Reservations and Deposits

The columns or fields that are displayed on the Reservation window may be selected by right-clicking on the menu and selecting the fields to display. Fields with a check mark will be displayed, those without a check will not show on the window.

The list of reservations that appear in the Reservation window can also be grouped in multiple views by selecting the tabs across the top of the Reservations window. You may change the sort order by clicking on the header to cycle between ascending or descending order in the following ways:

By CheckIn Date - The Reservation list will be sorted in order based on the CheckIn date of the reservation.

By Full Name - The Reservation list will be sorted in Alphabetical order based on the last name of the guest who appears on the reservation.

By Confirmation Number - The Reservation list will be sorted by the confirmation number of the reservation.

By Reference Number - The Reservation list will be sorted by the reference number provided in the reservation.

Deposits - The Reservation list will be sorted by the amount on deposit.

Groups - The Reservation list will be sorted to show only reservations that are part of a Group.

Web/GDS - The Reservation list will only show Internet reservations. These are reservations entered through Worldlink.

Follow Up's - The Reservation list will be sorted by reservations with Follow Up's flags to quickly show which reservations require specific attention.

Today - Only reservations for the current audit date appear making it easier to locate and work with the day's arrivals.

Additional fields are also available to display and sort on.

The sort order also determines how you can locate reservations. For example, when the Full Name tab is used, typing in the first letter of the last name of a reservation will jump the cursor to first reservation starting with that letter.

Reservations are made when a guest phones you or sends you a letter reserving a room(s) for the future. If a guest is checking in, you do not need to make a reservation, use the Walk-In Wizard to quickly check them in.

If you would like to reduce number of reservations displayed on the Reservations window, you may check the Show Only Future Reservations checkbox on the left side of the Reservations window. This will display Reservations with a reserved status only and suppress all other entries.

The display as Chart option displays a chart of Reservations by Employee for the time frame selected from the drop down box. Other charts available include Cancelled by User and Reservations by date, Rate Code and User Field 1 or 2. See Displaying Data for more information on displaying charts and graphs.

How do I create a new reservation?

Go to the Front Desk menu and select Reservations. Next, select the Add Reservation button. A confirmation number is automatically assigned. Complete the form and then press the OK button to save the reservation.

Go to Making a Reservation for a step-by-step overview of creating a reservation.

How do I make changes to an existing reservation?

Go to the Front Desk menu and select Reservations. Next, position the selection bar on the correct record and select the Change button, or double-click on the record.

Use the different tabs to quickly find the desired reservation:

• Select CheckIn Date and scroll down to the reservation's arrival date.

• Select Full Name and find the reservation alphabetically, or typing the first letter of the guest's last name and roomMaster will go to the first reservation starting with that letter.

• Select Confirmation Number and find the confirmation number, or start typing the guest's confirmation number and roomMaster will go to that confirmation number.

• Select Reference Number and find the reference number -- roomMaster will sort reservations by the entries in the Reference field.

• Selecting the Follow Up's tab will filter the reservation list by the Follow Up's flags to quickly show which reservations require specific attention.

• Select the Today tab for reservations arriving on the current audit date.

How do I post advance deposits to a reservation?

When creating or changing a reservation, select the Deposit button at the top of the reservation screen. Next, you have the ability to add new deposits, or transfer them to a guest folio. For more information, see Advance Deposits.

How do I cancel a reservation?

Go to the Front Desk menu and select Reservations. Open the desired reservation (see "How do I make changes...?" above), then select the Cancel Reservation button.

For more information, see No-Shows and Forfeiting Deposits.

How do I reinstate a reservation once it has been cancelled?

Go to the Front Desk menu and select Reservations. Open the desired reservation (see "How do I make changes...?" above), then select the Reinstate Reservation button.

How do I check-in a guest from their reservation?

Go to the Front Desk menu and select Reservations. Open the desired reservation then select the Check-In button. You should then follow through with all the prompts, which include transferring any deposit, accepting any credit card changes, printing a sign-in sheet and then posting any pre-payments which may be collected at checkin.

See the following topics for more in-depth information: Checking in a guest without a reservation or Checking in a guest from a reservation.

What is a Wait List reservation?

A Wait List reservation is made when you currently do not have rooms for a date in the future, but there is a chance some will come available. It is treated exactly like a regular reservation by roomMaster, however it does not affect the inventory and forecast. Check the Wait List option in the upper right corner of the reservations screen to place a reservation on the wait list.

All Wait Listed reservations can be seen by selecting F4 - Availability/Room Chart > Upgrades/WaitLists. Click here for information on the Wait List feature.

Room types for dates with Wait Listed reservations are highlighted in aqua on the F4 - Availability/Room Chart when displayed by room type and in the Availability Breakdown (F4 - Availability/Room Chart > Breakdown). A blue sign in book icon designates Wait Listed reservations the F5 - Reservations screen.

To print a report of wait listed reservations, select Reports > Reservations > Arrivals Detail Listing and only check the Wait Listed status.

Wait Listed Reservations are not automatically converted to active reservations for many reasons.

You have to call the guest to confirm they still want the reservation. Cancelled reservations can happen at anytime, during the night, when you are busy, etc. - Chances are the exact second you are cancelling a reservation, you are unable to immediately confirm with another party their wait-listed reservation. Deposits also have to be taken, confirmation letters printed, decisions to be made.

Also, a cancelled reservation for 4 nights may not free up for a wait-listed reservation for 5 nights, or you may make a decision to take a reservation of higher value versus a short term stay. (ie: cancelled 4 nights, person with 3 nights waiting longest, but other person wants same 4 nights ... your decision which one to take)

For specific information about the reservation form, see General Information and Other Information.