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Booking Management How-To Guide

Enter a Booking

To enter a new booking, you have two options: either a "Quick Entry" or a "Full Entry."

Quick Entry: For a quick, abbreviated entry of a booking, click on "Quick Entry." Note: this will capture the arrival and departure dates, booking status, and the vacationer's name and email address.

Booking Quick Entry

Quick Entry Directions: Simply enter the arrival and departure dates for this booking (using the pop-up calendars provided if you wish), and then choose the status of the booking from the dropdown menu, e.g., "Tentative" or "Booked."

Next, select the vacationer's name from the drop down menu of inquiries received in the past year. Check the box to view a list of all vacationer inquiries ever received. Alternatively, you can manually enter and save a new vacationer's name and email.

Once the "First Name," "Last Name," and "Email" fields have been entered, click "Save" to submit. Alternatively, click "Save & Go to Full Booking" in order to add more details about this booking.

Full Entry: To enter a more detailed booking record, click "Full Entry." This will allow you to capture other helpful information such as the source of the booking, price, tenant's full contact information, and any miscellaneous notes regarding the make-up or special requirements of this party. It also allows you to keep track of the booking documents, including the lease, deposits, directions, etc. You can also record the date due and completed for each item.

Vacationer Booking Full Entry

Full Entry Directions: After entering the required fields of "Arrive," "Depart," and "Status," you may fill out as much as you like. When finished, click the "Save" tab at the top or bottom of the page. This will return you to the Booking Management section.

When finished, click the "Save" tab at the top or bottom of the page. This will return you to the Booking Management section.

Important Note Vacationer Privacy - Any vacationer information entered by a homeowner in the Booking Management system will not be used by WeNeedaVacation.com for any marketing purposes, nor will it be sold or shared with any 3rd parties.

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Enter Tracking Information

The Communications/Tracking section at the bottom of the Booking Entry/Edit page allows you to keep track of your booking documents for each rental. After either sending or receiving each document, put a check in the box to the right of it. When the checkbox is entered, the "Date completed" field will automatically populate with today's date – this can be changed simply by clicking on the mini calendar and selecting another date to override today's date. If monies are involved, you can enter the amounts in the "Amounts" field. In the Date Due fields, enter the dates you expect to receive the monies or documents.

Enter Tracking and Communication Information

When finished, click the "Save" tab at the top or bottom of the page. This will return you to the Booking Management section.

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Edit a Booking

To edit either a booking status (i.e. from Tentative to Booked) or any other information, including the receipt of a booking document or a special note regarding a tenant, click on the "Edit" link in the Actions column on the right. This will pull up the Booking Entry page for that specific booking. Any changes you make here to the status or dates of the booking will automatically be updated on your calendar.

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View Your Bookings

View by "Source/Price": Click "Source/Price" to view a list of your bookings, displaying their source and rental price. You can sort your booking results by clicking on the heading of each column. If you click on the "Name" heading, for example, it will list all of your bookings alphabetically by your tenants' names. See below:

Vacation Rental Bookings

You can filter your results by selecting the Filter by Date Range so that, for example, you view only the bookings for this summer, excluding any bookings from either prior seasons or future ones.

You can filter your results, such as only confirmed bookings vs. tentative ones, by selecting a Status option and clicking "Find."

You can sort your booking results by clicking on the heading of each column. If you click on the "Source" heading, for example, it will list all of your bookings according to how you came by them, such as those from WeNeedaVacation.com. The default is to display your bookings according to your tenants' arrival dates.

View by "Notes": To view a list of your bookings, including any specific notes regarding the tenants, click "Notes." This will allow you to view any notations you have made regarding your tenants, such as special requirements, names of kids, if they're bringing a dog, etc. See below:

View Bookings with Notes

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View Tracking Information

View by "Tracking": To track booking documents and monies with dates due and sent or received, click "Tracking." You can then view a list of your bookings including a record of your communications with the tenants, such as the dates the lease and deposits have been sent or received, or if a deposit is overdue from a tenant.

The color coded tracking system will show you at a glance when items are due and which ones are overdue.

View Bookings with Tracking Information

To update tracking and communication items, click on the edit link for the Booking you want to update.

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Set Tracking Items Default Settings

You can more quickly and easily enter a new booking each time if you preset the default values to appear in the fields in the Communications/Tracking section. On the User Settings page, enter the amounts of any elements with monies due (e.g., security deposit, cleaning fee, etc.) and the dates you are due to receive or send them, plus the dates by which other Tracking Items are due (such as the lease, keys, directions, etc.) After saving these settings, you can then select “Apply default settings” when entering a new booking in the Full Booking Entry/Edit page to automatically populate the Communications/Tracking Items. (All default items can be overridden in the Communications/Tracking section.)

Set Tracking Items default values

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Edit Your Calendar

Edit your calendar: Click "Edit Calendar" to access your full calendar, which can be updated with any pricing changes.

Important Note Once you enter a booking or a tentative booking through Booking Management, you will be unable to change the status of the booking through your calendar. All changes to these dates must be made through Booking Management. Your calendar will then automatically be updated with the changes.

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View Current Pricing and Availability

View your current calendar: Click "View calendar" to see an abbreviated version of your calendar displaying 6 months at a time, including your weekly pricing.

Note: This is for reference only and is not editable.

View Your Availability Calendar

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Send Request for Guest Reviews

View guest reviews sent: If you have sent any guest reviews to tenants stored in your Booking Management, then a checkbox will be displayed.

Go to Guest Review form: For any booking record where an email address and name exists for the tenant, a "Request Form" link will appear (assuming you have not already sent this tenant an email). Click on this link to compose a personalize email to this tenant requesting a guest review on your property.

Quick Send: If you have set up a Guest Review Request template, the Quick Send option will be enabled. The link will also appear for any booking record that has an email address and name for the tenant. The "Quick Send" will automatically send an email on your behalf to the tenant using your defined template.

Note: This option is not available if you have not saved a Guest Review Request Template.

View Guest Reviews sent

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