Home RMS Blog

Resort Management System Blog



Resort Management System Blog → RMS Summer Newletter 2019

RMS Summer Newsletter 2019

 

Greetings,
In this Summer Edition of the RMS Newsletter we have included some  tips about integration when listing properties on one of the many listing channels. We also have some ideas about how to keep guests coming back!
RMS Tips about Integration

 

When your RMS Units are integrated with one of our listing sites RMS becomes the system of recordfor the information on your listing sites. That means information from the RMS Unit File and your AUD Advanced Unit Details feeds to the listing channels.
- If you want to change a headline, you log into your AUD, select a unit, enter your new headline and UPDATE the AUD by selecting the update button. Next, go to the RMS Unit File and select that Unit. Choose "OK" to that Unit so that the last change date, the green date in the upper right hand corner of the screen, updates to the current date. When this date changes it signals the listing feed to pull your changes.
-  One of the most frequent errors we see are empty check-in or check-out days in the season supplement. All fields in the check-in and check-out fields in the season supplement should be filled out for each season break. Season supplements must be assigned for all three years your system is tracking. Keep your rates and season supplements accurate and updated so that your property quotes and books successfully.

- Remember season supplements should be using the same seasons as the rates.

- If you want to list a new unit with one of our listing partners contact the partner and let them know the RMS Unit ID that you are adding. Also be sure to set the Unit to "Yes" Export to HomeAway on the booking site export details screen and check the Export to booking sites box. All of the allow OLB boxes on the Web options screen should be checked and the Unit must be uploaded to the web.  

 
-To remove a unit from the listing site, set the Unit to "No" in the export detail field. Also inform the listing partner that you will no longer be including the Unit in your integration feed. 
 
Fostering Loyalty

 

hanging-fishing-hooks.jpg

Once you get a guest booked how do you keep them hooked? What do you do to keep them coming back year after year? You probably have some great ideas!

Here are just a few we have collected and how you can use RMS to help you:  

 
- Keep in Touch! RMS offers many ways to correspond with the guest as soon as you get their email or address! From the Confirmation and Final Instructions letter to the After Reservation Letter, you can keep them informed about their reservation and the wonderful vacation possibilities in your area.
 
- Give your guests a complimentary item of value such as local wine, coffee, chocolates, baked goods or spring water. Giving a local product or service adds a warm first impression as your guests start making unique vacation memories. A personal gift or service provides connection and community and can promote partnerships with vendors in the area. You will be adding value to their reservation and vacation experience when you surprise them with a gift.  
   
- The After Reservation Letter allows you to followup with the guests who have departed. The letter can be emailed to all guests within a range of departure dates or you can send it to a specific reservation.  
 
-  Offer a discount to previous renters. You can reach out to previous renters by running an export of previous guests emails from RMS and then creating a beautiful email blast reminding them of their vacation time with you. You can tell them about new restaurants that have opened or events coming up and provide links for more information.
 
 Hospitality and a personal welcoming touch can make a difference in whether your guests come back and in converting inquiries to bookings. What's your opinion on this? What do you do to keep your guests coming back? Email your thoughts and comments to This e-mail address is being protected from spambots. You need JavaScript enabled to view it. .  

 

Untagged 
0
27 August 2019, 15:17
top ↑
 

Resort Management System Blog → RMS Newsletter Winter 2019

Greetings!
With 2019 well underway Programming and Support at RMS have been working to assist all RMS clients will have a prosperous and peaceful new year! That means maximizing bookings! We also strive to assist you to use RMS efficiently and productively and in alignment with your policies, procedures and character of your vacation property management.

In this newsletter we are proud to introduce you to our new partner, KeyDataDashboard.  Learn about how KeyDataDashboard can assist you in ultimately increasing your revenue.

If you have any questions about connecting RMS with websites, listing sites and login modules check out Resortpilot.com for a complete list of all our partners, submit a ticket or give us a call with any questions: 843-795-4110.
Meet our New Partner: KeyData Dashboard

 

RMS has Has partnered with KeyData Dashboard to provide RMS clients with more options for increasing revenue and saving time. If you like to analyze performance with charts and metrics and compare numbers in your market then this is the tool for you!

KeyData Dashboard can take your RMS data and reports to a new level. Clients who use KeyData Dashboard will be able to explore Performance Insights, Benchmark Reports, Real-time Pacing Charts, Filtered Charts & Metrics, Performance History and more.  
Sample Chart of KPI's

KeyData Dashboard will be offering a webinar Wednesday, February 13th at 11 AM to demonstrate how Key Data Dashboard can seamlessly bring all of your data into one trusted place for instant visualization and analysis so you can spend less time pulling reports, and more time making informed revenue decisions.
 
They willl cover topics such as:

- How are you using your vacation rental data to make informed decisions? 
- How are your bookings pacing over the next 6 months? 
- Is your Average Daily Rate keeping up with your competition? 
- How does your occupancy stack up against your local competitors?
- What are the top revenue management reports your team should be focused on?
 
RMS will send out a separate invitation to register for the Webinar! 
RedAwning, HomeAway, VRBO, GTHY, FlipKey Integration

Integration with one of our partner listing sites is an extremely hot topic right now!  Do you already list your properties with one of the popular vacation rental listing sites?  Did you even know you could integrate RMS with the most popular listing sites?  That means that all the information including your current rates and calendars can display on the listing site.   RMS becomes the system of record for pictures, unit details, rates and calendars on the different sites. 

Booking through HomeAway and VRBO straight into your RMS is available, giving you more ways to book than ever before!
FlipKey and TripAdvisor offer awesome ways to publish reviews to your listings. We do not have online booking with TripAdvisor.  

 
 
Integration with RedAwning offers RMS clients seamless access to RedAwning's extensive distribution network for maximum exposure and a powerful suite of expanded reservation and marketing services. RedAwning's global network of online travel agents includes Booking.com, Expedia, HomeAway/VRBO, FlipKey/TripAdvisor and many more channels, including metasearch engines and RedAwning's own proprietary channels, RedAwning.com, PerfectPlaces.com, TravelProRentals.com and  VaycayHero.com.
 
Contact RedAwning for details: https://www.redawning.com  
 

Resort Management System is a product of AMS, Inc.
PO Box 14320, Charleston, SC 29422 USA
www.ResortManagementSystem.com  
Reservations, Advanced Accounting, Online Booking, Maintenance Work Orders, Reservation Login, Owner Login, Owner Direct Deposit, Cleaning Vendor Login, Housekeeping, Clean Text, Credit Card Integration, HomeAway and VRBO Integration, Glad Professional,  FlipKey, RedAwning, Travel Insurance, Kaba Locks, KeyDataDashboard
Untagged 
0
07 February 2019, 15:27
top ↑
 

Resort Management System Blog → RMS Newsletter Fall 2018

RMS Fall Newsletter 2018

 


The Resort Management System provides property managers both large and small with a versatile Reservation Booking system, Advanced Accounting, Maintenance Work Orders and a full Reports menu.  Now RMS has multiple options to assist property managers use RMS in today's rapidly changing mobile world of technology. Connect RMS with websites, listing sites and login modules. See below for some of our most popular Add-ons or check out Resortpilot.com for a complete list.
Login Modules

 

RMS has an Owners Login, Cleaning Vendor Login and a Reservation Guest Login for you, your Owners,   Cleaning Vendors and Guests to use at their convenience.

Each of these modules is undergoing an update with improvements we know you will like and find easy to use. The new Login Modules will become available for RMS clients in 2019. The changes will be seamless but we will inform you when the new modules go online so you can let your owners and vendors know about the changes!

Owner Login: Undeniably your Owners are IMPORTANT and communication with them is key. With the Owners Login module, owners can log in using a secure password and view their statements, book their own reservations and even check year to date totals on gross rent and nights booked.


The Owner Login is the most popular module with many RMS clients.  You can publish a convenient link for the Owner Login on your website.  During the Owner Statement Finalize process the Owner Statements get published online. Your Owners get notified automatically when their statements are available to view. Owners can log in 24/7 and stay up to date on bookings in their unit by viewing their current calendars!
New Owner Calendar

Cleaning Vendor loginallows your vendors to login and see only the properties that they need to clean. Your cleaning vendors can login from their computer, IPAD, IPhone or Android phone and see which properties need to be cleaned.

Your Cleaners only see the properties you want them to see in a specific browser based menu. Cleaning vendors can be assigned to properties or to reservations so that you can reassign cleaners when needed.  Vendors can check off which properties are clean and property managers can verify when properties are ready for the guests to check-in.

 
New Cleaning Vendor View
RedAwning, HomeAway, VRBO, GTHY, FlipKey Integration

Integration with one of our partner listing sites is an extremely hot topic right now!  Do you already list your properties with one of the popular vacation rental listing sites?  Did you even know you could integrate RMS with the most popular listing sites?  That means that all the information including your current rates and calendars can display on the listing site.   RMS becomes the system of record for pictures, unit details, rates and calendars on the different sites.

FlipKey and TripAdvisor offer awesome ways to publish reviews to your listings. We do not have online booking with TripAdvisor. 


Booking through HomeAway and VRBO straight into your RMS is available, giving you more ways to book than ever before!

 
Integration with RedAwning offers RMS clients seamless access to RedAwning's extensive distribution network for maximum exposure and a powerful suite of expanded reservation and marketing services. RedAwning's global network of online travel agents includes Booking.com, Expedia, HomeAway/VRBO, FlipKey/TripAdvisor and many more channels, including metasearch engines, Choice Hotel Loyalty Club members, and RedAwning's own proprietary channels, RedAwning.com, PerfectPlaces.com, TravelProRentals.com and  VaycayHero.com.
 
Contact RedAwning for details: https://www.redawning.com 
Untagged 
0
21 November 2018, 20:06
top ↑
 

Resort Management System Blog → RMS Newsletter Summer 2018

Resort Management System
Summer Newsletter : August 2018  
Summer is almost over and with Fall looming around the corner RMS Support and Programming are working to meet the challenge of providing vacation rental managers with a software solution that offers an excellent reservation booking system, reliable accounting, maintenance work orders, online booking with listing sites and more . Property managers can conduct friendly searches and view easy to use calendars. RMS combines integrated accounting to report to owners and pay owners and vendors. RMS can generate detail pages on your website and provide online booking in real time whether it's on your site or one of the listing sites you prefer.

In this summer newsletter find out some new tips and tricks on using RMS and also what's new on the horizon for your software.
Coming Soon: Red Awning

RMS will be adding Red Awning to it's list of Integration partners. Red Awning provides a wide selection of distribution possibilities. If you are interested in increasing your reach to the Global Market then you may want to integrate your RMS with RedAwning. 
  To find out more, Red Awning is offering a webinar soon. We will be sending out an invitation.  Please let us know if you are interested or if you have any questions.  Visit resortpilot.com and submit a ticket or give us a call 843-795-4110. 
User Designed Letters in RMS


In RMS, User Designed Letters are a powerful tool for you to produce Confirmation Letters, Guest Agreements and important documents for you to email or print out for your guests.

 
Most property managers use the Confirmation and Guest License Agreement on a daily basis.  There are three methods of sending these letters:  Auto-Correspondence, Manual and NonProcessed Reporting. 
 
These letters can be sent automatically when a reservation is updated. This method is called Auto-correspondence. It is only valid for sending the letters to the guest by email. Login to resortpilot.com for a helpful Knowledgebase article.  Here is a tutorial on Auto-Correspondence. 
 
The print/email button on the Reservation View screen allows you to send the Confirmation and Guest Agreement after the reservation is updated. Choosing to send the letters this way allows you to send them together at the same time or separately.  This is the Manual method. It's also great if you need to resend to a different email address. 
 
The third method is to email or print all the Confirmations and Guest License Agreements at the end of the day in a batch. This option is called Nonprocessed Reporting. Once the batch is finalized then RMS will email or print all the Confirmations and Guest Agreements since the last time you finalized the batch. If you want to use this method and have never done it please give us a call to check your settings and make sure you get a fresh start with what you want to process.  
Untagged 
0
30 August 2018, 18:55
top ↑
 

Resort Management System Blog → RMS Newsletter Spring 2018

Your Resort Management System
Spring Break, Updates, and New Rates!  

SPRING BREAK means different things to many of you.  Maybe it was one of your busiest times? Some of you look forward to the slowdown after Spring break. In this RMS Newsletter find out how to create a Spring Break season in your seasons and rates.  Learn some new Tips and Tricks on how to use your Resort Management System more efficiently in today's fast paced business world. First check out what's coming out in the next update, and weigh in on redesigning  your rates for HomeAway integrated listings.
Coming Soon: Custom Rates for HomeAway
 
Would you be interested in listing higher rates on HomeAway to assist you in recouping your cost for the listing site?  The higher rates would have an embedded fee that would be an income fee designated
for the property management company.  Commission would still be calculated only on the unit's default or standard rental rate. The fee would NOT be disclosed to the guest or shared with HomeAway.  This HomeAway rate would be a unique rate that could feed to the listing site only and not necessarily the rate that would be on your company website or quoted to a guest when they called to book a reservation.  In this manner, you  would recoup practically all of your listing cost or even make additional revenue. Let us know what you think!

For any questions regarding integrating your RMS properties with HomeAway or how the new rates will work, then please visit  resortpilot.com or give us a call: 843-795-4110
 
Programming Update 
All RMS clients who are integrated with HomeAway and VRBO will be receiving a version update soon. All HomeAway property managers have been faced with many changes from pricing changes and booking fees to secure messaging and guaranteed pricing.  From a programming aspect, RMS has to maintain compatibility with these changes and we want to know YOUR plans and expectations for integrating with HomeAway for 2018-2019.
Seasons and Rates in RMS

In RMS, Seasons and Rates files work together to determine how much you will charge for a reservation for the nights that are booked.

First determine what your Seasons are in the Seasons File.  Each Season File runs from January 1 - December 31 of each year you are tracking.  This could be a simple set of Seasons and Dates, for EXAMPLE:

2018  2019 
Winter : 01/01 - 03/31 Winter : 01/01 - 03/31 
Spring: 04/01 - 06/10 Spring : 04/01 - 04/14  
Summer: 06/11 - 08/31
Springbreak: 04/15 -04/21 
Fall: 09/01/19 - 11/24/19 Spring: 04/22 - 06/10 
Winter: 11/25/19-12/31/19 Summer: 06/11 -08/13 
Winter 11/25 - 12/31 


To create a Spring break season in the middle of an existing Spring Season of 04/01/19 to 06/10/19 go to Files>Seasons File. Select the Season File by choosing "Show All" and select the Season. Highlight your dates and then choose "Split" to break out a new set of dates. If you just want to change the beginning and end date of a set of dates use "Edit".

If you want to create a new Season File for the whole year choose the NEW button. Then choose "Split" to begin designing new date breaks or seasons. The seasons are the platform for your rates. If you want to simply edit some dates of an existing season, then choose show all and SELECT the Season File you want to change. Next, highlight the dates you want to change and then select "Edit".  This allows you to change the beginning and start date of the Season.  If you want to split out a week in the middle of a range of dates, such as for Spring Break then use "Split".

Typically a standard Season is set up for most or all Unit Rates.  If all your Unit Rates are using the same season then you only have to edit one Season File to impact all units. Dates are changed in the Seasons File.  Rental Rates are changed in the Unit Rates File.  You can find both these icons easily from the Files Navigation menu

 
Rates = $$$ 
The Unit Rates File is where you will enter the dollar value for your daily or weekly amounts you want to charge for your RMS Units. Each rate is associated with a season and all the date breaks therein. In the Unit Rates File, enter a weekly amount in the field labeled Week. Enter an average daily price in the field labelled Avg. The average amount is required for some online booking pages and websites.  Enter daily amounts in the fields marked Daily amounts. Don't forget to click OK to save your changes.Once a Rate is saved it can be copied as long as the season associated to that rate exists in the year you want to copy the rate to. Assign the rates in the Unit File>Rates and Seasons Screen for all three years your system is tracking.
TIP: 
If you created a new season or changed season dates, be sure to check your rates to make sure you have the correct amounts in your Unit Rates File. If you edit a Season associated with the Season Supplement, always confirm your minimum nights and check-in and check-out days for the season that was changed.

For any questions regarding RMS  visit resortpilot.com or give us a call: 843-795-4110  

 
Untagged 
0
17 April 2018, 16:50
top ↑
 

Resort Management System Blog → RMS Spring Newsletter 2017

Your Resort Management System
Log In and take charge! 
Greetings!
The Resort Management System provides property managers both large and small with a versatile Reservation Booking system, Advanced Accounting, Maintenance Work Orders and a full Reports menu.  RMS recently updated AdvancedCare members who list on HomeAway and VRBO.  Integrating your properties is just one of many options to assist property managers in today's rapidly changing world of technology.

In this Newsletter find out more about what's new in RMS!
Updates for HomeAway Integration


All RMS clients who are integrated with HomeAway and VRBO received an update to improve the RMS feed to the listing sites.  While this update was intensely technical from a programming aspect, it had some visible improvements for minimum nights stay and check-in and check-out days in RMS and on the listing sites.
 
Season Supplements
One of the changes involved the RMS Season Supplement File.  All properties are now required to use a Season Supplement file with the minimum night stay entered for each set of dates in the Season file.  The Season Supplement associated with a unit must use the same Season file as the Unit Rate.  Check-in days are also required for each set of dates and check-out days are optional. If the check-out days are left blank, RMS will send all check-out days as Y meaning Yes check out is available any day.  Even if you only have a minimum requirement of 1 day you must have a Season Supplement file for units integrating with HomeAway.   
 
Required Fields
Fields in the Unit details screen should all be filled in the RMS Unit File including latitude, longitude and the extended address fields.  The Rates tab in the Unit file should show rates for all three years. In Web Options of the Unit File the web comments fields 1-5 will feed directly to your listing site and your website as the property description. For HomeAway the minimum number of characters required for a property description is 400.

In the AUD you are required to choose a Property Type.  You must enter the Accommodation Summary (number of bedrooms, bathrooms and maximum in party.  A headline of at least 20 characters must be entered with 70 characters recommended. The bedrooms and bathroom amenities are also required.  When entering full bathrooms the amenities must include a toilet and a bath or shower selection from the list available in the AUD. Other amenities found in the AUD under Listing features and Property features are not required but are available for you to choose to create a beautiful and outstanding listing.

Booking Source 
Booking through HomeAway and VRBO does require credit card integration through RMS.  When the booking is made online via the listing site the Booking Source field is filled with the source HOMEAWAY. Even if the booking is made through VRBO the booking source field will still say HOMEAWAY. 

To view the Booking Source in RMS, go to View Reservation. Once you have retrieved the reservation go to Reservation Maintenance and choose the first menu option, Change Reservation Information.  The Booking Source is automatically fulfilled when a booking comes in from a listing site.  However, if you want to enter in the Booking Source manually because you ended up booking the reservation rather than sending the guest back to the listing site (which HomeAway recommends) you can enter HOMEAWAY in the booking source field.  The Booking Source report is pulled by HomeAway to assist them in calculating the booking conversion rates that they constantly monitor and try to improve for their clients.

HomeAway has very specific rules regarding their online bookings and content posted on their listing sites.  Please visit HomeAway.com with any questions about their policies and rules.

For any questions regarding RMS data fields or integrating your properties visit resortpilot.com or give us a call: 843-795-4110 

Save
vacation rental software, short term property management, Resort Management System
0
31 May 2017, 13:58
top ↑
 

Resort Management System Blog → Holiday Newsletter

Seasons & Rates

decorated_wreath.jpg In RMS, Rate and Seasons files may apply to units, equipment, recurring fees and charges including travel insurance. Be very careful when editing Season records that are shared.

Typically a standard Season is set up for most or all Unit Rates.  If all your Unit Rates are using the same season then you only have to edit one Season File to impact all units. Dates are changed in the Seasons File.  Rental Rates are changed in the Unit Rates File.  You can find both these icons easily from the Files Navigation menu

red-ornament-sm.jpg Season Supplements in RMS allow you to set up controls for minimum nights stays per season as well as check-in and check-out days.The Season Supplement icon is available on the Files menu.

Each season supplement MUST use the same season as the unit that will use it.  Be sure to assign each season a minimum night stay and check-in and check-out day.  You must enter values for each season even if you allow a 1 night stay and check-in on any day. Once the Season Supplement is created assign it in the Unit File.

YEAR END REMINDERS

  • Print, Review and Finalize your December 2016 Owner Statements
  • Print your Tax Report
  • Print 1099s for Owners and Vendors
  • Print Year End Totals and any other Reports for Owners
  • Add a year to the Booking Calendar as needed
  • Check your Seasons and Rates for next year and edit as needed!

Have a Healthy and Prosperous New Year from RMS!

Save
Untagged 
0
03 January 2017, 19:07
top ↑
 

Resort Management System Blog → Sneak Peak at what's coming in the next Update

Resortpilot.com news! The latest update from RMS includes a change to your Season Supplement Screen.  The Season Supplement is not required to be turned on but many Property Managers use it to control the  number of minimum nights that may be booked in one of your properties as well as what day the guest may check-in.  Now you may control the check-out day for the reservations booked in a unit with ease.  To learn more check out this Season Supplement Tutorial with a Sneak Peak at the new setting in the Season Supplement File.

Season Supplement Tutorial

(Must login to support to view)

vacation rental software, software, Resort Manaagement System, reservation booking software, online software
0
08 November 2016, 20:58
top ↑
 

Resort Management System Blog → Fall Newsletter 2016

Resort Management System
2016 Fall Newsletter 
Dear Barbara,
The Resort Management System provides property managers both large and small with a versatile Reservation Booking system, Advanced Accounting, Maintenance Work Orders and a full Reports menu. This quarterly newsletter provides you with RMS news and tips on using your RMS.
Hurricane Matthew Update
Many of you contacted us to make sure all was well in Charleston and we appreciate your support and patience!  No damage was done and hosted data is always safe and secure in the cloud with redundant backups daily.

We attempted to reach out to all our clients who may have been impacted by Hurricane Matthew and we are always available to support and assist with getting your RMS caught up with any changes you were forced to make because of the storm.

RMS does have a way for you to email all your owners a quick owner memo.  If you missed it in the previous newsletter you can check it out here: Owner Memo
HomeAway, VRBO, GTHY, FlipKey Integration


If you are integrated with ANY listing site it is REQUIRED that you notify your listing contact about any newproperties you would like to list. You will give them the new property UNIT ID.  This is a field in the Unit File and is labelled Unit ID.

DO NOT CHANGE your UNIT ID without notifying your listing site representative or your feed to that unit's listing will break.  That means your calendars will no longer update and any changes you make in RMS will not get updated to the site.

HomeAway and VRBO listings only- If you change anything in your AUD such as HEADLINE or any of the AMENITIES you must update the Unit in AUD and you must go to that unit's file in RMS and click OK to update the LAST CHANGE DATE.  The Unit Detail page in your RMS should display the same date as the date of your last AUD update.

Our Programming department in collaboration with HomeAway has been working to UPDATE the integration process.  This update will be applied automatically and will improve some issues regarding minimum stays and check-in days that the listing site was having with RMS feeds.

There will be more from programming in the next newsletter.  Until then, happy booking!

 
Untagged 
0
03 November 2016, 13:19
top ↑
 

Resort Management System Blog → Owner Memos

Get a Message to your Owners

 

The Resort Management System has an option for you to email all of your Owners a quick memo.  Imagine how this can be used for you to communicate effectively to owners about impending storms, changes in policy, contract renewal or upcoming maintenance opportunities!
Owner Memo
When you need to communicate with your Owners use the Owner Memo and quickly email or print out your custom designed letter from RMS.  Owners and their assests are IMPORTANT and communication with them is key, 

Here is how you do it:

  1. Go to Utilities>User Designed Letters>Owner Memo.
  2. Write your letter.
  3. You may also upload an htm or html letter and upload to Custom Letters using RMS Files.
  4. Go to Reports>Owner>Owner Custom Letter/Labels.
  5. For Owner units to print choose "Units".  This will send a letter to Owners who are assigned to units and will leave off old owners you may still have on file.
  6. Which to print?  Choose "Custom Letter".
  7. Letter Output? Choose your preference, typically email.
  8. Letter to Print? Owner Memo
  9. Letter per Unit? Choose "Yes" if you want to send two letters to an owner that has two units.  If you choose "No" then an owner with more than one property in your system will get only one letter.

Please let us know if you need further assistance with this option in RMS.  It's a great way to get the word out quick to your owners about items that may need fast action such as storm preparations, or even annual reminders. 
For help with custom letters or uploading a letter please give us a call 1-843-795-4110 or submit a ticket at ResortPilot.com.

 

Save
Untagged 
0
03 November 2016, 13:17
top ↑