Arctic Reservations

Features

Arctic Reservations has a vast array of features, making it a central component to an efficient, profitable outdoor adventure company. It simplifies the process of customer management, reservation bookings, billing and even marketing.

Use the menu to the left to select a subcategory and read just a few of the features that make Arctic Reservations such a powerful asset.

Tip: Want to print a complete list of all features? Click here or just print this page.

Features: Customers

Arctic Reservations: Customer Search
  • Easy entry allows you to store large amounts of information, including basic contact details, trip history (from even before you started using Arctic Reservations), medical/food details and other notes.
  • Associate custom keywords with each customer, allowing for powerful marketing searches based on any detail you decide to tag a customer with.
  • Basic search narrows down the customers as you type.
  • The advanced search feature allows you to specify any number of conditions, then store search results or export all the information to Excel. Stored queries can later be used for mass marketing e-mails that are specifically targeted at a specific portion of your customer base.
  • Use the customer search feature located at the top of any page to select a customer. Then, from anywhere in the site, you can easily access that users details. This is especially useful when talking to a customer on the phone.
  • Track customer inquiries. Use inquiries to automatically print marketing letters that you can send to the customer. Specify a follow up date and notes so that any employee can easily follow up on the original inquiry.

Features: Trips

Arctic Reservations: Launch Calendar
  • Track all upcoming trips and launches for your company, and use graphical calendar tools to easily gain an overview of trip popularity and sales status.
  • Use trip templates to setup your default trip settings, including different pricing levels, duration, number of slots and even optional items that the customer can choose to purchase.
  • Create subtrips that have slightly different details, but which will be tracked alongside the main trip. For example, use this to book a half trip.

Features: Invoicing

Arctic Reservations: Invoice Editor
  • Allow Arctic Reservations to automatically create invoices for all your reservations. Then, you can go in and modify the invoices for specific customers.
  • Create a list of items that you can easily add to invoices.
  • Take advantage of e-mail invoicing to save on postage costs. For customers with e-mail information, simply click one button to send the invoice out.
  • Print all unbilled invoices at the end of the day, along with mailing labels, in the end of day report.
  • Easily customize the invoice template. Whether you want to change it just for one customer, or for all future invoices, its an easy change to make.
  • Create payment plans that outline when payment is due on the invoices, then let Arctic Reservations take over and track all payments and tell you when one is past due.
  • Manage credit card payment instantly through the Arctic Reservations system, allowing you to process such payments in just one easy step. (Not all payment gateways are supported.)
  • Export the financial information to a QuickBooks, Excel or another program of your choice, where you can manage all accounting information for your company.
  • Automatic discounts allow for ease management of promotions.
  • Customers can access their invoices online, make payments and schedule automatic payments for the future online.

Features: Booking

Arctic Reservations has an easy backend booking process allowing your staff to quickly book new reservations and track guest details. In addition, you can also accept online reservations through your own website.

Backend

  • Book reservations easily, whether just for an individual or for a large group. You can complete the whole booking process before even hanging up the phone.
  • The booking process has been designed based on feedback and suggestions from several companies - it is designed for the real world.
  • Don't want to fill in customer details right away? You can always input customer information into a reservation later - a feature that is especially helpful when managing large groups.
  • Manage special requests for all customers, making it easy to accommodate all of your guests.
  • Easily track the status of reservations, allowing for you to follow up on unpaid invoices or get additional customer details when needed.

Frontend

  • Accept online reservations in real-time, in a fully customizable and branded guest front-end.
  • The online reservation process has been optimized to ensure high retention, without presenting overwhelming or complex forms. Only the essential details are collected before confirming a reservation. Then users can come back and fill in the more complex registration details at a later time.
  • Online registration following the booking process allows individual guests to enter a variety of details, customizable on a per-trip basis.
  • Guests can make secure payments online (which will be immediately reflected on the invoice).

Features: Reports

  • Run a variety of reports to get information on invoices, trips, the current season and marketing techniques.
  • Don't see the report your company needs? We will customize the reports for your companies specific needs.
  • Easily prepare required paperwork for specific rivers. Search through our report library to see if we have the forms you need, then easily print them out with the click of one button. If we do not have the river you need, we will add any forms that the BLM or Forest Service requires - just send us a sample.
  • Use the end of day report to print marketing letters, mailing labels and unprinted invoices.
  • A variety of financial reports (such as previous-day balance, sales, etc) allow for tracking sale trends and reviewing pertinent financial information.

Features: Security

It goes without saying that the security of your companies information is critical. Therefore we have spent time safeguarding your companies information with the following features:

  • Sites all are protected by SSL certificate, ensuring that all communication between your computer and our server is encrypted and only accessible to you.
  • Give different employees separate login accounts and access levels, to ensure that users can only access what you want them to see.
  • Our server automatically looks for breaking attempts and will lock such users out, to prevent further login attempts.
  • Sensitive information is encrypted multiple times to ensure that it is only accessible for those who you give access.
  • Nightly, weekly and monthly backups are made and saved on a remote computer to ensure the safety of your information.
  • You can run regular backups and download your sites data, to make sure that you always have a backup copy in your hands.
  • 24 hour monitoring of our servers ensure the safety and reliability of your data.
  • Quarterly scanning ensures the server meets security and PCI Compliance criteria for processing and storing credit card information.
  • The software and server is built on powerful, proven technology. We run the same software as sites like Facebook.

Features: Technology

Handling large amounts of data has made it critical that we running powerful, reliable servers to ensure that your critical data is always available.

  • Excluding planned outages (scheduled for late night periods with low usage), our server boasts no downtime to date. The occasional planned downtime is rarely more then five minutes. This means that your data is always a click away.
  • We run top of the line servers to ensure responsive pages. Even for the most complex pages, it rarely takes even half a second to prepare the data.
  • We offer a 99.9% uptime garuntee.
  • The server is running the latest stable software, to ensure reliable and consistent usage.