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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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Your quick view of availability
The protel Air room type plan offers you a constant overview of the current room availability. In this view, filtered for room type, you can see how many rooms you have available at a certain time. As a result, the protel Air room type plan is the ideal instrument to enable you to make precise offers and agreements for querying companies, travel agencies, or groups. By the way, you can book numerous rooms for several guests in a single work step, while keeping track of Dates, events, and your capacity at the same time.
Tipp: The quickest way to return your browser to this zoom setting is to use the keyboard shortcut [Ctrl] + 0 (Windows) or [Cmd] + 0 (Mac). |
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At the upper left corner of the data field, you provide which time-period is to be displayed in the window. By default, the room type plan always opens with the protel Air date (vertical blue bar).
Enter the desired date either manually or click on the calendar symbol
, to select the desired date
by means of the calendar.
By clicking the [Today] button, you can immediately jump to protel's current date.
Only applies if you have set overbooking limits.
If the Incl. Overbooking checkbox is enabled, the number of physical rooms plus the overbooking value is displayed in all relevant room type columns and the Total available line.
If the checkbox is disabled, only the number of physical rooms available for selling is displayed in all room type columns and the Total available line.
If requested the checkbox can be preset by default using a special
system setting (XSetup). If you wish to make this setting and require
assistance, please contact our Cloud
Support Team.
The weekdays are displayed in the room type plans time bar, starting with the selected date in the date field. In the time bar's background, the month and year will be displayed for you.
HINT! Move "columns": With your mouse, click on an arbitrary position on the time line and move your mouse to the left or right while keeping the mouse button depressed.
Below the time bar, you will find an exclusive display area for events or special dates. This allows you to see which seasonal period you are in. New events or special dates can be very easily entered, edited, or deleted in the Menu options > Events.
If you use short names for your room types in your system data, the room type plan will automatically show you the respective short form. Has a short form not been saved to the system data, the entire name will be shown in the room type plan. To the right of the name, the total number of rooms for this room type is displayed (not to be mixed up with the actually rooms available).
In the center window area, you will notice the core of the room type plan: The individual room types with the available rooms is displayed in a grid.
The room types are listed in alphabetical order if no other sequence has been defined in the system data.
Example: In the Deluxe King room type, there are 9 rooms available for an overnight stay from 03 to 04 October. Only 1 room is available for an overnight stay from 04 to 05 October - see the following figure.
[Reservation > Room type plan]
The availability section shows the following fields:
Total number of available rooms minus deducting room allotments minus Out of Order rooms minus tentative reservations. This information is important to quickly decide reservation enquiries. The displayed amount can change when activating the "Incl. Overbooking" checkbox. In doing so, the overbookable rooms are also displayed.
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Total Overbooking |
Displays the overbookable rooms for the day in question. The number can include the following information:
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Allot - Non Ded / Not PU |
Number of room allotments that have been created as "Non deduct" and that haven't been picked up yet. |
Allot - Non Ded / PU |
Number of room allotments that have been created as "Non deduct" and that have already been picked up. |
Allot - Deduct / Not PU |
Number of room allotments that have been created as "Deduct" and that haven't been picked up yet.
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Allot - Deduct / PU |
Number of room allotments that have been created as "Deduct" and that have already been picked up. |
The number of rooms which are blocked (=out of order, i.e., cannot be sold) on a certain date will be displayed here (go to the section about booking > Block / unblock rooms). |
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Option status By default protel Air is installed with two reservation status which are deemed as "Option Status". These are (* Optional and * Bidding or *Non Binding). These are referred to as Option Status in protel Air. |
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Option - Deduct |
Number of rooms with an * Optional status which reduce from availability.
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Option - Non Deduct |
Number of rooms with a * Bidding or * Non Binding status which do not reduce from availability.
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Confirmed - Deduct |
This is a number of rooms booked (including Option – Deduct) plus Number of rooms allocated to Deducting Allotments.
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Physically available |
The number of available rooms deducting the number of room allotments. Overbooking values are not included in this figure. |
This is the percentage of occupied rooms based on physical inventory configured in you system data. A physical room is defined as a “real” room you can sell to a guest.
Real rooms (physical) = 100 Rooms occupied (deduct) = 50 % Occupied = 50%
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This area opens on the right-side of the window, as soon as you create a reservation in the room type plan.
You can change the size of the shopping cart individually. Just pull its border with the mouse and move it to the left or right side.
Room type reservationThe "Room type reservation" check box decides whether a fixed room is occupied or if a room type reservation is to be booked.
Box is checked |
A room type reservation reduces the availability of the room type - the actual room is not assigned until the check-in. |
Box is not checked |
When making a reservation for a room, protel Air automatically assigns a particular room to the reservation. And the reservation will be displayed in the room plan. |
Attention!
By default, the room type plan always opens in the “Create room
reservation” mode. Remember to set the checkmark when wanting
to book a room type reservation!
Group reservationThe checkmark in the "group reservation" check box determines whether or not a group reservation is to be created (further information about group reservations can be found here).
Box is checked |
The reservation will be created as a group reservation. The creation of group reservations is useful, for example if more than one guests arrive as a group and the booking has been done via a common tour operator. The advantage in using group reservations is that the booking data can be processed together and services can be paid accordingly. |
Box is not checked |
The reservation will be created as a default reservation with the provided number of rooms. |
If your hotel works with room allotments and there are allotments available for the selected time period, the respective allotment can be selected and allocated here. If you do not have any active allotments for the selected time period, the selection list will remain empty. For more information about how to create allotments, click here.
This is where you enter the name of the bookers (or parts of it, e.g., starting letters). 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 adopted by hitting <Enter>:
Illustration: The booker has been found
in the database and |
Should the guest not yet be available...
Illustration: The booker has not been located 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.
The time-period is preset with the duration of stay selected in the room type plan. If you want to change the arrival or departure date click in the date field to open the calender. This comes in handy if the departure date is several weeks in the future.
The room type is preset with the selected room type row in the room type area.
If you know the precise number of guests occupying the room(s) at the time of making the reservation, you can use the small arrow buttons to set the number of occupants for each age group. The number you enter is limited to the maximum occupancy of the respective room type. You can also just enter the correct number of guests in the entry field “Persons” without using the arrows.
This is where you enter the number of rooms. Or use the little arrow buttons to change the number.
The number of rooms corresponds with the selected room type in the room type area.
You can delete a pre-selected reservation by click on the recycling bin.
Example:
In the illustration, the pre-selected rooms will be deleted.
To book the pre-selected reservation, click on the [Create] button located at the bottom right corner of the window.
NOTE: The button is only
activated once you have entered a booker!
Availability check during entry
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 automatically receive a message!
Just use
the direction keys 
(back)
& 
(forward) for smoothly
moving the time axis
the direction keys [↑] & [↓] to smoothly navigate up and down, room by room
the scroll keys [Pg-up] & [Pg-down] or Shift + ↑ and Shift + ↓ to see the top or bottom of the room plan.
Set the appearance of your room type plan! Hide or show entire room types or single total lines in the availability area of the room type plan.
When clicking on the [Settings] button on the top right of the room type plan, you will be forwarded to the room type plan settings.
In the left part of the dialog box, drag & drop the rows which you do not want to have appear in the room type plan and then click on [OK].
To
hide a room, select the room in the left window and click on the arrow
button pointing to the right : 
The room is then moved to the window to the right and is therefore hidden from the room plan.
In order to
hide several entries in one quick step, keep the "CTRL" depressed and move your pointer over the entries and click on the ones you would like to hide.
Afterwards, click on the
arrow button pointing to the right: 
or
If
you would like to move an entire "Block" of rooms, click
on the "Shift key" and keep it depressed.
Use
the left mouse button to select the first entry of the block of rooms.
Afterwards, select the last entry using your left mouse button. You have now selected a block of rooms.
Afterwards, click on the
arrow button pointing to the right: 
Click on OK to apply the changes you have made.
The entry is then moved to right part of the window and hidden from the room plan.
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You can learn more about how to create a reservation in the room type plan in the chapters below |
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