Hotel release - automation

Overview

The Hotel Release Automation service in Tourpaq Office is designed to automatically manage hotel room releases based on rules configured by company administrators. The service runs daily for each company in the system and ensures that available hotel rooms are properly flagged and communicated to suppliers.

Purpose

The main goals of the Hotel Release Automation are to:

• Automatically determine and release hotel rooms that are available for booking according to predefined release rules.

• Update the status of hotel allotments to “suitable for release” so suppliers can manage them in the Tourpaq system.

• Notify suppliers via email when rooms have been released, including a list of affected rooms.

• Maintain an internal log of all release activities for administrative review and tracking.

Actions Performed by the Service

1. Identify Applicable Release Rules

   • For each hotel of a given company, the system determines which release rules apply based on the current date.

   • Retrieves hotel allotments that fall under these rules.

2. Compute and Release Rooms

   • For each eligible hotel allotment, the service calculates the number of rooms to release:

     Number of rooms to release = Allocated rooms – Booked rooms

   • Updates the room allotment status to “suitable for release”.

   • Records the details of all released rooms for logging purposes.

3. Notify Suppliers

   • Sends an email to each hotel supplier who had at least one room released.

   • The email includes a list of all rooms released during that service run.

   • The supplier email used is taken from the release rule that triggered the room release.

4. Maintain Logs

   • Creates a log file recording all rooms released during the service run, including dates and hotel allotments.

   • Provides a historical record for administrative review.

Notes

• The automation runs daily for each company in the system.

• Detailed examples and scenarios can be found in the Hotel Release Rules section of the hotel specification.

• The service ensures that released rooms are visible and manageable by hotel suppliers, enabling dynamic inventory control and efficient allotment management.