Reservation Software Overview
The RDP system is designed for short term and long term reservations for
hotel rooms, condominiums, homes, campsites, boat slips, parking places, etc.
The system is designed to allow simultaneous reservations from internal
reservationists, the Internet, Global Distribution System (GDS) and other
sources as the diagram below shows:
- Traditional phone-in reservations: Reservationists use
RDP's Windows based system to check rates and
availability using a workstation at the property.
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Central Reservations: Many customers have more than one property using the
RDP system and have established one location for all reservationists that can
make reservations for all properties from a single location.
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Internet
Reservation Module (IRM): Commission-free reservations 24 hours a day, 365
days a year from website guests using the Internet direct into the RDP database.
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SmartPhone and Tablet Internet Reservations:
Over 40% of all guests use their smartphone or Tablet. With RDP's
mobile IRM you will get your share of this important reservation channel.
- Global Distribution Systems
(GDS): Allow hotel guests to use over 400 Internet booking websites
to make reservations that are automatically loaded into RDP using the RDP-GDS
Interface.
Reservation Distribution Channels - GDS / OTA Interfaces
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The RDP reservation system is designed to provide true last room
availability from a variety of channels simultaneously as
illustrated by the diagram below.
For more information click on
any box below or
View
All Reservation Channels |

Links for Detailed
information on Reservation Channels |
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Reservation Topics
Reservations can be made for a single room or multiple rooms to accommodate the
requirements of an individual guest, family, group, or large conference. The
system displays availability up to four years in the future, checks the past guest
file, and calculates rates and packages, all within seconds. Extensive yield
management capabilities are available to help maximize average daily rate and occupancy.
Topics covered in this document:
Reservation Features |
Interfaces to Other Modules & Systems |
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Rent Rooms, Condominiums, Campsites,
etc.
The reservation system can be used to reserve a wide variety of entities, including:
- Hotel, motel, and resort rooms
- Individually owned condominiums or houses
- Timeshare resorts, including fixed and float week, quarter share, points,
etc. (See
Interval Ownership)
- Conference rooms
- Campsites
- Yachts, boats, marina slips, or parking spaces
- Snowmobiles, golf carts or other recreational vehicles
After making the reservation for the room, unit, campsite, house or other
"primary rental", the system can make reservations and track availability/rates
for a wide variety of additional items. Some examples of how
customers use this feature include:
- Reserve a room and then quickly add additional rooms for family members
and friends
- Reserve a room and then a boat slip at the Marina
- Add a reservation for a parking space
- Reserve a conference room for all or part of the visit
It is also possible to sell and reserve other additional items that are in
time periods shorter than one day using the activity scheduling module.
For more information please see:
Guest Activity Schedule
Itinerary and Concierge
Virtual
store on Internet
Reserve Multiple Rooms or other items sample screen
Long Term and Short Term Reservations
The RDP system is designed for short term and long term reservations for
hotel rooms, condominiums, homes, campsites, boat slips, parking places, etc.
Screen shots are available as follows:
Long term reservations can be created for guests staying between 30 days - 4 years. The long term reservations can calculate monthly rent with the ability to override and pro-rate rent. Each property can define rules for which reservations constitute as long term based on the length of stay or tax status.
- Require long term reservation for stays longer than a specified number
of nights.
- Next month's rent can be due on a configured day of the month, i.e. 1st
or 25th of each month.
- Require 1st month's rent due a certain number of days prior to arrival
or from the reservation entry date.
- Set a tax exempt status for all reservations longer than a specified
number of nights based the individual property's tax rules.
- The ability to e-mail or send statements or invoices on a monthly basis
to guests as a notification of rent due or of other charges that have
incurred.
Reservation Confirmation Letters Sent by E-Mail Automatically
E-mail is one of the most powerful and least expensive marketing
tools available and has been fully incorporated into the RDP system at no additional
charge. E-mail features included:
- Guest confirmations automatically sent via RDPWin e-mail Monitor in Adobe
and other formats. See sample below.
- Owner statements can be sent via e-mail. Owners can also print statements
directly from the Internet
- E-mail marketing databases are created for
guests,
travel
agents, groups,
wholesalers and condo/timeshare
owners
- Mass E-mails can be sent directly from the RDP System - no third party software
required
- Reservationists can e-mail guests with just one click, complete with pictures
of the property, directions, maps, and other attachments
- RDP abides by all current regulations for anti-SPAM by allowing guests to
opt out of mass e-mails
- Crystal Reports can be created and distributed by e-mail
- Reservations made by the
Internet
Reservation Module (IRM) send e-mail confirmations automatically
- Owner newsletter can be automatically sent via e-mail
- Guest surveys
can be sent along with a thank-you e-mail after a guest departures
See Overview of E-mail Marketing
for additional information. A sample of the mass owner e-mail screen is
below. The e-mail can be sent to all owners in a matter of minutes.
You can either type in the message or use an attachment, such as a Word or Adobe
document.

Automatic Room Charge Calculation
The reservation system automatically calculates the total room charge for
each reservation based on the rates entered. Up to 52 unique seasonal
rates are possible for each room type or room number. Weekly rates and other
time period rates are allowed. Extra person charges are automatically
calculated. If a reservation is changed, the estimated total room charge
is automatically recalculated. Rates can also be established for each unit
number, which is often a requirement for
condominium rental customers.
Calculate Additional Reservation Charges
The system can calculate various additional charges, such as a booking fee,
resort fee, gratuity, pet charge, housekeeping fee, etc. Many customers have used this
ability to increase the total revenue. These charges can be calculated as
a flat fee, a percentage of total room charges, or based on the room type or
room number. A sample screen is below:

Extensive Package Capabilities
Packages are included with the core reservation system. They allow the
creation of thousands of packages, each with up to 99 unique components. A
reservationist only enters the arrival date, departure date, and number of guests.
The system calculates the correct package charge for all possible seasons, unit
types, and components.
- Only one line item appears on the guest folio
- Packages can be used with the
Internet
Reservation Module (IRM)
- New packages can be created in less than one minute
- One reservation can have both packages and non-packages
- Automatic package calculation by seasons, weekends, holidays, etc.
- Assigns a unique general ledger account number for each component
- Condominium owners can be
paid on some components and not others
- Daily and one-time components are possible
- Manual override of package price is allowed with management password
- Canadian PST, GST and HST Taxes
- A full description of each package is available for the reservationist
and the guest
- Package "rules" (3-day minimums, always arrive on a Friday, etc.)
Rates
and Packages
Rate Plan
Patterns (Time Period Rates)
Rate plan patterns can be used to offer a free night periodically during the
stay, or a discounted rate after a number of days. The table below shows two
examples. With Controlling rate plan "PAT1", the guest is offered a
free night every 4th night. The reservationist would only have to select
the "PAT1" and the system would automatically assign the rate plans to an eight
day reservation as shown in the column labeled "PAT1".
Controlling Rate Plan PAT2 offers a 10% discounted rate (10DC) after three nights,
and 20% discount after six nights. Again, all the reservationist has to do
is select "PAT2" - the rest is automatic.
Day # |
Controlling Rate Plan PAT1 |
Controlling Rate Plan PAT2 |
1 |
RACK |
RACK |
2 |
RACK |
RACK |
3 |
RACK |
RACK |
4 |
COMP |
10DC |
5 |
RACK |
10DC |
6 |
RACK |
10DC |
7 |
RACK |
20DC |
8 |
COMP |
20DC |
See
Yield Management Options
Golf Tee-Time Booking
The RDP reservation system includes extensive capabilities for booking
golf tee-times. For example, several customers in the Myrtle Beach area have
reservation packages that include golf at over 100 golf courses in the area.
The package includes one round per person per day at any medium quality golf course
in the area. For an additional charge, which is different for each course,
the guest can play other higher quality courses. The system tracks:
- Which courses are included in the package
- The unique price for each higher quality course for each different season
of each course
- Pricing for golf cart rentals
- How many rounds were actually played by each guest (did they exceed
the package limits?)
The system also prints vouchers for the guest to take to the golf course and an itinerary
for each guest showing when and where they will play each day.
Assigning Room Numbers to Reservations
Most hotel customers assign a room type during the reservation process,
and then assign the room number closer to or at check-in, based on which rooms are clean and
available. However, customers using the owner accounting system often assign
the room number during the reservation process. You can assign room numbers
during the reservation process, anytime prior to arrival, or upon arrival.
Guests can also switch rooms after arrival, and the owner accounting module will
pay the owner of each unit the correct amount.
Room Description as Search Criteria
A complete description of each unit number can be entered, including an inventory
of all items in the room. This information can be used as a search criteria
during the reservation process. For example, a condominium rental company
can search for all condos that are "located in Beaver Creek with a fireplace.";
and hotel reservationists can search for all "non-smoking rooms with handicapped
access."
Reservation Changes via Tape Chart
Many properties used a manual reservation tape chart prior to installing the
RDP property management system. A manual tape chart provided management the
ability to quickly view reservations. Reservations were changed on a wall
mounted tape chart by moving the tape from one unit number to another.
The RDP system displays pre-assigned reservations up to four years into the future
through a calendar Tape Chart.
The tape chart can display detailed reservation information by selecting
a reservation with the cursor. Different reservation types are distinguished
by unique colors and are assigned a letter (such as "P" is a pre-assigned reservation,
"O" for an owner reservation,
and "X" is a room scheduled for maintenance).
Reservations are moved from one room to another, and/or from one time period
to another, all from one screen. The system automatically recalculates the
total room charge if a guest is moved from one unit type to another. Fast
and easy room moves allow for efficient booking of reservations to help sell the
property to 100%.
Advance Deposit and Security Ledgers
The system tracks the date and amount of each advance deposit. A report
of all deposits due on any given day is available. RDP has the ability to
schedule 2 different deposit due dates and amounts, with the ability to collect
any numerous advanced deposits. All paid deposits are included on the advance
deposit ledger, which are printed each night as part of the standard night audit
procedures.
The system also supports the collection of a security deposit to insure against
room damage. The security deposit is tracked throughout the system. Itemized
charges can be posted against the security deposit if damages are incurred. Additionally,
at any time after checkout, a full or partial refund can be issued to the
guest along with a statement of all charges. Security Deposit Protection is also
available through RDP's free
Travel Services Module, which allows properties to receive commission for
every sale of Security Deposit Protection.
Adjoining Rooms
and Lock-Offs
The RDP system guarantees availability of adjoining rooms. For example,
assume there are two rooms with an adjoining door. The system allows one reservation
to hold these two specific rooms.
These "Lock-offs" are commonly encountered at condominium and timeshare properties.
An example of a lock-off is a three bedroom unit that can be rented as either three
one-bedroom units, a two-bedroom and a one bedroom unit or a three-bedroom unit.
The system calculates rates based on the configuration of the unit. An example follows:
34M - The three room condominium that is a combination
of 34A, 34B, and 34C and rents for $280/Night
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34A-Single, $100/Night |
34B-Single, $100/Night |
34C-Single, $100/Night |
34D - A double that is a combination of 34A and 34B
and rents for $185/Night
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When a reservationist is checking for availability of
rooms, RDP has the ability to narrow down the room selection by guest request or
preferences. A guest may request to be on a lower floor in a room with a jacuzzi
tub. The reservation can use these requests to narrow down or sort the rooms by
this criteria. Each room can have up to 9 preferences, with an additional 9
available for the
Internet Reservations Module. Rooms can also be sorted by best fit in
order maximize the occupancy of a room. The system can search for rooms with
back-to-back reservations or look for rooms that have at least a day in between
reservations in the case where a room may require extra time for housekeeping.
Print Registration Cards
The system can print registration cards for all guests arriving the
next day, the morning of arrival or upon check in. Registration cards can
be customized for your property using Crystal Reports and can include anything
from a parking pass with a property map to a charge card for the restaurant.
Sample
Registration Cards
Print or E-mail Confirmations
When making a new reservation, the system can e-mail the confirmation to the
guest with just one click or sent automatically using the RDPWin Monitor.
A Confirmation can be generated for the following:
- New reservations requesting a deposit
- Deposit received
- Second deposit request
- Reservation change notification
- Reservation cancelled
- Return of security deposit
- Arrival reminder confirmation
- Many other options
Sell Additional Items
to Guests
Additional items can be sold to guests during the reservation process.
You can sell virtually any item such as golf packages, ski lift tickets, lessons,
transportation, gift items, etc. A complete guest itinerary can be created. For example,
you could book golf at 9:00 a.m., a massage at the Spa at 4:30 p.m., and a show
ticket for 8:00 p.m.
Coupons or tickets can be printed and reconciled for every activity.
It is an ideal solution for properties who utilize group itineraries, a concierge
and guest services, and/or tour operators.
Yield Management
The reservation system is fully integrated with RDP's
Yield Management
system which has been refined over the last 20 years to help customers maximize
profits. For example, the RDP customer who consulted on the design of the
system purchased nine hotels for approximately $40 million. After instituting
various changes, including RDP's Yield Management system, the hotels were sold four
years later for over $100 million.
Yield Management
Reservation
Module Interfaces with Front Desk and Night Audit
All Reservations entered into the RDP system, whether from
internal reservationists, the Internet Reservations Module (IRM) or Central Reservations are automatically interfaced to RDP's Front
Desk and Night Audit system. The reservation confirmation number becomes the
guest folio number. All advance deposits are automatically transferred to
the guest ledger. The reservation is checked-in with RDP's windows system
and the guest is then "in-house."
Internet Reservation Module (IRM)
RDP's Internet Reservation Module (IRM) allows millions
of potential guests, groups, travel agents, and wholesalers to check availability
and make commission-free reservations 24 hours a day, 365 days a year. The
IRM is designed to work in conjunction with your existing marketing website.
Reservations are stored immediately in the same database as normal "phone-in" reservations,
with one database for true "last room" availability. The IRM is
installed at over 300 customer sites. The average customer has over $200,000 in Internet
bookings.
Internet Reservation Module (IRM)
Credit Card Interface with Reservations
RDP's credit card interface is fully compatible with the reservation process.
If a deposit is required to hold the room, the reservationist enters the guest's
credit card number, and the system obtains an authorization immediately and automatically.
- Customers may select from a wide variety of credit card processors to negotiate
the best possible rates.
- Customers may change processors to take advantage of new rate structures.
- Only one modem line is required for multiple workstations, which can reduce
monthly phone line costs.
- High-speed
Internet access is available instead of a modem line.
- Inexpensive card swipes can be used.
- A wide variety of receipt printers are available.
- Reconcile the RDP system to the daily credit card bank deposit.
- All scanners and workstations taking credit card payments and authorizations
are summarized to one deposit.
- Additional authorizations can be made to guests already checked-in.
For example, if you authorized $400 at check-in, you can increase the authorization
to $700 during the guest’s stay.
- The credit card authorization is automatically matched to the sale at checkout.
Any unused authorization is released to the guest. This is crucial to guest
service and satisfaction.
- RDPWin Version 3 is fully
PCI Credit Card Compliant.
- Multiple credit cards can be stored and used on a reservation.

RDP Credit Card Interface
Central Reservations
RDP offers central reservation capability to companies with multiple properties.
Reservations can be made at either the central reservation office, at the property,
or both. RDP offers two versions of the central reservations:
- A full time connection between the property and central reservations for
true last room availability; and
- An upload/download option that transmits database changes on a nightly basis.
This option is best for those companies that cannot get a full-time data connection
to the property. For example, one customer has a central reservation office
in New York City with properties in Aruba.
Central reservations can combine a variety of properties, such as a hotel at
one location, a condominium resort at another, a campground at a third, and a timeshare
resort at a fourth. For more details on RDP's central reservation capability,
please call RDP Sales at (970) 845-1140.
Central Reservations
Corporate Rental Reservations
The system offers special features designed specifically for the corporate rental
and interim housing marketplaces. RDP has customers in major cities that
manage hundreds of apartments
in places like Chicago or Washington D.C. that are rented for a few days or
several months at a time. Their target guest is one who has been transferred and needs a place to live while
looking for housing, as well as guests who are on temporary assignments.
Condominium Owner Module
The reservation system is fully integrated with RDP's
Condominium Owner Accounting module,
which is designed for managing individually owned properties rented on a short-term
and/or long-term basis. Reservation features that apply to this module include:
- Owner and guest of owner reservations
- Equalization of rental income among owners
- Reservation revenue flows to owner statement
- Management fees are automatically deducted
- Travel agent commissions and credit card fees are deducted and can be
split by any amount with management or paid for fully by the owner
- Owners can make reservations, check account status, pay their balance,
enter work orders, etc. using the Internet
Reservation Module (IRM)
Travel Agent & Wholesaler Features
The reservation system includes an automatic interface to the travel agent payables
system. The system calculates the commission and prints a statement and check
to each travel agent showing all commissions for the period.
Travel Agent and Wholesalers
Group & Conference Reservations
Please review our information on Groups and Conferences.
Guest History and Frequent
Guest System
Virtually all systems claim to have "guest history";
however, most really only have reservation history,
which is simply the ability to view checked-out folios.
The problem with reservation history is duplication. If a guest stays at the
property four different times, there are four different reservations. Therefore,
the reservation history contains four different mailing labels and/or e-mail addresses.
The core RDP system includes a guest history database
that is separate from reservation history. If a guest stays at the property
four different times, the system stores only one guest history record, with four
reservation records linked to it. This allows only one mailing label or letter to
be printed instead of four. It also allows only one e-mail to be sent when
using RDP's included E-mail Marketing
System.
In addition to the standard guest history system described above, RDP offers
the Frequent Guest/Guest
Rewards module to track all guest visits at one or more properties. Points
can be awarded for each reservation or each dollar spent at the property. The number of points can be different
for different seasons, room types, total dollars spent, and other variables.
Guests can make reservations that use "points" as a "method of payment." Restrictions
can be applied to control when "point reservations" are allowed. A complete
history is kept of all point reservations.
Denial Tracking
The RDP reservation system includes an optional module for
Denial
Tracking, which allows reservationists to determine
why a guest did not book a room. Perhaps the rate was too high or there was
not enough conference space. Proper analysis of denied reservations can lead
to changing rates or policies to increase future bookings.
Denial
Tracking
Reservation Availability
Linked to Work Orders
The reservation system is fully integrated with RDP's
Work Orders and Asset Management
module. For example, assume a room has been damaged and will be out of service
for four days to complete repairs. When the work order is entered for this
room, the system automatically removes the room from availability.
Work
Orders & Asset Management
Reservation System
Linked to Housekeeping
The reservation system is linked to the Housekeeping module. Specified
clean patterns and clean types can be configured and automatically added to the
housekeeping schedule. Clean times and costs can be tracked for each reservation.
Housekeeping Forecast, Scheduling and History
RDP offers over 50 different reservation reports included with the core system.
Reports showing reservations made today, reservations canceled, projected
occupancy, reservations with deposits due, just to name a few are available. Also
included is a very powerful Booking Report tool to track occupancy for entire
calendar year using 7different occupancy criteria.
Another feature available is the Reservation Room Calendar, which allows you to view
up to 4 selected rooms along with their reservations in a traditional calendar format. This
calendar can be useful for unique properties that need to track availability for
additional spaces such as ballrooms, race tracks, meeting rooms, etc.
Sample Reports
Booking Report
sample screen
Reservation
Room Calendar sample screen
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