Find and handle unassigned reservations

In this article, we will go through all the available options to find unassigned reservations and manually assign a room to them.

  • Our system also has an automatic room assignment feature. For more details, click here.
  • Use the Room Assignments report to see which rooms are assigned and to which guests.

How to find which reservations are unassigned

There are different ways to see which reservations have not been assigned yet:

Checking the Calendar
  1. Go to the Calendar, and click the number above the date.
  2. The number will let you know how many reservations need to be assigned on that day.
Accessing the Reservations section
  1. Go to the Reservations section in the Main menu
  2. Use the filter as necessary, for example, filter by Check-in Date
  3. Click Apply
  4. Unassigned reservations will have N/A in the Room Number(s) column
Viewing the Activity Log

Using the Activity Log you can track when a room has been assigned or removed from a reservation and by which user.

  1. Go to the Settings page, and click on Logs
  2. In the Logs section, go to the Activity Log tab
  3. In the filter Change Made, click the (+) sign next to Reservation - Activity and Status and select Room Assigned, Room Assignment Modified, Room Assignment Removed
  4. Click on the (+) sign to expand and see the change details

How to assign rooms to unassigned reservations

Through the Calendar
  1. Go to the Calendar. A number will appear above the date if there is a reservation to be assigned. Click on the number and the system will open the Assignments window.
  2. In the Assignments window, click the guest's name
  3. Choose the Accommodation Type
  4. Choose the Room Number to assign to the reservation
  5. Click Assign. If the room appears as Previously Assigned, it means that the start date (check-in date) was in the past and continues through the selected day. You can still assign a room to the reservation following the steps above.
On the Reservation Details Page
  1. Go to the corresponding Reservation Details Page
  2. An unassigned reservation will show "N/A" under the field Assignment. Click the drop-down arrow
  3. Select the room/bed that will be assigned to the reservation

Room Status (Clean/Dirty) is available for accounts with the Housekeeping feature enabled. For more details on this, please see: Housekeeping - Everything you need to know

Through the Dashboard

This option will change the reservation status to Checked-in (In-house).

  1. Go to the Dashboard and go to the desired reservation. The unassigned reservation will show Unassigned under the field Accommodation column. Click the Assign icon.
  2. Select the corresponding room to be assigned
  3. Click Save
  4. The room will appear as correctly assigned
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