Arctic Reservations

Features & Editions

Arctic Reservations is available in three different editions, each with added functionality.

Functionality Core Premium Online
Detailed Customer Records
Includes contact details, medical information, emergency contact and trip history.		 Yes Yes Yes
Communication Logs
Keeps of customer inquiries and previous e-mail communications.		 Yes Yes Yes
Basic & Advanced Search
Quickly find customers while on the phone, or do extensive customer searches based on a detailed query for marketing purposes.		 Yes Yes Yes
Store Commonly Used Items
Build a library of commonly used invoice items that can easily be added to any new invoice.		 Yes Yes Yes
Customize Invoice Template
Change your invoice header and footer to match your corporate brand.		 Yes Yes Yes
Set up Multistep Payment Terms
Set payment terms on a per-trip or per-guest basis, specifying deposits and due dates based on the reservation and trip date.		 Yes Yes Yes
Automate Discounts
Set up discounts with special requirements, discount codes, expiration dates and more.		 Yes Yes Yes
Deliver Invoices
Easily e-mail invoices as a PDF, or print invoices for physical delivery.		 Yes Yes Yes
Configure Trip Templates
Set a range of trip settings, including pricing, durations, openings, fees and even optional add-on items.		 Yes Yes Yes
Easily Schedule your Season
Schedule trips for a whole season based on existing trip templates.		 Yes Yes Yes
Add Trips On-Demand
Using the same trip templates, individual trip dates can be added while on the phone with a guest.		 Yes Yes Yes
Schedule Subtrips
If you have overlapping trips with shared resources, use subtrips to prevent overallocation of resources.		 Yes Yes Yes
Trip Calendar
A trip calendar provides a quick overview of all scheduled trips, and can be filtered or sorted to find a specific activity.		 Yes Yes Yes
Quickly Create Reservations
Creating a reservation is fast and easy, requiring minimal information.		 Yes Yes Yes
Groups of Reservations
Manage groups of reservations where there is one primary guest, breaking the group into individual reservations with individual invoices.		 Yes Yes Yes
Track Reservation Status
See reservation statuses quickly as customer data is added and payments collected.		 Yes Yes Yes
Financial Reports
Extract key sales and financial information to track outfitter performance. Data can be easily entered into double entry accounting systems.		 Yes Yes Yes
Trip Reports
Run rosters and other trip reports that can be provided to guides or to permitting agencies.		 Yes Yes Yes
Marketing Reports
Get marketing and trend data to assess and improve marketing effectiveness.		 Yes Yes Yes
Two Custom Reports
Each installation includes up to two custom reports, based on specific outfitter needs.		 Yes Yes Yes
Connects to Payment Gateway
Arctic Reservations works with select payment gateways to process transactions within the software, preventing the need for a local terminal.		 Yes Yes
Securely Store Data
Securely link credit card information with customers for easy repeat processing.		 Yes Yes
Schedule Payments
Schedule upcoming payments in advance, to minimize redundant work or the need for customer follow up.		 Yes Yes
PCI Compliant
Arctic Reservations is fully PCI Compliant, and scanned regularly to ensure that credit card data is stored in line with industry standards.		 Yes Yes
Set up Booking Agents
Create booking agents, each with unique commission schedules.		 Yes Yes
Link Reservations with Agents
Give booking agents credit for reservations that they resell.		 Yes Yes
Commission Report
Use the commission report to see commissions earned and paid to each booking agent.		 Yes Yes
Set up Inventory
Set up rental inventory, costs, quantities and other settings like recovery times between rentals.		 Yes Yes
Schedule Rentals
Set aside inventory for guests.		 Yes Yes
Link Rentals with Reservations
If you provide limited quantity equipment on trips, link the rental with a reservation to prevent over-allocating resources.		 Yes Yes
Schedule Guides
Link guides with full or partial trips.		 Yes Yes
Ensure Sufficient Scheduling
Use the scheduling tool to highlight trips where additional guides are needed.		 Yes Yes
Run Guide Reports
Run guide reports showing their schedule.		 Yes Yes
Link Lodges with Trips
Link lodges with each night of a trip.		 Yes Yes
Run Lodge Reports
Run lodge reports that can be sent ahead to lodges detailing the expected guests for each night.		 Yes Yes
Run Cost and Profit Analysis
Enter data regarding approximate costs for trips to analyze profits, costs and margins.		 Yes Yes
See Costs and Profit Margins
Use graphs and reports to measure approximate trip costs, as well as projected costs for different numbers of reservations.		 Yes Yes
Share Profit Data with Select Users
Control the visibility of cost and profit data ensuring it can only be seen by select staff.		 Yes Yes
Up-sell High Profit Trips
Use profit margin data to strategically up-sell trips that have higher potential profits.		 Yes Yes
Run Arctic on your Domain
Arctic Reservations will run on a subdomain of your website, so guests never need to leave your site.		 Yes
Initial Design Imported
Our staff will help move your existing website design onto your guest-facing page, so that there is seamless continuity and branding between your website and the online reservation page.		 Yes
Fully Customizable Templates
Change the text, design and functionality of the guest facing pages through advanced templates.		 Yes
Streamlined Reservations
Guests can easily book trips in a few easy steps, requiring minimal information in order to maximize conversion rates.		 Yes
Online Booking Report
Gain insights regarding guest behavior throughout the booking process in order to fine tune options and improve online sales.		 Yes
Follow-up on Incomplete Reservations
Use contact information to contact guests regarding incomplete reservations, and answer any questions to help complete the sale. Follow-ups can even be automated using built in email triggers.		 Yes
Create Reservation Landing Pages
Use landing pages to sell trips. Landing pages are easily indexed by search engines to help increase potential visitation.		 Yes
Automate Booking Agent Reservations
Booking agents can use their reseller code to directly book guests, or can send guests to your site with a referral code so they receive credit for the reservation.		 Yes
Encourage Social Invitations via Social Networking
Guests and groups can invite friends to join a reservation using social networking tools, like Facebook and Twitter.		 Yes
Track Referral Links
Give out referral links to partner websites to track conversions and provide commissions for completed reservations.		 Yes
Securely Receive Online Payments
We will help set up your website to receive online payments securely.		 Yes
E-mail Payment Links
Include payment links in your e-mail templates, so guests can access their invoice and make payments directly from their inbox.		 Yes
Guests Can Schedule Payments
Let users schedule payments for the future, decreasing the need for tracking down unpaid invoices.		 Yes
Configure Registration Forms
Tailor online registration forms to your trips, using existing customer fields or adding your own custom fields.		 Yes
E-mail Registration Links
Send out registration links so users can fill in registration details, whether or not they booked online.		 Yes
Help Groups Register
Group leaders can oversee all guests in their group and send out individual registration links.		 Yes
Allow Guests to Modify Registration
Guests can return to their registration form any time before the cutoff time to fill in key details.		 Yes
Collect Evaluations from Guests
Design complex evaluation forms and collect guest responses through your guest-facing site.		 Yes
Code Open-Ended Questions for Analysis
Use easy tools for coding open-ended questions, allowing for quantitative analysis of responses.		 Yes
Extract Marketing Data from Evaluations
Look at relationships between demographics and evaluation data to learn more about target markets and key marketing strategies.		 Yes
Invite Guests to Share Photos
Following a trip, invite guests to share photos. Photos let guests stay connected to their experience, and help them to tell others about it as well.		 Yes
Let Guests Keep in Touch
The photo sharing tool includes guest profiles and member lists, allowing guests to remain in contact and to build on their experience after the trip ends.		 Yes
Use Photos as Motivator for Evaluations
When combined with the evaluations, the photo site provides a useful motivator encouraging users to complete the evaluation before gaining access to their trip gallery.		 Yes
API for Customers and Inquiries
Link Arctic Reservations with your website, to automatically create customers records and inquiries based on your contact form.		 Yes Yes Yes
General
E-mail & Phone Support
Contact our team with questions or concerns as you need.		 Unlimited Unlimited Unlimited
Uptime Guarantee
Your reservations are important. Rest assured that you can always access them.		 99.9% 99.9% 99.9%
User Management
Create user accounts for all staff and provide different levels of data access based on roles/responsibilities.		 Yes Yes Yes
Regular Backups
Incremental backups throughout the day, nightly backups every evening, and offsite weekly backups.		 Yes Yes Yes
Security Features
SSL encryption, firewalls and careful security analysis ensure your data is only accessible to designated users.		 Yes Yes Yes
Pricing
Setup Cost
There is no setup fee, so you do not need to feel locked in.		 $0 $0 $0
Percentage Fees
Arctic Reservations is priced per installation. Your costs do not vary based on the number of reservations or the amount of revenue – your costs shouldn't rise as you grow.		 0% 0% 0%
Monthly Cost
Costs can be paid monthly, quarterly or annually. For an added fee, costs can be consolidated to your peak season.		 $167 $251 $334

Addon Options

Distributed Edition

If you do not have a consistent internet connection at your office, you can use the distributed edition to store data locally. This ensures that you have access to recent information, even if your internet connection is nonfunctional. When internet is restored, your local version will synchronize with a remote version to ensure data is backed up and the latest online reservations are reflected.

The distributed edition includes the leasing of a preconfigured server running Arctic Reservations, as well as a replacement policy in case of failure.

Added Fee: $83/month

Seasonal Pricing Plan

If you would prefer to make payments only during your peak season, the cost of Arctic Reservations can be consolidated to five months. This allows you to delay the costs of your reservation system until you have an ample profit stream.

The seasonal plan requires a one year commitment to Arctic Reservations.

Added Fee: 4.9%

Referrals

As Arctic Reservations is looking to grow its community of outfitters, we offer competitive commissions to existing outfitters who refer new customers to Arctic Reservations. Please speak with your sales agent about commission rates to learn more.