Automatic room assignment for hotels
By 06:30 rooms are assigned in the PMS by your house rules, open cases are flagged.
- Trigger
- daily at 06:30 or on a new reservation
- Guide value
- ≈ 20 minutes per property and day (estimate)
- Systems
- PMS
Today
Check every arrival by hand against the room plan, requests, blocks and cleaning status.
Afterwards
By 06:30 rooms are assigned in the PMS by your house rules, open cases are flagged.
How to set it up
- 01
Describe the task
In plain language, the way you would explain it to a new colleague. The description below is a starting point.
- 02
Review the first run
Discontinue shows you the result before anything runs on a schedule.
- 03
From then on it runs
On a schedule or when something happens. You can change it in chat at any time.
Every morning at 6:30, assign rooms for today’s arrivals. Returning guests get their favourite room where possible, accessible rooms only when needed, blocked rooms never. Anything no rule covers: don’t assign it, send it to the front desk with the reason.
Step by step in the documentation: Create an agent in chat.
What the result looks like
The agent works from your description and reports what it did and what is open.
What stays with you
You decide the exceptions. Anything no house rule covers goes to the front desk.
- Arrivals
- 42
- Assigned in the PMS
- 41
- To the front desk
- 1 · arrival 23:40, no rule applies
Sample data. Your output uses your property’s data.
Systems and permissions
| Software, any one of them | Access | What for |
|---|---|---|
| PMS | read and write | Read arrivals and availability, assign rooms |
| Team channels (optional) | write | Deliver the result to the team inbox or channel |
Apaleo
Oracle OPERA Cloud
Slack
TelegramWhich data and actions are available depends on each system’s interface. When you connect a system you decide what is granted; every run is logged.
Frequently asked questions
What happens to arrivals no rule covers?
They stay unassigned and go to the front desk with the reason. Discontinue only assigns what your house rules clearly cover.
Which permissions does “Assign rooms” need?
PMS (Apaleo or Oracle OPERA Cloud): read and write, Read arrivals and availability, assign rooms. When you connect a system you decide which areas and actions are granted. Everything else stays off-limits.
What happens when a rule does not apply?
Agents only work with the systems and actions you granted. Where a rule does not apply, a person decides, and every step is logged.