Rooming refers to allocating your guests to specific rooms. Rooming is generally done after the booking process, closer to the time of arrival. It’s important to Room all your guests to ensure the lodge operations run smoothly and to avoid situations where you have to move guests to a different room during their stay. It also ensures that special requests e.g. honeymoon room / family room requests can easily be catered for, as well as specific room type allocation. Additionally, if you are using an interface, guests need to be roomed to allocate their costs.
Rooming can be done at reservation level or at Rooming Calendar level – rooming by the lodge staff on the Rooming Calendar is the norm. The Rooming calendar enables you to easily room bookings knowing where all your bookings are roomed compared to rooming at reservation level where you select rooms for a single reservation. Only rooms that are available for the whole period of the itinerary will be available for selection.
Watch our video tutorial to learn how to quickly and easily allocate rooms and add guests names.
Allocate rooms and add guest names at reservation level on the Rooming tab. Before allocating the room, check the itinerary line on the Details tab to ensure you allocate the correct room according to the room type booked. Be aware that if you room guests differently to the room type specified in the itinerary, it will result in a booking discrepancy. Use the Room Discrepancy Report to avoid this kind of issue.
Each itinerary line will be presented as a separate column on the Rooming tab. Allocating rooms for the first time and editing rooming follows the same steps:
Sometimes you may find that you have too many rooms to simply just scroll through, there is an easier way to find the room you need. Simply click on the filter on the right of the room allocation window. With this filter, you are able to find rooms by their room number or their room name.
Note: You don’t have to use the full room name – typing in the partial room name will bring up the same results
Select the person icon to add guest names.
There are a number of options where you can search for contacts already captured in the system.
Alternatively, you can add a new contact by selecting the ‘Add New Contact’.
Although the reservationist may room guests, it is often a task designated to the lodge staff. Rooming would then normally be done on the Rooming calendar. The benefit of rooming from the Rooming calendar is that it shows all the other bookings over that selected dates so they can be roomed at the same time or upon guest check in.
If you are using an interface such as a Point of Sale or Telephone Management system, guests need to be roomed in order to allocate their costs. Each time a guest has a drink at the bar or has lunch at the restaurant, the charge may be billed to their ResRequest booking using their room number. In a similar fashion, if you use a Telephone management system.
