Support Home Property Management System Operations Waitlist

Waitlist

Maximise occupancy opportunities with waitlist reservations in RMS.

Key Features Setup Waitlist Codes Waitlist Reservation

Waitlist is a feature available in RMS that enables creating reservations that cannot be confirmed due the category, area, rate, or dates not being available with the opportunity to confirm the reservation at a later date when availability opens up or the restrictions are lifted.

Waitlist reservations allow for maximising occupancy opportunities ahead of guaranteed allotments being released or during popular periods that frequently result in cancellations or changed travel plans including property or local events, concerts, weddings, conferences etc.

Waitlist reservations use the 'Quote' status and will not deduct from availability until the Reservation Status is changed to 'Unconfirmed' or 'Confirmed'. The Waitlist Codes lookup table can be used to record the waitlist reason or set a waitlist priority order to assist with managing waitlist reservations.

When setup as Book by Area the waitlist can be enabled to park waitlist reservations in an area that already has a confirmed or unconfirmed reservation allocated, allowing visibility of individual area waitlists on the Booking Chart. Book by Category can choose to allow waitlisting for specific areas or maintain a category level waitlist that can be confirmed if the category availability opens up.

The Reservation List report by 'Quote' status and the 'Quote' view on In/Out Movements can be used with the Availability Chart or Booking Chart to view and manage waitlist reservations over a wide date range or when allocating areas when setup as Book by Category.

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Key Features

The following key features are available when using Waitlist in RMS:

Maximise occupancy opportunities by shortlisting reservations when there is no availability.
Can be used when setup as Book by Area or Book by Category.
Waitlist Codes to record waitlist reason or set a priority order for confirming waitlisted reservations.
Waitlist visibility on the Booking Chart, In/Out Movements, and Reservation List report.

Setup

Have your System Administrator complete the following.

Go to Setup > Property Options > General Information in the side menu of RMS.
Navigate to the 'Reservation Options' tab.
Select the checkbox 'Use Quote Status'.
Optional: Select the checkbox 'Allow Selection of Unavailable Areas for Quotes'.
Save/Exit.
Optional: Setup Waitlist Codes.
1. Go to Setup > Lookup Tables > Waitlist Codes in the side menu of RMS.
2. Select the 'Add' icon.
3. Enter a Waitlist Code Description.
4. Enter a Short Description.
5. Enter a Waitlist Code.
6. Save/Exit.

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Additional Information

To use Waitlist when setup as Book by Area the option 'Allow Selection of Unavailable Areas for Quotes' must be enabled.

The 'Waitlist Codes' field must be enabled in Field Maintenance to display on the reservation screen.

'Category', 'Area', 'Reservation', and 'Rate' are defaults System Labels that can be customised and may be named differently in your RMS.

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Access

System Administrators will require Security Profile access to 'General Information' and 'Waitlist Codes' to complete this setup.

Go to Setup > Property Options > General Information in the side menu of RMS.

Navigate to the 'Reservation Options' tab.

Select the checkbox 'Use Quote Status'.

Optional: Select the checkbox 'Allow Selection of Unavailable Areas for Quotes'.

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To use Waitlist when setup as Book by Area the option 'Allow Selection of Unavailable Areas for Quotes' must be enabled.

Select the 'Save/Exit' icon to store the changes made and leave the setup.

Optional: Setup Waitlist Codes.

Waitlist Codes

Go to Setup > Lookup Tables > Waitlist Codes in the side menu of RMS.

Select the 'Add' icon.

Enter a Waitlist Code Description.

Enter a Short Description.

Enter a Waitlist Code.

Select the 'Save/Exit' icon to store the changes made and leave the setup.

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The 'Waitlist Codes' field must be enabled in Field Maintenance to display on the reservation screen.

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Waitlist reservations can now be created using 'Quote' status in RMS.

Waitlist Reservation

Go to Reservations > Make Reservation in the side menu of RMS.
Enter the Guest Details.
Select an Arrive Date and Depart Date.
Select a Category.
Optional: Select an Area.
Select a Rate Type.
Complete Mandatory Reservation Fields.
Select the 'Quote' icon.
Optional: Select a Waitlist Code.
Save/Exit.

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Additional Information

The 'Add Reservation' screen at Step 1 can be access from the Toolbar Menu, Availability Chart, Booking Chart, Guest Profile, In/Out Movements, and Quick Quote or by navigating to Reservations > Make Reservation in the side menu of RMS.

Step 5 is optional when setup as Book by Category or mandatory if setup as Book by Area.

If enabled, selecting an unavailable area in the 'Area' field will automatically switch the reservation to 'Quote' status.

An existing reservation can be moved to the waitlist by changing the Reservation Status to 'Unconfirmed' and then 'Quote' or by selecting an unavailable area if this option is enabled.

'Category', 'Area', 'Rate', and 'Reservation' are default System Labels that can be customised and may be named differently in your RMS.

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