RoomRaccoon Release 25.1

** New Functionalities

Meet ROCCO!

We’re thrilled to introduce Rocco, our newest team member, designed to elevate our mission of providing dynamic, hands-on support to independent hoteliers like you. Rocco isn’t just any assistant — he’s powered by AI and packed with knowledge to help you make the most of the RoomRaccoon platform.

Rocco’s Superpowers

• Whether you speak English, French, German, or more, Rocco is fluent in all of the languages RoomRaccoon supports.

• Rocco is always ready to assist, 24/7.

• You can chat with Rocco regardless of which subscription tier you’re on.

• From features and upgrades to release details and step-by-step instructions, Rocco delivers clear, actionable insights and step-by-step instructions!

What Can Rocco Do for You?

• Learn about new functionalities, how to use them, and why they’re valuable.

• Get detailed, step-by-step guidance on our newly released features.

• If there’s something Rocco doesn’t know (which is rare!), your query will be forwarded to an agent for further assistance.

Live Notifications for Chargebacks & Upsell Add-ons via Inbox

We’re thrilled to introduce real-time notifications inside the RoomRaccoon platform, designed to keep your team informed and on top of key updates!

Here’s how it works:

• Bell Icon Alerts: Notifications will appear under the bell icon at the top right corner of your screen.

• Inbox Module: Click the notification to view the full message in the Inbox or access your full list of notifications anytime via the Inbox menu on the left-hand side of the platform.

This is just the start of our journey to bring you important updates directly. For now, here are the notifications you can look forward to:

• Upsell Add-Ons: Get notified whenever a guest adds an Upsell item during online check-in.

• New Chargebacks: Stay ahead of chargebacks with instant alerts linked directly to the Chargeback & Disputes dashboard where you can easily dispute a claim.

This feature is designed to make your operations smoother and ensure your team stays in the loop in real-time! 

Generating custom statements in the booker profile

Managing your bookers’ financial interactions just got a whole lot easier and more transparent! We’ve built two incredibly helpful tools in the Booker Profile: Activity Statements and Outstanding Statements.

What Are They?

Activity Statement
Think of this as a financial diary for each booker. It’s a chronological record of every interaction, including invoices, payments, refunds, credit notes, and Virtual Wallet transactions. Like a detailed bank account ledger, it gives you a clear view of the booker’s balance over any time period you choose.

GOOD TO KNOW
Remember to set-up your Activity Statement email inside the Documents module before using this new feature!

Here’s how it works:

• Navigate to Bookers & Guests, select a booker from your list, and click on ‘View Statements’.

• Select ‘Activity statement’ from the dropdown.

• Use the date picker to specify any period you need, whether it’s for a month, a year, or just last week.

• Once you’ve selected the date range, click ‘Next’ to generate and send the booker a clear, professional overview of their financial activity via email.

Outstanding Statements
This is your go-to summary for all unpaid invoices and outstanding payments tied to a single booker. It’s the perfect tool for managing collections and staying on top of overdue payments.

Here’s how it works:

• Navigate to Bookers & Guests, select a booker from your list, and click on ‘View Statements’.

• Select ‘Outstanding statement’ from the dropdown.

• Select a date, and the dashboard will display all outstanding statements up to that point in time.

• From the generated list, simply select the statements you want to send.

• Click ‘Next’ to send a payment request email directly to the booker with an individual link to pay each outstanding invoice securely online, making it easy for them to settle their outstanding balance.

Generate function sheets for events & banqueting

The function sheet is your go-to document for seamless event management. The function sheet agenda can outline all the details, tasks, and resources needed for a specific event, such as catering, room setup, and equipment needs. Function sheets can be created in any reservation, whether this is a group reservation or simply for managing corporate spaces in grey rooms.

What’s New?

• You may assign specific times and comments to appear in the function sheet agenda.

• Generate a comprehensive PDF with one click using the "Function Sheet" button on the reservation card.

How it works:

• Open a reservation from the calendar.

• Go to the “Add-ons” section.

• Add an add-on (pre-saved or custom, billable or non-billable, like extra chairs or equipment).

• Select the room and day(s) the add-on is needed.

• Tick “Add to function sheet” to include it in the agenda.

• Optionally, add a specific time and comments for clarity.

• Click “Add & Save” to finalize the add-on.

• Go to the “Function Sheet” tab to generate and print the updated sheet for your team.

Deposits Dashboards & Reports | Only Premium & Enterprise subscribers

We’re finally releasing our four powerful deposit dashboards and reports to all Premium and Enterprise users to give you real-time insight into pre-payments, guest balances, and liabilities, ensuring accurate financial management.

Note: These dashboards and reports only track pre-payments on direct bookings.

Deposits and In-House Summary Dashboard

• View all prepayments, refunds, and in-house balances at a glance.

• Ensure prepayments are recorded as liabilities, avoiding premature income recognition.

Deposits Report (with a download option)

• Use the date picker to identify reservations with prepayments and download the report.

• See the reservation ID, amount, payment method, and guest profile for each deposit.

Deposits Movement Report (with a download option)

• Track how deposits convert to in-house balances when guests check-in and begin their stay at your hotel.

• Identify guests who have checked-in and moved prepayments into running balances in-house.

In-House Dashboard

• View all guests currently staying at your property.

• Monitor unsettled balances for guests and bookers.

• Track how balances change from negative (prepayments are liabilities) to positive (outstanding debt) as guests consume services.

** Enhancements & Improvements

Upsell Add-on Email Notification

Receive an email when guests add an Upsell add-on during online check-in, ensuring you’re always in the loop.

Multi-Property Account Switching

Managing multiple properties across RoomRaccoon accounts will be a little smoother. Whether you're comparing revenue reports or checking guest details across properties, switching accounts is now seamless:

• When you switch between accounts, you’ll remain on your current page—no more bouncing back to the calendar view.

• If the page isn’t available in your other account, you’ll be redirected to the homepage (the RoomRaccoon calendar) as a fallback.

Logout Countdown for Inactivity

We know getting automatically logged out can be frustrating! Automated logouts due to inactivity are essential for keeping your account secure, protecting it from any unwanted roaming paws when you step away from your device. But we understand—sometimes you’re just grabbing a cup of coffee or helping a guest find their suite.

To improve your experience, we’ve added a logout countdown pop-up after 22 minutes of inactivity:

• A notification will appear, giving you the option to extend your session with a simple click.

• If you need more time, just click “Continue.” 

• If you miss the countdown, you can easily sign in again to pick up right where you left off.

This ensures your account remains secure while giving you a little more flexibility during those busy moments.

RoomRaccoon Payments: Credit Refund Limit

To ensure secure and efficient payment processing, refunds now have a limit of -€1000 on your RoomRaccoon payments balance. 

• When issuing a refund, the amount is deducted from your available RoomRaccoon payments balance. 

• The -€1000 overdraft limit prevents your account from going into excessive negative balances, safeguarding your financial operations.

• If a refund request would exceed this limit, you’ll receive an error message letting you know. This ensures you’re aware of the situation and can wait for additional guest payments to replenish your balance before proceeding.

This system protects RoomRaccoon from financial risks while giving you the tools to manage your refunds responsibly and maintain smooth operations.

**Marketplace Enhancements

Lightspeed L-Series Full Revenue Push

We have officially built in full revenue push for the Lightspeed L-series, expanding the POS integration beyond room charges. Here’s how it helps:

• Comprehensive Revenue Tracking: All revenue generated by your POS, including bar and restaurant transactions from both hotel guests and non-hotel guests, is now automatically pushed into RoomRaccoon system at the end of each day.
  

Consolidated Management Reports: View your entire business's revenue—hotel and POS—within RoomRaccoon. Access the Management Report via the Closing Daily Revenue feature. This report provides a full breakdown of consolidated revenue, ensuring accurate financial oversight after you have closed your daily revenue.