There are several methods to assist in gaining maximum occupancy:
The initial booking of a reservation
The first consideration is the initial booking of reservations. During the reservation process, when doing a Reservation by Search ", the information for the units that are available can be viewed by scrolling horizontally to the right. Only available units that meet the search criteria will show in the list. This view allows an operator to see which units might make the best fit based on "surrounding" reservations. So if multiple units are available that meet the criteria of the guest the operator could attempt to book the "best fit" unit.
Moving reservations after the reservation has been made
One method of determining your maximum occupancy is to use the Tape Chart. The Tape Chart shows 39 days of availability. View all units on the screen that meet specific criteria by using the filter option. This option can also be helpful for guests who request “What do you have available in December?.” Reservations can be booked directly from the Tape Chart Screen. If you are moving a reservation to a new unit
it must be changed in the change cancel screen.
Printing the Master Schedule
Another method is to print the Master Schedule, which is located on the Reports, Reservation Reports menu. This lists all units and their availability information for a 31-day time frame. This report can be user custom sorted (to allow you to place units together by Condo building or other criteria desired). This report can be used as a worksheet to assist in determining best-fit scenarios. Once the changes needed are identified, you can use the Change reservation process to move the reservation from on unit to another. There is a Quick Change feature that changes a reservation from one unit to another by only retrieving the reservation to change, entering in the new unit and confirming the change. (The full change reservation allows the changing of arrival/departure dates; booking packages, change by searching for new unit and many other options.)
Turning off unit information on rental confirmations
Many users of RMS do not attempt maximum occupancy efforts. Generally this is due to the fact they rent unique units and swapping a reservation prior to arrival is not an option. For clients that do have common unit types, RMS can be set to not disclose detail unit information on the confirmations (such as the unit address, phone number, etc). Only "general" information would be disclosed (such as number of bedrooms, building or location). This allows you to swap a reservation multiple times prior to the guest arrival without the guest knowing this is occurring. Information disclosed on the confirmation is determined by the merge tags that are inserted into the letters.