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Bookings and the calendar

Moving a guest to another room

Drag the bar on the chart, or use Move room. It asks for a reason and refuses for good ones.

Two ways: drag the booking bar to another room on the chart, or open the booking and choose Move room. Both ask for a reason from your hotel's room-move list.

Move to another room: the free rooms, the reason, and the move.
Move to another room: the free rooms, the reason, and the move.

Do this

  1. The rooms — every room of the same type, with why each is or is not available tonight. A different type is offered under its own heading; moving up a type is an *upgrade* and the rate question appears.
  2. Reason — recorded against your name.
  3. Charge the new room type's rate — only shown when the type changes. Unticked, the guest keeps the price they booked at.
  4. Move. Housekeeping is told the old room is dirty.

Dragging the bar on the chart to another room opens this same dialog with the room already chosen.

It refuses when:

Where the refusal ends with "an administrator can override this", the screen offers that override to whoever has the role. Where it does not, there is no override — the answer is a different room.

The move is recorded on the booking, on the room history and on the housekeeping board, so the old room is marked dirty and the new one occupied without anybody telling housekeeping separately.

A move is not a rate change

Moving a guest without ticking re-price changes no money figure — the total and the nightly rate stay exactly as they were. So a Go-MMT guest can be moved out of a faulty room by the desk; the OTA rule only fires if you re-price. (Until 16 September a move of a channel booking was refused with a sentence about the rate. It is not any more.)

A booking with no room is given one the same way — drag its card onto a room, or *Give a room* from the card — and the dialog is titled Give a room. See Bookings that have no room yet.

A move into a blocked room is refused with the block's dates and purpose. Open the block or choose another room. A room whose guest left this morning is free for a move this afternoon.

More in Bookings and the calendar

Reading the calendarRooms down the side, dates across the top, and four things worth knowing about the colours. Blocking a room from the chartRight-click a room, say why, from which night to which, and who is blocking it. The channel is told; the chart draws it; a booking into it is refused. Making a bookingNew booking, or click an empty square on the chart. What each field is for. A booking the desk may hold and a manager confirmsAn OTA booking, or one billed to a company or an agent, is held by the desk for 30 minutes — or confirmed there and then with a manager's own login. Bookings that have no room yetEvery live booking with no room number, from any source, is drawn on the chart and listed beside it — and dragged onto a room. Taking a group at your own deskA party needing rooms of more than one kind — a wedding, an offsite, a tour — is taken from the calendar as ONE group: a line per room type, one contact, one code over all of it. Who is paying for a bookingOn a booking typed by hand, the payer — guest, company, travel agent or OTA — can be corrected. The bill moves with it. Where the price comes fromThe rate plan sets the price. Who may change it is a separate question with a deliberate answer. Changing the rate on a bookingAnybody at the desk may name the rate until the guest checks out; after that only an administrator, and it is a tax note. An OTA rate is never changed here. Changing a bookingDates, room, guest and rate can all be amended. Some changes are refused, and some can be overridden. Cancelling, and no-showsBoth need a reason from the list, and both leave the record standing. Holding a room, and the guest pay linkA time-boxed hold with a link the guest can pay on. It releases itself if they do not. Putting a stay in another guest's nameOnly an administrator. Any status, before or after check-out. The booking and its bills carry the new guest; the invoice number, the charges and the tax do not move. A room with more people than it sleepsMoving a party of four into a room that sleeps three is allowed: the picker warns, asks once, does it, and records who said yes. Day use: a room sold for the day, not the nightA guest who arrives in the morning and leaves in the evening and never sleeps in the room. It reserves nothing, holds no room until the desk hands over a key, and the same room can serve two day guests and still take its overnight guest. Booking the same stay againBook again copies a stay for a returning guest, and tells you what the price would be now. Group bookingsMany rooms under one name, created together and cancellable together. UpgradesMove a guest up a grade, priced or complimentary, with the reason recorded. Messaging a guestTemplates render the message; a person sends it. Nothing goes out on its own.