What operating systems does EasyBook run on?

EasyBook has been designed for computers running Microsoft Windows XP, Vista, 2000/NT, 98 and 95.  A  copy of Microsoft Word XP, 2003, 2002, 2000, 97 or 95 is required to use the advanced document creation features within EasyBook (e.g. Tables, Mail merges).  A minimum screen resolution of 800x600 is required.

Running EasyBook on Windows Vista 

The current version of EasyBook can be run on Windows Vista, however to do this you will need to run the main setup program (easybookv4trialfullsetup.exe for Version 4 - easybookv3trial.exe for Version 3) with Administrator rights.  To do this, right-click on the setup program and choose "Run as Administrator", then proceed with the installation.

To install EasyBook on Windows Vista with the minimum hassle from the operating system we strongly recommend installing the EasyBook programs to C:\EasyBook and the EasyBook data files to C:\EasyBook\Data.  Once the setup program has completed, go to the EasyBook programs folder (if using the above locations this would be C:\EasyBook), and right-click on each of the following (Book.exe, Guest.exe, Mailshot.exe, Menu.exe, Reports.exe and Settings.exe), choose Properties, then on the Compatibility tab, choose to run the programs in Windows XP Compatibility Mode and choose to run the programs in Administrator Mode if this is not already selected.

If you are having problems installing EasyBook onto a computer running Windows Vista, it is worth trying to install the software using the "Program Compatibility Wizard".  To do this, click on the "Start" button, then run the "Help and Support" program and search for "Program Compatibility Wizard", then look for the entry that says "Run the Program Compatibility Wizard now", then locate the EasyBook setup program (easybookv4trialfullsetup.exe for Version 4 - easybookv3trial.exe for Version 3), and select "Windows XP Compatibility Mode" and "Run as Administrator", this will take you through the full steps for installing the EasyBook programs and should allow the setup program to run normally (remember: if you are installing EasyBook onto a computer running Windows Vista we strongly recommend installing the EasyBook programs to C:\EasyBook and the EasyBook data files to C:\EasyBook\Data).

What is the EasyBook Free 30 Day Trial?

The EasyBook Free 30 Day Trial is available to offer people the chance to try out the system and see if it fits their requirements.  You can either download the free trial setup program from this site, or request a copy to be sent out on cdrom.  Once the software has been installed onto your computer, you can use it free of charge for a period of 30 days.

If you would like to purchase a registered licence for EasyBook, you can upgrade the system without losing any of the information that you enter during the free trial period.  We create a registered licence for you, this contains your hotel/business name and address details and will unlock the trial version.

Can I run EasyBook on more than one computer on my small office network (LAN)?

Yes, you can set up EasyBook to run on more than one computer (ie. multi-user) on a local area network (LAN).  This can be run on a single 'site' licence that allows multiple computers to use the software at the same time.  At the present time there is no additional cost for this.

To do this you will need to choose one computer that will store the EasyBook data files.  This computer will be referred to as the 'server'.  The EasyBook\Data folder on this computer should be 'Shared', with full access permissions for each pc/user that will be accessing the files in this folder (give this shared folder a meaningful name such as 'EasyBookData').

You then need to install the main EasyBook programs onto each of the computers that will be running the software.  Each of these these computers will referred to as a 'client'.

On each of the client computers you then need to tell EasyBook where to look for the data files, these settings are stored in a file named 'hotel.ini'.  This file can usually be found in the 'c:\program files\easybook' folder and can be treated as a standard text file and edited in notepad.  The 3 settings that need to be changed are DataPath=, TemplatePath= and DocumentPath=.  These should be changed to reflect the network path to the EasyBook\Data folder on the server computer (eg. \\computername\EasyBookData).

What is the latest version of EasyBook to be released? (UPDATE: Version 4 Info & Ordering)

The new version of EasyBook (Version 4) was released on 25th October 2007.  This is available as an update for existing EasyBook users.  The new version includes VAT/Tax analysis per booking, "closed off" room periods for blocking out rooms (e.g. closed for redecorating), invoice number and date stored against each booking, more flexible tariff structures (start date/end date, min nights & max nights, tariffs only available for specified rooms), an updated user guide, as well as general improvements to the overall system.  The cost of the EasyBook Version 3 to Version 4 update is £50 UK Pounds including vat.  The update is available on cdrom and as a download from this website.

Does EasyBook link to any Online Bookings Systems?

We are pleased to announce the release of the "eGuest" Online Booking System link for EasyBook.  This is a link between the existing EasyBook system running on your local computer and the eGuest Online Bookings System provided by our partner company Crome Internet.  This allows for real-time updating of room and availability information from EasyBook to the "eGuest" Online Bookings System, and allows for bookings to be made through the online booking system linked to your existing website and received directly onto your computer running EasyBook.  This is an add-on module for EasyBook and has a setting up cost and a monthly operating cost.  There is more information about the "eGuest" Online Bookings System and the direct link that we provide to EasyBook on this page.

Does EasyBook link to any Postcode/Address Management software?

Yes, EasyBook can provide direct integration with the "AFD Postcode" product from "AFD Software Ltd.".  There is more information about the "AFD Postcode" product and the direct link that we provide to EasyBook on this page.  Please note that at the present time "AFD Postcode" provides postcode/address information for the United Kingdom and Northern Ireland only.  There is a version of the lookup software available for USA Zipcodes, however we are not able to support direct integration between EasyBook and the USA Zipcode product yet.

Can I change the layout/wording on the letter and bill templates ?

Yes, you can do this by editing the relevant Microsoft Word document template (.dot) file.

The templates that EasyBook uses to create letters and bills are Microsoft Word document templates (.dot files). The icon for a document template should look like a word document with a yellow bar across the top.

You can make a document template look however you like, anything that you can do with a normal word document you can do on a document template.
 
To open a template so you can make changes to it;
 
Go to the 'Create Letter' or 'Create Bill' screen within EasyBook, there should be a 'Templates' button (with a Yellow folder on the button) in the top-right area of the screen.

Click on this button to open the folder where the templates for that area are stored... eg: 'c:\program files\easybook\data\template\booking' for confirmation letters, or '...\template\bill' for bills.

Once the folder window is open you should see a list of templates that are currently available for that area, eg. 'sample confirmation letter.dot'.

RIGHT-CLICK on the document template (.dot) file that you want to make changes to and choose 'Open' from the popup list. This will open up the template in Microsoft Word, ready for you to make any changes to the text / layout.

When you have finished, close and save the file. The next time that you go to create a letter/bill in EasyBook using this template you should see your changes.

NOTE: Do not double-click on a template to open it for editing, this will just create a new document based on the template, and any changes that you make will not be saved back to the original template. Use RIGHT-CLICK and choose 'Open' from the popup list to open up the template in Microsoft Word.

NOTE: When you install the trial version a number of 'Sample' templates are included to get you started. You can create as many different document templates for each of the areas within EasyBook as you like. Remember that the file needs to be a Microsoft Word document template (.dot) file.

NOTE: 'Bookmarks' are used to transfer information from EasyBook onto the letter/bill when the document is created, a list of these bookmarks can be found in the EasyBook User Guide (in the 'Working With Letter Templates' section).

The versions of Microsoft Word currently supported by EasyBook are Word XP, 2002, 2000, 97, 95.

How do I take a backup of my EasyBook data files ?

To take a backup copy of your EasyBook data files you need to copy the hotel.mdb file in the EasyBook\Data folder (eg. c:\program files\easybook\data).  This file contains all of your booking, guest, rooms and tariff setup information.  You should take a regular backup copy of this file as it contains all of your important information.

NOTE:  When taking a backup copy of the EasyBook data files it is very important that you close down any EasyBook programs that are running on your computer.  If you are running EasyBook on more than one computer you should also make sure that all users are closed out of the EasyBook programs prior to taking the backup.

Whilst the size of the hotel.mdb file is under 1.44mb you can make a backup copy of this file to a floppy disk, however floppy disks can sometimes be unreliable and are easily damaged.  To do this; Open 'My Computer' and browse to the EasyBook\Data folder, RIGHT-CLICK on the hotel.mdb file and choose 'Copy' from the popup list, then go back to 'My Computer', browse to your (A:\) Floppy Disk Drive then RIGHT-CLICK in a blank area and choose 'Paste' from the popup list.

Ideally you should make a regular copy of the hotel.mdb file and store this on a cdrom or dvd, or other network storage device.  If size allows, you can take a backup copy of the entire EasyBook\Data folder.  This will also backup any letter/bill/mailmerge templates that you have made or modified.

You can use standard cd/dvd writing software (eg. Nero/EasyCDCreator) to write a copy the EasyBook data files to your chosen media.

Download and Installation

I have downloaded the 30 day trial version of EasyBook but it doesn't seem to work !

We always test our downloads and installation programs thoroughly.  However, sometimes when you download software from the Internet things can go wrong.  If you have downloaded the software and there is a problem, please try and download it again.  We do get a few calls on this subject, and downloading the software again seems to fix 99% of them.  If after doing this, you still cannot get the download to work, please contact us to request a copy of the 30 day trial on cd-rom.

I am having problems installing EasyBook !

If you have any problems installing the software or running it for the first time, please uninstall it, restart your machine, and try the installation again.  If you are still having problems getting the software installed, please contact us.

Using EasyBook

Is there an instruction manual for EasyBook ?

EasyBook comes complete with a built-in User Guide, which can be printed out if necessary.  If you need any assistance using EasyBook please contact us with your question.

When I run EasyBook some of the screens appears oversized and some information/buttons are off the edge of the screen.

You are running EasyBook in a resolution below 800 x 600 SVGA or have a non-standard appearance setting. Change your screen resolution, or appearance settings to the above and try again.  See the Windows Help files for more information on changing the screen resolution settings on your computer.

I cannot preview or print reports, the program says that I do not have a printer installed or 'No printer device available'.

To run reports in EasyBook you must have a printer setup on your computer.  See the Windows Help files for more information about installing a printer on your computer.

Why is the information on the Availability Grid shown backwards ?

If the Availability Grid is shown backwards, download the grid32.ocx file from the link below.  Rename the file named 'grid32.ocx' located in the Windows\System32 or Windows\System folder on your computer and replace it with the downloaded version.  Click here to download the correct version of grid32.ocx (v4.0.29.8 January 8, 1996 87.5kb).

I receive the message 'settings.exe: this program has performed an illegal operation and will be shut down. Settings caused an invalid page fault in module TABCTL32.OCX', or 'Error 372: The ssTab control (tabctl32.ocx) is out of date' when trying to run the System Settings module.

If you receive this message when trying to run the System Settings module, download the file below and copy it to your Windows\System32 or Windows\System folder, depending on your operating system.  Click here to download the correct version of 'TABCTL32.OCX' (v6.0.88.4 March 14, 2000  204kb).