In the process of managing a group, the last thing that is usually received from the agency/company that has contracted us is the list of guests who will finally be staying at our property. This information is subject to changes practically until the day of the group's arrival, which can make management difficult.
In Ulyses PMS, we refer to the rooming list as the list of confirmed rooms. From the rooming list, the list of stays that make up the entire reservation will finally be generated.
Ulyses PMS allows you to enter the rooming list in two different ways,
While the first is obvious, the second is especially useful since we can share it with the corresponding agency/company and ask them to return it to us once it is confirmed.
The most common operations that we can perform in the rooming list are
Once the stays have been generated, we will be able to see the changes in the number of rooms picked up in the roomblock
Importing Rooming from Excel Sheet
To import the rooming list from an Excel sheet, click on import rooming to obtain the template to be completed with guest data.
Later, depending on the information you want to fill in, select: 'Download Roomblock'(1), if you want to complete the guests' first and last names; or 'Download Extended Roomblock'(2) to fill in all the remaining cardex fields.
In this example of a group of 10 double rooms, we complete the guests' first and last names as shown in the red box. The rest of the columns are already completed in the Excel file downloaded by Ulyses based on the group's characteristics.
Note: it is very important that only the cells corresponding to the guests' data are edited, leaving the rest of the cells untouched; otherwise, the file will give an error and cannot be imported.
Extended Roomblock
There are parameters or fields in the Extended Roomblock that refer to a selection of options; such as Document Type, or the country of birth or issuance. In these cases, plain text cannot be interpreted, and this information can only be added to the Excel using specific codes so that the program can interpret it.
DocumentType:
| P | Passport |
| C | Driver's License |
| D | National Identity Document (Spanish DNI only) |
| N | Resident Card (NIE) |
| I | Identity Card |
| X | EU Residence Permit |
GenderType:
| F | Female |
| M | Male |
BirthCountry, Country, NationalityCountry, and CountryOfIssuance:
Indicate the country's ISO alpha 2 code.
StateProv:
Indicate the ISO code of the province. Only for Spain or Italy
StateProv
Indicate the ISO language code. (EN - English / ES - Spanish)
Once the data is completed, we can upload it to Ulyses using the same import rooming option, but this time selecting 'upload file' and choosing the previously filled and saved Excel:
Once the list is imported, we already have the reservations generated, each with its individual locator:
Manual Rooming Generation
To fill in the rooming manually, click on Add rooming and from there enter the guest data, as shown below:
Once the record or records are entered, they will be added to the list
Modify and Delete Rooms
Rooms in the rooming can be easily modified and/or deleted as long as they do not already have a locator assigned. To do this, simply select the rooms you want and trigger the operations through 'Modify' and 'Delete' respectively.
Generating Stays
As rooms are confirmed, we can select them, either in bulk or gradually, and generate the corresponding stays
Once generated, Ulyses PMS will assign them a locator and create them in the Reservations tab
Pre-assignment of Group Reservations
Once the group reservations are generated, they can be managed individually by accessing them from the locator number like any other reservation and assigning their room. However, Ulyses offers the option of bulk assignment through 'Bulk assign Room'.
From here you can assign the group's rooms one by one or even assign them automatically according to their type, by selecting the desired lines and clicking the 'Autoassign' button as in the example: