Hotel release - Reporting

Overview

The Hotel Release Reporting Scheduler is a set of configurable rules that are executed periodically by a Windows service. The scheduler automates the release of hotel rooms according to the rules defined in Tourpaq Office, ensuring timely notifications to suppliers and proper management of allotments.

Purpose

The scheduler allows administrators to:

• Automate hotel room release reports on a daily, weekly, monthly, or annual basis.

• Ensure consistent and timely execution of release rules.

• Reduce manual work for hotel release management.

How to Add a New Rule

To configure a release reporting rule for a hotel:

1. Navigate to Dashboard → Hotel → Release Tab → Scheduler.

2. Click Add Record to create a new scheduler row.

3. Enter the required details for the scheduler (hotel, dates, frequency, etc.).

4. Click Insert to save the new scheduler row.

5. To modify an existing scheduler row, edit the row directly in the grid and click Update to save changes.

Column name	Column type	Description
Interval	enumeration	Interval specifies how often the scheduler it will be send. If Daily is chosen the scheduler will run every day. Next to interval drop down is a date field and if chosen it will run the scheduler not before that date. If Weekly the scheduler will run every week at a mandatory day specified right next to the interval drop down. If Monthly is chosen the scheduler will run every month on a day specified right next to interval drop down. If Annually is chosen the scheduler will run every year on a day specified right next to interval drop down.
Days After	number	The value specifies the number of days after the release date. Ex.: If the scheduler is set to be sent every Friday (10.01.2014) and the Days after is 7 days then the the release will be made in the interval 10.01.2014 to 17.01.2014.
Hour	time	The hour when the hotel allotment list will be send. The field is mandatory
Email	text	The email address that will receive the list.
Room	enumeration	Is a dynamic list of room assigned to the current hotel. If not chosen the rule will apply for all rooms.
Start Period	date	The allotment will be released not before the Start Period.
End Period	date	The allotment will be released not after the End Period.
Cut Down Allotments	check box	If On the available rooms will set equal with booked rooms and free rooms will be zero. Otherwise the room availability will not be modified.

Scheduler Types

1. Daily Release Scheduler

• Runs every day starting from the first execution date.

• Example:

  • Service first runs on 24.03.2025 for interval 24.03.2025 – 31.03.2025.

  • The rule’s allowed interval is 27.03.2025 – 31.03.2025, so only dates 27 – 31.03.2025 are released.

1. Weekly Release Scheduler

• Runs once a week on a specific day of the week.

• Useful for hotels that want to release rooms on a consistent weekly schedule.

1. Monthly Release Scheduler

• Runs once a month on a specific day of the month.

• Ideal for monthly batch updates of hotel room availability.

1. Annual Release Scheduler

• Runs once a year for the entire specified start–end period.

• 📝 Note: In annual mode, the “Days after” field is ignored.

Notes

• Each scheduler is linked to a specific hotel and cannot apply to multiple hotels simultaneously.

• Scheduler execution is handled by the Windows service; administrators only need to configure rules in Tourpaq Office.

• Logs and reports for each run are generated automatically and can be reviewed for auditing purposes.