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Booking Transactions - Reservations Without Rooms

Reservations and folio · Updated

On this page
  1. Before you start
  2. How to open it
  3. Screen layout
  4. How to assign rooms
  5. Messages you may see
  6. Tips and FAQ

Many bookings, especially from online channels, arrive with a room type but no room number. They are the "reserved without room" (R/WO) bookings. The window Reservation Without Rooms (Date: ) lists the bookings for one date and lets you give each a real room, one by one or all together. A front desk uses it in the morning (or the day before) to prepare arrivals.

Booking Transactions - Reservations Without Rooms: calendar

Before you start

  • The bookings exist as confirmed or unconfirmed reservations with a room type and no room (New reservation).
  • Rooms of that room type are free for the stay dates (not occupied, blocked or already given to another booking).

How to open it

  1. Open the Calendar (Calendar).
  2. In a room-type row each date shows two numbers, unallocated bookings and available rooms (for example 2/5). Click that cell. Result: the window opens with the bookings of that date.

Screen layout

Reservation Without Rooms window

Element What it means Rules
Title Reservation Without Rooms (Date:...) and the help line These bookings have no room yet. Pick a room for each one, or let the system assign available rooms. Double-click a card to open the reservation. The date you clicked.
Count (1 bookings) Number of cards listed.
Search Reservation Filters the cards while you type. A cross clears it. Matches the card text (folio, guest, room type).
Booking card One booking: room type name, Folio #, guest name, date in - date out, Res Date (the booking date), the room button and the total amount. Double-click the card to open the folio.
Room button Shows Select Room until a room is chosen, then the room name. Opens the room picker.
Legend at the bottom Group Booking(s) (red text) and the Non Refundable icon explain the colour and icon on cards.
Auto Assign Room Fills a free room into every card that has none. See below.
Reservation Saves the rooms you chose. At least one card must have a room.
Cancel Closes the window. Unsaved choices are lost.
No Member found Shown when the list is empty or the search matches nothing.

Room picker (window titled "Room Selection", the word Room follows your property's naming)

Element What it means
Search Available Rooms Filter by room name.
Building chips and Floor chips Narrow the rooms; use the arrows to scroll the chips.
Room Types Room types that have free rooms; the colour dot is the room type colour.
Available Rooms The free rooms as cards; click one to select it.
Save Keeps the choice and returns to the list. If no room is selected: Please select a room.
Cancel Clears the choice for this booking and returns.

How to assign rooms

  1. Click the room button of a card, pick a room (filter by building, floor or room type if you wish) and click Save. If no room is free the message No rooms available. appears.
  2. Repeat for the other cards, or click Auto Assign Room to give every empty card the first free room of its room type. A room already chosen on another card is not offered twice.
  3. Click Reservation to save. Result: Room(s) assigned successfully. The rooms are written to the reservations, the Calendar reloads and the bookings leave the unallocated count.

Messages you may see

Message (exact text) Why it appears What to do
Sorry, you do not have permission access past dated transaction. You double-clicked a booking whose dates are before the PMS date. Ask a manager with the past-date privilege.
Please assign a Room to the Reservation. Reservation clicked while no card has a room. Choose a room first.
Please select a room. Save in the room picker with nothing chosen. Click a room card.
No rooms available. No free room of that type for the dates. Change dates, free a room, or use another type.
Room(s) assigned successfully. Saved. None.
No Member found The list is empty or the search matches nothing. Clear the search.

Tips and FAQ

  • Q: Does Auto Assign save the rooms? A: No. It only fills the cards; click Reservation to save.
  • Q: I assigned the wrong room. A: Open the booking and use room change (Room change and assignment).
  • Q: Does assigning a room check the guest in? A: No. It only gives a room number to the booking.