Reservation processing

Quote requests

Channel quoting Rentals United/PMS

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 TRACK is always performed prior to the reservation. In this case, the inserted reservation will feature data quoted from TRACK.

Rentals United quoting PMS (N/A)

Another type of quote request is used before a booking is inserted to PMS. It serves to obtain additional information to obtain the final price, for example fees and taxes etc. For TRACK this type of quote is not supported.

Inserting a reservation

Bookings are inserted into TRACK instantly after Rentals United retrieves them from a sales channel.

They are inserted to TRACK by calling the Create TRACK API method: https://developer.trackhs.com/reference/createreservation.

If the reservations coming to TRACK cannot have the booking source (sales channel) correctly recognised, you can contact the Rentals United Support Team and request custom channel mapping for your account.

Once the reservation is successfully created, reservations with the credit card details are automatically confirmed by TRACK. However, reservations without credit card details (for example, Airbnb bookings) are by default created with the "status": "Hold" in the response from TRACK. Then, Rentals United calls the Confirm TRACK API method: https://developer.trackhs.com/reference/confirmreservation, which forces TRACK to accept this reservation and respond with the "status": "Confirmed" .

 

Overriding rent

Default setting: Rentals United does not insert in the TRACK system the actually booked prices. This is because TRACK performs the reservation price breakdown according to its internal rules. Hence, TRACK will ignore the prices that Rentals United sends.

Custom settings: It is possible now to request Rentals United to override the rent in TRACK. The rent in TRACK will be updated according to the sales channel breakdown. If the sales channel does not provide a detailed breakdown, then we will use the rent amount from Rentals United breakdown. This way, the property manager will have access directly in TRACK to the rent the property was booked with. Only the rent amount will be saved in TRACK (fees, taxes and other charges will be omitted).

You will see the rent price under the Rent information in TRACK.

If you want to use this solution, you need to contact the Rentals United Support Team.

Modifying a reservation

Booking modifications retrieved from Sales Channels or made directly in Rentals United trigger immediate booking updates in TRACK.

Note: TRACK allows only for modification of dates and units!

In case the reservation is modified directly in the TRACK 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 TRACK.

In case the reservation is cancelled directly in the TRACK 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

  • reservation is not inserted in the PMS