RDPWin

Glossary of Fields and Terms

Throughout the RDPWin modules are various fields. Some of these field definitions are obvious, and others are not. This page defines all fields in all modules. Any references within the Help system for any of these fields are directed to the appropriate area here.

Click on the links for a specific module:

Entered By: Once a reservation is entered into the system, this box will show the logon name of the person who took the reservation, as well as the date that it was entered.
Exchange: Reservations made by owners outside of their "home" property, typically requiring an exchange fee to a third party. For example, an owner at La Viva Fiesta could exchange their timeshare for use at Quiet Time Pastures.
Expiration Date: Date assigned by credit card company to identify the date the card expires.
Export Reservation Analysis to Excel: Users can take reservation information and move it to a Microsoft Excel spreadsheet for additional review or manipulation. This information cannot be imported back into the system, since Analysis data is in read-only format.
Extended Cost: This field in the Transaction Detail screen represents the Price x Quantity fields. For example, if Price is $200 and the quantity is two, the extended Cost is $400.
Find (New Res): In New Res, this button allows the the selection of name from Guest History. The history is displayed in the New Res screen and simplifies the steps to make a new reservation.
Find Res: Find a Reservation by Name, Number or Room.
Fixed Week Ownership (Timeshare Only): When checked, the week owned is considered a fixed use week. A fixed week owner owns a specific room number for a specific week number for a specific starting day. The property has a calendar enumerating the weeks roughly starting with the first calendar week of the year. Fixed week owners access a room for a single specified week during the year. For example, Week 26 normally includes the Fourth of July holiday.
Float Week Ownership (Timeshare Only): The property has a calendar enumerating the weeks roughly starting with the first calendar week of the year. Float week owners access a room for a single unspecified week during the year. Reservations are typically taken on a first come, first serve basis at the property or exchange company level. Seasons are typically associated with float weeks such as high, red, peak, prime, etc., for priority booking periods such as Summer or holidays. Seasons vary by property. For example, a timeshare may be a floating summer week where the owner can request any week during the summer season generally Weeks 22 through 36.
Folio I: A folio holds descriptions and details about any charges (daily or one-time) incurred on the reservation. There are three separate folios (I, A, and B). Folio I holds the credit card info. and method of payment.
Folio A and B: Folio A and B are used when two guests want to be billed separately for room charges and/or incidentals, which can then be split into these two folios for easy billing.
Folio L and M: These folios hold descriptions and details about any daily or one-time charges on Leader or Master folios from one or many individual reservations.
Folio Override: If someone directly changes the I, A, B, L, or M to something other than what the system calculates it to be, the system will mark the appropriate field with an "*".
Folio Type: Folio I=Individual folio, Folio A/B=Personal folios (split between guests in same room or personal for those with Leader charges), Folio L=Leader folio, Folio M= Master folio.
Folio Type Override: If someone directly changes the I, A, B, L, or M to something other than what the system calculates it to be, the system will mark the appropriate field with an "*".
Forfeited: Shown in the Cancel Reservation screen, this read-only field will display the amount of refund to be forfeited by the guest, if any. The formula for this field is Deposited - Amount (Refunded) = Forfeited.
Future Guest/Res: Reservation scheduled to check-in after the current system date.
Grid: A display of information in columns and rows. Each grid in RDPWin will have varying manipulation capabilities.
Group: A group can be a batch of reservations for bus tour, a company which sends individuals to the property over a period of time, or an account used strictly for billing purposes (such as catering and meeting functions).
Group Reservation Details - Charge Summary Tab: Represents the amount of charges within a reservation that is charged to the Group Master account.
Group Availability: List of group names in the Active History for the time period selected.
Group Confirmation Status: These terms are selected and defined by the resort. Some examples are Tentative, Verbal Definite, and Definite.
Group Leader: A Group Leader reservation allows for Group Members to bill to it's Folio I and also holds a reservation for an actual person.
Group Master: Needed for any city ledger account (a company), any group that needs a room block, whose reservations are made in a batch, or require statistical tracking. This reservation does not hold a reservation for an actual person.
Group Member: A reservation that is part of a batch, but not the Group Leader. The transactions on a Group Member may be billed to the Group Master, Group Leader, or paid individually.
Group (Master) Number: A unique number, may be alphanumeric and up to eight characters, assigned to each group for identification purposes. Note: Do not use spaces in the number for any of the masters, or reports will not sort properly.
Group Status: Groups are designated as Tentative, Verbal Definite, and Definite (deposit received). Searching by Group Status in Availability can be used for Yield Management.
Guaranteed Reservation: This field, when equal to "Y" (as defined by the property) will represent a Guaranteed Reservation. For example, the system can be set to allow a reservation to marked guaranteed ONLY if there is a credit card on file or ONLY if a deposit has been made.
Guest History: When a guest makes a reservation, that reservation information is saved in Guest History assigned a guest number independent of the reservation number. When the guest returns to the property, the contact information for that guest need only be updated; not requested and entered.
Guest Name Range: Search a range of names. Enter one or more letters or full name into the Start box, and one or more letters or full name into the End box. (i.e., Start=Jones and End=Martin displays last names that fall between Jones and Martin alphabetically.)
Guest Name: Unless otherwise specified, this is referring to the Guest Name used to make the reservation. Names should be entered in Lastname/Firstname format. The system does automatically change Lastname, Firstname to the appropriate format
Guest Number (Frequent): A unique number is automatically generated and assigned to every guest that makes a reservation and is independent of the reservation number. Should the guest return, the system identifies the guest by number.
Guest Preference: Anything a guest has asked for, such as number of bedrooms. They may have only four guests, but they may have requested a 2BR unit, instead of a 1BR with a sofabed.
Home Phone: Represents the guest's home telephone number.
In-House Guest/Res: Reservations currently checked in.
In-House List: Reservations that are currently checked in, including any reservations scheduled for departure that have not yet checked out. This does not include maintenance reservations (type X) or reservations in non-rental rooms (unit type begins with N/R).
Initials: Displays the user's first and last initials, based on the logon.
Inventory Reservation
Itinerary: Contains individual itinerary items for a particular reservation, including the total amount for all items within the itinerary.
Itinerary Total: The sum of all Itinerary entries.
Last Change By: If a reservation is changed in the system, this box will show the logon name of the person who took the reservation, as well as the date that it was entered.
Leader: See Group Leader.
Left to Sell: As displayed in House Status, this field is calculated by Total Rooms in the Property less Projected Occupied Rooms less Maintenance Rooms.
Lock-Off Unit: Units that can act as an independent unit or as part of a larger unit. For example, a 2BR lock-off can be sold as two 1BRs or one 2BR.
Logon: Unique label given to each user for identification purposes.
Mail To: Indicates whom to mail the confirmation to, such as the Guest, Group Leader, Agents 1, 2, or 3, etc.
Maintenance Reservation: A reservation made to remove a room from availability to allow necessary repairs and upgrades to be performed.
Market Code: A user definable field that describes the type of guest, such as Transient, F.I.T., Group, Corporate, Guest of Owner, etc. Codes define the type of guest staying at your property, and can be used to analyze the market segments being targeted.
Master Detail: Available through the Detail button in New Reservations, the Master Detail screen displays the Guest History information, including the Number, Name, contact information, Entered By, Entry Date, and the option to select Don't Mass E-Mail.
Name: Unless otherwise specified, this is referring to the Guest Name used to make the reservation. Names should be entered in Lastname/Firstname format. However, the system will automatically change Lastname, Firstname to the appropriate format.
New Res: Make a new individual Reservation.
Nights: Duration of stay for the reservation (i.e., If an Arrival Date is January 1st and a Departure Date is January 3rd. Nights would be equal to two.).
Non-Active History: Checked-Out and Cancelled reservations older than the user defined period. Based on default = 30 days, reservations on the books 31 days or more with no outstanding payables or receivables are moved to Non-Active History by the 910 Report.
No Shows: Reservations scheduled to check in on or before the current system date. Use Report 720 on the Night Audit Reports menu to print a list. No-Shows must be addressed immediately. No-Show reservations will cause unoccupied rooms to be unavailable.
Notes: A brief record or explanation regarding a reservation, such as "Guest received fax at front desk. Please distributed upon check-in." In Guest History, an example might be "Guest always requests the room temperature be set at 68 degrees upon entry."
Notes Tab: Any notes pertaining to the Reservation and/or Guest are displayed in this section. Within this tab are two sub-tabs: Res Notes and Guest Notes. This tab can be found in the Reservation Details within Arrivals, In-House, and Departures, as well as in the Change Reservation screen.
Other Charge 1 and 2: Miscellaneous charges used at property's discretion. Some properties assign taxable transactions to "1" and non-taxable to "2". Others assign transactions that the Agent receives commission on to "1" and those that don't generate commission to "2".
Override: If someone changes the rate for a rate plan to something other than the standard rate, then this field displays an "*". For example, if RACK is supposed to be $100, and someone changes it to $80, this would be a Rate Plan Override.
Owner: Person or persons with legal possession rights to a property or properties.
Owner Amount: On the Owner tab of Reservation Details, this field` displays the amount of revenue the owner will receive from this reservation.
Owner Number: A unique numeric value given to each Owner for identification purposes.
Owner Portion: Represents the fee to be paid to the Owner for the rental of his/her property.
Owner Split: Pertains to Pay Codes associated with a reservation defining the percentage of the rental fee that the Owner will receive. The system has default settings for owner payments, as well user definable options.
Owner Tab: Contains contact information for a particular owner (in the Reservation Details within Arrivals, In-House, and Departures), including information about how much the owner is to receive for a rented room or condo (also found in Change Reservation screen).
Ownership Type (Timeshare Only): Fixed, Floating and Rotating weeks are some types commonly found within timeshare properties. Ownership is often sold as weeks, the use of these weeks can be fixed, floating or rotating weeks.
Package: Packages are defined as V=Variable, I=Itinerary, and " "=non-variable. "V" packages can be overwritten and entered manually. "I" packages could have room rate and lift tickets, and " " packages might have a fixed fee such as a bike rental, etc.
Package Type: Packages are defined as V=Variable, I=Itinerary, and " "=non-variable. "V" packages can be overwritten and entered manually. "I" packages could have room rate and lift tickets, and " " packages might have a fixed fee such as a bike rental, etc.
Paid Deposit: Contains the total of all payments posted to the reservation. This amount will be applied to the Total Balance Due.
Pay Code: When a reservation is associated with an owner, this field displays the code for the room rate. This field is user-defined by property.
People (Description of Occupants): Number of Adults, Teen, Children, and Pets in the reservation.
Pets: Any animal in the room with the guest during a stay.
Post Charges: Add daily, one-time, and package charges to a guest folio.
Pre: Prededuct is an option of payment only for Agent1. They can send the net amount to the property and keep their commission. When statements are generated and printed, commissions will appear on the statement but not included in commission checks generated.
Preassign: Reservations assigned to a specific Room Number. Preassigned rooms will most likely not have the Allow Room Move checkbox checked. For timeshare or whole ownership properties, these are fixed units.
Prededuct (Agent Commission): Prededuct is an option of payment only for Agent1. They can send the net amount to the property and keep their commission. When statements are generated and printed, commissions will appear on the statement but not included in commission checks generated.
Pre (-Posted): Indicates whether or not the charges have been or were pre-posted.
Price: Listed on the Folio Detail, the price represents the charge per item.
Property (Code): When the Property Code switch (switch 422-12) is active, choosing a particular property is enabled when new reservations are made. It represents actual location of the room (such as Tower 1 or for larger properties,- cottages or multiple wings).
Print Confirm: If this box is checked, the reservation number is stored in a queue to await printing. Confirmations can also be printed selectively.
Rate Plan: Amount charged for room per day.
Rate Plan Override: If someone changes the rate for a rate plan to something other than the standard rate, then this field will display an "*". For example, if RACK is supposed to be $100, and someone changes it to $80, this would be a Rate Plan Override.
Rate Plan Type: The category of a Rate Plan, such as Package, Non-Package, Best Available Rate, and Patterns.
Refresh Button: Displays the most current information in the grid. While viewing Arrivals, In-House, or Departures from the main menu, the system will automatically refresh every five minutes as reservations are made, checked in or out, changed, or cancelled.
Refresh Interval: Defines how often the system performs an automatic Refresh.
Refund Type: Shown in the Cancel Reservation screen, the standard options available in this field are Cash, Check, Credit Card Manual, and Credit Card Auto. User definable fields are currently labeled as Miscellaneous and Wire, but can be renamed by the system administrator.
Refunded: Shown in the Cancel Reservation screen, this read-only field will display the amount to be refunded, if any. This number is entered by the user in the Amount field.
Requests: Anything a guest has asked for, such as number of bedrooms. They may have only four guests, but they may have requested a 2BR unit, instead of a 1BR with a sofabed.
Requests Tab: This tab will show any special requests made by the guest. This tab can be found in the Reservation Details within Arrivals, In-House, and Departures, as well as in the Change Reservation screen.
Reservation Categories: Reservations are categorized as Future, In-House, Active History (recently checked-out or cancelled), Future, In-House and Active (all reservations not in non-active history), and Non-Active History (older, checked-out, and cancelled reservations).
Reservation Details: Displays tabs for Reservation Information, Daily Charges, Requests, Charge Summary, Folio, Credit Card, Itinerary, Owner, Comments, Notes, and Travel Agent. On each tab are the details for a selected reservation.
Reservation Information: This tab contains the contact information for the guest, as well as basic reservation information such as Guest Number, Source of Business, etc.
Reservation Number: A unique number assigned to each reservation for identification purposes.
Reservation Status: A parameter used to clarify a reservation, such as Future, In-House, and Active History.
Reservation Type (TY): RDPWin has standard descriptions, but custom descriptions can be added. Some standard descriptions are (I) Inventory, (P) Preassigned, and (M) Multiple Reservations (Assigned to Group Leader). For a complete list of the standard descriptions, see Res Type.
Room Master: TC Config
Room (Charge Summary Tab): Total amount of charges that only pertain to room rates.
Room (Number): The number used to describe a unique room within the property.
Room Rate: Amount charged for room per day.
Room Type: A description of the Property rooms, such as 1B = a one bedroom unit, 2B = a two bedroom unit, etc.
Rooms Left to Sell: As displayed in House Status, this field is calculated by Total Rooms in the Property less Projected Occupied Rooms less Maintenance Rooms.
Rotate Weeks (Timeshare Only): In an attempt to give all owners a chance for the best weeks of the property's year, the weeks are rotated forward or backward through the calendar so one year the owner may have use of Week 25, then Week 26 the next year, and then Week 27 the year after that. This method gives each owner a fair opportunity for prime weeks, but it is not flexible.
Protobase (Credit Card Interface): Processors have unique interface specifications, so RDP software interfaces with ‘middleware’ products developed by Protobase. Protobase interfaces with other card processors, updates as procedures change, while the RDP interface remains the same.
Security Deposit: Security deposits are a way to collect money prior to arrival or at check-in to be used to pay for the costs of items that are broken/damaged or other similar charges that may be applied to a reservation after checkout. It is held until the room is inspected and deemed acceptable. If damaged, some or all of it is kept to pay for the repair/cleaning and any remainder is returned to the Guest. A security deposit applied and paid on future reservations sits in the advance deposit ledger until check-in. During check-in, the security deposit is automatically transferred to the security deposit liability account until forfeited or refunded after check-out.
Sequence: Availability and Tape Chart Configuration tabs offer specific sequences. In Availability, the user can select Group or Room Type, and in Tape Chart the user can select Room Type or Room Number to set display defaults.
Sequence Number (FolioDetail): Availability and Tape Chart Configuration tabs offer specific sequences. In Availability, the user can select Group or Room Type, and in Tape Chart the user can select Room Type or Room Number to set display defaults.
Share Res #: When two or more guests are staying in one room during the same dates, the primary sharewith reservation number displays in the sharewith field. Each guest can have separate folios or not. Each is listed in Guest History to display in the guest registry.
Shift: Identifies during what work shift the entry was made in the Folio Detail.
Sleepers: Reservations currently checked in with a departure date prior to the current system date. If the guests have left the property, check out the reservation immediately. If they have extended their stay, change the departure date and post any necessary room and tax charges.
Source of Business: A user definable field that indicates how the guest learned about the property, such as in-house marketing, word of mouth, returning guest, or walk-in.
Start Date: Represents from which date Availability or Tape Chart will begin searching for reservation information.
State: Represents the state within the guest's address.
Tape Chart: View the number of available rooms by Room Type, Room Number and/or Property.
Tax (Code): A table of different tax bases. Properties often have several types of taxes to charge each guest.
Tax 1 and 2: A table of different tax bases. Properties often have several types of taxes to charge each guest.
Teen: This field is definable by property, but will most likely be between the ages of 12 and 18.
Tentative Group Confirmation: Example: A guest called to reserve 10 rooms for a wedding party, but gave no names or methods of payment.
Today: Any reference to Today is referring to the current system date.
Total Balance Due: Amount due at check-out. Calculation for this field is Total Charge less Deposit or the sum of all transactions posted to the reservation.
Total Charge: As seen on the Folio grid, Total represents the amount of charges to reservation for stay up to the current date.
Total Cost: This field in the Transaction Detail screen represents the Price x Quantity + Tax 1 and 2 fields. For example, if Price is $200, Quantity is two, and the Tax 1 and 2 fields = 7.63, then the Extended Price is $407.63.
Total Room Charge: Total amount of charges that only pertain to room rates.
Total Rooms in Property: Figured in House Status, this figure includes In-House, Sleepers, Departures Remaining, No Show, Arrivals Guaranteed, and Not Guaranteed.
Total Tax: Total taxes charged for the reservation.
Transaction Codes: B1=Advance Dep. Ledger, B2=In-House Guest Ledger, B3=City Ledger=Group Master Accts, B4=Credit Card Company Ledger, B5=Vendor Ledger, B6=Agent Ledger, B7=City Ledger/Owner Billing, B8=Work Order Vendor Ledger, TA=Tax Accts, XX=Stat Records, and YY=GL Chart of Accts.
Transaction Package: Packages are property definable, and can consist of Room Rate plus Itinerary type charges like spa visits. For example, a spa package of $200 could include the rate, plus lunch for $50, for a total package price of $250. Instead of listing the details, one line item will display as Spa Package $250.
Transaction Time: The system stamps the system time into this field when a transaction is posted.
Travel Agent: Outside inventory sales person that attends to the accommodations and other needs of a potential guest. RDPWin allows up to three Agents per reservation.
Travel Agent Tab: Shows commission information related to the Travel Agent(s) assigned to the reservation, if any. The name of the agency displays (in blue) above the Agent Number.
Verbal Definite Group Confirmation: Example: A guest has called and given name, but perhaps hasn't chosen a room type or offered a credit card to secure the reservation.
VIP: Used to track "important" guests. This is a yes or no field. 'Y' would indicate the reservation has a VIP status.
V/I/" ": Packages are defined as V=Variable, I=Itinerary, and " "=non-variable. "V" packages can be overwritten and entered manually. "I" packages could have room rate and lift tickets, and " " packages might have a fixed fee such as a bike rental, etc.
Weeks: Indicates how many weeks to search and/or display reservations within the Tape Chart.
Zip Code: Represents the zip code within the guest's address.

Customer Relationship Management - CRM

Anniversary: Date of wedding anniversary of guest. Collection of this personal information can be used for marketing purposes (i.e., an invitation to celebrate an anniversary at your property).
Available Points: Represents the number of points a Frequent Guest can use in exchange for room nights, upgrades, etc. This field cannot hold a negative number/value.
Birth Date: Field containing a guest's date of birth.
Comments: Any statement of fact or opinion regarding the Frequent Guest can be entered into any one of the 17 fields definable by property. Examples of a comment for Kathryn Johansson might be "Prefers to be called Miss Kathryn instead of Miss Johansson."
Configuration: View and/or change settings for the Frequent Guest module.
Contact: A Contact can be someone other than the Frequent Guest, such as a spouse, offspring, or professional assistant. Anyone who the property can communicate with regarding a Guest reservation who has been designated so by the Guest is considered a Contact.
Contact Information: Information containing address, e-mail, telephone, and other means of communicating with a Contact within the CRM module.
Contact Type: Many Frequent Guests will have more than one person that can make, change, or cancel reservations. Each Frequent Guest can have multiple contacts. These are user definable fields by property. If no contact types are defined, Guest will be the only type available in the list.
E-Mail Type: When entering or editing e-mail information regarding a Guest, users can designate the type of e-mail address, such as Home, Work or Other. This is a user definable field, and the defaults are set to business and home.
Find: A search tool in the main menu used to locate a particular Frequent Guest by Guest Name, Guest Number, or E-Mail Address.
Frequent Guest ID: A unique number is assigned to each new Frequent Guest at time of entry.
Frequent Guest Number: See Frequent Guest ID.
Guest History: Each guest that stays at a property or a family of properties will have a record of activity in the Guest History data allowing properties to track and market guests appropriately. Guest History also allows points management.
Guest Name: Name of primary contact within Frequent Guest record.
Guest Number: Refers to the Frequent Guest ID in the Find Guest screen.
Guest Type: This field describes how the Guest came to stay at the property, such as Returning Guest, Brochure Request, Chamber of Commerce, and Internet, which are the default Guest Types. This field is user definable by property.
Last Reservation: Represents the date a particular Frequent Guest's most recent reservation at the property.
Member Level: This is a user definable field, used to describe what rank of membership the Frequent Guest holds. For example, someone who stays at the property four times per year may hold a Platinum Member Level, while someone who stays just once might hold a Copper Member Level.
Member Since: Represents the date a Frequent Guest was entered into the system.
Notes: Any free text the user may feel is important to know about a Frequent Guest, that does not fall into the Comments category. For example, a Frequent Guest may be known to leave a large amount of trash in the rooms. Housekeeping could prepare by supplying additional trash cans to the room.
Phone Type: When entering or editing e-mail information regarding a Guest, users can designate the type of e-mail address, such as Home, Work or Other. This is a user-definable field, and the defaults are set to business, fax, home, and cell.
Points: Points will have unique values at every property. Each day the Frequent Guest spends at the property might be worth 100 points. A one-week stay would be worth 70 points. Points are accumulated and can be redeemed within individual property standards.
Primary: Describes the person named as the Primary contact person for the Frequent Guest. Contacts other than Primary might be Spouse, Assistant, etc.
Reservations: Represents the number of reservations a Frequent Guest has in the system since membership entry.
Rules: Policy established to determine what type of reservations are assigned points and how many.
Spouse's Birth Date: Field containing a guest's spouse's date of birth.
Suppress Mass E-Mail: Allows the Guest to "opt out" of mass e-mails, and allows the property to abide by all current regulations for anti-SPAM.
Title: This field is used to describe the Frequent Guest or additional contacts, such as Dr., Mrs., etc.
Total Nights: Represents the total number of nights a Frequent Guest has spent at a property.
Total Points: Some properties will not allow a Frequent Guest to take their Available Points balance to zero. A Frequent Guest may have 1,000 Total Points, but only 700 Available Points.

Night Audit

Cancel No-Shows: This option is available in the Night Audit module. Users can select reservations that have not been checked in by a particular date (system default is set to the date prior to the current system date), and cancel them in a group to save valuable time.
Forfeit: Any deposit that is forfeited is a deposit made by a guest. That deposit will not be credited to the guest. It is moved to the appropriate GL account for the property.
No-Shows: Describes reservations that were scheduled to check-in on or before the current system date. Use Report 720 on the Night Audit Reports menu to produce a list of all no-shows. If No-Show reservations remain in the system, rooms show as occupied and cannot be rented/sold.

Housekeeping

Actual Clean Time: This is the total clean time per board for a single date. For example, Board 1 may have been estimated at six hours. Since this is history, the system takes the Actual Clean End and subtracts it from the Actual Clean Start to arrive at Actual Clean Times.
Add Board/Clean: After the boards have been created, it may be necessary to manually add another board or room to be cleaned to the schedule. This can be accomplished with the Add Board and Add Clean buttons at the bottom of the housekeeping schedule grid.
Add/Delete Room Button: When adding or deleting Room Clean Times, use the Add/Delete Room button. From Configuration/Room Clean Times tab, select a room number from the drop-down list and click Add Room. To delete, highlight the room and click Delete Room.
Add or Delete Housekeeper/Inspector: During setup or as employees are hired, the Add Housekeeper and Inspector buttons allow users to change the lists. To delete, use the area to the left of the ID column to select a row and use the keyboard delete key. There is no warning before deletion.
Arrival (Date): Displays the arrival date of the guest currently in the room.
Assign Rooms: Rooms are assigned to boards by either housekeeping zone or room number. If housekeeping zone, then same-zone rooms are grouped together on a board until the hours per board is reached. If assign by room number, rooms are assigned in numeric/alphabetical order to a board.
Assign Housekeeper/Inspector: Once Boards are created, each can be assigned to specific housekeepers and/or inspectors using the drop-down lists on the Today's Schedule grid. Either or both are optional and can be removed from the display via configuration settings under the Misc. tab.
Average Time per Board: When creating Boards in Schedule, users can enter an Average Time per Board, and the system will figure the size of the boards appropriately. If 24 hours are needed to complete the cleans, users can enter six hours in the Average Time per Board.
Board: A housekeeping board shows all the dirty rooms that one housekeeper should clean that day, along with notes and other information about the room or the guest. All boards can be expanded and collapsed at once by using the right-click menu.
Change History: Modify housekeeping history.
Checkout Clean: The checklist for a Checkout Clean will differ from property to property; however, a Checkout Clean is performed on the last day of any guest's stay.
Checkout Rooms: In Housekeeping Forecast, the grid holds a column for Checkout Rooms, which is the number of Checkout Cleans for the selected date.
Checkout Times: In Housekeeping Forecast, the grid holds a column for Checkout Time, which is amount of time it will take to clean the Checkout Cleans for the selected date.
Clean: Clean and inspected rooms ready for guest arrival (indicated in green within the grid).
Clean End: Clean End represents the actual time the cleaning of a room was completed.
Clean Patterns: Each Service Type has a type of clean to be performed after each night of a guest's stay. The Default Service has a clean pattern configured to perform Daily cleans each night of a stay, except on departure when a Checkout clean is performed.
Clean Start: This field represents the actual time the cleaning of a room was begun.
Clean Status: The Dirty, Ready to Inspect, and Clean statuses, as well as the two user-definable options, cannot be changed. Users can configure either, both, or neither of the two new user-definable Clean Statuses. Ready to Inspect status can be disabled.
Clean Status Tab (Configuration): Configure the Clean Status types that are available to be assigned to reservations. There are four default settings, as well as two additional settings that are user definable.
Clean Time: Amount of expected time to clean a room. Clean Types can be modified for particular room types (1BR). If adding a Clean Type, its Clean Time is propagated to each Room Type using the default Clean Time. A minimum of 1- and 2-night stays must be defined.
Clean Type: A type of clean is assigned to a room based on the cleaning service that a reservation has specified and the pattern of cleans that is defined for that service. By default, there are four type of cleans (Checkout, Daily, Room Move and No Clean).
Clear List: When the Monitor Status graph and grid are displayed, selecting the Clear List button will return the display to Monitor Status graph only.
Configuration: Housekeeping module can be set specifically based on user preferences.
Create Boards: The summary at the top of the screen shows the number of dirty rooms, scheduled clean type, and estimated cleaning time. The workload is divided up into the specified number of boards when the Create Boards button is clicked.
Create Forecast: For each date range, Create Boards displays how many rooms are expected to be occupied (based on current reservations). The Clean Type and the expected Clean Time needed are determined using the same configuration settings used to create the schedule.
Daily Clean: The checklist for a Daily Clean will differ from property to property; however, a Daily clean is performed each day of any guest's stay.
Daily Rooms: In Housekeeping Forecast, the grid holds a column for Daily Rooms, which is the number of Daily Cleans for the selected date.
Daily Time: In Housekeeping Forecast, the grid holds a column for Daily Time, which is amount of time it will take to clean the Daily Cleans for the selected date.
Date: The date in History Analysis represents the date a particular clean was performed.
Default Settings (Housekeeping Module): Sets configuration to system default values (i.e., assign rooms to boards by zone, allow multiple zones per board, average hours per board = 6 hours, and so on.
Departure (Date): Displays the departure date of the guest currently in the room.
Dirty: Identifies a guest room that needs to be cleaned.
Display History: Clicking this button will display Housekeeping history for the date specified in the Housekeeping History Date field.
Change History (Also Change Clean): Modify housekeeping history.
Navigation Page: List of all features and the ability to choose your starting screen within a module. Within each module, that module/'s features will be listed with a radio button option to select which feature each user would like to configure as the opening screen.
Enhanced Housekeeping: All RDPWin users will have the basic Housekeeping module. An enhanced version allows the users to change schedules, monitor the status of cleans, analyze history, forecast future schedules, and configure preferences.
Estimated Clean Time: When the system is set up, the users define what the Estimated Clean Time is for each type of clean, such as Daily clean 15 min. and Checkout Cleans 30 min. These are estimated until actually clean. Once clean, the Actual Clean Time is configured.
Expand All Boards: To view each board with all detail for each, select the + icon. Select the - icon to contract the boards and just show totals.
Forecast: Projection of the housekeeping workload for upcoming days.
Forecast Date: Date for which the projection of the housekeeping workload for upcoming days is based upon.
History: View housekeeping history for selected dates in read-only format.
History Analysis: View housekeeping history for selected dates in read-only format.
History Retention: Once new boards are created (most likely daily), the historic boards are retained for the number of weeks specified in History Retention. The default setting is 8 weeks and can be set from 0 to 52 weeks.
Hourly Rate: Pay rate per hour for individual Housekeeper. This is an optional field.
Hours per Board: The hours per board value will determine the workload to be estimated for each housekeeper.
Housekeeper: Person who performs a Clean Type in a room or rooms at a property.
Housekeeping Forecast From/To (Date Range): To generate a forecast, users must first select the date range or the From/To for which the projection will be made. Since a forecast is for future cleans, only future dates can be selected.
Housekeeping History Date: The date selected from this calendar are the date of reference used with the Display History button.
Initials (Housekeeper or Inspector ID): Initials represent either Housekeeper's or Inspector's first and last name (up to six characters) and are mandatory. If two inspectors or housekeepers have identical initials, a numeric value can be added to differentiate.
Inspect Date: Represents the date on which the inspector completed the inspection of the clean.
Inspect Time: Represents the time at which the inspector completed the inspection of the clean.
Inspector: Person who reviews and evaluates a Clean Type in a room or rooms at a property.
Lock-Off: Displays whether or not a room is part of a lock-off set.
Housekeeping Zone: Zones can be set up by property to have areas commonly cleaned by the same Housekeeper during a day. Zones contain a number of rooms (user definable) physically close together to enable housekeepers to clean many rooms taking few steps.
Max Hours per Board: This is a user definable field that will limit the hours of each board, depending on staffing for the day. Smaller properties will have fewer housekeepers, so maximum hours can be increased. Creating the boards will then distribute the Cleans evenly across the three boards, within zones if required.
Miscellaneous Tab (Configuration): Users can configure miscellaneous Housekeeping settings affecting how rooms are assigned to boards, which columns to display, the ability to use the 'Ready to Inspect' clean status, and modify the Refresh Interval and History Retention period.
Monitor Status: Track the progress of rooms being cleaned today.
Name (Housekeeper or Inspector): Name represents either the Housekeeper's or Inspector's name. As long as the initials are different, two housekeepers or inspectors can be entered with identical names.
New: Rooms marked as dirty after the day's boards were created are indicated in blue. These rooms were not included on a board and will need to be assigned.
Next Arrival: Represents the date the next reservation will arrive in a room.
No Clean: If a room has a No Clean on a particular date, the room will not be placed on the Boards for that day.
Number of Boards: The number entered in this field will tell the system how many Boards to create.
Occupancy (Status): Stayover, Checkout, Sleeper, Vacant, and Maintenance.
Property Code: Describes an area of a property or different properties. A large property may have a west wing (Property Code 2), an east wing (Property Code 3), and a main tower (Property Code 1).
Quality: As rooms are inspected, the Inspector will note the Quality of the Clean performed, to assist with reviewing and monitoring Housekeepers, giving a rating of the thoroughness of the clean (possible ratings: Excellent, Good, Average, Fair, and Poor).
Ready To Inspect: Clean rooms ready for inspection are indicated in yellow. Use of this status is optional and can be disabled.
Refresh Button: As rooms are marked as Clean, Inspect, and/or Dirty, managers can use the Refresh button to show accurate remaining Clean Times, and the grid will reposition to the "last scrolled to" board. The system will automatically refresh the screen based on the interval specified in Configuration.
Refresh Interval: The automatic refresh interval for the housekeeping screens can be changed to any value between 1 and 60 minutes or disabled by setting the interval to 0. The default setting is 5 minutes.
Remaining (Clean Time): In the Today's Schedule grid in Schedule, a column displaying the Remaining Clean Time will represent how much time is left before all the rooms on a particular board are clean.
Res (Number): In Schedule and Monitor Status, expand the boards. The Res column holds the current reservation number that occupies a particular room. The user can click on the Reservation Number in this column to view the Reservation details.
Reservation Housekeeping Comment: Each Reservation has a Comment section, which in turn has a Housekeeping subject. This is where any special requests are found for a specific reservation. For example, Reservation Number 279 may request three extra towels.
Room Clean Times Tab: Configure cleaning times for each Clean Type by Room Type and/or room number. For example, Daily Cleans may be set to 15 minutes; however, users can configure 1BRs to 15 minutes, 2BRs to 18 minutes. This can also be done by individual Room Number.
Room Detail: By selecting a Room Number and clicking the Room Detail button, the Housekeeping Room Details are displayed for the selected Room Number. Room Detail can be accessed in Schedule, Monitor Status, and Room Status.
Room Housekeeping Comment: Each Room has different clean requirements. Consider a corner unit with lots of windows. This information could be entered in the Room Housekeeping Comment section to notify Staff that this room will take some extra window cleaning time.
Room Move Clean: If a guest checks in and decides to change rooms, the room will need a Room Move Clean. Housekeeping will need to check the room, take care of anything used or moved, and mark the room clean and ready for another guest.
Room Number: The number used to describe a unique room within a property.
Rooms Status: View the status of all rooms, including Occupancy details, Clean Status, and Total Rooms.
Schedule: Screen used to create and modify the day's housekeeping schedule.
Service Type ID: The ID associated with a Service Type is assigned sequentially and cannot be modified.
Service Types: Service Types specify the type of cleaning service that a guest might receive during their stay. The default Service Type is defined and a cleaning pattern associated with it. As new Service Types are added, clean patterns must be defined.
Service Types Tab (Configuration): Allows the user to configure the cleaning Service Types that are available to be assigned to reservations. This will determine which clean pattern is used for a given room.
Show Descriptions: This option on the Configuration Clean Patterns tab will show the Clean Types in detail. When this box is checked, it displays Checkout, Daily, No Clean, and Room Move. If left unchecked, it displays C, D, N, and M.
Show Room Detail: This screen will display current information specific to the selected reservation in read-only format.
Staff: Consists of Housekeeper and Inspectors together.
Today's Schedule: This area is where the grid displays the boards. The user can select which rooms to show in the detail, and boards and cleans can be added. An overview of all boards or each board in detail can be selected.
Today's Summary: This screen will display the number of cleans by Status within Clean Type and the total Clean Time by Clean Type for the day, based on the most recent board creation and the total number of rooms to be cleaned.
Total Clean Time: Represents the total minutes needed to perform all Clean Types for the date selected.
Total Rooms: In Forecasting, the Total Rooms represents how many rooms are scheduled to be cleaned on a particular date.
Total Time: In Forecasting, the Total Time represents how long it will take to perform all cleans on a selected date.
Unassigned (Clean): A room that has been marked dirty, but has not been assigned to Board or Housekeeper yet.
View Reservation: While in the Housekeeping module at the Today's Schedule screen, the user can click on the Res number field to view the reservation in read-only format, which comes from the Reservation module.

Work Orders and Asset Management

Access to Unit: This is a yes or no field that describes whether or not the Assigned To person has access to the room with the item in need.
Add Time Spent: This button takes users to the Time Spent grid on the Status tab of Work Order (Add). Users are asked to enter dates and times to be recorded regarding completing the work order request. This allows management to track how longs a request should take, and how long it actually takes.
Add Work Order: Area where users can create new work orders.
Address Tab: Found in the Work Order Vendor/Contacts screen located at the bottom of the Details area, this tab contains the physical or mailing address and web addresses of the selected vendor and its contacts.
Allotted Time in Hours: The time allocated to complete the work order.
Asset: A resource with value that is owned.
Asset Type: Contains a list of asset types, which are definable by property (i.e., carpeting, flooring, electrical, etc.).
Asset Type Tab (Configuration): Users can define the types of assets within the system, such as TV, VCR, plumbing, electrical, etc. These options are user definable.
Assigned Date/Time: In Work Order (Add/Change) screens, the Assigned To field is enabled when a vendor is selected. Once completed, the Assigned Date/Time field are time-stamped by the system. This field can be edited to show a date and time previous to the current system date, but cannot be assigned into the future.
Assigned To: In Work Order (Add/Change) screens, the user will need to select a vendor and a name from the Assigned To drop-down list, which houses all possible Contacts within the selected Vendor. For example, Cleanest Carpets Co. employs Jerry and Tom. The Assigned To list would contain those names.
Authentication: On the E-Mail Config tab in Configuration, if Authentication is set to Basic or Secure, the system will require the User Name and Password to contact the SMTP Server. If Authentication is set to None, the security level is reduced.
Basic (Clear Text) Authentication: If this level of Authentication is selected, E-Mails are sent out in Clear Text format after User Name and Password have been verified as approved users.
Business (Phone): Represents the business phone number of the Vendor and its Contacts.
Cell (Phone): Represents the cellular phone number of the Vendor and its Contacts.
Closed By: When a Work Order Status is changed from Open to Closed, the user is prompted for their RDP password. If confirmed, the user’s name is stamped to the “Closed By” field.
Comments: The user can enter any comments necessary for clarification. There are no standard requests; all are user configurable. Custom comment fields may be added as well.
Completion Date/Time: When a Work Order Status is changed from Open to Closed, the user is prompted for their RDP password. If confirmed, the user’s name is stamped to the “Closed By” field and the “Completion Date/Time” are enabled and populated with the current RDP date and time.
Configuration: Area where users can change default settings for Work Orders and Asset Management.
Contact: Contact describes people within a Vendor, such as a manager or desk person. For example, a Vendor (Fry's Electronics) might have different contacts for the sound, computer, and television departments.
Contact Type: This tab holds the user definable descriptions of the Vendors. For example, Steve at George's Plumbing would display Steve as a Contact of George's Plumbing (Vendor). Property staff and management can also be tracked with this field.
Date Started: This is the date the Vendor/Contact started work on the work order. This date must be on or after the Assigned Date/Time. This date can also be after the Requested End Date.
Description: Used to describe the work order request, such as "kitchen light is burnt out." This is a required field.
Change Work Order: Area where users can change work orders.
E-Mail/Electronic Notification Tab: Found in the Work Order Vendor/Contacts screen located at the bottom of the Details area, this tab contains e-mail addresses (i.e., business, home, etc.) of the selected vendor and its contacts.; It houses the E-Mail Address and E-Mail Type of the Vendor and its contacts.
E-Mail Type: Area where users configure the types of E-Mail Addresses to be collected from Vendors and Contacts, such as Home, Business, or other.
Entered By: This field is automatically populated by the system, based on the users logon information and the system date and time.
Entry Date: This field is automatically populated by the system with the system date, and is displayed in the Monitor Work Orders (New) screen.
Entry Time: This field is automatically populated by the system clock and is displayed in the Monitor Work Orders (New) screen.
Export Monitor to Excel: This option allows the user to export the information listed in the Monitor area to an Excel spreadsheet for filter manipulation.
Ext. (Extension): Represents the extension, if any, to the business phone number of the Vendor and its Contacts.
Forward Copy of Electronic Notification To:: Located on the Options tab of the Configuration page, this field directs blind carbon copies (BCCs) of Work Order Notifications to the E-Mail entered in this text box. If an E-Mail is noted in this text box, a copy of all Work Orders E-Mailed out is sent to the designated address as well.
Location: This mandatory, property definable field tracks the location requiring maintenance. If the Work Order is associated with a reservation, the room number is automatically filled in. If not, users can key in a value or select from the drop-down list.
Location Asset: Once in the Work Order (Add) screen and a location has been selected, this field is populated with the assets available in that location. Selecting an item from this list allows the user to track how many times a particular item has been associated with a work order request.
Market Code: This field can be displayed on the Work Order (Add) screen by checking the Market Code checkbox on the Configuration Options Tab. It does access the Market Code table used in Reservations.
Mark-Up: Displays the dollar amount of increase given to the asset cost to be placed on a specific asset.
Mark-Up Cost: Displays the percentage of mark-up assigned by the user on a specific asset to assign to this item (used when passing the cost along to an owner or guest.).
Monitor: Area where users can monitor work orders and change work order information.
Notes: Available in View Vendors and Add Work Order is a text box allowing free typing of a brief record or explanation regarding a Vendor or Work Order.
Notification Report: Users can select from any Work Order report within the Reporter module.
Part Number: Contains the identification number placed on a specific asset for tracking purposes.
Password: On the E-Mail Config tab in Configuration, this field holds the users password used to contact the SMTP Server, also designated on this tab. If Authentication is set to Basic or Secure, the system will use the User Name and Password to contact the SMTP Server.
Phone Tab: Found in the Work Order Vendor/Contacts screen located at the bottom of the Details area, this tab contains categories of phone numbers (i.e., business, facsimile, cellular, etc.) of the selected vendor and its contacts.
Phone Type: Area where users configure the types of phone number to be collected from Vendors and Contacts, such as Facsimile, Cellular, etc.
Priority: Indicates the importance of this work order and is also used to set the priority of the notification when using electronic notification. Default value is Normal.
Product Cost: Displays the exact dollar amount paid for a specific asset at time of purchase.
Property: Located in the View Vendors Details, Supplied Assets tab, this information represents the actual location of the asset(s) that the Work Order has been created for, such as Tower 1 or Tower 2. For larger properties, designations could be for cottages or multiple wings.
Reported: Indicates when the problem was reported, such as during a guest's stay or at check-out. This is an optional field and is displayed in the Monitor screen, regardless of Work Order Status.
Request Taken By: Used to track the person who took the request, such as the front desk. This is an optional field.
Request Taken From: Used to keep track of from whom the request was taken. The request may come from housekeeping during their regular routine, the current guest, etc. This is a required field.
Request Type: Defines the area that needs attention, such as electrical, plumbing, maintenance, etc. These options are user definable.
Requested End Date: When management decides how long a work order should remain open, that date is entered here. This date cannot be before the Assigned and Requested Start Date/Time fields. It can, however, match those two fields (i.e. request that it be closed today).
Requested Start Date/Time: If the work order is linked to an arriving reservation, this field is stamped with the reservation arrival date and the current system time. If linked to an checked-in reservation or Location, this field is stamped with both the current system date and time. It can be edited to have a future Start Date/Time, but not earlier than the Assigned Date/Time.
Reservation Number: Use this field in the Monitor or Work Order (Add) screens to track the specific related reservation. If the Request is received from a current guest, the Reservation Number is noted. This is a required field unless the Location field is being used.
Resort Assets: Area where users can view, change and add Resort Asset information.
Return E-Mail: The E-Mail address entered into this text box is the E-Mail address shown as the return E-Mail address in all Work Order E-Mail Notifications.
Room Num (Number): A column located in the Monitor, this information represents the actual location of the asset(s) that a Work Order has been created for, such the alarm clock in Room 412. This can also represent a non-rental room.
Secure (NTLM Encrypted) Authentication: If this level of Authentication is selected, E-Mails are sent out in NTLM Encrypted format after User Name and Password have been verified as approved users.
Serial Number: When adding Assets to the system, the user can enter the exact Serial Number on the Asset into the system for inventory or insurance purposes.
SMTP Server: Simple Mail Transport Protocol is a protocol for sending e-mail messages between servers. Most e-mail systems send mail over the Internet using an SMTP server is generally used to send messages from a mail client to a mail server. This is why you need to specify both the POP or IMAP server and the SMTP server when you configure your e-mail application.
Status: The Status, Vendor, and Contact options narrow the search to display on the Work Orders the user wishes to see. For example, users may wish to only see New (Unassigned) Work Orders in order to assign them to Vendors. No Open or Closed Work Orders are displayed.
Supplied Assets Tab: Found in the Work Order Vendor/Contacts screen located at the bottom of the Details area, this tab contains a list of all Assets located at the property that have been supplied by the selected Vendor.
System ID: System internal tracking number (up to 12 characters) for the work order.
Taken From: Defines who the work order request was received from, such as a guest, Housekeeping, Front Desk, etc. These options are user definable.
Test E-Mail (To): The E-Mail address entered into this text box is the E-Mail address to which all test E-Mail Notifications will be sent.
Time Spent in Hours: Used to track how long a Work Order Request takes to be completed. This field will help the management decide when an item is too costly to maintain and can replace it.
Type: This describes the category of the Asset. For example, a ceiling fan would most likely be Electrical.
User Name: On the E-Mail Config tab in Configuration, this field holds the users logon name used to contact the SMTP Server, also designated on this tab. If Authentication is set to Basic or Secure, the system will use the User Name and Password to contact the SMTP Server.
Vendor: The name of the company that supplied an item in a Work Order.
Vendor/Supplier: The name of the company that supplied an item in a Work Order.
Vendor Type: Defines what area the Vendor specializes in, such as carpet cleaners, construction, electrical, etc. These options are user definable.
View Vendors: Area where users can change and view Vendor/Contact information.
Web Address: The website name of the Vendor/Contact, if any, can be stored here.
Work Order ID: The property's tracking number (up to 12 characters) for the work order. If not specified, the system automatically generates a unique alphanumeric ID. This field can be removed in Work Order & Asset Management Configuration Options.
Work Orders Tab: Found in the Work Order Vendor/Contacts screen located at the bottom of the Details area, this tab contains a list of all Work Orders assigned to the specified Vendor, regardless of Work Order Status.

Reporter

Agent Confirmation: Section of Reporter where the user can select Filter Options in order to send mass e-mails to a particular Agent Type or State of business for an Agent.
Arrival - Start and End: Found on the E-Mail Confirmation tabs, the user can send e-mails to all reservations scheduled to arrive during a specific range of dates.
Body Report: In all E-Mail Confirmation tabs, Body Report identifies the report to be used in the body of an E-Mail Confirmation. The user can type in the name and path of this report or Browse the Reports Folder to select the appropriate report. User preferences can be set in Configuration or entered each time.
Browse Button: In all E-Mail Confirmation tabs, this button is used to search the Reports Folder and select a specific report to be used in the body of an E-Mail.
By Arrival Tab: Enter all information necessary to send confirmation(s) based on Arrival Date.
By Change Date Tab: Enter all information necessary to send confirmation(s) based on the date reservations were changed.
By Deposit Due Tab: Enter all information necessary to send confirmation(s) to all reservations with a deposit due.
By Deposit Received Tab: Enter all information necessary to send confirmation(s) to all reservations showing a deposit has been received.
By Entry Date Tab: Enter all information necessary to send confirmation(s) to all reservations entered on a particular date.
Change Date: Found on the E-Mail Confirmation By Change Date tab, this represents the most recent date that a reservation was changed.
Clear All Options Button: Found in the Filter Options of the E-Mail Guest History screen, use the Clear All Options button to erase all entries in the Filter Options area and return them to the default settings.
Count: Lists the number of E-Mails shown in the Recipients tab after the Show Recipients button has been selected.
Crystal Report: Found in Attachments on all E-Mail Confirmation tabs, the Crystal Report selection area allows the user to select a report from the drop-down list, based on the Folder selected.
Defaults Button: Found on all E-Mail Confirmation tabs, this button loads the default settings for the Subject, Body, and Attachments. Use Configuration to set or change the defaults.
Deposit Due: Found on the E-Mail Confirmation By Deposit Due tab, the user can send e-mails to all reservations with deposits due on a particular date.
Deposit Received: Found on the E-Mail Confirmation By Deposit Received tab, the user can send e-mails to all reservations for which the property has already received deposits.
E-Mail: Found on the E-Mail Confirmation tabs, this field is auto-filled based on the selected Guest Number with the information in the E-Mail Address field in Guest History.
E-Mail Body: The body of the e-mail is populated by the defaults loaded in the Confirmation Configuration. This can be overwritten each time by typing over the default text. To change the default setting, access Confirmation Configuration.
E-Mail Confirmation: Option in the main menu where users can send confirmations to various groups or individuals by e-mail.
E-Mail Guest History: In the main menu, this screen allows users to select parameters to send emails to Guest History.
Entry Date: Found on the E-Mail Confirmations By Entry Date tab, this date represents the date the reservation was entered into the system.
Find Res Button: Found on the E-Mail Confirmations Send One tab, enter the Res# and click this button to auto-fill the remaining information into the Guest#, Name, and E-Mail fields. If the Res# is not known, use this button to locate a reservation by name as well. The system will verify the E-Mail field.
Folder Button: Designates which report folder to use as a source of reports. This folder is dependant on what version of Crystal Reports the property is running. If running Crystal Reports Version 10, the desired folder would be RDPNT/RDP\Reports10.
Geographic Code: Geographic Code allows the selection of specific geographical areas such as the northeastern states of the United States. The code is automatically assigned at the reservation level based on the state in the guest's address.
Group Confirmation: Section of Reporter where the user can select Filter Options in order to send mass e-mails to a particular Group Type (filtered by State if desired).
Group Type: Group Type selects the type of group to target when sending mass e-mails. An example of a Group Type might be conference groups.
Filter Options: Users can set filters to send mass e-mails to a particular Guest Type, State of residence, Geographic Code, Source of Business, Market Code, Minimum Nights, Minimum Stays, Country, Zip Code Ranges, Prior Stay Ranges, or Minimum Revenue. One, several, or all filters may be used at once.
Guest Type: Guest Type selects the type of guest to target when sending mass e-mails. Some examples of choices are Returning Guest and Chamber of Commerce.
Guest#: Selects a specific guest from Guest History to send a confirmation to by entering the specific Guest Number, which is a unique number is assigned to each new Frequent Guest at time of entry.
Market Code: In the E-Mail Guest History screen, this parameter allows the user to filter by Market Code, which is assigned to a reservation at time of entry if available.
Minimum Nights: In the E-Mail Guest History screen, this parameter allows the user to filter by those who spent at least a certain amount of Nights nights at the resort. vFor example, send an e-mail to guest history that spent 14 days at the resort last year advertising availability for current year.
Minimum Revenue: In the E-Mail Guest History screen, this parameter allows the user to compare total revenue spent by guests throughout guest history. For example, send special offers to guest history that have spent more than $2000 with the resort.
Minimum Stays: Minimum Stays selects recurring guests based on the number of separate stays completed at the resort.
Name: Unless otherwise specified, this is referring to the Guest Name used to make the reservation.
Owner Confirmation: Section of Reporter where the user can select Filter Options in order to send mass e-mails to a particular Owner Type, such as a 1BR unit owner.
Path: Using the Choose Folder button, the user must select the trail used to locate the Report specified in the E-Mail Guest History screen.
Show Recipients Button: After Filter Options have been selected, use this button to view all those who fall under those parameters.
Prior Stay Ranges 1, 2, and 3: Prior Stay Ranges 1-3 allow the selection of guest history that stayed during particular periods of the year. For example, send an e-mail to guest history who stayed from 11/15-11/30 and 12/15-01/01 to promote holiday celebrations in the area for the following season.
Recipients Tab: Once parameters have been entered for sending e-mail confirmations by using a filter, a grid will display in this tab showing all who fall within the parameters selected. Send status can be edited manually in the grid by selecting from the drop-down options Yes, No, and Sent.
Remove Button: Found in Attachments on all E-Mail Confirmation tabs, click this button to remove selected additional attachments from the drop-down list. If the selected Attachment is set as a system default in Configuration, this will remove the attachment from the list of attachments just one time.
Reports: When Reports is selected from the main menu, the Report Folders are displayed below. As each Folder is highlighted, all reports within the selected Folder are displayed on the right of the screen. From there, preview reports or view the Report Description at the bottom for quick reference.
Report Format: Users can select the format of the reports being sent in the E-Mail Confirmation. PDF (Adobe) is the system default but can also send the report in Microsoft Word format. Users could change information and submit to the property at time of Check-In if sent out using Microsoft Word.
Res#: Found on the E-Mail Confirmation Send One tab, users can select a specific reservation to send a confirmation to by entering the specific Reservation Number.
Res. Type: Found on the E-Mail Confirmation By Change Date tab, this drop-down list contains user definable terms (New, Changed, and Cancelled are set as defaults) to describe the reservation status. For example, users can send confirmations to all Changed E-Mails that were changed on March 1st.
Send: Column displayed in the grid that displays Yes or No. Yes = passed all the tests for having a valid e-mail, and No = it will not be sent, because something failed with the e-mail address.
Send One: Enter all information necessary to send an e-mail confirmation to one specific reservation.
Sent: After the Send E-Mail or Send All E-Mails button is clicked, the grid displays Sent or No. Sent = e-mail successfully sent to valid address and No = e-mail not sent due to address or server failure.
Show Recipients Button: Found on all E-Mail Confirmation tabs, this button is used to display all reservations that fall under the parameters in the top portion of each tab (such as Entry Date, Change Date, etc.). The list is displayed as a grid on the Recipients tab at the bottom of the screen.
Send All E-Mails Button: Found on all E-Mail Confirmation tabs, click Send E-Mails when ready to send e-mails based on the criteria entered. Some databases are voluminous. Should the need arise to stop sending, for whatever reason, click the Stop button to the right of the Send E-Mails button.
Send E-Mail: Found on the Send One tab of the E-Mail Confirmation screen, click Send E-Mail when ready to send a single e-mail based on the Res#.
Send Test E-Mail Button: Found on all E-Mail Confirmation tabs, at any time after the completion of the E-Mail Settings, the Send Test E-Mail button will send an E-Mail as directed. The default address used for this test is set up in E-Mail Configuration.
Show Sample Button: In all E-Mail Confirmation tabs, this button will reveal a sample of the report selected in Body Report.
Show Invalid E-Mails (and Blanks): When e-mailing Guest History, checking this box only and clicking the Show Recipients button will display any invalid e-mail addresses on the Recipients tab. Checking both 'Show valid' and "Show invalid' boxes will display all Guest History with an e-mail address on record.

Blanks. When selected in conjunction with Show Invalid E-Mails, all listings with invalid or no e-mail address at all are listed. When selected in conjunction with both Show Valid and Show Invalid E-Mails, all Guest History is displayed in the Recipient tab, regardless of e-mail address.
Show Valid E-Mails: When Show Valid E-Mails is selected and the Show Recipients button is clicked, only Guest History with valid e-mail addresses are displayed in the Recipients tab. The system removes e-mail addresses improperly formatted such as the @ symbol and information listed before and after that symbol.
Source of Business: In the E-Mail Guest History screen, this parameter allows the user to filter by Source of Business, which is assigned to a reservation at time of entry if available.
State: In the E-Mail Guest History screen, this parameter allows the user to filter by home state of the guest, which is housed in the Reservation Info. State allows the choice of one or all state(s) as the target recipient.
Status: Displays the status of the e-mail address field. OK represents e-mail address present and in acceptable format. No E-Mail = address not available. No Guest# = reservation block without individual information.
Stop: If the user needs to stop the sending of e-mails before it has been completed, this button can be used to "break" the process.
Subject: In all E-Mail Confirmation tabs, text entered into this field is used as the Subject matter in E-Mail Confirmations sent out by the system. This field can also be set up to auto-fill based on Configuration settings for E-Mail Confirmations.
Test For Domain's Mail Server: In the Preview E-Mails section of the E-Mail Guest History screen, "Test for domain's mail server" will search the database for invalid domain names. The system will contact all outside domain names to verify their existence. This test can take a while, depending on the size of your E-Mail database.
Zip Code Range: Zip Code Range selects specific areas of a state within Guest History. This allows for e-mails to part or parts of a state. For example, enter 92 to 92 will target all those with zip codes from 92000 - 92999, which includes most of Southern California.

Stats

ON - Owner Use: An Owner is a person or persons with legal possession rights to a property or properties. This report will who totals based on Owner Use.
PN- Paying Guest Use: A Paying Guest is any guest that is not an owner. These are P or I type reservations. For more information, see Res Type.

Click these links for Frequently Asked Questions or Troubleshooting assistance.

Last Updated 04/05/2010