Overview: Guestrooms
The details on this page refer to the classic guestroom management experience. As of R49, we have introduced an improved guestroom management experience based on your feedback. See Room Block Details for the new Guestrooms experience. For more information, please visit the What’s New page.
To block guestrooms for a booking, use the Room Block Details window to enter the rooms and rates for each day in the pattern.
To open the Room Block Details window, do one of the following:
- Click Details in the Guestrooms section of the Booking page.
- In the Guestroom Bookings section of the Availability page, click Room Block Detail and then double-click the appropriate room block.
Here's some information to help you become familiar with the different sections of the Room Block Details window.
Booking information
The header bar in the Room Block Details window displays a link to the booking, the booking's arrival and departure dates, the room block status, the PMS Group ID (if the property is integrated with a PMS), and the property where the guestrooms are located. If the room block was created from a package, a link to the booking package is also shown.
The View History button displays additional information about the room block (for example, average rate, peak rooms, and total roomnights). This information is also rolled up to the Guestrooms section of the Booking page. To select a room block, use the Room Block Name picklist. If you're working with a cross-property booking, the Room Block Property will change to reflect the selected room block.
Buttons
| Modify Room Block | Change a room block's name, duration, and date range. You can also use the Modify Room Block window to do the following:
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| Add Room Types | Add specific room types (for example, King, Queen, Deluxe Double) to the block. If your property is integrated with a PMS, you may be required to allocate rooms to specific room types depending on the status of the booking. Please contact your property administrator for more information. If you're not integrated with a PMS, you can block rooms in ROH or individual room types. |
| New Room Block | Create a new room block and specify its property. A booking can have multiple room blocks. This allows you to offer the same room type with a different rate by creating a new room block. A booking can also have room blocks at different properties. A booking package can only be associated with a single room block. If you've negotiated different rates for the same room type, you'll need to create a different package for each rate. |
| Fast Update | If the guestroom block is the same for each night and extends for more than a couple of nights, Fast Update enables you to enter the group's guestroom and rate requirements only once—then that information is automatically copied to every night of the group's stay for that room type. |
| Add/Change Rates | Enter the guestroom rate for each room type and occupancy level. |
| Copy Rate to Pickup Rate | Uses the most current room rate as the pickup rate. |
| View History | Opens the Room Block page where you can view additional information about the room block, such as average rate, peak rooms, and total roomnights. This information is also rolled up into the Guestrooms section of the Booking page. |
Guestroom block totals
As you enter guestroom numbers and rates for each of the booking's room blocks, this information is rolled up into the Guestroom Block Totals grid.
Room types
A separate grid is displayed for each room type you add to a block. The Run of House type is displayed by default. The room block's date range defaults to the same as the booking's arrival and departure dates. You can adjust this date range as needed (see Modifying room blocks).
The Group Available row at the top of each room type grid displays the number of rooms of that type that are available for group business during the specified date range (Room Type Quantity - (Group Definite + Group Tentative) - Transient Protected). This number is adjusted accordingly as room nights are entered in the Agreed, Forecasted, and Blocked rows.
Agreed: The contracted number of rooms.
Forecasted: The number of guestrooms you expect to be consumed.
Blocked: The number of guestrooms you are taking out of inventory. If you have a PMS integration, this line is updated as reservations are made against the block before arrival.
After a group has departed, you can enter the number of picked up rooms and the pickup rate for each room block directly in the grid, but it might be easier to use the Enter Pickup tab to enter pickup for the entire booking. When no additional rooms will be picked up, you need to mark the room block pickup complete. This switches revenue calculations over to using the pickup numbers and rates.
If your property is integrated with a property management system (PMS), it may not be necessary to enter pickup or mark pickup complete. For more information, contact your administrator.
As you make changes, you'll notice red triangles in the upper-left corner of each field. These indicate unsaved changes and will disappear after you click Save.
Keyboard shortcuts
To help you block and modify guestrooms more quickly, the following keyboard shortcuts are available for the Agreed, Forecasted, and Blocked rows:
- CTRL+B - Copies the rooms and rates from a selected column to the rest of the pattern.
- CTRL+SHIFT+B - Copies the selected row (for example, Blocked) to the rest of the pattern.
- CTRL+S - Saves changes.
Values are copied to the selected room type only, and you can only copy forward in a pattern. Existing values are not overwritten. For more information, see Block guestrooms. Your corporate administrator must enable this feature for your org before you can begin using it.
Additional information:
- To block a guestroom type in multiple occupancies, enter a slash between each occupancy level (S/D/T/Q). For example, 5/10/15/2 will block five single occupancy, 10 double occupancy, 15 triple occupancy, and 2 quad occupancy rooms.
- When you block in multiple occupancies, you'll also need to enter the rate for each occupancy using the same format (for example, 109.00/129.00/149.00/169.00).
- If Enable Default Occupancy Upcharge is selected on the Property page, then the rate for Double, Triple, and Quad occupancies will automatically be applied.
- To ensure that the correct occupancy is blocked for each room type, enter '0' whenever an occupancy is not needed (for example, 0/10/0/2).
- If you're creating a package room block, the occupancies you enter should equal the corresponding package attendance for that day. For example, if the package attendance is 50 and you block in single and double occupancies, your room block numbers should look something like: 30/10 (30 + 20 = 50 attendees). If there is a discrepancy between your room block numbers and the package attendance, the room block information will 'trump' the package attendance. In other words, if your initial package attendance was 50 but you block 30 single-occupancy and 12 double-occupancy rooms, the package attendance will be updated to 54. For more information, see Booking Package Attendance page.
- If your room block needs to be tax exempt, follow the example on the Modify room blocks page for the tax group field.
Learn more...
Block guestrooms using Fast Update
Enter rates for multiple occupancies
Retire guestroom types (administrators only)