Skip to main content

Hold Types

Setup > Configuration > Reservations > Hold Types

Hold types are used on a reservation to designate the payment that will be used. Once the guest has checked in, and has a folio, the hold type becomes the Payment Type.

A variety of Hold codes can be defined to guarantee a reservation. Hold codes also track the form of payment once the guest checks in. roomMaster is pre-configured with a default listing of Hold Codes. It is important to select the right hold type during reservation and at time of checkin. The hold type may change.

Hold Code

Each hold code must be unique and no more than four characters.

Description

A description can be entered for each hold type to help explain its meaning.

Hold Type

The type of guarantee affects how roomMaster handles check-ins, reservations, and some reports.

Card

This option requires a credit card number and expiration date when guaranteeing a reservation with a Credit Card-based hold code

Deposit

If no money is received for a reservation guaranteed with a deposit, the reservation appears in the Deposits Due Report.

City Ledger

This option requires a valid city ledger account code when guaranteeing a reservation with a City Ledger-based hold code.

Other

If the reservation is still guaranteed but does not use any of the above types, select Other. This may be used for VIPs or other situations where a credit card, cash deposit, or city ledger account is not appropriate.

None

The reservation does not require a credit card, deposit, or city ledger account.

For example, if a reservation is held until 6:00 pm and then released if the guest does not arrive by then, the hold code might be "6PM". The description would be "Hold until 6:00 pm", and the hold type would be "None", since the reservation is not backed by a credit card, deposit or city ledger account.

If the guest folio has a hold type of "None" and the folio has a balance, the folio will be included in the High Balance Report. The hold codes should be used to confirm reservations as well as guarantee payment once the guest has checked in.

Once the reservation is checked in, the Hold Type is changed to Payment Type and is used to indicate how the guest will settle their bill when they check out.

Once hold types are created and the system is in use, you should not change and delete hold type entries. If you do so, reservations may have already have been created and can cause problems when checking in the guest. If you decide to delete or change a hold type, you should run an arrivals listing by hold code to make sure it is not being used before deleting it.

Do not allow guest to use Kiosk for CheckIn or CheckOut - If you have the iQ-Kiosk system installed, you can select if guests who are checking in or checking out of the kiosk cannot use it when their reservation or folio has been assigned this type.

For more information on tracking folios who go over their limit, see Folios to Watch.

tip

Import/Export Hold Types​

For companies or owners with multiple properties using roomMaster, hold types can be exported from one property and imported into roomMaster at another property. The user must have Manager level access for the Import and Export options to appear.

Select Export to save the hold type configuration information to a file. The file type is RMXML, a file type unique to InnQuest Software and roomMaster. Only this file type can be used to import information into roomMaster.

The file saves to the roomMaster directory automatically, but you can save to an external device to transport to the other property.

To import the hold types to the "new" property, select Import then navigate to and select the RMXML file created at the original property. The hold types will appear in roomMaster.

Notes:

  • Only hold types different from what already exist in roomMaster at the new property will be added. For example, if hold type PHON is included in the import file and a hold type PHON already has been entered at the new property, PHON will not be added.
  • No changes to existing hold types will be made. From the previous example, if the description entered for 6PM from the old property is different from 6PM at the new property, no changes will be made to the existing information for 6PM at the new property.