Assigning Availability to a Hotel

Hotel availability is used in ARCOS to show how many of each room type the hotel has vacant, how many of each room type you have agreed to book and the rate that was agreed upon. This information must be entered prior to assigning members to lodging. This is to ensure more members are not assigned to a specific hotel than what the hotel has vacancy for.

Note: Prior to assigning availability to a hotel, the hotel must exist in ARCOS and have room types configured.

To assign availability to a hotel

1. Navigate to the Lodging Mode.

2. Change your viewed point-in-time to the first day the availability information will be entered for. Your viewed date can be changed by clicking in the date field in toolbar and using the picker to select the date.

3. Click the Availability Panel button to make the Availability Panel visible if you cannot see it.

4. Click the plus sign (+) in the cell for the hotel and date the availability is for. The Add new Availability pop-up appears. (This method works best for assigning availability for one room type.) Skip to step 6.

   

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Click in the cell for the hotel and date the availability is for. The Availability for Hotel pop-up appears. (This method works best for assigning availability for multiple room types.)

5. Click the plus sign (+) in the Room Type cell. The Add new Availability pop-up appears.

   

6. Select the room type the availability is for from the Room Type dropdown. The Rate auto-populates with the default rate entered for the hotel’s capacity.

Note: The room type dropdown only includes room types that were added to the hotel’s capacity.

7. Type the rate agreed upon for the room type in the Rate textbox.

8. Type the number of vacant rooms the hotel has available for that room type in the Available textbox.

9. Type the number of rooms that have been reserved from the hotel for the room type in the Booked textbox.

Note: This is not the number of members who have actually been assigned to the hotel, but is the number of rooms you plan to use. For example, a hotel may have 100 single rooms but only 50 of those rooms are vacant. Of the vacant rooms, you may want to only reserve 40 of them for assigning to members. In this scenario, you would enter “50” in the available textbox and “40” in the booked textbox.

10. Type any notes about the availability in the Note textbox.

11. Type the number of days the availability information is good for in the Number of Days textbox. This is the number of days the number the rates for the reserved rooms have been agreed upon with the hotel.

Note: If entering more the one day, you can only enter the number of days that are visible in your current view. The number of visible days can be changed in the Visible Days textbox in the Panels toolbar.

12. Click the plus sign (+) to save the availability information. In the Availability Panel, the availability information is added in the following format:

Room type abbreviation / # available / # booked / # assigned

The number assigned will auto-calculate as members are assigned to the room type for the hotel in the Lodging Assignment Mode.

Repeat these steps for each hotel and room type that will be used for lodging.

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*Note: Not all companies have all of the items described in the Online Help.

*Please note, the ARCOS online documentation is a living document that is always under review. If you see information that is inconsistent with the behavior in the application, or you do not see a page covering an ARCOS feature you would like to know more about, please contact the ARCOS Support Center.