Hotel release - automation

Automate hotel room releases and supplier notifications based on release rules, booking status, and travel timing in Tourpaq.

Overview

Hotel Release Automation releases unused room allotments based on configured release rules.

The service runs daily per company.

It flags allotments as Suitable for release and emails a release report to suppliers.

Related pages

• Releases

• Hotel release - Reporting

Purpose

The main goals are:

• Automatically identify unused allotments and release them based on release rules.

• Update the status of hotel allotments to Suitable for release.

• Email suppliers a release report with the affected dates and room types.

• Keep an internal log for auditing and troubleshooting.

Actions performed by the service

1. Identify applicable release rules

   • For each hotel, the system checks which rules apply today.

   • It then retrieves the hotel allotments covered by those rules.

2. Compute and release rooms

   • For each eligible allotment, the service calculates how many rooms can be released:

     Number of rooms to release = Allocated rooms – Booked rooms

   • It updates the allotment status to Suitable for release.

   • It stores the release details for logging.

3. Notify suppliers

   • It emails each supplier with at least one released room.

   • The email includes all rooms released in that run.

   • The recipient is the email address from the rule that triggered the release.

4. Maintain logs

   • It writes a log entry for each release action, including dates and allotments.

   • This creates a historical record for admins.

Notes

• The automation runs daily.

• Release rules are configured in the hotel Releases tab.

• Released rooms remain visible for suppliers, who decide how to handle them.

FAQ

What does the automation actually change?

It updates hotel allotments to Suitable for release and writes release logs. It does not delete bookings.

When does the service run?

It runs daily for each company.

What decides if a room is released today?

The service evaluates the configured release rules against today’s date. It also uses the rule’s days in advance lead time.

How many rooms are released?

Only the unused part of the allotment:

Allocated rooms – Booked rooms

Can it release a room that is already booked?

No. Booked rooms are not released.

Which email address receives the release report?

The email address saved on the release rule that triggered the release.

Do suppliers have to “accept” the release?

Suppliers can decide how to handle released rooms in their supplier login. Typical actions include reusing the inventory on other channels.

Where can I see what happened?

Use the Releases Log in Tourpaq Office. You can filter by supplier, hotel, room type, and period.

I changed a release rule today. Will it affect today’s run?

It depends on timing. If the daily run already completed, changes apply on the next run.