Information on setting up Areas in RMS, such as Rooms, Apartments, Suites and Sites.

Overview

An Area is a physical space available for reservation within a specific Category.
A Category is a type of Area.
Category Classification determines the types of reservations allowed for Areas within that Category.

Additional Information

• Interconnecting Categories

Interconnecting Category: Includes Areas from other Categories that can be booked individually or as preset combinations.

• Area Management

Adding Areas: New Areas can be added to a Category either individually (with detailed setup) or in bulk using Quick Add for faster configuration.

Editing Areas: Area details can be modified at any time after creation.

Moving Areas: Existing Areas can be reassigned to a different Category using the Category Move function.

• Reporting & Statistics

Area Statistics: Optional and used in reports like Night Audit, Occupancy, and Marketing reports.

Excluding from Statistics: Reservations in excluded Areas won’t be counted unless the report specifically includes them.

• Mapping & Filtering

Category Map Link: Can be added to an Area for use with the «aGoogleMapLink» merge field in letters or SMS to provide directions.

Attributes: Used to filter Areas on the Booking Chart, Interactive Map, or RMS Booking Engine.

• Guest & Reservation Settings

Guest Type Restrictions: Additional Charge Labels can be excluded to limit guest types.

Long Description: Displayed on the Booking Chart and Quick Quote when hovering over the Area.

Alternate Guest Description: Used in communications via the «aClientDescription» merge field.

Maximum Occupants: Area specific limits override Category level settings. Category limits cap total guests across all Areas.

• Customization & Utilities

User Defined Fields: Available via System Labels and usable in merge fields for extra guest info (e.g, WiFi or lockbox codes).

Utility Meters: Can be activated for individual or multiple Areas.

Housekeeping Tasks: Area level tasks override Category or Property level tasks based on the Housekeeping Task Hierarchy.

• Reservation Enhancements

Requirements: Automatically added to reservations in the Area.

Inventory Items: Track furniture or appliances within an Area.

Additional Options: Used for specific channel connections or integrations.

Add Ons: Linked to an Area and added to reservations if available during stay dates.

• Communication & Notes

Area Trace: Used to manage internal notes across departments.

Guide

In the side menu of RMS, go to Setup > Category/Area.

1. Select 'Edit' on an existing Category.
   
    
2. Navigate to the 'Area' tab.
3. Select 'Add'.
   
    
4. Enter the Area Description.
   Enter a Guest Description (Optional).
   Select a General Ledger Account Code (Optional).
   Enter Additional Area Details (Optional).
5. Select 'Statistics'.
   If this option is not selected, Area occupancy and revenue will not be included on some reports.
   Areas should be set to Include in Statistics unless there is an operational requirement to exclude the Area eg. permanent staff accommodation.
6. Select 'Save/Exit'.