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This text refers to program version 8.5  

Agent Rooms

This page describes the Agent Rooms setting in the Hotel module.

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The Agent Rooms setting allows you to set Rooms aside so that they can be assigned to Reservations placed by particular Agents. You can set Rooms aside for particular periods, or the period can be open-ended.

If you have set a Room aside for an Agent by creating a record in this setting and you then try to assign the Room to a Reservation with a different Agent or without an Agent, you will be warned "Agent has first rights to this room" when you save the Reservation, but it will be saved i.e. the Room will be assigned to the Reservation. If you do not want to be able to save such a Reservation i.e. you need to prevent Agent Rooms from being used with other Agents, select the Disallow Agent Room for Walk in Customer option in the Hotel Settings setting.

After entering Agent Rooms for a particular Agent, one of those Rooms will be brought in to each new Reservation that you enter in the name of the Agent when you save it for the first time. The Room that is brought in to the Reservation will be one that has the appropriate Room Type and that is not already assigned to a Confirmed Reservation. This default Room will not be brought in if you specify a Room yourself in the Reservation before saving.

You will need to use the Agent Rooms setting if you are using SiteMinder. Please refer here for details. In particular, when you start using SiteMinder you will need to use the 'SiteMinder Rates' function on the Operations menu (Windows/macOS) or Tools menu (iOS/Android) in the 'Agent Rooms: Browse' window to send Room rates to SiteMinder.

Agent
Paste Special    Customers in Contact register
Specify the Agent for whom you are setting aside the Room specified below.

The Agent must have their own record in the Contact register, and they must be marked as a Customer.

Name
The Agent's Name will be placed in this field when you specify the Agent in the field above.

Room
Paste Special    Room register, Hotel module
Specify the Room that you are setting aside for the Agent specified above.

Due Days
Use this field if you want to allow the Room to be booked on a short-term basis by other Agents or Customers within the set aside period. Specify here as a number of days the maximum duration that you wish to allow for such short-term bookings.

For example, if the Due Days is 3, you will be able to assign the Room to a Reservation whose Check Out Date is up to three days from the current date and in which there is no Agent or a different Agent to the one specified in the field above.

From, To
Paste Special    Choose date
Use these fields to specify the set aside period. Subject to the Due Days field above, you will be warned if you try to assign the Room to a Reservation in which there is no Agent or a different Agent to the one specified in the field above (or you will not be able to do so, if you are using the Disallow Agent Room for Walk in Customer option in the Hotel Settings setting).

You can leave both these fields empty if the Room is to be set aside permanently, or you can leave the To field empty if the set aside period is open-ended.

Package
Paste Special    Room Packages setting, Hotel module
You can specify a Package for the Room specified above here if you are using SiteMinder. Please refer here for details.

Closed
If an Agent Room record is no longer to be used, you can mark it as Closed. You can re-open an Agent Room record at any time.

If you mark a Room as Closed, any Agent Room record for that Room applying on the current date will also be marked as Closed automatically. However, re-opening the Room will not cause the Agent Room to be re-opened.
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