Room Assignment and Changes

Room Assignment and Changes

The room assignment process involves allocating a physical room that matches the room type specified in the guest's reservation. When this process is managed correctly, both guest satisfaction increases and the hotel's occupancy rate is optimized. The system offers two different assignment methods: automatic and manual.

Automatic Room Assignment

Automatic room assignment is when the system selects the most suitable room based on defined criteria. Among these criteria, room type match has primary priority. If the guest has reserved a standard room, selection is made only from standard rooms. Floor preference is the second criterion; if the guest requests a high floor, the system prioritizes suitable rooms accordingly. View direction is also an important parameter, with filtering based on options such as sea view, garden view, or city view. Bed type preference is also taken into account; options such as double bed, twin beds, or extra bed are checked.

The automatic assignment algorithm also considers operational efficiency in addition to these criteria. If there are consecutive check-outs and check-ins on the same floor, assignments may be distributed across different floors to balance the cleaning team's workload. For long stays, quieter rooms are preferred, while for single-night stays, rooms near the elevator may be prioritized.

Manual Room Assignment

Manual room assignment is when front office staff directly selects from available rooms. Staff narrows down the room list using floor, type, view, and status filters to find a suitable room and assigns it to the reservation. This method is particularly preferred for VIP guests, guests with special requests, or group reservations.

Drag-and-Drop Feature

The drag-and-drop feature allows room assignment and change operations to be performed visually on the occupancy calendar. Staff can instantly change rooms by dragging a reservation to a different room row on the calendar. The system automatically checks whether the target room is available for the relevant date range and warns if there is a conflict.

Upgrade Process

An upgrade is when a guest is moved to a higher category than the room type they reserved. This can be a commercial decision or an operational necessity. For example, when no standard room category is available, the guest is upgraded to a higher category. When performing an upgrade, it is determined whether the price difference will be charged to the guest. With the complimentary upgrade option, the upgrade can be performed without charging the price difference.

Downgrade Process

A downgrade is when a guest is moved to a lower category. This situation is rarely encountered and usually occurs at the guest's own request. In the case of a downgrade, the price difference is adjusted in favor of the guest.

Occupancy Optimization

Occupancy optimization ensures that room assignment decisions are aligned with the overall occupancy strategy. The system makes today's assignments taking into account occupancy forecasts for upcoming days. For example, if tomorrow is expected to be a busy day and there are constraints on certain room types, those types are preserved in today's assignments and alternative rooms are used. This provides flexibility for last-minute reservations.

All room assignment and change operations are recorded. Which room was assigned or changed, when, by whom, and for what reason is stored in the system logs.