With the Rooms Management>Housekeeping>Room Conditions menu option, you can assign room condition codes to rooms. (Room condition codes are set up using Configuration>Reservations>Codes>Room Conditions. See Room Condition Codes for details.) This menu option is available when the Rooms Management>Room Conditions application function is set to Y. Room condition codes may be used to designate rooms that are available for show, rooms that are set aside for special housekeeping attention, or rooms that are to be treated differently for any other reason. Rooms that have a room condition assigned may or may not be available for assignment depending on the configuration of the room condition code assigned to the room. Like out of order rooms and out of service rooms, rooms that have a condition code assigned to them are labeled with the condition code on the Room Plan screen.
The Room Condition screen lets you assign and unassign room conditions to rooms. You may also view reservations for occupied rooms, which may be useful when assigning a room condition.
Choose the options you wish to use to filter your room search, then select the Search button.
Room. Select the down arrow to choose the number of the room you wish to display.
Condition. Select the down arrow to choose the room condition(s) for which you wish to search.
Room Class. Select the down arrow to select the room class or classes for which you wish to search. (Available if the General>Room Class application function is set to Y.)
Room Type. Multi-select LOV that allows for specific room types to be searched for.
Vacant. Displays all vacant rooms matching the criteria chosen in the Room Status search. Select the Vacant check box to view the vacant occupancy status. All rooms matching the Vacant criteria display.
Occupied. Displays all occupied rooms matching the criteria chosen in the Room Status search. Select the Occupied check box to view the occupied occupancy status. All rooms matching the Occupied criteria display.
Select t/he Advanced button to display these additional search criteria.
Reservation Status. Select one, several, or all reservation status check boxes to restrict the display of rooms.
Arrivals. Displays only the reservations due to arrive today, but not yet checked in.
Arrived. Displays only the reservations due in today and already checked in.
Stayover. Displays only the guests that stayed the previous evening and that are continuing their stay for the present system day (date).
Day Use. Displays only the guests staying for the present system day (date). Arrival date and Departure date is equal to today's date.
Due Out. Displays only the guests due to check out. If a room is due out, that room is an available room to use for the current business date.
Departed. Displays only the departures that have checked out for the day.
Not Reserved. Displays only the rooms that do not apply to any other reservation status other than Not Reserved.
Search. Search for the selected rooms using the defined search criteria.
Advanced. If you choose Advanced, you receive the Reservation Status additional selection criteria.
Select All. To display all information in your search results display.
Clear All. To start another search results display with different parameters.
The Room Conditions screen shows the following information.
X. An X in this column indicates that the record has been selected for the Delete action.
Room. Room number assigned to the room.
Rm. Type. Room type assigned to the room.
Rm. Status. Housekeeping status of the room. The color codes reflect the room status: red = dirty, green = inspected; blue = clean, yellow = pickup, gray = out of order or out of service. (If the Rooms Management>Inspected Status application function is set to N, that is, if the inspected status is not used at the property, green = clean.)
FO Status. Front Office status (e.g., Vacant, Occupied).
Features. Room features.
Room Condition. Room condition code for the room.
All. Selects all of the rooms that are displayed in the search results grid.
None. De-selects all of the rooms that have been selected in the search results grid.
Resv. Select to view the reservations with the FO Status of OCC (Occupied).
New. Select to associate a new room condition to the highlighted room number.
Edit. Select to edit the room condition to the highlighted room number.
Delete. Select to delete the room condition for the highlighted room number.
Close. Select to close out of the Room Condition functionality.
To associate or change a room condition to a room, highlight the room record and select the New or Edit button. The New button is available only if the room does not already have a room condition assigned (that is, the Room Condition field is blank).
Note: If the room has a room condition associated with it and you wish to change the condition, highlight the room record and select the Delete button. This will remove the room condition currently assigned to the room. You may then select the New button to add the new room condition.
The Room Condition screen appears.
Provide the following information and select the OK button.
Room Condition. Select the down arrow to choose the room condition code that is to apply to the selected room. "Display in Room Assignment" appears below the condition you select if rooms with this condition are available on the Room Assignment screen or on the Available Room Search screen.
If the Front Desk>Hold Rooms application function is set to Y, the Room Conditions screen may be used to place rooms "on hold" for a set period (from 1 to 1440 minutes [24 hours]) or for an unlimited time, depending on the HOLD condition code configuration. (See Room Condition Codes for details on HOLD condition code configuration.) While a room is on hold, it may not be assigned by users other than the user who placed the room on hold (a special permission is required to take a room off hold if it was placed on hold by another user). When the hold period expires, the room is automatically taken off hold. The room is also automatically taken off hold if you check a guest into the room before the hold period elapses. Which, if any, of the HOLD condition codes you may select is determined by the user group(s) to which you belong. When a HOLD condition is selected, the number of minutes that applies to the HOLD condition (or "Unlimited") appears beneath the Room Condition field.
Comment. Comments can be manually entered into the comment text field that apply to the specified room condition. In addition, a default comment will automatically appear here if a comment was associated with a condition code when that condition code was configured.