Reservation Tracker

Reservation Tracker

Books reservations, creates confirmation letters, statements and receipts

Reservation Tracker includes the Reservation Date (1), the Arrival date (2) and Time (2b), the Departure date (3) and Time (3b), the Reservation Number (4) and the number of Nights (5).

Note: Reservation Tracker is exactly the same for Vacation Rental Tracker Plus, Resort Rental Tracker Plus and Bed & Breakfast Tracker Plus.

Reservation Status
Choose a Status (6) from the Status menu such as Waiting, Tentative, Reserved, Checked In, Checked Out, Canceled, or Owner Occup.

To cancel a reservation you should first choose Canceled from the Status menu (6). Then you can Delete the record if you want to.

Reservations with the Status of Owner Occup. will not count toward Occupancy Rates in the Vacation Unit report.

The Update button (6) will check all reservations and change all those marked Checked In to Checked Out if they are after their Departure date. If the current date is after the Arrival Date, but before the Departure Date and not already marked Checked In, you will be asked if you want to change the status to Checked In.

Choosing and Saving Guest Details
Enter the First Name and Last Name (7) of the Guest or you can Choose (8) a past Guest from a list. You can enter the Guest's Company name, Mailing Address, Email Address and Phone Number(s) in the fields provided under the Details tab (9).

Easily transfer all the information about your Guest to Contact Tracker by clicking the Add to Contact Tracker button (10).

You can add Notes and select a Booking Agent from a Add/Select Agent management window (not shown) by clicking the Notes tab (9).

Click the Deposit button (11) to access fields and buttons regarding the payment of a deposit. More information is provided on the following screen.

Selecting a Rental Unit and Other Charges
Choose one or more Units to add to the Charges field (14) by clicking the Unit Chooser button (12). A table with all your Units, their Availability and Amenities will appear (see the next screen for more information).

After selecting a Unit, you will be asked to choose a Rate from the Rate management window (not shown here). Then the Arrival Date, the rental Amount, the Unit, the Rate and the Tax will all be displayed in the Charges field (14).

You can also add other charges to the Charges field by clicking the Add Other Charge button (13). A new window will open where you can choose, add, modify or delete other charges.

In the Other Charges window you can enter any other types of charges that might be added to a reservation. Just click the Create Charge button to add charges to the list.

To set a tax rate for an Other Charge, click the Add Other Charge button, select the charge and click Description. There you will find a Set Tax Rate button. You can also specify which type of tax to add to the charge.

You can Delete a charge at any time. Just click a line and a Delete Charge button will appear. If the line is for rental charge a View Unit button will also appear.

After selecting a charge in the Other Charges window, click the Choose Charge button. You will then be asked if you want to use Today's date or Choose another for the charge. If you click Choose you will be presented with a calendar interface where you can pick the date for the charge.

Next you will be asked for the number of nights to multiply the charge by. You can use this multiplier even if “items” would be more appropriate than “nights”.

The charge will then be added to the Charges field (14) and the Total Charges (17) will be updated.

Accepting Payments
Adding Payments works similarly. Just click the Add Payment button (15). You will be asked if you want to use Today's date or Choose another. If you click Choose you will be presented with a calendar interface where you can pick the date for the Payment.

Next you will be asked if this is a Payment, Deposit or Credit, then the Amount and finally the method of Payment (Cash, Check, Travelers Check or Credit Card). The Date, Amount, Type and Payment method will then be displayed in the Payment field (16) and the Total Payments (18) will be updated.

Next you will be asked if you want to add the Payment to Other Income Tracker. You can confirm or deny this for each payment or indicate that you always want a payment added or that you never want this to happen.

You can get the Balance Due by clicking the button provided (19).

Creating Confirmations and Receipts
Click either Confirmation (20) or Create Receipt (22) to create a confirmation letter, invoice or receipt to print.

When you click the Confirmation (20) button AND there is an email address specified, you will be asked if you want to send the Confirmation letter by Mail or Email.

If you choose Mail another window opens where you can modify and print it. You can also add a logo and other information to the header before printing.

If you choose Email the Confirmation letter will be copied to your computer's clipboard. You will need to open a new email and paste it into the message window.

Other Features
Click Admin Tasks (21) to set up a create a Reminder list for various tasks. This is discussed in detail at the end of this page.

If you want to split a bill up, click the Split button (23) before you click the Create Receipt (22) button. You will be presented with a Separate Invoice Items window for splitting the Charges and Payments onto up to 3 different Statements or Receipts

If Split is not checked (or after clicking Prepare for Printing in the Separate Invoice Items window) another window opens where you can modify and print the Statement or Receipt. You can also add a logo and other information to the header before printing.

If you have electronic locks on your units, you can use the Lock Code field (27). Click the field to enter a number. Click the Choose button near the field to generate a random number. Click the Copy button next to the field to copy the number so you can paste it into another program.

Open the Availability (24) or Schedule (25) windows by clicking these buttons. For more information about these, see the following screens.

The Reservation Report (26) displays considerable information about any or all of the Reservations. You can generate an Income Report or a Guest List.

For information on the unmarked navigation and common buttons, click here.


There are two different types of deposits handled by Vacation Rental Tracker, Security Deposits and prepayment Deposits. If you charge a refundable cleaning or Security Deposit, then use the section of the software described below to keep track of these.

Prepayment Deposits are handled just like Payments and must be entered into the system by clicking the Add Payment (12) button.

The Deposit button (1) reveals the following buttons and fields:

You can enter the Credit Card Number and Exp. Date (2a) of the card presented for security purposes or future reference. Click one of the buttons below this field to record the type of card they presented. Use the Other field (2b) if necessary.

Next to this field is a padlock icon (2c). When the padlock is locked, you can enter credit card numbers but they will be hidden when you view another record. These numbers are also encrypted when exported.

Enter the the Deposit's Date Due (3) and Security Deposit amount (4). When you click the Date Due field, the date will be calculated for you based on the number of weeks prior to Arrival that you enter.

If you collect all Charges prior to Arrival, click the Prepay Charges (11) option and they will be marked as due on the deposit's Date Due (3) in your Confirmations.

When a payment on the deposit is made, enter the date in the Date Paid field (5) if it was paid in full.

Record the method of payment (7) by clicking Cash, Credit Card or Check and then entering a Check # (6).

Indicate if the deposit is Paid, Partially Paid or Unpaid (8) with the buttons provided.

If you wish to split the Deposit into two payments, enter a date into the 1st Due Date field (9) and specify the Amount Due (10).

When the Partially Paid button is selected then the Pymnt Date and Amount Paid fields (not pictured) will be shown. These fields may be filled in automatically when a Payment is made.

If the Paid button is selected then the Date Returned and Deposit Returned fields (also not pictured) will be provided, where you can record the date you returned the deposit (or any portion) and the amount returned.


After clicking the Notes tab button (1), you can enter a Reminder (2) that appears on the Housekeeping and Schedule Checker screens, keep Notes (3) of any length, and indicate if a Specific Unit was requested (4).

Then select a Booking Agent (5) from a Add/Select Agent management window (not shown).

Use the Create Commission Expense Record button (6) to automatically create an record in Expense Tracker for the Agent's commission.

If you have a web site that has a form for people to fill out requesting a specific reservation, then you can import much of the information on this record by clicking the Import button (7) with the ctrl (or Apple) key held down.

Click the Help button in Reservation Tracker for more information about this feature.


Clicking the Admin Tasks button (21) reveals the following features and controls:

(1) Create Statement - essentially the same as a Receipt, you will usually create a Statement when the guest requests a bill but is not paying anything at that time.

(2) Misc Notice or Contract - you can use this feature to send an email to a guest for any purpose (ie, a rental agreement or contract). Click the Edit Template button (2a) to create an email template.

(3) Security Deposit Due - you can send an email to a guest to remind them that their security deposit is due. Click the Edit Template button (3a) to create a template.

To add Security Dep Due dates to your Daily Reminders list (10), click the Enable button (3) and specify how many days before Arrival (3a) you want to send out this notice.

(4) Tentative Res Expiring - you can send an email to a guest to remind them that their Tentative reservation is expiring. Click the Edit Template button next to this button to edit the template for this feature.

To add Tentative Res Exp dates to your Daily Reminders list, click the Enable button next to this button and specify how many days before Arrival you want to send out this notice.

(5) Arrival Reminder - you can also send an email to a guest to remind them that their Arrival date is approaching. Click the Edit Template button next to this button to edit the template for this feature.

To add Arrival Reminder dates to your Daily Reminders list, click the Enable button (5a) and specify how many days before Arrival you want to send out this notice.

You can also specify if you want Arrival Reminders to be sent ONLY if the reservation Status is Reserved by enabling Only if Reserved. (5a)

(6) Thank You Note - you can also send an email to a guest after their departure. Click the Edit Template button next to this button to edit the template for this feature.

To add Thank You Note dates to your Daily Reminders list, click the Enable button next to this button and specify how many days after Departure you want to send out this notice.

(7) Add a Property Management Invoice reminder to the list by clicking the Enable PM Invoice Reminder option. Click the Create PM Invoice button to create an invoice.

You can also add dates to your Daily Reminders list to make sure Pre Cleaning (8) and Post Cleaning (9) for each reservation are performed. Again, you click the Enable button next to these buttons and specify how many days before Arrival and before Departure you want to be reminded. You can also specify if you want these Reminders to be sent ONLY if the reservation Status is Reserved by enabling Only if Reserved. (8a)

(10) Security Deposit Reminder - you can also add a Reminder to the list about Security Deposits that need to be returned.

To add Security Deposit Reminder dates to your Daily Reminders list, click the Enable button next to this button and specify how many days after Departure you want to be reminded.

(11) Click Open Daily Reminders to view a scrolling list of reminders with a Done button for each Task. Each line contains the Date the software has assigned for this task, the name of the task and the reservation number. You can click any of these lines to go to the Reservation Tracker record.

Click the DR Prefs button (12) to set the number of Days before the Current Date and the Days after the Current Date you want Tasks added to the Daily Reminder list.

WebReserv.com provides an excellent online booking service, which can be added to your website or is provided as a subdomain to their website. Once you have signed up, you can click WebReserv Setup (13) and upload reservations from Reservation Tracker, so WebReservation's availability tables will be accurate. You will also be able to download reservations from WebReserv, so that you can use all of the great features of Reservation Tracker too. Add an availability calendar and booking form to your website and integrate them with Reservation Tracker. North American users should click here and European users should click here for more information.

Click Save (14) to Save your settings.