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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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Rooms
tab[Reservation dialog box > Room]
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In This Topic Hide |
The room tab gives you all of the information about the rooms of a reservation. When necessary, you can separately edit each room here. Changes which you make to the dialog are always based on the respective room and guests.
HINT: The contents
of columns with underlined
column titles can be edited inline,
i.e., the contents can be marked and directly edited.
You will find the "Select all" check box at the lower right of the reservation dialog which will help you to quickly and easily make changes for all the rooms or guests in a reservation which contains many rooms and guests. If you find a checkbox which has been activated, all of the guests or rooms of a reservation will be marked and can be simultaneously edited.
The columns of the room tab can be rearranged, shown, hidden, and sorted arbitrarily. You can save the column settings either for you or for all users. The contents of underlined columns can be edited.
See also: Elements & functions > Active Lists > Column settings.
[Reservation summary > "Room" tab > "Room" column]
Possible,
as long as the guest has not yet checked in.
Click on the room you would like to change. If there ae respective rooms
available in the reserved room type for the booked time-span, these rooms
will appear in a drop-down list. There, you can select another room:
For room type reservations (a question mark (?) will be displayed instead of a room number), you can now also allot a room here. The allotted room will then be split.
More
information about room allotment can be found here:
Reservation summary (this chapter) > Section 4c > Allot
rooms.
[Reservation summary > "Room" tab > "Room type" column]
Possible,
as long as the guest has not yet checked in.
Would you like to change the room type for the booked room at short
notice? No problem! To do so, simply click on the room type for the room
in question. If there are still room types available for the booked time-period,
a list field appears from which you can select another room type.
Afterwards, you will be asked if the rate is to be recalculated. The way you answer the question depends on whether you are working with a free update or an upsell.
Answer with Yes if you are dealing with an Upsell. In this case, the calculated room type column is refreshed in the table.
In our example here, a deluxe double room (D-DR) was originally booked. However, the garden suite (GR-SUI) is being charged:
Answer the question with No, if we are dealing with a free Upgrade. In this case, the Calculated room type in the table view has NOT been adjusted.
Another room will be allotted for the respectively changed room type.
[Reservation summary > "Room" column > "Arrival" / "Departure"column]
Select the room and click into the date field in order to edit the arrival or departure date.
The arrival date can only be altered
as long as a room has not yet been checked in.
NOTE: This function is only available for room type reservations containing numerous booked rooms!
[Reservation summary > "Room" tab > "Number of Rooms" column]
Assuming, 2 rooms of the "Deluxe room" type have been booked. This booking should add an additional room within the same room type.
In the "Rooms" tab located in the reservation summary, click on the room number you would like to change ("Number of rooms" column).
You can either use your keyboard to overwrite the number of
booked rooms or selected it from the drop-down list.
[Reservation summary > "Room" tab > "Persons" column]
Only possible with rooms where the maximum
allowed occupancy has not been reached!
Click on the number of persons in the row of the respective room.
Afterwards, select the age group for the guest and click on [Add]
protel Air first inserts an anonymous guest. You can then personalize it later in the Guest tab.
The total rate for the reservation will be automatically adjusted once
you have entered an additional person.
Alternatively you can add guests via the "More tasks" tab - see below (Add guest).
Only
possible if the guest has not yet been checked in.
If you would like to delete an added person, you can do this in the Guest tab: Select guest > More tasks > Cancellation.
[Reservation summary > "Room" tab > Guest name(s)" column]
The Guest name(s) column shows you the guest allotted for this room. Should a room be booked for various persons, the booker will be entered as the guest for the room, all other guests will appear as "<anonymous>". As need arises, you can change the originally allotted Guest or - for "anonymous guests" - you can allot a new guest.
To do so, click on the respective guest name in the room row and enter
the guest's name. protel Air already supports you during the entry by
automatically searching for identical guest names and displaying them
in the results list.
Adopt the desired guest by clicking <Enter> and then use the mouse and click into an arbitrary position in the window area.
[Reservation summary > "Room" tab > "Rate Code" column]
The rate code column shows you the allotted rate code for this room.
As need arises, you can change the original allotted rate code. To do
so, simply click the field below the "Rate code" column:
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Related Topics:
Reservation summary > Manually
alter room rate
Reservation summary > RBD
[Reservation summary > "Room" tab > "Prices" column]
Do you want to change the room rate per night for a reserved room at short notice? Then click on the price of the respective room and enter type in the new price into the field. The new price is valid for the entire reservation and is based on accommodation per night.
[Reservation summary > "Room" tab > "Status" column]
In order to change the reservation status for the booked room, click on the status located in the respective rooms line:
If the guest is departing/arriving at a certain time, the time can be entered or changed in these two fields:
When right-clicking on a room or guest, the context menu appears. The commands in the context menu can vary in the context menu according to the status of the reservation (arrival or departure cancelled, etc.). The same commands that you can call-up via the context menu are also available at the bottom of the window via a Button.
The Check-in button is active in the reservation dialog box:
For departures, the Check-out button is active in the reservation dialog box:
[Reservation dialog box > Room / Guest tab > [Move] button]
Does the guest want to switch rooms during his stay? By means of the move function, the stay can be easily moved to another room for one or more days.
For entering moves, please select the respective room/guest in the reservation summary, and then click on the "More tasks" button and once there, on the [Move] button.
In the reservation, the preset linen change from the system data can be individually overwritten (booked room type / booked price). Each reservation can be allocated to a diverging linen change, e.g., when dealing with a special guest (person suffering from an allergy).
This is what you do:
Note!
You
can save the basic settings for the linen change in the room type
- this will be overwritten by the settings made in the room price.
The settings made in the reservations have the highest priority.
If you click on More tasks located to the right of the window, you will have access to additional editing functions.
The types of functions shown in the "More tasks" area, depends on the reservation status of the reservation which has been opened.
Arriving guests, for example, can be directly checked in; for departing guests, the "Check-out" button appears.
This function is only available for
non-checked rooms on the day of arrival!
[Reservation dialog box > Rooms tab > More tasks > Check-in]
Execute a check-in for a booked room on the arrival day.
All persons who have been allotted to the room, automatically receive the "checked-in" status (even "anonymous guests").
For numerous rooms which have been saved, each room can be checked-in separately - e.g., when guests have varying arrival times.
The multiple selection will allow you to check in numerous rooms at the same time.
This function is only available for
checked-in rooms on the day of departure!
[Reservation dialog box > Rooms tab > More tasks > Check-out]
Execute the checkout for a room on the departure date.
If the room to be checked-out has not yet been invoiced, you can now access all of the respective invoices.
If a checkout is accessed, although a guest's departure date has not yet been reached, you will receive the following message: "One of the selected guests is not departing today. Would you like to continue?". Should the guest actually leave earlier than planned, you can set the departure date to today by simply clicking the button with the same name.
Guests can not be checked out on the
arrival date (the "Check-out" function can not be selected).
[Reservation dialog box > Rooms tab > More tasks > Undo check-in]
This function is only available for
checked-in rooms!
Did you accidentally check-in a guest? With this function, you can undo the check-in process (only possible on arrival date!).
[Reservation dialog box > Rooms tab > More tasks > Undo check-out]
This function is only available for
checked-in rooms!
With the aid of this function, an already executed check-out can be easily undone.
Should the respective guest have already
been booked an invoice, this will have to be opened again by means of
an extra step (Invoice summary > Invoice tasks > Reopen invoice)!
[Reservation summary > "Room" tab > "Room" > More tasks > Cancel room]
This function is only available for non-checked-in rooms!
In the "Reservation summary dialog box > "Room" window, select the room that is to be cancelled and click on the [Cancellation] button located in the "More tasks" area.
Afterwards, enter the turn away reason and click on "OK".
[Reservation summary > "Room" tab > "Room" > More tasks > Undo cancellation]
This menu point is displayed in the More options section, when a cancelled reservation has been marked in the window!
In order to reset a cancelled room, you will first need to make the room visible in the reservation summary: In the lower part of the reservation summary, click on the "Reservation tasks" (m) button and then click on the "Show all cancellations".
Select the cancelled room and click on "More Tasks" > "Undo cancellation".
Would you like to save various rate codes or rates for the individual days of a guest's stay? With the rate by day grid, this is possible. As soon as you enter the edited information into the rate-by-day grid, protel Air will automatically book the correct values to the day.
In the reservation dialog, select the respective room or guest and click on the "More tasks" area and then select the Additional Actions > Rate by day grid.
[Reservation summary > "Room" tab > "Room" > More tasks > Add guest]
This function is only active if the
room's maximum occupancy has not yet been reached!
A click to the "More tasks > Add profile" button adds an additional guest to the selected room.
There are two ways for doing this:
a) The room has already been checked in – Should this be the case, protel Air will create a second data record, starting with the current date:
Example: The guest has checked in on 02 October 2015. An additional guest is added on 03 October.
b) The guest has not yet arrived – In this case, protel Air increases the number of persons for a selected room by one person (compare section on "Changing number of persons").
The total rate for the reservation will
be automatically adjusted once you have entered an additional person.
[Reservation summary >Rooms > More tasks Cancellation conditions]
Below the Additional Actions button, you will find the guarantee conditions and the cancellation conditions valid for the booked room. The conditions are allocated by default via the booked rate code (see also: System data > Pricing).
Via the drop down menus you can add new guarantee and cancellation conditions or change existing ones.
[Reservation summary > Room > More tasks > "Lock room" check box]
For regular guests who prefer a certain room, a room can be permanently assigned to them.
To do so, select the checkbox:
Consequences:
The room can no longer be moved:
No other room can be assigned.
“Reservation > Room assignment” no other room can be assigned in the program.
Reservations with fixed room number will be marked with a little lock symbol in the room plan:
Moving the guest to another room can then only be done with special user rights.
[Reservation summary >Rooms > More tasks > Notes]
This is where you keep special notes about the booked room. Simply enter the text and then click on [Apply].
HINT: The ${resItems.roomNotes} replacement code enables you to use the room notes you have saved here in the extended reservation texts. Should you have questions about inserting replacement codes into your templates, go here or contact your protel Cloud Support Team or your protel partner.
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