Signing up for an account: When signing up for an account your will need to provide your name, email, user name, password and phone number. Please complete the registration by typing in the "Captcha Code" and review and accept the "Terms of Use".
Completing Registration: After completing the registration process you will be sent a "Validation Email" to validate your identity and allow you to complete the registration process and begin setting up your account. NOTE: If you do not receive your email validation immediately, please check your spam folder, and approve the sender for future email delivery!
Validation Email: Here is an example of the validation email. Please click the link provided to verify your registration.
Account Activation: Once you click the link, you may Login to the system! Congratulations on the initial step to setting up your Reservation Manager!
Email Validation Page: The link within your email will allow you to complete your registration. If you would prefer to copy and paste your validation code, or resend the code please use the following page:
Completing Registration with "My Profile": Once logged in with your user name and password you will need to complete the registration process. There are only 4-steps that will be used to provide base information for one or all of your properties. These steps are:
1. Username/Password – Also used to change passwords.
2. Subscriber Details – Property owner, manager or business address
3. Correspondence Address – Default Subscriber Payment Information
4. Payment Schedule – Details concerning how rental payments are made.
Completing "My Profile": Once completed the "My Profile" page will prepopulate the information required for property set up. You will also have the option of changing this on the "fly" for properties, rates, payments and transactions.
Welcome Dashboard: After completing your profile, you are now ready to add your first property! Please click "Add Property" in order to begin!
NOTE: In order to add your first property, you must click the "Add Property" button located above the Navigation list.
How Do I Set Up A Property?
Click the Add Property button located above the Navigation section on My Dashboard.
Setting up a new property: The "Add New Property" screen is a 6-step process that will allow you to enter in specific information about the property.
These six steps are:
1.Property Owner,
2.Property Address,
3.Property Description,
4.Payment Processing,
5.Email Notifications,
6.Links & Buttons
Property Address: This is the page that you enter the address of your property. Please make sure this is accurate as it is very important. If your property is located in the state of North Carolina, you must add the name, address, and city of the bank that will be used to transact business with your prospective renters.
Property Description: Select a name for your property, the property type, region (lakefront, lake access, oceanfront etc.), Number of Bedrooms & Baths, Maximum Occupancy (total number that you will allow in your home), check-in and check-out times and a short description.
Payment Processing: At present, our system only allows credit card (Visa/Mastercard) to be accepted by users with a merchant account from Payment Processing Inc. (PPI) If you do not have a merchant account with PPI and would like to accept credit card payments from renters, please click on the PPI logo on this page or go to the following URL: https://www.paypros.com/rezernetpayments.asp
Step 1: Select the type of payments you wish to accept. Cash/Check is marked by default. If you have a merchant account with PPI you may also select credit card/electronic check. Then you will need to check the type of card (visa/mastercard etc.)
Step 2: Verify that the correct address is listed under the box titled "Renters Mail Checks To". Should you need to edit the address, click on the "Edit Address" button. Next, click the "Generate Token" button. This button will take you to the PPI site. You will likely need to authenticate once on PPI's site. Once you have entered the requested security information the system will provide you with a Payment Processor Token. Cut and Paste this token into the blank field under the Payment Processor Token section in the Rezernet system.
Step 3: If you have a PPI merchant account (and accept credit cards), you may choose whether you wish to auto-approve or screen your reservations? We strongly recommend that you DO NOT auto-approve your reservations so that you are able to contact each renter as they reserve your property and decide at that point whether or not you wish to rent to them. If auto-approve is checked, all reservations are automatically approved at the time of the request from the renter.
Email Notification Process: Below you will find the "Email Notices Process" that will be send confirmations and Rezerminders to renters on your behalf:
Email Notifications: You may enter customized text to your renters for the Welcome and Thank you messages. Enter any additional recipients and the number of days prior to check-in that you wish for the Welcome Message to be sent by the system. Thank you is sent on check-out day.
Links & Buttons: Each property that you create will have its own unique URL for booking. You may send this URL out in email correspondence with your renters or utilize the HTML code we have provided to create a "booking button" for your property (if you have a personal webpage for your property).
Completion of 6-step process!
Once you have completed all 6 steps if you click:
"Finish" you will be directed to your "Dashboard" to finish setting up your property and begin using the navigation buttons for your property page. It is important to note that your property is NOT completely set up yet. You must still add photos, choose your rental rates, setup any services & taxes, as well as your contract.
"Add Photos and Rental Rates" You may begin adding photos or rental rates to complete your property setup. These actions are also available directly from the "My Dashboard" page for easy and quick access to add or modify rates and photos.
My Dashboard: At a glance look at your property summary for all properties and at a glance status and navigation of up to 10 properties per page.
From the Dashboard: Click on any of the navigation links at the bottom right of the page and you will be taken to the next screen that contains tabs of information about your property. These "Tabs" include Property Info, Rental Rates, Services & Taxes, Photos, Owner's Calendar, Rental Activity, and Reports. You will use these links when managing your property as well as during setup.
Property Info Page:
The Property Info tab contains the initial property setup steps that we went through in the previous pages of this FAQ. These steps included adding detailed information about the Property Owner, Property Name & Address, Property Description, Payment Processing (Accept Checks, Credit Cards etc), Email Notifications, and Links & Buttons.
Rental Rates:
To the right of the Property Info tab is the Rental Rates tab.
The Rental Rates page allows you to setup rental rates for your property. There are three sections within the Rental Rates page that must be completed.
1. Select a season name and date range, which is the first date of your season and the date of the last night. Example (Please see diagram below) Spring 2012 (Season Name) starts January 1, 2012 and ends May 31, 2012 will then allow a new rate to start on April 1, 2012.
2. Select how much Accidental Rental Damage Insurance (ARDI) coverage you wish to have for your property. There are currently 2 policies ($1,500 & $3,000 Coverage). Travelers will either pay for ARDI premium ($45 or $69) or provide you with a damage deposit that you define. If the traveler opts out of the ARDI then the defined damage deposit will automatically be added to the rental total. The defined damage deposit can be set up and be paid for by check only or included in the option to be paid for through credit card. For more information on ARDI, download the flyer on this page under "What is this?" in the illustration below.
3. Select either Default or Advanced Payment Settings. We highly recommend that you select Default for near term rates and Advanced for rental rates for rentals reserved months to years ahead of time.
4. Next, select the Rental Types and Pricing you wish to accept. Nightly, Weekly, Weekend Nights, or Monthly. All may be selected or only one. We recommend that you select Nightly and Weekly.
Advanced Payment Setting: This setting allows a multi pay option allowing the renter to pay a calculated amount over time. This option allows you to select a First and Final payment that will not need to equal 100%. The balance will be paid once you define the number of additional payment desired for each time period between less than 90 days and more than 270 days. Giving your renters the option to pay over time for a rental that may be a year or more out.
Exception Rental Rate: This feature allows you to place an "Exception Rate" in the middle of an existing rental rate period that gives you the flexibility of different options such as rates, rental periods (ex. weekends, weekly only), security deposit and payment options. You can use it to create special discounts or higher pricing for prime weeks. Note: You cannot place a "Exception Rate" on top of another "Exception Rate" but can place as many as you want on top of "Regular Rates".
Exception Rates will show up with yellow background and border on the real time calendar:
To the right of the Rental Rates tab is the Services & Taxes tab
Services & Taxes: The Services & Taxes tab allows you to enter any applicable services (cleaning fee, pet fee, boat rental, boat lift usage etc.) that you wish to provide to your renters as well as the appropriate taxes (occupancy tax, sales tax etc.) to charge your renters.
• Services: If a service is a "required" service (meaning the renter must accept this service and pay the fee) you must check the "required" box. You must also select the rate structure (daily rate or flat rate). If you choose daily rate, the renter will be charged the amount of the service times the number of days he/she is staying at the property. The flat rate is a one-time fee.
• Taxes: Enter the name of the tax and its associated % of total rental fee.
To the right of the Services & Taxes tab is the Photos tab
Photos: The photos tab allows you to upload photos of your rental property. These are additional photos (over and above any you have already uploaded to your listing service). The default photo should be your best photo of the outside of your rental home. This photo will be included in all email correspondence sent from the Rezernet system to the renter. In order to upload a photo, select the "choose file" button, select the photo you wish to upload from your computer and click "Upload Image".
Rental Contract tab: You may choose to either use the default rental contract provided by Rezernet, or you may erase it and start from scratch. The default contract was designed for the State of North Carolina and is specific to that State. However, although it covers most legal issues, we recommend that you speak to an attorney to insure that you have the correct legal language inserted for your property, as Rezernet is not liable for any mistakes in the contract. If you choose to use the default contract and your property resides in another state or country, make sure you delete the header text that discusses the NC Vacation Rental Act. Snippets are provided for those users who wish to customize their rental contract. For more information on Snippets, read the box titled "What Is A Snippet and How Do I Use One?"
We strongly recommend that you email yourself a copy of the contract and discuss with your attorney to be certain that you have all your bases covered. Remember, this is a binding legal agreement between you and the renter.
Owner's Calendar:
What can potential travelers expect to see when they view my calendar?
Potential guests viewing your calendar see real-time availability, minimum night parameters and special rate details.
An example of the Owner's Calendar is provided in the illustration below.
Rental Activity: Displays a sortable list of all reservations, cancellations and requested quotes by guest name, status and more. You may search for reservations by reservation number, rental period, or rental status. The detailed list always shows the most recent activity.
View Inquiries: This tab shows inquiries sent to you (the owner) within the Rezernet system. Remember that the vast majority of inquiries will be sent to you from the listing service(s) that your home is advertised on or to your personal email. Should you receive inquiries within the Rezernet system, you may sort them by type (New, Opened, Closed).
Reports: Rental reports can be generated for individual properties or for all properties at once. Rental reports show the following information for each reservation:
Rental ID, Rental Dates and Type, Renter Name & Phone Number, Property Name, Status, Whether the renter purchased insurance, The date the reservation was made, the total rental amount, amount paid, amount due, and any credit amount (refund).
Activate Property: In order for your property to be "active" and ready to accept reservations, you must click on the "Active Property" box located in the upper right corner of any page in the owner's section (see illustration below)
Dashboard Navigation
What information is available on "My Dashboard?"
On this screen you will be able to view the following:
This Year's Summary: This provides a comprehensive snapshot of all activity for all of your rental properties including quotes requested, reservations booked, rental revenue booked, payments received, payments outstanding, reservations pending your approval and new Inquiries.
"Did You Know?": Shows important notifications of features or enhancements that a home owner/manager may find interesting or useful in the application.
Dashboard Calendar: Although one, three and 12 Month views are available from the Travelers Availability Calendar and Owner's Calendar pages, you may only view one month at a time from the dashboard. Next to the calendar you will see a series of three tabs, Summary, Renters, and Rates.
The Summary Tab: is always selected by default. On this tab, you can view the number of quotes requested, the number of pending reservations, and new inquiries (emails) for your property. Inquiries will likely be received through the listing service(s) you are subscribed to rather than within the Rezernet system. Past Due notifications showing payment alerts for any rental payment past the due date.
The Renters Tab: will show you a list of renters for the month that is selected on your dashboard. The current month is always the default. You may click on the "Renter" name in order to get additional details on the reservation such as "Renter Profile", "Booking Details" "Contract" and "Payments".
The Rates Tab: will show you the rate structure that you set up for this property. There is a drop down menu for easy navigation between seasons to view rates, dates and rental parameters for each season. This same control is found on various pages for easy reference.
FAQ – Frequently Asked Questions
Are tentative reservations displayed to travelers?
Tentative (pending) reservations are visible to all potential guests who view your availability calendar.
How do I modify my listing or change my availability calendar?
You have full access to your listing and availability calendar 24 hours a day. To make changes simply click on the "Owner Login" link. Once logged in, click "Property Info" or your property image and then use the tabs on top to navigate to the appropriate section of your listing. The "Owners Calendar" tab allows you to block off dates for maintenance or owners use as well as allows you to make custom reservations for your renters.
Can I link my calendar to my personal webpage?
Yes. There are multiple ways that you can link your calendar to not only your web site, but other listings sites as well! The easiest way is to use the URL link found in "property tab" under "Links & Buttons." You may also copy and paste the HTML code with or without your property image into your web site for the "Book Online Now" button!
How do I create a "quote" on behalf of a renter?
Option 1:
Go to the "owners calendar " located on the Dashboard or on the "Property Info" page. This option will allow you to create a "Custom" quote, which provides the owner with complete flexibility on pricing, discounts, check in/check out dates and services elections. This is by far the most flexible way to create a quote or reservation.
Option 2:
Alternatively you can create a quote from the "Travelers Availability Calendar" which would be the same experience that a potential renter would have. On almost every page in your property details section there is a "Travelers Availability Calendar" button, which opens a new window for the property "Availability" process. This option enforces any of the rules/pricing you set up on your property and will not allow for any discounting or creating custom quotes or reservations. You may also use this, as a "test", to ensure your rates are set up properly and allows you to better understand the process a potential renter would experience.
Option 1 Details
Step 1: Click on the date or month of the desired stay from the 12-month calendar.
Step 2: Select the "Rental Type" (nightly, weekend, weekend, monthly or custom) and the calendar will automatically display the date range of the requested rental. If 'Custom' is selected NO PRICING information will be displayed, as it is a custom quote. All other 'Rental Type' options available will display pricing and "enforce" your pricing rules. For alternative dates either click a new date on the 3-month calendar, or for extended dates enter the dates in the "Arrive and Depart" fields and then press select.
Step 3: In the drop down menu under "Reserve Dates" 'Send A Quote' should already be selected. If not, please select "Send A Quote" in the drop down menu. Add any specific comments you would like and then press the 'Continue" button.
Enter in the "Renter Profile" information. 1st enter in the "Default Email Address" and if they are in the Rezernet database the form will pre-populated with their information. If they are not in the database then please fill in the required information. Remember to click 'Save Renter Profile' and 'Next' taking you to the "Booking Details" page.
Step 4: From the 'Bookings Details' page fill in the required information, elect services and insurance options and review the 'Payment Schedule'. Note: If you are in the "Owners Calendar" and making a reservation request the 'Status' in section 1 will already show "Approved" saving you a few steps on the approval process.
Step 5: Click 'Next' (for Reservations) or 'Finish" for a Quote
Option 2 Details
Step 1: Click on the date or month of the desired stay from the 12-month calendar.
Step 2: Select the "Rental Type" (nightly, weekend, weekend, or monthly) and the calendar will automatically display the date range of the requested rental. For alternative dates either click a new date on the 3-month calendar or enter the dates in the "Arrive and Depart" fields and then press select.
Step 3: Click on the 'Get a Quote' icon at the top center of your calendar to enter in the "Renter Profile" information. 1st enter in the "Default Email Address" and if they are in the Rezernet database the form will pre-populated with their information. If they are not in the database then please fill in the required information. Remember to click 'Save Renter Profile' and 'Next' taking you to the "Booking Details" page.
Step 4: From the 'Bookings Details' page fill in the required information, elect services and insurance options and review the 'Payment Schedule' for accuracy.
Step 5: Click 'Finish" for a Quote
NOTE: Your new calendar works on the basis of arrival and departure dates. When you enter a new reservation, make sure you enter the actual arrival and departure dates.
How do I create a "reservation" on behalf of a renter?
Option 1: Go to the "owners calendar " located on the Dashboard or on the "Property Info" page. This option will allow you to create a "Custom" reservation which provides the owner with complete flexibility on pricing, discounts, check in/check out dates and services elections. This is by far the most flexible way to create a reservation.
Option 2: Alternatively you can create a reservation from the "Travelers Availability Calendar" which would be the same experience that a potential renter would have. On almost every page in your property details section there is a "Travelers Availability Calendar" button, which opens a new window for the property "Availability" process. This option enforces any of the rules/pricing you set up on your property and will not allow for any discounting or creating custom quotes or reservations. You may also use this, as a "test", to ensure your rates are set up properly and allows you to better understand the process a potential renter would experience.
NOTE: If you are creating an "Existing" reservation (one the you have collected all or part of the rental payments & deposit) please be sure to immediately go into the payments section and account for the payments to date. Your renter will be notified of both the reservation and payments, so you may want to send them a note explaining why.
Option 1 Details:
Step 1: Click on the date or month of the desired stay from the 12-month calendar.
Step 2: Select the "Rental Type" (nightly, weekend, weekend, monthly or custom) and the calendar will automatically display the date range of the requested rental. If 'Custom' is selected NO PRICING information will be displayed, as it is a custom quote. All other 'Rental Type' options available will display pricing and "enforce" your pricing rules. For alternative dates either click a new date on the 3-month calendar, or for extended dates enter the dates in the "Arrive and Depart" fields and then press select.
Step 3: In the drop down menu under "Reserve Dates" please select "Make A Reservation" in the drop down menu. Add any specific comments you would like and then press the "Continue" button taking you to #1 "Renter Profile" in the reservation process.
Step 4: Enter in the "Renter Profile" information. 1st enter in the "Default Email Address" and if they are in the Rezernet database the form will pre-populated with their information. If they are not in the database then please fill in the required information. Remember to click 'Save Renter Profile' and 'Next' taking you to #2 "Booking Details".
Step 5: From the "Bookings Details" page, fill in the required information, noted by an asterisk (*), then elect services, insurance options and review the 'Payment Schedule'. Note: If you are in the "Owners Calendar" and making a reservation request the 'Status' in section 1 will already show "Approved" saving you a few steps on the approval process. If creating a "custom" reservation please fill in the rate and then press 'ReCalc' to reflect the custom pricing. Review for accuracy then press 'Next" taking you to #3 "Contract" page.
Step 6: From the "Contract" page, fill in the "Owner's Electronic Signature" space and click 'Next' taking you to the final step #4 "Payments" page.
Step 7: From the "Payments" page you will be able to review the payment schedule and if taking payment on behalf of a renter will be able to "Pay Now" and complete the payment action. The Renter will be notified of the reservation and any payments required or made on the reservation. Press 'Finish' to complete the process.
NOTE: Your new calendar works on the basis of arrival and departure dates, instead of 'nights of'. When you enter a new reservation, make sure you enter the actual arrival and departure dates.
Option 2 Details: See Renters FAQ
How do I cancel a reservation?
Step 1: From "My Dashboard", click on the "Rental Activity" tab and click on the reservation you wish to 'Edit'. Then click on the "View Rental" button under the View Column.
Step 2: The next screen will provide you with four pages that represent the reservation. The first page is the Renter's Profile. At the top of the page you will see a representation of the four pages. Renter's Profile, Booking Details, Contract, and Payments. Click on the blue Booking Details link to jump to that page.
Step 3: On the Booking Details page, change the status to "Cancel", read the warning in the popup box. This warns you of what you are about to do. If you wish to proceed, then click "ok" in the popup box.
Step 4: Save the changes by clicking on the blue Update button next to the "cancelled" text. Another popup box will warn you of what you are doing, if you wish to proceed click on the "yes" button. Once cancelled, the dates will show as available once again on your calendar to potential renters and a "Cancel Reservation" notification is sent to the renter.
How will an interested renter contact me?
Renters will likely contact you via email from your listing site. They may also contact you from the "Contact Owner" button located on the "Travelers Availability Calendar". Once the reservation has been confirmed the renter will be provided with your other direct contact information (phone, mailing address, etc.)
How do I change my email address, password and contact information?
Go to the "My Account" link located at the top right of any page in the Rezernet system. Enter your username and password. Once logged in, you will be taken to "My Dashboard". You may change your username/password, your email address and contact information under subscriber details, correspondence address, or your property's payment schedule. Click on the appropriate link in order to make changes.
I responded to an inquiry from a renter and it bounced. Can you help me?
Unfortunately, if a message is returned to you undelivered, we cannot provide you with the correct email address to contact the person who sent the inquiry. There is no way to verify the validity of this address before sending the inquiry. It is up to the sender to ensure the email address provided exists and is typed in correctly. Try looking at the email address itself for obvious typos (i.e.gmail.com) or full name and corresponding email address information (i.e. thesmiths@...). You may also want to try and contact the renter from the details provided in the "Renters Profile" such as phone number or address.
Why am I getting plenty of visits/inquiries but no bookings?
A good property owner continually "takes the pulse" of the surrounding rental market place. Make sure you pricing is in line with similar properties in your area. Compare it with other owners in your area and bedroom size, just as the vacationers do. Price and location will often be the key decision influencers, so make sure you property doesn't miss out.
I received a suspicious email, what do I do?
Usually emails with misspellings, strange punctuation and unusual calls to action and/or (wiring money) are indicative of a scam. The spammer is usually most likely trying to obtain money, personal information or your email address. Although Rezernet has many spam blockers in place, please let us know if you receive any suspicious emails and delete the message without responding.
How can I protect myself from potential fraud?
Be sure to provide a property lease/legal agreement, and insist on exact payment. One popular scam is the "Renter Overpayment Scam" where a renter will send you an inquiry, which may seem legitimate and suggest he sends you more than your rental fees and ask you wire back the difference. The check that he will send is a fake (the bank takes several weeks to catch it) and by then you have sent the difference back and will be unable to recover it. We suggest you insist on exact payment or if you do accept an overpayment wait at least 30 days before returning any funds. See fraud.org for more information.
Should I accept credit cards?
The majority of vacationers today expect to pay you with a credit card. By accepting Credit cards or electronic checks (ACH) you'll attract more bookings, secure more payments and increase your cash flow. Click the link below to find out how.
https://www.paypros.com/rezernetpayments.asp
What should I know about vacation rental sales tax?
Start by contacting your city, county and state governments about requirements specific to your location. If you haven't done so already, inquire about registering your property. Which governmental entities require registration for your area? Ask how much sales tax you should collect and how often these payments are due to the authorities. Generally, these taxes range from 5% to 15% tax on the total rent charges.