Room allocation - ResRequest Support

Room allocation is simply the allocation of rooms to guests so you know how many and exactly which rooms will be occupied by different guests. Roomallocation Hooray!Ournewresponsivecalendarishere! TheClassicRoomingCalendarisbeingphasedoutsoon.Tutorialswillbereplacedwithournew,responsiveModernRoomingCalendar,alreadyavailableinver7.30.Formoreinformationonthe ModernCalendarvisitourwebpage orcontactour supportteam andwewillgiveyouagrandtour! N.B TheClassicRoomingcalendarwillbedeprecatedbyJanuary2021. Roomallocation Roomallocationissimplytheallocationofroomstoguestssoyouknowhowmanyandexactlywhichroomswillbeoccupiedbydifferentguests.Roomallocationisabasicconceptbutavitalprocessnecessarytoavoidmishapsinthelodge.Itbecomesessentialwhenthelodgebecomesbusierandyouhaveback-to-backoccupancies. Whyallocatearoom? Avoidguestsneedingtochangeroomsduringtheirstay. Allocatespecialrequests,e.g.Arepeatanniversarycouplemayrequest,“Thesameroomaslastyearplease!”. Recordingtransactionsmanuallytoadebtor’snameiseasyifaguestnameisallocatedtoaroom. Interfaces–ifyouhaveinterfacedtoaPOSortelephonesystemthechargeisrecordedonaroomnumber. Roomingcanbedoneatthetimeofbookingbythereservationsmanageratareservationslevel,seetheRoomingtutorialintheCentralReservationsmodule,oritcanbedoneatalaterstagebytheproperty.ThelodgestaffwouldnaturallyusetheRoomingCalendartoallocaterooms. RoomingfromtheRoomingCalendar ToallocateroomsnavigatethroughProperty>RoomingCalendar. Settherelevantfiltersandgeneratethecalendar Clickonthereservationrowinthe‘Unallocatedreservations’(therowwillgogreen). Clickonthe‘Roomfunctions’button(orpressCtrlF4) Usethecontentdetailsatthetopofthispop-uptoselectasuitable/mostappropriateroom. Selecttheroom(s)youwanttoallocateandselect‘Allocate/Changeroom’. Onceroomedthebookingwillthenmovefromthe‘UnallocatedReservations’listtothecalendarintherowoftheselectedroom. Roomconfigurations TheRoomFunction’spopupwillshowyouthepaxamountandifthereareadultsorchildrenstayingintheroom,e.g.(2A,0C)alongsidethebookingname.Thiswillassistyourstaffwithensuringthegueststaysinasuitableormoreappropriateroom,e.g.doublebedforacoupleortwinbedsforanadultandchildstayingtogether.Ifyouhavesetupbedconfigurations(twinordouble)asRatecomponentsthenthiswillalsoreflectinthepopupunder‘Optionals’.Thisisanadditionalsteptoensureyourguestsstayintherightroom. Changingrooms Guestsmayrequestadifferentroomafteralreadybeingroomedorperhapsyouhavetoshuffleyourguestsaroundtoaccommodatenewbookings.Changingroomsisverysimple. Selectthereservationfromthecalendarportionandclickon‘Roomfunctions’ Choosetheroommoresuitabletotheguest.(Alsoseeourguideonupgradingrooms) Selectanewroomandselectthe‘Allocate/Changeroom’button. Upgradingrooms Guestsmayrequestaroomupgradeaftermakingtheirbookingoritmaybesomethingyouchoosetoofferaguest.TherearevariouswaystodoroomupgradesinResRequestincludingupgradesatnochargeandforanextracharge.Youwillneedtodecideonaupgradepolicythatworksbestforyourteamandmustalwaysensurethatyourroomtyperevenuereflectscorrectlyforreportingpurposes. Upgradeatnoextracharge Whenallocatingaroomtoabookingusingthe‘RoomFunctions’popup,itwillreflecttheitinerarylinedetailsincludingtheroomtype,e.g.Standardsuites.Othervacantroomtypeswillalsobereflectedheregivingyoutheoptiontoselectaroomtypethatisnotinlinewiththereservation. ThespecificroomtypehasbeenbookedasisreflectedintheReservationItinerarySummary,e.g.StandardsuitesintheAccommodationcolumn. SelecttheroomyouarechoosingtoupgradetointheRoomFunctionspopup,e.g.insteadofselectingtheStandardsuiteasreflectedonthereservation,selecttheLuxurysuite.Roomingaguestinaroomnotreflectedonthereservationitinerarylineisconsideredanupgrade.ThisisalsoreflectedontheRoomingtabasshownbelow. TracktheseupgradesthroughtheRoomDiscrepancyreportwhichidentifiesthebookingswithdifferentroomingdetailsontheitinerarylineandroomingcalendar. Byupgradingthisway,itisveryimportanttorememberthat: Stockavailabilityandrevenueonlychangewhenanitinerarylineischanged,notwhenareservationisroomedsothestockandrevenuereflectingfortheitineraryroomtypewillbemisleadingandwillaffectyourreportresults. Ifyouwouldlikethestockandrevenuetoreflectontheupgradedroom,youwillneedtodeletetheexistingitineraryline,e.g.standardsuites,thenaddanitinerarylinefortheroomtypetowhichyouareupgradingtheguest,e.g.luxurysuite,andoverridetheratetotheoriginalamountquotedfortheoldroom,e.g.standardsuite. NOTE:WerecommendthatyoumakearecordofthischangeintheReservationinternalnotessotherestofyourteamareawareofthechange. Upgradingwithanextracharge Ifyourguestishappytopaytheextrachargetostayinamoreexpensivesuitethatyouhaveavailable,thenyoucanchangethereservationItinerarylinetoreflecttheupgradedroom. Fromtheroomingcalendar,selectthereservation(itwillhighlightingreen),clickon‘GotoReservations’. OntheDetailstabofthereservation,gototheItinerarysummary.Clickonthe‘AddItineraryitem’buttontoaddanewitineraryline,selectallthesamedetailsastheexistingitineraryitemexceptselectthenewroomtype,e.g.luxurysuite. Deletetheitinerarylinethatyouarereplacingbyselectingthedropdownarrowtotherightoftheitinerary. Byupgradingthisway,itisimportanttorememberthefollowing: Stockavailabilitywillreflectcorrectlyonyouravailabilitycalendar. Remembertocheckthatthefinancialsarecorrectaftermakinganychangestothebookingasthecostofthenewlyselectedaccommodationtypeshouldapply. Itinerarylinesaddedfromanotherenvironment(otherthanthePropertyserver)cannotbeeditedonaPropertyservere.g.RSorWB.Youwillneedtocommunicatewithyourreservationsofficetomakethesechanges. UsingtheOpscharttohelpwithroomallocations TheOpschartreport(Property>Reports>OperationsChart)canassistyouwithroomingasithasanautoallocatefunction.Inthereportyoumayselectthe‘Auto-allocaterooms’optionwhichmeansbookingsthathavenotyetbeenallocatedaroomwillbeputintoavailableroomsasthesystemseesfit.Thismaybeusedasaguide,butnotasafunction,foryourownrooming.Remember,thereportdoesnotactuallyroomthereservationandmerelyoffersasuggestedroomingsolution.Youwillstillhavetoroomthebookingsseparatelyafterrunningthisreport. Usingtheexamplefiltersabove,areportissimpletogenerateasaguidetoroomyourguests.Remembertoselectthe‘Auto-allocaterooms’option Here’sanexampleofareportwhichshowsroomedandrecommendationsfortheunroomedreservations. SeetheReportsfortheWeektutorialformoreinformationontheOpsChart. 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