|
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!
|
|
|
All-round tool for reservations & co.
The multi-functional room plan enables you to book rooms for single guests or smaller groups, change reservations whenever necessary and directly access all guest data. And even a guest moving from one room to another does not mean extra work for you. You can just change the room of your guest in the active room plan and protel Air will automatically change all relevant details such as room status, invoicing and availability.
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). |
[Room plan]
Basically, the room plan lists all of the rooms in numerical and alphabetical order. Alternately, you can individually determine the order of the rooms in the system data (system data > Room types/Rooms).
The core element of the room plan. Open a reservation by means of the context menu (Information section - Open reservation) or with a double-click.
Each reservation will be shown as a colored bar:
By default, the color of the bars correspond with the status of the reservation. You can simply set which color represents which reservation status in the system data (System data > Reservation codes > Reservation status).
The context menu offers you a large selection of functions which directly correspond to the reservation that you clicked on in the room plan.
Open the context menu by moving your mouse pointer over a reservation and right-clicking your mouse. Then, click on the desired menu point.
The Check-in and Check-out menu points appear for arrivals and departures.
If the first guest entered for a room differs from the booker, you can use the context menu to decide whether or not you would like to open the guest's or the booker's reservation.
|
The following menu points appear for group reservations:
Open group
Group reservation confirmation
If you move your mouse pointer over an occupancy bar, you will be provided with a tool tip containing the most important booking information:
The group name also appears for groups. If the there are special wishes saved in the guest's profile, they will also be shown in the tool tip.
Do you want to know what the room occupancy looks like on a certain date? Then simply click on the calendar page. Or manually enter the date into the date field.
By clicking the [Today] button, you will return directly to today's date.
For
further information on Entry of the date in protel Air
please also see:
Layout, Elements & Functions... > Enter
date
[Reservation > Room plan > Search reservation]
With the aid of the search function, you can search for a certain reservation directly in the room plan.
The displayed time period will be searched for - i.e., only the time-period
which you can see in the opened room plan.
You can search for
If you want to search explicitly for a reservation number, type one hash tag in front of the number, e. g. # 1234.
If you want to search explicitly for a group reservation number, type two hash tags in front of the number, e. g. # # 5678.
Use the mouse to enter the search field. Enter the booker's or the guest's name you are searching for - see following figure:
As soon as you have entered the first letter, protel Air initiates the search. The number of results found will be displayed to the right of the search field.
Numbers with one hash tag put in front # are reservation numbers, numbers with two hash tags put in front ## are group reservation numbers (##0 is a single reservation).
You can use the arrow keys on your keyboard to move from one result to the next. Press ENTER to validate the selection.
The results of your search will be highlighted in color in the room plan:
You can also enter numerous search words, such as first and last name. In this case, protel Air will search for names which contain both words.
If the room plan is to be displayed again in the default view, or if you would like to enter a new search word, clear the search field by clicking the delete icon (x).
[Reservation > Room plan > Search rooms]
You can search for certain rooms: enter the name or the number of the room to the field Search rooms... and the room plan will show you the selected room.
If the room plan is to be displayed again in the default view, or if you would like to enter a new search word, clear the search field by clicking the delete icon (x).
[Room plan | Time bar]
The room plan's time bar shows the time-period where you are now located.
The overview has been divided into weekly blocks to better help you keep an eye on things.
Click
into an arbitrary area of the time bar and move your mouse to the left
or right enabling you to navigate within the time bar.
[Room plan | Events]
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.
[Room plan | Room bar]
The room bar lists all of the hotel rooms and room combinations in alpha-numerical order.
With your mouse pointer, click on the scroll bar and move it up or down to navigate within the room column!
HINT:
Determine position of the room in the room plan!
In the system data, you can issue the sort value for each room which determines where it is to appear in the room plan.
[System data > Room types / Room > Edit room > "Sorting" field]
Has an abbreviation for a room type been entered into the system data, it will appear in the right side of the room plan next to the room number. If an abbreviation has not been set, the full name will be displayed.
NOTE: If you’d like the full name to be displayed, please make sure that no abbreviations have been entered in any language, otherwise the abbreviation will appear for another language.
In the room plan, the current room status will be shown for each room.
Click on the room status symbol located next to the respective room. The selection list where you can choose the desired status then opens.
The various icons mean the following:
Icon |
Meaning |
|
Clean |
|
Checked |
|
Touched |
|
Dirty |
|
Being cleaned |
|
Out of service |
To change the status, just click on it: Click on the room status symbol located next to the respective room. The selection list where you can choose the desired status then opens.
[Room Plan | Displaying related reservations]
If you select a room in the room plan, all other rooms that belong to the same reservation will also be selected. This makes it easier to see which rooms are connected to a reservation:
Out of Service rooms are displayed as follows:
Out of Order rooms are displayed as follows:
Displayed is also the description of the closed rooms.
[Room plan | Create new reservation | Placed reservations]
This area opens on the right-side of the window, as soon as you create a reservation.
You can change the size of the placed reservations window individually. Just pull its border with the mouse and move it to the left or right side.
Group reservation[Room plan | Placed reservations dialog box | Group reservations]
The check mark in the "Create group reservation" check box determines whether or not a group reservation is created.
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. |
You
can find more information about how to create group reservations here
(Chapter "Reservation > Group reservations").
[Room Plan | Placed reservations dialog box | Selecting allotment]
If your hotel works with room allotments and there are room allotments active for the selected time period, you can select and allot a respective room allotment.
The selection list remains empty if there are not any active room allotments for the selected time period.
Learn more about creating room allotments here.
[Room plan | Placed reservations dialog box | Selection of the booker]
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>:
Figure: The booker
has been found in the database and |
Should the guest not yet be available...
Figure: The books have 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.
[Room plan | Placed reservations dialog box | Arrival and departure columns]
The time-period is preset with the duration of stay selected in the room plan.
[Room plan | Placed reservations dialog box | Room column]
The room has been preset with the rooms which have been selected in the room plan.
[Room plan | Placed reservations dialog box | Selection of number of persons]
If you know the precise number of guests at the time of making the reservation, you can use the small arrow buttons to set the number of occupants. The number you enter is limited to the maximum occupancy of the respective room. You can also just enter the correct number of guests in the entry field “No. Persons” without using the arrows.
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 selected room, 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!
|
|
© 2022 protel hotelsoftware GmbH |
