Overview
Pencil-ins temporarily hold a unit’s availability and can be converted into a reservation at a later date.
Maintenance pencil-ins can also be created, making units requiring maintenance unavailable for booking.
Prerequisites
- Access to the system where pencil-ins and maintenance bookings are managed.
Steps
Dates
- Select the dates for the Pencil In by dragging the mouse across the desired dates.
- The "Create Pencil In" box will appear.
- Click "Go" to create the Pencil In.
Pencil In Reservations
- To lock the Pencil In to a specific Unit #:
Click the box next to Locked? to set it to Yes.
- Enter comments associated with the Pencil In, such as Client Name and Phone #.
- Adjust the Open and Close Dates if required.
- Click Change to adjust the assigned Unit.
- Press Submit to accept the Pencil In.
Maintenance Booking
- Maintenance bookings are automatically locked to the Unit #.
- Select the "Maintenance" radio button.
- Enter comments associated with the maintenance of the Unit # (e.g., Paint walls).
Maintenance pencil ins are included in the Revenue/Occupancy Statistics. To ensure accurate occupancy statistics, ensure that Maintenance is selected when the unit is unavailable and blocked out.
Converting a Pencil In
- To convert a pencil in into a reservation:
- Click on the Pencil In within the Availability Grid.
- Click Convert to change it into a reservation.
- You will be directed to the Guest Folio to enter Client Dates and continue to Charges/Payments to process any payment.
- If the pencil in is no longer required, click Delete.
Troubleshooting
The Pencil In tab within the Arrivals/Departures panel will display all pencil ins.