Room type plan (F2)

Front Office Reports Room Type Plan

You can press the [F2] function key on your keyboard, click the “Room Type Plan” toolbar icon or select Reports Room Type Plan from the menu to open the room type plan.

Room type plan structure

The room type plan is one of the main work areas in the protel PMS software. You can check availability of all room types at a glance and you can enter reservations or events quickly and easily.

This topic tells you how the room type plan is structured and what kind of information you find here. You will learn how to navigate the visible period period of time, how to switch to another period, how to zoom in and out of the view, how to read the data in the various sections and how to print the current view.

The room type plan provides information for a selectable period of time in table form. It comprises the following sections:

• Time bar
• Events area
• Room type area
• Availability area

The time bar

Specifying the period of time

You can move the time bar to the left (past) or to the right (future) to view the exact period for which you want to make a reservation, for example. Proceed as follows:

1. Click the rightmost date to make it the first position on the time bar, thereby moving the entire visible period forward (to the future).
2. Alternatively, you can click any date in the visible period to move forward in smaller steps.
3. You can also use the arrow keys on your keyboard to move forward or backward one day at a time.
4. If you need to move faster, you can use the month tabs in the bottom section of the room plan window:

Click the required month to move the time bar to the first day of that month.

If you need to select a period beyond the visible months, right-click any one of the month tabs to open the “Select month to be displayed” dialog box and make your selection.

The resolution display

You can define the “resolution” (level of detail) you want to work in. Click the buttons in the top right corner of the dialog box to select a zoom level between one and four.

Note: The greater the zoom level, the shorter the visible period of time.

The event area

Use the event area to enter information about events, travel groups or promotions with special rates. You can optionally link an event with a rate code that is automatically suggested for each reservation that is made for the respective period of time. You can define custom names for your events and have them displayed in various colors. (For more information, refer to the “Entering events” section.)

The room type area

The middle section of the room type plan shows the individual room types along with the number of available rooms per type.

The column next to the room type listing allows you to enter the number of rooms to reserve per room type. The default value is “1” for all room types. You can change the value as required. (For more information, refer to the “Making reservations in the room type plan” section.)

The availability area

This area provides detailed availability information for every single day:

Printing the room type plan

If you want to print the room type plan, press [Shift] + [D] to open the Windows “Print” dialog box. protel prints the current screen view.

Making reservations in the room type plan

To create a reservation in the room type plan, proceed as follows:

1. In the room type area, place the cursor on the required arrival date for the room type you want to book.

2. Press and hold the left mouse button and drag the mouse pointer to the required departure date.

3. Click the green check mark

4. This opens the “Reservation” dialog box that allows you to make the relevant settings.

For more detailed information, refer to the “Reservation” section.

Entering multiple reservations simultaneously

You can enter several reservations for the same guest or booker but for different periods of time and room types.

Select the respective periods for one or multiple room types:

Fig.: Selecting the EXSuite, Deluxe and Business room types for various periods of time.

Follow the above instructions to open the Reservation dialog box. The dialog box lists the details for all reservations. Please note, however, that all reservations must be made on the same name.

Reserving multiple rooms of the same type

If you want to reserve multiple rooms of one type for the same guest/booker, enter the required number of rooms in the column next to the room type codes. The default value is “1” for all room types. Change the value as required.

Select the required period and create the reservation as described both above and in the “Reservation” section.

Create an event

[Room type plan > Events]

Proceed as follows to create an event:

1. Open the room type plan.

2. Select the event row where you want the event to appear.

3. In that event row, place the cursor on the start date of the event.

4. Press and hold the left mouse button.

5. Keep the mouse button down and drag the mouse pointer to the end date.

6. Release the mouse button.
   

7. Press the ENTER key, or right-click the selection and select “Event” from the context menu that appears.

This opens a dialog box in which you can enter the event dates:

Enter a name for the event. If the event covers several periods of time, you can enter these in the individual rows of dates.

Select a default rate code from the drop-down list if required:

Any new reservations that are entered for the duration of the event automatically default to the rate code you select here. In other words, this setting overrides the default rate code assigned to the room type in the system data.

Use the Remark box to enter free text as required. You can also enter a URL if necessary.

In addition, you can define a color to display the event in the room type plan. 16 colors are available for selection; the default is gray. Click the color box as required to open the color picker dialog box and select a different color.

Additional options:

Allocations - allocation overview

In the availability area, click any date cell in the Allocations row to display an overview of the current allocation occupancy. (Refer to Reservation > Maintain Allocations > Allocation Occupancy.)

As of Version 2014.18.755
For MPE installations, the occupancy overview can now be automatically accessed for the selected property (standard setting - all properties). Please don’t hesitate to contact your protel Support Team to assist you with the settings. Just call us!

Occupancy overview by reservation status

In the availability area, when you click a specific date under option / provisional / waiting list or definitive and enter the number of days, the system opens the occupancy overview by reservation status:

From version 2013.18.067
In this list, you can now also display the group master. Your protel Support Team will gladly make these settings for you. Just get in touch – we’ll be happy to help!

Blocked rooms list

Click the OutOfOrder/Service row in the availability area to display a list of rooms that are blocked on the selected day.

Room type plan in view-only mode [F12]

Press [F12] to open the room type plan in view-only mode. The graphical occupancy representation may be particularly helpful: Select the “Graphic” check box in the bottom right of the dialog box to display a graphical representation of room occupancy.

MPE installations allow you to switch the view between various hotels. (This requires the “viewmode_mpe” setting to be active. Contact your protel distributor for more information.)