Reservation processing

Quote requests

Quoting is the stage when the channel double-checks availability and prices before reservation creation. Such a quote is by default limited to Rentals United. This means that Rentals United is the only source of truth. The channel is provided with the information available in our system at the time of reservation creation.

  • PULL channels - by default the quote is disabled and the channel is provided with the prices registered in the Rentals United system. There may be exceptions to this rule, depending on the channel's implementation of Rentals United API. For more information, please see  Rentals United API Portal.

  • PUSH channels - some channels use the data available in their system while the reservation is being made, some channels perform a quote to Rentals United. See Channel Integrations for details of each channel's integration. Note, however, if the quote is performed, it is usually limited to Rentals United.

  • Reservation inserted through Rentals United platform or Book Direct - a quote to Bookerville is always performed prior to the reservation. In this case, the inserted reservation will feature data quoted from Bookerville.

Inserting a reservation

Bookings are inserted into Bookerville instantly after Rentals United retrieves them from a Sales Channel. The reservation details are displayed in Rentals United and transferred to Bookerville.

Reservations can be looked up in Rentals United as described in Bookings or Guest Planner.

Additionally, prices of reservations are broken down in the reservation comments. This breakdown is performed according to the rules of the channel the reservation came from. If you want to see how reservation price is broken down according to what is set in Rentals United, see Reservation price breakdown.

 

After the booking is made, then Rentals United makes additional quote to obtain the price reservation breakdown from Bookerville, e.g. taxes, fees.

Overriding rent (N/A)

Bookerville does not allow Rentals United to insert in their system a reservation with actually booked prices. This way, information available in Bookerville will be always preserved in a reservation inserted to this PMS, regardless of the pricing information shared with the channel that made this reservation.

Especially when the Quote requests is disabled, you need to manually adjust the price in Bookerville to account for the differences in pricing.

In case the price in your PMS does not match with the price in the channel or Rentals United, see this article: Why is there a difference between the reservation price in my PMS and in the channel?

Modifying a reservation

Before we send the modify request to Bookerville, we first perform a quote request to Bookerville to obtain fees, taxes and perform the availability check.

Rentals United sends updates to Bookerville whenever the following details are updated: 

  • property ID

  • creator

  • customer data

  • email

  • first name

  • last name

  • phone

  • address

  • city

  • zip code

  • country

  • from date

  • to date

  • number of guests

  • comments

  • total price

However, Bookerville can modify the original reservation in their system only when the stay dates are modified (date from and date to).

For other reservation modifications, Bookerville sends an email notification to the property manager with the modified details can be found in this email. The property manager should update the original reservation manually in Bookerville. You can preview an exemplary email below.

In case the reservation is modified directly in the Bookerville system, then Rentals United is not notified about any changes. You should adjust it accordingly in Rentals United system, so that up-to-date information is shared with the channels.

Cancelling a reservation

Bookings cancelled in Sales Channels or Rentals United are automatically cancelled in Bookerville.

In case the reservation is cancelled directly in the MEWS system, then Rentals United will receive no notification about it. You should adjust it accordingly in Rentals United system, so that up-to-date information is shared with the channels.

Email notifications

The host/property manager will always get an email notifications about new reservations and any updates made to reservations. The address that the email is sent to is the email address (available at My profile). The notifications will be sent regardless of the source of the change as well as the integration type.

The email notifications are sent when:

  • request is created

  • existing request is confirmed

  • reservation is created

  • reservation is modified

  • reservation is cancelled