Attention!

The protel Air upgrade in Summer 2020 brought about changes to the user interface and also to many functions.

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!

Creating a reservation in the room type plan

Video Tutorial

Example

In the room type plan, you will be able to book several rooms for any number of guests in a single work-step. For a reservation entry by means of the room type plan, we recommend you use the following steps:

To enter a reservation for a particular room type, place your mouse on the row in the respective room type for which you would like to make the reservation.
Hint: The numbers in the room type column tell you how many rooms are available for the room type.
Click on the arrival date in the row of the room type, hold the mouse key and pull the mouse pointer to the departure date. Then release the mouse key.

Figure: Creating a reservation in the room type plan
The new reservation now appears in the "Placed reservations" section which opens at the right side of the window.

Figure: Room type plan: Placed reservations display

The status of the room type reservation check box determines whether you are making a reservation for a particular room or a general room type.

Figure: Room type plan > Reservation cache:
The reservation will be marked as a room type reservation.

A room type reservation (= checkbox is checked) reduces the availability of the room type - the actual room is not assigned until the guest checks in.
If the checkbox is NOT checked, protel Air automatically assigns a particular room of the selected room type to the reservation. The reservation will be displayed in the room plan accordingly.

When making a room reservation, a fixed room is automatically allotted to the booked room type - the reservations then appear in the room type plan.

A room type reservation is first debited from the amount of booked room types - the actual room is not assigned until the check-in.

By default, the room type plan opens in "Room reservation mode". Remember to select the "Room type reservation" checkbox if you want to post a room type reservation!

If the guests are arriving as a group, set the check mark in the Group Reservation check box:

Figure: Room plan > Reservation cache:
The reservation will be marked as a group reservation.

A group reservation will be generated when numerous guests have at least one attribute in common (for example they have a common travel agent).

For more information about group reservations, go here.

Then, enter the name of the booker (or parts of it) into the "Booker" field. During the entry, protel Air checks to see if the name has already been entered into the database. Matches will be displayed in a list and can be directly used by hitting the <Enter> key.

Should the guest not yet be available...

Figure: The booker was not found in the database.

... open the guest profile by clicking on the magnifying glass and clicking on New guest profile to add the guest to the database.

Click into the date field (arrivals/departures( if you want to select or enter another date for the day of arrival or departure. This is especially practical for long-term guests, e.g., whose departure dates lie several weeks in the future.
Provide the number of rooms you would like to reserve in the selected room type - either by using the little arrow keys or by using your keyboard to overwrite the number.

Enter number of persons:
If you already know the exact occupancy at this time, you can adjust the number of persons in the "Pers." column. The number you enter is limited to the maximum occupancy of the respective room type.

Would you like to add no more rooms? Click the [Create] button and continue reading at point 11.

Add additional room types
If you would like to add more rooms from another room type, simply drag open a new reservation in the desired room type line.

Figure: Room type plan > Reserving numerous room types in one step.

HINT: If you would like to remove a room type reservation, simply go to the click on the waste basket symbol next to the reservation. Caution: By clicking the [Cancel] button, you are aborting the entire reservation procedure.

Click on the [Create] button to save the reservation.

Enter reservation details: The reservation dialog box now appears on your screen. Here you have access to all other guest and reservation data. Confirm the reservation dialog by clicking on [OK], in order to save changes made.
In some systems, certain fields in the reservation dialog box are mandatory fields.
These fields are marked by an asterix* and the dialog can only be closed with the [OK] button after all of the fields have been filled in.

During entry, protel Air immediately checks if the entered amount of rooms and the number of people are actually available for the selected room type. If the entry exceeds availability, you will receive a message.

You can find further information about the reservation summary here:
Reservation > Reservation dialog

Related Topics:
Room type plan > Group reservation