How to move a guest from one room to another during their stay.
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We may need to move a guest from the room they originally occupied upon arrival to another room during their stay. This may be due to a maintenance issue in their original room, or be part of a service recovery initiative, or be at the guest's request, or be required for another reason.
In some cases, we may need to move them to a more expensive room at no additional charge. Or it may be appropriate to charge the guest for the difference.
These scenarios and more are addressed by the Switch room during stay feature.
See also, manually assign a guest room.
Change room during stay - same lodging type
Access the Change room feature from the edit registration view (a.k.a the participant dashboard). Go to Registrations > (choose a registration to edit) > Room Assignment.
Or, from the rooms booking chart at Rooms > Room Bookings, hover over a guest's name. A pop-up will appear with information about the registration.
In the image below, Jack B Nimble is registered for the Come Alive program. For his 5-night stay, his current lodging type is Forest PRIVATE and his current room assignment is B - Forest View 301.
For the final 2 nights of his stay, Jack wants to move to a room with a better view.
Click on Change room. Another pop-up will appear. By default, the initial display will show only rooms that are available in the same lodging type as the guest's current room. In our example, rooms B - Forest View 303, 304, and 305 are available within the Forest PRIVATE lodging type.
Since Jack wants a better view, we recommend Room B - Forest View 305. It's an end unit with an unobstructed view of the forest. It's currently available, so we'll move him to that room.
Select B - Forest View 305 and then click on Switch room during stay. Select September 26th (the 4th night of Jack's 5-night stay). Click on Save.
The rooms booking chart will be automatically updated. The pointed ends on the blue bars for Jack B Nimble indicate that there is a room change during his stay.
Since we manually moved Jack to another room, we will likely also want to manually change that room status, from occupied to vacant/dirty. - the room status will not automatically be updated when you change the room during a stay.
Since we moved Jack to another room within the same lodging type there is no cost difference between his original room and his new room.
This change is shown in Jack's registration.
Change room during stay - different lodging type
Access the Change room feature from the edit registration view (a.k.a the participant dashboard). Go to Registrations > (choose a registration to edit) > Room Assignment.
Or, access the Change room feature from the rooms booking chart at Rooms > Room Bookings.
In the image below, Bill Pence's current room is B - Forest View 302 in the Forest PRIVATE lodging type. For the final 2 nights of his stay, Bill wants to smell the sea breeze and asked to be moved to an ocean villa.
Hover over Bill Pence and click on Change room. A pop-up will appear. By default, the initial pop-up display will show only rooms that are available in the same lodging type as the guest's current room.
If you would like to see other rooms - in all lodging types - click on Show Rooms and check Show all available rooms. The list of available rooms now includes room A - Ocean Villa 104 in the Ocean PRIVATE lodging type.
Room A - Ocean Villa 104 matches Bill's request so select that room, click on Switch room during stay. Then select September 26th (the 4th night of Bill's 5-night stay). Click on Save.
Since we manually moved Bill to another room, we will likely also want to manually change that room status, from occupied to vacant/dirty. - the room status will not automatically be updated when you change the room during a stay.
The rooms booking chart will be automatically updated. The pointed ends on the blue bars for Bill Pence indicate that there is a room change during his stay.
This change is shown in Bill's registration.
Retreat Guru will not automatically change the rate for Bill's stay. If you want to charge Bill for the upgrade you must do so manually by adjusting Bill's registration.
Click on B - Forest View 302 to see the rate for that lodging type, $175 per night.
Click on A - Ocean Villa 104 to see the rate for that lodging type, $225 per night.
In this case, since Bill requested the upgrade, we will charge Bill for the difference calculated as $225 - $175 = $50 per night, for 2 nights, for a $100 total upgrade cost.
However, one of the 2 upgraded nights, Saturday, is subject to an additional $10 per night weekend price adjustment. (You configured this in Lodging > Edit Lodging Type.)
So the adjusted upgrade charge for Bill is $100 + $10 = $110.
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