Creating Pencil-In and Maintenance Bookings

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Overview

Pencil-ins temporarily hold a unit’s availability and can be converted into a reservation at a later date. Maintenance pencil-ins can also be created, making units requiring maintenance unavailable for booking.

Prerequisites

  • Access to the system where pencil-ins and maintenance bookings are managed.

Steps

Dates

  • Select the dates for the Pencil In by dragging the mouse across the desired dates.
  • The "Create Pencil In" box will appear.
  • Click "Go" to create the Pencil In.

Pencil In Reservations

  • To lock the Pencil In to a specific Unit #:
  • Click "Locked?" to set it to Yes.
  • Enter comments associated with the Pencil In, such as Client Name and Phone #.
  • Adjust the Open and Close Dates if required.
  • Press "Submit" to accept the Pencil In.

Maintenance Booking

  • Maintenance bookings are automatically locked to the Unit #.
  • Select the "Maintenance" radio button.
  • Enter comments associated with the maintenance of the Unit # (e.g., Paint walls).

Converting a Pencil In

  • To convert a pencil in into a reservation:
  • Click on the Pencil In within the Availability Grid.
  • Click "Convert" to change it into a reservation.
  • You will be directed to the Guest Folio to enter Client Dates and continue to Charges/Payments to process any payment.
  • If the pencil in is no longer required, click "Delete".

  • The below video demonstrates how to create a pencil-in.

Click here to print the Help Document

Troubleshooting

For any queries, please contact us at:

- Phone: 888 777-0602 (Aust/NZ Clients +61 7 4925 4400)

- Email: support@digitalrez.com