Your hotel management software plays Tetris better than you!

Efficient room allocation is vital. While this task may seem trivial and inconsequential, it has a significant impact on guests as well as your operations and profitability. Efficient room allocation also helps staff manage room changes, a process that’s very similar to playing a game of Tetris.

Hotel management software Room allocation Hotello

A few consequences of a bad room assignement :

First and foremost, room allocation impacts guest satisfaction. All hotels have that one room that, due to its layout or location, is considered less desirable than its other rooms. Make sure you don’t assign this room to a loyal guest, even if superficially the room seems similar to others with the same features. Guests on their first stay probably won’t notice anything amiss, but regular guests who have experienced other, better-appointed rooms, may find the room lacking.
Moreover, if your rooms don’t have a standard layout and you use your hotel management software to allocate rooms, one critical step remains to meet your guest’s needs.

On an operational level, when your occupancy rate is high, situations can often escalate. If a guest doesn’t get a room with all the amenities they requested, they will likely take up a great deal of your receptionists’ time, and you may need to move another guest if your hotel is fully booked. You’ll need to leverage your logistics skills to move both guests without dropping the ball and, above all, without anyone suffering negative consequences.

When it comes to profitability, sub-par room allocation can quickly generate gaps in your room vacancies and lead to some rooms remaining unbooked in a scenario where, for example, a guest wants to book for three nights, but you only have rooms available for two nights. If you’re close to your maximum occupancy rate, sub-par room allocation will tie your hands, while efficient room allocation will allow you to reach 100% occupancy.
Proper room allocation through your hotel software will also save you from needing to compensate guests who didn’t get the room they wanted. You can avoid financial losses by giving guests everything they want in the room assigned to them.

Finally, keep in mind that inefficient room attribution can have an impact on room wear and tear. It’s easy for receptionists to select the first available room in a category. As a consequence, that room will be occupied more often than the last room on the list. A hotel must rotate its rooms so that it doesn’t end up allocating one shabby room over and over again while fresher-looking rooms see less traffic.

Have you ever booked a room knowing vacancies were left, but when it came time to select a room, none was free? This situation often results if room allocation is done too early or randomly.

How to avoid these problem scenarios

Before allocating rooms for a given day, you must first collate data relevant to your hotel in your hotel management software. To this end, the check-in report is essential, as it may include essential information, such as booking notes, the guest list and housekeeping information. Then, you can begin allocating rooms according to each guest’s preferences (view, floor, floor type, preferred room, etc.).

If you do not want your staff to change the room allocation, features are available to block certain room types. When you do this, don’t forget to add a note indicating why the rooms are blocked. Also, we recommend using this option sparingly.

Length of stay is a key room allocation element. It’s best to proceed in descending order. As much as possible, you want to avoid vacancy gaps. Sometimes it’s better to upgrade guests whose stays are shorter so that you can better accommodate other guests or accept guests who will be staying longer.

Remember to let guests know when they check if you’ve upgraded them to a superior room, as they will inevitably appreciate this added value. Your goal is to ensure a guest does not need to move during their stay both because a move will likely be a source of irritation for your guest and it will generate more housekeeping work for your staff. During peak periods, rooms are usually allocated a few days in advance. During the off-season, allocating rooms the day before is recommended.

A magical automatic allocation tool

High-quality hotel management software like Hotello includes an automatic room allocation feature. This tool allocates rooms based on the information you’ve entered as well as other criteria, such as the frequency of room use, which can prevent many errors. Thanks to your hotel management software, you can optimize room allocation and cater to each guest’s preferences.

This fantastic feature is useful in many situations. For instance, when you want to block a floor, the software will take this data into account. And, if you want to allocate groups to certain floors and individual guests to others, the room allocation feature can handle all of this in record time.

Hotel Management Software Hotello