Resort Unit Tracker

Resort Unit Tracker

Record important information on all of your rental units

The Resort Unit Tracker component contains information about each of your rental units including a Unit Identification (1), a Photo (2) and its street Address (3).

Units can be assigned Tenants or Guests. Use the Tenant section (4) of Resort Unit Tracker to assign a long term Tenant.

Guests are assigned to Units by using Reservation Tracker.

You can assign multiple Tenants to a Unit by enabling the Multiple Tenancy (5) option.

The Rent Total, Rent Due Date and Lease Exp. Date are all filled in for you when you choose a Tenant from the Add/Select Tenant (6) window.

Choose a Manager by clicking Add/Select Manager (7). If you only have one Manager, you can save this step until you have assigned all your Tenants to Unit records.

In the top right corner of the Resort Unit Tracker window are six menu buttons. Four of these have Change buttons (8) above them so you can customize the name and purpose of the menu.

The default names are Complex, Type, Location, and Category but you can change these to anything that makes sense to you.

You can also specify the number of Bedrooms (9), and how many people the unit Sleeps.

You can sort the records in Resort Unit Tracker, the lines in the Unit Report or the columns in the Unit Chooser in Reservation Tracker by these menus.

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


Clicking the History tab button (1) reveals the Unit History field (2) which displays a list of all the Reservations for the Unit.

This field includes: Arrival and Departure dates, the Reservation status (Reserved, Checked In, etc.), the Reservation #, the Guest's name, Total Charges and Amount Paid.

You can Expand (3) the History field so you can see the last two columns easier.

You can save the History field as a text file by clicking Export (4).

You can add lines to this field for periods when the Unit is unavailable because of repairs OR add special housekeeping events by clicking the Add Line button (5).

Click Check for Conflicts (6) to check to identify scheduling conflicts.

Manage your Housekeeping staff by clicking this button (7).

Open the Availability (8) or Schedule (9) checkers by clicking these buttons.

The Unit Report (10) displays information about any or all of the units.


Clicking the Amenities (1) tab button reveals these features.

In the Amenities section you can specify what amenities the unit has. These appear on the Unit Chooser screen to make unit selection easier. Use the Add/Select Amenity button (2) to add amenities to the Amenities field (3).

Use the four checkboxes (4) to indicate which of these four things apply to the Unit. These can be displayed and sorted on in the Unit Chooser in Reservation Tracker.

You can change the labels for these options if they do not apply to you, by clicking the Change Above Labels (5) button.

Add a general Description of the Unit (6) to this field.


The Notes tab (1) shows the Notes field (2) where you can record any amount of information about the Unit.

The Rates field (4) allows you to specify specific rental Rates for the Unit. Click the Add/Select Rates button (3) to add new rates. You can add any number of rates to a Unit.

The Note to add to Confirmations field (5) can hold information such as directions to the Unit or policies specific to the Unit.

The First possible occupancy date field (6) is used to calculate occupancy rates in the Unit Report. Enter the later of either the date you start using the software or the first day the unit was available for rent.

Click the Assign HK (7) button to specify the main housekeeper for this unit. You can also do this in the Housekeeping window.

Unit Cost

The Unit Cost tab (1) shows the Purchase Date (2), Cost of Unit including Reconditioning (3), Sale Date (4), and Sale Amount (5).

This information can be password protected by clicking the Password Protect button (6). You will need to enter a password each time you click the Unit Cost button (1).

There is also a button you can click to easily add a mortgage payment for this unit to Rental Expense Tracker (7). This requires the following fields: Mortgage Payment (8), Balance Due (9), Mortgage Holder (10), Interest Rate (10), the length of the loan in months (11) and the months Left to Pay (12).

Tax Info

In the Tax Info tab (1) you can specify the Kind of Property (2), the Owner(s) and the % owned (3) and set the Tax Types and Rates.

Taxes in Resort Rental Tracker Plus are divided into two categories, Unit Rental Tax Type (5) and Other Charges Tax Type (11). This is because many Resort rental businesses need to apply one or more kinds of tax to their rental charges and another kind of tax to other charges.

If the taxes are the same for all units then click the Set or Clear All Tax Rates button(4).

If the taxes for a particular unit are different, then you can override the settings in the Set All Tax Rates window by choosing a Unit Rental Tax Type (5, 7 and 9) and Rate (6, 8 and 10) and an Other Charges Tax Type (11) and Rate (12) for that unit.

Set Tax Rates

In the Set Tax Rate window you can specify up to four different tax types and rates for both Unit Rental charges and Other Charges. For either of these you can choose to add No Tax (1), or to add Tax A, B, C or D.

After selecting a tax to add (1) use the Tax Type menu (2) to specify your local tax type.

Then specify the Tax Rate (3) for each Tax Type.

You can have a tax type added to either (or both) Unit Rentals or Other Charges. For example, you might have a Room Tax for your Unit Rentals and a Sales Tax for your Other Charges. So you would click Add Tax A for unit Rentals (1) and Add Tax B for Other Charges (4).

If you also need to add VAT, GST or some other tax on top of one of these taxes then you could specify that tax type and rate by using the Tax C (5) and Tax D (6) buttons.

Once these types and rates are set in this window, they will automatically be added to charges in Reservation Tracker.

You can also specify which tax (Unit Rental or Other Charges) applies to individual charges on the Description screen of the Add Charges window.


Clicking the Assets tab (1) reveals a field that lists all the assets associated with the Unit.

When you click the Add Asset button (2) you will be asked for a Description, Make & Model and Serial Number for the asset. The new asset will then be added to Asset Tracker and listed in the Assets for this Unit field (4).

You can also just add assets to Asset Tracker and then click the Update Assets button (3) to have all the assets for each Unit listed in Resort Unit Tracker.