Protect Inventory from Automated Digital Check-Ins

Stay allows users to protect a count of inventory items for a room type from automated digital check-ins.

Feature Setting

The following feature setting must be enabled to allow users to protect inventory from automated digital check-in.

• Name: Automated Digital Check-In

• Value: Must be enabled

• Comments: License is not required

Permission

The following permissions have been introduced to allow users to modify/view the protected inventory for automated digital check-in:

• Stay_WriteDigitalProtectInventory: Users with this permission can edit the following fields for protecting inventory from automated digital check-in:

  • Protected Count

  • Protected Room Number

• Stay_ReadDigitalProtectInventory: Users with this permission can only view the protected inventory for automated digital check-in.

These permissions are provided to users with access to the following roles by default:

• System Administrator

• Stay Hotel Manager

Users can protect the inventory from automated digital check-in by entering the count to be protected for a reservation in the Digital Inventory tab on the Rooms Setup screen. This tab displays the following columns:

Column	Description
Room Type	Displays all the room types available at the property. This column cannot be edited. Users can filter and search records based on room types.
Total Room Count	Displays the count of rooms available for a room type including the rooms marked as OOO and On Hold. Rooms marked as OTM and inactive rooms are not included. This field is non-editable and can be sorted.
Protected Count	For automated digital check-in, numbers entered in this column will be protected from auto check-in. It is a mandatory field that allows users to enter the count that needs to be protected. Negative values cannot be entered. When users enter a value that is greater than the number of rooms available for that room type, the message, Entered number exceeds the total room count, will be displayed and users will be allowed to save the changes. In this case, the entire count of the available rooms is protected for the room type.
Protected Room Number	For automated digital check-in, the room numbers entered in this column will be protected from auto check-in. This is a non-mandatory multi-select drop-down list that allows users to enter the room number that needs to be protected by the user. The room numbers available at the property are displayed in this drop-down list. Users can search for a record using this column.
Non-Protected Room Count	Displays the non-protected room count calculated as follows: Non-protected room count = Total room count – (Protected count + Protected room number). This value cannot be negative. This is a non-editable field. This count is updated for every change in the total room count/ protect count/ protected room number. This column can be sorted.

When users click Save, the Authorize Action pop-up screen appears that prompts users to enter their credentials. When the user does not have the required permissions, the message, User does not have the appropriate permissions/ credentials to complete this task, is displayed.

The protected count of rooms and the room numbers configured are protected from auto check-in. The non-protected rooms are available for auto check-in through automated digital check-in/digital key check-in based on the housekeeping condition. When the entire count of the rooms in a room type is protected from auto check-in, no automated check-in will be performed, and no keys will be issued. The rooms and room types that are removed from the property are removed from the Digital Inventory tab automatically.

If the room assigned to a reservation is protected from auto check-in, when the guest proceeds for digital check-in/digital key check-in, the process will not be completed. The guest will have to complete the check-in by contacting the front desk agent only.

The entity type, Digital Inventory, in the Audit Log screen must be selected to capture the username, date, and time for the following changes made by the users:

• When the Protected Count is added/updated.

• When the Protected Room Number is added/updated.