Room Availability

The Room Availability Chart displays a grid of all of the room types and the number of those room types that are available each day based on a specified Date range. This date range can be altered as desired, and the Room availability Chart can be PRINTED showing up to 30 days, or 21 days with rates.

 

 

To access this feature, you can either select the Room Availability icon from the Action Bar:

Action Bar for Skyware Systems with words

StatusFull Menu

Click the icon on the left for the Full menu.

Full Menu Icon

This will display the Full menu in a tabular form, with four sections, Registration, Status, Cashier and Other.

Full Menu Table

From the Status Section, select Room Availability.

Status section of Full Menu with Room Availability option selected

 

 

Room Availability Chart Information fields

Show All Hotels: If you have more than one property, this box will be available. This box may be checked or unchecked. By default it is unchecked.

If you make any changes, click the orange "Refresh" button to update the chart.

Enter the Start Date: The start date may be selected using the drop-down menu boxes or the calender display.

The # of Nights: The number of nights should be manually entered, which will then automatically display that number of nights in the chart, beginning with the start date chosen.

Note: The orange "Back" and "Next" buttons may be clicked to display the selected number of nights prior or after. If the number in the # of Nights field is changed, the number of nights displayed using these buttons will change also.

Bedded: This determines if the room has an actual bed in it (not a sofa-bed). If a room has no bed it will typically be sold with another (bedded) room - this is a means of turning a room into a suite. This box may be checked or unchecked. If you wish to only display rooms with beds you should check it. By default this box is unchecked, with every room available being displayed.

Building: This is a drop-down menu of available options. Select a specific building if desired. The default option is -ALL-.

 The room types will appear on the left side of the screen, the days of the week will appear from left to right across the top of the chart and the number of rooms (either available to sell or sold based on the selection) by room type by day will appear in the grid.

You can display the rooms available in different ways:

Show Available: Available rooms by number or by percentage of the total.

Show Sold: Sold rooms by number or by percentage of the total.

Total: Total room types to sell.

OOO: Out Of Order rooms for each room type.

Show Quick Quote: This box may be checked or unchecked. By default it is unchecked. When this box is checked you will see the Quick Quote page where you can complete all the relevant fields to show an Availability Graph containing both rates and availability for your selected rooms.

Quick Quote screen example

See Quick Quote for more details.

Show Group/Trans: This box may be checked or unchecked. By default it is unchecked. When this box is checked you will see the Room Availability Chart with the rooms blocked for groups listed in the various categories.

Room Availability Chart with Rooms blocked for listed Groups

 

 

Room Availability Chart detail of Grid section

Available:  This is the total number of rooms still available to sell for that day (total rooms on property - the number of rooms sold).

Total Rooms: This is the total number of rooms at the property.

Occ %: This is the occupancy percentage for the property (total rooms divided by the number of rooms sold).

OOO/DNS:  This is the number of rooms that are set as Out of Order, Do Not Sell, or Deactivated .  

Click on any Underlined Total Sold to access the Room Availability Detail Screen.  This will display the number of rooms (by room type and room number) that are arriving that day or already In-house with a total at the bottom.

From here you can access an individual stay by clicking on the desired stay on the right side.  The buttons in the toolbar on the right will allow you to build a query builder report or go back to the Room Availability Graph.

Room Availability Detail for specific Date screen

Click on any Underlined Arrivals to access the Arrivals Detail Screen.  This will display the number of rooms (by room type and room number) that are arriving that day with a total at the bottom.  The right side displays all of the guests arriving that day.

From here you can access an individual stay by clicking on the desired stay on the right side.  The buttons in the toolbar on the right will allow you to build a query builder report or go back to the Room Availability Graph.

Arrivals Detail screen  

Click on any Underlined Departures to access the Room Departures Detail Screen.  This will display the number of rooms (by room type and room number) that are departing that day with a total at the bottom.  The right side displays all of the guests departing that day.

From here you can access an individual stay by clicking on the desired stay on the right side.  The buttons in the toolbar on the right will allow you to build a query builder report or go back to the Room Availability Graph.

Departures Details for specific date screen

Click on any Underlined Stay Overs to access the Stay Overs Detail Screen.  This will display the number of rooms (by room type and room number) that are in-house but not departing that day with a total at the bottom.  The right side displays all of the guests departing that day.

From here you can access an individual stay by clicking on the desired stay on the right side.  The buttons in the toolbar on the right will allow you to build a query builder report or go back to the Room Availability Graph.

Stay Over Details for specific date screen

Total People:  This is the total number of people (based on room occupancy) expected in the rooms.

Revenue PAR: This refers to the revenue generated per available room and is therefore affected by the number of rooms sold versus available.

Average Rate: (or ADR, average daily rate) is the amount those rooms occupied were sold for.

Groups Not Picked Up:  This is the total number of rooms blocked for groups that have not been picked up to a reservation. For example you may be holding 10 rooms for a group. 2 have been reserved; this leaves 8 that have not been picked up. At some point (dependent on property) these rooms will need to be released

Restriction:  Codes will display (* _) if restrictions exist for that day. If any exist, the *_ can be clicked to take you to the page of restrictions. Every property has different restrictions, for example these can be by room type, rate, minimum number of nights stay.

Wait List: If there are any wait listed reservations for this day. These indicate if a Guest or reservation is waiting for something to become available (for example a King bed, or to be included in a Group rating).

These orange buttons may be clicked if you wish to display the tariffs for particular rates or room types on the selected days, below the Room Availability chart.

Pop up window of available Rate Plans to select fromPop up window of available Room Types to select from

When clicked, this will bring up a separate pop-up window with the available options to select from. Once you have selected the options you wish to display and clicked the Apply button, the window will close and the selected Rate plans for the selected room types will be displayed.

Note: The default option for Room Types is ALL (All will be displayed if no selection) which means if any Rate Plan options are selected, all room type options will be displayed unless selected not to.

Grid display of all available Room Types and Rates for Dates selected

From here you can:

Access an actual picture of the room when a camera icon appears (can click on it to view a picture of that room type).

Check the Tariff option to view the number of rooms available/sold and the rate by room type for the tariff selected.

Click any Underlined Room Type to access the Sold Rooms detail (by Room Type) Detail Screen.  This will display the number of rooms (by room type and room number) that are being held that day with a total at the bottom.  The right side displays all of the guests due to be in house that day.

From here you can access an individual stay by clicking on the desired stay on the right side.  The buttons on the right will allow you to build a query builder report or go back to the Room Availability Graph.

Room Availabilty detail for specific date, for specific Room Type screen

 

Note: Similar to the Quick Quote screen, on the Availability Chart Fridays and Saturdays are shown in a PURPLE color, to denote the dates in which demand (and therefore price) is likely to be higher, and if you have a designated Holiday in the dates shown, this will also appear in color, this time PINK. Hovering over the specific date will bring up a screen tip indicating what the holiday is.

Room Availability Chart example showing weekend dates and holiday date

 

Date Updated February 24, 2022