Out of Order / Out of Service supports users in creating, tracking, and canceling the status of rooms marked as out of use or not in service for one or multiple rooms in the system. For rooms marked as Out of Order, the system will exclude these rooms from the available room inventory for sale.

Previously, when a room was set to Out of Order (OOO), the room would remain OOO from the moment it was set, preventing future bookings for that room and affecting the hotel’s revenue. Now, with the ability to set specific OOO dates for the room, future bookings can be made for the room once it is outside the OOO range.

Out of order/ Out of service page

1. Add OOO/OOS
   

On the Room > Housekeeping, display OOO/OOS tab.

When the user clicks the Add button on OOO/OOS tab, a popup Add Out of Order / Out of Service will appear, allowing the user to input information to create an OOO/OOS status.

• Filter section
  
  • Building: Displays a list of building items configured in Config > Room > Facility tab, along with an All option.
    
  • Floor: Displays a list of floor items configured in Config > Room > Floor tab, along with an All option.
    
  • Room Type: Displays a list of room type items configured in Config > Room > Room class tab, along with an All option.
    
  • Room: Displays a list of room items configured in Config > Room > Room tab, along with an All option. Dummy rooms are not displayed.
    
• Room list: The Room list will be filtered immediately whenever any filter is selected. Including the columns as below:
  
  • Building: Displays the value from the Name field of the room configured in Config > Room > Facility tab and match the Building filter.
    
  • Floor: Displays a list of floor items configured in Config > Room > Floor tab and match the Floor filter.
    
  • Room Type: Displays the value from the Room type field of the room configured in Config > Room > Room tab and match the Room Type filter.
    
  • Room: Displays the value from the Room number field of the room configured in Config > Room > Room tab and match the Room filter.
    
  • Description: Displays the value from the Description field of the room configured in Config > Room > Room tab.
    
• Function section
  
  • Type: Displays the following options
    
    • Out of order
      
    • Out of service
      
  • Return Status: Room status after the Out of Order/Out of Service period ends.
    
    • Dirty
      
    • Clean
      
    • Inspected
      
  • From Date: Start date of the Out of Order/Out of Service process. The room will automatically change to OOO/OOS status after the night audit completes the previous day.
    
  • To Date: End date of the Out of Order/Out of Service process. The room status will automatically switch to the returned status after the night audit completes on the selected To date.
    
  • Reason: Reason for marking the room as OOO/OOS.
    
• Cancel: Click to exit the popup and nothing is updated.
  
• Save: Click to exit the popup and save the changes.
  

When a room is set to Out of Order (OOO)/Out of Service (OOS) from the From date to the To date, it means the room will remain in OOO/OOS status until the end of the To date. For example, if the room is set to OOO from 21st to 23rd, the room will only change to the selected return status after the night audit closes on the 23rd (which could run on the morning of the 24th).

Although the room’s status will only change after the night audit closes on the 23rd (which may run at 4 AM on the 24th), the room will be released and available for booking from 12:00 AM on the 24th. This means that from 12:00 AM on the 24th, the room will already be counted as vacant in the room occupancy, and it will be available for booking assignment. 

Note that:

• If selecting the room is occupied or has been assigned to a booking with a staying date within the [From date, To date] range, display message “Cannot create OOO/OOS because room [room no] is not available!”
  
• If there is an overlap in OOO/OOS time range for a room for at least one day, display message “OOO/OOS of Room [@RoomNumber] should not be overlapped time range!”
  
• If the room is in the process of being cleaned on a date within the [From date, To date] range, display message “Can not create OOO/OOS because room [room no] is processing! Please assign room back to Task Assignment first.”
  

2. Out of order/ Out of service page
   

On the Room > Housekeeping > OOO/OOS tab, display a list of rooms that have been set to Out of Order (OOO)/Out of Service (OOS), allowing users to filter the OOO/OOS list.

• Filter section
  
  • Date: Allows the user to select the date for filtering data applied with OOO/OOS on the chosen date. Can be cleared. If search without date, then will search with all dates.
    
  • Type: Displays the following options: Out of order, Out of service, All
    
  • Building: Allows the user to select a building to display data related to the selected building.
    
  • Floor: Allows the user to select a floor to display data related to the selected floor.
    
  • Room type: Allows the user to select a room type to display data for the selected type.
    
  • Room: Allows the user to select a room to display data for the selected room.
    
• Search: Click to export the data to an Excel file.
  
• Add: Click to open the Add Out of Order / Out of Service popup.
  
• OOO/OOS List: Displays the list of rooms set to Out of Order (OOO) or Out of Service (OOS), including the following information:
  
  • Type: Displays the status of the room (OOO or OOS).
    
  • Building: Displays the building associated with the OOO/OOS room.
    
  • Floor: Displays the floor associated with the OOO/OOS room.
    
  • Room type: Displays the room type associated with the OOO/OOS room.
    
  • Room: Displays the number of the OOO/OOS room.
    
  • From: Displays the start date of the OOO/OOS status.
    
  • To: Displays the end date of the OOO/OOS status.
    
  • Return status: Displays the room status after the OOO/OOS period ends.
    
  • Reason: Displays the reason for setting the room to OOO/OOS.
    
  • Created user: Displays the username of the person who created the OOO/OOS status.
    
  • Created time: Displays the timestamp when the OOO/OOS status was created.
    
  • Edit icon: On click, open Edit Out of order/ Out of service popup.
    
  • Delete icon: On click, open Cancel Out of order/ Out of service popup.
    

3. Edit OOO/OOS
   

In Room > Housekeeping > tab OOO/ OOS, click Edit icon to open Edit Out of order/ Out of service popup.

Building, Floor, Room type and Room are not allowed to be modified.

User can update below information: 

• Type: Displays the pre-selected value of the chosen item.
  
• Return status: Displays the pre-selected value of the chosen item.
  
• From date: Displays the pre-selected value of the chosen item.
  
• To date: Displays the pre-selected value of the chosen item.
  
• Reason: Displays the pre-inputted value of the chosen item.
  

Clicking Cancel button to exit the popup without saving changes.

Clicking Save button to save the changes.

4. Cancel OOO/OOS
   

In Room > Housekeeping > tab OOO/ OOS, click Delete icon to open Cancel Out of order/ Out of service popup.

There are two options for cancellation: Whole and Option.

a. Cancel Whole

When the user clicks the Whole radio button, it selects the option to cancel the OOO/OOS status for the entire period from From Date (Current Date) to To Date.

There are two scenarios:

• Scenario 1: If the room has been in OOO/OOS status for at least one day within the range From To, the system will update as follows:
  
  • The OOO/OOS list will be updated the ToDate = CurrentDate – 1
    
  • The OOO/OOS status will be released from the room starting from the CurrentDate.
    
  • Example:
    
    • FromDate: October 1, 2024
      
    • ToDate: October 10, 2024
      
    • CurrentDate: October 5, 2024
      
    • Since the room was already in OOO/OOS status from October 1 to October 4, the system will update ToDate to October 4, 2024, release the room from OOO/OOS starting from October 5, 2024.
      
• Scenario 2: If the OOO/OOS period has not yet started, the system will cancel the OOO/OOS status. Example:
  
  • FromDate: October 7, 2024
    
  • ToDate: October 15, 2024
    
  • CurrentDate: October 5, 2024
    
  • Since the OOO/OOS period hasn’t started yet, the system will cancel the OOO/OOS status entirely.
    

b. Cancel Option

Scenario 1: If the room has been in OOO/OOS status for at least one day within the range From To, the system will proceed as follows:

• Update the original OOO/OOS: ToDate = CurrentDate – 1
  
• Release the OOO/OOS status for the period from CurrentDate to ToDate.
  
• If the Selected ToDate < Original ToDate, create a new OOO/OOS entry for the period [SelectedToDate + 1, OriginalToDate] with the same details as the original OOO/OOS.
  
• Example:
  
  • FromDate: October 1, 2024
    
  • ToDate: October 10, 2024
    
  • CurrentDate: October 5, 2024
    
  • SelectedToDate: October 7, 2024
    
  • Since the room was in OOO/OOS from October 1 to October 4, the system will update ToDate of the original OOO/OOS to October 4, 2024, and create a new OOO/OOS for the period October 8 to October 10 with the same information.
    

Current date 5/10	From	To
Origin	1/10	10/10
Origin update	1/10	4/10
Cancel	5/10	7/10
Create new	8/10	10/10

Scenario 2: If the OOO/OOS period has not started yet, the system will release the OOO/OOS status for the period specified in Optional → Cancel the OOO/OOS.

• If Selected ToDate < Original ToDate, create a new OOO/OOS for the period [SelectedToDate + 1, OriginalToDate] with the same details as the original OOO/OOS.
  
• If Selected FromDate > Original FromDate, create a new OOO/OOS for the period [OriginalFromDate, SelectedFromDate – 1] with the same information.
  

Current date 5/10	From	To
Origin	1/10	10/10
Cancel	3/10	8/10
Create new	1/10	2/10
Create new	9/10	10/10

Related pages

1. Room > Room status > Tab Room occupancy
   

Automatically update the number of rooms in the Total room and Total out of order fields after a room’s status is updated to Out of order → The Total out of order field increases accordingly.

Once the out-of-order period ends, the system automatically releases the room and updates the Total out of order count.

2. Room > Room status > Tab Room status
   

Automatically update the room status to Out of order when the specified out-of-order date range starts.

3. Create/Detail booking screen
   

When the user clicks the Select room button in the Room field, the list will not display rooms with an OOO status if the Arrival date and Departure date overlap with the OOO period.

OOS rooms will still be displayed and available for selection and assignment to bookings.

4. User activity log
   

Add log descriptions for actions performed on the OOO/OOS screen.

5. Dynamic price screen
   

Check the number of OOO rooms to update the available rooms for sale by room type across different channels and the PMS.

6. House status screen
   

Update the Out of order rooms count in the Room summary section.

7. Room > Housekeeping > Tab Task assignment
   

Remove the Out of order and Out of service statuses from the Room status droplist on the Task assignment tab.

8. Room > Housekeeping > Tab Room condition
   

In the Update room status popup, remove the Out of order and Out of service statuses from the Select discrepancy droplist.