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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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Create reservations with the same arrival and departure date
The Day Use feature allows you to rent your rooms by the hour not only overnight, but also during the day.
Day use reservations for the most part are like normal overnight stays. A key difference is that day use reservations do not affect availability as they are not counted as overnight stays. Like any other reservation, day use reservations appear on the active desktop and in the room plan. Because day guests depart on the same day, day reservations that have been checked in are displayed on the active desktop as departures.
Note
Day use reservations can be created as individual reservations. Group reservations, room allotments or pseudo-rooms are currently not intended for use with day use reservations.
Basically only one day use reservation per room and day is possible!
Day use reservations do not affect availability.
A business suite is booked from 09:30 am to 12:30 to conduct interviews. Afterwards, the suite is reserved for one night from 4 p.m. onwards.
A passenger has a stopover of 7 hours before his connecting flight. In order to take a rest between flights, the guest books a hotel room which is checked in and out on the same business day.
In
the reservation enquiry you search specifically for available "day
use reservation" for the desired arrival date.
Please note the following Business considerations before using the Day Uses Feature in your hotel software. If you have any questions, please contact our Cloud Support Team, they will be happy to advise you.
In order to be able to book day use reservations, you must set up the corresponding day use rate codes in the system data for the rates! See below: Set up Day Use Rates Day use rate codes must never be marked as default rates! |
If you book a day use reservation for a room type which is assigned to an allotment which has not yet been fully picked up, this might lead to overbookings under certain circumstances.
Example
Suppose the standard double room type was reserved from 01-07 February as part of an allotment of 5 rooms. The rooms haven't been picked up yet.
In this case, there are two possible scenarios:
The picked-up room(s) will be booked continuously for the same guest from 01-07 February.
In this
case, a day use reservation would conflict with the allotment because
the room is occupied in a block for the day and night.
The picked-up room(s) will be booked from 01 to 07 February for various guests staying only one night. For example, airline employees who change daily, check in in the evening and check out again in the morning.
In this case a day use
reservation would be possible, because the double room would be free during
the day.
Conclusion: Whether or not a day use room can be booked if an allotment which has not yet been fully picked up exists for the same room type, must be decided on a case-by-case basis. If you book a day reservation for a room type that has already been reserved by an allotment, make sure to check whether the day reservation is possible (see point 2 in the example above)
Because the Out-of-Order status does not take effect within the system until midnight, it is theoretically possible to create a day use room on the first day of an Out-of-Order status. It is therefore advisable to pay particular attention to the OoO room status when making day reservations.
Related Topics:
Reservation > Block / Unblock rooms
Interfaces such as PBX interfaces, POS systems etc., can be operated in connection with day reservations.
The following interfaces do not support day reservations:
BWI
Ariane Kiosk
IDS connect:
Please create a new rate for day use which is not mapped to any IDS
channel.
Please note that day use reservations do not reduce availability for
IDS reservations.
Please be aware that IDS reservations might be booked on rooms which
are allocated to a day use reservation (IDS reservation status = successful)
Day reservations cannot be checked in or out via the protel Voyager App.
[Reservation > Reservation enquiry]
Day use reservations are created in the Reservation enquiry (Reservation > Reservation enquiry).
To book a room during the day, activate the Day use reservation checkbox in the reservation enquiry - see the following figure.
Example: Select the Day Use Reservation checkbox |
Then choose the the requested arrival date. In this case, the date of departure is identical and the number of nights is automatically set to "0" - see the figure below:
Example: Day use reservsation in the reservation enquiry |
If necessary, select additionally the number of rooms & persons.
If you click on Check availability, you will be shown all available rooms with a "day use" rate.
Select the appropriate combination of rate and room type in the rate matrix and click on Book.
Select a booker for the reservation and enter all of the relevant information.
It is also advisable to enter the planned arrival and departure time in the reservation tab (depending on the system settings, this can even be mandatory) - see the following figure:
Example: Reservation dialog box > Reservation tab > Enter arrival and departure times |
Select OK to create the day use reservation.
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Day use reservations appear in the Arrivals list on the day of arrival and in the Departures list after check-in. The Housekeeping list also contains day use reservations including their arrival and departure times.
In order to distinguish day use reservations from ordinary overnight stays, they are marked respectively throughout the various parts of the program.
There is a separate column for displaying day-use reservations in the reservation lists (Arrivals, Departures, Inhouse and Reservations), as well as in the Housekeeping list. The name of the column is Day Use.
If not visible, you can show the Day Use column - see the following figure.
Example: Active list > Selection of columns to be displayed. Tip: Enter the first letter of the column you are looking for until the column appears in the list ( In this example a "D" should be entered). Save the current list view so that the list is displayed just the way you left it. |
A green checkmark 
in the column indicates a day use reservation.
Example: Active Desktop > A green checkmark in the column indicates a day use reservsation. |
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[Active lists > Day Use only with]
You can filter by day reservations by ticking the Day room - only with checkbox - see the following figure:
Example: Lists > Arrivals > "Day room = only with" Check box |
Day use reservations only appear in the In-house list if you check the "Departures included" checkbox - see the following figure.
Example: Lists > In-house list > Checkbox "Departure = Included" |
In the reservation dialog box, day use reservations can be identified in the window's title by "day use" - see the figure below.
This allows you to see at a glance that this is a "Day use reservation".
Example: Reservation dialog box > The clock icon indicates a day use reservation |
Day Use is displayed in the room plan as follows: (see reservations marked in red):
Example: Room plan > Displaying Day Use. |
The number of day use reservations in the system on a given day is displayed in the Day Use line of the Room Type Plan:
Example: Room Type Plan > A separate line shows the number of reserved day use rooms. |
By double-clicking into the line of a certain tay, the reservations list containing all of the Day Use reservations opens.
NOTE: Day use reservations do not affect availability!
Because they do not reduce availability, Day use reservations are NOT considered in the Hotel Status Widget.
If a day-use reservation is to be assigned using the room assignment (Reservation > Room assignment), the system also displays rooms that may still be occupied in the list of available rooms. This is correct (for example, the day-use reservation is booked for noon, after the last overnight guest checks out). However, you must make sure that the room in question has been checked out when checking in the day-use reservation, at the latest!
Example: Checking in a day use reservsation via the active desktop (Arrival) |
When you check in a day use reservation, the reservation is not displayed on the Active Desktop as an in-house reservation, but directly as a pending departure, since the guest checks out on the same day. In addition, the time of day is saved during check-in so that the exact time of the stay can be determined later. The actual time is not displayed in the reservation dialog box, however, it can be viewed in the action log or output using text replacement codes (see below: Day Use Replacement Codes).
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Related Topics:
Hot Topics > Reservations > Check-in
Example: Checking out a day use reservation via the active desktop (Departure) |
When you check out a day use reservation, the services included in the rate code automatically appear on the invoice. You can check out the reservation just like any other reservation.
When checking out, the time of day is saved; so that the exact time of the stay can be determined later. The actual time is not displayed in the reservation dialog box, however, it can be viewed in the action log or output using text replacement codes (see below: Day Use Replacement Codes).
If a day use reservation is not checked out by the end of the day, the day reservation appears as an open departure for the end of day procedure.
Possible reasons for not checked out day use reservations:
The guest has extended his or her stay and this was not taken up by the system, i.e., it was not entered as an overnight stay.
The invoice was closed, but the reservation was not checked out. Check out the reservation.
The guest has left the hotel without officially checking out. Open the corresponding invoice window and transfer the outstanding charges to a passerby invoice. Check out the reservation with a zero balance.
Related Topics:
Hot Topics > Everything about reservations > Check-out
If you want to extend a day use reservation because the guest decides to stay overnight, you have to either cancel the existing day use reservation and create a completely new reservation (with the corresponding number of nights) or you can create a stay over reservation after checking out the day use reservation.
If you want to convert a reservation for one or more nights into a day use reservation you have to cancel the reservation and create a new day use reservationusing the reservation enquiry.
Day use reservations, like other reservations, can be moved to another room.
If the reservation has not yet been checked in, you can...
select another room in the room tab of the reservation, or
move the reservation in the room plan by dragging and dropping the reservation into another room.
If the day use reservation has already been checked in, you can move it in the room plan.
For technical reasons, the Move button is not available for day use reservations
in the "Room" tab of the reservation.
Related topics:
Hot Topics > Reservations > Move reservations
The creation of day reservations can be controlled via the "Day Use Reservation allowed" user right.
If you do not want to allow a user to create day use reservations, revoke this authorization.
Day reservations are displayed in a separate line in the Manager report.
The room rate is calculated respectively for the day of arrival and/or departure. Day use reservations have no affect on occupancy.
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Code |
Explanation |
${plannedArrival} |
Display of the planned arrival time. The planned arrival time is saved in the Rooms tab of the reservation. |
${plannedDeparture} |
Display of the planned departure time. E.g., the departure time is saved in the Rooms tab of the reservation. |
${checkIn} |
Actual arrival time when checking in the day use reservation |
${checkOut} |
Actual departure time when checking out the day use reservation |
Tip: You can change the date's display format, see here: Displaying various date formats
Example: ${checkIn.dateTimeFull} changes the date to the format: 23 December 2018 15:16:43
Day use reservations are also considered in the action log. The Action Protocol takes into account the following actions:
Creating, Editing, Canceling day use reservations incl. arrival/departure times
Checking in and checking out day use reservations
Booked charges and services
[System data > Reservation > Pricing]
Because day use reservations are sold using exclusive rates, the respective day use rate codes need to be created in the system data.
Note:
Day use rate codes must never be marked as default rates!
Day use rates can only be created within the extended price calculation
As soon as a user searches for day use rooms in the reservation
request (Day Room check box is
activated), the corresponding day use rate codes are offered for the booking.
In protel Air, open the System Data menu and select the Reservation > Pricing menu points.
Switch to the Rates tab.
Under Advanced pricing, create a new rate code or edit an existing one. In the following, we describe the creation process for the sake of completeness:
First, select the group to where the rate code is to be located - e.g., "Day use rates. Then click on the plus sign at the bottom of the dialog box.
protel Air adds a new rate code.
Set the basic settings for this rate code.
Mark the rate code as Day Use Rate by activating the Day Use checkbox.
Afterwards, determine the elements that make up your Day Use Rate (room rate calculation, item calculation, etc.).
For further information for creating advanced rate codes, see here: System
data > Reservations > Pricing > Rates > Advanced
pricing
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