Updated: 6 Feb 2003

RESource

Rental

Manual

Rental Property Management Software

Jim Teixeira

Charlie Layman

RESource Rental Manual

Table of Contents

Introduction 3
Start-up Screen 4
Sample Rental Transaction 6
Finding Rentals 7
Horizontal Scroll Operation 8
Using the Calendar 9
Rental Feature Screen 10
Rental Owner Screen 11
Rental Photo Screen 11
E-Mailing Rental Listings 12
Printing Rental Data 12
Making Leases 13
Entering Customers 14
Printing or E-Mailing Leases 18
Printing Lease Letters 19
E-Mailing Lease Status 19
Monitoring Lease Status 20
Managing Lease Status 21
Entering New Rentals 22
Adding Photos to Rentals 27
Adding Map Locations 29
Monitoring Customer Status 30
Printing Reports 31
Quick Tips 32
General Public Internet Operation 34
RESource Rental Manual


INTRODUCING

RESource Rental

RESource Rental is a vacation rental software program written to provide state-of-the-art rental property management. Jim Teixeira (author of RESource 1 and RESource 2) and Charlie Layman (proprietor of the Mailroom @ Edgartown) have collaborated to design a rental management program that provides all of the benefits of Internet based software combined with a simple, easy to use interface.

Your rental data base is stored at our web site and you can access it anytime from your office or from your home. The interface looks and works much like RESource that most of you presently use for the LINK system and its operation is very similar. In addition, your customers can search the rental data base on their own through a simple Internet browser interface. This means that you can let them do the work of searching for a suitable rental.

Once a customer has selected a rental and its availability is confirmed, the next step of preparing the lease is the simplest of all. With just a few keystrokes and mouse clicks a lease is completed. You can preview the lease and modify its text to suit. The lease can then be printed or E-Mailed to the customer. All transmittal letters can also be previewed and modified if necessary.

RESource Rental uses a unique template that stores the lease and all transmittal letters. This template can be changed by you to suit your particular needs.

RESource Rental maintains four separate data bases stored on the Internet:

  1. The main rental data base which contains all of the data associated with the rental. This includes the calendar availability and rate information for three years (current year, previous year, and next year), all features of the rental, description, directions, lease addendum, a map showing the location of the rental and up to nine photos.
  2. An owner data base containing the name, address, telephone/fax numbers, Social Security Number and E-Mail address of the owners and any specific comments. An owner need only be entered once regardless of how many rentals you have for that owner.
  3. A customer data base containing similar data (except for the Social Security Number). Plus, the customer data base keeps a history of the rental listing sheets seen by a customer.
  4. A lease data base which actually ties all of the other data bases together. This data base contains, in addition to the customer/owner/rental data for the lease, a record of the transactions related to the lease and the current status of the lease. This data base lets you easily track where the lease is in its cycle (pending customer or owner signature, pending payments etc.). It also keeps the financial data for distributing agent commissions and owner 1099 forms.
RESource Rental provides the following capabilities and features:
  1. You or your customer on the Internet can search the rental data base for rentals based on price, date range, number of days, turnover day, sleep capacity, number of bedrooms, towns, location, amenities or rental ID. In addition, the agent can search by owner last name. Since all data is kept on the Internet, it is always current and you can use the system at work or at home.
  2. Rental data sheets can be printed (along with a transmittal letter) or E-Mailed to your customers (along with a transmittal message). Both the letter and message can be previewed and modified.
  3. The customer data base keeps a record of rentals sent to that customer. You can prioritize the rentals based upon the customer response.
  4. Owner fill-in sheets can be printed which contain the current rental data. A calendar is also printed so the owner can write in availability and rates. The fill-in sheets can also be e-mailed to the owner and the data entered into the data base automatically upon your review.
  5. The owner can update his rental availability on-line via a password and you will be able to verify the changes and then submit them to update the data base.
  6. The lease data base contains a complete record of the lease transactions including payments, dates, 1099 data for both owners and agents.
  7. The lease itself and all transmittal letters can be changed by you either on a semi-permanent basis or on an individual basis.
  8. The lease data base can be search by owner, by customer, by agent, by rental ID, by status, by rental start date, by owner signed date or by next action date.
  9. All data screens have horizontal scrolling and many fields can be sorted (either ascending or descending).
  10. RESource Rental contains a built-in spelling checker for all data entry screens.
  11. RESource Rental automatically updates the software in your computer to the latest revision. You always have the latest features.
The following sections described the general operation of RESource Rental.

Fig 1
Figure 1

This is the start up screen that appears after you log onto RESource Rental.

The following sections will describe what each button does starting with the most common operation - processing a rental that meets a customer's requirements. This process starts with the agent searching the rental data base for suitable rentals, printing sheets or e-mailing listing sheets to the customer, processing a lease and finally obtaining deposits and signed leases.

This process assumes that the RESource Rental data base contains the rental data for each property in the agency portfolio. Following sections of this manual describe how to enter rental and owner data into the system, how to obtain various reports in order to manage the system, and finally the customer-side interface where the customer can search the rental data base himself and select suitable rentals. (Naturally the customer must go through one of your agents to complete the deal.)

A typical rental transaction might be as follows:

A customer calls looking for a rental in the $2000 to $2500 price range, in Edgartown or Oak Bluffs for two weeks in early August. In addition, the rental must sleep 8 and have 4 bedrooms.

Normally the agent should start the process by recording the customer information. The agent should establish whether the customer is presently in the data base (either by asking or by pressing the "Find Customer" button). If the customer is new to the firm, the agent can press the "Enter Customer" button and the following screen will appear:

Fig 2
Figure 2

This screen contains data required for later making a lease and for contacting the customer. Also included is a "Customer History" showing previous rental properties sent to the customer. Certain fields are required as they are needed to process a lease. These are marked with a "**" and include first and last name, lease name (the name as it will appear on the lease), and full address information.

The agent can fill in this screen and then press the "FIND RENTALS" button. (If the customer is a return customer and wants a previous year's rental, the agent can press the "FIND LEASES" button to find where the customer stayed previously.)

If the agent presses the "FIND RENTALS" button on Figure 2, the following screen will appear:

Fig 3
Figure 3

The above screen shows the search capability of RESource Rental. Any or all fields may be filled in. Notice that the number of nights for the stay should be filled-in. Normally this is a multiple of 7 nights but it can be any number or nights The "From" and "To" dates are used to determine the time frame for the stay, i.e the customer may want 7 nights any time between August 1 and August 15. "From" and "To" dates can be typed in directly as 8/1/03 to 8/15/03 or simply press the "Calendar" button and click on the start and SHIFT-click on the end date. (If the customer just wants, for example, 7 nights in August, just click on the "August" check box.

If the customer has a preferred town or location, check off the appropriate boxes. The same holds true for amenities. Note, however, that all conditions must be met. A selection of Edgartown waterfront and tennis will select rentals that meet all conditions.

If you have particular rental in mind for a customer, you can just enter the owner names (up to 6) in the "Owner" fields. Or, a customer may have browsed your web site and come up with a list of property IDs that seem suitable. You can enter up to 12 IDs in the "Property ID" fields.

After filling in the search data, the agent presses "FIND" on Figure 3 and a list of rentals meeting the criteria will appear:

Fig 4
Figure 4

The screen above lists the rentals that meet the selection criteria. (Only one rental is showing an owner and address in this example but in an actual search, all rentals would have this data.)

The three buttons at the upper right of Figure 4 are the horizontal scroll controls. This screen starts in the "M" (for Main) screen as seen above. Pressing the "O" (for Owner) brings the following screen:

Fig 5
Figure 5

This screen has the owner contact information so the agent can quickly establish the rental's availability. (Note that in all screens, if a column title is in blue, clicking on that title will sort the column data.) You can double-click on any line on this screen to bring up the full owner data (more on owner data later).

Pressing the "C" (for Calendar) on Figure 4 produces the following screen:

Fig 6
Figure 6

This screen provides a quick look at the availability for all rentals found. An "A" in a week means that the rental is available.

Double clicking on a rental on Figure 4 will give a more detailed look at the calendar as follows:

Fig 7
Figure 7

Each day in the calendar will be one of the following colors:

  • Green - Available
  • Red - Not available, rented
  • Yellow - Not Available, a lease is pending
  • Crosshatched Yellow - Not Available, the lease has been signed by all parties
  • Blue - Not Available, blocked out by owner
The calendar shown is for the current rental season (summer of 2003). The horizontal scroll buttons at the upper right will change the screen to the next season (summer of 2004) or the winter season or move the start month in either direction, two months at a time. The button labeled "LY" will change the screen to last season (summer of 2002).

Additional information on this screen include Turn Day, Minimum Stay, Monthly Rate and any Rate Comments such as "10% discount for 14 days or more."

Pressing the "Features" button on Figure 7 will show the rental features as follows:

Fig 8
Figure 8

This screen shows a summary of the key rental data. Some fields are multi-use. "Bedrooms" can be switched to "Beds" which can show the beds, futons etc. by number. "Add. Rooms" can contain bathroom or any other room data in the data base. Similarly, "Remarks" can be switched to "Directions."

If you double click on the photo, it will become the location map.

At the lower right of this screen is the date that the rental data was last updated.

Pressing the "Owner" button on Figure 8 brings up the owner (and other) data:

Fig 9
Figure 9

Finally, Pressing the "Photos" button on Figure 9 will show all photos (up to nine):

Fig 10
Figure 10

Clicking on any of the small photos will enlarge it.

Once the agent has reviewed and selected the rentals for the customer, the agent can E-Mail data sheets to the customer by pressing "E-Mail" on Figure 4 and getting the following:

Fig 11
Figure 11

The agent is automatically notified when the customer has read the e-mail. A notification is also sent to the agent if the e-mail has not been read in 48 hours.

The agent may choose to print the data sheets (with transmittal letter) for mailing to the customer:

Fig 12
Figure 12
As can be seen in Figure 12, the agent can print listing sheets, a listing summary, or an owner fill in sheet (sent to the owner to update his rental information).

Once the customer has reviewed the rental data sheets and selected those of interest, the agent then verifies availability from the owner and can then start the lease process.

Pressing the "Make Lease" button on the main screen (Figure 1) produces the following:

Fig 13
Figure 13

Enter the customer last name (or just the first 2 or 3 letters) and get:

Fig 14
Figure 14
Verify that this is the correct customer and double-click on the customer line to get:

Fig 15
Figure 15

The above screen is the same as the earlier "Enter Customer" screen. Notice that the rentals that were sent to him appear in the "CUSTOMER HISTORY" area. The agent can select the rental from the list and press "MAKE LEASE". If the rental is not in the list, just press "MAKE LEASE" and get:

Fig 16
Figure 16
Enter the owner name or ID on Figure 16 to find the rental to assign to the lease and get:

Fig 17
Figure 17

Verify that this is the correct rental and double-click on it to get the lease screen:

Fig 18
Figure 18

This screen contains all the data that is applicable from the rental and owner data bases. All that is needed is the rental period.

Press "Set Dates" on Figure 18 for the following screen:

Fig 19
Figure 19

Here the August 6 day was clicked (THE ARRIVAL DAY) and with the SHIFT key held down, the August 12 day was clicked (THE DAY BEFORE THE DEPARTURE DAY). The lease software will adjust the departure day to August 13.

Press "Done" on Figure 19 and the following appears:

Fig 20
Figure 20

The total rent is entered along with number of payments (default is 2). Press "ENTER" and get the following:

Fig 21
Figure 21

The lease in now complete, but any changes can still be made prior to printing.

The next step is to print the lease. Press the "Lease" button at the top of Figure 21 and get:

Fig 22
Figure 22

You can select to print, e-mail or preview the lease. Selecting "PREVIEW" on Figure 22 brings up the following screen:

Fig 23
Figure 23

This is the lease preview screen which shows exactly how the lease will appear. The agent can make any modifications to the text and then either print the lease or E-Mail it to the customer.

The final step is to print the transmittal letter to the customer. On the lease screen in Figure 21, press the "Cus 1" button and get:

Fig 24
Figure 24

This letter and the other customer and owner letters will appear with your company letter head logo.

Returning to the main lease screen (Figure 21), note that there is a button labled "E-Mail." This is used to e-mail renters and owners regarding the status of the lease as shown in the box below.

Fig 25
Figure 25
Sending a lease to a customer is the first step in completing a rental. The lease must be monitored to ensure that all signatures have been applied and payments made. Pressing the "Find Lease" button on the main screen (Figure 1) produces the following:

Fig 26
Figure 26

The lease data base can be searched by the above criteria.

The following is the result of a lease search:

Fig 27
Figure 27

Only one lease is in the data base and we can see that it is pending a customer signature and the action date for that is 1/11/02 (10 days from the signing date of 1/1/02).

Pressing the "A", "O" or "C" buttons at the upper right produces, respectively, the agent name and commission, the owner contact data and the customer contact data.

Double-clicking brings up the full lease screen.

Fig 28
Figure 28

As stated earlier, the lease data base contains the bookkeeping data used for commission payments and for owner and agent 1099 forms. It also contains the current status of the lease. In the above screen, the status list (in the upper right corner) has been expanded to show the possible status states for the lease:

  1. Preparation - This is the initial status which indicates that the lease is being prepared.
  2. Pending Customer Signature - Indicates that a lease has been printed or E-Mailed to a customer and is waiting for its return.
  3. Pending Owner Signature - Indicates that a lease has been sent to the owner and is awaiting his signature.
  4. Pending Payments - Indicates that a lease has been signed by the owner and is waiting for the next payment.
  5. All Payments Received - Indicates that the customer has completed all payments.
  6. Lease Cancelled - Indicates that the lease was cancelled.
  7. Remove - Removes the lease from the data base. Note that the lease can be removed only if it has been cancelled first.
At the lower left on Figure 28 are date boxes where the actual dates for the various payments from customers and payments to owners can be entered. A box is also available to enter the date that the agent's commission was made.

The lease record contains a snap-shot of the rental and owner at the time that the lease was made. If the rental owner changes after the lease was prepared, the will lease will still reflect the original owner.

Along the top right of the screen (pointed to by Print >) are the various transmittal letters:

  1. Cus 1 - This is the letter that accompanies the mailed lease to the customer for signature.
  2. Own 1 - This is the letter that accompanies the lease sent to the owner for signature.
  3. Cus 2 - This is the letter that accompanies the signed lease to the customer.
  4. Own 2 - This is the letter that accompanies the initial deposit check to the owner.
  5. Own F - This is the final payment letter that accompanies the final rent payment.
  6. Own M - This is the letter that accompanies intermediate payments to the owner.
As stated earlier, these letters along with the lease can be changed either on an individual basis or on a long term basis. Individual letters can be changed directly on the prevue screen. Long term changes will be described in a later section.
Data Entry Into RESource Rental

Data can be directly entered into three of the RESource Rental data bases: the owner, customer, rental and lease data bases. Data entry for the customer and lease was described in the previous sections. Data entry for the owner data base is similar to that for the customer data base. Pressing "Enter Owner" on the main screen (Figure 1) produces the following:

Fig 29
Figure 29

This screen is nearly identical to the customer data entry screen (Figure 2), the main difference is the inclusion of the owner Social Security Number which will be needed for the IRS 1099 forms and the lack of a customer history box.

Notice that on this screen as well as the customer screen certain fields are required to be input. There are marked by "**" and include "Last Name", "First Name", "Lease Name" (this is the full name as it will appear on the lease), "Address 1", "City", "State", "ZIP" and "Agent Name". Although the SSN is not a required field (since the owner may be a foreign national) it should be entered if available.

The remaining fields are optional and are provided for convenience in contacting the owner (or customer), The "Status" field has three states:

  1. Active - the owner (or customer) is presently active.
  2. Temp. Inactive - the owner (or customer) is not currently active but may become active in the future.
  3. Remove - The owner (or customer) is permanently removed from the system.
Data entry into the rental data base is more complicated because of the additional data required. Pressing the "Enter Rental" button on the main screen (Figure 1) produces the following screen:

Fig 30
Figure 30

At the top of this screen is the area for assigning an owner to the rental.

Pressing "Add Owner" brings up the following:

Fig 31
Figure 31

This is same action as when the "Make Lease" button was demonstrated.

Once an owner has been assigned to the rental, the remaining fields can be filled in. Most of these fields are self evident but the following may require explanation or elaboration.
  1. "Check In, Check Out Time" should be in the format: 3:00 PM, 10:00 AM.
  2. "Turn Day" is the rental turn over day, a drop down list lets you select it.
  3. "Deducted Cleaning Fee" is the cleaning fee (if any) which will be deducted from the security deposit.
  4. "Added Cleaning Fee" is the cleaning fee (if any) which will be added to the last payment.
  5. "BR1 through BR7" allow you to enter the bedroom data as: "BR1: 1 King - UP". This is more descriptive than simply stating the number of bed types since it specifies the beds for each bedroom and whether the bedroom is upstairs or downstairs.
  6. If you prefer, you can specify the number of beds in the "Kings", "Queens" etc. boxes although it is not required.
Pressing the "Rental Features" button on Figure 30 produces the following screen:

Fig 32
Figure 32

This screen allows for any remarks that apply to the rental, directions to the rental, caretaker etc. name/telephone, location of the key (either at the property or on your key board), and the features of the property. These fields should be self explanatory.

Returning to Figure 30 and pressing "Calendar" produces the following screen:

Fig 33
Figure 33

This screen was shown earlier and is the availability/rate calendar for the rental. Days can be set to one of four states: Available, Not Available (has been rented), Lease Pending (Waiting for customer or owner signature) and Blocked Out (owner reserved). You can change the status of a range of days by first selecting a new state by clicking on one of the boxes at the bottom. Then click on the first day of the range that you want to change. Hold down the SHIFT key and click on the last day of the range.

NOTE: The start day of the range should be the turn over day and the end day should be the before the turn over day for a normal single or multi week rental. For example, if the turn over day is Saturday. To set to available the week ending on July 19, click on July 12 and SHIFT click on July 18. The lease "Set Dates" routine will automatically end the lease one day later (on July 19).

With the day state set, the weekly rates can be typed in the rate boxes. A week in any given month must have at lease four days in that month to qualify for a rate box. For example, the first week in August has only three days, therefore the rate for that week is the last week in July. The crosshatching in a rate box means that it will not accept a rate.

Returning to Figure 30 and pressing "Lease Addendum" produces the following screen:

Fig 34
Figure 34

This box will contain the text (if any) that will added to the lease.

In the final lease, this text automatically will be preceded by:

      The following addendum applies to this lease:

Returning to Figure 30 and pressing "Photo" produces the following screen:

Fig 35
Figure 35

This is the entry screen for adding photos (RESource Rental allows up to nine photos per rental).

To add a photo, press "Add Photo" on Figure 35 and get the following screen:

Fig 36
Figure 36

If the photo has already been saved on your hard drive, change the directory to the directory that contains the photo. You can input either jpg or bmp photo files. Photos can also be entered directly from a scanner or digital camera using the "Acquire" button.

Once a photo has been input the following appears:

Fig 37
Figure 37

You can continue to add photos, delete current photos, replace photos or insert photos.

Returning again to the Rental Data screen (Figure 30), Pressing "Map" produces the following:

Fig 38
Figure 38

Simply click on the spot that you want the arrow to appear.

This completes the data entry for new rentals.

The Customer Data Screen

The Customer Data Screen contains an area called Customer History which is shown below.

Fig 39
Figure 39

This area can be used to keep a history or rentals that were either sent to a customer via E-Mail or by regular mail. When rental listings are E-Mailed or printed, this history screen will contain a list of these rentals (as long as a customer is associated with the rentals) and the date they were E-Mailed or printed. The status initially will be "Waiting" indicating that the customer has not responded to the transmittal. When the customer calls back after reviewing the rental listings, the individual rentals in the list can be assigned a customer priority of from 1 to 5 or "N" for not interested. Note that you may assign more than one rental with the same priority if for example the customer likes two rentals equally well. To assign the priority, simple click on the rental in the list to highlight it and press the desired status button.

If a customer has gone to your web site and found rentals that he liked and calls in Prop IDs for those rentals, Use the "Add PropID" button to add these to the Customer History.

At any time you can review the rentals by pressing the "View" button or print a summary of the history by pressing the "Print" button. If no rentals are selected, the entire list will be viewed or printed. If one or more rentals are selected (select by clicking on each one) only those will be viewed or printed. (Rentals can be removed from the list in a similar fashion by pressing the "Remove" button.)

Reports

RESource Rental will provide many types of reports that you use to manage the system. Many of these are available via the various print screens. For example, when you do a rental search, select some or all properties, and press the "Print" button, one of the options is "Print Listing Summary." This will print, in list form, key data about the property including owner contact information and a mini-calendar. Similar summary reports are available for owners, customers and leases in the same way.

Prior to printing any report, you may want to sort the report items by owner, agent, etc. If the title above a list column is in blue, clicking on that title will sort the data by the column name. Note that the customer and owner search screens are initially sorted by the customer or owner last name. Properties and leases are initially sorted by their ID number which is a chronological sort based on their creation date.

The "Reports" button on the main screen (Figure 1) is used to provide owner 1099 form data. It will generate reports as shown on the following screen:

Fig 40
Figure 40

Three types of 1099 form can be created:

  1. Money sent to the owner by the agency based on the date sent to the owner. This report will not include money sent to the owner by the customer.
  2. The total rent received by the owner based on the calendar year of the start of the rental period regardless of who sent the money to the owner.
  3. The money paid to the booking agent based on the date of payment.
In either case of owner payments, the agency commission is deducted by default. This may be overridden by checking the "Include Agency Commission in 1099" box.

These reports use data from the lease data base so it is important that the payment to owner and payment to agent fields properly reflect the amounts and times of these payments.

Quick Tips

Owner fill-In

One of the tasks you should perform at the start of the next renting season is updating the rental and owner data bases. RESource Rental uses the Fill-In forms for this. If the rental a new to the system, typically only the owner is known so you want to send a blank fill-in form. First put the owner in the system (Enter Owner). Do a "Find Owner" to bring up the owner list. To print a fill-in sheet for mailing, select the owner line and press "Print." Select "Print Owner Fill-In".

To e-mail the fill-in form, double-click on the owner line and select "E-mail To Owner." On the e-mail screen select "Owner Fill-In."

If the rental is already in the system and you want to update the data or calendar, press "Find Rental", select the rental or rentals and press "Print." You can either e-mail or print fill-in forms. If you select e-mail, RESource Rental will send forms to all owners that have an e-mail address. Those without an e-mail address will remain selected and you can then press "Print" again and print forms for mailing.

Mailing labels

Mailing labels are created from RESource Rental from either the customer or the owner data base. Do a Find for the customers or owners, select some or all then press "Print." Select "Print Mailing Labels."

Sorting data

The column header names for all lists are either in black or blue type. Those in blue will sort the items in increasing order by that column name. Customer and owner lists are presorted by their respective last name.

Horizontal scroll buttons

All list screens have horizontal scroll buttons which provide additional data on the rentals, owners, customers or leases. These are located in the upper right hand corner of the list screen and are labeled 'M', "O" "C' etc. "M" (stands for Main) is the start-up state and, in the case of a rental list, the "O" is for Owner and "C" is for Calendar. Customer and owner lists have "M" and "A" for Address. Lease lists have "M", "A" for Agent, "O" for Owner, "C" for Customer. These horizontal screens also provide additional sort columns.

Quick Tips

Data base searches

All search criteria screens (for example "Find Owner") have several shortcuts. You need only enter the first few letters of the name. This may result in several owners being found but you can select the correct one from the list. If you leave all selection fields blank, all owners will be found. Customer, rentals and leases behave the same way.

Reports

Several types of reports are available within RESource Rental. Most of these are labeled "Summary…" in the Print function for rentals, owners, customers and leases. Each of these summaries prints the data in list form with key information about each subject.

A button on the main screen labeled "Reports" will generate owner and agent 1099 data.

Lease processing

The lease record is the primary repository for all transactions between customer, owner and agency. It is important to keep this record up to date as transactions occur. For example, when a payment is sent to the owner, it should be recorded by entering the date of the transaction in the lease record. The 1099 report obtains its source data from these records.

General Public Internet Operation

RESource Rental also includes an Internet capability for the general public to search for your rentals. This search process is enabled via a Vacation Rentals button on your home page. The search parameters on the search screen can be altered to suit your requirements. The background that this screen appears on can be tailored to your own particular liking. It can be a fixed color or an image that you might already be using on your current home page.

Search Screen

The following figure shows the search screen with all the search parameters enabled.

Fig 41
Figure 41

Price Range, etc.

Users can enter a specific minimum and/or maximum price range that they desire. They can also specify the minimum number of bedrooms, sleeping capacity or they can enter a specific property number. This property number overrides all other parameters and will bring up that property only.

Date Range

Users can specify a desired from-to date range along with the number of nights required. Or to make things easier, they can simply ask for a particular month(s) and year. The years default to the current year and the following year. For example, the user can request 7 nights in the date range Aug 1, 2003 to Aug 20, 2003.

Town

All the searchable towns are shown here. Menemsha, Katama, East Chop, and/or West Chop can be eliminated from the list via the RESource Rental Administration configuration screen. Users can select any combination of towns they wish or they can search the default Any Town.

Amenities and Location

All the searchable amenities and location parameters are show here. These parameters are totally configurable via the RESource Rental Administration configuration screen in that any of these amenities or locations can be eliminated from the lists. If no amenities or locations are configured, then these boxes will not appear on the search screen.

Home

This button takes the users back to the page they came here from.

List Your Rental With Us

This button brings up a form that users can fill in if they desire to have their rental property listed with your firm. The form automatically gets emailed to your firm.

Find

Once the users specify search parameters, they hit the Find button to get the results of the search. Typical results are shown here:

Fig 42
Figure 42

The results can be sorted in ascending or descending order by clicking on a column header. Also, the Town-Address is configurable in that the address can be removed by unchecking the box next to "Rental address on data sheet" in the RESource Rental Administration configuration screen. In this case the header will be just Town and the towns will be spelled out in full.

Listing Sheet

To see a full listing sheet on a particular property, the user clicks on the associated View button.

Fig 43
Figure 43

The information that has been entered into the RESource Rental data base shows up on the listing sheet. Most of these fields are configurable so you set up the listing sheet to meet your needs. The map shows where the rental is located and the address under it shows up only when the box next to "Rental address on data sheet" in the RESource Rental Administration configuration screen is checked.

If there are additional photos associated with a particular rental, then the line above the photo will appear that users can click on, or they can scroll down, to see the photos.

You can scroll to additional listing sheets by hitting the Next/Prev buttons at the top. If users wish to request additional information about a particular rental, they hit the Request button to bring up a simple form they fill in and it gets emailed to the agency. If users wish to send a copy of the listing sheet to a friend, they hit the E-Mail button, fill in a simple form and an email message is sent to their friend. This makes for an easy way to get rental information into other's hands.

Calendar

The users can also view an availability calendar similar to the one in RESource Rental by hitting the Calendar button at the top.

Fig 44
Figure 44

The calendar defaults to showing the current season (the first two months are shown here). Users can hit buttons at the top to see the full year, the previous year or next year calendars. The weekly and monthly rates, turnover day, and minimum stay are taken out of the RESource Rental data base. The owner of the rental can update the calendar information by hitting the Update button, as long as the agency has provided a password. The updated information gets emailed to the agency for incorporation into the data base.


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