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Attention!
You can find the updated instructions for them in the new protel Air Online Help. Please note: The migration process is still ongoing. Therefore you may still be able to use some functions as described in this Online Help. For this reason, we will not delete this Online Help yet. If you have any questions, please contact your support!
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[Reservation > Allotments > Allotment dialog box > Rooming list | Enter manually]
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With the rooming list feature, you can name all guests and reservations for an allotment manually (this help section) or import them from an Excel spreadsheet (see Import file section) in just a few steps.
The 'Rooming list | Enter manually' feature enables you to manually enter all guests and reservations for an allotment into a central dialog box. This provides you with an efficient tool for selecting several reservations for an allotment in a single step. This feature will especially benefit you when dealing with larger allotments.
Example
The booker of an allotment was sent the allotment contract for signature. A few days later, they return the signed contract, including recognition of the terms and conditions. The allotment has already been set to blocking. Now, only the reservations for the allotment have to be named.
A few days later, the booker sends you a list containing the names of the guests. At this point at the latest, the allotment can finally be set to ''Open for pickup'' and all of the guests can be named for the allotment. The input of the guests can take place directly in the rooming list: Here you can enter all of the guests one after the other. After that, all of the guests have been named and all of the reservations are in the system.
[Reservation > Allotments > Allotment dialog box > Rooming list | Enter manually]
The rooming list is individually entered for each allotment.
Open the relevant allotment (Reservation > Allotments > Edit allotment)
and click on the Rooming list > Enter
manually button located in the lower left of the window.
Please keep in mind!
The Rooming list button is only active if a certain number of rooms has been created for the allotment (go to ''Allotment'' section). and the Open for pickupstatus has been activated!
In order to use the rooming list, the user must be assigned a corresponding user right: PAirAllotmentImportRoomingList
The Rooming list window then opens.
[Reservation > Allotments > Allotment dialog box > Rooming list | Enter manually]
Open the relevant allotment (Reservation > Allotments > Edit allotment) and click on the Rooming list > Enter manually button located in the lower left of the window.
In the Rooming list dialog box, you can successively enter the guest data in each line: Each row corresponds to a specific reservation data record that will be created for the allotment: One guest profile and one reservation are created per line (several if the number of rooms is the same).
Start with the first guest in the first line.
Fill in at least the mandatory fields such as last name, arrival, departure, number of rooms, number of adults, and room type (RT). Hint: Press the tab key to move to the next field.
As soon as all of the mandatory fields have been filled in, the cursor automatically jumps to the next line where you can enter the next guest.
After all of the guests have been entered into the list, click the Add button.
protel Air now creates the respective reservations.
In the Reservation tab of the Allotment you can finally view the reservations you have created - see next figure:
Hint: If the reservations do not appear immediately in the Overview tab, close the allotment and then reopen it!
With each manual entry, the data (guests and reservations) are newly created! Repeat entry of the same list would result in duplicate data. The guest profiles are created with the ''Mark as deleted'' status. This prevents excessive duplicates from occurring in protel Air (more information can be found in the FAQ). |
[Reservation > Allotments > Allotment dialog box > Rooming list | Enter manually]
The following list contains all of the fields that protel Air provides for importing purposes. by showing and hiding columns, you can decide which fields are to appear in the Excel file (see section on ''Showing and Hiding Columns'').
Mandatory fields: Columns marked as mandatory fields must be filled in. The reservation data cannot be created without making an entry into the mandatory field .
Dropdown list: If certain elements are made available in a cell via a dropdown list, only the elements appearing in that list may be selected!
Column |
Mandatory field |
Format/selection |
Explanation |
ID |
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Figure |
Sequence number beginning with 1 This number is automatically created by the system and cannot be changed! |
Last name |
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Free text |
Last name of guest. The entry of the last name is mandatory. |
First name |
|
Free text |
First name of guest. |
Middle name |
|
Free text |
Middle name |
Second last name |
|
Free text |
Second last name |
Salut. |
|
Drop-down list |
Guest's personal salutation Select an element from the list. |
Gender |
|
Drop-down list |
Guest's gender. Select an element from the list. |
Birthday |
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Date |
Guest's birthday. The guest's date of birth must be entered in a valid date format. |
Language |
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Drop-down list |
Language spoken by the guest. Select an element from the list. |
Nationality |
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Drop-down list |
Guest's nationality. Select an element from the list. |
Passport |
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Free text |
The guest's identification number, passport number, etc. |
Arrival |
|
Date |
Date the guest arrives. The entry of the arrival date is mandatory. |
Departure |
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Date |
Date when the guest departs. The entry of the departure date is mandatory. |
Number of Rooms |
|
Figure |
The number of rooms for this guest. This information is mandatory. |
Number of Adults |
|
Figure |
The number of adults for this guest. This information is mandatory. |
Number of Children |
|
Figure |
Number of children for this guest. |
RT |
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Drop-down list |
The room type being booked. Select an element from the list. Only room types that have been configured in the allotment are offered for selection here! |
Arrival time |
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Time |
Planned time of arrival. |
Departure time |
|
Time |
Planned time of departure. |
Notes |
|
Free text |
Additional comments regarding the reservation. |
VIP codes |
|
Drop-down list |
Guest's VIP code. Select an element from the list. |
You can easily hide columns which you do not require for the manual entry. It is important that you do not hide any mandatory fields, as these are required for error-free input.
This is how it works
Call up the allotment (Reservation > Allotments > Edit allotment) and click on the Rooming list > Enter manually button located in the lower left of the window.
Move the mouse over the column header of any column and then click on the small arrow - see illustration:
Select the Columns entry in drop-down list.
Columns that are already active in the template have a checkmark in the respective box.
To hide a column, you simply have to uncheck the checkbox.
In our example, several columns are hidden at once - see the figure below:
Attention!
Never
hide columns that are mandatory fields because they are required
for error-free import! These fields are mandatory:
ID
Last name
Arrival date
Departure date
Number of rooms
Number of adults
Room type
The columns displayed
in the window update according to the selection made.
Now, click on Save current list view.
Close the window by clicking on Close.
Note!
The column settings are used for
all allotments!
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