Out of Service allows properties to flag an Area as affected by a minor issue without removing it from availability, preventing check-in until the issue is resolved.

Overview

Out of Service is used to alert staff that an Area has a minor issue that will not prevent a guest from eventually occupying it, but that requires resolution before check-in can proceed.

Unlike a Maintenance Reservation, Out of Service does not remove the Area from availability. Reservations can still be made and assigned to the Area while an Out of Service block is active. However, the reservation cannot be checked in until the block is cancelled.

Use Out of Service for minor incidents - for example, a small repair or inspection that staff expect to resolve before the guest's arrival. Use a Maintenance Reservation when the Area needs to be taken offline entirely and bookings must be prevented.

Out of Service vs Maintenance Reservation

Access Requirements

Users must have Out of Service access enabled in their Security Profile to create, edit, or cancel Out of Service blocks. This access is also required to remove an Out of Service block when attempting to check in a reservation.

To enable access, open the relevant Security Profile and enable Out Of Service under the Utilities section.

Apply an Out of Service Block

There are two ways to apply an Out of Service block in RMS: via the Utilities menu or from the Booking Chart.

Via Utilities

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

1. Select Add.

   

    

2. Select a Date Range.
3. Enter a Description.
4. Select a Category.
5. Select an Area.
6. Select the Allocate icon.

7. Select Save/Exit.

   

Via the Booking Chart

In the side menu of RMS, go to Charts > Booking Chart.

1. Click and drag across the date range on the Area's row to open the context menu.
2. Select Add Out Of Service.
3. Enter a Date Range and Description.
4. Select the Allocate icon to assign the Area.
5. Select Save/Exit.

Edit or Cancel an Out of Service Block

Existing Out of Service blocks can be edited or cancelled from the Booking Chart.

In the side menu of RMS, go to Charts > Booking Chart.

1. Right-click the turquoise Out of Service bar on the Booking Chart.
2. Select one of the following:
   • Edit Out Of Service - update the date range or description.
   • Cancel Out Of Service - remove the block entirely.

Housekeeping Status

When an Area is placed Out of Service, properties will often also set the housekeeping status to Maintenance to indicate that work or inspection is required.

When the Out of Service block is cancelled, RMS will not automatically change the housekeeping status back to Clean or another status. If the Area is on Maintenance, this status is left in place on purpose.

This behaviour is designed to:

• Remind staff that there was an issue or activity in the Area, and
• Provide an opportunity to inspect the Area before marking it as guest-ready again.

After the Out of Service block is cancelled, staff should:

1. Inspect the Area as required.
2. Manually update the housekeeping status (for example, from Maintenance to Clean).
3. Proceed with check-in once the Area is fully guest-ready.

Reservations and Check-in

While an Out of Service block is active:

• Reservations can still be made and assigned to the affected Area.
• Check-in is blocked. If a user attempts to check in a reservation assigned to an Area with an active Out of Service block, a prompt will display advising them to remove or edit the Out of Service block first.

More Information

Users will see an Out of Service icon on the In/Out Movements screen to indicate that there is an item in the selected Area requiring attention.

If a user attempts to check in a reservation that has an Out of Service block in place, the following message will display.