Virtual rooms allow defining rooms (units) which are made up of other rooms (units). We call these other rooms Component rooms. With the virtual rooms you can diversify your products to better meet customer demand and increase your sales. They can be used as regular rooms (units) in all modules of the system: Bookings, Rates (including occupancy adaptable rates), Event blocks, Web reservation system, Digital guest portal, Channel manager, Housekeeping, Reports, and so on.
Virtual Room Types
- Go to 'Settings' - 'Room Types' and click the 'Add Virtual Room' button;
- Enter a name for the virtual room type;
- Add a line for each room that makes up the virtual room type. Examples:
- If a family room is made up of two DBL rooms, add two lines and select DBL for each of them.
- If a private room is made up of four beds, add four lines and select BED for each of them.
- If a four-bed apartment is made up of one DBL room and one two-bedded apartment (APP2), add two lines - one for DBL and one for APP2.
- A virtual room type cannot be made of another virtual room. Only standard room types can be used as components.
When creating a virtual room, it is very important to check if there are bookings linked to the component rooms of the virtual room to be created. If there are such bookings, please open edit them to save them again. This way the system will prevent the possible overbooking for the virtual room.
To create your virtual rooms:
- Go to 'Settings' - 'Room' and click the 'Add Virtual Room' button;
- Select the virtual type of your new virtual room;
- Fill in the fields as for a regular room;
- In section 'Components', select the component room for each row. The number of rows is defined in the virtual type settings.
- One standard room can be used as part of only one virtual room. For example: if 101 (standard DBL room) is used as part of a virtual FAM room, 101 can't be used for any other virtual room.
- Be careful! The components of a virtual room are defined only once, when it is created. After it has been saved, it cannot be changed. If you find an error in the room type or in its components, you can delete the virtual room or – if deleting is not allowed, remove the room from bookings.
How Virtual rooms work
When you define the virtual room types and rooms, they get their own capacity. It increases the capacity of the property like regular rooms would. When a Virtual room type is booked, the system automatically (indirectly) books the respective number of rooms of the Component type. The Occupancy forecast shows the component room types, which are booked indirectly, in the total number of Bookings. They are also shown separately in the row called “From Virtual Room”, i.e. these are bookings resulting from a booked virtual type.
When a Component room type is booked separately, the occupancy only shows that if the availability of the component type is lower than what is needed for the virtual rooms.
When specific component rooms are booked, the virtual room they make up is booked indirectly as well. The indirect bookings of virtual rooms are shown in section “Used as component” in the Occupancy forecast, and cross-hatched in the Room calendar.
When a virtual room is stopped for sale (OOS), its components are still available. When a component room is stopped for sale (OOS), the virtual one that uses it is stopped as well.
Virtual Rooms in Reports
Virtual room type blocks are reflected in two places in the Occupancy forecast: in the Blocked section of the virtual type and in the Blocked section of the component type, where they are marked as 'From Virtual Room'.
Component room type blocks can be seen in section “Blocked” of the component room type and - if the available component rooms left are fewer than what are needed for the virtual ones, in the 'Constraint' section of the virtual type.
If a virtual room type have components of 2 or more different room types, some of the reports might show an increased number of nights based on the bookings of the virtual room type.
If you have a virtual room type with components of 3 room types, the following will be calculated:
- Booking for 1 night, 2 guests will generate a total of 3 nights and 6 bednights for the date of stay;
- Booking for 4 nights, 1 guest will generate a total of 12 nights and 12 bednights for the period of stay;
This will not happen if the virtual room type have components of 1 room type only.