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Room Moves

Reservations can only contain one checkin and checkout date, rate type and stay information. However, some small hotels may have to move a guest from room to room during their stay, which is called Room Moves. One way to avoid many room moves is simply assigning reservations by Room Type and not assigning a room number until day of CheckIn.

roomMaster automatically links reservations together simply by the Guest Profile number and the following conditions:

  • Linked reservations must be for one room only
  • Linked reservations must be linked by the same Checkout date and CheckIn date - ie: they must be consecutive.

By default, no linking and connection is done. The options must be turned on in Setup > Configuration > System > Advanced Options and Settings.

  • Automatically connect Guest Profiles for Room Moves
  • Adjust Confirmation Letters for Room Moves

The confirmation letter can show the room moves, using the ROOMMOVES and ROOMMOVESEX variables. One will just show the move to a Type while the other will show the exact room number.

On the day of the room move, simply selecting the inhouse folio will guide you through initiating and completing the Room Move. Room Moves to inhouse folios can be done by Inhouse Folios as well as Held (red suitcase) folios.

Move rooms will also appear in the Housekeeper and Associates reports under the Checkout column. Instead of a checkout date, it will read Move: 123 which means that the guest is moving to room 123 today.

Caveats with Room Moves:

  • Room Moves are designed to assume one single guest profile is attempting a room move. If you use the same Guest Profile for different reservations and different purposes, room moves will not be able to work properly. The system assumes are you using Guest Profiles in the normal and designated manner, and you are using a Guest Profile for each unique guest.

  • Scheduled Printing Jobs (Batch Confirmation Letters, Batch SignIn Sheets and Letter Scheduler) is not designed to pickup room moves. This is because the process is not designed this way and cannot look at future reservations. If you are going to use the Room Move feature in the system, you should print SignIn sheets at time of arrival (or manually) and you should print / send confirmation letters at time of booking. If you are sending a confirmation letter, you should only send it from the initial checkin (start reservation) and the system will link as many upcoming room moves as it can find.

  • The Letter Scheduler will not pickup room moves. Letter Scheduler letters should not include Total Stay information and CheckOut date information. As a side note, Reservation Letter Scheduler jobs should only be used to promote events, up sells and welcome information to guest as they have already received a confirmation letter. Make sure there is only a CheckIn date and no total stay information in these letters and they will work well for you for Room Moves. Again, the purpose of these letters is just remind them of their checkin, up-sell events and promote your business. You have already sent them a confirmation letter during the time of booking and sending confirmation letter details again in a Pre-Stay letter is a duplicate of information. Post-Stay letters will be generated properly since there is only one folio for the guest.