Applies to:

Stayntouch PMS

Room Diary

To navigate to the Room Diary, click the main menu at the top left of the screen and then click Front Desk > Room Diary.

To navigate to the Room Diary, click the main menu at the top left of the screen.

Then click Front Desk.

If you don't see Room Diary here, it's because your user does not have access to it, and you'll need to speak to your Hotel Manager about getting access.

and then Room Diary.

As a quick note, your Room Diary will look a little bit different if your hotel sells rooms by the hour.

As a quick note, your Room Diary will look a little bit different if your hotel sells rooms by the hour.

If a property sells day use rooms or sell rooms by the hour, the Room Diary will look like this instead, and you'll have the option to toggle between nightly and daily or hourly room diaries.

If hotel property sell day use rooms or sell rooms by the hour - the Room Diary will look like this instead, and you'll have the option to toggle between nightly and daily or hourly room diaries.

Typically, the Room Diary will look like the one below.

Typically the Room Dairy will look like the one below

Here, you can toggle between 7-day and 21-day views. The 7-day view will show by default.

Have the ability to toggle between 7-day and 21-day views.

You can also change the date range by using the date button shown below to select the start date.

Also have the ability to change the date range by using this date button shown below to select the start date.

In the search bar below the 7-day and 21-day view toggle, users can search for specific room numbers, like shown below.

In the search bar below the 7-day and 21-day view toggle, user can search for specific room numbers, like shown below

All rooms in the property will be displayed on the left side of the Room Diary according to the housekeeping status, with corresponding reservations on the right 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. Depending on how many rooms your property is configured for, the rooms may display in multiple pages. Only 50 rooms will show on one page.

Changing the toggle from VIEW to BOOK allows user to book reservations directly from Room Diary.

Changing toggle from View to Book - allows user to book reservation directly from Room Dairy

To book a room, select an ARRIVAL DATE.

To book a room, select an arrival date.

Then select a DEPARTURE DATE.

Then select a departure date

And optionally, you have the ability to choose an arrival time.

And optionally, have the ability to choose an arrival time

Once appropriate arrival and departure dates have been selected, click the green FIND ROOMS button.

Once appropriate arrival and departure date have been selected, click the green Find Rooms button.

All available rooms for that period will display in green.

All available rooms for that period will display in green

Users can select a specific room and continue to book that particular room number.

User can select a specific room and continue to book that particular room number.

Once a room number is selected, the user will then be directed to either the ROOM TYPE or RATE tab within the Rooms & Rates screen and can see available rates for that specific room type.

Once room number is selected, user will then be directed to either the Room Type or Rate tab within the Rooms & Rates screen and can see available rates for that specific room type.

Select the orange chevron button to the left of the room type name to see all available rates.

Select orange chevron button to the left the room type name, to see all available rates.

To select a room type or rate, click the green BOOK button. This will take user through the reservation creation process, which is discussed in full detail in other articles.

To select a room type or rate, click the green Book button. This will take user through the reservation creation process, which is discussed in full detail in other videos.

On the right side of the Room Diary, you'll see the filter option.

On the right side of the Room Diary, you'll see the Filters section…

This is where users can select certain room types and certain features, such as floors, away from elevator, near elevator, et cetera, and anything else that hotel property has configured to link with their room numbers to help users match guest preferences to specific rooms. Those have to be configured in the settings for cards and likes and then must be assigned to individual rooms in the settings for rooms.

Room Type Filter

Room Type Filter

Floor Filter

Floor Filter

As an example, I can select HIGH FLOOR and click APPLY.

As an example, I can select High Floor and click apply

After selecting APPLY, the system will show me every room that is configured to be a high floor room from the hotel's settings.

After Apply is selected, the system will show me every room that's configured to be a high floor room from hotel's settings.

To the left of the filter funnel icon, users can toggle to the bed icon, which allows users to view unassigned reservations arriving for this selected date. You can also change the date range to a future date.

To the left of the filter funnel icon, user can toggle to the bed icon, which allows user to view unassigned reservations arriving for this selected date. Also have the ability to change the date range to a future date.

As a note, any filters selected will determine the rooms you can assign to the unassigned reservations.

As a note, any filters user has selected will determine the rooms you can assign to the unassigned reservations.

To assign a reservation, you can simply select the record and then the room you want to assign it to.

To assign a reservation, user can simply select the record and then the room user wants to assign it to.

Stayntouch PMS also has the ability to auto assign rooms based on room type associated with the reservation. Select the orange AUTO ASSIGN ROOMS button, and that will auto assign all of the reservations a room based on the preferences, as applicable. This functionality will auto assign the reservation to any available room, regardless of housekeeping status.

Stayntouch PMS also has the ability to auto assign room based on room type associated to the reservation - select the orange Auto Assign Rooms button, and that will auto assign all of the reservations a room based on the preferences, as applicable. This functionality will auto assign the reservation to any available room, regardless of housekeeping status.

Auto assigning the rooms locks the Room Diary for a period of time while the system works on that in the background.

Auto assigning the rooms locks the Room Diary for a period of time while the system is working on that in the background.

Once this is done, the user will be able to unlock the Room Diary by clicking the purple UNLOCK DIARY button.

Once it's done, user will be able to unlock the Room Diary by clicking the purple Unlock Diary button that appears.

It is also possible to search for a specific record by guest by searching for them in the search bar at the top of the screen.

It's also possible to search for a specific record by guest by searching for them in the search bar at the top of the screen.

It will then provide the user with the option to either go to the stay card, move the room, or if they haven't checked in yet, it would also give the option to unassign the room.

It will then provide the user with the option to either go to the stay card, move the room—or if they haven't checked in yet, it would also give the option to unassign the room.

The Room Diary screen also has the option to extend or shorten the stay. Users can drag and drop the arrival and departure flags accordingly. If there is an issue, the system will fail the reservation extension or shortening.

Room Diary screen also has the ability to extend or shorten the stay, user can drag and drop the arrival and departure flags accordingly. If there's an issue, the system will fail the reservation extension or shortening.

If the reservation extension or shortening is accepted by the system, you can click the green SAVE CHANGES button to confirm the adjustment.

If the reservation extension or shortening is accepted by the system, you can click the green Save Changes button to confirm the adjustment.

From the Room Diary screen, you can navigate straight to the guest stay card by select orange STAY CARD button, located at the top left of the screen. Navigating to the stay card allows user to make any adjustments necessary or proceed with check-in.

From the Room Dairy screen have the ability to navigate straight to the guest stay card by select orange stay card button, located at the top left of the screen.

To go back to the Room Diary, click the << ROOM DIARY button at the top left of the screen.

To go back to the Room Diary, click the Room Diary button at the top left of the screen.

To exit a record that has been selected and to select a different one, you can simply click the CANCEL button.

To exit out of a record that's been selected and would like to select a different one, user can simply click the Cancel button.

Usera will always have the ability to click the refresh button at the top right of the screen.

User will always have the ability to click the Refresh button at the top right of the screen.

If hotel has suite rooms made of component and/or connecting rooms, meaning that the hotel has two rooms that can be sold individually (but then combined to make a suite the hotel can sell as a whole sometimes), you might see an orange couch icon next to the room type where the room number is. If you click the orange couch icon, it will then show which room or rooms are combined with that room to create the larger suite.

Similarly, the gray couch icon indicates a connecting room, and when clicked, it will then which room this room is connected to.

Similarly, gray couch icon indicates a connecting room, when clicked, it will then how which room this room is connected to.

Lastly, you can also update the room status from the Room Diary.

Lastly, user also has the ability to update the room status from the Room Diary

This will give you the option to update the room status, if applicable.

This will give you the option to update the room status if applicable.

You can also update the service status to Out of Order or Out of Service, if needed.

Also have the ability to update the service status to Out of Order or Out of Service, if needed

If a room is scheduled to be Out of Order, Out of Service, or Out of Inventory, you can also see this in the Room Diary and will be marked in gray.

If a room is scheduled to be Out of Order, Out of Service, or Out of Inventory, this can also be visibly seen in the Room Dairy and will be marked in gray on the Room Diary.

If the room is scheduled to be Out of Order, Out of Service, or Out of Inventory for a while, you can switch to the 21-day view to see how long it will be in that service status.

If the room is scheduled to be Out of Order, Out of Service, or Out of Inventory for a while, user can switch to the 21-day view to see how long it will be in that service status.