Features

MotelMax manages reservations, advance deposits, guest check-in / check-out and provides extensive reports on your business activity. Rooms can be booked from the reservation/folio grid or selected from a visual calendar display called the room rack. Room rates are calculated automatically from rate tables that you build.

Making a reservation is simple.  Try this 3 step tutorial or view this online demo.

You can build custom form letters using rich text formatting for confirmation letters and advance deposits or for developing marketing strategies. You can print envelopes and address labels. For group bookings, custom group confirmation forms and group billing statements can be printed.

The program comes preset with sample data so you can begin using MotelMax right away. You can customize the set-up as you go along by adding your own rooms and rate tables.

MotelMax User Guide - the user guide is provided in Adobe Acrobat Format (PDF) to registered users of the program.  If you do not have the free Adobe Acrobat Reader program, you can download it from the Adobe website here.  The illustrated user guide provides a complete overview of the program to help get you started.

In order to unzip the user guide, you need a password. If you are a registered user, contact us for the password to unlock the file.

MotelMax - Series 400

Following is a partial list of features for MotelMax Series 400. Each new version is compatible with all prior versions of the program. If you are currently running MotelMax, install this latest version over your existing version of the program to benefit from the latest features:

Visual Room Selection - when booking a room you can select an available room from a visual display of room availability called the Room Rack. The color coded room select grid shows which rooms are booked and the name of the guest booked into that room. Move around the grid until you find an available room. Click here to view the Room Rack.

Export to XLS - you can export data from MotelMax directly to Excel®, Lotus®, QuatroPro® or any other spreadsheet program that supports the XLS format. From the Main Menu, select: Reports | Export to XLS File. You can export: reservations; current guest folios; current direct bill folios; charges; payments; advance deposits and pending deposits.

Once the data files are in a spreadsheet you can use the full power of the spreadsheet program to re-organize the data in whatever way you need. You can sort on any column, create graphs, new subtotals or export the data again to another program. The spreadsheets are pre-formatted with titles, column headers and formulas to sum column totals.

Default Room Rates. You can enter a default rate code and default rate amount for each individual room. For example, you can define room 101 with a default rate code of Assigned Daily Rate and $75.00. When you book this room, the default rate code and the rate per day are entered automatically into the reservation input form. You can change the rate code if you want but this is the default code and it should help operators learn to assign the correct rate code. If they are not sure, ask them to click on the room number column in the room rack. This will give them the full story.

Tour Group Bookings - The 101+ room versions of MotelMax includes tour group bookings for large groups and bus tours.  Book all members of the group on one folio.

Call Tracking - Optional - MotelMax can include a companion program, CallTrack, that interfaces with your telephone systems.  Our CallTrack program downloads calls from your PBX.  Next, MotelMax imports the raw call data then copies the call data to guest folios.  MotelMax can also cost phone calls if needed.  All phone calls are archived for review. CallTrack is an optional add-on feature.

Travel Agent Statements. This feature has been expanded to allow more precise and extensive tracking of guest activity booked by outside agencies. Also, these transactions can be exported to XLS spreadsheets so you can analyze the data using your own search and sort criteria.

Owner Statements (Monthly/YTD). MotelMax now includes some of the extended features formerly found in our other program Rental Property Manager, namely, expense tracking and owner statements. These features allow you to track income and expenses on a unit by unit basis in case you are managing units for one or more owners or investors. Now, you can compile monthly or quarterly owner statements. The statement totals can be exported to an owner year-to-date statement that includes payments to and from owners and a management fee.

More than 50 Reports - there are reports for reservations, current guests and accounting. Other reports are used for tracking guest activity. Output is specially suited for laser printers using, grids, shading and mixed font sizes and styles.

Unlimited Rate Codes - there is no limit to the number of rate codes you can build. Special rates can be created for groups, corporate guests, senior citizens, etc. The program calculates rates on a day to day basis so if a guest's stay extends into a new season, the room rates can be adjusted accordingly.

Guest History - for each guest the program records the number of stays, number of nights and total revenue. You can compile guest notes and guest codes to help in future bookings. Assign guests to one or more mailing lists for letter and label printing. Enter a guest just once and reuse the guest name and address information for each return visit. Review the guest note and code to assist in repeat reservations.

Custom Letters - create custom reservation form letters using different font styles and sizes. Use these letters for confirmations and notification of advanced deposits received. Text substitution keys let you personalize the letters for each guest. You can choose to export letter to rich text files and load them into your favorite word processor where you can edit or revise the letter to get the exact content you need. You can then choose to email, fax or save the letter file using the capabilities of your word processor.

Envelope Printing - use your laser printer to quickly and easily print envelopes for your reservation and guest letters. You can customize the fonts and font sizes for the exact presentation you like.

Email Guests - store guest email addresses so you can email guests from within the MotelMax program. You can create email templates that use specific information from a reservation or guest record to personalize the email message. You can save a lot over time by emailing confirmations to guests rather than sending letters.

Help File - MotelMax includes a standard Windows help file comprised of general and context sensitive help.