Reservations Software System Overview

The RDP reservation system design allows for simultaneous reservations from a variety of sources, including:

1. Traditional phone-in reservations: Reservationists use RDP's Windows based system to check rates and availability using a workstation at the property.
2. Central Reservations: Many customers have more than one property using the RDP system and have established one location for all reservationists that can make reservations for all properties from a single location.         
3. Internet Reservation Module (IRM): Commission-free reservations 24 hours a day, 365 days a year from website guests using the Internet direct into the RDP database.
4. Global Distribution Systems (GDS): Allow hotel guests to use over 400 Internet booking websites to make reservations that are automatically loaded into RDP using the RDP-GDS Interface.

The diagram below illustrates the simultaneous use of the RDP Reservation Database.   Click any item for details.

The flow chart below shows a possible scenario for dealing with a preassign (room number existing) reservation.

Reservation Topics

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:

Windows-Based Reservations - RDPWin

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.  

RDPWin and RDP technology

Rent Rooms, Condominiums, Campsites, etc.

The reservation system can be used to reserve a wide variety of entities, including:

• Hotel, motel, and resort rooms
• Individually owned condominiums or houses
• Timeshare resorts, including fixed and float week, quarter share, points, etc.  (See Interval Ownership)
• Conference rooms
• Campsites
• Yachts, boats and marina slips
• Snowmobiles, golf carts or other recreational vehicles

Reservation Confirmation Letters Sent by E-Mail Automatically

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:

• Guest confirmations automatically sent via RDPWin E-mail Monitor in Adobe and other formats.  See sample below.
• Owner statements can be sent via E-mail.  Owners can also print statements directly from the Internet
• E-mail marketing databases are created for guests, travel agents, groups, wholesalers and condo/timeshare owners
• Mass E-mails can be sent directly from the RDP System - no third party software required
• Reservationists can E-mail guests with just one click, complete with pictures of the property, directions, Maps,  and other attachments
• RDP abides by all current regulations for anti-SPAM by allowing guests to opt out of mass E-mails
• Crystal Reports can be created and distributed by E-mail
• Reservations made by the Internet Reservation Module (IRM) send E-mail confirmations automatically
• Owner newsletter can be automatically sent via E-mail

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

 

RDPWin E-mail Monitor: Sends E-mail Confirmations from RDPWin, IRM, DOS

Automatic Room-Charge Calculation

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.

Extensive Package Capabilities

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.   

• Only one line item appears on the guest folio
• Packages can be used with the Internet Reservation Module (IRM)
• New packages can be created in less than one minute
• One reservation can have both packages and non-packages
• Automatic package calculation by seasons, weekends, holidays, etc.
• Assigns a unique general ledger account number for each component
• Condominium owners can be paid on some components and not others
• Daily and one-time components are possible
• Manual override of package price is allowed with management password
• Canadian PST and GST Taxes
• A full description of each package is available for the reservationist and the guest
• Package "Rules" (3-day minimums, always arrive on a Friday, etc.)

Packages

Rate Plan Patterns (Time Period Rates)

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.

See Yield Management Options

Golf Tee-Time Booking

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:

• Which courses are included in the package
• The unique price for each higher quality course for each different season of each course
• Pricing for golf cart rentals
• How many rounds were actually played by each guest  (did they exceed the package limits?)

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.

• Guest Itinerary and Concierge
• Virtual Store on the Internet

Assigning Room Numbers to Reservations

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.

• Assigned Room Numbers and Tape Chart screen image
• Owner Accounting Module
• Sample screen images

Room Description as Search Criteria

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."

• Work Orders and  Asset Management
• Owner Accounting Module

Reservation Changes via Tape Chart

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%.

Advance Deposit and Security Ledgers

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.

Adjoining Rooms and Lock-Offs

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:

Print Registration Cards

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. 

Sample Registration Cards

Print or E-mail Confirmations

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:

• New reservations requesting a deposit
• Deposit received
• Second deposit request
• Reservation change notification
• Reservation cancelled
• Return of security deposit
• Many other options

Sell Additional Items to Guests

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.

Yield Management

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. 

Yield Management

Reservation Module Interfaces with Front Desk and Night Audit

All Reservations entered into the RDP system, whether from internal reservationists, the Internet Reservations Module (IRM) or Central Reservations 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." 

Internet Reservation Module (IRM)

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)

Credit Card Interface with Reservations

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.

• Customers may select from a wide variety of credit card processors to negotiate the best possible rates
• Customers may change processors to take advantage of new rate structures
• Only one modem line is required for multiple workstations, which can reduce monthly phone line costs
• High-speed Internet access is now available instead of a modem line
• Inexpensive card swipes can be used
• A wide variety of receipt printers are available
• Reconcile the RDP system to the daily credit card bank deposit
• All scanners and workstations taking credit card payments and authorizations are summarized to one deposit
• Additional authorizations can be made to guests already checked-in.  For example, if you authorized $400 at check-in, you can increase the authorization to $700 during the guest’s stay
• The credit card authorization is automatically matched to the sale at checkout.  Any unused authorization is released to the guest. This is crucial to guest service and satisfaction.

RDP Credit Card Interface

Central Reservations

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:

1. A full time connection between the property and central reservations for true last room availability; and
2. An upload/download option that transmits database changes on a nightly basis.  This option is best for those companies that cannot get a full-time data connection to the property.  For example, one customer has a central reservation office in New York City with properties in Aruba.

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.

Central Reservations

Corporate Rental Reservations

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.

Condominium Owner Module

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:

• Owner and guest of owner reservations
• Equalization of rental income among owners
• Reservation revenue flows to owner statement
• Management fees are automatically deducted
• Travel agent commissions and credit card fees are deducted
• Owners can make reservations and check account status using the Internet Reservation Module (IRM)

Travel Agent & Wholesaler Features

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. 

Travel Agent and Wholesalers

Group & Conference Reservations

Please review our information on Groups and Conferences.

Guest History and Frequent Guest System

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. 

Wait List and Denial Tracking

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.

Wait List and Denial Tracking

Reservation Availability Linked to Work Orders

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

Reservation System Linked to Housekeeping

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

 Software Overview

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 Overview.  Our Campground 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.

Please contact RDP Sales for pricing information or to schedule an onsite demonstration.