1.

Status of Reservations
2. Charting Reservations
3. Types of Charts
4. Possible Room Statuses
Introduction
Effective reservation management is vital for any business that handles
bookings. Our guest needs to know the status of their reservation for peace of mind and
for them to be able to plan accordingly. A reservation status indicates the current state
of the booking. Understanding reservation status is essential for successful bookings
and planning. The following are key reservation statuses:
1. Confirmed – reservation is guaranteed, and you’re all set. The hotel has
secured your spot, and you’re expected to arrive on time.

2. Pending – reservation is not yet finalized. It might be waiting for waiting for
payment confirmation, further details, or approval from the hotel.

3. Waitlisted – the hotel is fully booked, but you’re on a waiting list. You might
be notified if a spot becomes available, but there’s no guarantee.

4. Cancelled – your reservation has been voided. This could be due to your
decision, the hotel’s policy, or external factors.

Why understanding reservation status matters:

1. Peace of Mind – Knowing your reservation status brings certainty and allows
you to plan accordingly.

2. Avoiding Disappointment - a confirmed reservation is a secure booking, while

a pending or waitlisted status might require further action or could result in
disappointment if you don’t secure a spot.

3. Managing your Time – knowing the status of your reservation helps you
prioritize your schedule and avoid unnecessary waiting.

4. Understanding Cancellation Policies – different reservation statuses may

have associated cancellation policy.

5. Protecting your Finances – understanding reservation statuses helps you

avoid potential financial losses due to missed payments and cancellations.
 Checking your Reservation Status:
1. Online – most hotels offer online portals to check reservation status.

2. Phone – contact hotels directly for status update.

3. Email -review your confirmation email for the latest status.

4. Travel Agent – If you booked through a travel agent, they could assist with
status checks.

Charting Reservations

CHARTING RESERVATIONS in a hotel refers to the practice of recording and

visually displaying guest room reservations on a dedicated chart. Allowing hotel staff to
easily track room availability, guest details, and check-in and check-out dates, thus
facilitating efficient room management and guest service coordination. For manual
reservations, charts and cards are very vital instruments for the efficient flow of work.
Reservation slips which are color-coded are always available to permit easy identity
checks on the kind of reservation booked.

Key points about charting reservations:

1. Visual Overview – the chart provides a clear picture of which rooms are booked and
for what dates, making it easy to identify available rooms at a glance.

2. Detailed Information – Each reservation entry on the chart usually includes the
guest's name, room type, arrival/departure dates, and any special requests.

3. Staff Communication Tool – the chart acts as a central communication tool for all
front desk staff, ensuring everyone is aware of the current room availability and
guest details.

How it Works: the reservation chart.

1. Physical Chart – traditionally, hotels would use a large physical chart with columns
for dates and rows for room numbers, manually marking each reservation.

2. Digital Systems – most modern hotels now utilize computerized reservation systems
where the chart is displayed digitally, allowing for easier updates and data analysis.

Benefits of Charting Reservations:

1. Optimal Room Allocation – helps staff quickly identify available rooms to
accommodate new reservations.
2. Improve Guest Experience - enables personalized service by accessing guest
details readily from the reservation chart.

3. Efficient Staff Scheduling – Allows for better staff scheduling based on expected
occupancy level.

Types of Charts

In a reservation system, the most common types of charts used are:

1. Conventional Booking Chart – track individual room availability by number.

2. Density Booking Chart – group rooms by type for better allocation.

3. Reservation Registers – a record of guest details like name, dates, payment

information, and special requests.

All provide visual representations of room availability and reservation details

across different dates.

Key points about these chart types:

Conventional Booking Charts:
1. Shows individual room numbers in a calendar format.

2. Allows for easy visual identification of which specific rooms are booked on a
particular date.

3. Useful for smaller properties with distinct room types.

Density Booking Charts:

1. Group rooms based on their type (e.g. king bed, queen bed, suite) rather than
individual numbers.

2. Helps optimize room allocation by prioritizing the most needed room types.

3. Beneficial for larger hotels with diverse room categories.

Reservation Registers:
1. Provides a detailed list of all reservations with guest information.

2. Includes guest name, arrival/departure dates, room type, special requests, and
payment details.
3. Used for managing individual guest reservations and tracking important information.

Possible Room Statuses

In a hotel, common room status types include:
1. Occupied (guest currently registered)
2. Vacant and Ready (clean and available for new guests)
3. On Change (guest has left, room not yet cleaned)
4. Do not Disturb (guest requested privacy)
5. Out of Order (room unavailable due to maintenance)
6. Sleep Out (registered guests, but bed not used)
7. Skipper (guest left without settling bill)
8. Sleeper (guest checked out, but system not updated)
9. Double lock (room locked from both sides)
10. Lockout (guest locked out of room)

Key Points About Room Status

1. Occupancy – indicates if a room is currently occupied by a guest.

2. Cleanliness – Shows whether the room is clean and ready for a new guest.

3. Special Request – includes do not disturb or other specific needs.

4. Maintenance Issues – Out of Order signifies a room needing repairs.

Room Status Codes

Room status codes indicate whether a room is occupied, vacant, or undergoing
maintenance.

Occupied
 OCC: occupied and currently has a guest
 OR: occupied and ready
 OC: occupied and clean
 OD: Occupied and Dirty
Vacant
 VC: Vacant and clean
 VD: Vacant and dirty
 V: Vacant room
 VR: Vacant and ready

Maintenance
 OOO: Out of order and cannot be assigned to a guest
 LO: Lockout and the guest cannot re-enter until the front desk clears them
 Check-out
 CO: Check out and the guest has left the hotel
 DNCO: Did not check out and the guest left without informing the front desk

Other Statuses
 DND: Do not disturb
 V/O or O/V: Status unclear
 Sleep-out: a guest was booked to the room, but the bed has not been used.
 Complimentary: the room is occupied, but the guest is not charged for its use
 On-change: The guest has departed, but the room has not yet been cleaned.