Creating and Managing Booking Waiting Lists

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Overview

A Waiting List allows guests to make a reservation when the requested inventory is unavailable. When a reservation is canceled or a site becomes available, the Waiting List can be used to display those waiting for availability. To enable the Waiting List feature, contact DigitalRez.

Prerequisites

  • Enable the Waiting List feature by contacting DigitalRez.

Steps

Creating a Waiting List

  1. Initiate Waiting List Creation:
    - Only a Client Detail and Reservation Date are required to create a Waiting List. Additional information such as Occupant details can be added.
    - Use the Calendar Quote Tool to create Waiting Lists.
  2. Select Dates:
    - Choose the Date of Arrival and the number of nights requested, then press Submit.
  3. Enter Client Details:
    - In the Booking Quote screen, click on the Client Details tab.
    - For a returning client, click Search For Client. For a new client, click Add New Client.
  4. Specify Unit Preferences:
    - If a specific Unit Type is requested, enter the amount of inventory next to the unit type and click Update.
    - If a specific Unit is requested, click the Assign Unit button.
  5. Add Occupant Details:
    - Enter Occupant Details now or at a later stage.
  6. Finalize Waiting List:
    - Click the Waiting button to create the Waiting List.
    - A box will appear to enter any required comments. These comments will appear on the Waiting List PDF and the Waiting List panel.
    - A confirmation box will appear when the Waiting List is added, providing a Waiting List Confirmation # for reference.

Checking the Waiting List

  • All Waiting Lists will display within the Quote/Waiting List panel.
  • Click the Utilities button on the Availability Grid and select Check Waiting List.
  • The Quote/Waiting List panel will appear, displaying all current Waiting Lists. Note that created Waiting Lists will not display on the Availability Grid.
  • To search for a Waiting List, enter the number into the Waiting Conf # Search panel. Use other filter options like Unit Type drop-downs to narrow the search.

Making a Waiting List into a Reservation

  • If inventory becomes available, convert a Waiting List into a reservation.
  • In the Quote/Waiting List panel, select the Waiting List and click Select to return to the Calendar Quote Tool screen.
  • If Unit Type/Occupant Details were not entered initially, click on the required Unit Type and enter the number of occupants arriving. Click Submit to create the booking.
  • If Unit Type/Occupant Details were entered, the Submit button will automatically display.
  • After pressing Submit, the Guest Folio will display to complete the booking process.
  • Any Waiting List converted into a reservation will have the original Waiting List Confirm # indicated in the History tab.

Troubleshooting