Arctic Reservations

Arctic Reservations

Features & Editions

Arctic Reservations is available in three different editions, each with added functionality. In addition, we now offer an Arctic Retail add-on that includes point-of-sale service, e-commerce tools and photo sales.

Functionality Core Premium Online
Detailed Customer Records
Track detailed contact information, including multiple emails, phone numbers and addresses.
Yes Yes Yes
Customizable Fields
Add and customize fields to track everything from marketing details to emergency contact information..
Yes Yes Yes
Communication Logs
Keeps of customer inquiries and previous email 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 email invoices as a PDF, or print invoices for physical delivery.
Yes Yes Yes
Gift Certificates
Issue and track gift certificates, remaining balance and expiration dates.
Yes Yes
Accounting
Track all income according to account, including commissions, subcontractors, regulatory fees and taxes.
Yes Yes Yes
Organize Your Business
Use a hierarchical organization to group locations, regions and services.
Yes Yes Yes
Tailor Each Business Group
Configure each business group separately, including custom templates, branding, credit card processing, and more.
Yes Yes Yes
Provide Business-Group Access
Provide employees with business-group specific accounts, streamlining their experience by only showing relevant trips, invoices and customers.
Yes Yes Yes
Run Business-Group Reports
Analyze accounting data and other reports on a per-business-group basis for detailed data.
Yes Yes Yes
Configure Trip Types
Set a range of trip settings, including pricing, durations, openings, fees and optional add-on items.
Yes Yes Yes
Easily Schedule your Season
Schedule trips for a whole season based on existing trip types.
Yes Yes Yes
Add Trips On-Demand
Using the same trip types, individual trip dates can be added while on the phone with a guest.
Yes Yes Yes
Customize Dates and Times
Easily customize dates and times. For example, pricing can be adjusted on a per date/time basis to align with holidays.
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
Link Trips with Inventory
In addition to per-trip availability, you can specify overarching inventory pools (e.g., permit caps) or shared resources (e.g., kayaks).
Yes Yes Yes
Automatic Tasks & Reminders
Stay on top of trip and activity logistics by setting up automatic reminders before and after trips.
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
Customizable Fields
Add per-reservation or per-guest questions to collect the necessary information to accommodate guests.
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
Customize and 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
Powerful Report Editors
Use three different reporting tools to help extract information, including a spreadsheet editor for formatting rosters and reports, as well as pivot tables for aggregating trends.
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, the system will automatically set aside inventory 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
Customizable Fields
Use customizable fields and reports to track everything from certification to payroll.
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
Define Packages
Easily define flexible packages of 2 or more activities through a flexible set of conditions, which can include a range of choices in their package activities.
Yes Yes
Up-Sell
Existing reservations can easily be converted to packages by simply adding additional activities. The system highlights potential packages for up-selling customers.
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
Automatically Import Your Design
Arctic Reservations can automatically analyze your website design and move the content over to your guest-facing site, 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 Checkout
Guests can easily book trips and rentals in a few easy steps, requiring minimal information in order to maximize conversion rates.
Yes
Create Landing Pages
Use landing pages to sell specific trips or packages. Landing pages are easily indexed by search engines to help increase potential visitation.
Yes
Automate Booking Agent Reservations
Booking agents can use their login details to directly book guests.
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
Customizable Flow
Customize the checkout flow to add specific questions, up-sell add-ons, or cross-sell other products.
Yes
Collect Contact Details
When a guest is unable to find the right trip (due to cut-offs, minimums or other requirements you specify), they can always submit their contact information.
Yes
Securely Receive Online Payments
We will help set up your website to receive online payments securely.
Yes
Email Payment Links
Include payment links in your email 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 custom fields or adding your own custom fields.
Yes
Email 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
Accept Electronic Liability/Risk Waivers
Have guests submit electronic waivers in compliance with the U.S. Federal ESIGN act and with standards set out by leading industry insurers.
Yes
Eliminate Waiver Storage
Arctic Reservations will store waivers for at least seven years, ensuring full access to past records. No need to devote office storage space or staff time to organizing and storing waivers.
Yes
Unlimited e-Signatures Included
There are no per signature fees associated with electronic signatures collected through Arctic Reservations.
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
Email & 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
Continuous backups are made throughout the day and stored offsite for added security.
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.
$174 $274 $349

* Data storage and email throughput are capped in Arctic Reservations.

 

Add-On Options

Arctic Retail

The Arctic Retail module can be added to any Arctic Reservations installation, and will manage retail operations (such as merchandise sales). Everything from purchase orders through receipts can be easily automated, all while remaining linked with the rest of the data in Arctic Reservations. For example, retail sales can be linked with a customer record, allowing a guest to pay for their merchandise and outstanding trip costs in one easy transaction.

Functionality  
Track Vendors
Collect vendor information, contact details and more.
Yes
Issue Purchase Orders
Create customize purchase orders with headings, custom fields and item orders.
Yes
Track Retail Inventory
See inventory levels and sales for all items sold.
Yes
Sell via the Point-Of-Sale Interface
Use an extremely fast and intuitive point-of-sale interface to run transactions.
Yes
Link Transactions with Customers
From the POS terminal, you can link a transaction with a customer and accept reservation/rental payments simultaneously.
Yes
E-commerce
Offer inventory through your website, manage shipping methods & tax rules and track orders.*
Yes
Photo Sales
Upload, organize and sell photos either on-site via kiosks or online via the guest-facing site.
Yes
Monthly Cost
The added cost for Arctic Retail.
$75

* Requires the online edition.
✢ On-site hardware, needed for photo sales kiosks, is priced separately. Online photo sales requires the Online edition.

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%

Additional Guest-Facing Site

If you sell services under multiple brands, or just want to have multiple guest portals for purchasing, registering and paying, you can setup additional guest-facing sites. Each guest-facing site has its own address and design. In addition, you can customize each site to only show a specific subset of your trips and/or inventory.

The cost for the guest-facing site covers hosting, SSL certificate to securely accept credit cards and the initial design setup.

Added Fee: $25 per month

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.