Managing Reservations with Availability Grid

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Overview

The availability grid serves as the central hub for viewing and managing reservations. It is color-coded to visually represent different reservation statuses.

Prerequisites

  • Familiarity with the reservation system interface
  • Access to the availability grid

Steps

Interface Layout

1 - Action Header

  • Rez Quote: Select dates on the grid and click Rez Quote for a quick quotation.

  • Guest List: Highlight the Date Row and click Guest List to view reservations onsite between selected dates.

  • POS: Opens the Point Of Sale panel for product sales.

  • In/Out: Opens the Arrivals/Departures panel to track reservations.
  • Utilities: Opens a panel for managing multiple processes.

  • Unit Number: Enter the unit number/name to jump to that Unit on the Grid.
  • Check Or Review Blocked Inventory: Displays 3 weeks of inventory.

2 - Calendar Tool

  • Provides a tool to create Single and Group reservations by selecting a Date and # of nights stay.

3 - Date Row

  • Provides a reference for the reservation grids. Check the header or footer for the year.

4 - Grid

  • Displays active Unit Types, Units, and length. Adjust based on Alert colors, Checked In Status, and Clean status.
Rez Pending
  • Shows reservations with a deposit policy and no payment. Click to redirect to the Pending tab.

Availability Grid - Grid View tabs

Availability Grid - Sections
  • Unit Types: Shows the Unit Type name. Click for description and Booking Conflicts.

  • Unit #: Shows the unit number/name. Click to display Upcoming Bookings & Pencil Ins slider.

  • Length: Displays the length of the Unit if applicable.
  • Unit Alert: Displays alert color assigned to a unit.
  • Checked In Alert: Yellow alert for checked-in reservations.
  • Housekeeping: Red alert for units requiring cleaning.
  • Checked In Rez: Displays a * for checked-in reservations.
  • Unassigned Rez: Displays a # for unassigned reservations.
  • Regular Pencil In: Blocks inventory without affecting occupancy.
  • Maintenance Pencil In: Blocks inventory for maintenance, affecting occupancy.
  • Group Reservations: Connects multiple reservations into a group.

5 - Date Header/Footer

  • Allows quick navigation to a desired time on the grid.

  • Month Selector Buttons: Jumps the grid to the selected month.
  • Prev: Refreshes the grid backward by one week.
  • Next: Refreshes the grid forward by one week.
  • Now: Returns to Today’s Date.
  • Year: Changes the Grid to the desired Year.
  • Refresh: Updates the grid with the latest changes.
  • Date Calendar: Selects a date to start the grid from.

Making a Reservation

There are four ways to make reservations:

Rez Quote

  • Highlight on the grid and click Rez Quote for a quick quotation. Click New Booking to start data entry.

Calendar Tool

  • Create single or group reservations by highlighting on the Grid and clicking Submit.

  • Select Arrival date, enter nights, and click Submit for Booking Quote.

Map Booking

  • Use the map to make bookings by setting dates and time frame, then click Submit.

Pencil-In Conversion

  • Convert a Pencil In into a reservation by selecting it and clicking Convert.

  • Note: The comment from the Pencil In will be applied to the reservation comments.

Troubleshooting

  • Ensure all prerequisites are met before accessing the availability grid.
  • Verify that the correct dates and units are selected when making reservations.
  • Check for any alert colors indicating issues with units or reservations.