Ability to Queue Rooms in Stay

Stay allows users to queue rooms that are not immediately available to be assigned to the reservations. These rooms are displayed on the Queue Rooms dashboard that helps the housekeeping staff to prioritize their efforts to get these rooms ready for check-in.

Property Settings

The following settings in the Housekeeping Setup screen (Rooms Mgmt ➜ Housekeeping ➜ Setup ➜ Config ➜ Queue Rooms Settings) must be configured to queue rooms for guests:

Settings	Description
Queue Rooms	When this flag is enabled, the rooms will be queued based on the room assignment and housekeeping conditions.
Automatically Queue on Arrival Day	When this flag is enabled, the reservations are queued automatically based on their estimated time of arrival. By default, the pre-registered and digitally checked in reservations are queued on their day of arrival if the room is not ready for check-in.
Threshold Time for Arrival Day	This field is disabled by default. It is enabled only when the Automatically Queue on Arrival Day flag is enabled. Users can enter the time (hours and minutes) prior to the estimated time of arrival of the guests when the rooms must be queued. If no ETA is available, the property’s check-in time is considered as the ETA.
Add Pre-Reg Reservations to Queue	This flag is disabled by default. When enabled, the pre-registered reservations are added to the queue automatically.
Add Digital Check-In Reservations to Queue	This flag is disabled by default. When enabled, the digitally checked-in reservations are added to the queue automatically.

Permissions

The following permission must be assigned to manage user access to enable/disable the Queue Rooms flag on the Housekeeping Setup screen:

Stay_ManageQueueRooms

This permission is provided to the following roles by default:

System Administrator
Stay Hotel Manager
Department Manager
Stay Hotel Supervisor
Stay Housekeeping Supervisor
HK Supervisor
GSA Supervisor

The following permission must be assigned to manage user access to edit the queue room settings on the Housekeeping Setup screen:

Stay_EditQueueRoomsSettings

Users without this permission can only view the queue room settings but cannot modify them.

This permission is provided to the following roles by default:

System Administrator
Stay Hotel Manager

The following permission must be assigned to manage user access to add/remove queue rooms, change the priority, and perform other actions on the queue rooms dashboard:

Stay_AddRemoveEditQueueRooms

Users without this permission can only view the queue rooms dashboard but cannot add, remove, or edit queue rooms.

This permission is provided to the following roles by default:

System Administrator
Stay Hotel Manager
Stay Hotel Supervisor
Stay Front Desk
GSA Supervisor
Guest Service Agent
Stay Housekeeping Supervisor
HK Supervisor

Adding Reservations to Queue

Only the reservations that are set to arrive on the current property date can be added to the Queue Rooms dashboard. Reservations can be added when there is no room assigned or when the assigned room is not ready for check-in.

Reservations are added to the Queue Rooms dashboard based on the following conditions:

The threshold time configured in the queue room settings
Digitally checked in reservations (via Express Mobile)
Pre-registered reservations

Users can also add reservations to queue manually by enabling the Queue Rooms badge on the Reservation Summary section of the reservations. This badge appears if a room is yet to be assigned for the scheduled room move to be performed on the current property date, or if the assigned room is not ready for check-in.

Removing Reservations from Queue

Users can remove reservations from queue by clicking the Queue Rooms badge on the Reservation Summary section of the reservation. When clicked, the reservation will be removed from queue and the badge will no longer be highlighted.

Users can also remove reservations from the Queue Rooms dashboard by selecting the reservation and clicking the Remove from Queue option. When clicked, the Confirm Removal pop-up screen appears that prompts users to confirm the removal of the reservation. When users click Confirm, the reservation is removed from queue.

The reservations that are checked in, or marked as Cancelled or No-Show, or moved to other properties are removed from the dashboard automatically.

When the arrival date of a reservation in queue is moved to a future date, the reservation is removed from the queue automatically. On the modified arrival date, the reservation is added back to the queue once the threshold is met, and the badge is highlighted for the reservation.

Queue Rooms Dashboard

The Queue Rooms section of the Housekeeping screen displays the Queue Rooms dashboard. This dashboard displays the following columns:

Column	Description
Priority	Displays the priority assigned to the reservation in queue. The priority is assigned on a first-come, first-served basis, that is, the reservation that was added to the queue first is assigned the highest priority. Users can modify the priority. For example, if the priority is changed from 7 to 1, the 7th reservation is moved to the 1st and the reservations having priority form 1-6 is changed to 2-7 accordingly. If the priority entered exceeds the number of total priorities (reservations), the reservation is assigned the lowest priority. The position of this column cannot be reordered. Users cannot choose to add/remove this column in the Set Column Preference screen. This column can be sorted.
Room	Displays the room number assigned to the reservation as a hyperlink. When clicked, the Other Matching Rooms screen is displayed where users can select and assign a different room if required. When no room is assigned, an Assign hyperlink is displayed. When clicked, the Other Matching Rooms screen is displayed where users can select and assign a room to the reservation. The position of this column can be reordered. Users cannot choose to add/remove this column in the Set Column Preference screen. This column can be sorted.
Room Type	Displays the room type code of the room assigned to the reservation. Users cannot choose to add/remove this column in the Set Column Preference screen. The position of this column can be reordered. Users can filter records using this column. This column can be sorted.
Guest Name	Displays the guest’s name of the guest associated with the reservations. Users cannot choose to add/remove this column in the Set Column Preference screen. The position of this column can be reordered. This column can be sorted.
Confirmation	Displays the confirmation ID of the reservation as a hyperlink. When clicked, the respective reservation screen appears. Users cannot choose to add/remove this column in the Set Column Preference screen. The position of this column can be reordered.
HK Condition	Displays the housekeeping condition of the room assigned to reservations. Users cannot choose to add/remove this column in the Set Column Preference screen. The position of this column can be reordered. Users can filter records using this column. This column can be sorted.
Do Not Move	Displays Yes if the reservation is marked as Do Not Move, else, left blank. Users cannot choose to add/remove this column in the Set Column Preference screen. The position of this column can be reordered. This column can be sorted.
Early Check-In	Displays the early check-in time configured for the property. Users cannot choose to add/remove this column in the Set Column Preference screen. The position of this column can be reordered. This column can be sorted.
ETA	Displays the estimated time of arrival of the guests. If no ETA is available, the property’s check-in time is displayed. Users cannot choose to add/remove this column in the Set Column Preference screen. The position of this column can be reordered. This column can be sorted.
Contact Number	Users can enter the contact number of the guests. A maximum of 30 characters can be entered. Users cannot choose to add/remove this column in the Set Column Preference screen. The position of this column cannot be reordered.
Comments	Allows users to enter comments. A maximum of 90 characters including alpha-numeric and special characters can be entered. Users cannot choose to add/remove this column in the Set Column Preference screen. The position of this column cannot be reordered.
Status	Displays the following status for the reservations: No Room Assigned: Indicates that a room is yet to be assigned for the reservation. HK Pending: Indicates that a housekeeping service is yet to be started for the assigned room. If the service requests assigned to the room are in New status, then the status of the reservation in queue is updated as HK Pending. HK In-Progress: Indicates that a housekeeping service is in progress for the assigned room. If the service requests assigned to the room are in In Progress status, then the status of the reservation in queue is updated as HK In-Progress. Ready: Indicates that the room is ready for check-in. If the condition of the room is moved to Vacant Clean or Vacant Inspected status, the status of the reservation is moved to Ready irrespective of the status of the service requests assigned to the room. These reservations are hidden from the grid by default. Users cannot choose to add/remove this column in the Set Column Preference screen. The position of this column cannot be reordered. Users can filter records using this column. This column can be sorted.
Adults	Displays the number of adults in the reservation. Users can choose to add/remove this column in the Set Column Preference screen. The position of this column can be reordered.
Children	Displays the number of children in the reservation. Users can choose to add/remove this column in the Set Column Preference screen. The position of this column can be reordered.
Group Code	Displays the group code of the group associated with the reservation. Users can choose to add/remove this column in the Set Column Preference screen. The position of this column can be reordered.
Rate Code	Displays the rate plan code or the package code for the reservation. Users can choose to add/remove this column in the Set Column Preference screen. The position of this column can be reordered.
VIP Level	Displays the VIP status of the reservation. Users can choose to add/remove this column in the Set Column Preference screen. The position of this column can be reordered. Users can filter records using this column.
Loyalty Program	Displays the loyalty program associated with the reservation. Users can choose to add/remove this column in the Set Column Preference screen. The position of this column can be reordered. Users can filter records using this column.
Pre-Reg	Displays Yes if the reservation is pre-registered, else, left blank. Users can choose to add/remove this column in the Set Column Preference screen. The position of this column can be reordered. Users can filter records using this column. This column can be sorted.
Digital Check-In	Displays Yes if the reservation is checked in digitally via Express Mobile or Express Kiosk. Users can choose to add/remove this column in the Set Column Preference screen. The position of this column can be reordered. Users can filter records using this column. This column can be sorted.
User	Displays the username of the user who assigned the reservation to queue. Displays the username as System if the reservation was auto assigned. Users can choose to add/remove this column in the Set Column Preference screen. The position of this column can be reordered. This column can be sorted.
Created	Displays the date and time when the reservation was assigned to queue. Users can choose to add/remove this column in the Set Column Preference screen. The position of this column can be reordered. This column can be sorted.

When the housekeeping condition for the room is modified by users manually, the status of the reservation in queue updated accordingly. By default, the reservations with Ready status are not displayed in the dashboard. Users must enable the Include Ready Reservations checkbox to display reservations with Ready status. The reservations are displayed in the respective order of priority.

The Queue Rooms dashboard can be customized like the dashboard on the Waitlist and Inquiry screen. Users can print the records using the Print icon on the dashboard.

Users can remove reservations from queue by clicking the Remove from Queue option on the dashboard or under More. When clicked, the Confirm Removal pop-up screen appears that prompts users to confirm the removal of the reservation. When users click Confirm, the reservation is removed from queue.

Users can add/remove columns to be displayed on the dashboard by clicking the Column Preferences option under More. When clicked, the Set Column Preference screen appears that allows users to select the required columns.

Updating the Priority of Reservations in Queue

Priority is assigned to the reservations on a first-come first-served basis. Users can manually modify the priority of the reservations. For example, if the priority of a reservation is changed from 7 to 1, then the seventh reservation is moved to the first and the reservations from 1-6 are changed from 2-7. Once the priority is updated, users must save the changes made to refresh the queue with the updated priorities.

When a user tries to make changes to the reservations in queue simultaneously when a different user is already making changes, the Update pop-up screen appears when users click Save that displays the following information: The queue has been updated by <username>. Please refresh the queue to view the latest details or click Proceed to update the updated priorities, where <username> displays the user who last updated the queue. Users must click Proceed to save the changes made to the reservations. The priorities are displayed based on the latest updates made.

Users can select multiple reservations and click the Move to Top option under More to move the selected reservations to the top of the priority order. When clicked, the Confirm Priority Change pop-up screen appears that prompts users to confirm if the selected reservations must be moved to the top of the queue. Users must click Confirm to complete the action.

Users must click the Refresh Queue button to manually refresh the dashboard with the latest updates made to the reservation.

Auto Assignment of Rooms

If a reservation is queued without being assigned a room, a room is automatically assigned from the same room type from the list of available rooms and added to the dashboard. If no room is available, the hyperlink, Assign, is displayed. This hyperlink is enabled when a room is available.

Priority is assigned to the reservations on a first-come, first-served basis. This priority can be manually modified by the users. The following conditions boost the priority of the reservations:

Pre-Reg
Digital Check-In

If a reservation was already queued and one of the above conditions becomes true, the reservation is automatically pushed to the top of the queue.

Similarly, an arriving reservation is automatically queued as the top priority if one of these conditions is met, provided no room is assigned, or the assigned room is not ready for check-in.

Logs

A log is created in the Reservation History section and in the Audit Log screen for the Entity Type, Reservation, for the following conditions:

When a reservation is added or removed from the queue
The queue status is changed in the dashboard
When the contact is added/modified in the dashboard
When comments are added/modified in the dashboard

The record in the Audit Log screen is created in the following format when reservations are added/removed from the queue:

Added Queue Rooms True
Added Queue Rooms/Status HK Status
Removed Queue Rooms True
Removed Queue Rooms/Status HK Status
Queue Rooms / Status changed from Status 1 to Status 2

Here, HK Status denotes the status of the reservation, Status 1 denotes the initial status of the reservation, and Status 2 denotes the updated status of the reservation.

The status of the reservations in queue is displayed as Queue in the Reservation and Search screens.

Mobile View of Staff Mobility-Housekeeping

The reservations in queue are displayed in the mobile view of the Staff Mobility-Housekeeping screen in the Queue Rooms section. This section displays the following details:

Priority
Room Number
Room Type
Confirmation Number
Guest Name
Queue Status

Users can search for records using the room number, confirmation number, or the guest name and filter records using the Room Type and Queue Status columns.