Wait List Module S9

If you are interested RDP's Wait List 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:

1. File the reservation normally as a "real" reservation x
2. Add the guest automatically to the wait list for the dates and room type requested.
3. 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.
4. 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

• 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:

1. Requested dates are blocked from the IRM.
2. Requested room type is not available.
3. 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:

1.  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.
2.  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.
3.  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)

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:

1. 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.
2. 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.
3. 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.
4. 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.

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."

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"

Other New RDP Modules

Related Links

• The Future of RDP - RDPWin
• More Resort Data Processing News
• RDP Software Overview
• Customers with Websites
• RDP Partners
• RDP Forms Available
• Contact RDP

 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.