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Resort Data Processing, Inc. Providing
Quality Hospitality Software for Vacation Rentals, |
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The RDP reservation design allows for simultaneous reservations from a variety of sources, including:
| The diagram below illustrates the simultaneous use of the RDP Database. Click any item for details. |
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Reservations can be made for a single room or multiple rooms to accommodate the requirements of an individual guest, family, group, or large conference. The system displays availability up to four years in the future, checks the past guest file, and calculates rates and packages, all within seconds. Extensive yield management capabilities are available to help maximize average daily rate and occupancy. Topics covered in this document:
When a guest calls the property directly, the reservationist uses a workstation with RDP's windows based software RDPWin. The software design allows for very fast access. RDP customers range from one reservation workstation to over 50 with excellent performance. For example, in a database with 500 rooms, the system can display rates and availability for any date in less than two seconds.
The reservation system can be used to reserve a wide variety of entities, including:
E-mail is one of the most powerful and least expensive marketing tools available and has been fully incorporated into the RDP system at no additional charge. E-mail features included:
See Overview of E-mail Marketing
for additional information. A sample of the mass owner e-mail screen is
below. The e-mail can be sent to all owners in a matter of minutes.
You can either type in the message or use an attachment, such as a word or Adobe
document.
| Sample Mass E-mail to Owners |
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| RDPWin E-mail Monitor: Sends E-mail Confirmations from RDPWin, IRM, DOS, GDS |
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The reservation system automatically calculates the total room charge for each reservation based on the rates entered. Up to 52 unique seasonal rates are possible for each room type or room number. Weekly rates and other time period rates are allowed. Extra person charges are automatically calculated. If a reservation is changed, the estimated total room charge is automatically recalculated. Rates can also be established for each unit number, which is often required by our condominium rental customers.
Packages are included with the core reservation system. They allow the creation of thousands of packages, each with up to 99 unique components. A reservationist only enters the arrival date, departure date, and number of guests. The system calculates the correct package charge for all possible seasons, unit types, and components.
Rate plan patterns can be used to offer a free night periodically during the
stay, or a discounted rate after a number of days. The table below shows two
examples. With Controlling rate plan "PAT1", the guest is offered a
free night every 4th night. The reservationist would only have to select
the "PAT1" and the system would automatically assign the rate plans to an eight
day reservation as shown in the column labeled "PAT1".
Controlling Rate Plan PAT2 offers a 10% discounted rate (10DC) after three nights,
and 20% discount after six nights. Again all the reservationist has to do
is select "PAT2" - the rest is automatic.
| Day # | Controlling Rate Plan PAT1 | Controlling Rate Plan PAT2 |
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| 1 | RACK | RACK |
| 2 | RACK | RACK |
| 3 | RACK | RACK |
| 4 | COMP | 10DC |
| 5 | RACK | 10DC |
| 6 | RACK | 10DC |
| 7 | RACK | 20DC |
| 8 | COMP | 20DC |
The RDP reservation system includes extensive capabilities for booking golf tee-times. For example, several customers in the Myrtle Beach area have reservation packages that include golf at over 100 golf courses in the area. The package includes one round per person per day at any medium quality golf course in the area. For an additional charge, which is different for each course, the guest can play other higher quality courses. The system tracks:
The system also prints vouchers for the guest to take to golf course and an itinerary
for each guest showing when and where they will play each day, and it reconciles
vouchers to reservation packages.
Most of our hotel customers assign a room type during the reservation process, and then assign the room number at check-in, based on which rooms are clean and available. However, customers using the owner accounting system often assign the room number during the reservation process. You can assign room numbers during the reservation process, anytime prior to arrival, or upon arrival. Guests can also switch rooms after arrival, and the owner accounting module will pay the owner of each unit the correct amount.
A complete description of each unit number can be entered, including an inventory of all items in the room. This information can be used as a search criteria during the reservation process. For example, a condominium rental company can search for all condos that are "located in Beaver Creek with a fireplace."; and hotel reservationists can search for all "non-smoking rooms with handicapped access."
Many properties used a manual reservation tape chart prior to installing the RDP property management system. A manual tape chart provided management the ability to quickly view reservations. Reservations were changed on a wall mounted tape chart by moving the tape from one unit number to another.
The RDP system displays pre-assigned reservations up to four years into the future through a calendar Tape Chart. While in the Tape Chart, detailed reservation information can be viewed by highlighting a reservation with the cursor. Different reservation types are distinguished by unique letters (such as "." = an available room, "P" is a pre-assigned reservation, and "X" is a room scheduled for maintenance).
Reservations are moved from one room to another, and/or from one time period to another, all from one screen. The system automatically recalculates the total room charge if a guest is moved from one unit type to another. Fast and easy room moves allow for efficient booking of reservations to help sell the property to 100%.
The system tracks the date and amount of each advance deposit. A report of all deposits due on any given day is available. Additionally, "deposit due" or "cancellation/no deposit paid" notices are automatically printed. Multiple deposit payments are allowed on one reservation. All paid deposits are included on the advance deposit ledger.
The system also supports the collection of a security deposit to insure against room damage. The security deposit is tracked throughout the system. Itemized charges can be posted against the security deposit if damages are incurred. Additionally, at any time after checkout, a full or partial refund check can be printed to the guest along with a statement of all charges.
The RDP system guarantees availability of adjoining rooms. For example, assume there are two rooms with an adjoining door. The system allows one reservation to hold these two specific rooms.
These "Lock-offs" are commonly encountered at condominium and timeshare properties. An example of a lock-off is a three bedroom unit that can be rented as either three one-bedroom units, a two-bedroom and a one bedroom unit or a three-bedroom unit. The system calculates rates based on the configuration of the unit. An example follows:
| 34M - The three room condominium that is a combination
of 34A, 34B, and 34C and rents for $280/Night |
| 34A-Single, $100/Night | 34B-Single, $100/Night | 34C-Single, $100/Night |
| 34D - A double that is a combination of 34A and 34B
and rents for $185/Night |
The system automatically prints registration cards for all guests arriving the next day. Customized registration cards can be used, or a standard form can be purchased from RDP's forms division by dialing 1(800) RDP-PAPR.
When making a new reservation, the system can e-mail the confirmation to the guest with just one click. Alternatively, the confirmation can be printed on plain paper or a pre-printed confirmation form and inserted in a window envelope. A Confirmation can be generated for the following:
Additional items can be sold to guests during the reservation process. You can sell virtually any item such as golf packages, ski lift tickets, lessons, gift items, etc. A complete guest itinerary is created. For example, you could book golf at 9:00 a.m., a massage at the Spa at 4:30 p.m., and a show ticket at 8:00 p.m.
Coupons or tickets can be printed and reconciled for every activity. It is an ideal solution for properties who utilize group itineraries, a concierge and guest services, and/or tour operators.
The reservation system is fully integrated with RDP's Yield Management system which has been refined over the last 20 years to help customers maximize profits. For example, the RDP customer who consulted on the design of the system purchased nine hotels for approximately $40 million. After instituting various changes, including RDP's Yield Management system, the hotels were sold four years later for over $100 million.
All Reservations entered into the RDP system, whether from internal reservationists, the Internet Reservations Module (IRM), Central Reservations, or the Global Distribution System (GDS), are automatically interfaced to RDP's Front Desk and Night Audit system. The reservation confirmation number becomes the guest folio number. All advance deposits are automatically transferred to the guest ledger. The reservation is checked-in with RDP's windows system and the guest is then "in-house."
RDP's Internet Reservation Module (IRM) allows millions of potential guests, groups, travel agents, and wholesalers to check availability and make commission-free reservations 24 hours a day, 365 days a year. The IRM is designed to work in conjunction with your existing marketing website. Reservations are stored immediately in the same database as normal "phone-in" reservations, with one database for true "last room" availability. We have now installed over 300 copies of the IRM. The average customer has over $200,000 in Internet bookings.
Internet Reservation Module (IRM)
The Global Distribution System (GDS) allows guests to use over 400 Internet booking websites, such as Expedia, to make reservations that are loaded into RDP automatically using the RDP-GDS Interface. Travel agents can also make reservations using traditional GDS terminals in their office. RDP believes the best way to maximize revenue while minimizing commissions is to:
RDPConnect and Global Distribution System
RDP's credit card interface is fully compatible with the reservation process. If a deposit is required to hold the room, the reservationist enters the guest's credit card number, and the system obtains an authorization immediately and automatically.
RDP offers central reservation capability to companies with multiple properties. Reservations can be made at either the central reservation office, at the property, or both. RDP offers two versions of the central reservations:
Central reservations can combine a variety of properties, such as a hotel at one location, a condominium resort at another, a campground at a third, and a timeshare resort at a fourth. For more details on RDP's central reservation capability, please call RDP Sales at (970) 845-1140.
The system offers special features designed specifically for the corporate rental and interim housing marketplaces. One RDP customer manages 500 apartments in Chicago that are rented for a few days or several months at a time. Their target guest is one who has been transferred to Chicago and needs a place to live while looking for housing, as well as guests who are on temporary assignment in Chicago.
The reservation system is fully integrated with RDP's Condominium Owner Accounting module, which is designed for managing individually owned properties rented on a short-term and/or long-term basis. Reservation features that apply to this module include:
The reservation system includes an automatic interface to the travel agent payables system. The system calculates the commission and prints a statement and check to each travel agent showing all commissions for the period.
The RDP system contains extensive capabilities for handling group reservations, companies, wholesalers, conferences, families, and city ledger billing. For example, the following flow of events is possible:
Virtually all systems claim to have "guest history"; however, most really only have reservation history, which is simply the ability to view checked-out folios. The problem with reservation history is duplication. If a guest stays at the property four different times, there are four different reservations. Therefore, the reservation history contains four different mailing labels and/or e-mail addresses.
The core RDP system includes a guest history database that is separate from reservation history. If a guest stays at the property four different times, the system stores only one guest history record, with four reservation records linked to it. This allows only one mailing label or letter to be printed instead of four. It also allows only one e-mail to be sent when using RDP's included E-mail Marketing System.
In addition to the standard guest history system described above, RDP offers the Frequent Guest/Guest Rewards module to track all guest visits at one or more properties. Points can be awarded for each reservation. The number of points can be different for different seasons, room types, total dollars spent, and other variables. Guests can make reservations that use "points" as a "method of payment." Restrictions can be applied to control when "point reservations" are allowed. A complete history is kept of all point reservations.
The RDP reservation system includes an optional module for Wait List and Denial Tracking that allows reservationists to add the guest to the wait-list when rooms are not available. If rooms become available, the system can move guests from the wait list.
This module also provides "denial tracking" which allows reservationists to determine why a guest did not book a room. Perhaps the rate was too high or there was not enough conference space. Proper analysis of denied reservations can lead to changing rates or policies to increase future bookings.
The reservation system is fully integrated with RDP's Work Orders and Asset Management module. For example, assume a room has been damaged and will be out of service for four days to complete repairs. When the work order is entered for this room, the system automatically removes the room from availability.
Work Orders & Asset Management
The reservation system is linked to the Housekeeping module via Work Orders and Asset Management. For example, if the head housekeeper determines that a room is damaged and must be out of service for the next few days, a work order can be generated that removes the room from availability for the estimated repair period.
Housekeeping Forecast, Scheduling and History
Resort Data Processing (RDP) software has been installed since 1981 at over 1000 locations worldwide (see customer list). Please use the links below to learn more about RDP software for Hotels and Resorts. If you are renting homes or condominiums on a short term basis, please start with Vacation Rental Overview. Timeshare properties should begin with our Timeshare Resort Overview. Our Campground management system is also available. Our systems are fully integrated, so all features in our hotel system are available for vacation rentals and timeshare resorts and vice versa.
A printed brochure and pricing is available by calling 970-845-1140 or download the brochure in Microsoft Word or Adobe format.
Use the links below to view the sample RDP screens. Click on the header of any section for an overview, if available. A complete system overview is also available as well as sample reports.
| Reservation Features | Reservation Options | System |
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| Groups | Agents | Owners |
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| Reporter (Crystal Reports) | Stats | CRM |
| Accounting | Housekeeping | Work Orders & Asset Management |
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