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Reservations

Setup > Configuration > Reservations

The reservations category consists of all options to setup room types, room numbers, reservation options and defaults, and rate information.

Room Types Room Numbers Auto Location Rate Information Discounts Hold Types Sign-In Sheet Setup Sign-In Sheet Digital Confirm Screens Travel Agent Special Packages Share Options

The Rooms and Rates section of the help text provides an overview and examples of how to setup your property.

Reservation Defaults​

Room Type/Nights/Adults/Rate Code/Hold Type​

When starting a reservation or walking in a guest, some fields on the entry form can default to specific values. This information is usually the most commonly used, otherwise known as defaults. Enter the most commonly used room type, number of nights, number of adults, rate code, and hold type.

Walk-In Hours​

This is the amount of time required prior to check-in for a reservation to be considered a reservation for managerial reports. If a guest makes a reservation less than two hours before checking in and Walk-In Hours is equal to 2, the guest is considered a walk-in. Even though the guest has made a reservation, it may be better to consider it a walk-in for more accurate forecasting. If this is set to 0, all reservations are counted as reservations regardless of when they are made.

CheckIn Time/CheckOut Time​

If a guest is checked in before the specified CheckIn Time or checked out after the specified CheckOut Time, the clerk is prompted if an extra day's room rate and taxes should be charged.

Setting either of these fields to 0:00 turns off the function.

Availability Days​

Enter the number of days to forecast reservations in the future. The system will allow you to enter any number between 50 days and 1461 days (four years, including leap year).

Reservations can be taken for any date in the future but will not appear on the room availability window until it falls within the forecast range. Once this field has been changed, it is important to rebuild the forecast.

Max Nights​

If you want to restrict reservations and stays from being extended within a certain time frame, enter the maximum number of nights in this field. Some hotels will want to enter "30" here to restrict clerks from allowing guests to stay more than a month, since some laws make it difficult to evict guests who have stayed consecutively more than 30 nights. To not restrict stay lengths, leave this field as zero.

Reservation Options​

Auto-Assign next available room (reservations and walk-ins)​

With either of the Auto-Assign options checked, roomMaster uses Auto Location information in Room Numbers during the check-in routine to determine which vacant room to pick for a new guest. If no values are entered in the Auto Location fields, rooms are selected in numerical order. Reservations and walk-ins can be configured separately for Auto Assigning of rooms during check-in. These settings do not affect room assignments when making or changing reservations.

Default reservation and checkin screens to override rates​

When this option is checked, walk-ins are defaulted to an override rate. This is helpful if your rate structure is very flexible.

Copy rate 1 to rate 2 when overriding rate​

This option is used when overriding rates. When checked, the rate entered in Weekday is automatically copied to the Weekend field.

Prompt and reconfirm payment type at checkin​

When this option is checked, the system will display the hold (guarantee) type from the reservation so it can be changed to a new payment type when checking in a guest with a reservation. This option must be turned on if you are using a Credit Card Processing interface, like Shift4 or CommIdea, and usually obtain credit card authorizations from your guests at checkin.

Apply rate changes during guest stay​

This field should be checked if you want inhouse guests to be affected by changes made to their rate during their stay, otherwise, the rate(s) at the time of checkin will be applied. Make sure to check this option if you are using Yield Management.

Canceling reservation on check-in date should be billed as No-Show​

If a reservation is cancelled for the current audit date (today's arrivals), the user will be prompted to create a 'No-Show' folio. From here, the user can post room & tax and then charge the credit card.

Auto override rate if Rate Information changes after booking​

Reservations store a copy of their rate code information at the time of booking the reservation. If the amounts for the rate code used for a particular reservation are increased or decreased, roomMaster will prompt the user to keep the original rate amounts (reservation will change to override) or update with the new rate amounts (using the same rate code) whenever an affected reservation is opened. Turning on this option will configure roomMaster to automatically create the override rate and keep the original rate amounts for any reservation that is opened after changes have been made to the Rate Code.

Packages rollup in to room amounts for Total Stay and Snapshot​

If this box is checked, any rolled up charge (defined in package setup, special packages or a daily charge option) is included in the Room Amount rather than with Other Charges. By default, rolled-up packages will only roll in to the room amount on the folio. When this box is checked, in addition to rolling the amount up on the folio, it is rolled in to the Total Room amount on the Total Stay screen, the Projected Room Revenue on the Current Snapshot screen, the sign-in sheet, any report which uses Room Amounts, the confirmation letter and any other external interface and API which uses Total Room Amounts such as the TotalStay API.