The mailing list file is used to store the names, addresses and other information for all of your previous guests, current guests and inquiries. There are three ways information can be entered into the mailing list file. When a reservation is made, mailing information is automatically put into the mailing list file. Information can be entered directly using the Mailing List File option on the File Maintenance Menu or by using the mailing list prompt option located on the Reservation by Search, Reservation by Unit or the Change or Cancel Reservation screens.
The only actual difference between the File Maintenance option and the prompt options is that the system can track all entries done at the prompt options as an "inquiry" needing a label to be printed. This allows you to use the Print Labels or Envelopes option from the Reservation Reports Menu to print labels/envelopes for all entries made. If an inquiry is entered using the File Maintenance option, the system can consider the entry to be processed and no label will be produced when printing the first time brochure labels.
First time brochure option means that a person has called and requested you send them your brochure. This option allows you to print labels for all entries created using the prompt options since the last time you printed them. When the first time labels are printed (processed), they are set to processed and therefore will not print the next time. Labels or envelopes can also be printed for different subsets of the mailing list file. This is used for direct mass mailings. Refer to the Print Labels or Envelopes section of the reports section for more information on printing labels or envelopes. See Also Mailing List File Menu