|Dynamic Individualized Space Map (Click
this link for more detail):
The focal point of the system is the space map developed individually
for each park. It is color coded to reflect Availability:.(GRAY
if 50amp OPEN, WHITE if 30amp OPEN service, OCCUPIED Daily (RED),
Weekly (GREEN), Monthly (YELLOW), and Seasonal (Magenta), Permanent Monthly or
Out of Service (LIME GREEN), and Unresolved ( Purple). A space becomes
"unresolved" when a registration expires on that space. The
map also contains a
navigation bar that let's you enter any date to view the condition of all
spaces on that particular day. This version of the map gives the user a
"daily snapshot" of the status of their park for the current or any
A second version of the map (the Duration Map) is included that displays spaces
available over a requested period of time. This is especially useful when taking a
reservation. Check out the above link to see examples.
A third version of the map (the Grid Map) for those
situations that your park is almost full and you are looking to move a few
short reservations around to create a longer duration stay. It is a rows and
columns display much like a spreasheet.
Space Status plus Pictures of each space: A left double-click on any space opens a
window that completely describes the current status of that space, including a
listing of the current registration and any reservations held - plus site
specs such as length, amperage, etc. If the space is
right double-clicked, a picture of that space is displayed. This has been
especially well received. For example, when a customer wants to view the
space prior to rental. Other amenities or features of your park can also be
photographed as a clickable display on your map.
Drag and Drop: You can drag a reservation or registration (on
the Daily and Duration maps) from
one site and drop it on another site using just your mouse cursor. All records
are automatically updated. Site conflicts will be noted and moves disallowed
if a conflict occurs. And because the map is dynamic and can be displayed for
any future date, the site you drag will contain the site status on the date of
the map display. Electrical metered sites cannot be moved by dragging - as one
meter must be closed out and the new one initialized.
|RV Club Control Center (Click
this link for more detail): The RV Club Control Center is designed to
completely manage your club events. It allows you to (1) reserve multiple
sites at one time, (2) change names assigned to a Wagon Master reservation,
(3) manage event deposits, (4) manage multiple events with different Wagon
Masters for each event for any number of events with deposits for each from
the same or different club for any date in the future.|
|"One Click" Reservation email Confirmations: Once
a reservation has been entered, an email can be sent to the customer with a
single click of that SEND button. A message can be added to the email
body with the confirmation document auto attached. If a similar message is
to be added to a group of emails, a copy forward button is displayed.
Follow-up emails can be sent from the Reservation Editor - for example if a
deposit is added. The sending email address is built into the system whereas
a blind copy to (bcc:) can be added by simply typing that address into the
system Preferences area. No email account setup parameters are
|Automatic Registration And Reservation Placement:
Given the desired registration or reservation duration, the system automatically locates the most ideal space for a given customer. The space
finder algorithm is based on the specifications of the rig (length, need for
slides, electric, etc.) compared to the specifications of all available spaces.
Current registrations and reservations are considered in the search.
The system will also display an Override List that lists all
other sites that meet the required site specifications. The list contains the
site number, the length of the site, and the number of days that site is
available for rental.
When a customer is registered, the amount paid and
due are recorded. If the amount paid is zero, the system will print an
invoice rather than a receipt. All amounts due are recorded by the system,
and are broken down by site. A customer may rent as many sites as they need
and make partial payment on each.
|Account History account center:
All transactions are recorded and displayed or printed from the Account
History screen. It is the focal point of all follow-up accounting for a
customer -- such as Payment
on Account, Account Adjustment, and Refunds (Registration,
Reservation, Club, and Security). It is accessed from each customer record.|
|Prorating of Fees:
The Pro-Rater automatically calculates and
submits prorated values for situations such as a few days added to a weekly
or monthly rate or for charging a prorated value for days extended to premium
rate days (such as holiday or weekend).|
|Electrical Calculations: |
Meter Readings: Meter readings can be taken when a Permanent Monthly
checks in, and then read each time the customer extends their rental. The receipt includes
charges and meter readings for the preceding month and space rental for the up
coming month. It assumes that a fixed rate factor is being used. Metered
Electric charges can be made on the 1st (or any) day of the month, whereas,
rental charges can be made separately on another due date. The current
factor is stored under system Preferences. Electrical charges occupy a separate column on the Transaction report.
- 50 Amp Surcharge: The system will add a surcharge on daily
and weekly rentals if the 50 amp radio button is checked. This is done
automatically based on the rates listed under Preferences. These charges also
occupy a separate column on the Transaction report.
- Electric/Security Deposit Management: When
an extended or metered customer is registered, a security deposit can be
recorded by the system and posted to the transaction log. At the time of exit,
refunds are posted, including expenses against the deposit.
- Registration Receipt: A detailed receipt to be given to your
customer as they complete the registration process. Any number of copies
can be run. Contains an appropriate message for customer signature on
the park file copy.
- Reservation Confirmation: Designed to fit nicely into a
standard windowed envelope for client mailing - if not emailed to
- Transaction Report: Each money transaction is recorded by the system. The Transaction Report
lists each transaction - broken down by daily, weekly, or monthly stays, with
tax and other items in separate columns. Horizontal and vertical column
totals are listed. The report can be run by transaction number or date.
- Occupancy Rate Report: A very useful management tool to
determine your rate of occupancy for any time period.
- Check-Out listing: The Check-out List button on the opening screen will turn
each morning if anyone is due out on that date. You can view the check-out
list on the screen or send it to the printer. The printed version
designed to be placed on a clipboard and
used during your park tour to note the status of each site in question.
Customers that decide to extend their stay can be quickly re-registered directly
from the check out list screen. And finally, all spaces on the Check Out
list will turn PURPLE on
the space map.
- Who's in the Park: Quickly view on the screen or run reports of customers currently in your park.
Can be sorted by customer name or space number.
- Reservation Listing: Lists all reservations in the system. If a reservation is due, the Reservation Listing button on
the opening screen will be displayed in RED
on that day. Listing can be run in Last Name or From Date
order. It can also be run for any time period - such as "who is due
today?". This report also contains the potential amount due upon
- Reservation Deposits on File: Lists on the screen or printer
all reservation deposit currently held in the system
- Electric/Security Deposits on File: Lists on the screen or
printer all Electrical or Security deposits held in the system.
- Clubs Summary Report: A wagon master's Summary Report of an outing that lists each
club guest, their site, amount paid, and the total amount due.
- Unpaid Balances Report: Lists balance due by customer, whether
registered or not.
- Account History: This report reflects the content of the Account
History screen and can be printed for any beginning date. It is very useful
for monthly customers wanting a complete breakdown of charges during their
stay. It can also be used as an Invoice.
- Daily Cash Receipts: In addition to the current and more detailed
Transaction Report, this report contains a summary of daily cash receipts.
- Purchase Items Summary: The report summarizes all sales by
category from the Purchase Items center.
- Easiest to Learn And Use: Straight forward design, automatic
space assignment, and keyboard speed techniques make this the
easiest to learn and use space manager product on the market. Most park
registration personnel are up and running within a half hour or so.
- Reservation Holds on Current Registrations: Once a customer has been placed in a site, a reservation hold for an
additional day, week, or month can be placed with only a few mouse
clicks. This is especially useful for those renters that are unsure of
their need for an additional night or more, or for shorter term monthly
- Clean-up Utility: In rare cases, data files may become corrupt (due to power failure or other
machine malfunctions). This utility analyzes, and in most cases, is able to
fix the corruption without having to resort to the last system backup or to
contact RLB & Associates. We want to keep your maintenance costs to a
minimum and keep your system up and running.
Data Entry Shortcuts:
o Drop Down Lists: Windows drop down lists are available on all data entry screens. For
example, when entering the type of rig, pressing the "F" key on your
keyboard will automatically cause "Fifth Wheel" to be entered.
o Zip Code Database: Entry the Zip code and the City and
State are automatically entered.
o Auto Mixed Case: Case will also be taken care of for you. If a customers first name is typed
in as fred or joAN, it will be automatically changed to Fred or Joan when the
enter key is pressed.
o Enter Key Navigation: When entering customer information, the <enter> key will
navigate the entire form without the need to move back and forth between
mouse and keyboard.
- Memo Fields for Notes on Customers, Spaces, or Clubs: Allows the recording of memorandum information on each guest such as
favorite space, special needs, and so forth -- or, any other positive
or negative feedback. This is especially useful when
that customers calls to make a reservation in the future. The Memo button on
the Guest Registration screen will turn RED
if a memo exists. Memorandum data text editors are also available for
each club or group and each space in your park.
Prior Rentals History Display for Each Customer: When taking a reservation or when registering a customer, a click on the
Account History button will list all prior rentals. You can quickly answer questions
such as, "What space was I in the last time I stayed in your park"?
Permanent Monthly or Out of Service Spaces: A site can be designated as such from the Space Maintenance utility. After
that, you don't have to keep a reservation on a space to hold it for a PM. The
system will only allow usage of that space by the permanent rental customer. If the space is designated "Out
of Service", no one can use it. It can also be excluded from the Occupancy
report. If a monthly is only temporarily in a site, you can continue to make
reservations for upcoming months using the Reservation Hold feature. Sites with
these designations will always be colored Green on the space map.
Though not a point of sale system, (most of our
customers seem to prefer POS systems external to their reservation system)
we now have the ability to allow up to 15 of those items your client might
want to purchase once registered. Items fixed by the system are propane and other utilities such as
Gas, Telephone, and Water. You can then insert 11 items of your choice using
the Preferences Utility (unit price and tax rate).|
Pets and Autos recorded with customer record:
If so desired, you can record the pets and autos (truck or towed
vehicle) owned by a customer. Info such as vehicle model, license number, and
color is nice to have on file -- especially on extended stay customers. Pet/s
info on file is also a nice feature. As with prior stay info, when taking a
reservation or registration, you can ask whether a certain pet (by name) will
be staying as well. Returning customers always appreciate that you know the
site they stayed in on their last trip, all info on their rig -- and remember
their pets by name.|
|Network version available:
RV Space Manager is network ready. You may want to network our
Demo version first to make sure RVSM, your equipment, and version/s of Windows will
all work together.|
Please keep checking our site for additional features.