RDPWin

Central Reservations - Configuration

Central Reservations module (SA) is required.

Overview

The Central Reservations Configuration is used to add resorts or properties, set a default rate plan, and configure room type preferences for all properties. The terms 'resort' and 'property' are used interchangeably throughout the Central Reservations module. It is only necessary to configure Central Reservations in one Resort because the settings are universal. However, it is necessary to configure each room type in each property to be available in Central Reservations. Configuration can be accessed by using the Reservations main menu or the Navigation page.

CENTRAL RESERVATIONS CONFIGURATION TABS
Resorts/Settings Preferences

Resorts/Settings Tab

The Resorts/Settings tab defines the resorts or properties to be used with Central Reservations. Resorts can be included by selecting the "Active" checkbox as well as assigned a priority for which they will appear when making reservations.

Add New Resorts

To add a new resort or property to be included in Central Reservations, click the "Add New Resorts" button. The system includes the all resorts with the SA module installed that are listed in the Resorts file located in the RDP root folder. If this is the first time configuring Central Reservations, this button must be clicked. After the initial configuration, if any new resorts with the SA module are added or the SA module is installed on an existing resort, click the "Add New Resorts" button. The DE-Demo or training directories are automatically excluded from the list.

Description

The Description column lists each resort using the description from the Resorts file. This description can be modified by clicking the appropriate resort and changing the name.The description can be up to 45 characters. For example, if the resort description is Atlantic Breeze in the Resorts file, this can be changed to Atlantic Breeze Resort and Conference Center. This description only displays in the Central Reservations screen.

Active

If a resort is to be included in Central Reservations, check the "Active" checkbox.

Priority

A priority can be set on each Resort using the a numeric value to order the resorts on the Central Reservations screen. The priority is not required. If the field is left with the default '0' the priority will be the order of the Resorts file. For example, if Atlantic Breeze Resort is last in the Resorts file but needs to have first priority for booking, enter '1' in the Priority field.

Default Rate Plan

Set the Default Rate Plan to be used in Central Reservations in this field.

Note: The Default Rate Plan must be defined in all Resorts included in Central Reservations. The rate plan does not necessarily need to be available at all times for all rooms types. The most common Default Rate Plan is RACK. However, this can be any rate standardized across all resorts.

Configure Room Types - Table C2

Note: Before continuing to the Preferences Tab, room types must be configured to show in Central Reservations. This must be completed for all room types needed in all properties.

To Configure Room Types -Table C2 for Central Reservations:
  1. Go to the System main menu
  2. Click Table Maintenance
  3. Select Table C2-Room Type Validation
  4. Select the room type and click the "Change Room Type" button
  5. Select "Y" in the Show in Central Res field (blank or "N" = No)
  6. Save & Close
  7. Repeat steps 4 - 6 for the remaining room types
  8. Repeat all steps for the remaining resorts

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Preferences Tab

The Preferences tab configures room types to have unique characteristics that make it easier for a reservationist to narrow down the rooms for selection.

Preference Definitions

Configure room type Preference Definitions for all properties in this section. The preferences should be unique characteristics that can be assigned to a room type. Preference Definitions should also be configured to link room types across multiple properties that have similar traits, like number of bedrooms. For example, a reservationist is searching for all room types with one bedroom. One property has all one bedrooms listed as 1B, while the other property might have one bedrooms as STUDIO. If a bedroom Preference Definition is not created for number of bedrooms, certain room types may be excluded when they actually meet the criteria of what the guest is requesting. Developing Preference Definitions with commonalities across room types is important when searching for available rooms.

Examples of preferences include:

  • Number of Bedrooms
  • View
  • Bed Configuration
  • Kitchen
  • Price Point
  • Jacuzzi
  • Fireplace

Note: The preferences configured on the room type must be a characteristic of all room numbers within that particular type. The preferences in the Central Reservation Configuration are not designed for individual room numbers. For example: A property only has one room type called 2B which includes all two bedroom units. All 2B do not have an ocean view. Therefore, the Ocean View preference should not be applied to the room type 2B. It may be required to create a new unit type for 2 Bedroom Ocean View rooms and 2 Bedroom Garden View rooms. For more information about creating room types click here.

Preference ID
The Preference ID is a 6-character alphanumeric code used to identify the preference. Click the "Add Preference" button directly below the Preference ID field to add a new preference.
Description
Enter the description of the preference in the Description field. This field allows descriptions of up to 30 characters.
Multi-Select
The Multi-Select checkbox if checked will allow a reservationist to choose more than one option within that preference when searching for available room types. For example: the Multi-Select checkbox can be checked for the preference "Number of Bedrooms." More than one choice can be selected at a time, such as both 2 and 3 bedroom types. Do not use this option if only one Preference Value will be entered.
Order
The order for which the preferences are list in Central Reservations can be customized by placing a number in the Order field. If the order fields are left blank on all preferences, they will be listed in the order entered into the Preference Definitions.
Preference Values
The Preference Value button is where the choices are added for each Preference ID. Click the "Add Choice" button and enter the 6-character alphanumeric value in the Value field. The description of the Choice is enter in the Description field. A simple "Yes" or "No" can be a value defined for preferences such as "Jacuzzi."
 
Examples of Choices for Preference ID "View:"
  • Mtn - Mountain View
  • OF - Ocean Front
  • Pool - Pool View
  • OV - Ocean View
  • Garden - Garden View
Save Preference Definitions
The Save Preference Definitions button must be clicked before proceeding to the Room Type Preferences section or if any changes have been made to the Preference Definitions.
Room Type Preference

The Room Type Preferences section allows each preference to be assigned to a room type. It is not required that each preference be defined for every room type, as some may not apply to that type.

The Room Type field includes all room types that have been configured to Show in Central Res from the C2 Table. If rooms are missing from the Room Type Preference section click here for instructions on how to add.

The preference definitions will be listed in the remaining columns after the room type. Select the appropriate preference for each room type. It is not required for all room type to all preferences defined.

 

Multiple Data Servers

Central Reservations is configured to work with multiple data servers. However, they must be in the same subnet. The system automatically updates the preferences for all resorts, eliminating the need to configure each one. For information about multiple sets of data files click here.

Example of resorts on the same subnet:

  • 01 Best Western Carolinian DATA = G:\RDP\RDP01
  • 02 Harbourgate DATA = H:\RDP\RDP02
  • 03 Patricia Grand DATA = I:\RDP\RDP03
  • 04 Camelot DATA = K:\RDP\RDP04
  • 05 Ocean Park DATA = L:\RDP\RDP05

Click here for a tutorial with step-by-step instructions on Configuring Central Reservations.

 

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Click these links for Frequently Asked Questions or Troubleshooting assistance.

11/18/2010

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