Room Master File

The program room master file manages the hotel’s rooms. You can define different characteristics for each room. These characteristics are defined under category management as well as under Administration - Edit combo box.

Within the program, you are able to search for existing rooms, enter new rooms and change the data of existing rooms, by using the buttons search, new and modify.

To delete a room, ensure that no guest has been checked into the rooms and the room is not allocated to any guest in the future. If you have to delete several rooms in one category, ensure that this will not cause an overbooking situation in the future due to existing commitments. When deleting an entire category, again, you need to ensure that there are no future reservations in this category and that the missing category will not cause an overbooking situation. The function is carried out by pressing the delete-button.

In order to print a room master profile, press the print-symbol  in the tool bar. If you wish to print several profiles in one list, use the room search and print all rooms in the list box by pressing the print-symbol .

Figure 50: Room master file

A number of details from the room master file are displayed for information in the tooltip in the room rack.

Figure 51: Tooltip incl details of the room master file

You can set dates as of when or until when a room is available in the room master file.

However, with this function, you can already define the room master files and are therefore able to accept bookings for rooms in the new wing in advance.

Figure 52: Entering available dates in the room master file

Figure 53: Room availability in the room rack

During the times that the room is not available, it is counted as “out of inventory”, i.e. there is no effect on occupancy percentages, ARR, etc.