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Occupancy & Cutoffs with Booked or Committed Totals

The Internet Reservation Module (IRM) now has the ability to use either the booked or committed totals when deciding if a room type is available.  Previous versions only looked at the booked totals, so if the property was overcommitted, the IRM would still make reservations.  The IRM now uses switch 419-5 (Use Booked, Mgmt or Committed Totals for Availability and Cutoffs) to decide which totals to look at when determining if a room is available and if a rate is cutoff.

Availability & Occupancy

The IRM can use either the Booked, Committed or House totals to determine whether a room type is available as the first step in checking for availability.  The IRM checks for availability in the following order:

  1. Individual & Group Block
    Committed, Booked or House totals based on switch 419-5 (see explanation below).  If the entire property is overbooked or overcommitted, a reservation will not be allowed regardless of the individual room type.
     
  2. Individual & Group Block
    At least one room available for all days.  This assures that a room is available and the guest does not have to switch rooms during the stay.  This really only applies if the IRM is set to preassign rooms.  For inventory type reservations, the rooms would always be available in the future because there are no reservations assigned to a room until check-in.
     
  3. Group Block Only
    If the reservation has a group and the group has an associated group block, the entire group block is checked for availability.
     
  4. Group Block Only
    If the reservation has a group and the group has an associated group block, the specific room type for that group block is checked for availability. 

    If the specific room type is not available and the "Allocate From Management" switch (422-17) is set to yes, then the IRM will check for availability in the House block.  If the specific room type in the House block is available, the reservation will be allowed.
     
  5. Individual Only
    For a reservation not associated with a group block, the specific room type is checked for availability.

 

419-5 Setting Switch 419-5 Explanation
 Booked
Totals		 In the RDP-DOS 143 display, if the booked totals for Monday, 3/2/98 show as 190/142, then there are 190 total rooms in this property with 142 left to sell (not counting rooms allocated to groups without reservations).  To see the number of available rooms including group blocks, see "committed totals" below.

Actual reservations can be found by looking at the booked totals of 190/142 and subtracting 190-142=48.  There are 190 total rooms with 142 left to sell or 48 reservations for this date in the system.
Committed
Totals		 The committed totals for 3/2/98 are 190/-21.  The -21 means that if all groups use all rooms they have been allocated, the property will be overbooked by 21 rooms on 3/2/98.  The totals are:
Total Rooms 190
Actual Reservations -48 
Available Rooms in "booked totals" =142
Rooms allocated to groups but no reservations yet     -163
Available rooms in committed totals =-21

 

If a reservation is made for a group block, it counts as an actual reservation.  In the example above, there are currently 48 reservations for 3/2/98 and 163 rooms allocated to groups without reservations.  If another reservation is made for a group with a room block for 3/2/98, the totals would the appear as:

Total Rooms 190
Actual Reservations -49 
Available Rooms in "booked totals" =141
Rooms allocated to groups but no reservations yet     -162
Available rooms in committed totals =-21
House (Mgmt)
Totals		 RDP recommends that this setting not be used since it doesn't reflect the occupancy of the entire property and may overstate the occupancy percentage.

 

Rate Plan Cutoffs and Group Reservations

A reservation with a group will behave differently depending on whether the group has a room block associated with it or not.  Group reservations that are not part of a block use the same process to decide rate cutoffs as individual reservations below.

If the group reservation is part of a group block, rate plan cut-offs are not used at all..

Rate Plan Cutoffs and Individual (Non-Group Block) Reservations

Individual reservations and group reservations not part of room block will use the following sequence to determine rate cutoffs:

Switch 420-7, "Calculate cutoffs based on room type occupancy" is Yes
The system fetches the specified room type cutoff record if it exists.  If it doesn't exist, then the default rate plan cutoff is used.  The occupancy for the specific room type will be used to compare against the cutoff percentage in either the room type cutoff, if it exists, or the default rate plan cutoff.

Switch 420-7, "Calculate cutoffs based on room type occupancy" is No
The occupancy used to cutoff a rate plan is either Booked, Committed or House, depending on switch 419-5, which is the same switch seen above that controls if room types are considered available.  The following table describes all the possible ways to determine if a rate plan is cutoff.

Cutoff Method Explanation

Booked
Occupancy 

 Cutoffs can be based on the booked occupancy percentage.  In the example above, the booked occupancy percentage for 3/2/98  is 25.26. If a cutoff for rate plan 3AAA is entered for 3/2/98 as 25% or lower, the 3AAA rate plan will be cutoff.  
  • To use booked totals to calculate cutoffs, set switch 419-05 to "Booked"

Committed
Occupancy 

 Cutoffs can be based on the committed occupancy percentage. In the example above, the committed occupancy percentage for 3/2/98 is 111.05%.  When the percentage is over 100% (over committed), all rate plans would be cutoff.  
  • To use committed totals to calculate cutoffs, set switch 419-05 to "Committed"

House (Mgmt)
Occupancy

 Cutoffs can be based on the House occupancy percentage.  
  • To use House occupancy to calculate cutoffs, set switch 419-05 to "Management"

Room Type
Occupancy  

 Cutoffs can be based on the specific room type occupancy instead of the booked, committed or house occupancy.  For example, if there are 100 rooms of room type "KING" and 30 are left, the King room type is 70% occupied.  If the cutoff for rate plan "3AAA" for room type "KING"  for 3/2/98 is 69% or lower, it will be cutoff.  
  • To use room type occupancy to calculate cutoffs, set switch 420-07 (Calculate cutoffs based on room type occupancy) to "Yes"

 

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