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Change Room Report

Updated

On this page
  1. Purpose
  2. Who uses it
  3. About this report on screen
  4. Before you start
  5. Step by step
  6. Filters
  7. Columns
  8. Totals and grouping
  9. How to read an example
  10. Common questions it answers
  11. Export, print and e-mail
  12. Troubleshooting
  13. Messages you may see
  14. Related reports

The Change Room Report is the log of guests who were moved from one room to another during their stay or reservation. For every move you see the guest, the folio, the time spent in each room, who made the move and the reason typed at the time.

Change Room Report for Oct to Oct 2026

Purpose

  • Prove where a guest slept on each night (needed for billing disputes, housekeeping and room-type revenue).
  • See how often guests are moved, why, and by which desk user.
  • Check that the reason for a move was recorded.

Who uses it

Front office managers (service recovery after a complaint), housekeeping supervisors (which rooms were left vacant dirty after a move), night auditors and owners.

About this report on screen

Every report page has an About this report bar under its header (button Explain / Hide). It explains the report in plain words:

  • Summary: Every room move: which guest moved, from which room to which room and who did it.
  • What this report shows: All room changes made between From Date and To Date, grouped by date, with the folio, the old and the new room, the desk user and the remark entered.
  • How to read it:
  • Each group heading is the date of the move.
  • The remark is the reason the desk user typed when moving the guest.

Columns explained (the same text shows on the help icon next to a column title):

Column Meaning
Folio # The stay's folio number.

Before you start

  • You need the privilege Room_Report_ChangeRoom.
  • A move must have been made with Change Room on the folio or reservation. Rooms moved before the date range are not shown.
  • The dates in the filter are the dates the move was made, not the stay dates.

Step by step

  1. Click Reports in the left menu (or press Ctrl+K and type the report name). The report library opens at #/reports.
  2. Choose the category Room Reports (or type in the search box) and click the card Change Room ("Guest room change records"). You can also open #/report/change-room directly.
  3. The report opens and runs once with its default criteria, so you already see data. Under Report criteria set From Date, To Date as you need (in a date calendar, Working Date jumps to the current business date).
  4. Click Show to run it again with the new criteria. The line under Results tells how many rows are shown.
  5. Click a column heading to sort. Untick columns in the Columns panel to hide them.
  6. Read the result as a Table or as Cards (switch at the top right). Columns shows or hides columns and lets you drag them into another order; click a column title to sort. Hide criteria / Show criteria folds the criteria away; on a tablet or phone it folds by itself after Show and leaves a one-line summary.
  7. Click Export and choose PDF, Excel or Email (PDF). The button is always in the header but stays disabled until the report has rows.

Filters

Filter Meaning Rules and default
From Date First day on which a room change was made. Default is the PMS date. Changing it to a later date than To Date moves To Date along.
To Date Last day on which a room change was made. Default is the PMS date. Cannot be before From Date.

Columns

Column Meaning and calculation
Guest Name Primary guest of the folio. Shown only on the first line of each folio (the heading uses your property word for "Guest").
Folio # Folio number, first line of each folio only.
From Date Date and time the guest started in the room of that line. On the first line this is the check-in (or arrival) date and time; on later lines it is the time of the previous move. Format: date format of the property + HH:mm.
To Date Date and time the guest left that room. For the first line it is the time of the move; for the last line it is the planned departure date and time (Date Out).
Room Room of that line. The first line shows the room the guest left (source), the following lines the new room. The heading follows ROOM_TITLE.
Desk User Full name of the user who made the move.
Remark The reason typed in the Change Room window. Shown on the first line of the folio.

Totals and grouping

Lines are grouped under a grey heading: Check-In for guests already checked in and Reservation for reservations that were moved before arrival. There are no totals. If a guest was moved more than once, each room gets its own line in time order.

How to read an example

Filter 16-Oct-2026 to 19-Oct-2026 on the demo hotel shows one guest:

Guest Name Folio # From Date To Date Room Desk User Remark
Hana Kobayashi 1610200910213 16-Oct-2026 21:10 16-Oct-2026 05:21 202 Demo Hotel Owner Guest complained about street noise - moved to a quieter room at the back.
16-Oct-2026 05:21 20-Oct-2026 16:00 204 Demo Hotel Owner

Read it as: Ms Kobayashi started in room 202 and was moved to room 204 because of street noise. She stays in 204 until her departure on 20-Oct-2026 at 16:00. The two times 21:10 (check-in) and 05:21 (move) look reversed because the demo data was loaded with a move time earlier in the day than the check-in time; on a real hotel the move time is after the check-in time.

Common questions it answers

  • Who was moved yesterday, and why?
  • In which room did guest X sleep on a given night?
  • Which desk users move guests most often?
  • Which rooms had complaints (rooms in the first line of a move)?

Export, print and e-mail

  • Excel downloads Change Room Report.xlsx with the property name, print date, title, a date line and the table. The date line in the file header shows the From Date and the To Date you chose.
  • Email (PDF) shows Email sent successfully. and mails the PDF to the property e-mail.
  • PDF is built in the browser. Since 19-Oct-2026 the PDF also opens on a property without an uploaded logo. Use Excel or Email (PDF).

Troubleshooting

  • No record found! There was no move in the chosen days. Widen the range; remember the filter is the date of the move, not the stay date.
  • A guest I know was moved is missing. The move was made on a day outside your filter range. Check Room History for the nights in each room.
  • The first line shows a To Date earlier than From Date. The clock of the move is earlier than the check-in time. Check the move time on the folio.
  • Remark is empty. The desk user did not type a reason.
  • Numbers do not match the folio. This report has no amounts. Charges follow the room type of each night; see Room History.

Messages you may see

Message Why What to do
No record found! No change room record in the range. Change the dates.
Email sent successfully. Mail request accepted. Check the inbox.

Room History, Block Room, Guest List, Room Reports overview.