how to manage your Apex Time Share system to allow and add split weeks (midweek and weekend) to the register, even if it was previously set up for full weeks, along with critical settings and important considerations:

1. Understanding the System's Foundation for Split Weeks

The core of the Apex Time Share system's behavior regarding full vs. split weeks lies in the "Full Week Only tick" setting within Property Codes.

• If "Full Week Only tick is on":
  • Units are displayed as full weeks only, typically prefixed with "FW" (e.g., FWPROPROOMWEEK).
  • In this scenario, there can only be one owner or user per week.
• If "Full Week Only tick is off":
  • The unit is automatically split into Midweek (MW) and Weekend (WE).
  • Share block numbers are prefixed accordingly (e.g., MWPROPROOMWEEK, WEPROPROOMWEEK).

Difficulty in Changing: The manual explicitly states that "It should be decided before any calendars or share blocks are created whether the client is to use split weeks or full weeks only as it is not simple to change later." This is a crucial point. If your property currently has the "Full Week Only tick" enabled, disabling it will have significant implications for existing data and Front Office reservations. You will need to carefully assess the impact on pre-existing full-week reservations and share blocks. Data migration or a system reset for existing reservations might be necessary, and thorough testing in a non-production environment is highly recommended.

2. Configuring Settings to Allow Split Weeks

To accommodate split weeks, you need to ensure the system is properly configured:

• Property Code Settings:

  1. Navigate to Administration -> Reservation Codes -> Room Codes -> Property Codes -> Settings (Tab).
  2. Crucially, ensure the "Full Week Only tick is off" setting is active. This is the fundamental change that allows units to be automatically split into Midweek and Weekend.
  3. You can also define the "Timeshare Midweek Start" here. This indicates when the 5 nights of a midweek stay should begin (e.g., '4' for Monday). Midweek stays are typically 5 nights, and weekend stays are 2 nights, with common start days of Sunday for midweek and Friday for weekends.

• Week Types Configuration:

  1. Go to Administration -> Time Share -> Week Types.
  2. For each Week Type (e.g., Flexi, Fixed, Peak Fixed, or Low/Medium/High demand weeks), you can "indicate if the week may be split or not" by ticking "allow the week to be split". This allows specific week types to be divided into midweek and weekend, even if the overall system was initially set for full weeks only.
  3. Under the "Default Room Type Levies" tab within Week Types, you should add the default levies for each room type, differentiating between Full Week, Mid-Week, and Weekend. This is essential for accurate billing.

3. Adding a New Owner's Share Week with Split Weeks

Once the system is set up to allow split weeks, you can proceed to add them to the Share Register:

• Create New Owner Master:

  1. A new owner master must be created first if they are not already in the system.
  2. This is done from Processing -> Time Share -> Time share owners.
  3. You will create an Owner Master Number (an alphanumeric field) and an account number.
  4. Owners can also be imported from a .csv file.

• Add to Share Register:

  1. Navigate to Processing -> Time Share -> Share Register. This is where who owns which weeks of the year is noted, including room numbers and types.
  2. Locate the blank (available) week you wish to assign.
  3. Click "change" and then select the appropriate option to assign the split week. Because your system is now configured for split weeks (as per the above steps), you should now see options for "New Mid-Week" or "New Weekend" (or similar terminology) corresponding to the specific portion of the week you are assigning, in addition to "New Full Week" if that option is still available and relevant.
  4. Select the owner master you created for the new owner.
  5. The "share details tab" will display details of the share block.
  6. The "Levy tab" allows you to set a specific levy for this share block if it differs from the default levies configured in the week type codes.
  7. Click "Create/update weeks". This action will create a share block and a Front Office reservation for the new owner for that specific week or portion of the week.

• Confirming and Finalizing:

  1. Once added to the share register and the share block created, the owner's name will appear on their assigned week/unit. The initial status will likely be "Unconfirmed Owner Use" as it's a new block.
  2. To create the Front Office reservation for this share block, go to the Week Control screen, select the appropriate week, and click the "Create Reservations" button.
  3. Confirm the reservation for the selected week and year.
  4. Right-click on the loaded week and select "Load the Reservation" to finalize the reservation in Apex Front Office, including the room number.

By carefully following these steps, and thoroughly considering the significant impact of changing from a "Full Week Only" setup, you can successfully integrate split weeks for new owners into your Apex Time Share system. Always back up your data before making significant system configuration changes.