Wait List & Denial Tracking

RDP has announced the Denial Tracking Module RW. This module is immediately available. Click here for contact information.

RDP is currently developing the Wait List module. If you are interested in this feature, click here for contact information to get more information regarding release dates. The design concept is below.

When a guest calls the reservation department at the property or your central reservations office, the module provides reservationists with four choices:

File the reservation normally as a "real" reservation x
Add the guest automatically to the wait list for the dates and room type requested.
If the guest elects to not make the reservation, a "denied reservation" record is created to indicate why the guest did not complete the reservation.
The reservation can be saved as a "quote". For example, a guest may call and request prices on a room, along with scheduling 3 rounds of golf and a dinner (see RDP Activity module). The guest may promise to "call back in a few minutes and book it". This reservation can be saved as a "quote". If the guest calls back, the reservationists can retrieve the "quoted reservation" and change it to a "real" reservation.

The following topics are covered in this document:

Guest Wait List from Internet Reservation Module
IRM Wait List Sample Screens
Wait List Input Screen
Wait List Reports
Moving Wait List Reservations to "Real" Reservations
Adding Wait List Reservations to E-mail List
On-Line Demonstration of Wait List
RDPWin - Wait List Capability
RDPWin - Reservation Denial Tracking
Reservation "quotes"

Guest Wait List from Internet Reservation Module

The wait list module includes the following capabilities:

Automatically places a guest on a wait list when rooms are not available. This feature has been integrated with the Internet Reservation Module (See IRM). If no rooms are available when a guest checks room availability using the Internet, the guest can add themselves to the wait list.
When reservations are made with RDP's Windows based RDPWin system, the reservationist at the property or your central reservations office can add the guest to the wait list.
RDPWin also includes the ability to scan the wait list periodically to determine if rooms have become available. An E-mail can automatically be sent to the guest to notify them that a room is available. Wait list reservations can then be moved to "real" reservations if the guest confirms they still want the room.

Procedures

To gain access to IRM's Wait List feature, the RW – Wait List module must be installed. The option appears in one of three situations:

Requested dates are blocked from the IRM.
Requested room type is not available.
No rooms are available at the property.

When one of the situations exists, then the customer will see an option to Add to Wait List.

Click the "Add to Wait List" link to access the Wait List Request form on the IRM and enter contact information, requested dates, room type, and other preferences.

The Wait List reservation is different from other reservations in a few ways:

You never want to assign a room to a Wait List reservation. The key is to be able to make many Wait List reservations, so you must keep the reservation as Inventory (no room assignment) until it is converted to a real reservation.
The reservation must be assigned to the room type N/RWL. If this is not done, the reports designed for Wait List reservations will not work as needed.
On the second page of the reservation (DOS) or ………(Win), you will see a new field labeled WAIT. This field stores the requested room type. There is currently no way to store a requested room or unit specifically. If you would like to do this, comment fields or notes can be used. You might want to modify the Crystal reports to include this field.

RDP-DOS

Make an inventory reservation as normal, except that the reservation will be made for the room type N/RWL. The reservation should not have a room assignment. If you do not have any availability, check to make sure you have at least one room in your system that uses the room type N/RWL.

You will need to change the field on the second page of the reservation to reflect the requested room type. You may also want to track other guest requests such as rate and specific room requested. You can do this through the use of comment fields or notes. The Wait List reports can be modified through Crystal to pull that information as well.

RDPWin

Currently, RDP will not automatically convert reservations from Wait List to actual reservations should the space become available. This needs to be done manually. RDP offers several reports in Crystal format to assist with managing your Wait List.

Wait List reservations made today
Wait List reservations by Arrival Date
Wait List reservations by Room Type & Arrival Date
Wait List reservations by Guest Name
Expired Wait List reservations (Arrival in past)

If space is found for a Wait List reservation, the reservationist should go to yield management (DOS) or rates (Win) and change the room type and rate as appropriate and confirm the changes with the guest. By changing the room type, the reservation will fall off of the Wait List reports.

Occasionally, you should run the Wait List - Expired report to see if any Wait List reservations are past their requested dates. You can cancel these Wait List reservations since you were not able to accommodate the guest.

IRM Wait List Sample Screens

In the example below, a guest using the IRM has requested a room type King from 3/1/1998 to 3/3/1998, which is not available. Notice that "Not Available" appears in red below the room type, with a link to "add to wait list". The guest has various options at this point:

The guest may add themselves to the wait-list for a King room type from 3/1/1998 to 3/3/1998 by clicking on the link for "add to wait list" in the King room type section.
Other room types that are available display below the room type King. The guest may select any of these available room types for the dates 3/1/1998 to 3/3/1998.
The guest can select the not-available room type King and then check the calendar that is displayed to see what dates are available. For example, the guest could select a room type King for a time frame when it is available, perhaps 3/10/1998 to 3/12/1998.
Your reservation phone number is displayed if the guest needs additional options.

Wait List Reports

A variety of reports are provided with the Wait List module, including:

Wait List reservations made today;
All Wait List reservations by Arrival Date;
All Wait List reservations by Room Type and sub-sorted by Arrival Date;
All Wait List reservations by Guest Name; and
Expired Wait List reservations (requested Arrival Date is in the past)

All reports can be modified, and new reports created, with RDP Crystal reports.

Moving Wait List Reservations to "Real" Reservations

One of the primary goals of a Wait List is to move the guest to a "real" room, when one becomes available. RDP's Windows based system, RDPWin, will include a feature to automatically examine all Wait List reservations and move them to "real" rooms, based on availability. E-mails can automatically be sent to the guest to notify them that the room became available.

Adding Wait List Reservations to E-mail List

Wait list reservations are automatically added to the RDP Master guest database, which captures the guests mailing address and E-mail Address. The RDP system can then send mass E-mails to all guests for marketing purposes. Mass E-mail is free. While a room may or may not become available for the particular time the guest original requested via the Wait List feature, mass E-mail marketing can help assure that the guest will book a room at the property at some time in the future.

For details see Using RDP Reporter For Mass E-mail

Online Demonstration of Wait List

RDP has a demonstration of the Internet Reservation Module (IRM) available on-line. All features of the IRM are available, including the Wait List. To use the online IRM demonstration, use the link below. Use the default dates of 3/1/98 to 3/3/98, and select a unit type "King."

Hotel IRM Demonstration

RDPWin - Wait List Features

The new Wait List module also includes wait list features within RDPWin (RDP's new Windows based software).

Wait List capabilities are available today in the Internet Reservation Module, and will also be available in RDPWin when it is released. There are no plans to add Wait List capability to the existing DOS based RDP system.

RDPWin - Reservation Denial Tracking

In addition to all the wait list features described above, the Wait List Module also includes Denial Tracking in RDPWin. Denial tracking allows internal 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.

RDP is looking for a few customers to participate in the beta testing of the Denial Tracking component of the Wait List module. Please call Barry Biegler at 970-845-1157 if you are interested.

Reservation "Quotes"

Reservations can be saved as a "quote". For example, a guest may call and request prices on a room, along with scheduling 3 rounds of golf and a dinner (see RDP Activity module). The guest may promise to "call back in a few minutes and book it". This reservation can be saved as a "quote". When the guest calls back, the reservationists can retrieve the "quoted reservation" and change it to a "real" reservation.

Other New RDP Modules

New Module	Availability	Requires RDPWin	Other Requirements
Reservation Denial Tracking	Now	Yes	RDPWin 2.xxx or higher
Change Tracking Direct from RDPWin	Now	Yes	RDPWin 2.xxx or higher
Travel Services (Insurance, Security Deposit, etc.)	Now	Yes	None
Housekeeping Forecasting, Scheduling, and History	Now	Yes	None
Work Orders & Equipment / Room Inventory / Asset Mgmt.	Now	Yes	None
Wireless or Wired Internet Access and Billing	Now	No	Bridge Computer
Booking Pace & Occupancy Forecasting	Now	No	Crystal Reports
Customer Relationship Management (CRM) / Guest Rewards	Now	Yes	None
Room Key Interface - VingCard Vision 3000	Now	No	Bridge Computer
Virtual Store - Sell Other Items Using IRM	Now	No	Internet Reservation Module (IRM)
Messaging - To Do List - Trace System	Now	Yes	None
Video Check-out From Room	Now	No	Movie Billing Interface
Conference Room & Activity Scheduling	Now	Yes	None
Internet Reservation Module	Now	No	Win2003 Bridge Server
Global Distribution System Interface (GDS)	Now	No	Bridge Computer
Fast Credit Card Processing Via Internet	Now	No	Installed by SDC

Hotel / Resort 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 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.

For a printed brochure and pricing, download the brochure in Microsoft Word or Adobe format or contact us directly.

Core RDP Modules		Interfaces
Technology Overview - RDPWIN Sample Screens Sample Reports Reservations Rates & Yield Management Packages Front Desk & Night Audit Groups & Conferences Travel Agents/Wholesalers Guest History & Marketing Housekeeping Scheduling General Ledger - Hotels Trust Accounting - Owners E-Mail Marketing Crystal Reports Hardware Requirements	Internet Reservation Module (IRM) Vacation Rentals (Condo Accounting) Timeshare & Interval Ownership Campground Management Guest Itinerary & Concierge Activity Scheduling (bike rentals, etc) Wait List / Denial Tracking / Res Quotes Frequent Guest/Rewards Work Orders & Asset Management Booking Pace & Forecasting Virtual Store On Internet Messaging/To-Do List Change Tracking 24-Hour Support RDP Headquarters in Vail Customer List and Comments	Overview Of All Interfaces Global Distribution System (GDS) Central Reservations SDC Credit Card Interface High Speed Credit Card Authorization In-Room Video Checkout Call Accounting Point Of Sale Voicemail Maid-Phone (Housekeeping) Environmental Back-Office Accounting Vacation Rental Trust Accounting Nomadix Wireless Internet Billing Room Key (Ving Card, etc.) RDP Partners and Alliances

Vacation Rental and Condo-Hotel Features & Links
Maximizing owner satisfaction and increasing management revenue since 1981
Data Flows from Reservations to Owner Statement Full Trust Accounting Capabilities Equalize Owner Rental Revenue Pay Bills for Owners and Guests Powerful Reservation Board (Tape Chart) Work Orders & Asset Management Housekeeping Forecast, Schedule, & History Mix of Rental Types - Condos, Houses, Hotels, Timeshare Internet Reservations with Pictures and Virtual Tours Live Demonstration of Internet Reservations E-mail Integration for Guests, Owners, etc. Short Term and/or Long Term Rental Lock-Off Units Allowed Manage Units Not in the Rental Pool Extensive Custom Reporting with Crystal Reports Reservation Quotes, Wait List, and Denial Tracking Customer Relationship Management (CRM) Travel Agent Commissions Deducted Unlimited Charges Per Owner	Various Billing Cycles - Monthly, Quarterly, etc. Split Revenue Across Billing Period Fast Production of Owner Statements Month-to-Date & Year-to-Date Totals Per Owner Statements Can Always Be Reprinted Print Checks to Owners Integration to GDS, POS, Phones, Credit Cards, etc. Accounts Receivable with Aging Automatically Print or E-mail Overdue Notices IRS 1099 Year-End Reports Room Moves Pay Correct Owner Yield Management Integrated Sharewith Folios or One Guest With Multiple Folios Taxes Adjusted for Length of Stay and Location Timeshare and Interval Ownership Allowed All RDP Hotel Features Available for Owner Systems Customer List and Quotes Home Page - Vacation Rentals & Condominium Hotels Why Buy From RDP?
Hotel and Resort Overview Vacation Rentals and Condo-Hotel Overview Timeshare / Interval Ownership Overview Discount Available When Converting to Resort Data Processing (RDP) from First Resort Software

Internet Reservation Info & Demos:
Condo-Hotel IRM.Net Demo Vacation Rental IRM.Net Demo Timeshare IRM.Net Demo Hotel/Resort IRM.Net Demo Campground IRM.Net Demo	Owner Account Access via IRM.Net Sample IRM.Net Screens Internet Reservation Overview IRM.net Knowledge Base Articles