Applies to:          Stayntouch PMS          

Suite/Component Room Configuration

WHAT IS A SUITE/COMPONENT ROOM?

Some hotels sell their rooms as individual units and/or virtual suites (multiple units grouped together). These are known as suite rooms. Each room that makes up the suite is referred to as a component room. A suite room consists of two or more component rooms that are grouped and managed as a single unit.

CONFIGURE ROOMS

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

Step 1: Enable the SUITE ROOMS Functionality

• Navigate to Settings > Reservations > Reservation Settings and enable SUITE ROOMS.

Step 2: 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 from Settings > Rooms. 
• If not, 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 section, we will begin creating a Component/Suite Room.
• Select the + ADD NEW button.

• From here, you'll see the option to select the Room is a suite option. We recommend starting with a new component/suite room and not marking an existing room as a component or suite.

Step 2: Check Room is a Suite

• After selecting Room is a suite, 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 added here for each specific room type are 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 the hotel's licensed room count.

• 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 default to the maximum number of rooms available when the user clicks outside the number box.

• Click SAVE CHANGES when you are done.

Step 3: Create Your Room

• Navigate back to Settings > Rooms > Rooms.

• Click the + ADD NEW button.

• Enter the room details and make sure to include the floor and room type.
• From the SELECT ROOM TYPE dropdown option, select the appropriate room type.

Step 4. Room Numbers

• Below the HOUSEKEEPING SECTION dropdown option, Stayntouch PMS will now 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 field.

• Select SAVE CHANGES when you've entered the suite's room numbers. 

ADDITIONAL NOTES

Sometimes when associating room numbers to a suite, you may get the following error message: "Validation failed: Component room has already been taken."

• If you 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 you have a suite with three rooms—and you sell the second room—you can no longer sell the suite. This functionality is not connected to the room number; it is only connected to room type availability. All of the suite’s component rooms must be available to 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.
  • At this point, the setup process is now complete for suites.
  • We do not allow for parlor rooms configuration at this time.
  • From the Availability screen, component/suite rooms will update accordingly as the rooms are booked. Rooms will decrement from the appropriate spaces (please note, component/suite rooms are not grouped on the Availability screen).

• 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 for rooms marked as suite rooms.

BOOKING A COMPONENT/ SUITE ROOM

• Component/suite rooms will display for selection from the ROOM TYPE(S) dropdown during reservation creation, just like any other room type.

• You can also locate a component/suite room by room type or rate type (when configured for a rate).

• By 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 component 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.

FOR SAFLOK INTEGRATION ONLY

• 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).