Creating a reservation in the room plan

Video Tutorial

 

Example

Creating reservations is a quick and easy process in the room plan, which provides a constant, up-to-date overview of the occupation and availability of each room. When you open the room plan, the Reservation mode is automatically active. In this mode, you can use the mouse like a pencil and enter the reservation by clicking into the line of the room, holding and pulling open the reservation to fit the time period - just like you would in a traditional paper room plan.

  1. Open the room plan by means of the Reservation > room plan.

  2. For the requested time period, select a suitable room  from the room list located to the left.

  3. Start with the arrival data, click your mouse button and keep it depressed while dragging the cursor to the day of departure. Should a reservation be possible for the selected time period, the reservation will be shown as a bluish transparent bar; the bar will be orange if the reservation is not possible (e.g., because the room is occupied for the selected time period).

    Figure: Room plan: A reservation is dragged open with the mouse.
    Arrival: 18 May, Departure: 20 May 2016

  4. When you reach the desired departure day, release the mouse button. The new reservation is immediately written to the Placed reservation section as a temporary reservation, which opens on the right side of the window. Should you work from numerous workstations, the room will be blocked on all of the workstations for the requested time period. This prevents two members of staff making a reservation for the same room on the same day.

Figure: Room plan: Display of the placed reservations.

  1. The "placed reservations" section once again shows the benchmarks of the reservation (arrival, departure, room, number of persons). Here, you can also:

a) enter the booker

Figure: Room plan > Reservation cache:
Field for entering the booker.

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.

b) change arrival and departure date

Click into the date field (arrival/departure) if you want to select or enter another date for the arrival or departure day. This is especially practical for long-term guests whose departure dates lie several weeks in the future.

c) enter the number of persons

Figure: Room plan > Reservation cache:
Enter number of persons.

By default, one guest will be assigned to each newly created reservation.  If you already know the exact number of persons, you can adjust the number here - either by using the small arrow keys or by simply overwriting the number using your keyboard. The number of persons is limited to the maximum number of occupants for one room.
If you don't want to add any additional rooms, click the [Create] button now and read point 7.

d) add additional rooms

If you want to add other room to the reservation, simply drag open an additional room in the room plan.

Figure: Room plan > Reserving numerous rooms in one work-step.

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

e) marking the reservation as a group reservation.

If you have reserved numerous rooms and the guests arrive 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.

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

  1. 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.

  2. In some systems, certain fields in the reservation dialog box are mandatory fields.
    These fields are marked by an asterisk*  and the dialog can only be closed with the [OK] button after all of the fields have been filled in.

  3. The reservation appears in the room plan.

For further information about the reservation dialog box, look here:
Reservation > Reservation summary