1. Know how to check guest room availability 
   

2. Know how to check availability from the ‘Combined Availability’ screen

3. Know how to check availability from the booking itself
   

Checking Availability 

You have uncovered a great piece of business and discussed it with your customer. They would like for you to go ahead and check dates and rates, and give them a proposal. 

First things first, you need to check space. If the guest rooms are available, you can go ahead with blocking the rooms, however, if the guest rooms aren’t available, or it's looking like you will sell out, you can then ask your customer if their dates are flexible and try to fit them in. 

There are Three Ways of Checking Guest Room Availability

1. From the ‘Global Actions’ button on the top right of the screen,

2. From the Combined Availability, if your hotel is configured to show this,

3. From the booking itself.

To check guest room availability from ‘Global Actions’, follow these steps: 

1. Check your guest room availability by clicking on the plus button called ‘global actions’ on the top right of the screen, and clicking on ‘Check Availability’. 

2. This opens up a new tab showing you today’s date for the next 7 days. Click on the date and change the date on the calendar to the date for the booking. You can also change the number of days you wish to see on the availability.

3. Click on the plus on the left of the word ‘Total’ opens up your room types for those dates for all the properties you have access to.

4. You can select the property you wish to view by clicking on  the ‘Property’ field. This will drop down the properties you have access to.  Select the one you wish to check, and click on ‘Refresh Availability’ to get the latest updates from the PMS interface for that specific property.

5. Now you see the availability by room type. If you hover your cursor over the numbers on the first day, the help text explains that the first number is the number of rooms available of that room type, followed by the 2nd number which is the number of rooms booked definite for that date.

6. If the dates are available, you can tell your customer that’s not a problem and you can start blocking rooms by creating a new booking. [Of course, if you don’t have the availability, you can scroll to check other dates and let your customer know that there are other dates if their booking can be shifted.]

To check availability from Combined Availability, follow these steps: 

1. The ‘Combined Availability’ shows you function space, and guest room availability on one screen. If your property is configured to display this ‘Combined Availability’, you can click on the ‘Combined Availability’ tab. 

2. Here you will see the function space on top and the guest room availability below. 

3. You can select the property you wish to view by clicking on  the ‘Property’ field. This will drop down the properties you have access to.  Select the one you wish to check, and click on ‘Refresh Availability’ to get the latest updates from the PMS interface for that specific property.

To check availability from the Booking, follow these steps: 

1. Create a booking by entering the details from your customer, number of guests, dates etc.

2. On the booking screen, click on the ‘Check Availability’ button on the top right corner.

3. Here, the same window opens up to show you guest room availability for the dates in the booking. You won’t have to change dates if you have already entered the requested dates. 

4. You can select the property you wish to view by clicking on  the ‘Property’ field. This will drop down the properties you have access to.  Select the one you wish to check, and click on ‘Refresh Availability’ to get the latest updates from the PMS interface for that specific property.

5. Clicking on the ‘+ Total’, will open up your room types and show availability there, the same as in your other methods.