Delivery orders from start to finish

Delivery orders are unique and allow the amenities to be grouped based on the department that does the delivery. For example, towels and bath amenities are delivered by the Room Attendant. Rollaways, refrigerators, and cribs are delivered by the Houseman. Coffee, snacks, and bottled water are delivered by In-room Dining. When a guest calls requesting numerous amenities all you have to do is create the order and HotSOS will distribute them to the proper team.

Set up is simple - just a few steps:

  1. Amenities: Configuration > Costs > Amenities. Delivery orders require you to first create amenities. If you are an existing HotSOS customer, your team might have already added them or will manually add the amenities. If your property is new to HotSOS, you might have the amenities template applied which has numerous standard hotel amenities. In either case, you can always edit and or add amenities that are unique to your property.

  1. Create a delivery order issue for each department responsible for making deliveries. For example, Room Attendant Delivery, Houseman Delivery, Engineering Delivery, In-room Dining Delivery, and so forth, include corresponding amenities to each.

  2. With these in place, you and your team are ready to create delivery orders. You don't have to be concerned about creating separate delivery orders if the guest requests amenities and reports something in need of repair - just create the order, and HotSOS will take care of the rest.

  3. Check to make sure there is a business rule for each team: housemen, room attendants, engineers, bellmen, and so forth.

The amenities have been defined and delivery issues created and there is a business rule to dispatch to the correct teams. Let's take a look at this case study and see how it all comes together.

The guest in Ambassador Suite 305, Alan Flood, calls down with the following requests:

  • Shampoo and conditioner

  • Two extra bath towels.

  • TV Remote isn't working.

  • A new alarm clock.

  • The sink faucet is dripping in the master bath.

  • Six bottles of Dasani water.

A very demanding guest indeed, but your task is quite simple:

  1. In Service Orders, click Create button.

  2. Select +Detailed (because you know the guest's name).

  3. Search by Room Number or Guest Name and click to make the selection or create the guest.

  4. Use search to find everything in the Available column Mr Flood requested. Keep your search simple. For example, search towel instead of towels or bath towel.

  5. Click Move to Selection arrow to move the requested issues to the Selected column

  6. In the Selected column, add remarks as needed and adjust the quantity for amenities.

  7. Repeat until all Mr. Flood's requests are selected - amenities and repairs - include it all.

    You are limited to a total 20 amenities, issues or combination.

  8. Click Next at top of page.

  9. Review the orders to be created. Amenities are grouped based on the which team makes the delivery. The orders to be created might look something like this:

  • A delivery order for the Housemen Runner for the alarm clock, two bath towels, and a TV remote.

  • A delivery order for the In-room Dining team for the Dasani water

  • An order Engineering to fix the dripping faucet in the master bath.

Do this a few times and you'll be an expert.

Delivery orders can be created for staff members as well. For example, the GM would like a case of Dasani water and whiteboard delivered to the Executive Meeting Room. With the amenities defined and the proper delivery issue created, you are all set.