Module 3
Note In the example of 11 June, it can be seen that Mr Dove in Room 102 is staying until 20 June. Room 103 is being vacated by Mr and Mrs Jay, and the receptionist has allocated the room to Mr and Mrs Raven. In completing the sheet, the receptionist would write the room allocations in pencil, so that changes can be easily made. When the guests arrived and have registered, then the details can be entered in ink in the arrival column. In the example, Mr and Mrs Raven would be entered into the ‘staying’ column of the bed sheet of 12th June. It is still necessary to show whether or not the departure has been made, and also whether or not the room has been cleaned and returned by the housekeeping department. For each new reservation determine what will happen to the guest on the date of the bed sheet: in other words - is the guest arriving, staying or departing from the hotel. Tis will provide the indication in which column the details of the guest must be entered.
Whitney system: room board and room status rack (also section 3.5.3) Tis system is rarely still used. But as it is still included in the syllabus, an explanation can be found below.
Room board A room board is used in larger hotels. Te board is made of slots next to each room number. As each guest registers, a small card is filled out with details of the guest and the length of stay and this is placed into the appropriate room slot. When the guest checks out, the card is removed and thrown away. With this system, there is much less clerical work, for the guest’s name is written only once. Coloured cards can be used to show whether or not a room is ready to be occupied. A room board is a quick, visual guide to room status, but unlike the previous two systems, it does not provide a permanent record.
Room Status Board A room status system is simply a development of the room board. Although some of the components are interchangeable with the advance reservation rack system, they do not have to be used together. Te rack is tailor-made for each hotel. In some systems there is a perspex slider which can be in one of three positions relating to the colours: clear, red or green. Te room type is shown in the centre of each slot, and the room types are colour coded over the room numbers on the leſt. In this way, the room type can be identified even when a rack slip is in place. Arrows are used to show communicating rooms. Te centre section can also be used to show the room rate and the location of each room. With this method, the maximum information about the room is presented to the receptionist.
Te three colours of the perspex slider can be used to show the current state of the room: 1. red = room vacant but not ready 2. clear = room vacant and ready 3. green = room just let
Te advantage of a room status board such as this is that more than one receptionist can register guests and allocate rooms instantly, minimising the risk of two people being given the same room.
In many of these systems, information relating to the guest is entered into a rack slip with several copies, the top copy of which is placed in the room slot until the guest checks out. Te other copies may be used by other departments (such as porters and switchboard) to make an alphabetical display of guests currently in the hotel.
When a guest checks out the rack slip is removed from the room slot, and can then be crossed through to show the guest has leſt and distributed to other departments. Tis allows the departure to be noted as swiſtly as the arrival; all that is required of staff is to remove the slip of the guest who has leſt and dispose of it. Tis important task of circulating the arrival and departure notifications will ensure that all departments are able to keep their house lists in order.
82 FutureManagers
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