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" .

 

Price breakdown in TRACK

By default, we insert the bookings to TRACK without a detailed price breakdown.

However, it is possible now to request Rentals United to insert the price breakdown according to the sales channel breakdown (as it provides the actual prices the property was booked with). This solution is available for all the sales channels which provide us with a detailed breakdown.

Whenever the sales channel provides us with a price breakdown in their reservations, we will pass the same details to the TRACK PMS. If the sales channel reservation price breakdown is unavailable, we will include the Rentals United reservation price breakdown instead.

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

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

When the reservation is created in Rentals United, we perform a CreateReservationV2 API call to TRACK.

Overriding rent (N/A)

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.

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?

If you have created Airbnb distribution channel in TRACK with a different pricing strategy and this distribution channel was properly mapped in Rentals United (channel API key and secret provided to our representative), then Rentals United will provide real prices to TRACK for reservations coming from Airbnb. Otherwise, no prices will be passed to TRACK.

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