Sometimes a room can't be sold: the AC is broken, the mattress is being replaced, the room is being repainted. Take the room out of service so front desk stops offering it to guests, then return it when the work is finished.
Before you start
- Your login needs the ROOM_MANAGEMENT permission (same one as Housekeeping and Rooms setup).
- The room cannot have a current guest. If it does, check the guest out first — or move them to another room.
Take a room out of service
- Go to Front Office → Rooms Out of Service.
- Click Take a room out of service.
- Pick the room.
- Pick a reason type:
- Maintenance — something's broken, will be repaired.
- Renovation — repainting, re-carpeting, redecorating.
- Out of Use — anything else: fumigation, deep clean, waiting for a delivery.
- Type a short reason ("AC compressor faulty — technician called").
- Optionally pick an expected back on the pool date. When that date passes and the room is still out, the row turns red on the page so the manager sees the delay.
- Click Take out of service.
The room disappears from the bookable pool immediately. It still shows on the Room Board but with the reason type as its status.
Return a room to service
Two ways:
- From the Rooms Out of Service page: find the row, click the Return button. Confirm.
- From the Room Board tile: (once wired) click the room, choose Return to service.
The room flips back to Vacant and becomes bookable again.
Tips
- Historical sessions stay in the database. In future releases we'll add a downtime report so you can see "Room 104 has been out for 12 days across 3 sessions this quarter."
- The overdue red badge is your prompt to chase the maintenance team — it doesn't auto-close the session.
Common problems
- "Room has an in-house guest" — check the guest out first, or move them to another room, before taking the room out of service.
- "Room is already out of service" — someone else already opened a session. Return it first, then open a new one if needed.