Step-by-Step Guide to Booking a Room on TPMS

1. Log In to TPMS

Access the System: Open the TPMS application on your computer via Chrome web browser.

Log In: Enter your username and password to log in. Ensure that you have the appropriate permissions to make bookings.

2. Access the Reservations Module

Navigate to Reservations: Once logged in, go to the “Reservations” module. This is where you will handle all booking-related tasks.

3. Search for Availability

Select Dates: Enter the check-in and check-out dates for the guest’s stay.

Room Type: Choose the desired room type based on the guest’s preferences or requirements.

Search: Click on the “Search” or “Check Availability” button to find available rooms.

4. Choose a Room

View Options: Review the list of available rooms and select one that meets the guest’s needs.

Check Details: Verify room details such as price, amenities, and any special offers.

5. Create the Reservation

Enter Guest Information: Input the guest’s personal details, including name, contact information, and any special requests.

Payment Details: Add payment information if required at this stage, such as credit card details or a deposit.

Confirm Booking: Once all information is entered correctly, confirm the reservation by clicking on the “Book” or “Confirm” button.

6. Send Confirmation

Confirmation Email: Send a confirmation email or print a confirmation receipt for the guest. This should include booking details, cancellation policy, and any other relevant information.

7. Additional Features

Notes/Comments: Add any additional notes or comments about the guest or the reservation that may be useful for hotel staff.

Special Requests: If the guest has any special requests (e.g., late check-in, extra amenities), ensure they are noted and communicated to the relevant departments.

Tips for Successful Booking

Double-Check Details: Always double-check the dates, guest details, and room selection to avoid errors.

Stay Informed: Keep updated with any changes in room availability or hotel policies that might affect bookings.

Use TPMS Support: If you encounter issues, refer to TPMS’s support resources or seek assistance from a supervisor.

Booking a group reservation in TPMS involves a few more steps than a standard reservation, as you’ll need to manage multiple rooms and guests under a single booking. Here’s a detailed guide to help you navigate the process:

Step-by-Step Guide to Booking a Group on TPMS

1. Log In to TPMS

Access the System: Open the TPMS application or access it via a web browser.

Log In: Enter your username and password to log in, ensuring you have permissions for group bookings.

2. Access the Group Reservations Module

Navigate to Group Reservations: Find the “Group Reservations” or “Block Booking” section within the reservations module.

3. Define Group Parameters

Group Name: Enter a name for the group booking (e.g., company name, event name).

Dates: Set the check-in and check-out dates for the group.

Number of Rooms: Specify the number of rooms required for the group.

4. Search for Availability

Room Types: Select the types of rooms needed for the group (e.g., singles, doubles, suites).

Search: Click “Search” or “Check Availability” to see available options.

5. Select Rooms

Review Availability: Look at the list of available rooms and select the ones that fit the group’s needs.

Room Allocation: Assign specific rooms to guests if known, or allocate rooms later.

6. Enter Guest Information

Group Details: Input information for the group leader or primary contact, including contact details and payment information.

Individual Guests: If available, enter details for each group member, including names and any special requests.

7. Special Requests and Arrangements

Event Planning: Note any special arrangements needed, such as meeting rooms, catering, or activities.

Additional Services: Record requests for services like transportation, early check-in, or late check-out.

8. Confirm the Group Booking

Review Details: Double-check all entered information, including dates, room assignments, and guest details.

Confirm Booking: Click the “Confirm” or “Book” button to finalize the reservation.

9. Send Confirmation

Confirmation Email: Send a confirmation to the group leader, including booking details, policies, and any relevant information.

Print Documents: Prepare any necessary documentation for the group’s arrival, such as room lists or itineraries.

10. Monitor and Manage the Booking

Update Information: Make any changes as needed, such as adjusting room assignments or adding services.

Communication: Maintain communication with the group leader to ensure all needs are met.

Tips for Successful Group Booking

Plan Ahead: Start the booking process early to secure availability and accommodate any special requests.

Clear Communication: Keep lines of communication open with the group leader to handle any changes or issues promptly.

Attention to Detail: Pay close attention to guest details and special requests to provide an exceptional experience.

Leverage TPMS Features: Utilize TPMS’s group booking tools to efficiently manage and track group reservations.

Additional Features in TPMS for Group Bookings

Room Blocks: Use TPMS’s room block feature to reserve a block of rooms for the group, ensuring availability.

Group Rates: Apply special group rates or discounts, if applicable, to the reservation.

Reports: Generate reports for group bookings to monitor room allocations, guest details, and financials.

The check-in procedure in a SANParks camp using the TPMS system involves several key steps to ensure a smooth and efficient process for both guests and staff. Here’s a detailed guide on how to handle check-ins effectively:

Step-by-Step Check-In Procedure Using TPMS

1. Prepare for Check-In

Review Reservations: Before check-in begins, review the day’s arrivals list to be familiar with incoming guests and any special requests.

Verify Room Readiness: Ensure that all rooms are clean and ready for occupancy. Coordinate with housekeeping to confirm room status.

2. Greet the Guest

Welcome the Guest: Greet the guest warmly as they approach the front desk.

Ask for Identification: Politely request a valid form of identification, such as a passport or driver’s license, for verification.

3. Retrieve the Reservation

Search in TPMS: Use the guest’s name or reservation number to locate their booking in the TPMS system.

Confirm Details: Verify the reservation details, including the length of stay, room type, and any special requests.

Check Conservation Fees: if the guest has outstanding conservation fees it should be settled in full for the duration of their stay before the guests can be checked-in.

4. Check Guest Information

Update Details: Confirm and update the guest’s contact information if needed, such as phone number and email address.

Payment Method: Confirm the payment method on file or request a credit card for any outstanding charges or deposits.

5. Assign the Room

Allocate Room: Confirm the room assignment in TPMS, ensuring that it matches the guest’s reservation and preferences.

Update System: Mark the room as “Checked In” in TPMS to update the room status and notify housekeeping.

6. Issue Room Key

At Golden Gate Hotel:
Program Key Card: Use the key card encoder to program the room key for the guest.
Explain Key Usage: Instruct the guest on how to use the key card for their room and any additional access points, such as elevators or gym facilities.

At All Other SANParks Camps:
Provide the guest with the chalet key. Remind them to return it to reception on check-out.

7. Provide Information

Camp Amenities: Inform the guest about hotel amenities, including breakfast hours, Wi-Fi access, and recreational facilities.

Special Instructions: Communicate any important information, such as nearby construction or scheduled events.

8. Handle Special Requests

Accommodate Requests: Address any special requests, such as extra towels, room preferences, or late check-out.

Coordinate with Staff: Communicate with other departments as needed to fulfill guest requests promptly.

9. Finalize Check-In

Confirm Satisfaction: Ask the guest if they have any questions or additional requests before completing the check-in process.

Thank the Guest: Express appreciation for their choice to stay at your hotel and wish them a pleasant stay.

Tips for Efficient Check-In

Be Prepared: Familiarize yourself with guest arrivals and any specific needs or requests to provide a personalized experience.

Maintain Communication: Keep open communication with housekeeping and other departments to ensure room readiness and service efficiency.

Stay Courteous and Professional: Maintain a friendly and professional demeanor to create a welcoming atmosphere.

Additional Features in TPMS for Check-In

Guest Profiles: Use TPMS’s guest profile feature to access previous stay information and personalize the guest experience.

Integrated Payments: Handle payment transactions directly through TPMS, including room charges and incidentals.

Real-Time Updates: Utilize TPMS’s real-time updating capabilities to monitor room availability and guest status.

SANParks have different gate setups across the parks. 

1. Gate and reception in the same location

When the gate and reception is in the same location, guests will park outside the gate in the allocated parking and walk to reception check-in. 

Day Visitors:

Day visitors will pay the necessary conservation fees and complete the necessary details on TPMS. An entry & exit ticket is printed and handed to the visitor. A few important questions to ask the visitor includes:
– Is the visitor in posession of a valid Wildcard? If so, validate it. If not, ask the visitor if they want to purchase a Wildcard or renew their current Wildcard membership.
– Any firearms to be declared?
– Number of visitors in the vehicle?
– Nationalities? 

The visitors return to their vehicle after the reception process has been completed. At the gate the gate attendant will scan the driver’s license, vehicle registration disc and capture the vehicle number plate. If a computer is available, the gate attendant can scan the entry ticket and check that the correct number of visitors were included on the ticket. The gate attendant opens the gate and allow access to the visitors.

Overnight Guests:

Follow the check-in process under Room Bookings. The entry and exit tickets will form part of the chek-in process. Then follow the above steps similar to day visitors.

2. Gate and reception in different locations

Visitors arriving at a gate that is not part of a reception the gate attendant will scan the driver’s license, vehicle registration disc and capture the vehicle number plate. If a computer is available, the gate attendant can scan pre-purchased entry tickets and check that the correct number of visitors were included on the ticket. For visitors without pre-purchased ticket, the gate attendant does the security steps, opens the gate to allow access to the visitors and direct them to reception where they can check-in (for overnight guests), process payments and complete the necessary information required for both day visitors and overnight guests.

Guests can pre-book activities on SANParks web or book the activities during their stay at camp.

Activities For Overnight Guests

If a visitor books an activity on SANParks web, they will be asked to pay a deposit as part of their reservation if the activity requires them to be overnight guests. Guests can also book activities at camp reception during their stay. They must pay in full at the time of booking. 

Activities For Day Visitors

Day visitors can book activities that fall within the gate times of your specific park (with the exception of certain parks, activities & events - Addo game drives are conducted from Main Camp, so day visitors can join all drives including sunset and night drives). Activities can be booked on arrival, subject to availability. Sunrise game drives must be booked and paid for the day before as departure time of the activity is before reception opens. If day visitors pre-purchased an activity they will be provided with an activity ticket with a scannable QR/bar code. 

Step-by-Step Guide to Booking a Room on TPMS

1. Log In to TPMS

Access the System: Open the TPMS application on your computer via Chrome web browser.

Log In: Enter your username and password to log in. Ensure that you have the appropriate permissions to make bookings.

2. Access the Reservations Module

Navigate to Reservations: Once logged in, go to the “Reservations” module. This is where you will handle all booking-related tasks.

3. Search for Availability

Select Dates: Enter the check-in and check-out dates for the guest’s stay.

Room Type: Choose the desired room type based on the guest’s preferences or requirements.

Search: Click on the “Search” or “Check Availability” button to find available rooms.

4. Choose a Room

View Options: Review the list of available rooms and select one that meets the guest’s needs.

Check Details: Verify room details such as price, amenities, and any special offers.

5. Create the Reservation

Enter Guest Information: Input the guest’s personal details, including name, contact information, and any special requests.

Payment Details: Add payment information if required at this stage, such as credit card details or a deposit.

Confirm Booking: Once all information is entered correctly, confirm the reservation by clicking on the “Book” or “Confirm” button.

6. Send Confirmation

Confirmation Email: Send a confirmation email or print a confirmation receipt for the guest. This should include booking details, cancellation policy, and any other relevant information.

7. Additional Features

Notes/Comments: Add any additional notes or comments about the guest or the reservation that may be useful for hotel staff.

Special Requests: If the guest has any special requests (e.g., late check-in, extra amenities), ensure they are noted and communicated to the relevant departments.

Tips for Successful Booking

Double-Check Details: Always double-check the dates, guest details, and room selection to avoid errors.

Stay Informed: Keep updated with any changes in room availability or hotel policies that might affect bookings.

Use TPMS Support: If you encounter issues, refer to TPMS’s support resources or seek assistance from a supervisor.

[Add standard cancellation & refund policies here]