Reservation Codes

Select Configuration>Reservations>Codes to configure the definition and setup of codes used or visible specifically when making reservations.

• Out of Order Reasons - OPERA provides two options for identifying a room that is unable to be sold because of damage or pending maintenance: OOO (Out of Order) or OOS (Out of Service). The difference between the two options is whether or not the total number of rooms is included in the property’s availability, thereby affecting the occupancy percentage.
• Room Conditions - When the Rooms Management>Room Conditions application function is set to Y, you can configure the condition codes to be assigned to rooms designated for show (rooms that are set aside for special housekeeping attention) or rooms that are to be treated differently for any other reason. Rooms that have a condition code assigned to them might not be available for assignment to guests, depending on how you configure the condition code.
• Room Maintenance - Use Room Maintenance to record, view, track the status of and resolve multiple room maintenance requests. The work requests can be entered for any of the configured guest rooms by using the Rooms Management>Maintenance option in the OPERA operations module.
• Housekeeping Sections - Housekeeping section codes can be configured to divide the property into physical housekeeping areas to simplify the process of assigning rooms to attendants for daily cleaning. OPERA allows for both day and evening sections (day section is for regular room cleaning and evening is for turndown service) to be linked to each room.
• Housekeeping Attendants - OPERA stores housekeeping attendant information, daily assignments, and tracks credits or number of rooms cleaned by each attendant. Assign housekeeping attendants to a section or a floor number. Housekeeping attendants can be identified by name or by an attendant number and listed with an active or inactive status.
• Housekeeping Tasks - OPERA can generate and store multiple housekeeping tasks, for example: daily cleanings, mattress turning, turndown. Each task code can generate separate task sheets for attendants to complete.
• Facility Management. Available when the Rooms Management>Facility Management application function is set to Y. An expanded housekeeping feature that enables coordinated management of housekeeping tasks, supplies, attendant assignments, attendant credits, and other related matters.
  • Facility Tasks - Set up and manage the codes that identify housekeeping assignments such as total cleaning, light dusting, VIP cleaning, etc., when Facility Management functionality is active.
  • Facility Codes - Set up and manage the codes that refer to materials, supplies, etc., that are associated with facility tasks (e.g., linens, shampoo, skin conditioner, soap, hair dryer) when Facility Management functionality is active.
• Reservation Types - When making a reservation in OPERA, a reservation type (also called a booking code or guarantee code) must be assigned to the reservation in order to determine if the reservation is deducted (definite) or not deducted (tentative) from availability, and if it is/is not guaranteed. This way, reservations can be canceled in bulk by reservation type.
• Deposit Rules - Reservation deposit rules provide a way to manage the advance deposit prepayments guests make prior to their stays. Deposit rules define the amount of the deposit (this amount can be a flat amount, a percentage of the rate, or it can be based on the number of nights), and how soon before arrival or after the booking is made the deposit must be paid.
• Cancellation Rules - Reservation cancellation rules assist in the handling of cancellation charges or penalties. Cancellation rules define the amount of the penalty charge if the reservation is canceled (this amount can be a flat amount, a percentage of the rate, or it can be based on the number of nights) and the number of days prior to the arrival date that the reservation can be canceled without penalty. The date can be associated with a time (e.g., 5:00 PM) before which the guest must cancel to avoid penalty.
• Deposit/Cancellation Rule Schedules - Reservation deposit rules provide a way to manage the advance deposit pre-payments guests make prior to their stays. Cancellation rules let you impose cancellation charges or penalties when the guest cancels a reservation within a specified period before the arrival date. The Rule Schedule Configuration screen lets you put these rules to work by associating them with a reservation type, a rate code, or with a combination of reservation type and rate code.
• No Show Posting Schedule - The No Show Posting Rules provides properties the ability to post revenue against a no show reservation in order to realize the revenue and get the deposit off of the deposit ledger while still showing the reservation status as a No Show for statistical purposes.
• Colors - Colors can be applied to either a reservation or to a guest as a quick reference to the user. Configuring colors to have a specific meaning, can alert a user to a reservation or guest of particular importance prior to the reservation being accessed.
• Move Reasons - Move reasons are required when moving a reservation between properties in a multi property environment. Move reasons are used to designate why a reservation was moved from one property to another, for instance; weather, rate, amenities, property sold out, group changed location.
• Discount Reasons - Discount reasons designate why a discount was given to a reservation. Some examples would be a discount rate negotiated with a company or special customer, a special rate that is sometimes available to all business travelers or discount for family members who are traveling together. Whatever the discount reason, when discounts are entered on the Reservation screen, a discount reason must also be given.
• Cancellation Reasons - OPERA requires a reason for every reservation cancellation. Configuring these codes saves valuable time when canceling reservations while satisfying OPERA's requirement for a cancellation reason.
• Origin Codes - OPERA maintains origin of business statistics and allows you to track reservations by setting up origins (the originating media source for the reservation). Just as market codes can be grouped into market groups for reporting purposes, origin codes are attached to reservation records in order to track how reservations come into the property. Each property or property chain then determines the breakdown of origin information they require (mail, telephone, fax, central reservations, travel agency, GDS).
• Trace Texts - Set up the standard default texts that will be available when you create traces. When you create a trace, these texts can be selected and used as-is, or they can be customized as necessary. Trace Texts must be associated with a department.
• Waitlist Priorities - You can give bookings a "waitlist" status if the requested reservation cannot be confirmed. When a reservation is created and then moved to the waitlist OPERA lets you set different priorities for confirming these waitlisted reservations.
• Waitlist Codes - OPERA lets you set up waitlist bookings if the requested reservation cannot be confirmed. When a reservation is created and then moved to the waitlist the system requires a reason. Use waitlist codes to designate why a reservation is being placed on a waitlist (rate not available, room not available, dates not available).
• Alert Definition - OPERA offers two kinds of alert messages: standard alert messages that can be specifically attached to selected individual reservations, and global alerts which are automatically attached to all reservations that meet the alert criteria.
  • Alert Messages - Reservation alerts are messages attached to a reservation for display during check in, when the reservation is opened while the guest is in-house, or during check out. You can attach a pre-defined alert or customize an alert for a particular guest. Alerts give you the ability to annotate a reservation with important information for the front desk agent, for example to call a manager upon arrival, collect an iron and ironing board upon departure, or note that a reservation was a gift and to not divulge the rate or payment option.
  • Global Alerts - Global alerts can be set up to appear at any or all of the following times: at check in, at check out, and/or whenever the reservation is opened. Sets of display conditions further restrict the global alert display based on reservation type, block code, number of adults/children, arrival/departure time, and a host of other criteria.
• Custom - Use custom codes to customize a reservation screen with information that is used to maintain specific metrics for different reports and various other purposes.
  • Guest Status - Create and maintain codes that specify the status of a guest. For example, due in, checked in, due out and checked out.
  • Guest Type - Create a code to specify the type of guest such as hotel guest, members, staff, and outside guests. The values used for the Guest Type list of values are entered here.
  • Country Entry Point - Create a code to specify where a guest has entered the country (e.g., cities or airports). Once codes are configured, the Country Entry Code can be selected on the Reservation screen.
  • Purpose of Stay - Create a code to specify a guest's purpose of stay. For example, Business, Travel, Leisure, Conference, or Seminar.