The purpose of the booking planner is to allow the pre-assignment of all arrivals for the present and future (7 days, 15 days, or 30 days), to know the location of in-house bookings, and to trigger certain operations.
To access the Planning
- Frontdesk - Planning
The Planning has the following display options. The last view selected by the user the last time they entered will always be shown. From the planner, we have the following display options.
- Booking and room status
- Group accommodations by floor or type
- Select booking thumbnail information
- Room filters
From the Planning we can perform the following operations
- Pre-assign pending arrivals
- Multiple pre-assignment
- Pre-assignment with room change
- Auto-assign rooms
- Room change
- Room check-in/out
- Create new reservation or block
Booking and room status
The styles of the bookings displayed in the Planner match those in the rest of the application, as follows:
- Bookings that have checked out are shown in dark gray
- Bookings that are in-house are shown in blue
- Bookings pending arrival (reserved status) are shown in green
The styles of the different statuses and situations of the various rooms in the Planner match those in the Space Rack.
Identifying accommodations dedicated to an allotment
Accommodations dedicated to an allotment display a distinct visual band at the top of their row, showing the allotment name. More informaiton here.
This indicator remains visible even when a stay is in progress. On hover, a tooltip shows the allotment name and the associated negotiated profiles.
Group accommodations by floor or type
The Planning displays all rooms arranged by floor or by type, depending on the selected filter. However, rooms are arranged by floor by default. To change the display mode, go to
- Planning > By floor / By type respectively
Visually identify an accommodation type using color
Each accommodation type can be associated with a custom color, configured from Property Settings > Accommodation > Accommodation Type.
This color is then displayed in the Accommodation Type column of the planning.
The color can be represented in three ways:
- a dot displayed to the left of the accommodation type label;
- a colored background on the accommodation type cell (default option);
- a colored badge showing the accommodation type label.
To choose the display format:
- Go to Planning > Display settings.
- Select the desired format: dot, colored background, or badge.
Select booking thumbnail information
Ulyses Suite displays the name of the first guest registered in the booking in each of the boxes that represent a booking by default. However, it is possible to change this value to any of those provided by Ulyses Suite through the top selector
If we change it to the value "Booker" we see that the content of the cells changes
Room filters
In order to speed up the search for free rooms or for bookings housed on the property, the Planner offers multiple filters as follows
- Information search: The information search looks up the content of the booking thumbnail
- Status: Allows filtering all rooms by status (clean, dirty, or pending review)
- Situation: Allows filtering all rooms by situation (free, occupied, or blocked)
- Type: Allows filtering rooms by different types
- Subtype: Allows filtering rooms by subtypes
- Features: Allows filtering rooms by features contained in the room (for example, terrace)
-
Stock type: filters by stock nature.
- General: displays only accommodations without a dedicated allotment.
- Dedicated: displays only accommodations linked to an allotment.
- Both checked (or neither): displays all accommodations.
Pre-assign pending arrivals
Ulyses Suite allows you to pre-assign rooms to arrivals that have not yet arrived, not only for the current day but also for the future. To see bookings pending pre-assignment, go to
- Planning > Assign pending
- Or Planning > Click on Badge
From there, click on the booking thumbnail so that Ulyses Suite can indicate where to assign the booking.
Finally, select the slot where you want to assign the booking
Multiple pre-assignment
Multiple pre-assignment is used in cases where the number of arrivals is so high that you don't want to assign them manually. In the previous example, on 12/27 there are 22 arrivals pending assignment. If you want to speed up the assignment process, do
- Planning > Click on badge > Assign multiple
In this case, a modal will appear with all the bookings pending assignment, from where you can manually assign each one through Add room or select the stays you want to Auto-assign.
In the following example, we have selected all arrivals and auto-assigned them
Ulyses Suite has assigned a room to each arrival based on various parameters
Pre-assignment with room change
From "View daily details" we have a detailed view of the assignments per day.
In this example, the room changes from "Triple" to "Double".
It is now possible to automatically assign several rooms of different categories to the same booking when there is a room change during the stay.
The Planning clearly shows the room assignments per day, including category changes. This makes it easier to control and track rooms.
Auto-assign rooms
It is possible to activate the auto-assign rooms feature from the settings section. This means that the system will be able to automatically assign rooms to guest bookings.
To do so:
Ulyses Suite Settingsgt; Property > Preferences > Room assignment mode
You can choose between two options for automatic assignment: the first will be at the time the booking is created (OnCreated), and the second on the day of check-in (ArrivalDay).
Room change
From the planner, we can execute room changes for bookings that are pre-assigned or for in-house bookings that are not on the day of departure. To do so simply
- Planning > Click on
on the desired stay
- Select Change room
- Select the room to relocate the booking
If the new accommodation is dedicated to an allotment, the allotment and booker are automatically populated.
Room check-in/out
We can start the check-in and check-out of bookings from the planner easily through
- Planning > Click on
- Select Check-in / Check out
For more information about checking in to a room click here.
For more information about checking out of a room click here.
Once we have completed the check-in or check-out of the room, we can revert any of the previous processes as long as we do so within the same day we completed it.
Create a new reservation or a block
From the Reservation Planning, you can directly create a reservation or an accommodation block by selecting a period on an available accommodation.
This method allows you to easily define the arrival date and the departure date, including for stays or blocks lasting several consecutive days.
Select the period in the planning
In the planning, identify an available accommodation.
Click on the cell corresponding to the desired start date.
Selection is only possible if the accommodation is available on that date.
Drag your cursor to extend the selection over several days.
The selected period is visually displayed in the planning.
Click on the end date to validate the period.
➡️ This selection ensures that the accommodation is available for the entire selected period.
Choose the action to perform
Once the period is validated, a window opens automatically.
You can then choose one of the following options:
Create manually
Creates a new reservation.
The arrival date corresponds to the first selected day.
The departure date corresponds to the last selected day.
The accommodation is already assigned to the reservation.
👉 Recommended option to quickly record a customer request with known dates.
Note : If the accommodation is dedicated to an allotment, the allotment and booker are automatically populated.
Search availability
Starts an availability search.
The search is initialized with the selected start and end dates.
👉 Useful option if you want to compare or change accommodation.
Block the accommodation
Starts blocking the accommodation.
The block applies to the entire selected period.
👉 Ideal for maintenance, internal use, or temporary unavailability.
Important points to know
The selection:
is limited to the dates visible in the planning
is reset if you change the displayed period
A click outside the accommodation row:
cancels the current selection
The selected dates are automatically carried over to the next screen (reservation or block).