Using the Room Diary

Searching for Room Diary Reservations and Rooms

The Room Diary search panel enables you to search for unassigned rooms and/or reservations assigned to rooms by Property, Start Date, and other optional search criteria. Unassigned rooms or reservations with a room assigned matching the search criteria appear on the Room Diary.

Enter a past date to view the Room Diary for past reservations; a 'CO' indicator is displayed for Checked Out reservations. Select the Include Room Move History check box to display room moves in the Room Diary; these are indicated by icons.

For properties with the Component Suite OPERA Control active, an Include (Show) Component Room Block Out Dates check box is available. When selected, if one of the component rooms is assigned to a reservation or Out of Order, the component suite displays 'Component Suite Blocked (Unavailable)' for the corresponding dates.

From the OPERA Cloud menu, select Bookings, Reservations, and then Room Diary.
Search and select a Property.
Enter a Start Date for which you need to search.
Use the optional fields and check boxes to apply additional search criteria to your search.
Click Search.
Rooms and reservations matching your search criteria appear by date on the Room Diary.
Blocks with events booked in rooms can also appear in the Room Diary.
Hover your cursor over a Reservation for a brief summary of information.

Applying Filters to Search Result

To further refine the results displayed on Room Diary select Filter Results.

Assigned Status :
- Assigned Rooms: Select this check box to display rooms that are assigned to guests. This check box is selected by default.
- Unassigned Rooms: Select this check box to display rooms that are not assigned to guests. This check box will be selected by default if the Room Plan is called from the Detailed Availability screen with the Available option button selected.
  
  Note:
  Unassigned rooms do not include rooms that are due out. Select the Include Departure check box to display rooms that are due out.
- Partially Assigned Rooms: This option is available when the Component Roomscontrol is Active. Select this check box to display component rooms that have not been assigned to reservations but which have at least one of their individual room elements assigned to a reservation.
Room Status: Select one or more room status options.
More Options:
- Component Rooms: This option is available when the Component Rooms control is enabled. Select this check box to display component-room room followed by an indented breakout of the individual room numbers in the component room.
- Connecting Rooms: Select this check box to display rooms that interconnect with other rooms
- Include Departures: Select this check box to display due out rooms. When this check box is not selected, due out rooms are included in the display along with rooms that meet your other filter criteria. When the Unassigned Rooms check box is also selected, unassigned rooms and due out rooms are shown on the grid.
- Room Conditions: This option is available when the Room Conditions control is active. Select this check box to list only rooms having a room condition assigned (including those with a room condition that is flagged "Do Not Display in Room Assignment"). When this check box is not selected, rooms having a room condition assigned are included in the display along with rooms that meet your other filter criteria.
- Advanced Check-in: Available when the Advanced Check-in control is enabled. Select this check box to list only rooms have a reservation in Advanced Check-in status.
- Reset Filter: Click to reset these filter options.
- Apply Filter: Click to update the Room Diary chart.

Modifying Reservations from Room Diary

From the OPERA Cloud menu, select Bookings, Reservations, and then Room Diary.
Search and select a Property.
Use the optional fields and check boxes to apply additional search criteria and filters to your search.
Click Search.
Double click an Reservation to view or edit Reservation Overview and Profile details.
1. Click on the Edit button to make changes to reservation.
2. Click Details to update details.
3. Click on the Profile Name to launch and edit the profile linked to the reservation.
4. Click I Want To . . . to display various actions for this reservation.

Using Drag and Drop

Reservations that appear in the Room Diary support click and drag functionality to update. Following are some of the most-used drag and drop activities:

Room Move: Click the block representing the guest's reservation and drag it to a vacant block representing another room. OPERA Cloud uses the same availability checks and updates that also apply for reservation updates made via In House search and Reservations screens. You cannot move a guest to an out-of-order room. If the reservation was checked in, OPERA Cloud prompts whether the room status of the original room should be changed to dirty (DI).
Reservation Date Changes: To change the stay dates for a reservation that has not yet checked in, click the block representing the guest's reservation and drag it to a vacant block representing a future date (and different room, if desired). OPERA Cloud uses the same availability checks and updates that also apply for reservation changes made on the Reservations screen. You cannot move a reservation to an out-of-order room.

You may also select the left or right edge of a block to extend or shorten stay dates. You cannot change the arrival date for already checked in reservations; you cannot change the arrival date to a date earlier than the current business date. A prompt asks you to confirm the date change: "Do you want to change the arrival date or departure date from date to date? for guest name?" If fixed charges apply to the reservation, a prompt asks you to "Please verify reservation's fixed charges.". When updating the dates of a reservation that has a specific Routing Instruction attached with a specific Begin and End date for the reservation, the "Reservation Dates have been changed, please verify existing Routing Instructions." message prompt is displayed for verification.
Do Not Move: This feature is available when the Reservations > Do Not Move Room OPERA Control is Active. When a reservation is flagged Do Not Move (DNM) the room that is assigned to the reservation cannot be changed. In addition, you cannot change the room type, as this would un-assign the room. The Do Not Move functionality is in-effect until the reservation is checked in. Once the reservation has checked in the Do Not Move status is canceled and room moves may be performed for the reservation as usual. If a reservation has the Do Not Move status applied a Do Not Move indicator appears in the reservation block . The drag and drop feature cannot be used to change the room for reservations flagged as Do Not Move.

Creating Room Reservations From Room Diary

It is possible to make a new reservation for a specific room from the Room Diary.

From the OPERA Cloud menu, select Bookings, Reservations, and then Room Diary.
Search and select a Property.
Use the optional fields and check boxes to apply additional search criteria and filters to your search.
Click Search.
Rooms matching your search criteria appear by date on the Room Diary.
Navigate to the required room and click the Arrival Date and then click the Departure Date.
From the I Want to... panel select Create Reservation.
To create Walk in Reservation:
1. Navigate to the required room and click the Arrival Date (current date) and then click the Departure Date.
2. From I Want to...select Create Walk-in.
  
  For more information, see Booking a Reservation

Creating Out of Service or Out Of Order From Room Diary

From the OPERA Cloud menu, select Bookings, Reservations, and then Room Diary.
Search and select a Property.
Use the optional fields and check boxes to apply additional search criteria and filters to your search.
Click Search.
Rooms matching your search criteria appears by date on the Room Diary. You can view reservation by a range of days spanning periods of 1, 7, 14, 21 and 28 days.
Navigate to the required room and click the Arrival Date and then click the Departure Date.
From I Want to..., select Create Out of Service or Create Out of Order.

Viewing Calendar Events in Room Diary

The Room Diary provides a visual indication of property calendar events such as holidays, city celebrations taking place at or near your property. Refer to: Using the Property Calendar Setup

An indicator appears above the dates/days of the special event. A Day Details panel appears on the right side of Room Diary providing details about the special events.

From the OPERA Cloud menu, select Bookings, Reservations, and then Room Diary.
Search and select a Property and enter a Start Date.
Use the optional fields and check boxes to apply additional search criteria to your search.
Click Search.

Dates with Calendar Events are highlighted with color band above the date.
Click Day Details to slide open the panel showing details about the calendar events.

Viewing Out of Order / Out of Service Room Indicators on Room Diary

The Room Diary marks rooms scheduled for Out of Order or Out of Service with a visual indicator that the room is blocked.

From the OPERA Cloud menu, select Bookings, Reservations, and then Room Diary.
Search and select a Property and enter a Start Date.
Use the optional fields and check boxes to apply additional search criteria to your search.
Click Search.
When the Room Diary opens, rooms that are scheduled as out of order or out of service rooms are visually marked for the applicable dates
.