How do I enter my reservations for upcoming guest stays in VRPAccess?
Once logged into your Rental Company portal, you can add the reservations one by one or in bulk via the spreadsheet template.
- One at a time: Review these steps to add your reservations one at a time.
- Bulk Upload: Review these steps to perform a bulk upload to add multiple reservations at once with our spreadsheet template.
Do I have to enter all my guest reservations into this system?
Yes, your Owners Association (OA) now requires all rental companies to enter guest reservations into the VRPAccess system to reserve parking passes. Allowing guests to register and pay for parking in advance will speed up the check-in process and provide a much better guest experience on arrival.
Our rental company manages reservations at multiple properties that use VRPAccess. Can we combine logins?
No, you currently need a login for each building. However, we do have a portal login page to help save you time at
www.vrpsinc.com/portals. If you bookmark this page, it will allow you to easily click to seperate rental company portals for each building. We will add new buildings as they are activated. Once you login to each, your browser will remember your login.
Once I add a reservations to the system, does the guest receive an email?
Yes, once the reservation is entered or uploaded into the parking system:
- The guest is sent a “Registration Email” which includes a link to register and pay for their parking passes online.
- You can also click “Manage” and “Send Registration Email” if you need to email the link again.
I do not see one of the units I manage in the dropdown, what do I do?
If you do not see a specific unit you manage in the dropdown when trying to add a reservation, please reach out to the Association Manager using the email address listed in your portal to get the system updated.
Can I edit a reservation after it’s been added or imported?
Yes, you can edit or cancel reservations in the system after you add them.
How far in advance can I enter my reservations?
You can enter reservations as early as you like. Once the reservations are entered into the system, a registration email is automatically sent to your guest. The guest will also receive a reminder email the day before their arrival.
How do I cancel a reservation?
To cancel a reservation you have previously entered into the system, log in and locate “Upcoming Reservations” on the dashboard.
- Click the “Manage" dropdown next to the reservation you wish to cancel.
- Select “Cancel Reservation” in the dropdown.
- Once cancelled, any payments by your guest for related parking passes will be auto-refunded back to the original source of payment up until the beginning of their stay duration.
Can I resend the parking email to a guest who says they never received it?
Yes, this can easily be achieved; consult our detailed
HOW-TO for step-by-step instructions.
What is the confirmation number, and where does it come from?
All the reservations you enter into the system require a confirmation number.
- This can be any number you wish but will be used by the guest to access their parking pass guest portal, if needed.
- You can also click auto-generate to have the system create one for you.
- If you have an Airbnb reservation that has a confirmation number and your reservation software also gives it a confirmation number you can enter both, but this not required. The guest will use the confirmation number to access the guest portal, if needed.
Can I set my own check-in and check-out times for reservations?
Yes, you can set a unique check-in and check-out time for your reservations in the settings panel.
To access this setting:
- Click the icon in the top right corner of your portal screen and choose Settings
- At the bottom of your settings, you can enter these times.
- Changing these times will not alter past reservations you have entered, only new ones moving forward.
Once I add my reservations, does the guest receive an email?
Yes, once the reservation is entered or uploaded into the parking system:
- The guest is sent a “Registration Email” which includes a link to register and pay for their parking passes online.
- You can also click “Manage” and “Send Registration Email” if you need to email the link again.
Yes, once you download the spreadsheet template and open it, you will notice all the columns are already named. When you enter data into the cells, follow the formatting examples below:
- Unit: PW 1003 (be sure to add the building prefix, if there is one)
- Arrival: 11/19/23
- Departure: 11/21/23
- First Name: Jim
- Last Name: Martin
- Email: name@domain.com
- Phone: 251-666-7777
- Confirmation: 3456789 (reservation confirmation number)
- Alt Confirmation: (optional)
- Owner Booking: YES (enter YES or NO if this is an owner booking)
- Airbnb Booking: NO (enter YES or NO if this is an airbnb booking)
Note: All fields require data entry except the Alt confirmation field. If Airbnb is YES, email and phone numbers are not required for the reservation.
How do I add an Airbnb reservation?
Airbnb has recently updated their policy to no longer share guest emails or phone numbers. VRPAccess requires an email address, but have added a way for you to add Airbnb reservations with no email address.
Be sure to toggle on the Airbnb Reservation option when adding a new reservation and it will un-require an email address and phone number.
If you cannot provide the guest email or phone with the reservation and you cannot send them a link, QR code, or guest portal website address, you still need to enter the reservation into the system so they can register using these options:
QR code Sign: When they arrive on property they can scan the QR code on the parking signs in the garages and also at the service desk to access the guest portal. They will login with their confirmation number and last name. Once logged in, they can purchase up to the max number of parking spots allowed their unit and register their vehicles. Once done, the passes will be ready at the desk when they check in.
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