Room Numbers

Each room number and specific information is specified in the Room Numbers screen. The number of rooms you enter into roomMaster depends on if this is an unregistered evaluation copy or your registration level.

Room Numbers list

The Room Numbers list can display your hotel's room in room number or room type order.

The current status of a room is displayed in the Room column -- a room can either be vacant/clean, occupied, vacant/dirty, or unavailable. New rooms are given vacant/clean status by default.

See Housekeeping for more information about room status.

Go to File > Reports Menu > Rooms and Room Assignments > Room Number Listing to print a list of your rooms.

Note: You must rebuild the availability forecast after any change is made in Room Numbers.

Adding/Changing Rooms

From Setup > Configuration > Reservations > Room Numbers click on Insert to add a room number, or select a room number and click on Change to edit that room number. IF you have an entire list of room numbers to enter, you can enter them in to an Excel Spreadsheet and use the import Mass Import Rooms button.

General

Number

Each room number must be unique and no more than six digits. Room Numbers are an alpha-numeric strings. This means you can have room numbers with alpha characters as well as numbers.

Since the room number is an alpha-numeric string, it will sort that way, which means from left to right. If you have room number 1, room number 10 and room number 100, you would want to enter the room numbers as 001, 010, and 100 so the system will sort correctly. For additional sorting capabilities with room numbers, see Auto Location and Custom Associates Setup.

Room Type

Select a room type from the drop-down menu — the default room type is always displayed for each new room created.

Description

A description of up to 35 characters can be entered for each room. This can be used to explain location or idiosyncrasies of a particular room, or anything else which helps identify it. Examples include "has hot tub", "near ice machine", "view of harbor", "has no TV", etc.

Zone/Floor

A numeric value used for a section where the room exists. Zone/Floor numbers can be used to print reports in certain groups or help in the aid of quickly assigning Housekeeping Tasks using the Custom Associates Report.

Attributes

If your hotel uses internal codes (for security purposes) to match keys with room numbers, this information can be entered, otherwise, use this as special codes to describe features available in the room to the staff. (Jacuzzi, Wetbar, NS for Nonsmoking, etc.)

Phone Number

If the phone number or phone extension is different than the room number used in roomMaster, enter it in this field. This field displays on the "Inhouse Names Listing" report and is used for various PBX, call accounting and voicemail interfaces.

Data Extension

Enter the data extension number (second phone line) if one exists for a room. This field is also used for various PBX, call accounting and voicemail interfaces.

Connect Room

roomMaster allows users to assign connecting rooms on reservations. For complete information about Connecting Rooms, please see Connector Rooms.

Sheet Change Days

Enter the number of days the sheets are changed by the housekeeping staff. In some hotels, sheets are changed every three days and the room is cleaned every day. This is used so the housekeeping report knows whether or not to notify the housekeeper that the sheets need to be changed. If a guest is scheduled to checkout, the system will always notify the housekeeper to change the sheet.

If you change the sheets everyday, enter 1.

Stayover/Checkout cleaning minutes

Enter the number of minutes it usually takes to clean the room if the status is check-out or stayover. This number of minutes is calculated and appears on the associates (maids) reports.

The cleaning minutes can also be used to divide housekeeping labor by time instead of quantity of rooms.

This information can be updated for all rooms by using the Mass Update Housekeeping button.

Ignore on Reports when Stayover

Selecting this option excludes the room number from housekeeping reports when a guest is staying over.

Ignore on Reports when CheckOut

Selecting this option excludes the room number from housekeeping reports when a guest is checking out.

Skip tracking maintenance items

Check this field if you do not want maintenance orders to be created automatically. (see Maintenance Items for more information)

Owner Information

This tab is for timeshares, condos, and other properties where individual owners of units need to be tracked. The information entered on the Owner Information tab will appear on the Commission Statements and Owner's Statements.

Enter Commission Information if the owners receive a commission on room revenue.

Enter a Housekeeping Agreement Amount that can be calculated and added as a Work Order to Commission and Owner Statements.

Mass Update Housekeeping

If you would like to update the housekeeping "Sheet Change Days" and "Stayover/Checkout cleaning minutes" of a group or all the rooms at once, you can use this option to do so. These entries can be manually changed for each room, or all rooms using this option.

Mass Import Rooms

If you have a list of your rooms in an Excel spreadsheet, instead of entering all your rooms, you can import them from an Excel spreadsheet. Once all your rooms are keyed into an Excel spreadsheet, use the Save As option and save the spreadsheet as CSV (Comma Delimited) format. Then, use this option to import the list.

Column A	Room Number	Required
Column B	Room Type	Required
Column C	Description	Optional
Column D	Attributes	Optional
Column E	Phone Extension	Optional
Column F	Data Extension	Optional
Column G	Connector Room	Optional
Column H	Zone/Floor	Optional

Trailing fields after column H are ignored, however, columns A and B are required. All rows are imported with the exception that the first row can be used as column headers and ignored.