Room Diary

To navigate to the Room Diary, go to Front Desk > Room Diary. Once you’ve navigated to the Room Diary, the options on the top left will allow you to toggle between the Day Use (D) and Nightly (N) diaries, as well as between a 7-day view and a 21-day view. For clarification, the Day Use (D) option is primarily used by hotels that sell their rooms by the hour, and the Nightly (N) option is for hotels that sell rooms on a nightly basis. Furthermore, please note, the Room Diary scales down by monitor browser size.

You can also search for a specific room by typing the room number into the Go to Room No. search bar.

All rooms in the property will be displayed on the left hand side of the Room Diary according to housekeeping status with corresponding reservations on the right hand side that are color coded by reservation status. Green indicates a future/due in reservation, red indicates a due out reservation, and blue indicates an in-house reservation.

If you toggle from VIEW to BOOK, you can book reservations directly from the Room Diary by entering an arrival and departure date/time and selecting FIND ROOMS. All available rooms for that period will display in green, and you can select a specific room and continue to book that particular room.

Please note, if there are reservations for the day that do not have a room assigned, the below popup message will appear. If you select the option CONTINUE WITH BOOK, you will be able to proceed with reservation creation.

You will then be directed to either the ROOM TYPE or RATE tab within the Rooms & Rates screen, where you can see available rates for that individual room. To select a room type or rate, simply click the BOOK button. This will take you through the reservation creation process, which is discussed in full detail in another section of this guide.

Once the reservation is booked, you can then navigate back to Front Desk > Room Diary, and you’ll see that room 01 has been blocked for Erin Fischer with an arrival date of Monday, March 22.

On the right hand side of the screen, you’ll see the FILTERS option, where you can select features, such as room types, floors, and specific room features for your property that can help you match guest preferences to specific rooms (these need to be configured in Settings > Cards > Likes and must be assigned to individual rooms from Settings > Rooms > Rooms). In this example, we can search for quiet rooms by selecting the QUIET ROOM checkbox and then APPLY.

If you toggle to the bed icon, you can view any UNASSIGNED RESERVATIONS for the selected date. Please note, any filters you set will determine the rooms you can assign to the UNASSIGNED RESERVATIONS.

You can assign individually by selecting a record, or you can bulk assign all unassigned reservations for a day by selecting the AUTO ASSIGN ROOMS button.

It’s also possible to search for a specific record for a specific guest by searching for them in the search bar at the top of the screen. If you choose that record, it will become selected, and you can extend or shorten stay dates or select options, such as MOVE ROOM or UNASSIGN ROOM, which will then give you options and filters where you can select a different room for the guest.

With the record selected, you can also select the STAY CARD button to view the guest’s stay card and make any adjustments necessary or proceed with check-in.