Reservations - General Information

Length of Stay

Enter the Check-In date for the reservation. Click on the drop down arrow to display the calendar, if needed. The maximum length of a reservation is 720 days or what is set as the maximum number of nights on in the Reservation Configuration screen.

Note that roomMaster figures the Check-Out date automatically, based on the number of nights listed (see Reservation Options in roomMaster Configuration to set the default number of nights for a reservation). Likewise, roomMaster automatically adjusts the number of nights when the Check-Out date is changed.

If the Check In or Check Out date is closed to arrivals or departures, or the minimum or maximum stay for the room type is not correct, a red X will appear next to the Check In or Check Out date, or the number of nights. The reservation will not be able to be completed until the available dates or the correct number of nights are entered.

Rooms & Number of Guests

Enter the number of rooms, or click on the arrows to adjust the value.

Next, enter the number of adults and children staying. This information is important because rates can be configured to charge different amounts for adults and children, and taxes can be configured on a per-adult basis. The number of adults and children entered on the reservation level is PER ROOM, not the ENTIRE RESERVATION when you are creating a reservation for multiple rooms. Reservations with the same amount of adults and children can share the same reservation, however, if there is a different number of people in each room and/or a different bed type, it must be on a different reservation. If more than the maximum number of adults or children is entered on a reservation, a red X appears next to the respective field on the reservation form. If more than the maximum people is exceeded, a red X appears next to both the adults and children fields. In either case the reservation cannot be completed. Adjust the numbers accordingly to continue with the reservation.

Room Type and Rate Code

Select the Room Type from the drop-down menu (see Room Types in roomMaster Configuration for information about setting up room types). If you would like to display the current availability based on the current reservation details in the normal Availability screen, click on the calendar icon next to the room type field. The Availability/Room Chart will appear allowing you to confirm if a room type is available. If you would like the reservation screen to verify room type availability for you quickly, click on the Check Availability button. The system will display a green check mark if there is availability for the current reservation settings or a red X to indicate if there is not.

Type in a Rate Code or click on the magnifying glass next to the rate code field to display a list of valid rates. Valid rates are determined by Room Type, date range, and days of the week as specified in Rates Information in roomMaster Configuration. After a rate is selected, the descriptive name is displayed, as well as the weekday and weekend rates in the appropriate fields.

Note: If the rate code field turns red, the rate code selected is not available for one of the dates of the stay and a different rate code must be selected. Click here for information on Closed Rate Codes.

Click on Override Rate to manually enter amounts for weekday and/or weekend rates. This will remove the Rate Type from the reservation.

Discount %

This field will default to 0%. You should only use this field if you need to apply a discount to the rate selected for the reservation. Typing in a whole number in the discount % field will discount the currently selected rate by that percentage. For example, if you enter 10.00, this will discount the room rate by 10%. roomMaster does offer you the flexibility to design custom discount scenarios. If you would like to apply a custom designed discount to the current reservation that you are creating, click on the magnifying glass icon next to the Discount% field. Custom discounts are created in Setup > Configuration > Reservations > Discounts. See Discounts for more information.

Group Code and Extended Information

If the reservation is part of a group block, enter the Group Code or click on the magnifying lens for a list of group codes. Select the Group Extended Information icon to view detailed information about the group.

Title, Name and Address

Enter the title, name and address for the reservation. The title field can be removed from the reservation form by going to Setup > Configuration > Address Format and blanking the Prefix field. The guest's name will appear in the title bar at the top of the screen after the Last Name and First Name fields are completed. Phone fields have a "Use Type" which follows the OTA (Open Travel Alliance) standards. These values (Emergency, Travel Arranger, etc.) cannot be changed so they are compatible with other systems when swapping reservations back and forth.

History

If the guest has already stayed at your hotel, click on More Options > Guest Profiles. Guests who have checked out in the past can be selected from a browse window. The information is brought directly in to the current reservation screen and can then be edited. See Guest Profiles for more information.

Additional Names

If additional names need to be listed on the reservation, click on More Options > More Names. An unlimited number of additional names can be attached to a reservation. If names have been entered under More Names, a check mark will appear next to the More Names button. You will see the more names on the "Inhouse Names Listing" and the "More Names" tab on the Guest Directory. Names added in this location will appear on the Arrivals Listing report and then the In House Names Listing after checkin.

Guest Messages

If you need to attach a note to a guest reservation, for example a person calling to leave a message for when the guest arrives, click on More Options > Messages. You can then add as many messages as you like for a reservation. When the guest arrives, and their reservation is opened, an alert window will appear notifying the front desk clerk there are waiting messages for this guest. Click on the More Options button and then Messages to retrieve the guest's messages. Messages can also be printed out and given it directly to the guest.

Assign Rooms

Even though it is not required to assign an actual room number to the reservation at this time, a guest may request a particular room when making a reservation. Click on Assign Room to handle such a request – rooms reserved with Assign Room are marked as "Blocked" in room availability. When you make a reservation, the room availability for the particular room type is reduced the number of rooms in the reservation. If a room number is assigned to the reservation from the Assign Room function, the selected room number will appear at the bottom of the Stay Information section on the main reservation screen.