When a room is out of order (OOO), this means that it can not be booked for a guest stay during the dates assigned to the Out of Order Status. For example, the room may require maintenance or repair and is therefore placed in out of order status. A room that is out of order is still counted as part of the inventory of rooms in the hotel. This means, in a 100 room hotel, where 95 rooms are sold to guests and 5 rooms are OOO, the occupancy for the day would show 95% (not 100%).
Designating a room out of order
To designate a room as out of order in IDPMS, go to menu Housekeeping > Out of order.
The list of rooms displayed will show all rooms that are currently out of order. Now click on the `New' button to enter a Start and End date. Enter the number of the room that is out of order in the Room field. The end date is important in that once this date is reached after audit, the room is released back into general inventory in vacant dirty status unless the OOO/ OOI release status is set to a different status.
To set a different status for rooms released, go to Settings > Option > Housekeeping. If nothing is set here, the default is 3. See Option Housekeeping.
The next step is to enter a description or reason why this room is being designated as out of order. Click on the check mark to save.
The trash can icon should only be used to delete rooms that were placed out of order where the start date is in the future. Do Not use the trash can icon to release a room. See below on how to release OOO rooms.
The copy icon can be used to put multiple rooms OOO where the description is the same and all that needs to be changed is the room number.
When setting a room number containing a guest that is due for departure to Out of Order or Out of Inventory, a warning will be presented:
Out of order displayed in the room rack
The room is displayed as a white field in the room rack.
However, OOO rooms may be displayed in a different color if option 'colorful room rack' is enabled in settings. See Option Front desk.
Out of order displayed on the Availabilty Screen
Rooms placed out of order and out of inventory are displayed on the availability screen as shown below. To get more details on the room, double click on the number in the out of order row.
By double clicking on 1 the following screen gives more detail. Status 'S' means Out of Order.
Releasing an OOO room
OOO rooms are automatically released once the end date has been met. This occurs immediately after audit when the date rolls over to the applicable end date.
To manually release a room from OOO status, go to Housekeeping > Out of Order and select the room number that needs to be released and change the end date to today. Save using checkmark.
The room will be released into the status designated in settings as described above. For most hotels vacant dirty. Once the start date has been met, it cannot be changed. The end date can be changed or extended for future dates.