Assigning a guest room

Assign a guest room prior to the guest check-in. If the guest is In House in a room that is a component of a suite and you want to move the guest from the component room to the suite that uses that component room, the availability of all the other component rooms is checked by the system. The suite is available only if all the other component rooms are available. The suite room status is displayed based on the other component rooms.

Note: In case of US Military which uses the Gender Management functionality, the property parameter Gender Manage Rooms check box is selected. If a room is restricted or occupied by another gender, the gender symbol is displayed. The icon indicates which gender is required for the room. Rooms occupied by or restricted to the opposite gender cannot be selected. When a room is restricted to the opposite gender, it is considered as not available. The rooms restricted to the opposite gender are displayed when you select Show Assigned Rooms check box.

See Gender management .

To assign a guest to a room:

  1. Click Room Assignment. The Room Assignment page is displayed with a list of all the available rooms based on the room type specified on the reservation. If room rotation is used, rooms with the lowest amount of total room points appear at the top of the list. When the owner room rotation method is used and the top room in the list is not assigned, you will be prompted for a reason. See Understanding room rotation.
    The Room Assignment page displays the list of rooms and a calendar grid that indicates the status and availability of a room. Hovering over a room number with the mouse also displays information on the related room reservation. Different colors and icons identify the status of the room, which are defined in the legend that appears at the bottom of the page.
  2. In the Search Criteria section of the page, enter a search criteria to narrow or modify the Room List as necessary.
  3. Specify this information:
    Retain Current Rate
    Select to search for a different room type while retaining the current rate for the room type specified on the guest reservation. This feature can be used when there are no available rooms of the room type specified on the guest reservation, and selecting Retain Current Rate enables you to find the guest an available room that is a different type without re-quoting the price that was quoted for the room type on the guest reservation.
    Rate Reason
    By default the rate reason is populated If you have selected Retain Current Rate check box.
    Show Assigned Rooms
    Select to display rooms that are currently assigned to another guest.
    Show Unavailable Types
    Select to include room types in the search results that are sold out or restricted.
    Show Dirty
    Select the check box to include the rooms with Status set to Dirty in the search result.
    Note: The check box is not selected during the check-in process.
    Show Due Outs
    Select the check box to include the details of the occupied rooms in the search result.
    Note: The check box is not selected during the check-in process.
    Room Attributes
    Specify the attributes that a room must have to be included in the search results.
    Note: Room attributes and guest preferences with the same codes are equivalent, and the room attributes will default to guest preferences that are also room attributes.
    Non-Smoking
    Select to display only non-smoking rooms in the search results.
    Accessible
    Select to display only handicapped accessible rooms in the search results.
    Note:  Non-Smoking and Accessible are both room attributes and guest preferences that are pre-defined as a part of the system configuration. Due to the importance of these features, you are able to limit search results as a part of the check-in process as well.
    No Connecting Room
    Select to display only rooms non-connecting rooms in the search results.
    Connecting Room
    Select a room number to display only rooms which connect to the selected room number in the search results. A connecting room refers to an adjacent room with direct access between the rooms, making the use of a corridor between the adjacent rooms unnecessary.
    Exposure
    Select the view or exposure of the room. For example, ocean view, mountain view and so on.
  4. Click Search. The rooms matching the specified search criteria are displayed.
  5. Double click the room to assign for the guest reservation. The guest reservation is updated with the room information, and the Record View tab is displayed.