHMS. MyHMS needs no local software

installed and runs via a browser from any device (mobile, Apple or PC) that has an

Internet connection. For details on myHMS, see www.myhms.com, or better yet,

request a myHMS demonstration. Both our PMS products are supported 24/7 by the

same friendly phone support agents.

If you have suggestions or ideas for new PMS features please let us know. Many of our

PMS improvements have been suggested by users such as yourself. Soon to come in

4th quarter 2018 is new dashboard technology & integration to social tools.

Team AutoClerk truly cares about your satisfaction with AutoClerk’s products &

services. If for any reason you are not satisfied with either our 24/7 support or our

software, please do not hesitate to reach out to AutoClerk’s Director of Operations

Mohammed Hansia, mhansia@autoclerk.com (925-871-1831)or Mark Houser,

mhouser@autoclerk.com (925-871-1820).

#1 Akia

This new interface allows a property to text message with its guests. acPMS

automatically syncs reservations into Akia. Akia then sends a welcome text to the guest.

Guests can then have questions answered and/or can chat with hotel staff through the

text-message interface.

#2 Mobile Housekeeping & Maintenance - CleanMeNext™

CleanMeNext™ is a new mobile application that constantly communicates two-way to the front desk, keeping your front desk staff up-to-the-minute with room readiness. It also informs guests via text messages when their room is ready and if they have forgotten any items after check out. CleanMeNext™ also dynamically prioritizes the room cleaning schedule, simplifying and automating many of the duties your housekeeper is doing by hand. For a CleanMeNext demo, please email

cleanmenext@autoclerk.com or call Bill Aspromonte (407) 247-9258 READ MORE>>

#3 Paperless eRegistration

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The eRegistration option allows a guest to view their registration slip on a tablet device

at the front desk, and sign electronically. READ MORE>>

#4 Revenue Management System Interfaces

One of the most challenging jobs for hoteliers in the age of the Internet is smart &

timely revenue management. AutoClerk now offers 2-way interfaces to a variety of

Revenue Management Systems (RMS). The interfaces keep the RMS constantly

updated with all reservation activity, so that the RMS can analyze pace & pickup 24/7 so

as to provide optimum pricing recommendations to your revenue manager or general

manager. With a single click of a mouse you can update PMS room rates, and then have

these rates automatically update all your outside channels, including GDS, OTA and your

hotel’s web-booking engine. On a single screen you can see a compilation of all the

pertinent information, including your competitive set, so that you can make the best

decisions for setting rates.

#5 ResOnTheWeb™ Version 2 (for independent hoteliers only)

ResOnTheWeb™ version 2 is now available with a new and modernized look & feel. SEE SAMPLE

SCREENS>>

ResOnTheWeb™ allows hoteliers to bypass expensive OTAs and make it easy for your guests to book directly via your hotel’s website. AutoClerk’s ResOnTheWeb™ is an integrated, mobile friendly web-booking engine that connects your hotel’s proprietary web-site to AutoClerk’s PMS.

ResOnTheWeb™ has many advanced features, which cannot be found in other 3rd party CRS

systems, such as:

1. guest receive only one confirmation number, the PMS confirmation #

2. real-time, up-to-the-second room availability subject to holdbacks by room-type

& run-of-house defined by hotel management for any future day

3. real-time, up-to-the-second room rates

4. guests will not have to change rooms during their stay because ResOnTheWeb

makes sure that one specific room of the appropriate room type is available for

the entire length of a guest stay

ResOnTheWeb’s webmaster, Scott Mansfield, can customize the booking screens to

match the look and feel of your property’s current website. And for ResOnTheWeb

support, you have one point of contact 24/7, which is AutoClerk’s help desk. If you

already have ResOnTheWeb and wish to upgrade to ResOnTheWeb version 2, please

make a request to Scott Mansfield at resontheweb@autoclerk.com.

#6 Hotel Website & SEO Services

AutoClerk’s webmaster and SEO specialist, Tony Andexler, specializes in creating &

maintaining websites specifically for hoteliers. Tony can be reached at

tandexler@autoclerk.com. Tony works closely with AutoClerk’s ResOnTheWeb

webmaster, Scott Mansfield, to make sure your hotel’s website and ResOnTheWeb

booking engine blend well with one another.

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#7 Guests eMailing via eLetters (aka eMarketing)

Improve your email confirmation letters to guests. AutoClerk’s eLetter service

automatically generates welcome emails prior to arrival; thank-you emails after

checkout, and features an option for a customer satisfaction survey. All the emails can

be customized by AutoClerk's eLetter webmaster to suit your needs, and emails re-size

automatically when guests view the email from their mobile device, such as an iPhone.

A new On/Off configuration option is available so that a reservation Modify or Cancel will

automatically generate a guest email. READ MORE>>

#8 MyCRS for Channel Management & GDS/OTA (for independent hoteliers only) Connect to the Global Distribution System (GDS) and over 150 OTA & Meta channels, including Expedia & Booking.com. AutoClerk's myCRS™ service is an economical alternative to other CRS

providers. MyCRS has a direct, 2-way connection with AutoClerk PMS. READ MORE >>

#9 Automated Backups via IP Backup

Protect your hotel’s valuable data with IP Backup, AutoClerk’s automated daily service

that runs invisibly in the background. It sends an up-to-date encrypted copy of your

hotel's AutoClerk PMS data to a data-center to protect you from catastrophic PMS data

loss. This is especially useful for those AutoClerk customers that have non-dedicated

servers.

#10 Supplemental Training Services & Management Coaching

Many customers are not aware of the rich AutoClerk PMS functionality that is at their

fingertips. It is likely that as knowledge is passed from employee to employee, year

after year, information is lost with each passing. To remedy this situation, and to make

you and your staff well versed in the full capacities of the software, supplemental phone

training on an hourly basis by an AutoClerk expert is available. Management coaching is

also available. Another good source of expert information is

www.myautoclerk.com, which has many product documents and training videos. To get

started on the portal, click on the green button “Registration” and follow the directions

to get access.

#11 EMV Chip Credit Cards - Soon will be a Bank Requirement!

AutoClerk PMS is now certified to work with EMV for chip credit card processing with or

without a gateway. Bypassing the gateway reduces cost & infrastructure complexity of

a middleman gateway. Modernizing your hotel front desk infrastructure to meet EMV

standards has the following advantages:

1. Lowest transaction cost is an EMV transaction, as compared to any other method

of input, including swiping a credit card or manual entry

2. Offers guests modern mobile payment alternatives - EMV readers can accept

wireless Google Wallet, Apple Pay & Samsung Pay;

3. Reduces liability/chargebacks - hoteliers processing cards with chips the old-

fashioned way are now liable for fraud instead of the issuing bank;

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4. Captures electronic guest signature - upon check-in, guests can sign using built-

in electronic signatures pads on the EMV readers, making signature retrieval

easier;

5. Reduces vulnerability to hackers within hotels’ network - data coming out of the

EMV readers is encrypted;

6. Reduces PCI footprint - encrypted EMV reader data cannot be decrypted

by anyone at the hotel, not even AutoClerk PMS, making your PCI compliance

easier;

7. Meets expectations of security-savvy guests - guests appreciate merchants

that take extra steps to protect their credit cards from theft.

For further details on bypassing gateway or upgrading to EMV please contact Mark

Houser, mhouser@autoclerk.com (925-871-1820)).

#12 Core PMS Improvements

Upgrading to the latest version of AutoClerk PMS (v9 build 60.2.5.1032) allows you to

take advantage of many software improvements. Updates are free and can be

scheduled by making a request to mhansia@autoclerk.com or simply calling 925-871-

1831 and request an upgrade. Here are a few highlights of earlier versions of AutoClerk

PMS:

Data Security:

1. Credit cards can be automatically validated & tokenized when entered into a

reservation, ensuring guest credit cards are in good standing, and improving data

security by reducing your hotel’s PCI scope. This new feature must be enabled

by an AutoClerk technician. Please call 925-284-1005 x2 to request it be enabled.

2. New configuration option that allows you to decide if you want the credit card

information copied to a new reservation from an existing reservation.

3. A clerk does not need full credit card view rights to post advance deposit or use

existing reservation’s credit card at check-in.

4. There are now many more options when posting corrections involving credit cards

to historical folios. You can use the credit card from the reservation, transaction,

folio or add a new credit card. So even though the credit card was not used

during guest stay it is still available to use for posting after a guest departs.

5. Reservation retention period is now configurable. You can choose how long to

keep past reservations (instead of the default 60 days).

6. Clerks will be automatically logged out of the PMS after 15 minutes of non-use by

default. Configurable up to 30 minutes. Automatic log out is PCI compliance

requirement.

7. You can restrict access to Void Posting by user permission level.

Reservations:

1. When setting up/adding bill-to information to a group, the user can now apply

the bill-to to existing reservations. Also, a cancelled group can now be re-

instated.

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2. Cancelling a primary reservation now notifies you if share-with and/or bill-to

reservations exist.

3. You can now enter reservations in a group rooming list for more than one room.

4. If your AutoClerk installation is connected to a reservation service, such as

ResOnTheWeb, Best Western, or Synxis, group members can now enter their

reservations online

5. A reservation’s GTD/CXL policy can be set to default to a pre-defined setting

based on rate class & date.

6. Multi-dimensional Room Allocation monitor allows allocation to multiple booking

CRS channels.

7. You can transfer an advance deposit directly from one reservation to another.

Maximum stay increased to 500 days, and number of Rate Classes increased to

255.

8. A new field has been added to reservations & folios for 3rd-party confirmation

numbers typically used for OTAs.

9. Group Masters has new fields for the group planner. Emails can be sent to both

group masters and to group members. Options have been added to allow a group

master to have one or two rate classes. The second rate class, if used, is for

group members.

10. A change log has been added to the reservation and in-house screen. It tracks

changes to a guest stay, including which clerk did the change and when it was

done.

Rate Tables:

1. When changing rate tables, changes can be automatically installed within 3

minutes, so no more waiting for station #1. This feature must be enabled by

AutoClerk technician, please call 925-284-1005 x2 to request it be enabled.

2. Room-rate tables show past amounts.

Reports:

1. New reports are available for bill-to’s, share-with’s and tax-exemption. The tax-

exemption report must be enabled in configuration (ACConfig) before it can be

used.

2. The Yield Management Analysis now has an option "Print Zero Rate

Classes". This defaults to being checked. Properties that are part of a chain

often have many Rate Classes. Unchecking this option, makes the report much

more manageable by only including the information needed. And if you merge

rate classes, AutoClerk will now remember those merge settings for next time.

3. View Past Night Audits has new filters, allowing the list to only show the types of

reports you are interested in. This makes it a lot easier to find a report.

4. Reporting enhancements, including emailing reports in PDF, automated emailing

of night audit reports to email addresses of your choice, support for Excel, HTML

XML formats & better search/preview functionality.

5. Historical exports have additional metrics, including # of room nights, better

shoulder date filtering between months, and options for in-house folios.

6. Out-Of-Order (OOO) rooms are now available in the Transaction report by

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specific transaction type. Select Non Revenue, and Housekeeping.

Ease-Of-Use:

1. You can open multiple instances of AutoClerk by using the “Menu” option on the

Tool Bar. This allows a clerk to multi-task on one PC, i.e. run more than one

instance of the AutoClerk PMS on the one PC.

2. The Tape Chart can now show past dates and can be sorted, re-ordered and

filtered by room type.

3. Thank-you letters can be emailed.

4. City Ledger improvements, including cover letters for invoicing, new invoicing

options, access of guest folios directly from account and invoicing with OTA #’s.

5. Major improvements have been made to Room Status Update, with sort/viewing

options by room status, room type, building and floor.

6. Via Historical Folios, you can now change a guest’s email address and opt-in

setting.

The list above is partial, for a complete list of all changes visit www.myautoclerk.com.

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Table of Contents TWELVE WAYS TO IMPROVE HOTEL OPERATIONS 2

TABLE OF CONTENTS 8

COPYRIGHT INFORMATION 10

1. 12

MODIFY/VIEW A RESERVATION 11 GROUPS 11 Create a New Group Master 11 Group Room Management 11 Customer Rooming List 12 List Groups Due to Arrive 12

2. 13

GUEST REPORTS 12 Stayovers 12 ROOM STATUS 12 Occupancy Snapshot 12 Electronic Room Rack 13 Update Rooms Status 13 TRANSACTION REPORTS 13 Chronological Detail 13

3. 14

LIST NAMES AND ADDRESSES 13

4. 14

5. 15

MONTHLY ACCOUNTING REPORT—M2 14 HISTORICAL REPORTS 14 License Report 14 MOVE EXPORT TO LOCAL 14 BEST WESTERN CRS UTILITIES 15 Best Western Tier Report 15

13. 16

FUNCTION KEYS 15 NIGHT AUDIT 15

14. 17

DEFINE ROOM TYPES 16 RATES 16 Package Breakout Setup 16 TAX SETUP 16 DEFAULTS/OPTIONS 16 eRegistration Set-up 16

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Options 16

15. 18

DASHBOARD 17 PCI-DSS/PA-DSS 18 SPECIFICATIONS 18

16. 20

CENTRAL RESERVATION SYSTEM (CRS) 19 CREDIT CARDS 19 EMV (Chip Credit Card Processing) 19 Heartland 19 Reservation Tokenization 20 Shift 4 21 CUSTOMER RELATIONSHIP MANAGEMENT (CRM) 21 EREG 21 GIFT CARDS 22 GUEST MESSAGING 22 HOUSEKEEPING 22 Mobile Housekeeping & Maintenance via CleanMeNext™ 22

17. 24

BEST WESTERN (BWI) 2-WAY INTERFACE 23

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Copyright Information

©2019 AutoClerk, Inc.

AutoClerk What’s New Version 9

All rights reserved. No part of this publication may be reproduced, stored in a retrieval

system, or transmitted, in any form or by any means, electronic, mechanical,

photocopying, or otherwise without prior written permission of AutoClerk.

AutoClerk, Inc.

1981 North Broadway, Suite 430, Walnut Creek, CA 94596

Phone: 925.284.1005

Fax: 925.284.3423

www.autoclerk.com

www.myautoclerk.com

support@autoclerk.com

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1. Reservations

Modify/View a Reservation ● AutoClerk will remember a user’s setting so, if a user changes the maximized

screen to ‘normal’, each time they are logged in and go to the Reservation

Selection form, it will be the size from the last use.

o This is determined by the logged in user.

Groups

Create a New Group Master

● If you are a Best Western or have a CRS, Group Planner information is

mandatory.

● You can copy the Group address information over to the Planner.

o Once you click on the Planner tab, you will see a ‘Copy Over’ button, as

seen below:

o Click on the button and the Group address information is filled in.

● If a Group Master has a Large Note, users can both see that there is a note and

read it as well form this form.

o Users can only modify the note by modifying the master.

o The note can also be seen in the Customer Rooming List, when you select

Options.

Group Room Management

● If the Group Master has a large note, users can see that there is a note, as well

as see the note from this form.

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o Click on ‘Note Exists on Master’ in the upper right corner.

▪ The Memo and large note fields from the Group Master appear in a

separate window.

▪ Users can only view the notes. Any changes must be done in the

Group Master reservation.

Customer Rooming List

● If you select ‘Options’ from the SendTo pipeline, you get the option to include the

Large Note.

List Groups Due to Arrive

● This now includes a column for the Group Note.

o If the Group master has a Group note, it will be listed here.

2. General Reports

Guest Reports

Stayovers

● The Stayovers list no longer includes non-sleeping rooms by default.

o The user can include the non-sleeping rooms by selecting ‘Options’ from

the ‘SendTo’ pipeline and answering ‘No’ to the question.

Room Status

Occupancy Snapshot

● This is a new report.

o It provides a snapshot off occupancy data for the day; after room and tax

have been posted but before the day is closed.

o It is produced as part of the Night Audit Reports and is suppressible.

o The default number of days is 365. You can change the number of days

reported if you select ‘Options’ in the SendTo pipeline.

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▪ Changing the default number does not change the report produced

on the NA, which is 365 days.

o An example of the report is shown below:

Electronic Room Rack

● If you make a reservation ‘Using an Existing’, the new reservation’s default

arrival date is no longer the arrival date of the existing reservation but the

current date

Update Rooms Status

● If the user set rooms to be out of order in the future, when they came back in

order, they came back in order; they were set as clean and not dirty. This has

been resolved.

Transaction Reports

Chronological Detail

● When you select Options, to get to ‘Export Chronological Transactions”, the

export now includes Room Types.

3. City Ledger

List Names and Addresses ● When producing this report, you can choose ‘Options’ in the SendTo pipeline and

select to exclude any accounts that are pending deletion or have been

suspended.

4. Yield Management ● Exporting the report to a spreadsheet was causing extra work as the data was

exporting as a ‘string’ due to the commas in the number fields. This has been

resolved.

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● The Yield report has the option to export to .csv format, as well as to save a

copy locally.

o If you decide not save the report locally, and cannot access the report,

you will need to contact your network provider to get you access to the

Export directory.

o Once exported, the .csv can be imported into most spreadsheet programs.

5. Utilities

Monthly Accounting Report—M2 ● There was a display issue for users who had selected to show Non-taxable room

revenue on reports. This has been resolved

Historical Reports ● This is a new section as of build 1146.

License Report

● This is new report.

o The default parameters are:

▪ The past 30 days

▪ Checkouts only

▪ Guest name

▪ All fields within the ‘ID & Car’ form

▪ Sorted by Passport Number

o Select ‘Options’ in the SendTo pipeline to change these parameters

o Only records with data in them will be returned.

o The last column in the report indicates the source of the data: H =

History; I = Inhouse; and R = Reservations.

▪ If Inhouse, the room number is the last room number the guest

stayed in (in the case the guest changed rooms during his/her

stay).

Move Export to Local ● This new function allows the user to move documents from their export directory

to a local directory.

o It copies any readable file that is selected to the user’s local directory.

▪ It is the user’s responsibility to know where he/she copied the

document.

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Best Western CRS Utilities

Best Western Tier Report

● This report is based upon reservations and/or inhouse guests.

o Reservations will only report gtd/hold/share status.

o Fields are BWR Tier, BWR Number, conf, last name, first name, room,

status, arrival, departure, and nights

o The tiers are grouped into like tiers.

o The following options are available:

▪ Start Date

▪ End Date

▪ Date Type (Stay Within, Arrival, Departure)

▪ Sort By (Arrival, Last Name, BWR Number, and Conf)

▪ Include Reservations

▪ Include Inhouse

▪ Include due outs. (This means those due to check out on the start

date)

13. Functions

Function Keys ● F2 was not pulling Company info for checked-out guests. This has been resolved.

● F4 was not including out of order rooms in its calculations of availability

percentage. This has been fixed.

Night Audit ● If a credit card transaction failed during the Night Audit, properties using Shift 4

were not seeing which specific transaction was the issue.

o This has been resolved by listing it out on the sales batch report, as well

as continuing to transmit the rest of the batch.

● If a room has been marked out of order and then marked as clean, the Night

Audit will maintain the ‘clean’ status and not revert it back to ‘dirty’.

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14. ACConfig

Define Room Types ● The number of ‘Max People’ was not totaling the max number of Adults, Kids and

Infants so rooms could be booked for more that the allowed maximum.

o This has been changed so the user gets a warning if the individual ‘people’

amounts exceed the Max People number.

Rates

Package Breakout Setup

● The package setup wizard has been improved to:

o Include 1 day packages

o Allow packages for the number of days allowed by the property as set in

ACConfig – Defaults/Options – Options

o Automatically pop-up when you create a new package breakout

Tax Setup ● If a property has taxes that go out 4 decimal points, the display of the tax

amount was rounding to 2 decimal points. This has been resolved

● An issue when Tax Precision was set to 5 decimal points has been resolved.

Defaults/Options

eRegistration Set-up

● AutoClerk offers an eRegistration slip feature.

o This allows a clerk to have a guest initial/sign their registration slip on a

mobile device.

o This section is only for AutoClerk techs to configure and set-up the

feature.

● If you are interested in this feature, please contact AutoClerk Sales at (925) 871-

1807 during normal business hours.

Options

● If a property has set a specific address to be the default, then that address is

used in new reservations, regardless if there is a Company address.

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15. Software and Application Upgrades

Dashboard ● As of build 1136 the Main Menu, Reservations, Checkin and Inhouse forms have a

new look. It is called the ‘Dashboard’.

o Users can still use the classic menus by a setting under ‘View’.

o The User Guide with additional information and screen shots can be found

on http://www.myautoclerk.com under Support and Training Material -

Documentation

● Examples of the Dashboards screens are below:

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● One of the enhancements of the Dashboard is being able to see which interfaces

your property uses.

o The title bar has a menu item – Interfaces.

▪ When you click on it, you are presented with a window listing your

interfaces.

PCI-DSS/PA-DSS ● The Payment Card Industry (PCI) Security Standards Council released PCI-DSS

(Data Security Standard) Requirements and Security Assessment Procedures ver.

3.2 in April 2016. They also released the PA-DSS (Payment Application Data

Security Standard) Requirements and Security Assessment Procedures ver. 3.2 at

the same time.

o Be sure to review the Procedures and ensure your property is following

the security regulations.

● As of December 9, 2016, AutoClerk has been certified on PA-DSS ver. 3.2.

● More information on PA-DSS as well as PCI can be found at

https://www.pcisecuritystandards.org/

Specifications ● Windows 10 Pro is now an approved operating system for AutoClerk installations.

Windows 10 Home is NOT approved as it is not a business grade OS. Please refer

to the full AutoClerk Specifications for more details.

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16. Interfaces

Central Reservation System (CRS) ● If you use Shift4 as your credit card processor as well as the SynXis/Sabre CRS

interface, you have the option to have SynXis only send a token instead of the

guest’s credit card number.

o Please advise Shift4 as well as SynXis if you would like this enabled.

o Once enabled, you can ONLY get the full credit card number by contacting

SynXis and referencing the token. You will NOT be able to see the credit

card number within acPMS.

Credit Cards

EMV (Chip Credit Card Processing)

● EMV Technology

o AutoClerk PMS is certified for EMV credit card processing in two (2)

different ways, one via gateway and the other processor direct. If you are

interested in upgrading to the EMV technology, contact Mark Houser,

mhouser@autoclerk.com (925-871-1820).

● Modernizing your hotel front desk infrastructure to meet EMV standards has the

following advantages:

o Offers guests modern mobile payment alternatives – EMV readers can

accept wireless Google Wallet, Apple Pay and Samsung Pay.

o Reduces liability/chargebacks – hoteliers processing cards with chips the

old-fashioned way are now liable for fraud instead of the issuing bank.

o Captures electronic guest signature – upon check in, guests can sign using

built-in electronic signature pads on the EMV readers, making signature

retrieval easier/faster.

o Reduces vulnerability to hackers within hotels’ network – data coming out

of the EMV readers is encrypted.

o Reduces PCI footprint – encrypted EMV reader data cannot be decrypted

by anyone at the hotel, not even AutoClerk PMS, making your PCI

compliance easier.

o Meets expectations of security-savvy guests – guests appreciate

merchants that take extra steps to protect their credit cards from theft.

Heartland

● When viewing the Heartland logs, users can now double-click on a line item to

see more detail about the transaction.

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Reservation Tokenization

● AutoClerk has an option to tokenize the credit card numbers in new reservations.

o Once a clerk has entered the guest’s credit card information in the

reservation form and clicks ‘Ok’, they will see:

o Once the token has been received, the user is returned to the reservation

form to complete the reservation.

o If the validation/tokenization fails, a pop-up will appear indicating an error

has occurred. If the card cannot be validated, the user is brought back to

the ‘Reservation Payment Info’ form so they can enter a new card number

from the guest.

o If the card cannot be validated or tokenized, due to a communications

error, the user is brought back to the reservation form and the payment

type description button says ‘Not Verified’.`

o The user can open up the ‘Reservation Payment Info’ form and click on

the ‘Validate’ button to have AutoClerk go out and try to validate a card.

o The ‘Reservation Payment Info’ window appears when the user clicks on

the paytype description button.

An untokenized credit card is kept in the reservation as an encrypted number.

o The token increases the security of the credit card, as once ‘tokenized’,

the card number and expiration date are not viewable by any user,

regardless of their ‘View Rights’ level.

o All future authorizations, charges and/or refunds to the card use the token

rather than the actual card number.

o This does mean that the property will have to call their credit card

processor if they need the full credit card number. The card’s full Primary

Account Number (PAN) is not stored in any form in AutoClerk.

o If the property has a CRS, as those reservations are delivered to

AutoClerk PMS through the interface, the program will call out and replace

the guest’s credit card number with a token.

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o At present, the only reservations that will retain a viewable credit card

number to those users with ‘View Rights’, will be existing reservations that

have a status of Gift Certificate, Gtd, No Show or Cancel and those that

have not gone through the scheduled credit card data purge.

o If you wish to have this feature enabled, please contact AutoClerk Support

(925) 285-1005, Option 2.

▪ AutoClerk recommends you enable this feature. AutoClerk’s recent

PA-DSS certification was completed with the option enabled.

Shift 4

● If a credit card transaction failed during the Night Audit, properties using Shift 4

were not seeing which specific transaction was the issue.

o This has been resolved by listing it out on the sales batch report, as well

as continuing to transmit the rest of the batch.

Customer Relationship Management (CRM)

● acPMS now works with Vizergy.

o There is an initial export of data, then daily exports and emails

o If you are interested in this interface, please contact AutoClerk Sales,

(925) 871-1807 during regular business hours.

eReg ● AutoClerk now offers electronic guest registration forms, also known as eReg.

● eReg allows the guest to initial and/or sign their registration slip on a mobile

device, such as a tablet.

o When the guest checks in, the clerk selects the mobile device instead of

printing, and hands the device to the guest to review and ‘sign’ their slip.

o Each AutoClerk station that wants to use this feature MUST have its own

device that is assigned to that specific station.

▪ The property is responsible for purchasing and maintaining these

mobile devices.

● The ‘signed’ registration slip is kept as part of the guest’s stay record.

o The user is able to view the eReg slip once the guest is checked in through

a button on their inhouse folio.

o Once the guest is checked out, the user can view the eReg slip from

Historical Folios.

▪ Using and viewing the eReg slips is dependent on an internet

connection.

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● If you are interested in eReg, please contact AutoClerk Sales at (925) 871-1807.

Gift Cards ● If you use Heartland as your processor, you have the ability to use Gift cards as

of build 1133.

● Gift cards can ONLY be used as payment for an Advance Deposit or settling an

inhouse folio.

● If you would like Gift Cards enabled, please contact our Tech Dept. during regular

business hours.

o You will need to have the feature enabled in Heartland as well as do some

setting up in AutoClerk prior to using Gift Cards.

o Please read through the separate documentation on

www.myautoclerk.com as well.

Guest Messaging ● Properties can now use AI to message with guests using Akia.

o Reservations are sent up to Akia which then communicates with guests via

text messages.

o Akia can also create housekeeping and/or maintenance work orders, order

valet service, order a bellman, etc.

Housekeeping

Mobile Housekeeping & Maintenance via CleanMeNext™

● AutoClerk offers an interface to a mobile Housekeeping and Maintenance app call CleanMeNext™ (CMN).

o CleanMeNext™ is a new mobile application that constantly communicates two-way to the front desk, keeping your front desk staff up-to-the-minute with room readiness.

o It also informs guests via text messages when their room is ready and/or

if they have forgotten any items after check out.

o CleanMeNext™ also dynamically prioritizes the room cleaning schedule, simplifying and automating many of the duties that your housekeeper is now doing by hand.

o For more details see: http://www.autoclerk.com/wp-

content/uploads/2018/01/CleanMeNext-11_2_17.pdf.

● Users can decide:

1) How they want CMN and acPMS to handle marking rooms as Clean depending on

whether or not a property inspects rooms once they have been cleaned.

2) If a housekeeper marks a room as DND, send it as Clean to acPMS. The default is to

leave as Occupied and Dirty.

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● The options are:

o The default is to set the room as clean if CMN sends a Clean OR

Inspected.

o These options can be set when the interface is first installed or contact

AutoClerk Support (925) 285-1005, Option 2 during normal business

hours to have them enabled.

17. Best Western

Best Western (BWI) 2-Way Interface ● Messages from the BW interface were bogging down the interface and causing

time-outs when attempting to enroll a BWR member or doing a BWR lookup. This

has been resolved by giving a higher priority to the BWR messages.