Spaces Rack – Ulyses Suite - Innovation from SEPTEO Hospitality

The Rack is a category in Ulyses Suite that shows us in real time the status of all the spaces in the hotel. The Rack allows us to easily view the following information:

The status of the space: whether it is clean or dirty.
The situation of the space: whether it is free, occupied, blocked, etc.
If there are any scheduled check-ins or check-outs for the current day and their corresponding occupancy.
The room modes and setups of a space.

We can choose between different viewing modes, such as simple, normal, or extended.

Additionally, we can select whether we want to see it in vertical or horizontal format, and we can choose whether we want it displayed as a hotel floor plan or as a table, as shown in the image.

We can also group the spaces by floors, cleaning zones, or by type of space.

We also have different filters available in the Rack to make searching for information easier. We can filter by status, situation, room type, room subtype, and room features. This will help us find the information we need more quickly and easily.

From the Rack we can perform the following operations

Change status or block spaces

Cambio de estado / bloqueo de un espacio

If we want to change the status of a space in the Rack, we can follow these steps:

Select the space you want to modify.
A window will open on the right side of the screen with all the details of the space.
Open the space options.
A menu will be displayed where you can change the status of the space or block it if necessary.

The statuses will be:

Clean: will appear in green.
Dirty: will appear in red.
To review: will appear in blue.

Additionally, there are 3 types of blocks available:

Out of order: blocks the space and it is not available for sale. It also disappears from the Spaces Rack.
Out of service: this is the usual block, and is used to indicate that a space is temporarily unavailable, but will be available again in the future.
On hold: this type of block does not reduce availability and is used for situations such as a burnt-out light bulb. The space is still available, but is awaiting repair or maintenance.

The blocks will appear in orange.

Cambio de estado / bloqueo masivo

If we want to change more than one space simultaneously, we do it from the same Spaces Rack.

To do this, follow these steps:

Ulyses HSK > Spaces Rack

Select the bulk update button in the Rack.
Choose the status you want to set for the spaces or the type of block you want to apply.
Select all the spaces to which you want to apply the action.4. Click the save button.

In this way, you can change the status of several spaces at the same time without having to modify them one by one.

When blocking one or more spaces, you only need to indicate the type of block and the dates during which the block will be active. After blocking the space, it will change to orange.

Assign priority to a space

If we want to assign a specific priority to a space in the Rack, we can follow these steps:

Select the space you want to modify.
A window will open on the right side of the screen with all the details of the space.
Open the space options.
Assign the priority you want to give to the space.

There are 5 priority categories, ordered from highest to lowest:

-Very high

-High

-Medium

-Low

-Very low

View space information

To view information about a particular space, simply click on it, and a window will open on the right side of the screen providing information about:

The ability to change its status.
The floor number it is located on.
Whether the space is occupied or not.
If the installation of cribs or extra beds is required (room modes and setups).
The features of the space.
From the panel, you can directly access the space configuration (Go to spaces)

View the reservation associated with a space

At the top of the information about a space, you will find an options bar that allows you to easily access important information related to the space. If the space is occupied, you can view the corresponding reservation, as well as folios, invoices, and wake-up calls assigned to that space. These elements will be presented as quick-view information or as shortcuts to other areas and categories of the PMS.

Add items

In the space information, if the space is occupied, you can also add additional items such as a minibar or laundry charge. This can be done by selecting the "Add items" option and choosing the item to add from the dropdown list. Once selected, you can specify the quantity of items to add. This information will be added to the guest room account for later billing.

View incidents of a space

Here you can see if any maintenance agent has reported any problem or incident in the space. In addition, from this same screen you will have the option to create a new incident if you wish.

To do this, simply select the "New incident" option and complete the form that will open next.

View space block status

If the selected space is blocked, you can access information related to this block. Information will be displayed about the block, such as the start and end date, as well as comments associated with the block.

Summary of the current situation

At the bottom of the Rack, you will find a summary of the real-time situation of the property's spaces. Here you can see the number of clean, dirty, to review, occupied, and vacant spaces clearly and easily.

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