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🛏️ Room Availability – Front Desk

Module: Operations
Section: Availability
Location: Front Desk > Availability
Version: 1.0.0
Last Updated: June 2025

🧭 Overview

The Room Availability screen provides a color-coded, real-time overview of all hotel rooms and their current statuses — including available, reserved, in housekeeping, under maintenance, and more.

This module is essential for front desk agents and reservation managers to manage check-ins, bookings, and room readiness efficiently.

🖼️ Interface Preview

Room Availability Full View

Full view showing all rooms with their current status.

Room Availability by Floor

Rooms filtered by Floor 7, showing only available rooms.

👤 Who Can Access

Role Access Level
Admin Full Access
Manager Full Access
Front Desk Full Access
Housekeeping View Only
Staff No Access

🔍 How to Check Room Availability – Step by Step

Follow the steps below to effectively check room availability from the Front Desk module:

  1. Navigate to Availability Screen

    • Go to Front Desk > Availability from the main sidebar.

    Go To Room Availability

  2. Use the Search Bar

    • 🔍 Enter a Room Number to filter specific results. Enter Room Number To Search Room

  3. Apply Date Range

    • 📅 Select a Start Date and End Date to filter room status during that timeframe.

      • Select start and end date
      • Click on Filter button
      • Click on Clear button to refresh

      Select Start Date And End Date Click On Filter Button To Search Clear All

    • Or choose a preset period option (e.g., Today, This Week) for quick selection.

      • Select any time period
      • Click on Filter button

    To Search By Date Select Any Time Period For Quick Selection Quick Selection Of Start And End Date Click On Filter

  4. Toggle Room View

    • 🧭 Use the All Rooms / By Floor toggle on the top-right to switch views. View All Room view Room By Floar

    • In By Floor view, use the sidebar to select a specific floor. Select Specific Floor

  5. Review Room Cards

    • Click on any room card
    • Each room appears as a card showing:
      • Room Info
      • Room Pricing Click On Room Card View Room Card

  6. Check Room Status Color

    • Refer to the color codes (see 🔑 Room Status Indicators) for real-time status:

      • 🟩 Available
      • 🟥 Reserved
      • 🟨 Housekeeping
      • ⚪ Maintenance
      • 🟪 Upcoming Booking

      Room Status Color Codes

  7. Click Room for Aditional Features

    • Clicking a room opens:

      • Click on room card
      • Click on Update Room Status button then it will open Update Reservation window

      Click On Room Card Click On Update Room Button Open Update Room Window

      • Lock/Unlock options for special use (e.g. group bookings)

      Click On Lock Room Button

      • Only Available room card have extra button New Reservation to go to add reservation directly New Reservation Button

🔑 Room Status Indicators

Color Status Meaning
🟩 Green Available Ready for check-in
🟥 Red Reserved Room is booked
🟨 Yellow Housekeeping Under cleaning
🟪 Purple Upcoming Booking Assigned but not yet arrived
⚪ Gray Maintenance Unavailable due to maintenance
🟦 Blue dot Waiting Check-In Guest arriving today
🟧 Orange Checked-Out Recently vacated, pending housekeeping

💡 Best Practices

  • ✅ Refresh the page frequently during peak check-in/check-out hours.
  • 🧹 Coordinate with housekeeping via real-time availability data.
  • 🔐 Use Lock Room only for admin-approved bulk or long-term reservations.
  • 📊 Use the Status Summary Panel for a quick glance of the overall occupancy.

❗ Troubleshooting

Problem Solution
Room not showing Remove filters or refresh the page
Status not updated Click "Refresh" or sync with housekeeping module
Can't change room status Check role permissions or locked state

📞 Support

If you're experiencing issues:

  • Contact your Property Admin
  • Or email hello@cistechltd.com

🛏️ Keeping track of room availability ensures smooth check-ins, better guest satisfaction, and optimal housekeeping coordination.

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