Reserve
Reserve: search properties
Reserve: property search result
Calendar:
Reserve: book this property
Folio
Search for Folio
Folio Record
Folio Detail
Property
Search for Property Page
Availability Chart
Property Report Page
Pricing Page
Pics Page
Update Property Info Page
Tenant
Search for Tenant Page
Tenant Search Page
Update Tenant Page
Owners
Search for Owner Page
Owner Search Page
Update Owner Page
Back Office
Payment Items Section
Vendor Section

Reserve:
Reservations are made under this navigation button.
There are four reservation pages leading up to the folio page-“Reserve: search properties”, “Calendar” “Reserve:: property search result ” and “Reserve:: book this property” as well as peripheral pages associated with the reserve section.

Reserve: search properties:
This page allows you to do searches for your customers to find appropriate and available properties.

Arrival: The starting date that must be inputted in order to search for available properties. A calendar is available for the user to easily choose the dates that are asked for.  If you decide not to use the calendar the date should be entered in the following format   m/d/yyyy
# Nights: Place the number of nights stay into this field after putting in the Arrival Date and it will calculate the departure date.
Departure: The ending date that must be inputted in order to search for available properties. Similar to Arrival, it to has a calendar, which has the same functions.
# In party: This is an optional field where the user can input a number of occupancy that is desired of a property to be searched for.
# Adults: Property's occupancy is often broken in to subgroups of ages. Determining what age is an adult or a child is up to the office but with this optional field the use may search by the number of adults that is allowed in properties.
# Children: Similar to # adults, the user may use this field to search for properties that desires to have a certain number of children.
# Baby: Similar to # adults, the user may use this field to search for properties that desires to have only certain number of infants.
# Bedrooms from: This optional field for searching properties that has a certain number of bedrooms. The default is set to 1 bedroom.  The search will look for any property with a minimum of the bedrooms you have entered.
Daily/Weekly/Monthly rate from: Daily, Weekly and Monthly are determined by how you set up the system. This field will search from an amount to some other amount. Both fields do not need to be inputted. You may enter just one and do a search but for better results it is recommended that both fields be inputted if this field is used.
Sort by: The user may choose how the property results to be sorted by will appear.
System Property ID: which is a system generated number associated with the property.
Unit/Keyboard ID# is the text and number characters that are associated with the properties entered by your agency.
Property Name, this is the name you call the property
Amenities: Property can also be searched with specific amenities. The amenities are the same as the ones on Property Detail. To Do A Search
Fill in the appropriate search criteria, click the SEARCH button; this will take you to the “Reserve Property Search Result” page

Reserve: property search result
This page provides you with your search results

The check box to the right of the property unit number-also called Key number, allows you to highlight specific properties you want to subset.

To Subset
Click on the appropriate properties you want to subset by making a check mark in the box to the left of the unit. Click on SUBSET button. Only the Properties checked will remain.

To Send listing sheets & picture sheets
There are two ways to send these documents, The first is within the property page, please see those pages for details on this method. The second is after subsetting the properties in the Property search result page you wish to show, pick the type of letter you wish to show from the box located between SUBSET and VIEW LETTERS.
Click on VIEW LETTERS and a batched version of the letter will appear, for you to Print, email or FAX.

Unit is also called the Key # if you click on this, it will take you to the “Property Info” page
Rate is the total charge for this Unit for the time frame you searched by
NOTE: If you put your cursor right on the rate, a box will appear showing you how the rate was generated. This box will disappear after a few seconds.
Comments This will open the property comments
Cal This opens to the “Calendar” Page-see below for more details
Book This takes you to the “Reserve:: book this property” page

Calender:
There are two calendars; The “Calendar” shows individual properties and the state of occupancy. The other is the “Availability Chart” which shows you multiple property availability. See the Property section to review the “Availability Chart.”

The “Calendar” may be opened from the “Reserve: property search result” page and the Property section

The “Calendar” opens as a separate page and is a 21-month calendar, it automatically shows the past 4 months and the next 17 months.
The “Calendar” legend is at the bottom. Please see the “Reserve book this property” section on the specific color definitions.

To Review any Folio highlighted in the Calendar
Within the Calendar, each reservation is highlighted by a color, if you click on any date highlighted it will take you to the "Folio Detail" page for that reservation.

Reserve: book this property:
This page is the final page in making a reservation and you have three options, 1. Click on Resevation Type and change the reservation type to owner time, other office, office block or one of the other business rules in the system.  2.  Enter the tenant’s information into the system, which will automatically incorporate them into the Tenant pages, 3. Do a previous tenant search.
NOTE: If you know the Tenant ID, you may enter it in the Tenant ID field without doing a tenant search. You then do not need to enter any more information.

Entering the Tenant, Information
This is also how you enter, owner, other agency, soft block and owner guest reservations
Reservation Types-this is the field that designates the color of the reservation within the “Calendar”
          Regular-is a standard lease-which will show up Green on the calendar
          Owner-is an owner stay-which will show up Blue on the calendar. If you click on this field, you do not need to enter any information into the lower fields, as the system will auto populate the owner’s info into the folio.
          Owner Guest- will come up maroon. You should put the guests info into the system as there may be charges like cleaning etc. This type does not bring up any rates, services or commissions in the folio section.
          Other Office-is used when you do not have exclusivity on a property and another agency has booked this week. You do not need to put any information into the fields below. This will come up Red
          Office Block-is used when you want to take a property off the rental market for any other reason, repair, closed for the season, etc. This shows up Black.

Red asterisks are required fields
NOTE: This system does not require you to have all these fields entered to make a reservation.
SOB is Source of Business-how one heard about us, this drop down menu lists the different marketing references.
This will automatically incorporate it into the SOB field in the future. To remove a SOB, please contact Barefoot.

Once you have entered the information, you must click on the CXL policy explained-denoting that you have explained your cancellation policy. If you forget to do so, a small box will open up asking if you explained the cancellation policy. After clicking on the YES, you must click on the CXL policy explained you may then click on the BOOK button. This will make the reservation and take you to the “Folio Detail” Page.
NOTE: Once you hit the book button the reservation is made, although you can go backwards, if you click on The BOOK button again it will tell you that the time is not available.

Previous Tenant Search
Enter any information that you have on the tenant and click on GUEST LOOK UP.
This will take you to a special “Tenants Search” Page. This page is similar to the standard “Tenant Search” page with one major difference, the BOOK button. You may click on the Tenant Name to review info.
Click on the BOOK button of the party you want to book this property and you will have made your reservation. Which will take you to the “Folio Detail” Page.
NOTE: Once you hit the book button the reservation is made, although you can go backwards, if you click on The BOOK button again it will tell you that the time is not available.
NOTE: If you find that a tenant is not in the “Tenants Search” page, you may go back to the “Reserve: book this property” page and follow the directions under entering the tenant information, with one exception. You will need to remove any information from the Guest ID field if there is any.

To Modify a reservation
This is covered in the Folio section under “Folio Detail” page

Folio:
For any existing reservation this is the navigation button you should click.
There are three folio pages and a number of report pages that are associated with the Folio section, the “Search for Folio”, “Folio Record” and "Folio Detail” along with a number of peripheral page.

Search for Folio:
This is the first page that comes up after hitting the navigation FOLIO button. The focus of this page is to search for folios, once you have entered the appropriate fields hit the SEARCH button and this will take you to the “Folio Record”.

Reports/Letters., This field defines the look of the “Folio Report”
Folio Number., This is often interchanged with Lease
Keyboard Id., Is often interchanges with Key # or Unit Number.
Stage., This is a section that is self-managed and defines where you are in the reservation process.

Folio Record:
This page provides you with your search results in the format that you selected in the Reports/Letters section

The check box to the right of the folio # allows you to highlight specific properties you want to subset.

To Subset
Click on the appropriate folio you want to subset by making a check mark in the box to the left of the unit. Click on SUBSET button. Only the Properties checked will remain.

To Do Batch letters

After SUBSET, pick the type of letter you wish to show from the box located between SUBSET and OPEN LETTERS.
Click on OPEN LETTERS and a batched version of the letter will appear, for you to Print, email or FAX.

Folio is also called the Lease # if you click on this, it will take you to the “Folio Detail” page
Guest is the tenant’s last name

Folio Detail:
This page is broken into a number of components. The very top is the header, below that is the optional section and internal comments. Then the tenant information and the letters section, the payment items and finally the payment transactions. Each item is listed

Folio Detail navigation header lists the basic information of the lease which includes the Lease (folio number) The property-which if clicked on will take you to the “Property Info” page, the agent who is logged on and the date this folio was created.

UPDATE. Will save the information that you have typed in to the folio
Cancel Contract. Will cancel the contract
NOTE: Any money left in the Payment items or payment transactions will apply unless it is removed. See how to Cancel a contract below.
Refresh is the standard refresh
Change Property allows you to change the folio property see Change Property section below
Check in, is the date one is checking in. You may change this date and hit UPDATE to modify the check in date.
NOTE: The system will not allow you to modify to a date that is not available.
Check out is the date one is checking out. Like above you can change this date.
Stage-The stage as also mentioned in the “Search Folio” page is a pull down menu that you manually modify to keep track of the reservation.
Office Commission, if you are looking to change the standard office commission you may modify it here.
Optional Text on lease- To added clauses or information to your lease or confirmation, you type the information here. The text will show up at the bottom of your lease.
Optional Provisions check boxes. If you have any “Provisions” they would appear below the Optional Text on Lease button-see “Provisions” page for more details.
INTERNAL COMMENTS-These are folio comments and act as all comments, although the comments will list below the INTERNAL COMMENTS section.

Tenant box highlights all payments owed by Tenant. By clicking on Tenants name it will take you to “Tenant Info” page.

Letters Pull down is a list of all folio letters. Highlight the letter of choice and click OPEN LETTERS

Payment Items and Payment Transaction Section
This is a compete breakdown of all services and payments associated with this folio
Both the Payment Items and the Payment Transaction section is the same for all ACCOUNT button through out the program including the Property, Tenant, Owner, Vendor sections.

Canceling a Folio
Remove appropriate payments from the Folio Detail to be cancelled.
NOTE: Any payment information not removed will continue to be highlighted within the account of the system.
Click the CANCEL CONTRACT button. The system will ask if you are sure you want to cancel, select YES.

Change Property
Pick the folio to have the property changed. Click on CHANGE PROPERTY button
A Web Dialog box called “Account Lookup” will appear, add information on property to be added and click GO,
A list of properties will appear, select the property by clicking on the Property Key #. A pop up box will ask you if you are sure click OK.
NOTE: If there is an availability conflict the change process will be aborted and you will see Availability conflict, change of property cancelled. at the top of the “Folio Detail” page.

To add a service and payment item to a folio, property management owner or
tenant statement

Click on the appropriate ACCOUNT Section and open up the “Payment Items” and “Payment Transactions” page.

Select the service from the service field pull down.
NOTE: These services are created in the SERVICE section within the Back Office Navigation button.

Click on NEW ITEM, this will open up a Web Dialog Box called “Payment Line Item Setup”
Service field will be auto populated
Charge From field you pick the vendor who is doing the work as a result will be paid for their service.
NOTE: Your real estate agency will often be included, Charge To field, you pick the responsible party for paying for the service.
Sub item field allows you to better explain the Service listed above
Due Date is the date in which the service will be provided
NOTE: For services that may be provided more than one day, but listed as one service, the starting date is typically entered.
Vendor Charge is the charge the Charge From vendor is expecting to receive for services rendered to Charge To party.
Office Override is the charge your agency is adding on to the Vendor Charge for management of Service.

Once this information is entered click on UPDATE button in this dialog box and the charge will appear in the Payment Items section
NOTE: some services and payments have tax associated with them, this is modified within the SERVICE section under the SYSTEM navigation buttons at the top of the screen.

To modify an existing Service
Within the Grid the first header is the ID. By clicking on the ID number of the service one wants to modify the system will open up a Web Dialog Box called “ Payment Line Item Setup” make the modification and click the UPDATE button.
To print a work order
Click on the WO button on the grid and the system will open up the auto populating Work Order.

To Delete a payment item
Click the delete button on the line to be deleted.

Payment Transaction
This section highlights the payments associated to the “Payment Items” section. It will show you all incoming and outgoing payments.
This section is where you enter all receipts of payment and payments out. One can write individual checks from this section as well.

Office Account is a list of all accounts your agency is managing within Barefoot
Vendor/Customer is a pull down menu of all vendors and customer associated within the “Payment Items” section.
Payment Method is the form of payment.

To receive a payment
Provide the appropriate Office Account, Vendor/ Customer who is paying and the payment method. Click on RECEIVE PAYMENT.
A Web Dialog Box titled “Payment Transaction will appear, fill out all information and click UPDATE
NOTE: The bottom of this box has all outstanding payments due, once you have put in the amount you can assign where the money should be focused by clicking on the check box at the bottom of the page.
NOTE: if paying by Credit Card once you have clicked on UPDATE, on the grid a RECEIPT button will appear. Click on that to get a credit card receipt.

To delete a payment
Click on the DELETE button next to the payment to be deleted.

To payout and write a single check
Provide the appropriate Office Account, Vendor/Customer to be paid and the payment method. Click on PAY OUT.
A Web Dialog Box titled “Payment Transaction” will come up, fill out the appropriate information and click on SUBMIT.
NOTE: The bottom of this box will have all outstanding to be paid items, once you have put in the amount you can assign where the money should be focused by clicking on the check box at the bottom of the page.
A deduction will be registered in the Payment Transaction grid.
Click on the CHEQUE button and this will auto populate an electronic check

To review specific payments
Click on the ID number associated with the payment to review any additional details.

Property:
Properties are any individual units that are rented.
There are six specific property pages and a number of peripheral pages that are associated with the Properties. The “Search for Property”,”Availablity Chart”, “Property Search”, “Pricing”, “Pics” and the “Property Info” Page.

Search for Property Page:
This is the page that allows you to search by fields to find the appropriate property.
This is the first page that is show after clicking on the PROPERTY button on the system navigation bar. The standard fields are self-explanatory. With the exception of the following:
Property ID, which is a system, generated number that is associated to each property.
Unit #, this is also called the Key number and is the text and number characters that are associated with the properties entered by your agency.
Property Name, this is the name you call the property
Sort by, This is a drop down menu that lists the different ways one can search display search results.
Availability chart. If you click on the small box next to the words availability chart and put in dates, then put in any other criteria you deem important and hit the SEARCH button, a separate page will open showing you a list of all the properties that fell within that search criteria and the reservations scheduled within that date period you selected.

Availability Chart:
See above on how to access this page.
There are a number of features in this calendar. First of all it is color-coded, see the legend at the top of the page. Second you can subset and remove any properties you do not want to look at by click on the box left of the property owner name. Third, by clicking on any listing you will go to that "Folio Detail" page.
Property ID-is unit number or key number, by clicking on that it will take you to the appropriate “Property Info” page.
Green highlights-show the time frame in which a lease has been created with the Tenants name, if you click on the green section it will take you to the “Folio Detail” page for that particular folio.
NOTE: The availability chart is designed to highlight a month efficiently on your screen.

Property Report Page:
This is a list of all properties that fit the “Search for Property” search criteria you used.
The list is broken into the following items
Property-This is the unit number or key number
Account-Clicking on this takes you to the property account page. See Property Account in the Account section.
Pricing- Click on this to take you to the rate section of the system-see setting Property rates
Pics- Click on this takes you to the “Pictures Uploaded” page. See below how to set pictures
Cal- Click on this to take you to the specific property calendar section. This is the same calendar as show in the Reserve section “Property Search Result” page. For more information on this calendar, please go to that section.
Comments- Click on this takes you to the property comments page. See Property Comments section in the Comments section for more details.

Pricing Page:
This page allows you to apply rates directly to the individual property you have selected. There are two buttons at the top of the page.
REFRESH-standard refresh button
RATE CLASSES-this takes you to the entire rate class section of the system-see Rates section for more details.
This page has a number of headers-as they are defined within the services section please see that section for more details and how to make them show up on this page
Type- defines the type of pricing the system has-see Services
Name-is the name of the service tied to this property
Period-this is the period in which this name applies to this property
By\# of nights-this defines how this is services applies, i.e., % of something, discounts, surcharges or $
Default-this is the amount that the system defaults to if it does not fit additional criteria
The next set of fields are the number of nights and the rate/discount associated with that number of nights.
You may override these rates for this specific property

To override a rate for a specific property
Click on the rate you want to change, an explorer user prompt screen will appear with the rate currently listed. Type over that rate and click OK
The rate will now be changed in the grid and highlighted as yellow denoting that this is not a standard system issued rate.

To return a rate to it original system denomination
Click on the overridden rate, an explorer user prompt screen appears with the current rate listed. Type in –0.01 and click on OK. The system standard rate will appear.

Pics Page:
Barefoot allows you to load as many pictures, as you would like into the system.

To add a picture. After you have clicked on the PICS button in the “Property Report” Page the “Pictures Uploaded” page come up.
Click on the BROWSE button on the first line.
This will open a window to your computer desktop; find the picture you would like to add to this property in your computer.
NOTES: The picture needs to be jpg format and under 29K in size.

Once you have found the picture double click on it or highlight it and click on the open button.
This will return you to the “Pictures Uploaded” page but under the image field will be the directions to that picture.

The Index is the field that you put the number of where you want the picture to be positioned. 1 mean in the first position, which is the listing sheet, direction letter. 2 means the second picture, etc.

Short description is just a description of this picture that will show up in the picture page.
NOTE: if you have made the picture in question Index #1, and you type in a short description the short description will not show up on listing sheet, but will show up on picture page.

You may do this up to 5 times before your click on SUBMIT IMAGE.

Click on SUBMIT IMAGE button at the bottom.
It may take a few seconds as the system downloads the picture to the property.
If it worked the picture will show up at the top of the page. Image, Index and Short Description section.
It will also show up on the listing sheet if you listed it as index 1.

For Errors: first check to see the size of the picture, second see if it a jpg image, third try again. If it does not work call Barefoot for advice.

Deleting pictures. Just click on the DELETE button next to the picture listed.

To change pictures. Delete the picture and follow the rules for adding a new picture.

Update Property Info Page:
This is accessed many ways, any time you see the key name or property name typically you can click on it and it will take you to this page.
This page is broken into two parts, the linking section and the property information section.
          The linking section allows you to go to associated property pages.
          UPDATE-Barefoot does not automatically save, anytime you make a change, make sure you UPDATE prior to moving on.
          LISTING SHEET -allows you to go to the listing sheet for this property.
          PICTURES-allows you to go to the additional picture page for this property (to see how to add additional pictures to your system see the PICS section listed above.
          REFRESH-the standard refresh button
          ACCOUNT-This opens up the property accounting page, this is no different than the Account section in the “Property Report” page.
          RENTAL HISTORY- Click on this to take you to the property rental history,
COMMENTS-This open up the property comments section, this is no different than the Comments section in the "Property Report” page

CHANGE OWNER-This allows you to change the current owner. A dialog box will open, put in your search criteria, click GO, a new dialog box will open with a list of owner results Click the ID number. The system will ask if you want to change.

The Property information page is self explanatory with the exception of the following
Owner: This is auto populated and by clicking on the name you will go to the Owner Update page.
Key #: This is the coding system that shows up through out the program.
NOTE: You must put in a Key # to be able to bring up a property, if you do not, please contact Barefoot and we will need to access the system to make this modification.
Other Agency: Is a list of other agencies that rent this property.
Price Class: There are a number of ways one can set rates, The Price class field allows you to choose price classes you have set up and assign this property to a price class, which would apply the rates of that price class. This is typically used by condos with similar styles and the same rates.
Listing Agent: This allows you to assign the Agent who lists this property. This may be tied to commissions if you offer a listing agent commission.
Description: This is the text you type in for your listing sheet.
NOTE: If you have limited space on your listing sheet a long description may kick the listing sheet to two pages.
External Description: This is the text that will show up on your iLink site (if applicable).
Directions: If you have a direction letter, this is the field where the directions should be typed.

NOTE: Anytime you make a change to any page in Barefoot you must click on the UPDATE button. Nothing will be saved if you do not click on this button.
NOTE: After clicking on the UPDATE button you find that it did not save the information, there are a number of reasons this may have occurred.

1.You have entered text into a number field, go back and enter a few fields and click UPDATE again.

2.Your computer has timed out, click the Back arrow on the system and then click on the property name again and make the change and click on UPDATE again.

3.Call Barefoot only after trying these solutions.

Tenant:
Tenants are any contact with an interest in a reservation.
There are three specific tenant pages and a number of peripheral pages that are associated with the tenant, the “Search for Tenant”, “Tenant Search” and the “Update Tenant” Page.
NOTE: A tenant is not necessarily someone who has rented from you in the past; they may be just a lead.

Search for Tenant Page:
This is the page that allows you to search by fields to find the appropriate tenants.
This is the first page that is show after clicking on the TENANT button on the system navigation bar.
The standard fields are self-explanatory. With the exception of Tenant ID, which is a system-generated number that is associated to each tenant.
Once you have entered the criteria you want to search and clicked on SEARCH, the “Tenant Search” which will list off each of the tenants.

Also, ADD NEW button allows you to go to a blank “ Update Tenant” page to add a new tenant to your tenant database.

Tenant Search Page:
This is a list of all tenants that fit the “Search for Tenant” search criteria you used.
The list is broken into the following items
ID-System generated tenant ID
Name-the tenants name, by clicking on the specific tenants name you will go to the “ Update Tenant” Page with the tenants appropriate information.
Phone Number-the tenants home phone number, which is also listed in the “Update Tenant” page
Address, State-the tenants home address
NOTE: The Name, Address, State sections headers have been underlined, this means that you can click on the header and it will sort this field alphabetically.
Account-Clicking on this takes you to the tenant account page. See Tenant Account in the Account section.
Rentals History- Click on this to take you to the tenant’s rental history which is listed in the “Folio Report”
Comments- Click on this takes you to the tenant comments page. See Tenant Comments section in the Comments section for more details.

Update Tenant Page:
This is accessed many ways, any time you see the tenant’s name typically you can click on it and it will take you to this page.
This page is broken into two parts. The linking section and the tenant information section.
          The linking section allows you to go to associated tenant pages.
          UPDATE-Barefoot does not automatically save, anytime you make a change, make sure you UPDATE prior to moving on.
          RESET-This button clears the screen of any data that has not been updated; this is particularly good if you have typed information into the system only to realize it is the wrong info.
          ADD NEW -allows you to go to a blank “Update Tenant” page to add a new tenant to your tenant database. This is no different than the ADD NEW button on the “Search tenant” page.
          ACCOUNT-This opens up the tenant accounting page, this is no different than the Account section in the “Tenant Search” page.
          RENTAL HISTORY- Click on this to take you to the tenant rental history, this is no different than the Rental History section in the “Tenant Search” page.
COMMENTS-This open up the tenant comments section, this is no different than the Comments section in the "Tenant Search” page

          The tenant information page is self explanatory with the exception of the following

NOTE: The bottom section of the tenant database you may add any demographic or marketing management field that you would like. Please review with in the System section, the customized fields section for Tenants.

Owners:
An owner is any company or individual that is the owner of a property.
There are three specific owner pages and a number of peripheral pages that are associated with the owner- the “Search for Owner”, “Owner Search” and the “Update Owner” Page.

Search for Owner Page:
This is the page that allows you to search by fields to find the appropriate owner.
This is the first page that is show after clicking on the OWNER button on the system navigation bar.
The standard fields are self-explanatory. With the exception of Owner ID, which is a system-generated number that is associated to each owner.
Once you have entered the criteria you want to search and clicked on SEARCH, the “Owner Search” which will list off each of the owners.

Also, ADD NEW button allows you to go to a blank “ Update Owner” page to add a new owner to your owner database.

Owner Search Page:
This is a list of all owners that fit the “Search for Owner” search criteria you used. The list is broken into the following headers
ID-System generated owner ID
Name-the owners name, by clicking on the specific owners name you will go to the “ Update Owner” Page with the owners appropriate information.
Phone Number-the owners home phone number, which is also listed in the “Update Owner” page
Address, State-the owners home address
NOTE: The Name, Address, State sections headers have been underlined, this means that you can click on the header and it will sort this field alphabetically.
Account-Clicking on this takes you to the owners account page. See Owner Account in the Account section.
Comments- Click on this takes you to the owners comments page. See Owner Comments section in the Comments section for more details.
Add Property- This brings up a blank “Property Info” page with the owner’s name at the top. This is used to add a property to this owner.
NOTE: To add a property to this system, you must first put the owner information into the system, once you have save the owner information, by clicking on ADD PROPERTY, you are going to the property detail page with the owners name listed. Fill out the appropriate information and hit UPDATE to save the information.

Update Owner Page:
This is accessed many ways, any time you see the owner’s name typically you can click on it and it will take you to this page.
This page is broken into two parts. The linking section and the owner information section.
The linking section allows you to go to associated owner pages.
          UPDATE-Barefoot does not automatically save, anytime you make a change, make sure you UPDATE prior to moving on.
          RESET-This button clears the screen of any data that has not been updated, this is particularly good if you have typed information into the system only to realize it is the wrong info.
          ADD PROPERTY-This button takes you to a blank “Property Info” page. This is the button you click if you would like to add a new property to this owner’s list of properties. See the “Property Info” Page in the Property section for completing this page. There is no difference between this ADD PROPERTY button and the one listed on the “Owner Search” page.
          ADD NEW OWNER-allows you to go to a blank “update Owner” page to add a new owner to your owner database. This is no different than the ADD NEW button on the “Search Owner” page.
          REFRESH-standard refresh button
          ACCOUNT-This opens up the owners accounting page, this is no different than the Account section in the “Owner Search” page.
          COMMENTS-This open up the owner comments section, this is no different than the Comments section in the "Owner Search” page

          The owner information page is self explanatory with the exception of the following

Status field-Status defines if an owner is active or not active.
Alternative Contacts-Barefoot in searching for last, first or address looks at both the main and alternative contact information.

Vendor Section:
There are Two Vendor pages the “Vendor Report” and “Update Vendor”

The Vendor report
Highlights all Vendor listed in the system.
Click on the Vendor name to go to the “Update Vendor” page for that specific Vendor
Click on the ACCOUNT button and this will take you to the “Payment Info” and Payment Transaction” pages highlighting vendors. For more information on this see “Payment Info” and Payment Transaction” page in the Folio Section.

By clicking on the header at the top of the page you may modify the lists layout.

Update Vendor
This page listed each vendor’s information and the services they provide.

To Add a New Service to an existing vendor
Pick the appropriate Vendor in the “Vendor Report”
Click on Available Services pull down menu and select appropriate service to be added.
Click ADD and the service will be added to your Service Names section just above the Available Services pull down.

To Remove a Service
Within the Update Vendor page, in the Service Names section click DELETE horizontal to the service wanting to be deleted.

To Add a New Vendor
With in the “Vendor Report” page, click ADD NEW
A blank “Update Vendor” page will appear, fill in the appropriate information and click UPDATE.
Then fill in the Services provided by that Vendor.
NOTE: You must UPDATE your new vendor into the system before applying the services.

Back Office:
This section opens to a second tier of menu items that manage the system. Typically this section is off limits to employees. The menu items are “General, “Accounting”,“ “Agency,” “User Management,” “Access Controls,” “Services,” “Vendors,” “Rates,” “Custom Fields,” “Publish,” ”Ltr Template Names,” “Letter Templates” “Provisions,” “Avail Update,”

This section is typically only accessible to managers and control most of how the system is set up.

General
This page is where you many of the general defaults of the system are managed.

Number of users-defines how many passwords can be in the system.
Default Turn over day-defines the day in which most reservations switch.
NOTE: For those doing weekly rentals, set the turn over day, but realize that this must be turned on by Barefoot staff. For those doing daily rentals you can disregard this section.
Default Adults- defines the number of adults allowed in the property as part of a standard folio.
NOTE: Some agencies charge by double occupancy-this is where this is defined.
Surcharge Adults- defines the per head charge for any adult over the Default Adult field in dollars.
Specific Unit By-

Accounting

Agency

User Management
This page controls your agent’s information including password
The page actually has 3 pages, “User Listings,” “User Account Information” and “Password”

User Listings
This is the first page that shows up when you click on “User Management” it is a simple list of all users within the system. Click on the Agents name to access “User Account Information”

User Account Information
This page stores all the information on your agency users and is self explanatory with the following exception

Listing Commission-This is where you would set the commission of the Listing Agent, if any, This is then associated in the property page or each property, where you would set the listing agent.

Leasing Commission-This is where you would set the commission for this agent.

Password
This page is accessed from the “User Account Information” page.

Every agent should have a user id and password.
These items act in many levels, for example
1. Control of Access: Staff come and goes. It is imperative that you delete passwords once an agent departs your business. The password and user id also can be set up so that you control access to certain parts of the program-like accounting.
NOTE: If you are subscribing it is also imperative that you change agent’s passwords once a month. You never know who over sees this information. 2. Automates The System: Barefoot automatically populates the user id into the comments, folio and property section when you add data.
          To add a password, you first must go to the System section of the program and click on User Management.
This is typically a function that only a manager can do.
Once "User List" page comes up it will list all the User Ids.
If you click on the User Id name it will take you to the "User Account Information" page.
NOTE: Passwords may be up to 10 characters long including spaces and is case sensitive.
          To add new user id, click add new at the top of the list, it will take you to the "New User Account Information" Page.
Please fill out this information. Don’t forget to hit SAVE.
The system will update after you hit SAVE. Once that is done you are now on the "User Account Information" page-at the top of the page is a button SET PASSWORD. Click on SET PASSWORD
You will go to the "Password" page and it will ask you to enter password and confirm password. You then click on OK.
          To replace a password, with in the " User Account Information" page click SET PASSWORD, and type the new password. You then click OK. The new password is now set.
          To remove a user id, On the "User ID" page, click on the user id you want to remove. It will open up the "User Account Information", in the status field change this agent to inactive and hit SAVE.
NOTE: Barefoot does not allow you to delete information completely from the system as the ID is tied to your comment, past leases and the property pages. If you have issues with this, please call Barefoot support.

Access Control

Services

Vendors
Vendor Section
There are Two Vendor pages the “Vendor Report” and “Update Vendor”

Vendor report
Highlights all Vendor listed in the system.
Click on the Vendor name to go to the “Update Vendor” page for that specific Vendor
Click on the ACCOUNT button and this will take you to the “Payment Info” and Payment Transaction” pages highlighting vendors. For more information on this See “Payment Info” and Payment Transaction” page in the Folio Section.

By clicking on the header at the top of the page you may modify the lists layout.

Update Vendor
This page listed each vendor’s information and the services they provide.

To Add a New Service to an existing vendor
Pick the appropriate Vendor in the “Vendor Report”
Click on Available Services pull down menu and select appropriate service to be added.
Click ADD and the service will be added to your Service Names section just above the Available Services pull down.

To Remove a Service
Within the Update Vendor page, in the Service Names section click DELETE horizontal to the service wanting to be deleted.

To Add a New Vendor
With in the “Vendor Report” page, click ADD NEW
A blank “Update Vendor” page will appear, fill in the appropriate information and click UPDATE.
Then fill in the Services provided by that Vendor.
NOTE: You must UPDATE your new vendor into the system before applying the services.

Rates

Custom Fields

Publish

Ltr Template Fields

Letter Templates
Provisions
A provision is an item on a lease or confirmation describing a specific rule.
Most provisions are written directly into the lease or confirmation letter. Barefoot also allows you to add optional provisions.
These provisions may be default (automatically come up on lease) or not. If using this section the provision will appear in the "Folio Detail" page directly under the Optional Text section as a check box.
NOTE: The provisions section need to be set up during delivery and be linked to your confirmation. You then can add any optional provisions to your confirmation you would like.

To add a new provision, With in the “Back Office” section, click on “Provisions.” This will open the “Lease Provisions” page.
Click NEW PROVISION, which will open up the “Provision Item” Dialog Box,
The Name field you type in the provision name.
In the Default section, click whether this is a default provision or not.
In the Large box title provision enter the provision information, as you would like it to read.
Click UPDATE when finished. The system will go back to the “Lease Provisions” page with the new provision listed.

To delete a provision. In the “ Lease Provision Page” to the right of the provision is the DELETE button. The “Lease Provision” page will refresh with the provision deleted missing.

To Change a provision. In the “Lease Provision” Page click on the underline Name section of the Provision in question. The “ Provision Item” Dialog Box

Avail Update