what the meaning of room assignment

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University of Wisconsin-Milwaukee

University housing, what happened understanding room assignments, please note: most of the content on this page is applicable for room assignments made during the summer for the upcoming fall semester..

An explanation for students who don’t get their preferred room assignment.

With the annual summer release of room assignments, University Housing gets a number of phone calls from concerned students, family members, and sometimes even friends, who want to know: (a) why the student didn’t get their top-choice room assignment and (b) what can be done about it.

In an effort to answer some of these questions, we’ve created the following guide for students.

Why Didn’t I Get My Preferred Roommate?

Explanation: when two roommates do not have matching requests, it is possible that they will not be paired together.

Living Learning Community Preference The most frequent item that does not match will be Living Learning Communities. Since LLCs are University Housing’s top assignment priority, students may be assigned to their LLC, even if it means failing to grant a requested roommate. How can you tell if this happened to your request? Check the list of LLC locations below. If either student is placed in these areas, it means that they had an LLC request that broke the roommate pairing.

Roommate Preference At times, we see pairs of students who did not request each other, even though they think they did. In its most benign circumstance, this may happen if someone copied a UWM ID# wrong. However, every year we also see instances in which one roommate who backed out or failed to include the UWM ID#. You can tell if you and your roommate(s) requested each other by returning to your Contract Preference Page in MyHousing. If you see a “confirmed” note next to the UWM ID# of your roommate(s) it indicates that the numbers were properly entered by all parties. If you see “unconfirmed” than the numbers entered did not match up.

Returner Self-Assignment If one of the two roommates participated in Returner Self-Assignment (where the 2022-23 Housing Residents picked their rooms for 2023-24), they may have ended up in a suite that didn’t have space for a new student to be assigned, or a space where a first-year student may not be eligible to live (Sandburg East).

Explanation: this is a rare circumstance but happens every year as we reach the end of available spaces. Because students are assigned in an order determined by random lottery, we will reach a point where every double or triple room has one open spot, but not two. At this point, a roommate pairing will be broken. If this occurs, the assignment system will next try to assign two requested roommates relatively close to each other (often in the same suite, sometimes on the same floor or in the same building). However, because so many spaces are usually taken when we reach this point of assignments, it is not guaranteed.

Explanation: this occurs for a number of reasons. Your roommate may have never completed a University Housing contract, they may have completed a University Housing contract, but AFTER the priority deadline of May 1, or they may have canceled a previously submitted contract. In any of these cases, you would be assigned without them.

Why Didn’t I Get My Preferred Living Learning Community?

Explanation: most of our Living Learning Communities are reserved for students who are admitted to a particular school/college or have a particular major. The most confusing of these is Health Professions, which require students to be admitted to the College of Nursing or College of Health Sciences. Both of those are different than AOC-Nursing or AOC-Health Sciences.

Explanation: a few of our LLCs had more demand than there were available beds. In this case we continue to monitor vacancies and reassign from the waitlist when possible.

Why Didn’t I Get My Preferred Building/Room Type?

Explanation: Certain preferences take priority over others as we go through our lottery process. In order to maximize satisfaction on these priorities, other preferences may not be considered.

Living Learning Community Preference University Housing’s top priority is to assign a student to their preferred LLC. That means we would assign them to their LLC even if it meant not giving them the building or room type they requested.

Roommate Preference University Housing’s second priority is to assign a student with their preferred roommate. That means we would assign them to their preferred roommate even if it meant not giving them the building or room type they requested.

Explanation: Like all housing markets, there’s a balance between supply and demand. For instance: we have far more requests for singles and triples than for doubles. Of all the room types, triples are the smallest offering we have. If we didn’t have your top preference available, we considered second or third options. If none of those were available in the same building, then the student was likely assigned to a different building.

How Can I Tell If I’m In An LLC

The most reliable way to determine is based on your room assignment. General locations of LLCs are listed in the table below (though some suites in the identified floors may not be LLC suites).

So, what can I do now?

First, take a look and explore your newly assigned space. Every building (in fact, every home!) students will have for the rest of their life will have pros and cons. Learning about your new building, and how to maximize your satisfaction are important steps. We’ve got layouts of most buildings and room types available on the University Housing website at www.uwm.edu/housing . If you’re coming for New Student Orientation (or TASO), we offer tours of most buildings and would be happy to show you those spaces. We also offer tours throughout the week. Set up an individual tour by registering on our University Housing Tours site.

Second, if you would like to change part of your assignment in regards to an LLC, email [email protected] . This would allow you to change your LLC preference, which may in turn change your assignment.

Third, if you have a non-LLC room assignment concern and would like to request a room change of your assignment, you can complete a Summer Room Change Process Request Form at https://uwm.edu/housing/secure/assignment-change-request/ . All requests must be submitted by July 7, 2023. This is the form you use if you would like to re-request a roommate who you weren’t paired with, or if you’d like to move to a different building. University Housing cannot guarantee if your request will be granted, but historically, we’ve been able to accommodate more than 50% of requested changes.

Residents With Assignments Starting In January: University Housing does its best to accommodate the preferences you indicate when you sign your online contract, with room assignments made in a randomized order determined by lottery. (LLC requests are made by emailing [email protected], which are then added to the resident preferences before the lottery is run). Due to a very limited supply of available spaces, it is very difficult to match most preferences. Roommate and LLC requests are the most difficult to match, followed by room type. All residents who submit their Spring-only Housing Contract by December 1 have an equal chance in the lottery. If you would like to explore a room change, please discuss it with your RA after you’ve moved in.

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What To Expect When Checking Into Your Hotel Room Assignment

A room assignment in a hotel is the specific room that a guest is assigned to stay in during their visit. This can be based on a number of factors, such as the type of room they booked, their preferences, or even their status as a VIP guest. The room assignment is typically made by the front desk when the guest checks in.

What is room assignment? Based on the information provided to the hotel, each guest can be assigned a specific room category. There has been or will be a provision made. The condition of a room is generally determined by its status: occupied, vacant, on-change, or out of order. Staff can quickly identify and consider the most valuable and loyal guests using room assignment software. Guests in a hotel room can order food and drinks directly from the kitchen. The hotel’s staff serves a meal with a tray in the room service department. If a housekeeping staff has access to a computer, they can easily create a daily attendant sheet. Room assignments allow you to see which rooms have been assigned and who has stayed in which rooms.

The hotel’s loyalty program assigns the best rooms to the highest level members. Check-in staff may, however, be able to override these assignments based on hotel availability, whether or not the hotel is sold out, and whether or not the room type you requested is available.

When a room is assigned to you upon arrival, it means that unless you arrive, you are not given a room type. The incident occurred more than a year ago. It’s not the number of rooms you have, as I mentioned before… It is impossible to know if you are a boy or a girl until you check in… It’s primarily about the type of room and the type of room in which you live…

Each room attendant is given this format following their morning briefings. This sheet will allow room attendants to record their tasks during their shift and plan their work for the upcoming day.

What Is Room Assignment In Housekeeping?

In housekeeping, room assignment is the designation of a specific room or suite of rooms to a guest or group of guests. Room assignments are typically made in advance of a guest’s arrival, but can also be made at the time of check-in.

The assigned rooms command, as well as printing out these sheets for the Housekeepers, can be used to assign a housekeeping room assignment to one individual. The Housekeeping Sheets Report can be used to assign rooms to each room in a room. If a room is vacant, the option to display it will be removed. A task sheet, which includes an itemized account of the amount of work assigned to each member of the team, serves as an example of the labor assigned to each member of the team. A Room Attendant’s responsibilities include greeting guests, answering their questions, and keeping in contact with them. RDP’s Room Status Report can be found in the section of the report that describes all properties with rooms assigned to them.

The Importance Of A Housekeeping Daily Room Assignment Sheet

Having a housekeeping daily room assignment sheet in place allows you to develop a consistent cleaning plan for your property, as well as ensure that all of the rooms are cleaned to the same high standards. You can make certain that your Housekeepers are always on top of the cleaning schedule for your property by putting this sheet in place, and that they are using the appropriate cleaning products and techniques for each room in the house.

What Are The Importance Of Having A Room Assignment?

With room-assignment software, staff can quickly identify and value the most valuable and loyal guests before assigning free upgrades based on availability. As a result, loyalty improves and business increases in the future.

Hotel marketers are realizing that they must provide website visitors with the most personalization and customization options possible. It is critical that guests arrive at a hotel in a pleasant and quick manner. To make your rental experience as pleasant as possible, please provide specifics on room type, size, and location. Loyalty status must be properly valued in order to be recognized. Make certain that the hotel provides a personalized booking experience and meets or exceeds expectations. It is critical that booking personnel provide meeting room-style requests during the check-in process. You must, however, include a large statement stating that the room requests are not guaranteed and that rooms may be available on the day of the event.

Hotels that promise personalization are simply empty promises. In many loyalty programs, complimentary upgrades are available based on check-in availability. If the accommodations in the room do not meet the expected upgrade, the guest will almost certainly look for a different room . Mobile check-ins, in addition to – or in addition to – room assignment challenges, may increase them. In addition to finding and assigning the right room for each mobile guest, the front office staff must keep track of the rooms. According to statistics, guests rarely request more than ten room feature codes. Mobile check-ins can only be effective if smart room assignments are arranged.

If possible, all rooms should include the View, Bed type, and Bed Color. If a code exists and the room matches it, the feature is required to be configured. It saves you time, but it also costs you time each day because it uses the room category code.

Why Do Hotels Use Room Assignment Codes?

There are a few reasons why hotels use room assignment codes. One reason is to keep track of which rooms have been cleaned and which have not. This is especially important when the hotel is busy and cleaning staff are working on a tight schedule. Another reason is to keep track of which rooms are available and which are not. This is important for both guests and hotel staff so that no one is trying to book or use a room that is already occupied. Finally, room codes can help deter theft by making it more difficult for people to find and enter specific rooms.

What Are The Different Room Status Codes Used In Hotels?

Maintenance codes are used in hotel management systems such as PMS to prevent maintenance. It’s as simple as picking out the reason for the room’s upkeep. What is the average room assigned to a housekeeping employee? The first method is to assign rooms individually to selected housekeeping professionals, followed by the first housekeeping professional on the left, the rooms on the right, and the Assign to Selected Housekeeper button in the unassigned rooms section; and then, for the second method, the rooms are automatically assigned to the What is the different room status code (CSR) in hotels? The housekeeping staff leaves the room as soon as it is vacant and clean. The house is filthy and vacant. The room occupied and cleaned by the housekeeping is OC – occupied and cleaned. The apartment is occupied and filthy; the housekeeping has not cleaned it.

Importance Of Room Assignment In Hotel

Room assignments are important in hotels because they ensure that guests are comfortable and have all the amenities they need. By carefully considering the type of room each guest needs, hotel staff can make sure that everyone has a great stay. This includes making sure that families are together, that business travelers have the right type of room for their needs, and that couples have a romantic getaway.

One of the most common reasons for dissatisfied guests is dissatisfaction with the accommodations they receive. Despite the fact that hotel room assignment is a complex process that can easily get out of hand, most hotels fail to optimally assign guests the right rooms at check-in. Combining functions Coral, King, and ElEVATOR is a big risk. In addition to the complexity of the agent’s task, he or she must consider the impact of different overlapping stay lengths, the number of adults, children, loyalty based upgrade requirements, impact of this and previous room assignments on other reservations’ future and current schedules, and, finally, the Hotels today typically employ as many front desk personnel as they did in the past because agents are present when a client visits the front desk. It is the rooms division’s responsibility to improve guest satisfaction, while the management division’s responsibility to reduce costs. How do I solve problems? According to Pierre Boettner, CEO of hospitalitypulse, Front Desk staff should become more analytical and ruthless in identifying areas for improvement. The hotel industry is being squeezed between an increasing demand for rooms and technological limitations that prevent a person from fully understanding a new environment.

Hotel Room Service: A Convenient And Comfortable Stay For Guests

Hotel guest rooms feel more like home when they are in one with the other person. The size and layout of the room are critical considerations for making a guest’s stay as comfortable as possible. Hotel rooms are the foundation of the hotel, and they are highly perishable. Hotels have a space-allowance policy, which limits how many rooms they can sell (to an absolute maximum). Each hotel checks its bookings in the morning and assigns rooms. You’d think that the best rooms in the hotel would be assigned to members of the hotel’s elite loyalty program. Under the housekeeping room assignment command, specific housekeeping rooms within your property can be assigned to specific housekeeping employees. It is critical to provide this option to guests with disabilities because it is simple and non-strenuous to consume. There is a restaurant where guests can eat at odd hours and at their leisure. Furthermore, the Room Service menu is extremely useful in remote areas that lack a wide range of dining options.

The Room Assignment Takes Place In

The room assignment process is conducted in the office of the Vice President for Student Affairs. This is where students go to request a change in their room assignment, and where the staff works to accommodate these requests. The office is located on the second floor of the Student Union, and is open from 8:00am to 5:00pm Monday through Friday.

The majority of the content on this page is applicable to summer room assignments. Even if the LLC fails to meet the requirements for a roommate, students can still be assigned one. You can tell if you and your roommate(s) have requested each other by returning to the Contract Preference Page. ” I wish I had a preferred building/room type, but I didn’t get it,” replies the University of Colorado Boulder student. A few Living Learning Communities had a greater demand for beds than they had available beds. If your request roommate has never completed a University Housing contract or has not contacted you since the priority deadline of May 1, you may be able to claim a contract that was previously submitted. We allocate preferences based on them in the lottery process, rather than those of others.

The most important priority of University Housing is to assign a student to their preferred LLC. We considered second or third options as a backup should there be no one who had your top preference. The most dependable method for determining your room is to assign a room to you. You may choose the preferences you specify in your online contract when you sign University Housing’s contract. Due to a limited supply of available space, it is difficult to meet the majority of preferences. You should consider a room change after moving in if you want to do so.

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Room & Rate Assignment

Room Assignment Room Assignment involves identifying and allocating an available room in a specific room category to a guest. On the basis reservation information, specific rooms and rates may be pre-assigned to the guest. To best satisfy guest request, front desk agents must know the differences between room types and be capable of querying the system to determine each guestroom’s rate, occupancy status, furnishings, location, and amenities. Typical room status descriptions: Occupied, Vacant, On-change, and Out-of-order. Assigning Room Rate Room Rate – is the price a hotel charges for overnight accommodations; the standard or non-discounted rate for a room is called the “rack rate” Room rates are typically confirmed as part of the reservation process Special room rates may include: commercial or corporate, complimentary, group, family, Day, package-plan, and frequent traveler Room rates may include a dining room plan: American Plan, Modified American Plan, or European Plan.

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• 1. Room & Rate Assignment
• 2. Room Assignment • Room Assignment involves identifying and allocating an available room in a specific room category to a guest. • On the basis reservation information, specific rooms and rates may be pre-assigned to the guest. • To best satisfy guest request, front desk agents must know the differences between room types and be capable of querying the system to determine each guestroom’s rate, occupancy status, furnishings, location, and amenities. • Typical room status descriptions: Occupied, Vacant, On- change, and Out-of-order.
• 3. Assigning Room Rate • Room Rate – is the price a hotel charges for overnight accommodations; the standard or non-discounted rate for a room is called the “rack rate” • Room rates are typically confirmed as part of the reservation process • Special room rates may include: commercial or corporate, complimentary, group, family, Day, package- plan, and frequent traveler • Room rates may include a dining room plan: American Plan, Modified American Plan, or European Plan.

Room assignment

Room assigment enables you to allocate individual room type reservations for specific rooms.

Access room assignment

You can access the room assigment via the "Reservation > Room distribution” menu.

Conveniently, the room assigment always opens with rooms which have not yet been assigned.

Date selection (arrival date)

Filter the reservations via the date field for which you would like to carry out a room assignment after the arrival date. Enter it directly and select it via the calendar.

What does the dialog box show you

The left part of the dialog box shows you all of the reserved rooms with the arrival date selected above. By default, only the rooms appear which have not been assigned. The selection box at the upper left can alternatively be used to display already allocated rooms:

With one click to the reservations, protel Air starts searching for the available rooms. The result is shown in the table to the right.

Room column in left part of window

What appears here?

• a question mark (?) if no rooms have been allotted yet
• the room number if the room has been allotted

Meaning of the columns "<"and">" in the right part of the window

In the right part of the window (available rooms), the "<" and ">" columns provide information about the number of days before or after the previous or next reservation.

Assign Rooms

a) Automatic room assignment

Select a reservation in the left part of the window.

In the right part of the window, all of the available rooms for the reservation time period will appear.

One or more available rooms have been preselected as a proposal, corresponding to the number of reserved room.

If you are satisfied with the selection, click the [ Assign ] button. The rooms will then be allocated accordingly in the selection

b) Assigning rooms manually

Instead of using the automatic room assignment, you can also manually assign a desired room by clicking on the right part of the window and selecting another available room.

By using the multiple selection, you can select more than one room simultaneously (e.g., if a reservation has more than one non-assigned room).

Should a reservation contain more than one room, and you only assign one room, the remaining rooms  will be automatically split from the reservation.

Search in all room types

If you activate the   Search in all room types   in the right part of the room allotment window, and then click on the little magnifying glass, all room types will be considered when searching for available rooms (i.e., rooms from other room types can be allotted).

If you select a room from another room type and click on [ Distribute ], you will be asked if the rate is to be recalculated. The way you answer the question depends on whether you are working with a  f ree update or an   Upsell  .

Answer with [ Yes ] if you are dealing with an   Upsell  .  In this case, the rate column is adjusted in the table.

Answer the question with [ No ], if we are dealing with a free Upgrade.

Nothing will happen if you click on [Cancel]. You simply return to the room allotment dialog box.

Group search

If you only want to assign rooms for a certain group, you can enter the name of the group here. After clicking on the magnifying glass  icon, only reservations for the group in question will be displayed.

Additional filters

Guest details, reservation details, show available rooms with certain features.

In order to be able to offer a guest a room "tailored to meet their needs", you can limit your rooms in the right part of the window to the desired Features - see following illustration:

The desired rooms and preferred room features can be found in the guest information (see above).

Display rooms with a certain status

For example, if only available or checked rooms are to be displayed for allotment, you can filter the available room's status in the right part of the window - see illustration:

Open reservation

A selected reservation can be opened directly in the room assignment dialog - either by double clicking, or via the context menu.

Welcome to OPERA Property Management System (PMS) > PMS Operations > Front Desk Topics > Room Assignment

Room Assignment

Select Front Desk > Room Assignment or use the Room Assignment ( Rm Assign ) button from the Room Plan screen (Ctrl +F3) to access the Room Assignment screen. This option is used to assign room numbers easily and rapidly before guest check-in. OPERA offers a number of selection criteria that help you determine which reservations will display for room assignment.

When you select the Room Assignment option the following screen is displayed.

When you select the Room Assignment ( Rm Assign ) button from the Room Plan (Ctrl+F3) screen, the following screen is displayed.

When selecting the Room Assignment ( Rm Assign ) button from the Room Plan (Ctrl+F3) screen, OPERA initially carries over and auto populates the arrival Date and Room Type into the appropriate search fields. This automatically displays the reservations that are due to arrive for that date, for that room type, and for the number of nights for which the room number selected on the Room Plan is available. For example, in the Room Plan should room 1000 be available for arrival on 01/01 for 2 nights, i.e. another reservation is due to arrive for room 1000 on 01/03, when using the Room Assignment functionality from within the Room Plan, the initial defaulting reservations displayed will be 1 and 2 night reservations. Should a 3 night reservation exist arriving on 01/01 for the room type, it would not initially display as it could not be assigned the room number 1000 automatically, the room number is already assigned to the reservation arriving on 01/03. When you access the Room Assignment screen from the Room Plan, the Max Nights number appears in the title bar.

Reservation Search Criteria

The following search criteria can be entered to search for specific reservations.

Note: Default values can be set for all of the fields and check boxes in the Search Criteria, except for the Date and Property fields, using the Configuration > Setup > Screen Design > Field and Button Defaults functionality.

Date. The date prompt in this field will always default to the current business date. If you want to assign rooms for a future date, enter the date here.

Name. Enter the guest's last name associated with reservation to search for a specific reservation

Room Type. Select the down arrow to display the Room Types list of values (e.g., deluxe double, deluxe king, standard double, etc.). Choose a room type from the list.

Pre-Reg. Only available when the RESERVATIONS > PARAMETERS > INTERNET CHECK IN application parameter is set to Y for the property. Select to filter search results by reservations that have been pre-checked in over the internet.

Property. When the OPP_MHT2 Multi-Property Cross Reservations add-on license is active, you can select another property from the list of values.

Group. Enter a group name to narrow the search for reservations with a specific group profile attached.

Room Features. Search for all reservations that have these particular room features attached to the profile. Select one or more room features from the list of values.

Res. Type. Search for all reservations that have a specific reservation type. Select a reservation type from the list of values.

Room Class. When the GENERAL > ROOM CLASS application function is set to Y , search for all reservations that have a particular room class type. Select a room class type from the list of values.

Block. Select a block code to search for reservations with a block code attached. Select from the list of values.

Specials. Search for all reservations that have particular specials attached to the reservation. Select one or more specials from the list of values.

Smoking. Search for all reservations that have a specific smoking preference attached to the guest's profile. Select a smoking preference from the list of values.

VIP. Select the down arrow to display the VIP list of values (e.g., management guest, repeat guest, etc.). Choose a VIP type from the list.

Advanced Search Criteria

Select the Advanced button to display additional search criteria fields. The following advanced search fields are available.

Rate Code. Search for all reservations that have a specific rate code. Select a non-expired rate code from the list of values.

Company. Enter a company name to search for all reservations with a specific company profile attached.

Agent. Enter an agent name to search for all reservations with a specific agent profile attached.

ETA From. Enter a time to search for reservations that have a specific estimated arrival time noted on the reservation. This time displays in the property's time format.

ETA To. Enter a time to search for reservations that have a specific estimated arrival time noted on the reservation. This time displays in the property's time format (should be less than or equal to ETA From).

Party. When the RESERVATION > PARTY application function is set to Y , enter a party name to search for all reservations with a specific party attached.

Market Code. Search for all reservations that have a specific market code. Select a market code from the list of values.

Nights. Search for all reservations that have a specific number of nights. When the Room Assignment screen is accessed from the Room Plan (Ctrl+F3) screen by using the Rm Assign button the number entered in this field may not exceed the Max Nights shown in the title bar.

Assigned Rooms. Select this check box to display rooms that are assigned to guests. This check box is not selected by default.

Change of Room Type to Charge. When the RESERVATION > ROOM TYPE TO CHARGE application parameter is set to Y , OPERA implements the addition of the RTC field on the Reservation screen. By using this field it is possible to have the reservation be inventoried on one room type, but charged as if it was another room type (the room type specified in the RTC field). When you move a guest's reservation to a room which has a different room type, a prompt appears: "Room type has been changed to <new_room_type>. Do you want to change RTC to <new_room_type>?" Respond Yes to continue with the move and change the RTC to the new room type (Yes is the default). Respond No to continue with the move without changing the RTC from what appears on the Reservation screen. This feature is available only if the RTC on the Reservation screen matches the room type shown on the reservation prior to the move.

Unassigned Rooms. Select this check box to display rooms that are not assigned to guests. This check box is selected by default.

Membership Type. Select the down arrow to choose the membership type to search.

Membership Level. When you have selected a Membership Type , you may also choose a membership level, or levels, that are associated with that membership type on which you wish to search.

Display Only Fields

The following display-only information is shown, as available, for the reservation record that is highlighted. (These fields are replaced by the advanced search fields when the Advanced button is selected.)

Company. Displays a specific company profile associated with the selected reservation.

Agent. Displays travel agent name associated with selected reservation.

Features. Displays specific room features associated with the selected reservation or profile.

Group. Displays group profile associated with the selected reservation.

Source. When the PROFILES > SOURCE application function is set to Y , displays source profile associated with the selected  reservation.

Specials. Specials associated with the reservation.

Party. Displays the party the reservation is associated to.

Preferences. Displays the preferences associated with the selected reservation. (The Floor preference and Smoking preference, if any, associated with the guest's profile are shown in blue type in the lower part of the Room Assignment screen. The Floor and Smoking preferences associated with the guest's profile, if any, are also shown on the Room Assignment List Grid [see Room Assignment List Grid , below] that appears when you select the Assign button.) Double click in the field to view all of the preferences in a display only field when more than one preference exists.

Note: If preferences of any preference group are associated with the guest profile, regardless of whether they are also associated with the reservation, the Preferences indicator lamp appears in the lower part of the Room Assignment screen. Select this lamp to see the Preferences associated with this guest's profile.)

Preferred Room. Displays the preferred room number associated with the selected reservation or profile.

Room Assignment Grid

Note: As you highlight each reservation record in the Room Assignment grid, the reservation confirmation number appears in the screen title bar.

The Rooms Assignment grid displays the following columns.

X. An X in this column indicates that the reservation has been selected for a function that can be applied to multiple reservations, such as when you select the Check In button.

HK Status. Housekeeping status of the assigned room .  Color code is the same as is used on the Housekeeping screen. Available when the Assigned Rooms check box is selected and the date in the Date search field is equal to the current business date or the current business date plus 1. The HK Status is not available when the Unassigned Rooms check box is selected.

Note: When Using Checked Out and Due Out search criteria, the search query will consider the other criteria selected such as Clean, Dirty, etc., and only display rooms that meet all conditions.

Room. Currently assigned room number.

On certain screens that display room numbers for selection when you are assigning a room (e.g., the Room Plan screen, Room Assignment screen and the Available Room Search screen), the default room display sequence is user definable through the Reservations>Room Display Order application setting:

• If the Reservations>Room Display Order application setting = Ascending , then rooms are assigned lowest number to highest number.
• If the Reservations>Room Display Order application setting = Back to Back Ascending and displaying and/or performing room assignments, OPERA first looks at the rooms which are supposed to check out, by check out date, for the same date as the arrival date of a reservation. Rooms that are coming out of an OOO/OOS room condition are not considered for back to back room assignment.
• If the Reservations>Room Display Order application setting = Back to Back Descending and displaying and/or performing room assignments, OPERA first looks at the rooms which are supposed to check out, by check out date, for the same date as the arrival date of a reservation. Rooms that are coming out of an OOO/OOS room condition are not considered for back to back room assignment.
• If the Reservations>Room Display Order application setting = Descending , then rooms are assigned highest number to lowest number.
• If the Reservations>Room Display Order application setting = Display Sequence , then rooms are displayed and/or assigned using the sequence number set for each room in Room Configuration (see Room Configuration for details).
• If the Reservations>Room Display Order application setting = Least Used Ascending then the room number sorting, from lowest room number to highest room number, is based on the number of times the room has been occupied; rooms with a lower number of times occupied are sorted before rooms with a higher number of times occupied.
• If the Reservations>Room Display Order application setting = Least Used Descending then the room number sorting, from highest room number to lowest room number, is based on the number of times the room has been occupied; rooms with a lower number of times occupied are sorted before rooms with a higher number of times occupied.

In addition, when the Room Display Order is Back to Back Ascending or Back to Back Descending , the following rules determine the listing sequence:

• Rooms that have a gap between 2 reservations that perfectly matches the arrival and length of stay of the selected reservation (i.e., the departure of the earlier reservation = arrival of the selected reservation and the departure of the selected reservation = arrival of a reservation for a later date).
• Rooms that have an earlier reservation that is due out on the date of arrival of the selected reservation and have no future reservations arriving after the departure of the selected reservation.
• Rooms that have an earlier reservation that is due out on the date of arrival of the selected reservation and also have a future reservation(s) arriving after the departure of the selected reservation. If there are multiple rooms in this group, those rooms will be ordered by the number of days between the departure date of the selected reservations and arrival of the future reservation descending (i.e., rooms with the longest gap displayed first).
• All other rooms are ordered by the number of days since the due out date of the latest reservation (prior to the arrival date of the selected reservation) in descending order (i.e., rooms with the longest gap show first).

These rules ensure that the sequence displays the rooms least likely to result in an occupancy gap first. If a gap cannot be avoided, then rooms with the longest gap are shown next because longer gaps can be filled by a greater combination of reservations.

When the OPV_<version number> OPERA Vacation Ownership license is active, the Reservations>Room Order Preference for Units application setting works in conjunction with the Reservations>Room Display Order application setting to determine if Units (room types with rotation) should display before or after non-unit rooms. If Rooms With Points First is selected for the Reservations>Room Order Preference for Units application setting, OPERA will first display the room types with Rotation Points first and these will be followed by those rooms without Rotation Points defined in the order set in the Reservations>Room Display Order application setting. If Rooms With Points Last is selected for the Reservations>Room Order Preference for Units application setting, OPERA will first display rooms without Rotation Points in the order set in the Room Display Order application setting followed then by those room types with Rotation Points.

The Room field is editable; you may type a room number in this field and select the Assign button to directly assign that room number to the reservation. After a user successfully assigns the room number, the next reservation listed on the grid will automatically be highlighted and can be edited next.

If the room number you enter is an individual room element belonging to a component room, you will be prompted "Room <number> is part of a component room. Do you want to continue?" Reply Yes to assign the room you selected or No to choose another room. (The default is No .) Available when the GENERAL > COMPONENT ROOMS application function is set to Y . (The Component Room prompt may be hidden at your property. See Popup Blockers for details.)

Note: If the Room and Room Type fields have a yellow background, the room is an element of a component room. Component room functionality is available when the GENERAL > COMPONENT ROOMS application function is set to Y .

Note: When the RESERVATIONS > DO NOT MOVE ROOM application function is set to Y a room may be set to Do Not Move (using the DNM check box on the Reservation screen). Until the guest has checked in, the room number may not be changed if this is the case. The Room field background will be shown in red and the Unassign button will be disabled.

Note: When the OPV_<version number> OPERA Vacation Ownership System license code is active and a room number is manually typed in that is not the first unit in rotation, then the Rotation Room Override prompt will display for a reason as to why that room was selected (See Rotation Room Override for details).

Room Type. Room type from the reservation.

Name. Full name on the reservation. A * (asterisks) is displayed by the name of the guest if the reservation is being shared with another guest. Hovering the mouse on the *, in the column title, displays a bubble message that shows that clicking the * will Sort by Shares. Sorting by Shares groups the shares together, but still lists the reservations in alphabetical order. The following is an example of how reservations are listed regularly and then displayed after selecting to Sort by Shares:

When the Room Assignment screen is first displayed, all of the reservations for that day are sorted in alphabetical order by the last name, first name of the guest associated to the reservation. as displayed below. In this example, B, Reservation is sharing with G, Reservation and E, Reservation is sharing with I, Reservation .

By clicking on the * (asterisk) in the Name column, the reservations will be sorted by share.

The reservations are still listed in alphabetical order by guest's last name, first name, but the share reservations have been grouped together in the grid to distinguish those who are sharing. (This is useful for seeing special requests for both of the guests, rather than just for one of them.) The words Shared With<name> appear in blue text at the bottom of the screen when a shared reservation is highlighted.

Alt Name. When the GENERAL > ALTERNATE NAME function is set to Y , multiple- byte character sets may be used to enter names in languages that require extended-byte (for example, Chinese). If the profile includes a double-byte name, it appears in this field.

ETA. Arrival time from the reservation.

Rooms. Number of rooms booked on the reservation. This column is not displayed when the RESERVATIONS > ROOM LIMIT PER RESERVATION application setting is set to 1 and the RESERVATION > SHARES application function is set to N .

Departure. Current departure date on the reservation.

Adult. Number of adults on the reservation.

Child. Number of children on the reservation.

Group/Company. The group and/or company associated with this reservation.

Party. When the RESERVATION > PARTY application function is set to Y , the party that the reservation belongs to.

Last Room. Displays the last room occupied at your property (if a repeated profile).

Rate Code. Rate code specified for the requested room.

Rate Amount. Room rate specified for the requested room.

Note: If the RATES > MULTI CURRENCY application parameter is set to Y and rate codes are configured in various currencies, the rate amount displayed is based on the currency of the rate code.

Note: Function buttons are available, as appropriate, only when reservations are displayed in the search results grid.

Note: Indicator lamps appear in the bottom portion of the screen. To view what the indicator lamps represent, refer to the Indicator Lamps help.

All. Selects all of the reservations that are displayed in the Room Assignment Grid. When all records are selected, selecting the Auto button will automatically assign rooms to all of the selected records. And selecting the Check In button with all records selected, will check all the reservations in. But with all the records selected, the Exchange , Assign , Unassign , Profile , and Resv . buttons will still function based on the first reservation selected or highlighted in the Room Assignment Grid.

None. De-selects any reservation that is selected in the Room Assignment Grid.

Exchange. Available when the RESERVATIONS > EXCHANGE/REALLOCATE ROOMS application parameter is set to Y and the user has been granted the RESERVATIONS > EXCHANGE/REALLOCATE user permission, select the button to Exchange/Reallocate rooms. But in order for the button to be available, at least one reservation, that has a room number assigned, must be selected. See Exchange/Reallocate Rooms for details.

Assign. Select the Assign button to assign a single reservation. By selecting the Assign button, or double clicking on the guest name, a list of available rooms matching the criteria specified is displayed in the Rooms List screen. When assigning a room to a Share Reservation with different arrival and departure dates, the room will be assigned to all of the reservations in the share according to their arrival and departure dates. See Room Assignment List Grid , below.

Note: If there are multiple rooms on the reservation that you are trying to assign rooms for, the multiple rooms will split so that one room can be assigned at a time. If the auto assign is started, all of the multiple room reservations will be skipped over.

Note: The Restrict Negotiated Units Ownership Group Application Parameter, available when the OPV_<version number> OPERA Vacation Ownership System license code is active, restricts users pre-blocking units attached to a contract that is in a "Negotiated" status. OPERA only allows users to check in reservations to a unit that is marked as "Actual". If a contract is not marked as "Actual" and a user either tries to either pre-block or check in to the unit, OPERA prompts, "Unit XXX has a status of Negotiating and therefore cannot be selected" , where "XXX" indicates the room/unit number. The Restriction for Non Contracted Units Ownership Group Application Parameter can be overwritten when a user is granted the "OVERRIDE NON-CONTRACTED RESTRICTION" OVOS_MISC group permission.

Note: The Restriction for Non Contracted Units Ownership Group Application Parameter, available when the OPV_<version number> OPERA Vacation Ownership System license code is active, will only allow a unit that is attached to a contract with an “Actual” status to be assigned (pre-blocked) prior to check in. OPERA will only allow a unit that is attached to a contract with an “Actual” status to check in a reservation checked in. If a unit is not attached to a contract and a user tries to either pre-block or check in a reservation to this Unit, OPERA prompts, " Unit XXX is not attached to a contract and therefore cannot be selected" , where "XXX" indicates the room number. The Restriction for Non Contracted Units Ownership Group Application Parameter can be overwritten when a user is granted the "OVERRIDE NEGOTIATED RESTRICTION" OVOS_MISC group permission.

Unassign. Unassign the highlighted reservation's room number.

Note: If the highlighted reservation is sharing with another guest you are prompted whether you wish to break the share. Reply Yes to break the share. The Share Confirmation screen displays showing the share is broken. Regardless of whether you select Close or OK from the Share Confirmation screen to return to the Room Assignment screen, the share is broken.

Auto. Automatically assign or unassign rooms to specific reservations. Select this button to display the Automatic Room Assignment screen. See Automatic Room Assignment for details.

Profile. View or edit the profile for the highlighted reservation. Selecting the Profile button brings up the Profile screen attached to the reservation.

Resv. View or edit the highlighted reservation. Selecting the Resv. button brings up the Reservation screen.

Check In. Check in the highlighted reservation. Selecting the Check In button brings up the Payment Method screen, unless more than one Reservation is selected, in order to check in the reservation you selected.  If the reservation has multiple rooms, the reservation will split, so one room can be checked in at a time.

When more than one reservation is selected and the Check In button is selected, the Check In All screen is displayed (See Check In All for details).

Note: When the CASHIERING > DIRECT BILL AUTHORIZATIONS AND SETTLEMENT application parameter is set to Y and a direct bill payment type is attached to the reservation, then a Direct Bill authorization will be performed when the Check In button is selected. See Direct Bill Authorizations and Settlements for details.

Room Assignment List Grid

Highlight the reservation to assign a room on the Room Assignment screen and select the Assign button to display the Room Assignment List grid. Clean rooms are displayed by default. (Inspected rooms are displayed if the ROOMS MANAGEMENT > INSPECTED STATUS application function is set to Y ). Use the check boxes to include rooms with other housekeeping statuses in the display.

Highlight the room you wish to assign to the reservation highlighted on the Room Assignment screen. Select the OK button to assign the room and return to the Room Assignment screen.

Rooms Assignment List Search Criteria

Use the Room Assignment List search criteria fields to narrow your search for rooms to display in the grid.

Date. The arrival date selected on the Room Assignment screen displays here by default. This field may not be edited.

Nights. Number of room nights required to be assigned, as specified in the Nights field in the reservation.

Room Class. Visible when the GENERAL > ROOM CLASS application function is function is set to Y . Search for all available rooms with a specific room class. Select one or more room classes from the list of values.

Room Type. Search for all available rooms with a specific room type. By default, the room type associated with the guest's reservation appears here. Select one or more room types from the list of values.

Floor. Select one or more floors from the list of values to display the rooms on those floors. The Floor field defaults to the floor preference(s), if any, specified on the guest profile.

Note: When a single numeric floor is specified in the Floor field, whether the floor number is manually entered or automatically populated by default from the guest's profile, the search will identify available rooms on that floor and on all numerically higher floors. For example, if 3 is entered in the Floor field, the search will identify available rooms on floors 3, 4, 5, and so on. When multiple floors are entered in the field, only rooms configured with those specified floors will be displayed. The display order is keyed on the Room column (which is controlled by the RESERVATIONS > ROOM DISPLAY ORDER application setting). However, users can sort the search results by Floor by clicking on the Floor column header.

Smoking. Search for all rooms that have a specific smoking preference. By default, the smoking preference, if any, associated with the guest's profile displays here. You may select a smoking preference from the list of values.

Features. Search for all rooms that have this particular room features. Select one or more room features from the list of values.

C/O Time. Field only displays when the Due Out check box is marked. This allows for all the rooms with a due out status to display before the time entered in the field.  This allows for those rooms to be reserved for incoming guests.  For example, if the checkout time for the property is set for 12:00pm and that time is entered in the C/O Time field, all rooms that have a late checkout time for 1:00pm will not display when the search is complete. Therefore, those late checkout time rooms can't be reserved for guests coming in that day.

Note: The C/O Time field must be Screen Painted on the Reservation Details or More Fields screen to be available for use on the Reservations screen.

FO Status Check Boxes

Note: When the Due Out and/or Checked Out FO Status check boxes are selected, the search returns only rooms having a matching FO status, subject to any other search options you may have chosen. For example, if you select the Due Out FO Status check box with no Room Status options, your search will return all Due Out rooms. If you select the Due Out FO Status check box and the Dirty Room Status check box, your search will return only those Due Out rooms that are Dirty. By leaving both of the FO Status check boxes unselected, all rooms, subject to any other search option you may have chosen, are returned, including Due Out and Checked Out rooms.

Due Out. Select this check box to display all rooms departing today.

Note: When the RESERVATIONS > ROOM DISPLAY ORDER application setting is set to Back to Back Ascending or Back to Back Descending , the search results will include due out reservations regardless of whether the Due Out option is selected.

Note: C/O Time field only displays when the Due Out check box is marked. This allows for all the rooms with a due out status to display before the time entered in the field.  This allows for those rooms to be assigned for incoming reservations.  For example, if the checkout time for the property is set for 12:00pm and that time is entered in the C/O Time field, all rooms that have a late checkout time for 1:00pm will not display when the search is complete.  Therefore, those late checkout time rooms can't be reserved for reservations coming in that day.

Checked Out. Select this check box to display all rooms that are associates with reservations that have checked out.

Room Status Check Boxes

Note: When one or more of the Room Status check boxes are selected, the search returns only rooms matching the selected room statuses, subject to any other search options you may have chosen. For example, if you select the Dirty Room Status check box with no FO Status options, your search will return all Dirty rooms. If you select the Due Out FO Status check box and the Dirty Room Status check box, your search will return only those Dirty rooms that have a Due Out FO Status. By leaving all the Room Status check boxes unselected, all rooms, subject to any other search option you may have chosen, are returned, regardless of room status.

Inspected. Select this check box to display all rooms with an inspected status. This check box is displayed if the ROOMS MANAGEMENT > INSPECTED STATUS application function is set to Y .

Pickup. Select this check box to display all rooms with pickup status. This check box is displayed if the ROOMS MANAGEMENT > PICKUP STATUS application function is set to Y .

Clean. Select this check box to display all clean rooms available for assignment.

Dirty. Select this check box to display all rooms available for assignment having a dirty status.

Out of Service. Select this check box to display all out-of-service rooms. The out of service reason is displayed in the Remarks column in the grid. This check box is displayed if the ROOMS MANAGEMENT > OUT OF SERVICE application function is set to Y .

Out of Order. Select this check box to display all out-of-order rooms. The out of order reason is displayed in the Remarks column in the grid. This check box is displayed if the ROOMS MANAGEMENT > OUT OF ORDER application function is set to Y .

Note: The Out of Order and Out of Service check boxes will only be available if a user has the required ROOMS MANAGEMENT > OOO VIEW and ROOMS MANAGEMENT > OOS VIEW permissions granted.

Note: When searching on a future date, all Room Status check boxes except for Out of Service and Out of Order are unavailable. By default, Out of Order and Out of Service are unchecked and the display will not include rooms that are out of order or out of service at any point during the guest's stay. Select Out of Service and/or Out of Order to include rooms that are scheduled to be out of order or out of service during the guest's stay. If the room is out of order or out of service on the guest's arrival date, the out of order/out of service status will show in the HK Status column.

• Inspected/Clean Rooms: If both are checked the grid will display either of the two.  If no Clean Rooms are found it will return Inspected rooms only.
• Inspected/Clean/Dirty Rooms: If no inspected rooms are found, the grid will display Clean and Dirty Rooms.
• Inspected/Clean/Dirty/Out of Service: If no Dirty Rooms are found, the grid will display Inspected, Clean and Out of Service rooms.
• Inspected/Clean/Dirty/Out of Service/Out of Order: If no Out of Service or Out of Order rooms are found, the grid will display all Inspected, Clean and Dirty Rooms.
• Due Out/Dirty: If Due out is selected along with Dirty, the grid would show all rooms that are due out with Dirty Status. The time that the guest is supposed to check out is also displayed in the Status column next to the Due Out status.
• Checked Out and Out of Service/Out of Order: If Checked Out and Out of Service is selected the grid would show all rooms that are checked out and Out of Service.
• Inspected/Clean/Dirty/Out of Service/Out of Order/Pickup Rooms: If no Clean or Out of Service rooms found, the grid would display Inspected, Dirty, Out of Order and Pickup Rooms.

Miscellaneous Search Check Boxes

Include Pseudo Rooms. Select this check box to include pseudo rooms in the search results. This check box is available only when no room types are specified in the Room Type field.

Connecting Rooms. Select this check box to display only rooms that are connecting rooms. Highlight a connecting room in the search results to display a list of the rooms it connects with in blue text in the lower left corner of the screen.

Room Conditions. Available when the ROOMS MANAGEMENT > ROOM CONDITIONS application function is set to Y . Select this check box to include rooms having a room condition assigned (including those with a room condition that is flagged "Do Not Display in Room Assignment").

Long Term. Available when the OPV_<version number> OPERA Vacation Ownership System license code is active and the nights value entered for RESERVATIONS > LONG TERM NIGHTS application setting is met or exceeded, select to display Long Term units in the Room Assignment

Negotiating. Available when the OPV_<version number> OPERA Vacation Ownership System license code is active and the OWNERSHIP > RESTRICT NEGOTIATED UNITS application parameter is set to Y , include rooms that have a Negotiating contract attached to it in the list.

Non-Contract. Available when the OPV_<version number> OPERA Vacation Ownership System license code is active and the OWNERSHIP > RESTRICT ROOMS WITHOUT A CONTRACT application function is set to Y , select to display units that do not have a contract attached to them.

Owner Only Units. Available when the OPV_<version number> OPERA Vacation Ownership System license code is active, select this check box to display owner only units, i.e. those units not included in the Rental program. This is the only time Owner Only Units will be displayed within the search results from the Available Rooms Search screen.

Rental Units. Available when the OPV_<version number> OPERA Vacation Ownership System license code is active, select this check box to display those room numbers that have a contract against them that have been defined as a rental units.

Forecast. Available when the OPV_<version number> OPERA Vacation Ownership System license code is active and the OWNERSHIP > FORECAST ROTATION POINTS application function is set to Y , selecting the check box causes available rooms to be sorted based on the forecasted rotation points up to the period end, or as defined by when the OWNERSHIP > FORECAST FIXED LENGTH application parameter is set to Y and the value set by the OWNERSHIP > FORECAST ROTATION X DAYS IN THE FUTURE application setting where x is the number of days forecasted beyond the period end. If first room is not selected, then it will be logged as an override.

Perfect Fit. Available when the OPV_<version number> OPERA Vacation Ownership System license code is active and the OWNERSHIP > FORECAST ROTATION POINTS application function is set to Y , selecting the check box will add an additional filter to the existing search criteria that will return only those rooms that have exactly Y nights free until the next reservation and if a perfect fit room is not found, the Room Not Found is displayed.

Above the grid, the following display only fields appear.

Description. Room type description for the highlighted room number.

Preferred Room. Preferred room number associated with the reservation (or the guest profile attached to the reservation) highlighted on the Room Assignment screen). This field only appears if there is a preferred room number.

The grid contains the following information for each room.

X. An X in this column indicates that the room number is selected for the current reservation.

Room. Room numbers available for assignment.

Note: If the RESERVATION > ROOM DISPLAY ORDER application setting is set to Least Used Ascending or Least Used Descending , and pseudo rooms are included in the search (Include Pseudo Rooms is selected), pseudo rooms will appear after all other room types in their defined display sequence.

If an image of this room is available for viewing it is displayed when you click the room number. (See Room Picture and Description , below.)

Note: If the Room and Room Type fields have a yellow background, the room is an element of a component room. Component rooms functionality is available when the GENERAL > COMPONENT ROOMS application function is set to Y .

Room Type. Room type of the room number. If an image of this room type is available for viewing it is displayed when you click the room type. (See Room Picture and Description , below.)

O/R. Visible when the OPV_<version number> OPERA Vacation Ownership System license code is active, this column displays "O" if this is an owner-only room, or an "R" is this room is part of the rental program.

HK Status. Housekeeping status of the room. The colors for the housekeeping status will be the same as when viewing the current status via Rooms Management > Housekeeping > Housekeeping Management .

FO. Front office status of the room (VAC=Vacant, or OCC=Occupied).

Status. Reservation status (Due Out or Checked Out). If the departure is today's date, the status indicates whether the guest has departed (checked out) or whether or the guest has not checked out yet (due out). When the status of the reservation is Due Out, then the time that the guest is to check out is displayed here also, right after the Due Out.

Min. Rate. Visible when the OPV_<version number> OPERA Vacation Ownership System license code is active, this column is populated if the unit is a rental and a Minimum Rate Restriction has been configured. The minimum rate restriction amount will be populated and the background will be displayed in red .

Floor. Floor number of the room number displayed.

Features. Room features for the room. Filtering by features can make it much easier and faster to find a room suitable for a guest's special wishes.

Remarks. Remarks can include:

• Information about discrepant rooms. For example, Sleep if the housekeeping status is occupied and the front desk status indicates that the room is vacant or Skip if the housekeeping status is vacant and the front desk status indicates that the room is occupied.

Note: The connecting room's lamp displays in blue to identify all of the rooms that the highlighted room is connected with.

Room Picture and Description

Click in the Room or Room Type column to display a separate window that includes a picture and a description of the room or room type.

See Image Maintenance screen for information on configuring room and room type images.

Placing a Room On Hold and Taking a Room Off Hold

If the FRONT DESK > HOLD ROOMS application function is set to Y , the Room Assignment screen may be used to place rooms "on hold" for a set period (from 1 to 1440 minutes [24 hours]) or for an unlimited time, depending on the HOLD condition code configuration. (See Room Condition Codes for details on HOLD condition code configuration.) While a room is on hold, it may not be assigned by users other than the user who placed the room on hold (a special permission is required to take a room off hold if it was placed on hold by another user). When the hold period expires, the room is automatically taken off hold. The room is also automatically taken off hold if you check a guest into the room before the hold period elapses.  Which, if any, of the HOLD condition codes configured for your property you may select is determined by the user group(s) to which you belong.  

This feature might be used in a scenario such as the following. Assume you are assigning rooms to a group of four arriving guests who want adjoining rooms. If your property has several agents making room assignments simultaneously, it might be difficult or impossible to work fast enough to assign the desired four rooms to the reservations you are handling. You could, however, place the four rooms you want into a HOLD condition for, say, three minutes. Then you (and only you) can select those rooms for the reservations to which you making room assignments. After three minutes, if you have not assigned the rooms you placed on hold, they then become available to other agents.

To place a room or rooms on hold, mark an X in the X column(s) of the rooms you wish to place on hold. Select the Hold Room button. The Hold Rooms screen appears. The title bar shows the number(s) of the room(s) you have chosen to hold.

Provide the following information and select the OK button.

Hold Reason. Select the down arrow and chose the HOLD condition code that applies. (Only those condition codes assigned to your user group appear in the list.) The number of minutes that the hold will restrict assignment of the room(s) is shown to the right of the field. "Unlimited" appears if there is no time limit on the hold.

Comments. Any default comments configured for the HOLD condition code appear here. You may edit this field. (For example, you might add your initials or name for reference by other agents who will be able to see the comments in the Remarks column on the Room Assignment screen.)

Once a room has been placed on hold, the Hold Room button toggles to the Unhold button. To take the room off hold before the hold period elapses, mark an X in the X column and select the Unhold button.

Note: Placing a room on hold does not prevent the room from being statused Out of Order or Out of Service ( Rooms Management > Out of Order/Service ).

Assigning/Unassigning Room to Sharing Reservation

When you display the Room Assignment screen to assign or unassign a room to a guest who is sharing, OPERA prompts with the message, "Guest <name> is sharing. Do you want to move <name> also?"

• If you respond No , the guest is broken from the share and assigned to the selected room. The Share Confirmation screen for the guest appears so you can validate the share details.
• If you respond Yes , the Sharing Guest screen appears, allowing you to select the sharers who will also be assigned/unassigned to this room. By default, all sharers are selected.

Select the OK button to assign/unassign the room you have chosen. If you un-select one or more sharers, those sharers will be broken from the share and the room assign/unassign will not apply to them. The Share Confirmation screen appears so you can validate the share details.

Automatically Assign or Unassign Rooms

With the Auto function, OPERA allows you to automatically assign (or un-assign) all reservations for a specified date and based on various criteria such as arrival date, room type, room features, etc.

Select Auto to display the Automatic Room Assignment screen. Fill in the fields you wish to use to filter room assignments or un-assignments and select the Start button .  See Automatic Room Assignment for details.

To check in a reservation, highlight the reservation in the Expected Arrivals list, and select Check-in . The Payment Method screen appears.

If you want to accept the room number assigned by the system, select OK . If you want to change the room number assigned by the system, click the drop down arrow and select a room number from the Available Room Search screen . When you are done, click OK .

If a room condition exists for the room that the guest is being checked in to, then a message prompt is displayed that states "This room has a condition of <room condition>. Do you wish to continue?" Select Yes to continue with the check-in or select No to choose another room for the guest.

Notes: A list of available rooms (clean or inspected) of the requested room type appears in the lower part of the Payment Method screen. A message notifies you if there are no available clean or inspected rooms of the appropriate room type. When a user assigns a room through the Payment Method screen, and selects a room type that differs from the original room type of the reservation, this prompt will display “ Room Type changed to XXX. Do you want to continue? " When selecting YES, the room type change will be treated as a free upgrade and the user will not be prompted with “ Room Type has been changed to XXX. Do you want to change RTC to CLK? ” The RTC and Room Rate on the reservation will be saved with the original values. The Assign Virtual Number dialog box may appear. For more information on virtual numbers, see Virtual Numbers During Check In . A Check-in Successful notification appears, and the reservation is checked in. When the OPV_<version number> OPERA Vacation Ownership System license code is active and a room type is manually typed in that is not the first unit in rotation, then the Rotation Room Override prompt will display for a reason as to why that room was selected (See Rotation Room Override for details). The Restrict Negotiated Units Ownership Group Application Parameter, available when the OPV_<version number> OPERA Vacation Ownership System license code is active, restricts users pre-blocking units attached to a contract that is in a “Negotiated” status. OPERA only allows users to check in reservations to a unit that is marked as “Actual”. If a contract is not marked as “Actual” and a user either tries to either pre-block or check in to the unit, OPERA prompts, “Unit XXX has a status of Negotiating and therefore cannot be selected” , where “XXX” indicates the room/unit number.

Business Block Room Assignment

Note: Default values can be set for all of the fields and check boxes, except Status section, using the Configuration > Setup > Screen Design > Field and Button Defaults functionality.

If the status of a room block is elastic, the user can borrow rooms from a room type that has not originally been set up on the business block.

Within either the Reservation or the Group Rooming list screen when attempting to create a reservation and selecting a room type that has no rooms remaining or never had any rooms allotted, the user can select Borrow from Block or House Availability. When borrowing from House Availability, a grid displays with the available room types.

When borrowing the additional rooms from availability, OPERA checks that the room type has an associated rate code attached.

Normal overbooking controls at both the House and the Room type level will remain exactly the same.

Assuming that additional rooms were taken from House Availability, the number of rooms allotted to the block is updated appropriately.

Elastic Block

Currently, the user can extend a guest who is a part of the allotment to a future date even if rooms are not available in the Allotment for a future date. Example: If the Allotment was made only for the 27th and the 28th and a guest has decided to extend until the 30th and still be a part of the Allotment, the system allows the user to extend the reservation until the 30th and automatically updates the Allotment with an extra room for the room type, say DLX, and reduces 1 room from General House Availability.

With no rooms remaining in the Block, the user can create a reservation on any room type even if room type has not been defined in the Allotment Grid. In this scenario even if room type SUI does not have any room defined in the grid, the user is allowed to create a reservation for a guest under the room type SUI. The system automatically updates the room type SUI with a room within the Allotment grid and deducts a room from General House Availability.

Non Elastic Block

For a Non Elastic Block, the above functionality is not applicable (i.e., user will always be restricted to the rooms available within the Allotment grid). In our example if the Allotment is marked as Non Elastic and the grid.

The user can make reservations only against the room types DLX, SUP and KNG and will not be allowed to either extend a guest from the Allotment for a room type within the Block or choose another room type outside the block (existing functionality).

Borrow from House?

A block is created in the PMS with the corresponding number of rooms within the Allotment Grid.

A block created in PMS can either be marked as Elastic or Non Elastic.

When a reservation is made against a block and the user decides to use a room type which is not defined in the block or has no rooms available, a list of values displays with the available House Availability or Block Room Types.

Assuming the user chose to select from house the Room type will have one additional room taken from House Availability and inventory is deducted by 1 room.

Example:  If the Allotment grid is as follows:

When making a rooming list the user decides to use the Room type SUI, the Borrow from Block or House grid will display.

When a user chooses House and continues the operation with a Yes , assuming that a rate code exists for the room type chosen OPERA will continue to make the reservation.

Upon completion of the operation, the General House availability for room type SUI is deducted by 1, and 1 room is updated against room type SUI in the Allotment grid.

If the user chooses to take a room from the Block itself, OPERA will continue with the present functionality where the user can select to borrow from a room type within the grid.

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Room assignment and roommates

We understand that room choice and who you are sharing your living space with are both important to you. Here is how we proceed.

Room assignment process

We are unable to guarantee that you will be placed in a residence that is among your preferred choices. We reserve the right to assign rooms based on availability and priority. Therefore, it is important to provide as many choices as possible to facilitate your room assignment.

When completing your housing application, we ask questions about you and your lifestyle. We take all this information into consideration when assigning you a room.

We prioritize students with a  housing guarantee  who apply before the  deadline , and then we assign other applications on a first come, first served basis, depending on availability. We highly recommend that you apply as early as possible.

If you have, or suspect you may have, special needs for which you would like to request housing accommodations, be sure to complete the medical condition section of your housing application and submit the relevant documentation.

Regardless of where you are assigned, you will have several opportunities to connect with other students and staff. Each residence provides support, offers a community environment, and has activities developed by students and professional staff to ensure your experience in residence is memorable! 

If you want a single occupancy unit, indicate it in your preferences and apply early to increase your chances. We cannot guarantee that single occupancy units will be available.

Roommate matching

Roommate matching is based on the answers provided in the housing application. We make every effort to match people with similar lifestyle habits, such as sleep schedules, study environments, tidiness, noise tolerance, socialization style, and more.

In July or August, you will receive the name and contact information for your roommate(s) (unless the student did not agree to the share this information when they applied). This will give you the chance to reach out and get to know them better!

Roommate requests

If you already know who you want to live with, and you have both been accepted to the university, you can request to be placed together. Such roommate requests must be mutual.

When you get to the roommate question in your application in the Housing Portal, specify the name and student number of your roommate. We recommend that you both submit your applications at the same time.

Roommate requests are assigned a high priority, which means that our assignment team will prioritize putting you together as roommates rather than your room preferences. This could mean being assigned a room type that is lower in your list of preferences.

We strive to meet requests wherever possible; however, we do not guarantee that roommates will be paired.

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Who, when and where  

Room assignment is a big deal. We know. We spend lots of time and effort considering the preferences of over 2,200 students and finding the best possible solutions.

Requests are managed on a first-come, first-served basis . So the sooner you  apply , the better chance you have at getting the space of your choice.

When do I find out about my room assignment?

The room assignment process for September applicants begins in late May. For January applicants, it begins in early December.  Once your room has been assigned, you'll receive a room assignment letter by email to your Dalhousie email account . Check this email often for updates. If you have any questions or concerns after reading your room assignment letter, please feel free to  contact Residence .

You might also be wondering...

Can a first year student have a single room.

Yes. The key is to  apply early . The sooner you apply, the better your chances of being placed in the residence of your choice—as well as in your preferred room type. 

What does "all gender" mean?

Dalhousie University offers a variety of all-gender options including all-gender by room, as well as by apartment. All-gender by room  means that people of all genders live on the same floor, but only people of the same gender are assigned as roommates. All-gender by apartment  means that individual apartments are gender-specific, but the building houses people of all genders. Our residences have a combination of shared all-gender  washrooms and gender-specific washrooms

What do regular and quiet areas mean?

There are two noise levels to choose from in Residence: quiet and regular . In the quiet areas, there are 21 hours per day of quiet hours. Relaxed hours are from 7 p.m.-10 p.m. daily. Areas with the regular noise level have quiet hours from 10:30 p.m.-8 a.m. Sunday through Thursday and from 1 a.m.-8 a.m. Friday and Saturday. Please see  Rules & Responsibilities for more specific details about quiet hours.

I'm in a double room. Can I contact my roommate before arriving?

The residence application gives all students the option of authorizing residence staff to release your name and email address to your assigned roommate prior to move-in day.  If your roommate has given us permission , we will gladly pass this information on to you. We can also change your application if you didn't check this box and would like to now.  Contact Residence  to learn more.

How are roommates assigned?

Unless you specify someone you’d like to share a room with, we will  do our best  to match you with someone based on your responses in your residence application. The three questions asked in the application regard sports, music and the time you typically go to bed. For instance, if you like to stay up past 11 p.m., we will do our best to match you with someone who also goes to bed after 11 p.m. We will also try to match up roommates based on their academic program, age and interests (e.g. sports, music).

Specifying a roommate

If you’ve applied for a double room and would like to share it with someone you know is going to Dal, please let us know! You can specify who you’d like as your roommate when you’re completing your residence application. You’ll need to enter your preferred roommate’s full name and their Banner Number in the space indicated.  Make sure you  both  specify that you'd like to live with one another. 

If you’ve already submitted your residence application and then later decide who you’d like to have as a roommate, email us with your preferred roommate’s name and contact information. Please ask your requested roommate to do the same. We’ll then verify your request and advise you of room availability if we’re able to accommodate.

How are roommates assigned in suite-style units?

Roommate assignment in suite-style residence looks a bit different. Suite-style rooms typically go to returning students who request to live with one another. For example, if four students put in applications and all list each other as preferred roommates in their residence application, we will aim to put them together in a four-bedroom suite. If a four-bedroom suite is not available, we look to place students as close together as possible, for example, 2 two-bedroom suites close to one another.

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