Serious Solutions for the Adventure Sports Business
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Xtreme-Res Spec-Sheet
Xtreme-Res provides an Integrated Business Management system for Outdoor Adventure Sports tour operators. Xtreme-Res is
designed to take reservation bookings and record and present the bookings as customer invoices. It provides an easily understood
color-coded graphical user interface that may be operated with a mixture of mouse and keyboard input and runs on Microsoft
Windows networked computers for ease of operation, reliability and flexibility.
Xtreme-Res has been developed and evolved with the input assistance of major tour operators in Whistler and Banff in the
Canadian Rockies and has been built and tested to our demanding standards of reliability. The flexibility and functionality
of the product will continue to evolve as suggestions and input are received from new users.
It is designed to take daily bookings for such diverse activities as guided white water raft tours, horseback tours, ATV
tours, snowmobile tours, hiking or bicycle tours, paddle sports tours and any similar guided Adventure Sports activities.
Bookings may be created on individual operator workstations and optionally, in addition, on WEB based booking shopping baskets
embedded in existing or new websites to allow unassisted booking and payment by retail customers and re-sellers directly
into the business bookings database.
Each booking is stored as part of a financial invoice transaction that may be pre-paid but must be paid or payment arranged
for before the customer is allowed to check in.
Xtreme-Res will track the bookings of complex overlapping tour schedules and allow the setting of base capacities by tour
for seasons, which base capacities may be overlaid with short term variations and weekly patterns to suite changing daily
needs. New bookings are continuously compared with capacity to flag and prevent over-booking. Availability is shown on color-coded
grids with green indicating full availability and red indicating fully booked. Colors scale through light green, yellow
and orange.
Single or multiple resource types such as guides, rafts and ATVs may be assigned to any tour and the same resource type
may be assigned to multiple tours. Net resource availability for a particular tour is shown as part of the graphic tour
capacity display process. Resource availability utilization is summed across tours and is also color scaled.
Resources may be defined by category and season and linked to one or more tour activities or events. The utilization of
resources is measured as numbers of event bookings that are linked to a particular resource. Multiple resources may be linked
to a single activity or event.
In additional to the generic resource types used to track total resource requirements, individual particular resources may
be created and linked to their resource type category. Examples of particular resources would be named guides with specific
availability that would be linked to the general type of say snow-mobile guide that could handle say seven individuals,
or a specific single seat snow-mobile with a particular tracking number that could take only one customer. The assignment
of the particular resources can occur prior to or at the time of check-in. There is a separate resource manipulation grid
that allows the re-assignment of resources amongst tours and individuals before a manifest is printed. Use of the resource
capability is optional and may be adopted gradually.
References for customer pickups at hotels or designated pickup points can also be attached to bookings in a manner similar
to resource allocation and manipulated on the Day Bookings grid. This grid provides a time sequenced day view of all activities
for the selected date and is the basis for the customer check-in process.
The booking process for a customer allows the building of an invoice that contains multiple activities occurring on subsequent
time periods or days and containing multiple family members or participants. Pre-payment or credit card information may
be taken to hold reservations and create confirmed bookings.
There is a separate check-in process that requires payment before check-in may be completed. When all check-ins are accounted
for on a tour, a manifest with resource list may be printed for the tour guide. Bookings are defined by status flags that
indicate booked, hold, wait-listed, paid, checked-in and completed status. The check-in grid allows manipulation of the
status flags and related updating of customer invoices.
Advanced bookings contained in confirmed invoices may be recalled and altered as customers revise their plans. Lookup of
the transactions can be done by date/activity, by customer name/date or by reseller name/date. Additional charges may be
added or subtracted from the open invoice.
Integrated credit card payment authorization software is available with the system.
The system tracks tour re-sellers and their agreed discount structures as well as their current receivables status and credit
limit. The AR system allows printing of lists showing commissions owed and paid. Details of the relevant bookings are specified.
In addition to managing tours, Xtreme-Res can manage the scheduling and booking of discrete events. The name, date, time
and capacity of an event can be established and then dealt with in terms of booking transactions just like tours. Multiple
discreet events may be mixed in with tour scheduling as required. If bus travel to the event is involved, booking the bus
seats can be managed as a related item. Individual bus capacity can be defined and tracked as a resource. Manifests can
be tailored to show bus pickup points for individual pickup.
A simple system for booking and availability tracking of daily rental items is also included as part of the software package.
This may operate alongside the tour and event scheduling. All of these items may be included in one or more customer invoices.
For businesses that also sell gift items, clothing, snacks or any other inventoried items, the system also functions as
a normal point of sale system. It will accept scanned input and will track inventory levels. It even has a comprehensive
stock re-order capability complete with Vendor list.
Additional features include optional mandatory display and logging of required messages and prompts for booking operators
to present required safety instructions and present waivers to be signed. There is a cash drawer user logging function and
a daily user cash-out process with related administrative reports. A hierarchy of security levels may be created for the
various operator functions. Provision is made to create accounting transaction and payment transfer files for importing
into QuickBooks on a daily or periodic basis. The Management module, in addition to handling system setup and related data
entry, contains a comprehensive Management Information reporting system built with Crystal Reports. 40 column receipts and
day-end summaries as well as full-page laser invoices and reports are supported by the system.
The user interface is built around a central Calendar, an array of Task or Function Buttons down the left side of the screen,
a set of Activity Buttons on the top Tool Bar and a set of Tabs that expose hidden display grids and fields for data entry
and information viewing.
The user selects the day for which the booking is intended on the display calendar.
The user then clicks an Activity Button on the Tool Bar which in turn displays the appropriate Tab and makes visible the
required set of Function Buttons on the left side of the screen for carrying out the tasks involved in the activity.
The Task Buttons are our Booking Navigator. They are arranged in the order in which the individual tasks should be performed
in order to complete the activity. A check mark is placed after each task as it is completed.
Major activities defined by Activity Buttons are New Booking, Recall Booking, Check-In, Day-End and Log In. The Task Buttons
show the steps necessary to complete these Activities.
Performing the Tasks is aided by tab sequences in the relevant data entry fields and grids. Using the Tab key and the Enter
key will move the cursor focus to the next data entry task. Most of the heads down tasks may be performed without reference
to the mouse.
Each Activity can be viewed as a system embedded process. These processes are accessed through the interface structure.
The processes are automated versions of the manual processes required to operate an adventure sports business.
- Select a date for a booking
- Select a bookable item at the requested date
- Check the availability against defined capacity and against required resources.
- Suggest alternate availability if necessary
- Add Customers to the customer file
- Select resellers
- Set the quantity of bookings wanted by the customer
- Accept payment or pre-payment or take a credit card number or verify that the reseller voucher number is acceptable and
that he is not over his credit limit
- Subsequently add more items to the customer invoice
- Revise a booking
- Post the invoice that contains the bookings
- Recall an invoice to change a booking or cancel it
- Check the customer in when he arrives for the tour
- Notify waitlist customers of availability if no-shows occur
- Print a trip manifest for the guide
- Make sure the tour is closed by handling no-shows
- Do day end processing
- Print selected management reports
- Increase throughput by handling bookings from customers and resellers more efficiently
- Enable WEB linked booking directly into your booking database so remote customers and designated resellers such as hotels
can book whether you can be reached by phone or not (it is like having free extra staff).
- Avoid over booking or under booking because you can see exactly what your demand and resource situation is at any point
in time.
- Allow forward adjustment of resources to meet developing changes in demand.
- Record and analyze historical sales patterns to more accurately forecast and plan for the future.
- Use historical customer and reseller booking records as a basis for direct marketing to your established customer base.
- Overall, increase sales, constrain costs and significantly improve profitability.
- The system is very robust and reliable. We do not anticipate support and reliability issues.
System Specification and Hardware Requirements
Extreme-Res is written in robust Object Structured Microsoft Visual Basic and operates on a run-time version of Microsoft
SQL Server database. It is a robust, scaleable Enterprise strength software application. Reliability and fault free operation
of our software is of paramount importance to our organization.
The system will run on the modern Microsoft Windows operating systems, Windows 2000, Windows XP and subsequent. Workstations
with Pentium P4 processors operating at 2 gigahertz with 512 megs of RAM are recommended, as are 15” or 17” color LCD displays.
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What our customers say
Xtreme-Res has been an important part of our company for the last year. After struggling to find a reservation program to
suit our dynamic needs, the team at Xtreme-Res has custom built applications to help our business grow. The most important
part for us has been the ease of use as our cowboys are not always computer literate!
Thanks for the great program!
Jill Moellering
Warner Guiding & Outfitting
www.horseback.com
Ziptrek Ecotours has worked with the team at Calgary Software Factory for over two years. Not only does a real person answer
the phone, our issues are addressed thoroughly and quickly. From pre-sales to ongoing support, someone is always there to
help.
As an early adopter the software, we know that the features included in Xtreme Res have evolved based on the needs and best
practices of many types of activity operators. We have benefited from CSF’s ability to incorporate these practices from
a wide range of businesses while building on their rock-solid foundation built over years in the more traditional POS industry.
The features are so plentiful and so well suited to our operational practices that I can say with confidence that Xtreme
Res has been one of the most significant enhancements to the way we run our business. Furthermore, we are encouraged by
the continual development and refinement of the product. New features are added on a regular basis all of which help us
run our business more effectively. I would recommend Xtreme Res to most small to mid-sized activity operators without hesitation.
David Udow
CEO
Ziptrek Ecotours Inc.
www.ziptrek.com
Xtreme-Res version 2.6.5 released!
This is a major new release that adds ticketing, reservation, rental, scheduling and 3rd party commission tracking capabilities
to our proven core POS engine. Tons of new functions while being simple to use!
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