Room Assignments Report

Gabriela Garcia

Updated June 08, 2026 18:33

Overview

The Room Assignments Report helps front desk teams and managers quickly review room assignments by date, including assigned and unassigned rooms, room blockages (example: Courtesy Holds, Out of Service, Blocked Dates), and key reservation details.

Use it to confirm who is in each room, identify gaps before arrival day, and export the report for operational follow-ups.

This report shows when a room is marked as blocked or Out of Service, but it does not display the reason entered for the block.

Access the Room Assignments Report

From the Main Menu , click Reporting
In the Search Reports bar, type Room Assignments (or scroll to the Daily section)
Click on Room Assignments Report (the report will open in a new tab)

Animated demonstration showing a user opening the Main Menu, selecting Reporting, typing “Room Assignments” into the Search Reports bar, and clicking on the Room Assignments Report from the results to open it in a new tab.

Understanding the Filters and Room Assignments Table

When open up the report, you can filter the list of rooms by:

Date Range: By default, it will show today’s date every time you access the report
Room Type: Room category name
Show assigned / unassigned

After applying the filters, the report will display one or multiple tables with the relevant fields depending on the selected date or date range:

Room Type, Number of Reservations + Number of Blocks, and Number of Unassigned rooms
Room Number: Displays room abbreviations and unit numbers as they appear on the calendar
Name and Surname:
- For reservations, these fields are hyperlinked; click them to go to the Reservation Details page.
- For room blocks, these fields show the block type, such as Courtesy Hold, Out of Service, or Blocked Dates.

Export To option

Find the Export To button at the top right corner of the page to download it as a PDF or Excel file.

Room Assignments FAQ

When should I use this report?

Use it daily to confirm room assignments for arrivals, in-house guests, and upcoming check-ins; use it again after making room moves or changing availability.

What should I check first?

Start with today’s date range and look for unassigned rooms, then review any blockages that may affect availability.

Why do I see unassigned rooms?

Rooms may be unassigned when the reservation is booked without a unit number, when assignments were removed, or when inventory changes require new assignments.

Does this report include virtual rooms or only physical rooms?

It includes both. However, it's important to note that the report will only show the reservation, blocks, and assignments in the primary accommodation type (virtual room).

The linked accommodations (physical rooms) will remain in the table with 0 Reservations + 0 Blocks and Unassigned.

For example:

Your property has a virtual room called Suite, which combines 1 Standard Single Room and 1 Double Room.
A guest books the room SUI(2), and the system blocks the linked accommodations SIN(2) and DOU(2).

The room assignments report will display the guest's name and surname on the room SUI(2), but the linked rooms will have the text N/A.

Learn more about how to combine physical room types into one virtual room in Shared Inventory - Everything you need to know.

Does this report show Courtesy Holds, Out of Service rooms, and Blocked Dates?

Yes. If an item appears on the Calendar and holds a room, it will appear in this report, including Courtesy Holds, Out of Service, and Blocked Dates.

The report shows the block type in the Name and Surname fields and includes the total number of blockages in the Room Type row, under Reservations + Blocks.

The report does not display the reason entered for an Out of Service block. To view the reason, open the Out of Service block directly from the Calendar.

The Room Assignments Report identifies that a room is blocked or Out of Service, but it does not include the block reason. To review or edit the reason, open the block from the Calendar. For more details, visit Manage blocks on the calendar.

Can I see the Out of Service reason in this report?

No. The Room Assignments Report can show that a room is marked as Out of Service, but it does not include the reason entered for the block.

To view the reason, go to the Calendar and click the Out of Service block directly. The block details show the information entered when the room was marked as Out of Service.

The Out of Service Rooms Review stock report also does not display the reason field. It shows Out of Service room counts and availability-related fields, but not the reason entered on the Calendar block.

What does N/A mean in the table?

N/A can appear when the report shows the reservation on the primary accommodation type and the linked room types are not the ones holding the reservation details.

Can I use this report for housekeeping?

It can help confirm who is assigned to each room and which rooms are blocked, but it does not replace housekeeping-specific views or status tools. Learn more: Housekeeping filters (Inspection table).

What should I do if the report looks wrong?

Confirm your date range and room type filters first, then compare the room status with the Calendar. If needed, refresh the page and re-apply the filters.

Can I open the reservation from this report?

Yes. Click the guest’s Name or Surname to open the Reservation Details page.