Entity/Meeting Information 

• Record and track all required information for an unlimited number of organizations, churches, schools, businesses, families, etc.  Document tax exempt information and record tax exempt number when applicable.
• Eliminate duplicate data entry.  All information is entered one time.  Unlimited number of meetings can be created and attached to organizations, churches, schools, businesses, families, etc.
• Record and maintain detailed information for each meeting (event).  Create comprehensive records for all meetings, including: meeting contacts; meeting dates; notes; cost level; person counts; and beginning and ending activities.  Enter and track more than one contact per meeting such as coordinator, billing, scheduling, etc.
• Track meeting attendance by numbers of adults, youth, children, men, women, minimum, and maximum expected.  Changes made to the minimum, maximum, and total number expected are stored to create a history of such changes.
• Record and track distinct beginning and ending event activities based on specific needs.   Product allows user flexibility to customize the activities available for selection, such as time of day, meals, etc.
• Set costing at the meeting level and automatically record appropriate charges, eliminating the need manual intervention to manually determine and set individual charges.
• Create unlimited user-defined fields at both the entity and meeting levels.
• Ability to track communications and enter notes for entities/contacts.
• Calendar of events allows users to view all groups that will be on property on a specific day and what items are reserved for each group. 
• Copy or move events and all associated item reservations.  Copying will create a new event with the same information, allowing users to create re-booking scenarios easily.

Facilities/Food Services/Resources

• Configure general classification types to uniquely fit each conference/retreat center for services, facilities, equipment, etc.  Sub-classification types allows centers to have unlimited and detailed descriptions for each defined general type.  For example: facilities may have sub-types such as dining halls, cabins, etc.  Dining Halls may have specific sub-types defined such as Washington Dining Hall, Jefferson Dining Hall, etc.  After defining classifications you can assign details such as cost levels, item types, descriptions, counts, and computation method.
• Create multiple cost levels (up to ten) for each classification defined.  These can be used for member rates, non-member rates, etc.  Create multiple items to achieve different rates for adults, children, etc.
• Calculate and compute costs to uniquely fit your center.  Variables include: by day, by hour, by person/day, by person/hour, one time, and one time/person.
• Set default start and end times for any item.  Use this feature to have pre-set meal times, check-in times, etc.
• Define the appropriate debit and credit account numbers for each item and select any taxes for the item if applicable.
• Easily view through the ‘Master’ Calendar all classifications of specific type (e.g. Facilities) to let a potential meeting coordinator know what it available when.
• Easily add classifications to a meeting when the meeting coordinator makes specific requests for rooms, meals, etc.  In addition users can associate Resources (projectos, tables, etc.) with specific Facilities (meeting rooms, etc.).
• For meetings without specific requests, view the calendar for a classification type and/or sub-classification type to see all available items and those items already reserved for other groups/meetings.
• Classifications defined and assigned to a meeting can have an ’Inquiry’, ‘Blocked’, ‘Booked, or ’Canceled’ status.  Cancel a meeting with a single operation and retain the meeting history for future marketing potential.  Date/time stamps on each status change provide the ability to create year over year comparison reports.
• Using ‘Blocked’ status automatically eliminates double facility bookings when the space is reserved pending a returned contract.  Our software solution can be configured to automatically handle a blocked item after a certain number of days if required.
• Update all information including: calendar, facilities, equipment, food services, charges, etc. for a meeting, to ’Booked’ status with a single selection when the contract is returned.
• Create ’Inquiry’ meetings and assign all requirements for customers interested but not warranting a contract for the meeting yet.
• Update counts for per person charges at any time, even after the meeting is over.

Finance Functionality

• Charges and payments are stored separately for each meeting/event that has been defined for any organization, business, family, etc.
• Invoices can be generated by meeting or all meetings can be summarized on a statement for a specific customer.
• Charges and discounts for each classification type (facility, equipment, and food services) are shown separately on the finance screen, as well as sections for payments and miscellaneous charges.
• Discounts can be applied to specific items or across the board.
• Create a generic payment plan and assign that plan to a meeting/event.  The system will calculate the payments due based on this schedule for all charges associated to the meeting/event.  Or create a customized payment plan to handle exceptions to your general rules.
• Easily update the payment plan when new additional items are added after the initial contract is signed. Adjustment charges are automatically applied and payments are automatically recalculated to ensure that proper amounts are paid by customer.
• As payments are made they are applied to the payment plan and the outstanding amounts for each payment are updated.
• Contracts can be system generated to include your contractual language, as well as all meeting details along with the specific payment plan assigned.
• Use software as a credit card terminal and process credit card payments in real-time. 

Online Functionality

• Provide guest group leaders the ability to create online accounts, provide entity information (name, address, phone, etc.), and create a new meeting/event with dates, expected number of attendees, etc.
• Security features prevent users from attaching to an existing entity without knowing specific information about that entity.
• Online users can request certain facilities, food services, resources, etc. for their meeting.  These deatils are given an Inquiry status.  No real reservation activity has occurred giving the camp/conference center the ability to proide a personal touch to complete the online reservation process. 
• If a request category is not available for the dates of the meeting the online user enteres, they are notified of that during the online reservation process.
• Camp/conference center administrators can decide which categories are available online, which price levels show online, and what level of detail is shown online.
• Online users can also make payments online.
• Online users can have more than one entity attached to their online account.