Reservation Process Using Calendar Tool and Rez Quote

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Overview

There are multiple ways to make a reservation.

Prerequisites

  • Access to the Calendar Tool or Availability Grid.
  • Guest information for entering into the Guest Folio.

Steps

Option 1: Calendar Tool Quote

  1. Select Arrival Date:
    - Click on the calendar to select the Arrival Date.
    - Enter the number of nights and press Submit.
    - The Booking Quote screen will appear, displaying the Unit Types, available number, max occupants, and rates.

  1. Review Booking Quote:
    - Unit Type column: Displays all open Unit Types.
    - Avail column: Shows the number of available units for the Unit Types.
    - Ext. column: Indicates the number of nights the reservation can be extended.
    - Occ. column: Displays the maximum number of occupants allowed for the Unit Types.
    - Min Rate: Minimum rate for the selected date range.
    - Max Rate: Maximum rate for the selected date range. Rate changes during the date range will be reflected here.

  1. Update Quote:
    - Enter the number of units required for the Unit Type and press Update.
    - A Quote Summary will display on the left with the base rates for the Unit Type and Dates selected.
    - Adjust Check In or Check Out dates, Rate Group, or apply discounts as needed. The Quote Summary will automatically update.

  1. Finalize Quote:
    - Enter the number of Occupants and press Submit to finalize the Quote.
    - The Guest Folio will display to enter the Client's details. Press Submit to finalize the reservation.

Option 2: Rez Quote

  1. Select Dates and Unit Type:
    - On the Availability Grid, click on the yellow square for the arrival date and unit type required. Drag the mouse for the number of nights; highlighted nights will display as purple.
    - Click on the Rez Quote button.

  1. Accept Quote:
    - A Quote will display. Click New Booking to accept the quote and proceed to the Guest Folio.
    - Within the Guest Folio, add the number of occupants.

Entering Guest Details in the Guest Folio

  1. Verify Previous Stays:
    - Ask the Guest if they have stayed before. If "Yes," click on the Client Search button, enter guest details, and search.

  1. Update Guest Details:
    - If the guest is found, update details as necessary and press Submit.
    - If the guest is new, click New Client and enter details in the Client Name/Address form. Mandatory fields include:
  • First Name
  • Last Name
  • Country
  • Email
  • Phone or Mobile
  1. Complete Booking:
    - Adjust Booking Details if required.
    - Click Submit to finalize the booking.
    - If a Deposit Policy is requested, process the deposit payment. Otherwise, email a confirmation to the guest if required.
    - Click Grid to return to the Availability Grid. The reservation will now display.

Troubleshooting

  • Ensure all mandatory fields are completed in the Guest Folio.
  • Verify dates and rates before finalizing the reservation.
  • If issues persist, refer to the Video Tutorial for additional guidance.