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Resort Data Processing, Inc. Providing
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The Guest Itinerary and Concierge module provides the ability to produce a complete and unique itinerary for each guest or group leader. 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 system can track if a given activity is available. For example, if you can reserve a bike from 10:00am to 2:00PM for a guest. See Activity Availability for Itinerary & Virtual Store. Topics covered in this document:
The following links are related to the Internet Reservation Module, Activity Availability Scheduling and Guest Itinerary:
Many RDP customers have extensive group business requiring activity scheduling. Activities may include a conference room rental on Monday morning, lunch in the afternoon, a different conference room in the evening, projector rentals, and food service. The Itinerary module provides the ability to schedule up to 500 activities for a group and provide the group leader with an itinerary detailing each activity.
It is possible to have a master itinerary for the group and create personal itineraries for every group member, including sharewiths. Activities can be defined to automatically appear on the group master bill or individual guest folio.
The concierge or guest services department frequently uses the guest itinerary module. For example, if a guest requests a dinner reservation, the concierge can schedule the activity, and charge the guest a service fee. A wide variety of activities can be sold by the concierge, including balloon rides, golf, skiing, etc.
Properties that schedule activities during the reservation process find guest
itineraries essential. For example, several RDP customers act as tour operators
in addition to being a resort. When a reservation is booked, the hotel books an
airline ticket, dinner reservations, boat trips, hiking trips, bus rides, etc. On
a seven-day reservation, the hotel may book 30 different guest activities!
The itinerary module is closely integrated with RDP's yield management and package modules. For example, a package can be created with the following:
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The Itinerary module allows coupons (also known as "vouchers" or "tickets") to be printed for each of these package components based on necessity. Configure the system to print a voucher for golf that is presented to the course as payment. Print another coupon for redemption at breakfast each day, and yet another one for dinner.
An Itinerary is defined as the schedule of activities for a given guest or group. A wide variety of activities are possible, including:
The system prints a confirmation letter to the guest which can be mailed, sent as e-mail, or faxed. This confirmation can be completely customized and printed on individualized pre-printed forms. The complete guest itinerary can be included with the confirmation. A sample of the Itinerary tab of Reservation Details is shown below.
The Itinerary module is integrated with the package system, guest confirmation, and guest folio. The following example explains the power of this integration.
One RDP customer operates an 800-room resort in a popular golfing area. The customer does not own or operate a golf course. However, they offer golf packages and make guest tee times for any of the 100+ courses in the vicinity. During certain times of the year the entire 800-room property is filled with golfers, all of whom are playing on different courses at different times, with various groups.
This customer offers many golf related packages. One of these packages is called "standard daily golf". This double occupancy package includes a room, golf each day, and breakfast. The golfer chooses from any one of 30 "standard quality" courses, and the resort books the tee time using the Itinerary module. However, the customer can "upgrade" the package to any of the other 70 "superior" courses for a fee. The fee is different for each golf course, for each season of the year.
In this scenario, the golfer can play a "standard" course as part of the package or the golfer can play a superior course for an extra $35. In the Fall, superior course rates are $60. To further complicate the issue, the golfer may stay seven days and play seven different courses, all with unique surcharges!
RDP's Itinerary module tracks and automatically calculates the correct surcharge for all courses for every day of the year. The operator selects the course from a pre-defined table, and the system does the rest. In addition, the system prints a golf coupon for each day, prints a list of golfers for each course, and reconciles coupons.
While this example is about golf, other customers use these features to sell theatre tickets, ski lift tickets, dogsled rides, and countless other items.
Each activity includes an optional 100-line description. Fields available for each activity include:
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Some guest activities are free and some are included with the package. Activities that are not free automatically appear on the guest folio. This is a fully integrated procedure. The operator adds or changes the guest itinerary, and the system recalculates the charge and adds it to the folio.
The folio charge and guest itinerary records are automatically linked to generate
an audit trail. When viewing a guest itinerary, it is possible to view generated
charges. Conversely, when viewing a guest folio, it is possible to view the activity
that generated a particular charge. This feature is particularly useful for researching
disputed charges at checkout.
Many activities require the guest to present a coupon (ticket or voucher) for admittance. For example, a package that includes dinner may require the guest to present a voucher prior to the meal. Coupon features include:
A list of activities for a particular guest or group is called an Itinerary. A list of activities for a particular vendor is called a schedule. Schedules have the following features:
The following links are related to the Internet Reservation Module, Activity Availability Scheduling and Guest Itinerary:
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.
