Overview of the Out of Order Feature in RMS and usage guide.

Overview

The Out of Order (Maintenance) Utility allows properties to efficiently manage maintenance tasks for Areas within RMS. An Out of Order reservation can be created to take an Area offline, preventing any new reservations. Notes can be added to the reservation to specify the reason for the offline status, and a date and time range can be set to determine the duration of unavailability.

Once the Out of Order reservation is released, the Area will be set to 'Inspect' status, notifying Housekeepers that attention is needed. This also marks the end of the offline period, allowing the Area to accept new reservations and assignments.

Please Note! RMS is highly configurable. Some Terminology, User Access & Permissions, Images, Labels, and Functions used in these articles may differ from your setup. CLICK HERE to find out more.

Guide

In the side menu of RMS, go to Utilities > Out of Order.

1. Select a Property.
2. Select Add.
   
    
3. Select a Begin and End date and time.
4. Highlight the Area(s) for Out of Order Maintenance.
5. Choose the 'Allocate' icon.
   (Optional) Enter a Note.
6. Select Save/Exit.
   
    

Tip! An Out of Order Maintenance Reservation will block availability for the Areas for each night from the Begin date up to, but not including, the End date or until the Maintenance Reservation is released.

Choosing the End Date and Time

An Out of Order Maintenance Reservation works the same way a guest reservation does. The Begin and End fields each hold a date and a time, and they default to the arrival and departure times configured for the Property.

This means the End date behaves like a departure date. The Area is blocked for each night from the Begin date up to, but not including, the End date, and it becomes available again for an arrival on the End date.

To stop an Area being sold for an arrival on a particular date, set the End date to the day after the last date you want blocked.

Changing the End time to a later time on the same date does not block that night. Availability is calculated per night, so only the End date determines the last night the Area is unavailable.

The same applies to availability sent to your booking engine and connected channels. Availability is sent as a count against each date, and the End time is not part of that data, so an Out of Order reservation ending 5 August frees the Area for a 5 August arrival on your channels in the same way a guest reservation departing 5 August would.

Example

As an alternative to setting an exact End date, set the End date further out and Release the Out of Order Maintenance Reservation when the work is finished. Releasing it ends the block at that point and sets the Area to 'Inspect' status for Housekeepers.

Important! The Out of Order Reservation Maintenance Reservation must be 'Released' or 'Cancelled' to update the Area Status to Maintenance Inspect.