The Do Not Move Room Number feature is designed to lock a guest’s assigned room, adding a layer of accountability by ensuring staff do not accidentally reassign it. This helps guarantee the guest receives the room that was specifically prepared or promised for their stay. Properties often use this feature when a reservation involves accessibility requirements, specific location preferences, VIP or loyalty guest accommodations, or when amenities and room setups have already been arranged in advance. By placing more accountability when moving a Room Number, this feature supports operational accuracy, consistent service, and overall guest satisfaction.
NOTE: ALL computers must to be updated to Version 11.0.0.57. If any workstation is running an older version, users on that device will be able to move a Do Not Move Room and it will not be properly tracked in the Activity Log. If you plan on using this feature please ensure ALL computers are updated to a minimum version of 11.0.0.57
A Do Not Move Room flag can only be set on a Reservation in one of two areas:
- Reservation Screen (reviewed in this section)
- Group Rooming List Module (reviewed in the Group Reservations - Do Not Move Room section)
The "Do Not Move" checkbox is located on the Reservation screen, directly under Room Number/Enable Assignment. Once a Room Number has been assigned, checking the "Do Not Move Room" checkbox locks the Room Number for the reservation.
It is strongly recommended to document the reason for enabling the Do Not Move flag in the Reservation Notes.
Doing so ensures all staff members understand why the restriction was applied and helps maintain consistency, clarity, and accountability throughout the guest’s stay.
Once OK is selected to save the Reservation, the Activity Log is updated show "Do Not Move = YES" - this means the Do Not Move Room checkbox was checked.
We will now see this Reservation flagged as Do Not Move in the Room Assignment Calendar - the cell will show an orange outline indicating that a Do Not Move is set.
NOTE: When selecting "Export to CSV" on the F11 - Room Assignment Calendar, this report will display any reservations with a Do Not Move (DNM)
On the Tape Chart, a Do Not Move icon will appear next to the Guest Name. This icon is checked active by default.
Do Not Move Reservations can only have their Room Number change by selecting "Change Res" and updating the Reservation screen. If an attempt is made to change a Room Number in any other area, the below warning will appear.
NOTE: Group Reservations with a Do Not Move can also we modified directly in the Group Wizard via the Rooming List Tab.
During Check-In, the options to select a different Room Number will be unavailable when a Do Not Move Room is set.
To change the Room Number on a Reservation with a Do Not Move Room flag:
- Select Change Res to enter the Reservation screen
- Uncheck the "Book" checkbox
- Uncheck the "Do Not Move Room" checkbox
- A message will appear asking you to confirm the change:
- YES - will open up the Room Number field and allow the Room Number to be changed. This will be tracked in the Activity Log once the changes have been saved.
- NO - rechecks the Do Not Move Room - no changes can be made to the assigned Room Number
Once a new Room Number is selected, if this NEW Room Number should be flagged as a Do Not Move Room, then the box must be rechecked before selecting OK to save changes.
Once Reservation has been updated, we would see the following:
- An entry with "Do Not Move = No" will appear to show that the Do Not Move checkbox was unchecked
- The next entry will show the newly assigned Room Number (if one was selected) and will display "Do Not Move = Yes" if the checkbox was rechecked.
If the Do Not Move checkbox was NOT rechecked after the flag was removed, then we will simply see the one entry in the Activity Log displaying the NEW Room Number and "Do Not Move = No"
For Reservations where a new Room Number was not assigned OR no Room Number is assigned to start, the Do Not Move flag will simply display no as the flag cannot be set if no Room Number is assigned.
If you attempt to change a Do Not Move Room reservation without first unchecking the Do Not Move Room checkbox, a warning message will appear. This prevents the room move from proceeding until the checkbox is cleared, placing more accountability on the Clerk who is preforming the Room Move.
The DNM (Do Not Move) column in the Group Rooming List tab identifies reservations that have a Do Not Move room assignment applied. The same rules that apply when using Change Res on an individual reservation also apply when updating a Room Number from the Group Rooming List.
If the DNM checkbox is unchecked, a confirmation message will appear asking whether you want to remove the Do Not Move flag. Once confirmed and the flag is removed, the Room Number can be edited.
After assigning the new Room Number, the Do Not Move flag can be reinstated by rechecking the DNM box. All the above activity will be tracked in the Activity Log.
The DNM (Do Not Move) flag appears on the Group Check-In Tab as well, however, the flag cannot be removed from this screen. Any modifications must be done in the Rooming List Tab or by selecting Change Res on the Reservation itself.
A Do Not Move Room will be automatically unassigned in the following scenarios:
- Guest completes Mobile Check-In and does a Room Upgrade. This information can be verified and confirmed in the Message Center as well as in the Activity Log under the Action "Upsell"
- Guest modifies Room Type via GDS/OTA/TCGMS or changes dates on their Reservation and the selected Room Number is no longer available on the New Dates. If the Room Number is not available due to New Dates selected, a message will be placed in the Reservation Notes as well as in the Message Center.
When any of the actions listed below are performed, you will only see an entry indicating a Room Assignment change. In these situations, the Do Not Move (DNM) checkbox was not set when the Room Number was originally assigned. This can be confirmed by looking back in the Activity Log, at the previous entry where a Room Number was assigned, and you will see Do Not Move = “No.”
- Double click on empty Room Number column on a reservation -> use drop down to assign room
- Right Click on empty cell on Tape Chart -> select "Assign Room"
- Right Click on Reservation on Tape Chart -> select "Unassign Room"
- Tape Chart - drag & drop reservation to new Room Number (this does NOT open Change Res but just asks "Do you want to move room?" and it just moves the reservation if Yes is selected)
- F11 - Room Assignment Calendar - Show Reservations - drag reservation to assign Room Number
- F11 - Room Assignment Calendar - double click on an empty cell to assign Room Number
- F11 - Room Assignment Calendar - double click on Reservation to unassign Room Number
In the example below, a Room Number was changed using the drag‑and‑drop feature on the Tape Chart. This update was permitted because, as shown, when the reservation was originally created, the Do Not Move value was set to “No.” Since the Do Not Move flag was not selected, the system allowed the Room Number to be changed.
The Report Wizard has been enhanced with a new Do Not Move Room field. This field enables reporting on rooms flagged as Do Not Move in RoomKeyPMS. Applying the filter Do Not Move Room = True will return only rooms with this flag enabled.
