Hello! It’s been a while. Welcome to the first newsletter since March! Below you’ll find some new features, a request for feedback, and an announcement about our new credit card processor integration. Enjoy!

Feature Spotlight #1

Setting up a Task Checklist for processing incoming families

One of our houses reached out to us asking to set up a list of tasks that need to be checked off before accepting new families. We’re hoping you’ll find a way to use it, too.

If you choose to use the checklist, it would show in each Reservation and in the PSG tab in Guest Edit:

Checklist with three new-family tasks, with the option to add a Date for each checkbox.

You get to define the Title (“Pre-Acceptance Checklist” above), the number of checklist items, and what each is called.  They also show in the Reservations Report, so you can see at a glance which reservations have completed which steps.

How could you use the checklist?

Feature Spotlight #2

Sending out PDF invoices and statements

Users have always been able to send out invoices and guest statements from HHK.  Now they’re sent as attached PDFs instead of the invoice or statement appearing in the body of the email.

In the top half, users can compose an email to send out with the invoice. In the bottom half, you see some of the invoice to be sent.

Additionally, users can compose the accompanying email right in HHK. Default text is included, but you can re-write the email to say whatever you need it to.

If you’d like to change the default text, head over to the admin side of the site, the DB Maintenance dropdown, and into Site Configuration.  Find the two fields in the Financial section, one for invoices and one for statements.

a box with text in it, that users can edit.

When you’re done, Save, perform a logout cycle, and you should be all set.  If needed, you’ll still be able to customize each email you send, but customizing your default text will probably save you some time.

Looking for Feedback

If you bill to Medicaid or other 3rd parties regularly, we would love to talk to you about how HHK could further help. Attaching invoices to emails was our first step in improving 3rd-party billing.

We want to hear from you what our next steps should be.  When billing to 3rd parties, what would help your house the most?

Please email us and let us know.

New Credit Card Processor 

Hospitality HouseKeeper has always given houses the option to integrate with our cc processor or use their own.
We added Deluxe Payments as a new option this summer, and are very excited about it! Some reasons for our excitement:
  • They offer the Interchange Plus model and charity rates, which means that you pay the lowest fees possible.
  • The ability to streamline your payments: not have to run the card on your terminal and then separately record the amounts in HHK.
  • Their customer service team is located in the US (mostly in Texas) and has been very responsive to questions.
  • The option to also use Deluxe Payments for other fundraising (at a gala or the donation page on your website, for example).
If you’re curious to learn more, please reach out!