Preassignment of Rooms
Preassignment of Rooms allows you to assign rooms to a reservation prior to arrival. Preassignment of Rooms helps the operation in the following aspects:
Optimizes: guest check-in by improving Check-In service.Increases: the possibility of satisfying special reservation requirements.
Maximizes: check-in time for groups.
Allows to have a complete visualization of the availability in Room Management.
Enables Fast Check-in.
To preassign rooms, go to: Front Office → Reception → Preassignment of Rooms
Two Sections will appear in the Screen
- Reservation Selection
- Reservations
Reservation Selection
This is the reservation search section where you can use one or more of the following parameters:
Field | Description |
Reservation | Type the reservation code |
Guest | Enter the Guest full name |
Agency | Search the Agency from where the Reservation was made. |
Arrival Date | Allows filtering reservations based on a specific range of arrival dates for consultation. By default it will show the current date. |
Search Button | Once the search parameters have been entered, click on this button to perform the filtering, the results will be displayed in the Reservations section. |
Reservations
This section, by default, shows all future reservations starting from the current date. This list will show the reservation you are looking for as indicated in the previous step and you can select it to preassign a room by clicking on the Pencil icon.
The Preassignment section will open where you can do the following:
Search for rooms by their characteristics:
The rooms available for the reserved room type will be displayed.
In the features area, select the desired features and click on the Features button, the room(s) with that features will be highlighted.
Preassign a Room to the Reservation
To pre-assign the room, select the checkbox in the Sel column and then click the Assign button located at the top.
The pre-assigned room will be displayed in the right-hand section called Pre-assigned Room.
Once a room is pre-assigned, it will no longer be available to assign or pre-assign for dates that overlap with the reservation's stay, meaning it can still be pre-assigned to other reservations as long as their dates do not coincide. If there is a coincidence in stay dates with another reservation or a Walk-In, you must first remove the pre-assignment that was made initially. An assigned or pre-assigned room is released once the reservation's check-out has been completed.
Delete a Preassignment
To delete the preassigned room (to change it for another one leaving the reservation without preassignment), you must select it from the right section Preassigned Room and click on the Delete button, this will free the room leaving it available to be used in another preassignment or Walk-In.
In the Room column, where the room number is displayed, if the bottom of the cell appears gray, it indicates that the room has a "Dirty Empty" status, and it is not recommended to use that room.
Once the room has been preassigned click on the Leave button.
In case of assignment change, it will return to the initial window and you will be able to see that the reservation already has the room pre-assigned in the column called Assigned.
In case of assignment change, it will return to the initial window and you will be able to see that the reservation already has the room pre-assigned in the column called Assigned.
You will also be able to see the preassigned room in the Room Management.
Fast Check-in
At the moment of preassigning a reservation, Novohit can automatically send an email according to the cases considered in the Fast Check-In Issuance Process.
The cases Reservations of the Day (automatic) and Manual email, are issued from the Preassignment of Rooms Application
Automatic Issuance for Day Reservations (Automatic)
When preassigning a room from a reservation, if the reservation complies with the FCI General Shipping Conditions, Novohit will automatically send the FCI invitation at the time of preassigning a room with arrival on the current date (reservations with check-in scheduled for "today").
Manual Email for Day Reservations
Novohit allows you to send or issue Fast Check-in email manually. To do this, go to Front Office → Reception → Preassignment of Rooms.
Select a reservation with today's arrival.
If the reservation complies with the FCI General Conditions of Shipment, you will be able to see the Send Fast Checkin button in the Preassigned Rooms section.
If the reservation complies with the FCI General Conditions of Shipment, you will be able to see the Send Fast Checkin button in the Preassigned Rooms section.
Guests/reservations who are eligible to send Fast Check-in email.
Requirements
See Fast Check-In Issuance Process
FCI is an additional functionality that requires activation of the corresponding license. Please refer to help.novohit.com.
Pre-Assignment and Rooming List
In cases of reservations with multiple rooms where guest data (Rooming List) has been added to the reservation, you can assign each guest to a room from the Pre-assigned Rooms section by clicking the Rooming List button.
This button is enabled if the Rooming List data was previously added in the Room Reservation module. For more information, see the Rooming List section of the Room Reservation manual.
When entering the Rooming List, you can assign a room to each registered guest.
To do so, select the room type for each guest shown as registered.
Then click Modify, and afterward click Return to go back to the pre-assignment section.
Room pre-assignment is not a mandatory step in itself, but it is a requirement in order to assign holders when distributing a reservation's Rooming List.Once pre-assignment is complete, you can assign holders during guest distribution; you can refer to the Rooming List section of the Room Reservation manual. This section shows another way to use the Rooming List to assign pre-assigned rooms to each guest.
