Retire guestroom types
A guestroom type cannot be deleted; however, administrators can retire room types that are no longer being used. For example, you may want to combine your Smoking Kings and Non-Smoking Kings into a single King guestroom type. Or, as part of your integration with a property management system (PMS), you may need to divide your 50 Doubles into 25 Ocean View Doubles and 25 Garden View Doubles.
Prior to retiring a guestroom type, you first need to zero out its inventory for all future days using the Daily Guestroom Values section of the Guestroom Type page. You then need to check all future room blocks to determine if that room type is being used. If it has been assigned to a room block, you must manually allocate those room counts to an active room type and then remove the guestroom type from the room block. After you have addressed each affected room block, you can retire the guestroom type from your property. This will mark the room type as inactive and make it unavailable for future room blocks.
You cannot retire the Run of House (ROH) guestroom type.
To retire a guestroom type
- In the Guestroom Types section of the Property page, click the guestroom type you want to retire.
The Guestroom Type Edit page opens.
- Delete the current Default Quantity.
- In the Daily Guestroom Values section, do the following:
- Enter the date range for the guestrooms you are removing from inventory. Date From should correspond with the date you are retiring the room type. Date To should be the most future date in the current inventory—up to 365 days from today.
- In the Room Type Physical Inventory field, enter 0 (zero).
- Click Apply. All future guestroom type days are changed to zero.
Guestroom types can be updated one year at a time. If your inventory extends beyond 365 days from today, repeat step 3 to retire the guestroom type incrementally. For example, if your inventory spans from Jan. 1, 2024 – May 31, 2025, your first Date From/Date To range would be Jan. 1, 2024 – Dec. 31, 2024. You would then enter another date range of Jan. 1, 2025 – May 31, 2025.
- At the top of the Guestroom Type page, click Retire.
The Retire Guestroom Type page opens. By default, this page shows details about the type you're retiring, including the Name, Room Type Code, and Default Quantity.
- Enter the date the guestroom type should be retired. (This should correspond with the Date From field in step 3.)
- Click Check Room Blocks.
All future room blocks are checked for the guestroom type you are retiring.
- If the guestroom type is not being used, a message indicates that it is ready to be retired. Click Retire Guestroom. The room type will no longer be available for selection as of the date you entered. You are now finished.
- If the guestroom type is being used, the affected room blocks are listed at the bottom of the page. (Only room blocks with a non-terminal status, such as Prospect, Tentative, or Definite, are shown.) A warning is also displayed at the top of the page, alerting you that the guestroom type cannot be retired because it is currently being used by those future bookings. Proceed to step 7.
- Click the first Room Block link in the list.
The Room Block Details window opens.
- Reallocate the rooms currently assigned to the room type you are retiring to an active room type. See Block guestrooms.
If you need to review the booking details, click the Booking link in the top left-hand corner of the Room Block Details window.
- Once all rooms have been reallocated, right-click in the room type you are retiring and click Remove Room Type.
The guestroom type must be removed from the room block before it can be retired.
- Repeat steps 7 - 9 for each room block listed at the bottom of the Retire Guestroom Type page.
- Click Check Room Blocks again to ensure no room blocks were missed.
- When all affected room blocks have been modified as needed, click Retire Guestroom.
As of the effective retired date, the guestroom type will no longer be available for selection. It will, however, continue to be displayed in the Guestroom Types section of the Property page.
When you clone a booking with room blocks that contain a retired guestroom type, a warning message will be displayed on the Clone Booking page and the affected room blocks will not be cloned.