How to do a Room Move

The following article outlines how to move an In-House guest to another room in the PMS.

Room Moving a Guest to the same Room Type using the In-House Screen

To move a guest to another room within the same Room Type, first locate the guest on the In-House screen (ensure the black arrow is pointed at the correct reservation), and either double click the reservation, or click Change Stay.

  • Remove the check under the Book column
  • Use the Room Number drop down to choose a new room from the list
  • Re-check the box under the Book column
  • Click OK to complete the Room Move

The guest's reservation will now appear under the new Room Number.

NOTE: When moving a guest from one room to another, the old room will be marked as Dirty in the system.

Room Moving a Guest to the same Room Type using the Tape Chart

Another method of moving a guest to a new room is via the Tape Chart. This method allows a drag and drop approach to moving rooms.

Proceed to the Tape Chart by clicking it on the menu on the right.

In this example, Steve Epperson will be moved from room 101 to room 105. As both are OVK Room Types, this will be a straight forward move, and his rate does not need to be changed.

Locate the reservation to be moved on the Tape Chart, then click and drag it to the new room (while holding down the left mouse button).

The Change Stay window will open.

Note the new Room Number will be displayed under the Room Number drop down.  

Place a check in the Book column, and click OK to confirm the move.

After clicking OK, the system will return to the Tape Chart.

Note that Steve Epperson's reservation now shows in the new room. In this example, he was moved from room 101 to 105. Also note that room 101 is now in Dirty status.

Room Moving a Guest to a different Room Type using the In-House Screen

Moving a guest from one room type to another can sometimes result in a rate change. Based on the situation, the rate will either increase, decrease, or stay the same.  In any situation, the rate will need to be addressed during the Room Move process.

To move a guest to another room type, first locate the guest on the In-House screen (ensure the black arrow is pointed at the correct reservation), and either double click the reservation, or click Change Stay.

  • Remove the check under the Book column
  • Take note of the Rate the guest is currently booked on (Based on the situation, and whether this guest is being upgraded or downgraded, this rate may change)

In this example, Mr. Matthew Rhodes is being room moved from an OVK Room Type to an OVSK Room Type. This is an upgrade to a suite. Currently the Rate for an OVSK is $500/night. For the sake of this example, this upgrade will be complimentary, which means that Mr. Rhodes current $350/night Rate needs to be transferred to the OVSK Room Type as well.

Check the Enable Rate Overriding box at the bottom

A box will appear asking for a reason to be selected. Choose the appropriate reason from the list, and click Enable Rate Overriding.

Under the dates of the stay, type in the new Rate.

  • Place a check mark next to the Rate
  • Use the Room Number drop down to select the new room
  • Place a check in the box under the Book column
  • Click OK to complete the Room Move

Back on the In-House screen, Mr. Matthew Rhodes' reservation has been updated. He has been moved from room 303, an OVK Room Type, to room 505, an OVSK Room Type. His Rate has stayed the same at $350/night.

NOTE: When moving a guest from one room to another, the old room will be marked as Dirty in the system.

Room Moving a Guest on their Departure Day

A guest cannot be Room Moved on the date they are due to depart. If a guest needs to be room moved on their departure day, their reservation must first be extended for one more night. Once the reservation is extended, perform the Room Move as usual. Once the Room Move is complete, change the Departure Date back to the current day.