The room status determines the priority of the stock and floor services that the reception can sell. The system shows a room clean while the team has not yet entered the room, the early entrance war is at risk; the room is empty while the accommodation record is open, both the guest and the income record are affected. Therefore, the room plan should not only be a colorful calendar, but the two teams' joint operational record.
- The status of the room and the status of the accommodation are different records; both should be compared regularly.
- The owner of each status change, when the time and reason are clear, the differences that cannot be found are reduced.
- Short agreement before intense entrance time reduces the risk of wrong appointment and waiting.
What is the difference between the room and the accommodation?
The accommodation status describes the life cycle of the reservation or the guest: the expected entrance, in, out or no-show. The room status indicates whether the physical room is ready for sale and use: empty, clean, under control, full, blocked or out of service.
These two records often change together but not the same thing. a guest can close the reservation after making the exit; the room is not ready for the new entrance until the floor services are clean and if necessary the check is completed. the common language of the teams should make this difference visible.
- Residence record: guest or reserve status
- Room Registration: Physical Room Preparation and Openness for Sale
- Room plan: where these two information is seen in the context of date, room type and business order
Which rooms should be clearly defined?
The names your hotel uses may change; the important thing is that the same label comes the same meaning for everyone. For example, if the ‘clean’ status means that the cleaning is only completed, a separate status for the room waiting for the final check should be defined.
Identify the transitions the operation really decides and fix this transition by training from which screen, in which conditions the staff will do it.
- The guest has gone, the room is not ready for the new entrance yet.
- Clean or under check: clean up; the hotel's rule awaits the final check or is ready
- Full: Active accommodation in the room
- Blocked or off-service: closed for sale; due to the reason and expected opening time
When is the day of the day?
One night check is not enough. The most useful two moments are when the work list of the floor services after the output intensity is clear and the time the reception is assigned before the entry intensity begins. This short meeting discusses the exceptions on the screen; each room is not one-on-one long.
For example, if there is an expected entrance at 18 at 14.00 when only 12 ready rooms appear in the system, the reception will review early arrivals, guaranteed reservations and the match of room type before. The floor services will clarify which rooms are expected in cleaning, checking or maintenance. The purpose is not to make forecasts, but to match the time given to the guest with the real situation.
How to solve when the difference is seen?
When the difference occurs in the property, the first question should not be ‘who used the system wrong?’ First classify the type of difference: does the vacuum not match the active accommodation, is the cleaning record delayed, or is the sale closure missing due to maintenance? Then open the source record and check the final process, the user who has done the process and the time.
For example, if the guest is in the room while 208 is clear, instead of changing the room status alone, check the exit, extension or change of the room movement of the accommodation record. Note the missing step in the passage so that the same difference does not reappear after the record is correctly corrected.
- Compare the room number, physical observation and the last movement in the system.
- Determine that the difference is due to accommodation, cleaning, maintenance or sales closure.
- Make the correction from the relevant record; if there is, keep the previous transaction history.
- Repeat differences checked weekly according to the rate, time or type of process.
Use a room plan with RoomFollow
The main need in the room status management is not to transfer information between separate telephone notes and tables. In RoomFollow, when the booking, room plan and operations record are followed on the same hotel data, the corresponding room status during the reception assignment; and the floor services can see the priority order in the same context.
However, the system does not create a procedure alone. Write what the status means in your hotel, who will change the status and what difference will be transferred to the manager. The screen only benefits when this common way of work is made visible.
The room status check list to be applied every day
Adjust this control to your hotel’s entrance-outtime and department structure. The goal is not to recount all rooms; it is to catch the differences that affect sales, guest promise or business load early.
- Check the expected number of entrances, the number of rooms ready and the room type distribution together.
- Check out the output accommodation is empty or related to the next room status.
- Combin the clean and controlled rooms with the statutes the reception accepts open to appointment.
- Why in unservice and blocked rooms, see the responsible team and the expected opening time.
- Check the room change, extension, late exit and early entrances are reflected in the room plan.
- Write the next step and the target time for each room that has the difference.
- At the end of the turn, transfer the clear differences to the next team with a short turn delivery note.
FAQ
Why is the room situation different from the number of rooms open to sale?
A room may not be physically empty for sale or entrance immediately due to the rule of cleaning, control, maintenance, blockage or room type. The reason for the difference should be visible in the room plan.
When should the room status be updated?
It should be updated in real transitions in the workflow that the hotel defines: for example, when cleaning is completed or when the check is passed.
Can the reception change the room?
The distribution of authority depends on the hotel’s procedure. The change in the cleaning status of the reception without confirming the physical condition can lead to a re-definition between the teams.
