Hotel Assignments and Hotel Wizard
Before reviewing the Hotel Wizard, we will describe some of the steps required to assign and edit hotel activities. If you want to just read the Wizard information, scroll down in this article to the Hotel Wizard section.
Add hotel activity - one crew member
One way of adding a hotel to the crew is by manually adding the hotel reference activity in a layover. The crew member requires hotel accommodation.
Select the ground activity HTL, Hotel from the list.
Select the Assign Activity button.
Point the cursor to the approximate point on the crew roster where the hotel activity should start and click anywhere within the layover.
The hotel activity is added automatically from layover start to layover end. The hotel activity will also use the hotel with priority one (1) for the given station or the hotel that matches the criteria defined in the hotel rule if it is defined.
Deselect the Assign Activity button.
An alternative way of adding hotels manually to the crew is by right-clicking on the HR information window and selecting the option "Assi." (with the hotel icon). This will add a hotel to all layovers in the zoomed period, following the same rules as before to define the hotel name.
Now, save the changes and all is set.
Note: Adding the Hotel activity or changing the hotel name details triggers a crew revision if the roster period has been published.
Hotel Booking Status
While assigning a hotel or adding a hotel name to the hotel reference activity, these will hold a given booking status. The status will automatically change as the assignments are moved or deleted from the crew roster.
Hotels are assigned with different booking statuses. The actual status can be reflected with a color on the hotel reference activity. This can be defined in the given hotel activity under Reference Activities. The different booking statuses are:
- Unactioned: This is the default status when creating a hotel booking. This means no request has been sent out.
- Sent: This is a status to reflect that a booking request has been sent to the hotel. This status is set manually.
- Confirmed: Once a confirmation has been received, the status can be changed to confirmed. This is set manually.
- Modified: If there is a change to the length of the hotel activity, this will change automatically to “Modified”.
- Reusedunactioned: This status is added to hotel activities with the same properties to another crew. For example when you move a hotel layover from one crew to another. It could have been confirmed or sent before.
- CancelledUnactioned: This will be the status of a removed hotel activity, which was previously sent or confirmed. This is visible in the Hotel report and Hotel Wizard since it is treated as an unassigned booking.
- Rejected: Status to reflect that a request for a booking was not successful. This is set manually. The booking is still treated as assigned.
Edit Hotel Assignment
Point your cursor at the hotel activity and click the right mouse button. Click the Edit icon to change the times of the hotel activity.
Change the start and end times (and date if required) to match the requirements for the hotel stay. If required, the hotel name, booking status, and pickup options can be set at this point as well.
The Hotel Wizard is the place where you can perform bulk changes to your different hotel bookings. The Wizard has four different sections:
- Missing Bookings
- Unassigned Bookings
- Consolidated Bookings.
The Bookings tab shows all assigned bookings to crew with the current booking status. In the “Search” field, type the name or employee number you are looking for. The table below will be filtered with the crew matching the search parameters.
You can mark all crew in the list by checking the box left to EMPNO or you can mark each crew independently by marking the checkbox to the left of each line.
In each line, you can type in a reservation number or add an additional comment if needed. In the lower right corner, there are two dropdown lists. The first allows you to change the booking status of given lines. The selector below allows you to define the selection criteria. Once you have defined the action and selection mode, click the Change and Save button. You can also delete bookings using the same selection options. All deleted bookings will still exist as unassigned bookings.
The missing bookings will list all layovers (hotel activities) which have no hotel name assigned to them. To assign a hotel to the activities, select one or all layovers and click the Find Hotels button. This operation assigns a hotel to the reference activities following the first hotel priority for the station or matching priority according to the hotel rule if it exists. If a matching unassigned booking is found, this will be taken for the given booking by the wizard. All found hotels will be presented in the lower half of the dialogue. Mark all the hotels you want to save and click the Save button. These hotels will not appear in the Bookings tab.
Unassigned bookings contain the list of all bookings that have been removed from the crew. If you remove a confirmed hotel from a crew in the Roster Gantt, this moves to the unassigned list as Canceled Unactioned. If you also delete bookings from the bookings tab, they will be moved with their status to the unassigned list.
If you are using this concept, (ConsolidatedHotelBookingsEnabled set to true in Setup), you can check how the system is consolidating the bookings. The automatic consolidation will follow the parameters existing in Setup.
(HotelConsolidationMaxBreakHours and HotelBookingConsolidationStatuses).
You can also perform manual consolidation within this tab by selecting the option proposed by the system in a dropdown list when the conditions of the parameters are not fully met.