iMagic Hotel Reservation

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iMagic Hotel Reservation - Frequently Asked Questions

This page answers many of the commonly asked questions about iMagic Hotel Reservation. If you can't find the answer you are looking for then please contact our Support. Hint - to find a question press Control+F on your browser to open the Find feature, you can then search for a term rather than reading through the list.

This section is split into Sales and Technical Questions for ease of reference. Click on the question below to be taken to the answer:

Sales Questions

Q. What is iMagic Hotel Reservation?
Q. What do I do if I have a question?
Q. How much does it cost?
Q. When purchasing for multiple users, what does iMagic consider to be a 'user'?
Q. I'm quite happy with my pencil and paper why should I use a computer?
Q. Can I download the software rather than pay for postage?
Q. After the 1 year of free/updates support, what is the cost to renew for another year?

Technical Questions


Q. What do I do if I have a question?
Q. Does iMagic Hotel Reservation support multiple users?
Q. How can I change the default currency setting?
Q. Can iMagic Hotel take online bookings from my website?
Q. What support is offered?
Q. Does iMagic Hotel Reservation work on a Mac?
Q. How can I transfer my installation of iMagic Hotel Reservation from one PC to another?
Q. I am wondering if iMagic Hotel has a limit to the number of rooms the database will hold?
Q. How can I change the order of the displayed rooms?
Q. Does iMagic Hotel Reservation support deposits?
Q. Can you change the template (add headers, logos, etc) for guest receipts and/or confirmations?
Q. We run a hostel with shared dorm rooms, how can we book out beds rather than rooms?
Q. We've entered test data in the trial version, how can we delete all the data and start again?
Q. What reports are available?
Q. How do I get a copy of the latest version?
Q. How do I backup my booking and customer information?
Q. How do I restore from a backup?
Q. How can I find the location of the Database File?
Q. How can I set season rates for rooms?
Q. Can I process or store credit card information?
Q. How can I create an emailing list of customers for promotions?
Q. iMagic Hotel Reservation is saying the Database File is located in C:\programdata\imagic\imagic hotel reservation\ but I can't find this folder, why?
Q. What do I need to do? I'm getting the message "Unable to automatically upgrade the database as the Database File is located in the system Program Files folder.".
Q. I sometimes use discounts. Does your software have a way of including these on the billing page so the computer adds it into the billing as opposed to me having to figure it out on a calculator then inputing the total in myself?
Q. My rates are based on double occupany and there is an additional charge for extra persons. I also have an additional charge for pets. Is there a way to add that to the billing page?
Q. When I did the Configuration Wizard, it only allowed me to put in an average charge per room. Is there a way to enter the exact room price for each room so that it appears each time I book that room?
Q. I entered one reservation and when I went to enter a new booking, the information for the previous booking came up. How do I make it so the booking screen is blank?
Q. How can I send my database to iMagic Support?


FAQ - Frequently Asked Questions

What is iMagic Hotel Reservation?
It's a reservation system for small sized operators. This may be for B&B, Motels, Hotels or holiday homes.

What do I do if I have a question?
The first thing would be to scan these questions to see if it's already been answered. If you can't find anything then please visit our Support page.

Does iMagic Hotel Reservation support multiple users?
Yes iMagic Hotel Reservation can be used on a LAN by several users at once.

To setup multiple users you would install the software onto each PC that needs it, then designate one as the main/server PC. This then shares it's database with the other PCs on the network.

It takes a few steps to setup the network feature. As follows:

1) Install the software onto the main PC (server), this will then be the central database. Configure and setup the system and other details as required.
2) Still on the server, create a share to the Database Folder. To find the Database Folder select Help/About and click "Database...".

Note that if you are using Windows 7 or Windows Vista and the above folder is in the "Program Files" folder you'll need to click on the "Compatibility Folder" button to open the actual folder.

To create a share with Windows 7 right click on the folder and selecting Properties, then click on the Sharing tab and click "Share". You'll then want to give "Full Access".
3) Install the software onto each workstation (don't run it just yet).
4) On each workstation run the Network Administration program (found by pressing Start/iMagic Hotel Reservation). Follow the wizard and set the database path to the share that was created on the server.
5) You can now run the software on each workstation and it will use the database on the server.

How can I change the default currency setting?
iMagic Hotel Reservation uses the system's currency setting. To change this to a different currency:
1) Press Start/Settings/Control Panel.
2) Select Regional Options.
3) Select the Currency Tab.
4) Change the Currency Symbol to your currency and click OK.
iMagic Hotel Reservation will now use your currency.

How much does it cost?
Latest pricing is available by clicking the Buy Now link on the menu.

When purchasing for multiple users, what does iMagic consider to be a 'user'?
For licensing users are "concurrent users", so the licence you need is for the number of PCs using iMagic Hotel at any single time. You could for example have a 3 user licence but install it on 5 PCs, this would work if you only use it on 3 of those PCs at any single time.

I'm quite happy with my pencil and paper why should I use a computer?
There are many advantages to using computer software although the main one should always be that it makes your life easier. The software product is intended to save you time and effort.

Can iMagic Hotel take online bookings from my website?
Yes. iMagic Hotel Reservation allows you to take online bookings either directly through your website or through a web booking provider. These include AvailabilityOnline.com, Webervations.com and SuperOop.com.

To setup online bookings in iMagic Hotel Reservation select from the main menu Web Bookings/Configure Web Bookings. The Web Bookings Configuration Wizard will then open allowing you to choose which options to use.

An article is also available talking about how online bookings work.

What support is offered?
Support is available either online at our dedicated support website or via email, please see our Support page.

Does iMagic Hotel Reservation work on a Mac?
iMagic Hotel Reservation is designed for use on MS Windows as such it's intended use is a PC. You can however use Windows on a Mac which would allow you to use iMagic Hotel Reservation, in order to do so you would need something like VMWare Fusion or Parallels.

How can I transfer my installation of iMagic Hotel Reservation from one PC to another?
To move the system to another PC you would need to first install iMagic Hotel Reservation on the new PC and enter in your key details to register it. Then you would move the Database File (db.mdb) from the old PC to the new one, to do that:

1) On the existing install select File/Backup Database and save the Database File.
2) Copy the Database File to the new PC either over the network or copy it to a USB key.
3) Rename the file to db.mdb if it isn't already.
4) On the new PC find the Database Folder, to to this launch iMagic Hotel Reservation, select Help/About and click "Database".
5) Copy the Database File to the new folder, if all is correct it should ask you to "replace the existing file".

I am wondering if iMagic Hotel has a limit to the number of rooms the database will hold?
The upper limit depends on the speed of your PC, available RAM etc. The average PC should be able to deal with hundreds of rooms. A more powerful PC can handle many times that.

How can I change the order of the displayed rooms?
Select Configure/Rooms, you can the rearrange the rooms by selecting a room and using the up/down buttons.

Can I download the software rather than pay for postage?
Yes. After purchase you'll be emailed a keycode, when you enter this into the application it will convert to the full version. We'll also mail you a CD just in case you need to reinstall in the future, free of charge.

Does iMagic Hotel Reservation support deposits?
Yes, You have two options for refunding the deposit. If the deposit is part of the final payment then simply enter the Deposit amount into the booking on Step 4 - Payment.

If you want the deposit and return of deposit to be recorded (this might happen with a partial refund) and displayed on the receipt/confirmation then:
1) Edit the booking.
2) Click on Step 4 - Payments.
3) Press Add Item.
4) Enter a refund name, such as "Deposit Refund".
5) Enter a negative amount that you want refunded.
6) Click OK.
In this case the total will be worked out by subtracting the refund amount.

Can you change the template (add headers, logos, etc) for guest receipts and/or confirmations?
Yes you can customize the Confirmation and Receipt Templates as required. First note the Template Folder from Configure/Settings, then open that folder in Windows. You can then edit the Template Files (they end in .RTF). If you open these files in a word processor, such as Microsoft Word, you can edit the layout, add additional details like company name, address, logos etc. Just be sure to save them as RTF files when you're finished.

To add new database fields to the Template please view the post in our support forum at:
http://support.imagicsoft.com/viewtopic.php?t=690

We run a hostel with shared dorm rooms, how can we book out beds rather than rooms?
To book beds rather than rooms, you'd enter in the bed number along with the room. So for example if you had 3 beds in 1 room, rather than enter "Room 1", you'd enter:
Room 1 - Bed 1
Room 1 - Bed 2
Room 1 - Bed 3

In this way you can book out the individual beds or the whole room.

We've entered test data in the trial version, how can we delete all the data and start again?
If you have too much information to manually delete, perhaps the easiest way is to delete the "Database File" and then reinstall, this will then create a new blank database for you.

To do this, select Help/About and click "Database...". Navigate to the folder in Windows and then exit iMagic Hotel Reservation. Delete the db.mdb file. Then reinstall from the trial download or CD if you have one.

What reports are available?
All commonly used reports are available, including sales, customers, vendors and inventory. iMagic Hotel Reservation is fully compatible with MS Access, so most reporting applications can be used including Office Professional 2013 Key Card 1PC/1User. You can also export to MS Excel for even more options.

How do I get a copy of the latest version?
From within iMagic Hotel Reservation select Help/Check Web For Updates.

Note that if you have just renewed updates after the year period then you would need to enter in your new key details from Help/Register before checking for updates.

How do I backup my booking and customer information?
From the main menu select File/Backup Database, you will then be able to select where you want the backup file copied to. You can also schedule backups, Windows has an in-built backup system called Windows Backup. With this program you can schedule automatic backups of your files. To find the location of the Database File, which contains all of your bookings, select Help/About and click "Database..."

How do I restore from a backup?
First install iMagic Hotel Reservation (if you haven't already) and enter in the key and name details to register it, these can be found in the purchase email.

You will then want to copy the Database File from your backup into the Database Folder. To find the Database Folder launch iMagic Hotel and select Help/About and click "Database...". You can then navigate to this folder in Windows.

Note that the Database File must be called db.mdb otherwise it will not be recognized. If you used the File/Backup Database command it would have been renamed to something like Backup-Apr-21-2011.mdb, so you would want to rename it back to db.mdb.

Note that in some instances Windows may have created a "Compatibility Folder", if it has you must copy the file back to the "Compatibility Folder". To check this open the Database Folder and see if a "Compatibility Folder" button appears on the toolbar. If it does click it to go to the "Compatibility Folder" before copying back the file.

How can I find the location of the Database File?
The "Database File" holds all of your information (Customers, Reservations, Rooms etc.), this is a single file and stored in the "Database Folder".

To find the Database Folder launch iMagic Hotel Reservation then select from the main menu Help/About and click "Database...", you can then click on the "Database Folder" link to open the folder in Windows or view the folder name.

The Database File is always called "db.mdb", however if you have "File Extensions Hidden" in Windows then the file will show as just "db".

Note that before you perform any operations on the Database File (such as moving or restoring the file) ensure that you have exited out of iMagic Hotel Reservation and any other applications that may have the file open.

How can I set season rates for rooms?
There are several ways to set room rates in iMagic Hotel Reservation, one of which is by seasons. In this case you can set weekday and weekend rates based on the "season" or date range. To do this:
1) First set the "seasons" you would like by selecting from the main menu Configure/Advanced/High Low Season. You should make sure that all dates in the year are covered.
2) Then set the rates for each Room you would like to use Season Pricing. To do this, select from the main menu Configure/Rooms. Select a Room and press Edit. Then press the Season Pricing button to set the rates for each of the Seasons you previously set.

Note that the Unit Price on the Room will be ignored when you have Season Pricing set, since the Unit Price is being set by the Season Rates.

How can I create an emailing list of customers for promotions?
Yes you can create a mailing list of emails in the system. It's specifically designed to be "generic" so can be used in any email program.

To use it select Customers/Email Mailing List Wizard and follow through the instructions on screen.

Can I process or store credit card information?
At present we don't have any features to directly process your customer's credit card payments from within iMagic Hotel Reservation, this is however something we are working on so should be available in a future version.

If you are processing credit cards yourself then you can store credit card details within iMagic Hotel Reservation, these details are encrypted in the database for security. However it should be noted that in order to store these details your merchant may require that your computer system be "PCI Compliant" (a common standard for credit card storage security). This is something you may need to apply for. To be safe you should contact your merchant to see what security requirements they have if any, or simply don't store the credit card details in the system.

iMagic Hotel Reservation is saying the Database File is located in C:\programdata\imagic\imagic hotel reservation\ but I can't find this folder, why?
By default Windows will hide System Folders such as the ProgramData folder. To enter this folder you would either have to go directly to it or turn off hiden System Folders in Windows.

If you already have this folder set as the the Database Folder you can go directly to it by:
1) Select Start/iMagic Hotel Reservation/Send Database to iMagic Support.
2) Click on the "Database Folder" link near the bottom of that screen.

The second option is to make System Folders visible in Windows, then you can navigate to the folder as normal:
1) Press Start/My Documents.
2) Press Alt+T to open the Tools menu and select Folder Options.
3) Click on the View tab.
4) Under Hidden Files and Folders select the "Show Hidden Files and Folders".

What do I need to do? I'm getting the message "Unable to automatically upgrade the database as the Database File is located in the system Program Files folder.".
If you have installed an older version of iMagic Hotel Reservation on Windows 7 or Windows 8 then try to update to the latest version of iMagic Hotel Reservation you may receive the message "Unable to automatically upgrade the database as the Database File is located in the system Program Files folder.". This is due to changes in Windows that require data files to be in specific folders. As such you will need to move the Database File (db.mdb) into another folder.

On Windows 7 you can do this by:
1) Go to My Documents and create a new folder, "iMagic Database" (without the quotes).
2) Open the existing Database Folder, if you're receiving this message it is most likely:
C:\Program Files (x86)\iMagic Hotel Reservation
3) On the toolbar click on the "Compatibility Files" button, this will take you to the actual folder where the Database File (db.mdb) is located.
4) Copy this file into the folder you just created:
My Documents\iMagic Database
5) Launch Start/All Programs/iMagic Hotel Reservation/Network Administration and follow the prompts and set the Database Folder to your new folder:
My Documents\iMagic Database
6) You can then launch iMagic Hotel Reservation and it will use the Database File in the new folder.

On Windows 8, Microsoft have removed the "Compatibility Files" button. So you'll have to go to the folder manually. To do so:
1) Go to My Documents and create a new folder, "iMagic Database" (without the quotes).
2) Press Windows Key+R, this will open the Run command.
3) Type in or copy/paste in the following and press enter:
%SystemDrive%\Users\%username%\AppData\Local\VirtualStore\Program Files (x86)\iMagic Hotel Reservation
4) This will take you to the Compatibility Files folder. You should see the db.mdb file.
5) Copy this file into the new folder you just created:
My Documents\iMagic Database
6) Go to the Start Menu (from the Desktop press Start) then find iMagic Hotel Reservation/Network Administration and launch it. Follow the prompts and set the Database Folder to your new folder:
My Documents\iMagic Database
7) You can then launch iMagic Hotel Reservation and it will use the Database File in the new folder.

After the 1 year of free/updates support, what is the cost to renew for another year?
After purchase you get 1 year of updates/support included, after that time you can optionally renew and get another year of updates and support. The price is per user, 1 User is $49.

I sometimes use discounts. Does your software have a way of including these on the billing page so the computer adds it into the billing as opposed to me having to figure it out on a calculator then imputing the total in myself?
There are several ways to do discounts, the one you use would depend on how you want them handled. The easiest way is on the Payment step, select the booking details and press Edit Item. You can then enter in a discount amount by pressing the "Discount" button.
Another option is to add another line by pressing the Add Item button and including a negative amount for the discount.

My rates are based on double occupancy and there is an additional charge for extra persons. I also have an additional charge for pets. Is there a way to add that to the billing page?
Yes, on the payment step press the Add Item button and include the additional charge. You can also save these extra charges by selecting the "New Item" from the "Predefined Item" option. This saves you having to enter the details more than once.

When I did the Configuration Wizard, it only allowed me to put in an average charge per room. Is there a way to enter the exact room price for each room so that it appears each time I book that room?
The basic setup is for an "average rate", this simply assigns the same charge to each room. To set different rates for each room select Configure/Rooms then edit each room in turn.

I entered one reservation and when I went to enter a new booking, the information for the previous booking came up. How do I make it so the booking screen is blank?
The current reservation is saved until it's completed. This is useful if you need to perform searches, check other screens, reports etc. To finish the reservation click the "Next" button until you get to the last step and press "Confirm". (you can also quickly jump to the last step by clicking on the "Step 5 - Confirmation" text).

How can I send my database to iMagic Support?
It can sometimes be helpful to send your Database File to iMagic Support in order to show a particular issue.

You can send the Database File from within iMagic Hotel Reservation by selecting from the main menu Help/Send Database to iMagic Support. From there you should include contact details so the support team know who has sent the Database File.

If you are unable to launch iMagic Hotel Reservation, perhaps because of an error. Then you can also send the Database File via a utility. This can be found in Start/iMagic Hotel Reservation/Send Database to iMagic Support.

If you are unable to use either of those options because of an error (usually a Firewall issue), then you can send the Database File manually by:
1) Open the Database Folder where the Database File is located. If you do not know this launch iMagic Hotel Reservation and select from the main menu Help/About and click "Database...". You can then click on the "Database Folder" link and it should open the folder in Windows.
2) If it is running, exit iMagic Hotel Reservation.
3) ZIP the Database File (db.mdb). This will compress the file and make it quicker to send. To ZIP the db.mdb file, right click on it and choose Send To/Compressed Zipped Folder. Follow the on screen instructions in Windows to create the ZIPed folder.
4) Create a new email to us and attached the ZIPed folder to the email.