Reservation Denials

The Reservation Denials feature allows you to track the reasons a customer balks at completing a reservation transaction with your property. This denial is really Lost Revenue.

If a person attempts to book a reservation and then declines, the user can select Front Desk > Reservation Denial, Ctrl+Alt+L or the Denial option on the secondary toolbar and quickly enter a reason for the refusal. Refusal reasons can be preset (such as "Rate too High", "No Pool", "Just Checking Rates", etc) by selecting the Setup button in the Reservation Denials browse screen. You can also run reports to total the reasons at any time to evaluate why guests decline to book a reservation at your hotel.

Adding a Reservation Denial

Go to Front Desk > Reservation Denials/Lost Revenue > Insert or press the Denial button on the secondary roomMaster toolbar.

Reason The Reason drop down selection box allows you to pick a denial reason from a list of predefined reasons. You can pick the reason that best matches the customers explanation for cancelling their reservation or not continuing through to a completed reservation.

Comment The Comment text field allows you to enter in any additional comments that you want to record or bring to management's attention. The comment text entered here will appear on the Reservation Denial Report.

CheckIn The Checkin Date selection spin box allows you to quickly select the date of the reservation that is being cancelled or the anticipated reservation date provided by the customer when they made contact with your property.

Working with Reservation Denials

Go to Front Desk > Reservation Denial or press Ctrl+Alt+L.

Insert The Insert button allows you to add a new denial record for a cancelled reservation or unrealized reservation attempt. This pop up is the same screen that appears when you click the X Denial button from the main roomMaster toolbar.

Change The Change button allows you to modify the contents of an existing Reservation Denial record. You must highlight the Reservation first on the left hand side of the Reservation Denials - Lost Revenue screen. Once you have selected to change a record, you may change the Denial reason, the comment or the reservation date.

Delete The Delete button allows you to delete an existing Reservation Denial record. You must highlight the Reservation first on the left hand side of the Reservation Denials - Lost Revenue screen.

Setup The Setup button will bring up the Denial reasons screen which is the Reservation Denials setup screen. Here you can configure your current denial reasons, delete and add new denial reasons.

Report The report button takes you to the standard roomMaster Quick report screen where you can work with Quick reports or run the Denial report. Click on Run Report to display the Denial report. Once the report appears for viewing, you may choose to print the report or to create a PDF version.

Delete All The Delete All button allows you to clear all reservation denial entries currently viewable in the Reservation Denials - Lost Revenue screen.

Setting up Reservation Denials

Go to Front Desk > Reservation Denial > Setup or press Ctrl+Alt+L.

Insert The Insert button allows you create a new Denial reason that will be available from the Reason drop down box in the Add Denial entry screen. From within the dialog box that appears you can enter the 4 digit alphanumeric code that you want to define the new Denial reason and a detailed description of the code.

Change The Change button allows you to modify a current Denial reason code or description. This screen also shows you the last modification date for the Denial code.

Delete The Delete button allows you to remove a Denial reason code from the list of available codes that can be used for tracking.

Reservation Cancellations and Denials

Always prompt user when cancelling future reservations Check this option to display the denial screen when a reservation for a date other than the current audit date is cancelled. The denial is automatically included with Reservations Denials.

Always prompt user when cancelling current day's reservations Check this option to display the denial screen when a reservation for the current audit date is cancelled or billed as a No Show. The denial is automatically included with Reservations Denials.