Changing a Room Type or a Room Number

Quick Answer: A change to an existing room type or room number may or may not require manual action from GuestPoint Support.

1. Room Number Changes - You can action this yourself.

2. Room Type Changes for an Existing Room - GuestPoint Support will have to action this. Please send an email with sufficient details to us after reviewing what category your room type change belongs to.

3. Additional Tasks Before or After a Room Type Change - There may be additional tasks for you to complete before & after a room type change. These tasks usually involve the nightly rates of your new room type and your channel manager mapping to OTAs.

4. Changing the Configuration of an Existing Room Type - If you are permanently changing a Room Type on your system, whether it is the name or the configuration, this is usually something you can do by yourself.

Room Type or Room Number Changes

If you are trying to change the room type of an existing room on your GuestPoint Reservation Plan, this is often not something you can action by yourself on the front-end of GuestPoint. It will need to be actioned by the GuestPoint Support team on your behalf.

Room number changes can be done by yourself.

Please see if any of the below scenarios apply to your case and that will determine if you need to send a request to us to action on your behalf or if you can action the change by yourself.

When you change an existing room's room type, all existing bookings (historical, currently checked in, future bookings) for that room will retain their original nightly rates.

New future bookings to those changed rooms will start to use your newly changed room type's nightly rates.

1. Room Number Changes

If you need to change an existing Room Number to display differently, this can be done by yourself in Management > Setup > Rooms & Room Types > Rooms Tab.

This would be cases like "Could you change the room number of room 1 to show 1A instead?".

Expand your room out by left clicking on it and you can change the "Door No" field to your desired room number.

Proceed to "Save Changes" in bottom-right hand corner after changing your Door Number, and then log out and back in of GuestPoint for changes to take affect.

If you wish to change the sorting order of your rooms on the Reservation Plan, you can also change the "Sequence" field on the right-hand side. For example, 3 rooms with a sequence of 1, 2, 3 would appear as top to bottom on the Res Plan as: Room 1, Room 2, Room 3.

2. Room Type Changes for an Existing Room

If your request is regarding changing the room type of an existing room on your Reservation Plan, these room type changes can only be manually actioned by GuestPoint Support on your behalf.

This scenario are for cases like "Could you please change Room 1 from Standard Queen to Standard Twin".

To request a room type change, please email GuestPoint Support and provide the following details regarding the room(s) that require a room type change:

• GuestPoint Property Name
  
• Serial Number
  
• Room Number(s)
  
• Current Room Type(s) 
  
• New Room Type(s)
  

Example Email Template

Could you please change for Test Motel (SRN = 1321313) the following rooms:
Room 1 from Standard Queen to Standard Twin

Room 2 from Standard Queen to Standard Twin

Room Type Changes MUST Be Emailed as Proof
Please note room type changes must be emailed to us to act as proof of the room type change.

We will not action a room type change for you unless we receive this email.

Logging out of GuestPoint DURING Room Type Change

Please also note that room type changes require all GuestPoint users of property to be logged out.

Support will advise when they are ready to action the room type change.
You do not need to log out until we advise you.

Once we advise you to log out, please remain logged out until we confirm that you can log back in to verify the room(s) have their new room types.

GuestPoint Properties Using the Sync Mode/Workstation Modes of GuestPoint
If you are using the older version of GuestPoint where you have a Sync Mode or Workstation Mode sitting on your main reception computer, you must ensure that you log out from all GuestPoints and when asked to log back in, that you log in the Sync Mode version first before logging into the Workstations.

To verify if this applies to you:
1. Look towards the bottom-left screen of GuestPoint of your main reception computer.

2a. If it says Sync Mode or Workstation Mode with a green dot, this applies to you.

2b. If it says Web Mode, double-check with your manager if a Sync Mode or Workstation Mode exists as this may or may not apply to you.

2c. If you do not even see a mode and you see "What's New/Help Centre/Portals/Message Hub", this does not apply to you because you are using the Cloud Version of GuestPoint.

3. Additional Tasks Before and/or After a Room Type Change

Before and/or after a room type change is actioned, you may have some tasks to complete before a room type change can be actioned by us or after a room type change is actioned.

Please see what category your room type change request belongs to from below categories.

2a. New Room Type Is Currently Used By Other Rooms

If your room is changing to a room type that is currently used by other rooms on your system, only the inventory of your room types (before and after) would change.

You don't need to re-map to the channel manager or re-map to your OTAs in most cases unless your old room type will no longer have any inventory (i.e. it would not exist on system anymore). In these cases, you should completely remove that room type from all OTA platforms.

2b. New Room Type is Completely New and Not Used By Other Rooms

If you are changing to a completely new room type not even currently being used by other rooms on GuestPoint, you may have additional tasks before and after a room type change request.

2b. Before a Room Type Change

Create the new room type on the GuestPoint system first in Management > Setup > Rooms & Room Types > Room Types tab.

Ensure you "Save Changes" after adding your room type.

After creating the new room type, please create a rate plan for that room type in Management > Setup > Standard Rates, Extras & Promotions

If it is an offline rate plan, set the rate plan to "Not Online" for the Publish Location.

If you plan to make it online, also set the rate plan to "Not Online" temporarily.

2b. After a Room Type Change

Typically you will need to map your new room type to your OTAs through the channel manager.

Before you start, double check any Dynamic nightly rates for upcoming special date periods like Public Holidays or Local Events.

You can update these dynamic rates in Management > Setup > Dynamic Rates & Online Inventory

After you are done with this, if you are using the GuestPoint Booking Engine, you can make this room type online straight away by changing the "Publish Location" of the rate plan to "All" (or "Own Website"), assuming you are happy with the configuration of your new room type/rate plan (i.e. photos and descriptions).

Channel Manager Mapping to OTAs

For OTAs, no matter which channel manager you are using, you cannot map your new room type unless your new room type also exists on the OTA.

You will need to create your new room types on your OTAs as well and attach a rate plan to these new room types before it can be mapped.

We cannot assist with creation of the new room types/rate plans on OTAs in general even if you are using our channel managers.

If you are using a channel manager serviced by GuestPoint, we can assist with mapping the new room type once they have been created on the OTAs.

4. Changing the Configuration of an Existing Room Type

If you wish to change the configuration of an existing room type, this is something you can do by yourself in Management > Setup > Rooms & Room Types > Room Types Tab.

This scenario is usually things like "Can you change the name of an existing room type from Standard Queen to Deluxe Queen", perhaps from renovations.

Or even "Changing a Standard Queen to a Standard Twin permanently", perhaps due to renovations or just adding an extra bed to all Standard Queen rooms.

I.e. from now on, there will no longer by any Standard Queens on your system no matter which scenario above applies to you.

Often this scenario involves changing the room type name, the bedding configuration, the max guests options, and the descriptions of the room type and rate plan.

Existing channel manager mappings would not be affected but you would have to change the configuration of the room type on your OTAs as well.

Ensure you change the rate plan details in Management > Setup > Standard Rates, Extras & Promotions, and also update any Dynamic Rates accordingly in Management > Setup > Dynamic Rates & Online Inventory.

The last step is updating these room type details on your OTAs accordingly. You will have to do this yourself one by one.

Sometimes Booking.com or other OTAs do not let you change the room type of an existing room type to another room type due to existing bookings to process on Booking.com or the OTA. The solution for this is to create a new room type, but do ask Booking.com first if possible to change the existing room type.

• Related Articles

• Rooms & Room Types

  Rooms & Room Types Quick Answer: Set up room types, facilities, and individual room details via Setup Tab → Rooms & Room Types. In this section, you can set up Room Types, edit information about each room (e.g. telephone extension number) and enable ...

• Housekeeping Schedule

  Quick Answer: The Housekeeping Schedule is located in Management > Setup > Housekeeping. Click 'Today's Schedule' to generate today's Housekeeping Schedule containing the cleaning schedule for today, assign rooms to your cleaners, produce housekeeper ...

• Standard Rates - Setting up & Managing Your Rate Plans

  Quick Answer: This article covers Standard Rates & Rate Plans in GuestPoint and the Standard Rate Management Screen located in Management > Setup > Standard Rates, Extras & Promotions > Rates Tab A room's nightly rate initially feeds from the ...

• Roll Over 4b: Room Ledger (Room & Non-Res Account)

  Quick Answer: The Room Ledger is the primary ledger out of all 3 ledgers. All earned revenue allocates itself first to the room ledger before interacting with the other two Deposit & Debtor Ledgers. Before starting this article, we recommend you ...

• Extras - Extra Charge Items, Future Charges, and Including Extras in Rate Packages

  Quick Answer: This article covers Extras in GuestPoint. Extras are charges with a pre-set amount that you can attach to a reservation as a Future Charge or to quickly manually add as a charge item. They can also attached to a rate plan as an ...