Overview

The Waitlist feature in RMS allows you to create reservations that cannot be confirmed immediately due to unavailable categories, areas, rates, or dates. These reservations remain on hold with the opportunity to be confirmed later when availability opens up or restrictions are lifted.

Waitlist reservations help maximise occupancy by capturing potential bookings ahead of guaranteed allotments being released or during high-demand periods such as property or local events, concerts, weddings, and conferences. They also help account for cancellations or changes in travel plans.

Key features 

Key features of the Waitlist functionality in RMS include:

• Maximised Occupancy: Capture potential reservations when availability is limited, ensuring occupancy is maximised.
• Flexible Setup: Available when configured as either "Book by Area" or "Book by Category."
• Waitlist Codes: Record the reason for the waitlist or set a priority order for confirming reservations.
• Enhanced Visibility: Easily manage waitlist reservations via the Booking Chart, In/Out Movements, and the Reservation List report.

Activation

Waitlist reservations are assigned a "Quote" status and do not impact availability until the reservation status is changed to "Unconfirmed" or "Confirmed." 

1. Go to Setup > Property Options > General Information.
2. Navigate to the Reservations Default menu.
3. Set the Reservation Default to 'Unconfirmed'.
4. Save.

1. Navigate to the 'Reservation Options' menu.
2. Select the checkbox 'Use Quote Status'.
3. Enable the checkbox 'Allow Selection of Unavailable Areas for Quotes'.
4. Save/Exit.

Waitlist Codes Configuration

The Waitlist Codes lookup table can be used to record reasons for being waitlisted or set priority levels for managing these reservations.

1. Navigate to Setup > Lookup Tables > Waitlist Codes.
2. Select the 'Add' icon.
3. Enter a Waitlist Code Description.
4. Input a Short Description.
5. Create a Waitlist Code.
6. Save/Exit.

Waitlist Reservation

When set up as "Book by Area," the waitlist can be used to place reservations in an area that is already fully booked, offering visibility on the Booking Chart for specific area waitlists. "Book by Category" enables waitlisting either for specific areas or at the category level, with the option to confirm the reservation when category availability becomes available.

1. Navigate to the Reservation screen.
2. Enter the Guest Details.
3. Select Reservation Details.
4. Choose a Waitlist Code. 
5. Select the 'Quote' icon.
6. Save/Exit.

Where can I view reservations with a "Quote" status?

The Reservation List report (filtered by "Quote" status) and the "Quote" view in In/Out Movements offer an overview of waitlist reservations. These can be managed alongside the Availability or Booking Chart, allowing for efficient tracking and allocation, particularly when using the "Book by Category" setup.