Room Allocations

Common Tasks

How to View Room Allocations (Room Grid, Room Calendar)

Open the room allocation view to see occupancy across rooms and dates.

1. In the left sidebar, click Room Allocations
2. The page title is Room Allocations with subtitle "View and manage room assignments"
3. The grid has rows = rooms (room name/code), columns = dates
4. Use the view mode toggle: Week, 2 Weeks, or Month to change how many days are shown
5. Use the chevron left / right buttons to move the date range; the current range is shown (e.g. "MMM d - MMM d, yyyy"). Use the refresh button to reload

Result: Each cell shows the allocation for that room on that date: guest name, reservation reference. Blocked cells show a lock icon and "Blocked" (or block reason). Checked-in allocations are shown in green; pending in blue. Multi-night stays span across columns.

How to Tell If a Room Is Allocated or Blocked

The grid uses visual cues for allocation status.

• Allocated (checked in): Typically green or highlighted — guest name and reservation reference shown; guest has been checked in
• Allocated (pending check-in): May use a different shade (e.g. blue) — allocation exists but guest not yet checked in
• Blocked: Gray or muted — room is blocked (maintenance, out of order, etc.); block reason may be shown

Note: Blocking a room (or marking it unavailable) is typically done in Service Management (resource status) or via reservation/operations tools. The Room Allocations page is primarily for viewing; use Reservations or Hotel Front Desk to change allocations or check-in status.

How to Change the Date Range (Week, 2 Weeks, Month)

Adjust how many days appear in the grid.

1. On the Room Allocations page, find the view mode toggle (buttons: Week, 2 Weeks, Month)
2. Click the desired view mode. The grid updates immediately
3. Use the chevron left / chevron right buttons to move the range backward or forward by one period (7, 14, or 30 days depending on mode)

Result: The grid shows the selected number of days for the current range.

Key Concepts

Room Grid vs Front Desk

Room Allocations is a date-by-room grid for seeing occupancy at a glance. Hotel Front Desk is list-based by arrival/in-house/departure and is used to perform check-in, check-out, room changes, and no-show. Use Room Allocations to see which room is free when; use Front Desk to process guests.

Allocation Span

A multi-night reservation appears as a single block spanning several date columns for that room. The block shows guest name and reservation reference. Check-in status (e.g. checked in vs pending) may be indicated by color or label.

Troubleshooting

Room Not Showing in Grid

Cause: The room may not exist as a resource, or may not be an accommodation resource for this business unit.

Fix: Ensure the room is created in Service Management under an accommodation service and is active. The grid lists rooms that have allocations or are defined as accommodation resources for the current business unit.

Wrong Guest or Reservation on a Cell

Cause: The allocation was created for a different reservation or guest, or the wrong room was assigned.

Fix: Change the allocation or guest room assignment from Reservations → open the reservation → Guests or Logistics, or use Hotel Front Desk → Change Room for a checked-in guest.