Applies to:          Stayntouch PMS          

Suite/Component Room Configuration

WHAT IS A SUITE/COMPONENT ROOM?

Within the hospitality industry there are hotels that sell their rooms as individual units and/or virtual suites (multiple units grouped together). These we call suite rooms. Each room that makes up the suite is referred to as a component room. In general, you can think of a suite like an envelope that contains your component rooms. A suite room consists of component rooms.

CONFIGURE ROOMS

There are two important actions you need to take to configure suite rooms correctly:

Toggle ON Suite Room Functionality 

• Settings > Reservations > Reservation Settings > Toggle ON Suite Rooms

Build Your Base Component Rooms First 

• In most cases, the hotel will have already configured their property’s room types and rooms in Stayntouch PMS (Settings > Rooms). 
• If not, at a bare minimum, the room types and rooms required for the component room need to be configured. Once this step is completed, proceed to Step 1 below. 

CREATE SUITE BLOCK

Step 1: Select Room Types

• Navigate to Settings > Rooms > Room Types. 

• From the Room Types tab, we will begin creating a Component/Suite Room.
• Select the + Add New button.

• Room is a suite: A user will notice that the option to mark the “Room is a suite” is enabled for all rooms types; however, we recommend starting with a new “Component/Suite” room, and making the room type selection from there.

Step 2: Check Room is a Suite

• After selecting the “Room is a suite” box, a list of the property’s configured room types will appear below the checkbox. 

• The user may increase or decrease the number of rooms for this particular room type by selecting the arrows. The number of rooms that is added here for each specific room type is the base for the creation of the component/suite rooms. 

Important Note: Stayntouch PMS will only allow the user to increase the room count to as many rooms as the hotel has specified during room setup.

• Stayntouch PMS will not allow the user to exceed the total number of physical rooms for a room type. If the user attempts to exceed the number of rooms (say the user enters 100 when the hotel only has 35 rooms), Stayntouch PMS will auto-load the maximum number of rooms available once the user clicks outside of the number box.

• Click Save Changes when you are done.

Step 3: Create Your Room

• Navigate back to the Rooms setup space and select Rooms.

• Select the + Add New button.

• Begin entering the room details, being sure to include the *Floor and *Room Type.
• With the Select Room Type dropdown menu, select the room you just created from the Room Type page. (For our example, it's 4_Room_Suite)

Step 4. Room Numbers

• Below the Housekeeping Section, Stayntouch PMS will begin to display the different room types you configured with this suite. 
  • You can select specific rooms (by room number) with the dropdown menu for each room type.
  • Room numbers will appear in the Room_Numbers space below this area.

• Select Save Changes when you've entered the suite's room numbers. 

 Error Message when associating room numbers to a suite: "Validation failed: Component room has already been taken."

• If we update the room to a specific room number (e.g. #B103), and the room has already been assigned to another component room, then the room cannot be added to the suite.
• Stayntouch PMS does not currently notify the user which room is already taken if there is more than one room listed. In the example below, since only 1 room #B103 is listed, it is easily identified as already assigned to another component room, resulting in the error in this screenshot. 

Helpful Hints:

• If I have a suite with 3 rooms – and a user sells the second room – a user can no longer sell the suite. This functionality is not connected to the room number; it is only connected to roomy type availability. All of the suite’s component rooms must be availableto sell the suite.
  • The availability of the suite is derived from room type availability. As long as there are sufficient rooms types, then the hotel can book the room.
  • In essence, the booking and set up process is now complete for suites. However, online web booking not ready.
  • We do not allow for parlor rooms configuration at this time.
  • From the Availability Icon on the far right of the page, component/suite rooms will update accordingly as the rooms are booked. Rooms will decrement from the appropriate spaces (note that component/suite rooms are not grouped on the availability page).

• Please note, a suite room cannot have connecting rooms, as a suite room is a virtual room, so configuration of connecting rooms is not possible on rooms marked as suite rooms.

BOOKING A COMPONENT/ SUITE ROOM

• Component/suite rooms will display during reservation creation, just like any other room type from the dropdown menu.

• It is also possible to locate a component/suite room by room type or rate type (when configured for a rate).

• Component rooms will also display a 'Suite room icon' on the room diary , when hovering the mouse cursor over a suite room icon on the Room Diary (iPad users should tap the suite room icon), Stayntouch PMS will then display all rooms that make up the suite room. The screenshot below shows that Room 120 is a suite room (noted by the orange suite icon). By hovering over (or tapping) the suite room icon, we can see that Room 112 and Room 199 complete the suite. 

• The checkbox beside Suite_Door will allow will allow you to differentiate whether the suite door should unlock two individual doors – OR an additional "real" physical door (meaning you have Room 101 and Room 102 - and together they are sold as Room 1000).

• Scenario 1: Suite Room 0004 is built out of components 004+002. The entire suite 0004 can be sold, or each room (004, 002) can be sold separately. When sold separately, the main suite door (0004) should also open bGrantAccessPredefinedSuiteDoors>true (i.e., box is checked).

• Scenario 2: Suite Room 0004 is built out of connecting components 004+002. The entire suite 0004 can be sold, or each room (004, 002) can be sold separately. When sold separately, there is NO door for suite 0004, so it should not be considered bGrantAccessPredefinedSuiteDoors>false (i.e. box is not checked).