Rooms Management Manual

Fidelio Suite 7 Rooms Management Manual Front Office Version 7.13 Creation Date: March 2002

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Table of Contents Table of Contents... 3 Getting Started...5 Logging In... 5 Navigation keys... 6 Accelerator keys... 6 Control keys and Shortcut keys... 7 The Quick Keys... 10 Opening the Quick Keys main menu... 10 The Date field... 12 Changing the date... 12 Displaying corresponding screens and dialog boxes... 15 Using the blue drill down arrow... 15 Using the buttons... 17 Printing screens and dialog boxes... 17 Printing by clicking the print button... 17 Printing using the print pop-up... 18 Saving and accessing print table files... 28 Exiting the Suite 7 Front Office... 31 Using Housekeeping Tools... 33 Getting started... 33 Viewing room status... 34 Viewing all rooms... 34 Finding a specific room... 36 Viewing rooms according to specific categories... 37 Changing room status... 37 Viewing housekeeping statistics... 39 Placing a room out of order/out of service... 40 Placing a range of rooms out of order/service... 41 Creating a new out of order/service block using the copy feature... 45 Modifying out of order/service rooms... 46 Deleting out of order/service records... 47 Page 3

Rooms Management Module Assigning Rooms, Viewing Discrepancies, and Setting the Linen Cycle (Green Status)... 49 Getting started... 49 Assigning rooms... 50 Viewing assigned and unassigned rooms... 50 Viewing discrepancies... 53 Modifying the status of discrepant rooms... 54 Clearing room discrepancies... 54 Printing the list of discrepant rooms... 55 Setting the linen cycle (green status)... 55 Printing the Green Status grid... 56 Room History... 59 Getting started... 59 Viewing room history records... 60 Viewing guest history... 62 Viewing guest profiles... 63 Viewing profiles... 63 Overbooking rooms... 67 Getting Started... 67 Overbooking all rooms... 68 Overbooking specific room types... 69 Deleting overbooking levels... 71 Viewing the Occupancy Graph... 73 Getting started... 73 Changing the dates on the Occupancy graph... 74 Using the navigation arrows to change dates... 75 Changing the view of the Occupancy graph... 75 Printing the Occupancy Graph... 76 Attendants... 77 The Attendants Screen... 77 Managing the Display... 80 Managing the Room Assignments... 83 Printing the Attendant Assignments... 93 Q Rooms... 103 Getting started... 103 Updating Q Rooms... 105 Index... 107 Page 4

1 Getting Started Logging In To use the Suite 7 Front Office system you must log into the system first. You must have a valid user identification and password. Logging into the Suite 7 Front Office: 1. From the desktop, click. The Login Screen appears. 2. Type your user identification in the User I.D. field box. 3. Tab to the Password field box. 4. Type your secret password in the Password field box. 5. Click LOGIN. The Suite 7 Front Office main menu screen appears. Page 5

Suite 7 Rooms Maintenance Manual You are now logged into the system. Navigation keys Accelerator keys Suite 7 Front Office has accelerator keys that allow you fast access to a field box on a screen or dialog box. When a letter is underlined you can press the Alt + letter keys and the cursor moves into the field box. For example, on the New Reservations screen the letter A is underlined in the Arrival date field. By pressing the Alt + A keys, the cursor moves into the Arrival date field box. To use the accelerator keys: From the screen or dialog box, press: Alt + letter The cursor moves into the field box. Page 6

Getting Started Control keys and Shortcut keys Suite 7 Front Office has control keys and shortcut keys that allow you to perform actions directly from the keyboard without having to use the mouse. Using these keys saves you time. For example, to open the Detailed Availability screen you would open the Quick Keys main menu and click on the icon. When you use the control keys, to open the Detailed Availability screen, use the control key Ctrl + D. The Detailed Availability screen opens. For Suite 7 Front Office control keys, see Table 1, page 8. For Suite 7 Front Office shortcut keys, see Table 2, page 9. Page 7

Suite 7 Rooms Maintenance Manual Table 1: Suite 7 Front Office control keys Control Key Ctrl + A Ctrl + B Ctrl + C Ctrl + D Ctrl + E Ctrl + F Ctrl + G Ctrl + H Ctrl + I Ctrl + J Ctrl + K Ctrl + L Ctrl + M Ctrl + N Ctrl + O Ctrl + P Ctrl + Q Ctrl + R Ctrl + S Ctrl + T Ctrl + U Ctrl + V Ctrl + W Ctrl + X Ctrl + Y Ctrl + Z Shift + Alt + P Shift + Alt + C Menu Item Arrivals Billing Copy Detailed Availability Postings Floor Plan Groups House Status In-House Calendar Internal Use Room Rack Messages New Reservation Telephone Operator Control Panel Quick Keys Rate Plan Query Room Search Information Book Update Reservation Paste Arrivals/Stayovers/Departures Cut Occupancy Graph Calculator Profiles Cashier Functions Page 8

Getting Started Table 2: Suite 7 Front Office shortcut keys Shortcut Key F1 Alt + F4 F10 Shift + F10 Ctrl + F10 F12 Alt + Down arrow Alt + Spacebar Tab Shift + Tab Ctrl + Tab Ctrl + Shift + Tab Escape Home End Ctrl + Home Ctrl + End Page Up Page Down Description Displays the Help window. Closes the active window and logout. Closes all active windows. Displays a pop-up menu. Toggles the cursor into/out of the menu bar. Moves the cursor from a data field to the grid. Displays a combo box. Toggles the menu bar on/off. Moves forward through the fields /options. Moves to the next field and confirms the entry. Moves backward through the fields/options. Moves forward through tabs. Moves backward through tabs. Cancels the current action. Removes a Combo box before a selection has been made. Moves the cursor to the beginning of a field. Moves the cursor to the end of a field. Moves the cursor to the first editable field. Moves the cursor to the last editable field. Pages forward through the records. Pages backward through the records. Page 9

Suite 7 Rooms Maintenance Manual The Quick Keys Suite 7 Front Office allows you to select the Quick Keys main menu from any screen. The Quick Keys are shortcuts to screens, searches, and desktop tools. Using these keys allows rapid access to information without having to leave the section that you are currently working on. For example, a customer is making a new reservation while at the same time asking questions about restaurants in the area. You can use the Information Book quick key for restaurant information instead of aborting the new reservation screen, looking up the restaurant information, closing the Information Book, and reopening the new reservation screen. Opening the Quick Keys main menu To open the Quick Keys main menu: Hold down the Ctrl key while pressing Q (Ctrl + Q). The Quick Keys main menu appears. For Quick Keys main menu icons, see Table 3. Table 3: Quick Keys main menu icons Icon Description Shortcut Key Detailed Availability Ctrl + D Control Panel Ctrl + P Maximum Availability Shift + Alt + M Page 10

Getting Started Icon Description Shortcut Key House Status Ctrl + H Rate Plan Query Ctrl + R Room Search Ctrl + S Room Rack Ctrl + L Floor Plan Ctrl + F Occupancy Graph Ctrl + Y Information Book Ctrl + T Telephone Operator Ctrl + O Arrivals/Stayovers/Departures Ctrl + W Calculator Ctrl + Z Log Book Shift + Alt + L Calendar Ctrl + J Currency Convert Calculator Shift + Alt + R Page 11

Suite 7 Rooms Maintenance Manual The Date field The format of the dates and the separators between the dates may vary from one hotel to another. The date format is defined in the system configuration. Typical date formats include the following: MM/DD/YY DD/MM/YY MM-DD-YY DD-MM-YY DDMMYYYY You can type the date with or without separators. You can also type the current day and month without the year and the year will default to the current year. There are many date fields in the system. For example, Start date, Arrival date, or Date. The date can be either a specific date or an as of date. A specific date is when you need to see what happened on that day. For example, you need to see which guests have departed 09/09/99. An as of date is when you need to find out information starting from that date. For example, you need to read the occupancy graph starting from 09/09/99 through 12/09/99. Note: For setting up the date format, see the Suite 7 Configuration Manual. Changing the date The date can be changed by typing a new date or with the use of the calendar. Typing a new date To type a new date: 1. Place the cursor in the Date field box. 2. Type the new date in the Date field box. 3. Press the Tab key. The date is changed. Page 12

Getting Started Changing a date using the calendar To change a date using the calendar: 1. Click the drop down arrow next to the Date field box. The calendar appears. 2. Change the month to a previous month or future month by clicking the horizontal arrows located on the top of the calendar or by pressing the Page Up or Page Down key. 3. Change the year to a previous year or future year by pressing the Ctrl + Page Up or Ctrl + Page Down key. 4. Place the cursor on the date and click the left mouse button or move the keyboard arrow keys to locate the date and press Enter. The date is now changed. Page 13

Suite 7 Rooms Maintenance Manual Selecting a range of dates using the calendar You can select a range of dates. For example, to reserve a new reservation both the arrival date and departure date must be entered. The From date is the arrival date and the To date is the departure date. To select a range of dates using the calendar: 1. Click the drop down arrow next to the Date field box. The calendar appears. 2. Change the month to a previous month or future month by clicking the horizontal arrows located on the top of the calendar or by pressing the Page Up or Page Down key. 3. Change the year to a previous year or future year by pressing the Ctrl + Page Up or Ctrl + Page Down key. 4. Select the date which is the From date. 5. Press the Shift key while clicking the right horizontal arrow on the keyboard until you have highlighted the date that is the To date. The date range is highlighted on the calendar. 6. Press Enter. The dates are changed. Page 14

Getting Started Displaying corresponding screens and dialog boxes Using the blue drill down arrow When there is no blue drill down arrow next to the field, this indicates that no additional information can be displayed for the field. Many fields have a blue drill down arrow next to it indicating that there is additional information that can be displayed. For example, by double clicking in the OO Rooms field box, the Out of Order screen appears. To display corresponding screens and dialog boxes using the blue drill down arrow: 1. Place the cursor in the field box. Page 15

Suite 7 Rooms Maintenance Manual 2. Double click inside the field box with the left mouse button. The corresponding screen appears. Page 16

Getting Started Using the buttons Many screens and dialog boxes have buttons that are activated. You can open other screens and dialog boxes by clicking these buttons. The letters within the buttons can be shaded different colors. For Suite 7 Front Office button colors, see Table 4. Table 4: Suite 7 Front Office button colors Color of the letters Example What the color represents Gray The button is deactivated indicating that you cannot click the button. This can be because the option is not active in your hotel or that you do not have the user rights to use this option. Black The button is activated indicating that you can click the button and another screen or dialog box appears. Printing screens and dialog boxes Suite 7 Front Office allows you to print some of the screens and dialog boxes. You can print to a printer or to a file. There are two ways to print a screen or dialog box: clicking the PRINT button, if present and activated. clicking the pop-up PRINT button, which is displayed by clicking the right mouse button. Printing by clicking the print button To print by clicking the print button: From the screen or dialog box, click the PRINT button. The contents of the screen or dialog box are sent to the printer. Page 17

Suite 7 Rooms Maintenance Manual Printing using the print pop-up Many screens and dialog boxes that do not have a Print button can be printed by using the Print pop-up. Printing via the Print pop-up also gives you the option of customizing your report by selecting desired print options. Printing without selecting print options Note: The contents of the screen or dialog box are sent to the printer in print table format. To print without selecting printing options: 1. From the screen or dialog box, place the cursor on the white portion of the screen. 2. Click the right mouse button. A pop-up PRINT button appears. 3. Click the pop-up PRINT button. The Grid Print dialog box appears. 4. Click PRINT. The contents of the screen or dialog box are sent to the printer in print table format. Printing with printing options The Table Print dialog box allows you to customize your report. The printing options include: Defining the table format Defining headers and footers to appear in each page of the report Defining a header to appear at the beginning of the report only and/or a summary to appear at the end of the report only Page 18

Getting Started Previewing the table before printing Saving the table format to a file and accessing previously saved formatting Note: The contents of the screen or dialog box are sent to the printer in print table format. Opening the Table Print dialog box To open the Table Print dialog box: 1. From the screen or dialog box, place the cursor on the white portion of the screen. 2. Click the right mouse button. A pop-up PRINT button appears. 3. Click the pop-up PRINT button. The Grid Print dialog box appears. 4. Click ADVANCE. The Table Print dialog box appears. It contains seven command buttons (see Table 5, page 21) and three tabs: Page 19

Suite 7 Rooms Maintenance Manual Format tab: Used to define the table format (see Formatting the report, page 21). Page tab: Used to define headers and footers to appear in each page of the report (see To define headers and/or footers for each page of the table, page 25). Report tab: Used to define a header to appear at the beginning of the report only and/or a summary to appear at the end of the report only (see To define a table title and/or summary, page 24). Page 20

Getting Started Table 5: Table Print dialog box command buttons Click this command button To do this Save a document. Create a new document. Load an existing document. Set report properties, file name, description, and job name. Send a print table to the printer. Preview the print table before printing. Close the Table Print dialog box. Formatting the report There are three formatting options available: Style: specifies the type of grid lines to appear in the table. Horizontal Separator: specifies a horizontal guide, in addition to the horizontal grid lines, to facilitate reading the lines of the table. Title and Summary options: Indicates that there is to be a table title and/or summary, and specifies whether it should have a grey shaded background to make it easy to recognize. Actual title and summary text is entered in the Report tab. Page 21

Suite 7 Rooms Maintenance Manual To select the formatting options: 1. On the Table Print dialog box, click the FORMAT tab. The Format tab appears. See Table 6, page 23. 2. Click one of the STYLE radio buttons. The Preview displays the selected grid style. 3. Check one or more check boxes next to TITLE AND SUMMARY OPTIONS. The Preview displays the selected option. If you selected Table Titles or Table Summary, you must enter the text into the Report tab. See To define a table title and/or summary, page 24. 4. Click one of the HORIZONTAL SEPARATOR radio buttons. The Preview displays the selected separator. 5. Type a number in the Every x lines field box. 6. If you want headers and footers, continue with Defining headers and footers for the table, page 24. Otherwise, continue with Printing from the Table Print dialog box, page 25. Page 22

Getting Started Table 6: Table Print dialog box Format tab options Printing format option Definition Style None There are no grid lines in the print table. Horizontal Lines Only horizontal grid lines, between each section, appear in the print table. Vertical Lines Only vertical grid lines, between each column, appear in the print table. Both Both horizontal and vertical grid lines appear in the print table. Title and Summary Options Table Titles Column headers are printed in the print table. The text for the title is entered in the Report tab. Gray Table Titles The table title is shaded gray. Table Summary Summary text is printed at the end of the print table. The text for the summary is entered in the Report tab. Gray Table Summary The table summary is shaded gray. Horizontal Separator None There are no horizontal lines drawn separating the rows in the print table. Lines Horizontal lines are drawn separating the rows in the print table. Lines Every x lines Horizontal lines are drawn every x rows. For example, draw a horizontal line every 2 rows. Gray Alternate blocks of text lines are shaded gray and unshaded. Horizontal lines are not drawn separating the rows. Gray Every x lines The number of text lines in each block. For example, shade 2 text lines grey, then skip the next 2 text lines, and so on. Page 23

Suite 7 Rooms Maintenance Manual Defining headers and footers for the table The other two tabs of the Table Print dialog box are used to enter text for headers and footers of the report: Report tab: Used to enter the text for a title to appear at the beginning of the report only and/or a summary to appear at the end of the report only (see To define a table title and/or summary, page 24). The text will not appear unless the appropriate option has been selected on the Format tab. Page tab: Used to define headers and footers to appear in each page of the report (see To define a table title and/or summary, page 24). To define a table title and/or summary: 1. On the Table Print dialog box, click the FORMAT tab. Click the TABLE TITLES and/or the TABLE SUMMARY radio buttons. If you want the title and summary to appear on a grey background, check those radio buttons, also. 2. On the Table Print dialog box, click the REPORT tab. The Table Print dialog box reappears displaying the Report page 3. Type the title text in the HEADER field box. 4. Type summary text in the SUMMARY field box. 5. Click the radio button for the output form you want: PRINTER FILE Click on the filename field below to open a browser from which you can select the name of the output file. Page 24

Getting Started 6. Continue with To define headers and/or footers for each page of the table, page 25. OR Printing from the Table Print dialog box, page 25. To define headers and/or footers for each page of the table: 1. On the Table Print dialog box, click the PAGE tab. The Table Print dialog box appears displaying the Page page. 2. Type header text in the Header field box. 3. Type footer text in the Footer field box. 4. Continue with Printing from the Table Print dialog box, page 25. Printing from the Table Print dialog box To print from the Table Print dialog box: 1. On the Table Print dialog box, click the REPORT tab. The Table Print dialog box reappears displaying the Report page 2. Click the PRINTER radio button. 3. Click PRINT. The contents of the screen or dialog box appear on the Preview print table screen in print table format. (See Previewing before printing, page 26). 4. From the Preview print table screen, click PRINT. The print table is sent to the printer. Page 25

Suite 7 Rooms Maintenance Manual Previewing before printing The print table can be previewed before printing. To preview before printing: 1. From the Table Print dialog box, click PREVIEW. The Preview print table screen appears displaying the contents of the screen or dialog box in print table format. For Preview print table screen command buttons, see Table 7, page 27. Page 26

Getting Started Table 7: Preview print table screen command buttons Click this command button To do this Enlarge the display of the print table. Reduce the display of the print table. Display the first page of the print table. Turn back the page of the print table by one page. Advance the page of the print table by one page. Display the last page of the print table Send the print table to the printer. Close the Preview print table screen. Page 27

Suite 7 Rooms Maintenance Manual Saving and accessing print table files You can save the print table formatting to a file. This format can then be accessed at a later date and applied to a current print table. Saving a print table format to a file The formatting of the table is saved to a file, with any selected print options, such as titles, headers, and footers. To save a print table to a file: 1. From the Table Print dialog box, click SAVE AS, and enter a filename and description (optional). The SAVE button is activated. 2. Format the report as explained in the above sections. You may also preview the table, if desired. 3. On the REPORT tab, select the FILE radio button. The FILENAME field is activated. 4. If you wish to select a different filename, click on the filename field, select the file from the browser that appears, and click SAVE. 5. If you make more changes in the printing options, click SAVE to save the changes. 6. If you want to print the report now, as well as save to a file, click PRINT. (See Printing from the Table Print dialog box, page 25.) 7. When you are finished, click ABORT to exit the Table Print dialog box. Accessing an existing print table format You can access a print table format that you have saved. You can: Print the document as is. Edit the document, print and re-save it. Delete the document. Edit the document properties. Page 28

Getting Started To access an existing print table file: 1. From the Table Print dialog box, click LOAD. The Documents List dialog box appears. 2. Select the desired Print Table from the list. 3. You may delete a document, view the properties, or load it. To delete the selected document, click DELETE, and confirm the deletion. Page 29

Suite 7 Rooms Maintenance Manual To view and edit the properties, click PROPERTIES The Properties dialog box appears. To load the selected file, click SELECT. The selected file is loaded and can be edited and printed from the Table Print dialog box. (See Printing from the Table Print dialog box, page 25.) Page 30

Getting Started Exiting the Suite 7 Front Office To exit the Suite 7 Front Office: 1. Close all open screens and dialog boxes. 2. Click the exit icon on the Suite 7 Front Office main menu screen. The Login screen appears. 3. Click EXIT. The Suite 7 Front Office is closed and the desktop appears. Page 31

2 Using Housekeeping Tools Housekeeping tools allow room managers to record and view the status of rooms for housekeeping purposes. Status information includes data such as whether the rooms are clean or dirty, occupied or vacant, etc. Suite 7 allows you to view, print and change the status of all rooms or selected rooms. You can display the number of rooms with a particular status. The software lets you keep track of which rooms are unavailable or out of order. You can record and view rooms that show a discrepancy between their actual status according to the housekeeping personnel and the status indicated in the software. You can also view and edit the linen cycle for each room. Getting started To access Housekeeping tools: 1. From the main Suite 7 screen, click the ROOMS MANAGEMENT icon. The ROOMS MANAGEMENT toolbar appears to the right of the icons. 2. Click the HOUSEKEEPING button. The Housekeeping dialog box appears. Page 33

Suite 7 Rooms Management Manual Viewing room status Suite 7 allows you to view the status of selected rooms. You can view the status of all rooms, or select a particular category of rooms to view, such as occupied or checked out. Note: Check the LEGEND check box near the bottom left of the window to display the Legend for the symbols used in the grid. Viewing all rooms To view a listing of all rooms: 1. In the Housekeeping window, in the listing at the upper left of the Housekeeping page, click the ALL ROOMS line. Page 34

Using Housekeeping Tools 2. Click SEARCH. All rooms are listed in the display window to the right. Finding a specific room From the rooms grid, you can quickly select a particular room. The listing indicates the room status. Page 35

Suite 7 Rooms Management Manual Note: Check the LEGEND check box near the bottom left of the window to display the Legend for the symbols used in the grid. You can select a room in several ways. To select a single room: In the Housekeeping screen, select (highlight) the room number you wish to view, or scroll down until you arrive at the required room number. Or In the Housekeeping screen, click in the Room field and type in a room number. Then, press the Tab key. The selected room appears highlighted in the listing. Or 1. To select a room from a particular section, click in the Section field, and type a section number. Then, click the SEARCH. All rooms within the selected section are displayed in the grid. 2. In the grid, select a room number. Or 1. To select a room of a particular room type(s), click in the Room Type field, and select the desired room type(s) from the Select Room Types dialog box. 2. Click OK. The Select Room Types dialog box closes. 3. Click SEARCH. All rooms of the selected room type(s) are displayed in the grid. 4. In the grid, select a room number. Viewing rooms according to specific categories You can view rooms in a particular category only, such as checked out rooms, or vacant rooms. There are nine pre-defined categories. You may also create your own userdefined categories to meet the needs of your site. To display rooms according to specific categories: 1. Select the desired category from the listing. Page 36

Using Housekeeping Tools The following table describes the pre-defined categories. This category... All Rooms All Vacant Rooms All Dirty Vacant Rooms All occupied rooms All Expected Arrivals All Dirty Expected Arrivals All Due Out Rooms All Checked Out Rooms All Rooms Checked Out Today Includes... All rooms. All vacant rooms: clean, dirty, inspected or touch-up. All vacant rooms that have not been cleaned. All rooms that are currently occupied. All rooms that need to be ready for an arrival today: clean, dirty, inspected or touch-up. All rooms that need to be ready for an arrival today and have not been cleaned. All rooms whose occupants are expected to check out today. All rooms whose occupants have checked out: clean, dirty, inspected or touch-up. All rooms whose occupants have checked out today: clean, dirty, inspected or touch-up. 2. Click SEARCH. Only rooms from the selected category appear on the display grid. Changing room status You can quickly change the status of rooms to Clean, Dirty, Touch Up, or Inspected. You can change the status of a single or multiple rooms in one procedure. To change the status of a single room 1. In the Housekeeping screen, double-click a room from the rooms grid. (To change the status of an out of order/service room, see Modifying out of order/service rooms, page 46.) The Change Status Confirmation dialog box appears. Page 37

Suite 7 Rooms Management Manual The current room status radio button is disabled, allowing you to select from the remaining radio buttons. Note that Touch Up is an optional status, and may also be disabled. 2. Select a new status. 3. Click OK to save the new status, or ABORT to cancel. You can also change the status of a selected room by clicking on the Inspected, Clean or Dirty radio buttons below the grid. To change the status of multiple rooms 1. In the Housekeeping screen, click the QUICK ACTION button. The Quick Action dialog box appears. Page 38

Using Housekeeping Tools 2. In the List Rooms text field, type the room numbers for which you want to change the status. Separate rooms numbers by a comma or a space. Or In the From Room and To Room fields, type in the range of room numbers for which you want to change the status. Or In the Section field, enter the section number whose rooms status you want to change. 3. In the Change To Status box, select a status option. 4. Click OK to save, or ABORT to cancel. A message appears confirming the amount of rooms changed to the selected status. 5. Click OK. The selected rooms status is changed in the rooms grid in the Housekeeping screen. Viewing housekeeping statistics Suite 7 enables you to view the number of rooms with a particular status. To view housekeeping statistics 1. In the Housekeeping window, click the STATISTICS button in the Housekeeping screen. The Statistics window appears. Page 39

Suite 7 Rooms Management Manual The number of rooms in each status category appears in the fields. 2. After viewing the statistics, click CLOSE. Placing a room out of order/out of service Rooms may be unavailable, or not in use, for various reasons. Suite 7 lets you define rooms that were removed from use for reasons falling into two categories: Out of Order and Out of Service. Both status codes prevent you from assigning these rooms to reservations. The difference between the two status codes is that Out of Order rooms are taken out of availability while Out of Service rooms remain in availability. Out of Order means that the room is not for sale because it needs repairs. Out of Service means that the room is temporarily not in use; for example, if it is located on a floor that was closed off during low season. An Out of Service room can be sold if the need arises. It is possible to place an out of order/service block for any given date or period in the future. It is not possible to take an occupied or reserved room to a status of Out of Order. Page 40

Using Housekeeping Tools Placing a range of rooms out of order/service To place a range of rooms out of order/service 1. From the main Suite 7 screen, click the ROOMS MANAGEMENT icon. The ROOMS MANAGEMENT toolbar appears to the right of the icons. 2. Click the OUT OF ORDER/OUT OF SERVICE button. The Out of Order/Out of Service dialog box appears. Page 41

Suite 7 Rooms Management Manual 3. Click NEW. The OO-OS-New Record Entry Screen dialog box appears. Page 42

Using Housekeeping Tools 4. In the From Room field, type in the number of the room you want to place out of order/service. You can place a group of sequentially numbered rooms out of order/service. To do so, type the first room number in the range in the From Room field. Type the last room number in the range in the To Room field. 5. Click in Range staring on Date field, and type the starting date for the out of order/service block. Or In the Range staring on Date field, click the arrow to open a drop-down calendar, and select a starting date. Page 43

Suite 7 Rooms Management Manual Use the scroll-through button at the top right and left corners to select a month, and click on a day. 6. Click open the To Date field, and select the ending date. 7. Click the Out of Order or Out of Service radio button to select the required status. 8. Click open the Reason field. A drop-down list appears. Note: You configure the drop-down list of reasons in the Reservations menu in the Configuration program. 9. Select the reason for blocking the room. 10. In the Remarks field, you can enter relevant comments. 11. In the Return Status box, select the status to which you want the room to revert when the out of order/service block status is removed. (See Deleting out of order/service records, page 47.) 12. Click OK to save new settings, or ABORT to cancel. If you saved the new out of order/service block, an OO/OS Save Results window appears to confirm the new record. 13. Click CLOSE to return to the Out of Order/Out of Service dialog box. Page 44

Using Housekeeping Tools Creating a new out of order/service block using the copy feature Suite 7 lets you create a new out of order/service block using the copy feature. All settings for a selected room are copied to the new record. To create a new record with the copy feature: 1. In the Out of Order/Out of Service window, select the room whose settings you want to copy to a new record. To quickly search for a room, type the room number in the From Room field. 2. Click SIMILAR. The Save Similar Rooms dialog box appears. 3. In the Rooms text field, enter the room numbers whose settings will be copied from the selected room s record. Note: Type a space or a comma between each room number. 4. Click OK to save the new record, or ABORT to cancel. If you chose OK, the OO/OS Save Results window appears to confirm the new record. Page 45

Suite 7 Rooms Management Manual 5. Click CLOSE to return to the Out of Order/Out of Service dialog box. Modifying out of order/service rooms To modify an existing record: 1. In the Out of Order/Out of Service window, click EDIT. The OO/OS Edit Room dialog box appears. Page 46

Using Housekeeping Tools 2. Edit the out of order/service block settings. Note: You cannot edit the actual room number. 3. Click OK to save changes, or ABORT to cancel. Edited settings appear in the rooms list in the Out of Order/Out of Service window. Deleting out of order/service records To delete an out of order/service block: 1. In the Out of Order/Out of Service window, select the room whose out of order/service block you want to delete. If you want to delete the out of order/service block for a range of rooms, select the first record in the range to be deleted. To quickly search for a room, enter the room number in the From Room field. 2. Click DELETE. Page 47

Suite 7 Rooms Management Manual The OO/OS Rooms Delete Range dialog box appears. 3. To delete the out of order/service block for a range of rooms, type the room number of the last room of the range in the To Room field. 4. Click DELETE to delete the out of order/service block, or ABORT to cancel. Deleted out of order/service blocks disappear from the Out of Order/Out of Service window. The room s status reverts to the Return Status indicated in the editing dialog box. Refer to Modifying out of order/service rooms, page 46. 5. Click CLOSE. Page 48

3 Assigning Rooms, Viewing Discrepancies, and Setting the Linen Cycle (Green Status) Suite 7 lets you view assigned and unassigned rooms. You can record whether a room is assigned, change the reasons for its assignment, and print a list of assigned rooms. You can also set and modify the linen cycle (green status) for rooms. The linen cycle can also be printed. You can record discrepancies between the status of rooms in the system and the actual status as reported by the housekeeping personnel. Getting started To access Housekeeping tools: 1. From the main Suite 7 screen, click the ROOMS MANAGEMENT icon. The ROOMS MANAGEMENT toolbar appears to the right of the icons. 2. Click the HOUSEKEEPING button to open Housekeeping dialog box. Then, click the Room Assignment tab. Or From the Rooms Management toolbar, click the ROOM ASSIGNMENT button. Page 49

Suite 7 Rooms Management Manual The Room Assignment dialog box appears. Assigning rooms Suite 7 lets you define which rooms are assigned or unassigned, and the reason for their assignment. You can also list rooms according to assignment criteria. Viewing assigned and unassigned rooms To list rooms according to assignment criteria: 1. In the Room Assignment dialog box, in the Show box, click the ASSIGNED ROOMS, UNASSIGNED ROOMS, or ALL ROOMS radio button. A list of rooms appears according to the selected criteria. Page 50

Assigning Rooms, Viewing Discrepancies, and Setting the Linen Cycle To view a particular room: In the Room Assignment dialog box, in the From Room field, type the number of the room you want to view. The room is selected. Modifying room assignments You can assign a previously unassigned room. You can also change the reason for the assignment of a previously assigned room. Rooms are assigned for either General or Housekeeping reasons.. Assignment reasons are defined in the Suite 7 database. To assign rooms for General or Housekeeping reasons: 1. From the Show box, select the Unassigned Rooms radio button. The grid displays all rooms that are currently unassigned. 2. Select General Assigned or Housekeeping Assigned from the Room Assignment box. The Edit Room Assignment dialog box appears. 3. Click open the Reason field, and select a reason. Page 51

Suite 7 Rooms Management Manual You can also select a different room assignment in the Edit Room Assignment dialog box. 4. Click OK. In the Grid, the room assignment is modified according to your selections. To remove a General or Housekeeping assignment reason: 1. From the Show box, select the Assigned Rooms radio button. The grid displays all rooms that are currently assigned. 2. Select the Unassigned from the Room Assignment box. The room assignment is now unassigned and the grid is modified accordingly. Viewing discrepancies There may be discrepancies between the room status in the Suite s system and the actual status as reported by the housekeeping personnel. You can view, update and print room discrepancy records. To view room discrepancies: 1. In the Housekeeping or Room Assignment dialog box, click the Discrepant Rooms tab, or press ALT-T. The Discrepant Rooms dialog box appears. Page 52

Assigning Rooms, Viewing Discrepancies, and Setting the Linen Cycle 2. In the Show box, select a viewing option. Viewing options are displayed in the following table. This viewing criteria Displays this Skips Only Rooms that are reported to be vacant by the housekeeping personnel, but are listed as occupied by Suite 7. Sleeps Only Rooms that are reported to be occupied by the housekeeping personnel but are listed as vacant by Suite 7. Persons Disc. Only Rooms that show any discrepancy between the number of persons in the room as reported by housekeeping personnel and Suite 7. All Discrepant Rooms Rooms that show a discrepancy type of skips or sleeps and those with persons discrepancy All Rooms All rooms in the current database 3. To view all discrepant rooms (skips, sleeps, and persons discrepancy), select both the ALL DISCREPANT ROOMS radio button and the PERSONS DISCREPANCY check box. 4. To select a room in the list for viewing, click the room. Or Page 53

Suite 7 Rooms Management Manual In the From Room field, type in a room number. The room is selected in the grid. Modifying the status of discrepant rooms To modify the status of discrepant rooms: 1. In the Discrepant Rooms dialog box, select a room in the grid whose discrepancy status you want to change. 2. In the Room Status and Housekeeping Status boxes, you may select status options. 3. In the Housekeeping Persons field, type the number of housekeeping persons assigned to the selected room. Clearing room discrepancies If the room is a skip meaning that the housekeeping personnel reports that it is vacant clear the discrepancy status by checking the guest out. If the room is a sleep meaning that the housekeeping personnel reports that it is occupied clear the discrepancy status by checking the guest in to that room. Printing the list of discrepant rooms Suite 7 lets you print the Grid displaying room discrepancies. To do so, click the PRINT button. Page 54

Assigning Rooms, Viewing Discrepancies, and Setting the Linen Cycle Setting the linen cycle (green status) The linen cycle defines how many linen sets and towels are changed per room. To set the linen cycle: 1. In the Housekeeping dialog box, click the Green Status tab. The Green Status dialog box appears. 2. In the From Room field, type the number of the room whose linen cycle you want to modify, and press the Tab key. The room is selected. 3. In the Linen and Towels fields, type in the number of linen sets and towels which are changed per room. 4. Click CLOSE. Printing the Green Status grid Suite 7 lets you print the current linen cycle. To do so, click the PRINT button. Page 55

4 Room History Room History is helpful in tracing the occupants of a room which is damaged or in which a lost article is found. The Room History tool lets you view a list of guests who used a particular room from a specified date. You can display profile data about the guests who occupied the room. Getting started To access room history records: 1. From the main Suite 7 screen, click the ROOMS MANAGEMENT icon. The ROOMS MANAGEMENT toolbar appears to the right of the icons. 2. Click the ROOM HISTORY icon. The Room History dialog box appears. Page 57

Suite 7 Rooms Management Manual Viewing room history records When you view the history of a particular room, you display a list of occupants who have used the room. To display the history of a room: 1. In the Room History dialog box, click in the Departures Since field, and type a starting date for the room history. Or In the Departures Since field, click the arrow, and select a date from the dropdown calendar. The Departures Since date is the starting date of the room history. Guests who occupied the room from that date on will be listed in the room history record. The Departure Since field defaults to the date one month prior to the hotel date. Page 58

Room History 2. In the Room No. field, type the room number whose history you want to view. 3. Click SEARCH. A guest list from the date specified appears. Page 59

Suite 7 Rooms Management Manual Viewing guest history Suite 7 lets you view reservation history details of selected guests who occupied a particular room. This information is view-only and cannot be modified. To view a guest s details: 1. In the Room History dialog box, select a guest from the guest list. 2. Click DETAILS. 3. The Guest History window appears. Note: Your Guest History window may appear differently than the one shown above since the details of each hotel's history differ. 4. After viewing the selected guest s details, click ABORT to close the window. Viewing a guest's folio Guest folios are saved during night audit, and may have been saved to hard disk or on diskette. You may view the details of the guests' folios that are stored on hard disk or diskettes. Page 60

Room History To view a guest folio: 1. In the Room History dialog box, select a guest from the guest list. 2. Click FOLIO. The File Path dialog box appears. 3. Select the default path or enter the path containing the selected guest s profile according to the guest s departure date. 4. Click open the File Path field. Suite 7 searches for possible path names. 5. Select a path name, and click OK. Viewing guest profiles You can view the guest's history details by clicking DETAILS. You may also select the PROFILES button to view the selected guest s profile. Note: For detailed information on how to edit and manage profiles, refer to the reservations manual Viewing profiles To view a guest's profile: 1. In the Room History dialog box, click in the Departures Since field, and type a starting date for the room history. Or In the Departures Since field, click the arrow, and select a date from the dropdown calendar. Page 61

Suite 7 Rooms Management Manual The Departures Since date is the starting date of the room history. Guests who occupied the room from that date on will be listed in the room history record. The Departure Since field defaults to the date one month prior to the hotel date. 2. In the Room No field, type the room number whose history you want to view. 3. Click SEARCH. A guest list from the date specified appears. 4. Select a guest, and click PROFILE. The profile of the selected guest appears. Page 62

Room History Note: If the profile has been deleted from the system, the system displays the message, "Profile has been purged." 5. To view additional data, click the tabs at the top of the Profile dialog box. Page 63

5 Overbooking rooms Most hotels overbook rooms during a peak period in order to reach 100% occupancy. The Suite 7 system allows you to overbook in accordance with the set overbooking levels. Getting Started To access Overbooking tools: 1. From the main Suite 7 screen, click the ROOMS MANAGEMENT icon. The ROOMS MANAGEMENT toolbar appears to the right of the icons. 2. Click the OVERBOOKING icon. The Overbooking dialog box opens. Page 65

Suite 7 Rooms Management Manual Overbooking all rooms House overbooking allows you to overbook the hotel with any room type. To overbook the hotel: 1. In the Overbooking dialog box, click in the From Date field, and type the starting date of the overbooking period. Or In the From Date field, click the arrow, and select a starting date from the dropdown calendar. The current date is the default date. Page 66

Overbooking Rooms 2. Click in the To Date field, and type the ending date of the overbooking period. Or In the To Date field, click the arrow, and select a starting date from the dropdown calendar. The default date is one week after the current date. 3. In the Percentage field, type the overbooking percentage. Or You may assign a different overbooking amount for each day in the overbooking period. To do so, type the amount in the field corresponding to the day. 4. Click ADD. Suite 7 updates the availability of rooms in the House Overbooking list according to the overbooking percentage or amount specified. Overbooking specific room types Suite 7 lets you select certain room types for overbooking. You can specify these overbooking levels if the parameter KATOVERB = ON. To overbook specific room types: 1. In the Overbooking dialog box, click in the From Date field, and type the starting date of the overbooking period. Or In the From Date field, click the arrow, and select a starting date from the dropdown calendar. The current date is the default date. Page 67

Suite 7 Rooms Management Manual 2. Click in the To Date field, and type the ending date of the overbooking period. Or In the To Date field, click the arrow, and select a starting date from the dropdown calendar. The default date is one week after the current date. 3. In the Percentage field, type the percentage by which to overbook the room types. Or You may type assign a different overbooking amount for each day. To do so, type the amount in the field corresponding to the day. 4. Click open the Room Type field. The Select dialog box appears. 5. Click the INCLUDE button to select a room type to overbook. A check mark is added next to selected room types. 6. To de-select a room type, click it again, or click EXCLUDE, or press the spacebar. Note: The room types in the Select dialog box may vary according to your Suite 7 configuration. Page 68

Overbooking Rooms 7. Click OK. The Select dialog box is closed. In the Overbooking dialog box the selected room types appear in the Room Type field. 8. Click ADD. Suite 7 updates the room availability in the Overbooking By Room Type list according to the overbooking percentage specified. You can set both house overbooking and room type overbooking at the same time For example, if you allow the hotel to be overbooked by 20 rooms, you can set overbooking levels for a particular room type. This will ensure that you are not overbooked by 20 rooms on one particular room type. This is especially useful if you have just one or two of a particular room type Alternatively, if you set the Room Type overbooking to allow overbooking by 10 rooms on each of three room types, you can set the House Overbooking to 20, so that the system will restrict any new reservations after the total house availability has reached 20 even though some room types have not yet reached the overbooking limit. Deleting overbooking levels You can delete a house overbooking for a particular day. You can also delete the overbooking of a specific room type for a particular day. When you delete a selected overbooking, the entry disappears from the House Overbooking or Overbooking by Room Type lists. To delete an overbooking: 1. Select an overbooking item from the House Overbooking or Overbooking by Room Type lists. 2. Click DELETE. A Confirm box appears. 3. Click YES. The selected overbooking entry is deleted from the list. Page 69

6 Viewing the Occupancy Graph The Occupancy graph is a graphic display of the occupancy of the hotel for a given period. Getting started To view the Occupancy graph: 1. From the main Suite 7 screen, click the ROOMS MANAGEMENT icon. The ROOMS MANAGEMENT toolbar appears to the right of the icons. 2. Click the arrow at the right of the toolbar to display the rest of the icons. 3. Click the OCCUPANCY GRAPH icon. The Occupancy Graph appears. Page 71

Suite 7 Rooms Management Module Changing the dates on the Occupancy graph You can change the view of the Occupancy graph by changing the start date or using the horizontal arrows. To change the start date: 1. Click open the Start Date field. A drop-down calendar appears. 2. Select a date. The Occupancy graph dates and stack bars change. Page 72

Viewing the Occupancy Graph Using the navigation arrows to change dates Table 8: Navigation arrows in the Occupancy graph Click this arrow To move the date of the graph One day forward One week forward One day back One week back Changing the view of the Occupancy graph You can change the view of the Occupancy graph by selecting viewing options in the Occupancy Graph Scope screen. The Occupancy Graph Scope allows you to change the start date, view by day or week, change the number of weeks, include or exclude tentative reservations, show booking position, select room types or summary room types. You can choose to view the stack bars by total, individual and block, block, or nonpicked-up blocks. To select viewing options: 1. From the Occupancy graph, click SCOPE. The Occupancy Graph Scope screen appears. Page 73

Suite 7 Rooms Management Module 2. Select viewing parameters to include in the Occupancy graph. 3. In the list of room types, select the room types you want to view in the Occupancy graph. Click the ALL button to select all room types for viewing in the Occupancy graph. Or, click NONE to de-select all room types. 4. Click OK to save selections, or ABORT to cancel. Printing the Occupancy Graph To print the Occupancy Graph: From the Occupancy graph, click the Print button. The Occupancy graph is sent to the printer. Page 74

7 Attendants The Attendants screen gives you quick and easy access to complete information about attendants including: Attendant Id information (Name and Number) Total number of credits Specific room assignment information From this screen you can not only view all room assignments, but you can also reassign rooms as needed. You may reassign individual rooms, or perform a complete room reorganization. You can also print an Attendants report listing information about each room assigned to the attendants, or save the report to a file. The Attendants Screen The Attendants screen is accessible from either the Housekeeping toolbar or the Front Desk toolbar. To access the Attendants screen from the Housekeeping toolbar: 1. From the main Suite 7 screen, click the ROOMS MANAGEMENT icon. The ROOMS MANAGEMENT toolbar appears to the right of the icons. Page 75

Suite 7 Rooms Management Manual 2. Click the ATTENDANTS button. The Attendants screen appears. See Table 9 and Table 10, page 77. Table 9: Attendants information Field Attendant Name Total Credits Room Status Credits Definition ID number of the attendant Name of the attendant Total number of credits for assigned rooms Room number assigned to attendant Current room status Number of credits for this room Page 76

Attendants Table 10: Attendants screen options This option Split Screen Legend Scope Add Room Delete Room Room Information Note & Name Increase Credits Decrease Credits Print Locate Attendant Reorganize New Attendant Locate Room Restore Defaults Does this Displays the Attendants information twice on a split screen. You can then keep one attendant record in view while searching for another. Displays the Legend explaining the symbols, to right of the screen. Opens the Attendants Viewing Scope dialog box, which allows you to select which group of attendants and rooms to display. Opens a listing of available rooms to be assigned to the selected attendant. Deletes the selected room from the selected attendant s list. It will now appear on the listing of rooms with no attendant assigned, and can be reassigned - accessed via the Add Room Opens the room information listing, which also provides access to the reservation. Opens the Attendant Properties dialog box, which allows you to enter the attendant name, as well as a note that will be printed out on the report. Increases the credits assigned for the selected room. Decreases the credits assigned for the selected room. Creates a housekeeping report summarizing statistics for the attendants. The report may be printed, viewed on the screen, or saved to a file. Finds and highlights the desired attendant. Opens the Reorganization Type dialog box, which allows you to select the criteria for reorganizing the Attendant listing. Opens the Attendant Properties dialog box, which allows you to enter the attendant s number and name. Finds and highlights the desired room. Restores the Attendant screen to the default display and organization. Page 77

Suite 7 Rooms Management Manual Managing the Display There are many ways to use the display to make things easier to see. It is often useful to work with a split screen when transferring credits. You may select which shift to display, or search for a particular attendant or room. (A room search displays the attendant to whom the room is assigned.). To display the legend explaining the symbols: 1. Check the LEGEND check box at the bottom left corner of the screen. The legend appears on the right side of the screen. 2. Uncheck the LEGEND check box to close the legend when not needed. To display a split screen: Check the SPLIT SCREEN check box at the bottom left corner of the screen. The screen splits to display the Attendants listing twice. This is useful when one attendant has too many or too few credits, and you want to add or subtract a room or two. You can keep the first attendant in view, while searching on the other side of the screen for a donor/receiver. To select the shift and rooms to be displayed: 1. Click SCOPE. The Attendants Viewing Scope dialog box appears. 2. Make the desired selections. (See Table 11, page 79) Page 78

Attendants 3. Click OK. The Attendants screen displays the selected section/rooms. Table 11: Attendants Viewing Scope dialog box options This option Section Show No Credits Include Parlors Room Type Does this Displays the selected shift. (Day/Evening) Includes rooms with 0 credits. Includes parlor rooms. Opens the Select Room Type dialog box. Click on desired room types, or click ALL or NONE. To find a specific attendant: 1. If working with split screen, click on the side in which you want the Attendant data to appear. 2. Click LOCATE ATTENDANT. The Locate Attendant dialog box appears. 3. In the top section of the dialog box, click on a radio button to search either by Attendant name or by Attendant number. The appropriate Name or Number field appears in the middle of the dialog box. Page 79

Suite 7 Rooms Management Manual 4. Enter the Attendant name or number. 5. Click OK. The Attendant data appears highlighted in the screen. To find a specific room: 1. If working with split screen, click on the side in which you want the Room listing to appear. (The Attendant to whom the room is assigned will appear on that side.) 2. Click LOCATE ROOM. The Locate Room dialog box appears. 3. Type in the room number. 4. Click OK. The Attendant to whom the room is assigned appears highlighted in the screen. Page 80

Attendants Managing the Room Assignments The Attendants screen is a convenient tool for managing attendant room assignments. You may change a single attendant assignment, or completely reorganize all assignments. You also have direct access to room and reservation information. Editing individual room assignments To add a new attendant to the listing: 1. Click NEW ATTENDANT. The Attendant Properties dialog box appears. 2. Type in the attendant ID. 3. Complete the other fields if desired. The name or note may be added or changed at any time. See To edit the attendant name, or add/edit a note, page 91. 4. Click OK. When a guest checks out, the room is automatically assigned to an attendant. However, you may re-assign rooms as needed. You must first delete the desired room(s) from the attendant to which they are assigned. The ADD ROOM button is then activated, so that you may assign the room(s) to a different attendant(s). Page 81

Suite 7 Rooms Management Manual To delete a room from an attendant room assignments: 1. Click on the room number in the attendant listing. The rooms and credit buttons are activated. 2. Click DELETE ROOM. The Confirm Delete message appears. 3. Click YES. The room is deleted from the selected attendant s assignments, and is available to be re-assigned. The ADD ROOM button becomes activated. To add a room to an attendant room assignments: 1. Click on the listing of the attendant to whom you want to assign the room. 2. Click ADD ROOM. If no rooms are available to be assigned, the Add Room button will not be activated. The Room List dialog box appears. Page 82

Attendants 3. Click in the checkbox to the left of the desired room number(s). You may select more than one room. The ADD button is activated. 4. Click ADD. The selected room(s) is assigned to the selected attendant. The room number appears on the listing, and the credits are added to the attendant s total credits. Although the number of credits given for each room type is specified when setting up the rooms, you may need to change the number of credits given for a particular room in certain situations. You can adjust the number of credits given for any room on a onetime-basis using the Attendants screen. To change the number of credits given for a room: 1. Click on the room number in the attendant listing. The rooms and credit buttons are activated. 2. Click the INCREASE CREDITS or DECREASE CREDITS button to set the desired number of credits. The Total Credits for the Attendant is adjusted accordingly. Page 83

Suite 7 Rooms Management Manual When room properties, such as the number of credits assigned, have been changed, you may wish to reset the values to the default. You may do this for an individual room, or for all rooms. To restore default room specifications: 1. Click RESTORE DEFAULTS. The Restore Defaults dialog box appears. 2. Select whether to restore: Individual room: Enter room number All rooms 3. Select which values to restore: Credits Departure Credits Day Section Night Section 4. Click RESTORE. You are asked for confirmation when restoring all rooms. 5. Click YES. You are informed that the values are restored. Page 84

Attendants 6. Click OK. From the Attendants screen, you have direct access to a summary of basic information about the reservation for the guest who just vacated the room, and for the expected guest (if applicable). You can also view the reservation form for either reservation. To access room and reservation information: 1. Click on the room number in the attendant listing. The rooms and credit buttons are activated. 2. Click ROOMS INFORMATION. The Information Window opens, displaying the guest name, arrival and departure dates, and status of the reservation. 3. To view the reservation form, click RESERV. The reservation form for the listed guest appears. Reorganizing the Room Assignments Rather than reassigning particular rooms, you may want to completely reorganize the room assignments. There are two types or reorganization: Credits: each attendant is assigned the specified number of credits, until all rooms are assigned. Therefore, if a larger number of credits per attendant is specified, there will be fewer attendants, and vice versa. Also note that due to the varying number of credits per room, the number of credits assigned to the attendants may vary slightly. Attendant: the total credits will be divided as equally as possible among the specified number of attendants. To reorganize the room assignments by credits: 1. Click REORGANIZE. The Reorganize Rooms dialog box appears. (See Table 12, page 90.) Page 85

Suite 7 Rooms Management Manual 2. Select REORGANIZE ROOMS BY CREDITS: 3. Enter desired number of credits per attendant. 4. Select method of attendant selection: Automatic: The system automatically selects the appropriate number of attendants, numbering them consecutively, starting at 0. Manual: You specify attendant numbers to be used. 5. If manually specifying attendant numbers, a listing of existing attendant numbers appears, and the system informs you how many attendants are needed for the specified number of credits per attendant. Add or remove attendants as needed: Page 86

Attendants Add: Click ADD, and specify one attendant number, or a range of numbers, in the Attendant Selection dialog box. Delete: Select the attendant number and click REMOVE. Delete all attendants: Click CLEAR. Page 87

Suite 7 Rooms Management Manual 6. If you want to clear all names and comments from the attendant listings, check the checkbox at the bottom of the dialog box. The attendants will then be listed by ID number only, and you can assign names to the ID numbers as needed. 7. Click OK. The system asks for confirmation of the reorganization. 8. Click YES. The attendant listing is reorganized to assign the specified number of credits to each of the attendants. Note: If the OK button is not activated, you may need to add attendants. Automatic attendant selection requires at least one existing attendant. Manual attendant selection requires the correct number of existing attendants. To reorganize the room assignments by attendants: 1. Click REORGANIZE. The Reorganize Rooms dialog box appears. (See Table 12, page 90.) 2. Select REORGANIZE ROOMS BY ATTENDANTS: 3. Select method of attendant selection: Automatic: The system automatically creates the specified number of attendants, numbering them starting at 0. Enter the number of attendants you want. Manual: You specify attendant numbers to be used. 4. If manually specifying attendant numbers, a listing of existing attendant numbers appears, and the system informs you how many attendants exist. Add or remove attendants as desired: Page 88

Attendants Add: Click ADD, and specify one attendant number, or a range of numbers, in the Attendant Selection dialog box. Delete: Select the attendant number and click REMOVE. Delete all attendants: Click CLEAR. Page 89

Suite 7 Rooms Management Manual 5. If you want to clear all names and comments from the attendant listings, check the checkbox at the bottom of the dialog box. The attendants will then be listed by ID number only, and you can assign names to the ID numbers as needed. 6. Click OK. The system asks for confirmation of the reorganization. 7. Click YES. The attendant listing is reorganized to assign as nearly as possible the same number of credits to each of the specified number of attendants. Table 12: Reorganize Room dialog box options This option Reorganize rooms by Credits Credits per attendant Reorganize rooms by Attendants Attendants Selection Select automatically from Attendant 0. Select manually Add Does this Reorganizes the attendant listing to assign the specified number of credits to each of the attendants. Displays the CREDITS PER ATTENDANT field. Number of credits to assign to each attendant. Reorganizes the attendant listing to assign as nearly as possible the same number of credits to each of the specified number of attendants. Indicates how to select the attendant numbers to be used. Credits: Automatically selects the appropriate number of attendants, numbering them consecutively, starting at 0. Attendants: Creates the specified number of attendants, numbering them consecutively, starting at 0. The ATTENDANTS field appears in which to enter the desired number of attendants. Displays a listing of existing attendant numbers, along with the ADD, REMOVE and CLEAR buttons. Credits: the system informs you how many attendants are needed for the specified of credits per attendant. Attendants: the system informs you how many attendants exist. Opens the Attendant Selection dialog box from which you can specify attendant number(s) to be added to the list. Page 90

Attendants This option Remove Clear Clear names and comments Does this Removes the selected attendant number from the listing. Removes all numbers from the listing. Clears the name and notes fields from the attendant listings that are created. Names and notes may then be added to the Attendant Properties as needed. If you selected automatic attendant selection when reorganizing the room assignments, you may want to enter or update names for the attendants. You may also add comments to the attendant records. These notes appear on the printed report only. A note may be copied to all attendants, if desired. The presence of a note is indicated by the icon at the top right-hand corner of the attendant listing. To edit the attendant name, or add/edit a note: 1. Click on the attendant listing. 2. Click NOTE & NAME. The Attendant Properties dialog box opens. 3. Complete the Name and Note fields as desired. If you want to copy the note to all attendants, check the appropriate box. 4. Click OK. Printing the Attendant Assignments An Attendants report may be printed, viewed on the screen, and/or exported to a selected filename. The basic report lists the room numbers, status, number of credits, arrival and departure dates of guest, guest name (if still in-house), and number of persons in the room. In addition, there is a summary of rooms and credits for each attendant, along with any comments entered in the Attendant Properties dialog box. Alternative reports may include number of children, towels, extra beds, etc. To print the Attendants report: 1. In the Attendants screen, click PRINT. The Maids Report Query dialog box appears. (See Table 13, page 96.) Page 91

Suite 7 Rooms Management Manual 2. Select the section range, room range, and printing options. 3. Click the PRINTER radio button. 4. Click the drop-down arrow to open the Printers listing. 5. Select the desired printer. 6. Specify the number of copies: Type in the number OR Click the Up- or Down-arrow until the desired number appears in the field. 7. Click PRINT. The specified number of copies of the report are printed on the selected printer. Page 92

Attendants To view the report on the screen: 1. In the Attendants screen, click PRINT. The Maids Report Query dialog box appears. (See Table 13, page 96.) 2. Select the section range, room range, and printing options. 3. Click the SCREEN radio button. The Print button becomes a VIEW button. 4. Click VIEW. The report appears on the screen. 5. If you wish to print the report after viewing it, simply click the PRINT button in the viewer window. Page 93

Suite 7 Rooms Management Manual To print the report to a file: 1. In the Attendants screen, click PRINT. The Maids Report Query dialog box appears. (See Table 13, page 96.) 2. Select the section range, room range, and printing options. 3. Click the EXPORT radio button. The Export Format and File Name fields appear. 4. Select the export format from the EXPORT FORMAT drop-down listing. 5. Click on the FILE NAME field to open a browser from which to select the file name for the report file. 6. Click PRINT. The report is exported to the selected file name in the selected format. Page 94

Attendants To email the report: 1. In the Attendants screen, click PRINT. The Maids Report Query dialog box appears. (See Table 13, page 96.) 2. Select the section range, room range, and printing options. 3. Click the E-MAIL radio button. The Address field appears for entering the e-mail address. 4. Click the arrow in the ADDRESS field. The Send Mail dialog box appears. 5. In the MESSAGE tab, enter all the necessary information about the e-mail message and the recipient. 6. Click OK. The e-mail address appears in the Address field. 7. Click PRINT. The report is e-mailed to the specified e-mail address. Page 95

Suite 7 Rooms Management Manual Table 13: Maid Report Query dialog box options This option From Section/ To Section From Room/To Room Printing Style Double Spaced Report Does this Specifies the range of attendant ID numbers to be included in the report. (Section = ID number) Specifies the range of room numbers to be included in the report. Specifies the report format to be used. Report format determines what information is included in the report. (See Table 14, page 98) Selects double-spaced printing. Page 96