Allotments per day

Overview

The Allotment per Day screen is part of the hotel configuration module. It is used to define and monitor the number of rooms available (allotment) for each room type on a daily basis. This ensures that booking agents and the system know exactly how many rooms can be sold or held on specific dates.

This section is essential for managing availability, avoiding overbookings, and ensuring accurate tracking of room inventory.

Purpose

The purpose of the Allotment per Day functionality is to:

• Allocate a daily number of rooms for each room type.

• Define secured and guaranteed allotments with the hotel.

• Track how many rooms are already booked and how many remain free.

• Adjust daily availability to match contracts, demand, or sales limits.

• Support smooth booking operations by providing clear visibility of inventory.

Field Descriptions

Field	Description
Room	Indicates the room type or category being configured. Example formats: 1/1, 1/2-SH.
Date	The calendar date for which allotment is being defined.
Day	The day of the week for the selected date
No.	The number of rooms allocated.
Secured	Number of rooms secured through a contract with the hotel. These rooms are guaranteed to be available.
Guaranteed	Rooms that are financially guaranteed to the hotel, regardless of sales. Usually part of contracts.
Book	Number of rooms already booked by customers for this date.
Free	Remaining available rooms (calculated as allotment minus booked).
R	True (green) if the room is released
For R	Number of rooms available for release
Max	The maximum number of rooms
Extra	Extra rooms number
Pax 1, Pax2, Pax3, Pax4	The maximum number of rooms with a max of 1 - 4 pax
Min	The minimum stay
Stay length	Specifies how many rooms are allocated for a charter transport based on the selected number os stay days

PAX1, PAX2, PAX3, PAX4 – When you hover over these cells, a tooltip appears showing the number of booked rooms for each corresponding PAX category (PAX1, PAX2, PAX3, PAX4).

Note: If stop sales are enabled for a hotel on a certain date, a message ( yellow triangle near room) will be visible

Search with Allotment Control

Functionality

When searching with Allotment Control:

• The search is based on departure date.

• Results display per transport, with columns for:

  • RESV (Reserved allotment) – The predefined room allotment set for the transport. Use 0 to block allotment or a number to limit the number of allotments for transport

  • BOOK (Booked Seats) – The number of seats already booked for that transport.

The columns together provide a quick overview of remaining availability.

Stay Length

The Stay length columns specify how many rooms are allocated for a charter transport based on the selected number of stay days.

When a reservation is made for a specific stay length, the system also reserves rooms for stay lengths that are multiples of the original length. This ensures that capacity management accounts for bookings that overlap across longer stay periods.

STAY LENGTH (3, 7)– When you hover over these cells, a tooltip appears showing the number of reserved rooms, booked rooms, available rooms and free rooms for each corresponding stay length.

The tooltip for each cell displays detailed reservation data to make it easier to interpret the information behind the cell values.

Value	Explanation
Reserved	The number of rooms reserved for the current stay length. This is the same number shown in the cell, displayed in the tooltip for easier visibility.
Booked	The number of rooms booked with a stay length equal to the current stay length, or a multiple of it.
Available	The number of rooms still available from the total reserved rooms.
Free	The number of rooms that are not reserved for any stay length and are free to book. “Free” indicates that it is possible to reserve additional rooms for this stay length.

Room Control Status

Each transport displays a control status value that determines how many rooms can be sold:

• -1 → No room limit (unlimited sales possible).

• 0 → No rooms can be sold on this transport.

• 1+ → The exact maximum number of rooms that can be sold for the specified transport and interval.

Usage Notes

• This feature is critical for capacity planning and ensuring correct allocation of hotel rooms per flight.

• The status values should be monitored regularly, especially during peak booking periods, to avoid overselling.

• Adjustments to allotments must be coordinated with both transport and hotel availability.

Instructions for Use

1. Navigate to Hotel → Allotment per Day when setting up or editing a hotel.

2. Select the Period (date range), Room Type, and optionally filter by Week Days to view or adjust availability.

3. Click Search to display the daily allotment table.

4. For each date and room type:

   • Enter or adjust the number of rooms in No., Secured, and Guaranteed fields.

   • Verify the number of Booked and Free rooms (system-calculated).

   • If applicable, set values for Max, Extra, and PAX fields.

5. Use the checkboxes to select days and apply bulk actions if available.

6. After making changes, click Update to save.

7. Use Allotment History to review previous changes.

8. To cancel changes without saving, click Cancel.