Unit Import

Unit records can be imported into the RDP system and may need approval from your sales contact. Units are imported “as is” provided by the client in an excel file with the extension of xls or xlsx without modification. Units are the rooms, condos, villas, RV Sites, houses, etc. that your guests occupy.

Click here to Download Excel Template for Importing

The excel file will be used to import units into the RDP system. Provide all units in one import file. Subsequent unit imports are not supported to maintain data integrity.

Column Header: Number

Description: Unit number being room, condo, villa, RV site, house, etc…

Maximum Length: 6 if rates are unit specific otherwise 8

Values: Alphanumeric and special characters except the following (* [ ] \ | : ” ’ < > ? / .) Best practice is to avoid special characters but dashes – are occasionally used.

Column Header: RoomType

Description: Must have an associated room type. Room Types are loaded into system – table maintenance – C2 (room type).

Maximum Length: 6 characters

Values: Alphanumeric and special characters except the following (* [ ] \ | : ” ’ < > ? / .) Best practice is to avoid special characters but dashes – are occasionally used.

Column Header: MaidComment

Description: Available for display in various locations such as available rooms field when selecting units.

Maximum Length: 24

Values: Alphanumeric

Column Header: Address1

Description: Street or PO Box

Maximum Length: 50 characters

Values: Numbers, Letters, Special Characters

Column Header: Address2

Description: Apartment or additional address information

Maximum Length: 50 characters

Values: Numbers, Letters, Special Characters

Column Header: City

Description: City

Maximum Length: 50 characters

Values: Numbers, Letters, Special Characters

Column Header: State

Description: State or Providence

Maximum Length: 2 Characters

Values: Abbreviation of State or Providence

For Example:

AB = Alberta
CO = Colorado

Column Header: Zipcode

Description: Zipcode or Postal Code

Maximum Length: 10 Characters

Values: Numbers, Letters, Special Characters

Column Header: Phone1

Description: Phone1, can be relabeled in UI. System – Configurations – Custom Labels.

Maximum Length: 20 Characters

Values: Numbers, Letters, Special Characters

Column Header: TaxCode

Description: Most commonly taxable or tax exempt.

Maximum Length: 2

Values: TA = taxable, TZ = tax-exempt

Column Header: PropertyCode

Description: The property code separates room types and rooms between different parts of the property. Example being Tower 1 and Tower 2. Property Code can also be used to designate a different credit card merchant account. A third purpose is for cross directory changes for systems with timeshare owner billing directories.

Maximum Length: 2

Values: Should match the value on the room type.

Column Header: OwnerPaymentCode

Description: Determines the revenue split when processing room revenue. The split percentage options are filled out on the implementation document.

Maximum Length: 2

Values: OA, OB, OC, etc…

Column Header: ReferralPaymentCode

Description: Determines the revenue split when processing room revenue specific to referral reservations. The split percentage options are filled out on the implementation document.

Maximum Length: 2

Values: OA, OB, OC, etc…

Column Header: TASplit

Description: TASplit is the default as to how the travel expense is handled in relation to the owner. If it’s split 50/50, management pays, owner pays or its split at the same percentage as the owner split set in the OwnerPaymentCode.

Maximum Length: 2

Values: E – Even split (50/50), M – Management Pays, P – Owner Pays, S – Owner Shares (Same as owner Split)

Column Header: BlockFromIRM

Description: Does not display on the IRM (Internet Reservation Module / Booking Engine)

Maximum Length: 1

Values: Y for Yes to block, otherwise leave blank.

Column Header: ActivateCCardFee

Description: Bills the owner a credit card fee when processing rental revenue. The credit card fee is setup under System – Switches – Search for C1FLAT.

Maximum Length: 1

Values: Y for Yes to charge credit card fees to the owner otherwise leave blank.

Column Header: ManualSequence

Description: Custom sequence for sort order on the tape chart. If using a custom sequence for the tape chart the default is user specific and set under Reservation – Configuration – Tape Chart tab – Custom radio button.

Maximum Length: 4

Values: Examples, 0001, 0002, 0003

Column Header: GuestRequest1

Description: Attributes of the unit to assist the reservationist in selecting a unit that best meets the guests preferences. Displays in RDPWin on the available room screen. Can be displayed on the IRM (internet reservations).

Maximum Length: 3

Values: Needs to match values set on the implementation document. Example is Floor, values would then be 1st, 2nd, 3rd, 4th, etc…

Column Header: GuestRequest2

Description: See GuestRequest1

Maximum Length: 3

Column Header: GuestRequest3

Description: See GuestRequest1

Maximum Length: 3

Column Header: GuestRequest4

Description: See GuestRequest1

Maximum Length: 3

Column Header: GuestRequest5

Description: See GuestRequest1

Maximum Length: 3

Column Header: GuestRequest6

Description: See GuestRequest1

Maximum Length: 3

Column Header: GuestRequest7

Description: See GuestRequest1

Maximum Length: 3

Column Header: GuestRequest8

Description: See GuestRequest1

Maximum Length: 3

Column Header: GuestRequest9

Description: See GuestRequest1

Maximum Length: 3

Column Header: OwnerBilling

Description: Owner is paid revenue from a rental program if set to Y for yes.

Maximum Length: 1

Values: blank, Y (for yes) or N (for no)

Column Header: WholeOwnership

Description: The unit is owned by a single owner if set to Y for yes.

Maximum Length: 1

Values: Y (for yes) or N, Blank (for no)

Column Header: MaxPeople1

Description: Maximum number of people 1 in the unit, most commonly adults

Maximum: 99

Values: number

Column Header: MaxPeople2

Description: Maximum number of people 2 in the unit, most commonly children.

Maximum: 99

Values: number

Column Header: MaxPeople3

Description: Maximum number of people 3 in the unit, most commonly infants.

Maximum: 99

Values: number

Column Header: MaxPeople4

Description: Maximum number of people 4 in the unit, most commonly pets.

Maximum: 99

Values: number

Column Header: MinNights

Description: Minimum number of nights’ unit is available. This is commonly used for larger units that have a higher cleaning cost such as units with kitchens.

Minimum: 0 or blank

Values: number

Column Header: MaxNights

Description: Maximum number of nights’ unit is available. An example is to prevent long-term resrvations.

Values: number

Column Header: IRMMinDays

Description: Minimum number of nights bookable on the internet

Minimum: 0 or blank

Values: number

Column Header: TimeshareStartDay

Description: For timeshare/fractional properties the day of the week which ownership begins.

Maximum Length: 1

Values: 1 = Monday, 2 = Tuesday, 3 = Wednesday, 4 = Thursday, 5 = Friday, 6 = Saturday, 7 = Sunday

Column Header: AvailabiltyEndDate

Description: Optional. The end date in which a unit can be booked

Field Type: Date

Values: MM/DD/YYYY

Column Header: AvailabilityStartDt

Description: Optional. The beginning date in which a unit can be booked.

Field Type: Date

Values: MM/DD/YYYY

Column Header: URL

Description: The IRM (Internet Reservations) can link to a URL for displaying information. The URL would be from your properties website.

Maximum Length: 126

Values: https://yourdomain/youruniturlpath

Column Header: LockoffType

Description: Lock-offs combine two different units so they can also be booked as one unit. If there is no lock-off configuration, then leave blank. If there is a lock-off configuration then this field is set to the lock off type being M = Main unit (combination of other units), L = Mid-Level (has a 1 main above and a max of 3 subs below), S = Subunit. The mid-level unit is optional and only used in complex lock offs. Without a mid-level there is a maximum of four subunits.

Maximum Length: 1

Values: M, L, or S

Column Header: LockOffRoom1

Description: Connecting lock off unit numbers. If this is the main unit with multiple subs then the unit# of all of the subs belong in lockoffroom1, lockoffroom2, lockoffroom3, lockoffroom4. If this is a subunit, then the unit# of the main unit or mid-level belong in lockoffroom1. If this is a mid-level unit then the main unit belongs in lockoffroom1 and the subs belong in lockoffroom2, lockoffroom3, and lockoffroom4.

Maximum Length: 8

Values: Unit# of connecting units.

Column Header: LockOffRoom2

Description: Enter subunit. Unique subunits should only be populated once in lockoffroom1, lockroom2, lockoffroom3 or lockoffroom4. The same subunit should never be in more than one field on an specific record. For example, If there are two subunits then lockoffroom1, is populated with one unit, lockoffroom2 is populated with the other unit, lockoffroom3 and lockoffroom4 would be blank.

Column Header: LockOffRoom3

Column Header: LockOffRoom4

Column Header: Note

Description: Free form note to provide details of reservation.

Maximum Length: Blob

Values: Any

Column Header: Comment1

Description: Fixed length comment, label can be set under System – Comment Labels – Unit. Comments can be viewable in limited system locations. Comments can be added to crystal reports such as arrival reports, registration cards, confirmations, etc…

Maximum Length: 40