Overview

An Area Trace is an internal note used to communicate and track inter- or intra-departmental tasks related to a specific Area within the property.

Key Features of Area Traces

• Purpose
  Used to manage and delegate tasks not directly related to a reservation, guest, company, or travel agent.

• Visibility

  • Area Traces are visible on the ‘Traces’ tab within the Area record.

  • They also appear on the To Do Chart for the selected due date or date range.

Managing Traces

• Assign to a Department and optionally to a specific User.

• Send Notification
  Choose to send a notification to the Message Centre to alert the assigned User.

• Due Date or Date Range
  Set a specific due date or define a recurring frequency within a date range.

• Mark as Completed
  Traces can be marked as Completed by Users with the appropriate Security Profile access.

Trace Templates

• You can select a Trace Template to auto-fill details when creating a trace.

• Templates can be configured for:

  • Area

  • Reservation

  • Guest

  • Group

  • Company

  • Travel Agent

• Only templates associated with the selected Department will be available.

Additional Notes

• Requirements differ from traces—they refer to additional services or items for guests and may include associated Sundry Charges on reservations.

• Use the Traces Report to monitor and review all traces within a selected date range for operational oversight.

Configuration

1. Navigate to Setup > Category/Area.
2. Click Edit next to the required Category.

1. Go to the Area tab.
2. Select the required Area click Edit.

1. Navigate to the Traces tab.
2. Click Add.

1. Select the Department.
2. Select a Trace Template to auto-fill standard information (Optional).
3. Enter a Description summarizing the task (less than 50 characters).
4. Enter a Long Description field.
5. Enter a Due Date or define a Date Range for the trace.
6. If using a date range, select the desired Repeat Frequency (e.g., daily, weekly).
7. Assign the trace to a specific User (Optional).
8. Select Send to Message Centre to notify the selected User (Optional).
9. Select Save/Exit.