Using the Room Diary

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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.

When 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.

1. From the OPERA Cloud menu, select Bookings, and then select Room Diary.

2. Enter search criteria, then click Search.

3. Rooms and reservations matching your search criteria appear by date on the Room Diary.

4. Events booked in rooms (rather than function space) can also appear in the Room Diary.

5. Hover your cursor over a Reservation for a brief summary of information.

Applying Filters to Search Result

1. From the OPERA Cloud menu, select Bookings, and then select Room Diary.

2. Click Filter Results to expand the filter panel and select from the following options:

3. Assigned Status :

   1. Assigned Rooms: Select this check box to display rooms that are assigned to guests. This check box is selected by default.

   2. 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.

   3. Partially Assigned Rooms: This option is available when the Component Rooms OPERA Control 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.

4. Room Status: Select one or more room status options.

5. More Options:

   1. Component Suite/Rooms Only: This option is available when the Component Rooms OPERA Control is active. Select this check box to display component-room room followed by an indented breakout of the individual room numbers in the component room.

   2. Connecting Rooms: Select this check box to display rooms that interconnect with other rooms

   3. 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.

   4. Room Conditions Only: 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.

   5. Advanced Check-in Only: 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.

   6. Owner Rooms Only: Select check box to only display owner rooms. (Available when the Room Rotation OPERA Control is active)

   7. Owner Exclusive Rooms Only: Select check box to only display owner exclusive rooms (Available when the Room Rotation OPERA Control is active)

   8. Click Reset Filter to reset these filter options.

   9. Click Apply Filter to update the Room Diary chart.

Modifying Reservations from Room Diary

1. From the OPERA Cloud menu, select Bookings, and then select Room Diary.

2. Enter search criteria, then click Search.

3. Double click an Reservation to view or edit Reservation Overview and Profile details.

   1. Click on the Edit button to make changes to reservation. For more information, see Editing a Reservation.

   2. Click on the Profile Name to launch and edit the profile linked to the reservation. For more information, see Managing a Guest or Contact Profile

   3. Click I Want To . . . to display various actions for this reservation.

Using Click, Drag and Drop

Reservations displayed in the Room Diary support click and drag for update. The following are some of the most commonly used drag and drop activities:

1. Room Move: Click the block representing the reservation and drag it to a vacant room on the chart. OPERA Cloud performs the same availability checks and updates that apply for reservation updates made via Manage Reservations. You cannot move a reservation to a room in Out of Order status. If the reservation is checked in, you are prompted to update the departing room status.  When the Room Rotation OPERA Control is active and you move (re-assign) a reservation to a room that is not the next in the room rotation sequence, you are prompted to enter an Override Reason. For more information, see Moving an In House Reservation

   Note:

   When a reservation has a Do Not Move (DNM) restriction applied, the assigned room cannot be changed. In addition, you cannot change the room type, as this would unassign the room. The Do Not Move restriction is in-effect until the reservation is checked in. Once the reservation has checked in the Do Not Move restriction is canceled and room moves may be performed for the reservation as usual. A reservation with a Do Not Move restriction applied displays a Do Not Move indicator in the reservation block. The drag and drop feature cannot be used to change the room for reservations with a Do Not Move restriction. (Available when the Do Not Move Room OPERA Control is active). For more information, see Managing Reservation Do Not Move Room Status

2. Reservation Date Changes: To change the stay dates for a reservation, click the block representing the guest's reservation and drag it to a vacant block representing a future date (and different room, if desired). Availability checks are performed that also apply for reservation changes made via Manage Reservations. You cannot move a reservation to a room out-of-order in Out of Order status. You can 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. When modifying stay dates for a pseudo room type reservation the Stay Detail panel is displayed, allowing you to update other reservation details as required. 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.

Breaking Sharer Reservations using Drag and Drop

You can drag and drop share reservations from one room to another to break share. You are prompted with a list of all sharing reservations , allowing you to select none, one or multiple share reservations. When dragging a sharing reservation from the original room to new room, any shares not selected in the sharing reservation popup remain allocated to the original room. Break Share can be done for:

• Arrival Reservations,

• Arrival & Checked In Reservations,

• Checked In / In House Reservations

Creating Room Reservations From Room Diary

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

1. From the OPERA Cloud menu, select Bookings, and then select Room Diary.

2. Enter search criteria and then click Search.

3. Rooms matching your search criteria appear by date on the Room Diary.

4. Navigate to the required room and click the Arrival Date and then click the Departure Date.

5. From the I Want to. . . panel select Create Reservation. For more information, see Booking a Reservation.

Creating Walk-in a Reservation From Room Diary

1. From the OPERA Cloud menu, select Bookings, and then select Room Diary.

2. Enter search criteria and then click Search.

3. Rooms matching your search criteria appear by date on the Room Diary.

4. Navigate to the required room and click the Arrival Date (current date) and then click the Departure Date.

5. From the I Want to. . . panel. For more information, see Creating a Walk In Reservation

Creating Out of Service or Out Of Order From Room Diary

1. From the OPERA Cloud menu, select Bookings, and then select Room Diary.

2. Enter search criteria and then click Search.

3. 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.

4. Navigate to the required room and click the Arrival Date and then click the Departure Date.

5. 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: 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.

1. From the OPERA Cloud menu, select Bookings, and then select Room Diary.

2. Enter search criteria, then click Search.

3. Dates with Calendar Events are highlighted with color band above the date.

4. 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.

1. From the OPERA Cloud menu, select Bookings, and then select Room Diary.

2. Enter search criteria, then click Search.

3. Rooms scheduled as out of order or out of service rooms are visually marked for the applicable dates in the Room Diary chart.