Unassigned Rooms

Aim:

Rooms that are booked or reserved for a guest but have not yet been allocated a specific room number or physical room in the system. In other words, the room type is blocked, but the exact room is not yet assigned — this is sometimes referred to as a soft booking or unofficial room block. 

Configuring and Using “Unassigned Rooms”

Step 1: Enable the Unassigned Room Option

1. Go to Setup → Front Office → Basic → Default Settings.

2. Under Reservation Settings, set “Do Not Assign Rooms During Reservation” to Yes.

Once enabled, the “Unassigned” option will appear under the Room column on the reservation screen.

Step 2: Making a Reservation Using Unassigned Rooms

1. Open the Reservation Screen through either the Calendar or Reservation List page.

2. Under the Room Selection column, choose the Room Type.

3. After selecting the room type, the Room column will display “Unassigned” along with a list of rooms associated with that type.

4. Select “Unassigned”.

5. Enter the Guest Details and Payment Information.

6. Click Save to complete the reservation.

How It Works

• Selecting “Unassigned” means the reservation is confirmed without assigning a specific room number. The guest has a valid booking, but the physical room allocation will be done later.
• In other words, the room type is blocked, but the exact room is not yet assigned — this is sometimes referred to as a soft booking or unofficial room block.

Handling Unassigned Rooms in the Calendar and Room Type View

• In the Room Type View or Room Name View, Unassigned Rooms appear in a system-defined color to help users easily identify them.

• These unassigned reservations represent bookings that have a confirmed room type but no specific room number assigned.

Managing unassigned reservation from calendar:

• Clicking on an unassigned room directly from the Calendar View will open the Reservation Screen for that booking. 

• An unassigned reservation can be manually moved to a different room of the same room type.

• When a new reservation is created for the same room type that already has an unassigned booking, the system will automatically move the unassigned reservation to another available unit of that room type.

Filtering Unassigned reservation from reservation List:

• Navigate to "Reservation" tab on the left pane, reservation list page will open.
• Under "Show" column, choose the "Unassigned" from the drop down list.
• Here it shows only the "Unassigned" bookings.