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What is 'Automatic Room Allocation'?

Selecting auto-allocation as a setup feature for your Property Management System is a popular choice among our clients. With this enabled, every booking—whether entered manually or received from a connected channel—is automatically assigned to the next available room.

 

 

ℹ️Auto-allocation

Auto-allocation streamlines your workflow by assigning bookings automatically, your team sees only allocated bookings on the Room Calendar. This means a more accurate and efficient reception process.

☝️But:

Even with auto-allocation enabled in your PMS, there are times when bookings may remain unallocated. Here is why:

  • Un-allocating a booking can be done manually by a user
  • Automatically due to reservation amendments made by the OTA/Channel

 

 To spot a booking that was unallocated follow the steps below:

 

Unallocated bookings are easy to identify in the Room Calendar:


 

 

  • The Date Range calendar determines the period that the Room Calendar displays. If you wish to view if there are any unallocated bookings in a different period simply change the date range there:

 

 

  • A red dot on the door icon next to the Allocation tab shows the number of unallocated bookings at that time:





  • Click on the Allocation section to view which booking(s) are un-alloacted:

 

  • In the pop up screen that appears click on Select in order to select the desired room number:

 

  • The booking will be allocated immediately. A pop up message will let you know if the booking has been successfully allocated:

    :

 

  • If all bookings have been allocated, the red dot will have disappeared:



📝Please Note:

☝️If there are multiple bookings unallocated use the Allocate All button:



☝️If certain bookings are preventing rooms from being available for desired lengths of stay, use Shuffle & Allocate All to resolve overlaps and optimize availability:

 

 

⚠️ When there are still bookings unallocated:

In case of overbooking, the bookings concerned will not be allocated.

Then take the necessary action❗❗

 

Activation of the the Auto Allocation

  • Go to the Main Menu and choose Settings - Hotel
  • Open the Hotel Settings by clicking on the eye icon:

 

  • In the pop up screen on the General tab, tick on the box in front of Auto Allocate after booking created and hit Save: