You can swap rooms in two places: the Folio Functions tab ( Swap room) and the 7-day overview program. This feature allows you to do the following
- swap room
- Swap Lock
- Swap Unlock
- Release Assign
- Assign room (TBA )
Scenario: The room is already assigned to room# 310 (Superior King), and its status is reserved. The room status is VC.
- Find the reservation that needs a room swap.
- Go to the Folio Functions Tab and locate "swap room". There will be a pop-up.
3. Select the original room type and the room type in which you want to swap the room. You can select all the room types or just the room type that you need for swapping.
If you want to narrow down your search, you can add more filters, like room location.
4. This works like a Tetris. To swap the room, click on the original room and click on the new available room. In this example, I'm clicking room 310 and then room 315. As you can see, the available rooms are highlighted in yellow.
SWAP LOCK
This function is used to protect the room from swapping. This could be a returning guest that specifically ask for that room. So you want to keep the request of the guest.
- Click the room that you want to lock for swapping.
- Then click on the "swap lock button.
3. Enter the reason for locking.
After being locked, it can only be unlocked by yourself or anyone with a higher access level than yours.
SWAP UNLOCK
Click on the room that you want to unlock. The "swap unlock" will be enabled. Enter the reason for unlocking. There will be a pop-up, that indicates if you are authorized to unlock or not. Click ok once done.
lock
RELEASE ASSIGN
If you wrongly assign the folio to the wrong room, you can use this feature to release the assignment of the room. This is only possible if the room is not yet in-house.
ASSIGN TBA (to be assigned)
You can also assign the room from here, if there's a TBA next to the room type, it means, that there's a reservation for it, but the room has not been assigned yet.
Click on the TBA button, there will be a pop-up showing the list of reservations for that room type. Select one, and the available rooms highlighted in yellow will be displayed. In this example, I will be selecting room # 115- ST
The text "TBA" will no longer appear after the room has been assigned.
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