Room Plan

Use the Room Plan page to view room availability. You can also manage in-house guests, assign rooms to reservations, perform walk-ins, perform check outs of current day departures, update current room status, and create and maintain work orders.
Note: Property parameters which affect this page include: ROOMPLANCONFIRM, AUTOCHECKIN, BESTWEST, GENDERMANAGEROOMS, and USEGUESTRATING. If the Install parameter BESTWEST is set to true, the right click options Check-In, Check-Out, and Walk-In Guests are unavailable.

You must select a room type for which theRun of House check box is not selected in the Room type screen.

The screen contains:

  • The calender grid displays 14 days of Availability for each room. Guest stays display spanning each day they are valid for in various colors that represent the reservation status and include the guest stay name. For a Share, the Primary Share Guest Name and confirmation number are shown.
  • Search criteria to narrow the display of rooms shown. Work orders display in gray.
    Note: The search can be performed by specifying the room type. The default value is determined by the setting for Room Type in the Property Defaults section of the Property screen. The room type must be in inventory for the guest stay duration.
  • An Unassigned Guests section which displays all guest stays in Reserved status that are arriving on the current date that do not have a room assignment.
  • A screen legend.

The actions available to perform on a guest stay are dependent upon the guest stay's status. The following are the main activities that you can carry out on the page:

  • The reservation month selected can be between the current month or any of the impending 11 months. By default, the current date and month is displayed in the first column.
  • Select a date to view the availability on a specific date, or page forward/back to see availability for other days.
  • Hover the mouse over a room number to view the room properties. When an attendant selects “Cleaning Started”, you can also view the Attendant icon and the Cleaning start time.
  • The new Room Type changes are displayed, if the Room Type is modified for the selected room on the Room Configuration screen for the specified inventory date range.
  • Hover over a guest stay in the calendar grid to view the guest stay details such as Confirmation Number, Arrival and Departure dates; room details such as Rate, Rate Plan, Do Not Move icon and Do Not Move Reason, VIP. You can view details of Lease such as Lease Rate, Daily rate, and status of the room for a guest stay, to easily identify and upgrade the guests based on their paying rate.
    Note: 
    • The Do Not Move icon is displayed if the Do Not Move check box is selected on the Guest Stay screen.
    • The Do Not Move Reason field is displayed if a Do Not Move Reason is added to the Guest Stay.
    • If the Guest Stay Departure Date is equal to the Hotel Date, the Do Not Move and Do Not Move Reason are not displayed.
  • Hover the mouse over a guest stay in the calendar grid to view the guest stay details. You can click F2 to focus, and select the guest name link to open the Guest Stay page.
  • Hover the mouse over a lease room hold in the calendar grid to view the lease details. You can then click F2 to focus, then select the lease name link to open the Lease page.
  • Hover the mouse over a work order in the calendar grid to view the work order details.
  • Drag and drop a reservation from the Unassigned Guests section to a room number in the calendar grid to assign a room.
  • Update a room's status by right clicking the room number and selecting Update Room Status.
  • Create a Walk-In reservation by right clicking the room number and selecting Walk-In Guests.
  • Select an in-house guest and move them by dragging the guest stay in the calendar grid to a different room. The room must be vacant. If the room is dirty a message will display. Leased rooms cannot be moved. Group reservations cannot be moved. If the property parameter ROOMPLANCONFIRM is set to True, a confirmation message for the room move will display.
  • Create a reservation by selecting an arrival date in the calendar grid, then right-clicking and selecting Create Guest Stay.
  • Create a work order by selecting a date in the calendar grid for a room, then right-clicking and selecting Create Work Order. Only minor work orders can be created on occupied rooms.
  • Create a manual room hold by selecting a date in the calendar grid for a room, then right-clicking and selecting Create Manual Room Hold.
  • Select a guest stay and right-click and select Folio Wizard to bring up the Folio Wizard screen.

    See Folio Wizard.

  • Extend or shorten a guest stay by dragging to a new departure date.
  • Check in a guest stay by right clicking on the guest stay and selecting Check-In.
  • Check out a guest stay by right clicking on the guest stay and selecting Check-Out.
  • Add add-on items to a guest stay by right clicking the guest stay and selecting Add-Ons.
  • Unassign a room by right clicking a guest stay bar and selecting Unassign Room.
  • Change the details of the stay by right clicking on the guest stay and selectingStay Wizard.
  • Manage shares by right clicking a share in the calendar grid, then selecting Update Shares.
  • View shares by right clicking a share in the calendar grid, then selecting Show Shares.
  • Right click a lease room hold to view a list of all tentative leases for the room.
  • Right click a leased room in Definite status and select Lease to bring up the lease record.
  • In Assigned Guests section, the following fields are displayed:
    • ID Number: The number on the identification document provided.
    • Service: The branch of the armed forces to which the guest belongs to. For example, Air Force, Navy, Army and so on. This field is used by US Military only.
    • Rank: The rank of the guest. This field is used by US Military only.
    • Pay Grade: The pay grade of the guest. This field is used by US Military only.
    • Rating: The guest rating. The guests are limited to room types within their rating. This field is used by US Military only.
    • Gender: The gender of the guest who occupied the room.

      See Gender management.

    • This screen applies the VVIP functionality.
  • When you modify the Room Plan, or Room Type, or Loyalty Level for the guest reservation, the application reviews the Amenities Template to check if any Amenities must be added to the reservation.
    • The Amenity Template is associated with the reservation based on the Apply Template Rule field in the Amenities Templates screen.
    • The Arrival Date of the guest reservation must be same or within the Amenity Start Date and Amenity End Date.