In HMS, users have the ability to manage the availability of their rooms through either the Availability Calendar, or through Rooms Settings. However, these should not be used interchangeably because the objective of each option is different. 


To determine whether you should adjust the availability from the Availability Calendar or use a room closure, consider the following:


  • The Availability Calendar allows users to view and update the availability of rooms on a daily basis. This is useful when a hotel has a fluctuating demand and needs to adjust the number of rooms available to meet the needs of guests. To adjust the availability, users can access the Availability Calendar and update the number of rooms available for the desired dates.(How do I update Availability in HMS (desktop)? / Update Availability in the app )


Adjusting the availability only controls the number of rooms which are available to be sold. It does not allow users to specify which rooms (i.e. room numbers) are not available. 


  • A closed room, also known as an Out-of-Order or Out-of-Service room, is a room that is not available for guests to book or stay in. This can be due to reasons such as renovation, air-con maintenance work, or other issues that make the room unusable. Therefore, a Closed Room needs to be specific to a room number. To close a room, users can access the Rooms settings page from the Rates & Availability section and mark the room as Closed for the affected dates. (How do I apply Room Closure?) 


Guests cannot be assigned to closed rooms. Similarly, if a room which already has a booking assigned to it is marked as Closed, the booking will be bumped to Unallocated. 


In summary, use a room closure when a specific room is not able to be used to accommodate guests, but use the Availability Calendar to adjust the availability of a room type when you need to change the number of rooms for a particular date or time period based on demand. 



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Tags: Availability, adjust availability, availability calendar, room closure, room settings, room availability, room type, number of rooms, closed room, rates and availability, out-of-order room, out-of-service room