Stayntouch PMS Scheduled Report: Room Status
To set up a scheduled report for Room Status, navigate to Reports > Schedule a Report/Export > Scheduled Reports > + NEW REPORT SCHEDULE > Room Status Report. This will generate a report showing room status by the selected parameters.
The first step is to make selections from the following parameters:
- EMPLOYEES: Choose from SELECT ALL or one or more individual employees at your hotel.
- RESERVATION STATUS: Choose from SELECT ALL, SHOW VACANT, SHOW OCCUPIED, SHOW QUEUED, LATE CHECK-OUT, and/or PRE CHECK-IN.
- FLOOR(S): Choose from SELECT ALL or one or multiple floors configured for your hotel.
- WORK TYPE(S): Choose from SELECT ALL or one or multiple work types configured for your hotel.
- FRONT OFFICE STATUS: Choose from SELECT ALL, SHOW STAYOVER, SHOW NOT RESERVED, SHOW ARRIVAL, SHOW ARRIVED, SHOW DAY USE, SHOW DUE OUT, and/or SHOW DEPARTED.
- HOUSEKEEPING STATUS: Choose from SELECT ALL, SHOW CLEAN, SHOW INSPECTED, SHOW DIRTY, SHOW OUT OF SERVICE, SHOW OUT OF ORDER, and/or SHOW PICKUP.
Next, you can choose a FILE FORMAT of CSV. When CSV is selected, you can choose whether or not to INCLUDE CSV HEADER. Selecting INCLUDE CSV HEADER will show the Hotel Code, Hotel Name, Generated Date, Generated Time, and Report Name.
You can now move onto Schedule Details, where you can indicate how often the report REPEATS. Select from Hourly, Daily, Weekly, Monthly, or Run During EOD.
If you select Hourly, you'll be prompted to enter information for the following fields:
- REPEATS EVERY: Indicate a number of hours. This is how often you want the report to repeat. This must be 1 or greater. If you enter 0 or leave it blank, it will never send.
- STARTS ON: Choose a date for when the report starts.
- STARTS AT: Choose a time for the report to start.
- ENDS ON: Indicate when the report ends.
- AFTER NO. HOUR: Ends after a specified number of hours.
- ON: Ends on a specific date.
- NEVER: The report delivery never ends.
If you select Daily, you'll be prompted to enter information for the following fields:
- REPEATS EVERY: Indicate a number of days. This is how often you want the report to repeat. This must be 1 or greater. If you enter 0 or leave it blank, it will never send.
- STARTS ON: Choose a date for when the report starts.
- STARTS AT: Choose a time for the report to start.
- ENDS ON: Indicate when the report ends.
- AFTER NO. DAY: Ends after a specified number of days.
- ON: Ends on a specific date.
- NEVER: The report delivery never ends.
If you select Weekly, you'll be prompted to enter information for the following fields:
- REPEATS EVERY: Indicate a number of weeks. This is how often you want the report to repeat. This must be 1 or greater. If you enter 0 or leave it blank, it will never send.
- STARTS ON: Choose a date for when the report starts.
- STARTS AT: Choose a time for the report to start.
- ENDS ON: Indicate when the report ends.
- AFTER NO. WEEK: Ends after a specified number of weeks.
- ON: Ends on a specific date.
- NEVER: The report delivery never ends.
If you select Monthly, you'll be prompted to enter information for the following fields:
- REPEATS EVERY: Indicate a number of months. This is how often you want the report to repeat. This must be 1 or greater. If you enter 0 or leave it blank, it will never send.
- STARTS ON: Choose a date for when the report starts.
- STARTS AT: Choose a time for the report to start.
- ENDS ON: Indicate when the report ends.
- AFTER NO. MONTH: Ends after a specified number of months.
- ON: Ends on a specific date.
- NEVER: The report delivery never ends.
If you select Run During EOD, you'll be prompted to enter information for the following fields:
- STARTS ON: Choose a date for when the report starts.
- STARTS AT: Choose a time for the report to start.
- ENDS ON: Indicate when the report ends.
- AFTER NO. PER: Ends after a specified number of End of Day cycles.
- ON: Ends on a specific date.
- NEVER: The report delivery never ends.
Finally, you can move onto Distribution List, where you can select a DELIVERY METHOD. Choose from either Email Export Delivery Type, SFTP Export Delivery Type, Google Drive, or Dropbox.
If you select Email Export Delivery Type, enter email addresses to receive the report from the ADD RECIPIENT field. Type the email address. Pause. Then hit enter. Email addresses will then appear below.
If you select SFTP Export Delivery Type, select a SFTP RECIPIENT.
If you select Google Drive, choose from a pre-configured Google Drive account. You can learn how to configure a Google Drive account here.
If you select Dropbox, choose from a pre-configured Dropbox account. You can learn how to configure a Dropbox account here. Please note, as of the v5.54 release, we have implemented changes to the existing workflow of Dropbox account settings. If you have any existing scheduled reports with a delivery method of Dropbox, and you fail to receive reports, please remove the old Dropbox account from Settings > Hotel & Staff > Dropbox and create a new Dropbox account.
Once you've selected a delivery method, you can click CREATE SCHEDULE to begin receiving the scheduled report.
The scheduled report will appear in your list of scheduled reports from Reports > Schedule a Report/Export > Scheduled Reports, and you can edit it from here if desired.
The scheduled report you receive to the selected delivery method will be in CSV format and will look something like the below screenshot depending on the parameters set.
