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Reservations - How to 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.

Note that our system also has an automatic room assignment feature. For more details on that, please visit Auto Room Assignment Overview.

You can use Room Assignments report to see which rooms are assigned and to which guests.

How to find which reservation is unassigned

There are different ways you can see what reservation has not been assign yet:

Checking the Calendar
  1. Go to the Calendar
  2. Click the number above the date. The number will let you know how many reservations need to be assigned on that day.
Accessing the Reservation tab
  1. Go to Reservations tab
  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. Click the gear icon (Manage)
  2. In the Logs section, select Activity Log
  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

How to assign a room through the Calendar

  1. Go to the Calendar.
  2. A number will appear above the date if there is a reservation to be assigned. In the example below, one reservation needs to be allocated for Tuesday the 27th. Click on the number and the system will open the Assignments window.
  3. In the Assignments window, click the guest's name
  4. Choose the Accommodation Type
  5. Choose the Room Number to assign to the reservation
  6. Click Assign

If needed, you can also lock/unlock the room assignment. Please check the following article to learn more: How to Lock/Unlock Calendar Assignments

Previously Unassigned

The reservation will show as Previously Unassigned if 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.

How to assign a room within the reservation

  1. Open the reservation.
  2. An unassigned reservation will show "N/A" under the field Assignment. Click the drop-down arrow.
  3. Click the room/bed that you want to assign to the reservation.

Room Status (Clean/Dirty) is available for accounts with the House Keeping feature enabled. For more details on this, please see Housekeeping Module Overview.

How to assign a room through the Dashboard

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

  1. Go to the Dashboard.
  2. An unassigned reservation will show "N/A" under the field Room. Click the Check-in icon.
  3. Click the drop-down arrow.
  4. Click the room/bed that you want to assign to the reservation.
  5. Click Check in guest
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