Managing Reservation Traces

Traces are actionable instructions for a selected department for a specific date and time; once actioned the trace is updated as resolved. You can view and manage all reservation traces using Reservation Workspace or generate a reservation trace report .

Traces for departments selected in the Housekeeping Traces OPERA Control can be viewed in the Housekeeping Task Companion , Mobile Task Companion, and on task sheet report Style 9.

When you select inventory items for a reservation through Item Inventory or when you select a package setup with inventory items, OPERA Cloud checks availability of the items for the reservation dates. A message, "Insufficient quantity for some item(s). Please check Traces¿ appears if there is insufficient inventory for the selected dates. A system generated trace is created for each day of the reservation when inventory is insufficient. (The department associated with the trace is the department assigned to the inventory item in Item configuration). The trace message reads: "Insufficient quantity available for item <item code>".

When a multi-room reservation has traces added and the reservation is split to individual reservations, traces are copied from the original reservation to each of the new linked reservations. If a trace on the original reservation had been resolved before the split, the trace will remain unresolved on each of the linked reservations to ensure that the required action has been taken for each individual room. See Managing Linked Reservations

Note:

Reservation traces are purged 30 days after reservation check out, no-show or cancellation.

Adding Reservation Traces

From the OPERA Cloud menu, select Bookings, select Reservations, and select Manage Reservation.
Enter search criteria, click Search.
Select the reservation in the search result, click I Want To. . ., Traces or click the Traces link in Reservation Presentation.
Click New and complete the following.
1. Department: Select a department(s) to receive the trace.
2. Apply To: Select a frequency from the list. (Available for mass reservation update only).
  1. Arrival Date Only: Adds trace for selected reservations on their individual arrival dates.
  2. Departure Date Only: Adds trace for selected reservations on their individual departure dates.
  3. Stay Dates: Adds trace for stay dates of the selected reservations
  4. Date Range: Adds trace for selected date range of the selected reservations.
3. Trace Frequency: Select a Trace Frequency for the trace to be added to the reservation. (Available when the Trace Frequency OPERA Control is active. If the reservation stay dates are later modified, the trace date(s) will be automatically updated based no the new stay Dates when a Trace Frequency other than Specific Date/Date Range is selected.
  1. Specific Date/Date Range: Select to the trace for a specific date or date range.
  2. On Arrival Day Only: Select to create a trace for the Arrival Day of the reservation.
  3. On Departure Day Only: Select to create a trace for the Departure Day of the reservation.
  4. Every Day of Reservation: Select to create a trace for every day of the reservation
  5. Starting from Day X, Every Y Day of Reservation: Select to add the trace starting on day X and then subsequent traces for every Y number of days following.
  6. X Days Prior to Arrival: Select to add the trace defined number of days prior to arrival.
    
    Note:
    If the days specified correlates to a date prior to the current business date, the trace will be created for the current OPERA Business Date.
  7. Specific Days of the Week: Select to generate the trace for specific days of the week over the duration of the guest stay.
4. From Date: Enter a start date for the trace.
5. To Date: Enter an end date for the trace; one trace per day is created.
6. Time: Enter a trace time.
7. Trace Text: Enter the trace text.
8. Quick Insert: Click to select from pre-configured trace text for the selected department. For more information, see Configuring Trace Texts.
Click Save.

Viewing and Updating Reservation Traces

Note:

Only open traces are displayed by default, to view completed traces click Vertical Ellipsis, Show Completed.

From the OPERA Cloud menu, select Bookings, select Reservations, and select Manage Reservation.
Enter search criteria, click Search.
Select the reservation in the search result, click I Want To. . ., Traces or click the Traces link in Reservation Presentation.
Click + to expand the card and view trace details
Select vertical ellipsis Actions menu, and click Edit.
Update details.
Select the option to apply changes to all future pending traces for this trace frequency.(Available when the Trace Frequency OPERA Control is active and the trace being updated was created with a trace frequency of Every Day, starting from Day X, Every Y Day, and Specific Days of the Week.)
Click Save.

Completing (Resolving) Reservation Traces

To mark a trace as completed, once it has been actioned:

From theOPERA Cloud menu, select Bookings, select Reservations, and select Manage Reservation.
Enter search criteria, click Search.
Select the reservation in the search result, click I Want To. . ., Traces or click the Traces link in Reservation Presentation.
Select vertical ellipsis Actions menu, and click Complete.

Deleting Reservation Traces

From the OPERA Cloud menu, select Bookings, select Reservations, and select Manage Reservation.
Enter search criteria, click Search.
Select the reservation in the search result, click I Want To. . ., Traces or click the Traces link in Reservation Presentation.
Select vertical ellipsis Actions menu, and click Delete.
Click Delete to confirm.

If the Trace Frequency OPERA Control is active and the trace being deleted was created with a Trace Frequency of Every Day of Reservation, starting from Day X, Every Y Day, and Specific Days of the Week, you also have the option to delete associated future pending traces for the Trace Frequency.