Creating Rooms

Once you have created Room Categories, you can create Rooms and associate these Rooms to the Room Categories you created earlier. Associating Rooms to Room Categories makes it easier for you to reserve some Rooms for particular types of Services. You can also track room utilization and room revenues using Reports.

Example: Assume your Center has a Room called Massage Delight. As the name suggests, this is a Room that you use to deliver massages for guests. You can associate Massage Delight to the Full Body Massage RC (Room Category) which is indicative of the Service you are delivering in this Room.

In Zenoti, creating Rooms is a 3-step process:

    1. Enter General information
    2. Associate Services
    3. Define Reservation Rules

To create Rooms:

Step 1: Enter General information

  1. Ensure you are at the Center level.
    Important: You can create Rooms only at the Center level.
  2. On the Main menu, click Admin.
  3. Expand Resources from the Left panel and click Rooms.
    The Manage Rooms page opens.
  4. Click Add.
  5. Enter details as per the table below.
  6. Click Next.

Field

Descriptions

Room Name

Enter a name for the Room.
Example: Massage Delight

Room Code

Enter a Code for the Room. It is a best practise to evolve a naming convention around giving Room Codes - doing so will also make it easy for you to search for Rooms easily.

Example: M_001 - in this case, M could stand for Massage. If you have two more Rooms for massage such as Relax Massage and Rejuvenate Massage, then you could add Codes such as M_002 and M_003 for these Rooms respectively.
Similarly, you could have HT_001, HT_002, HT_003 as Codes for Rooms that deliver hair treatments and SK_001, SK_002, SK_003 for Skin Treatments.

Description

Enter an appropriate description for the Room - the description should ideally describe what kind of Service the Room is used for.

Example: Use this Room to deliver full body massages.   

Capacity

Enter the number of people the Room can accommodate.
Example: If you have a large room, perhaps the Capacity is 8 or 10. A smaller room may have a Capacity of 2 or 4.

Allow to book more than capacity

Select this check box to allow the Front desk staff to book more than the Capacity. Overbooking a Room is useful when some Services may require guests to vacate the Room for a short duration. If that slot is free, the Front desk staff can accommodate a quick Service for another guest in the same Room.

Example: If the Room Capacity is 4 and this check box is selected, then the Front desk can overbook this Room for the same time slot. If a guest requests a hair wash during a sequence of massage, then the Room falls vacant at least for 15 minutes. The Front desk staff can accommodate another guest for a quick feet massage for this same duration, if this check box is selected.

Room Category

Specify a Room Category from the drop-down list. In this way, you are associating or mapping a Room to a Room Category to make it easier for you to search and also to make it easier to know the type of Services you deliver in the Rooms.
Note: You need to configure Room Categories so that you can view them here.
Important: Associating a Room Category to Rooms is optional.

Color Code

Specify the Color Code for the Room. When the Front desk staff books an appointment and reserves a Room for a Service that is performed in a Room, the Appointment Book displays the color you specify here. This way, at a glance the Front desk staff knows which Rooms are booked and for what time slots.

Print in bill

Select this check box to print the name of the Room on the guest’s bill.

Example: Some Rooms such as VIP rooms may attract premium charges. Normally, a Hot Stone Massage may cost $100, but the same Service may cost $150 in a VIP room. In such cases, it is useful to print the name of the Room on the bill, so that it is clear for the guest and Front desk staff that the Service is attracting a premium price because of the Room in which the Service was delivered.




Step 2: Associate Services to the Rooms:

  1. Select the Services that can be delivered in this Room. Once you define Services for a Room in this manner, Front desk staff cannot book the Room for any other Services from the Appointment Book.

Define the Price Factor % for the the Services. This means, you can define an extra premium charge for Services done in this Room.
Example: You may want to charge an extra premium for Services you perform in the Massage Delight Room such as a Deep Cleansing Massage or a Hot Stone Massage. You may charge 140% (instead of 100%) for Services. 
Note: The price is automatically adjusted on the invoice. If you do not want to limit the Rooms to particular Services, leave this page blank. 


Step 3: Define Reservation Rules for Rooms:

  1. Define Reservation rules, if any, for this Room.
    Example: You may want to reserve this Room for Members only, such as Annual Members or Platinum Members or you may want to use the Room for a particular Target Segment such as Guests whose average spend per visit is $500.
  2. Enter details as per the table below.

    Field

    Descriptions

    Select the Days of the Week

    Specify the days of the week when you want the Reservation Rule to be apply.
    Example: You may want the Rule to apply on all days of the week, except Mondays - because that’s the day your Center has a weekly holiday.

    Start Time

    Specify the Start Time - the Reservation Rule will be active from this time, on the days you specify.  This means, the Rooms will be reserved for the time slot for particular type of guests only.

    Example: You may notice that your Center is busy during the afternoon hours - in such a case, you can define the Reservation Rule to be active from 9 am to 11 am. In this case, you can define the Start Time as 9 am.

    End Time

    Specify the End Time - the Reservation Rule will not apply after this time, on the days you specify.

    Example: You may notice that your Center is busy during the afternoon hours - in such a case, you can define the Reservation Rule to be active from 9 am to 11 am.  In this case, you can define the End Time as 11 am.

    Reservation Options


    Specify one of the following options if you want to remove the reservations placed on the Room so that the Room becomes free for other bookings.
    Example: Suppose you have a VIP room that you normally reserve only for Platinum Memberships, and you know that there are no bookings on particular days (Wednesdays) from these Members, you can use these options to make the same Room available to other guests on these days.

    Expires __ hours before Start Time: Use this option to specify how many hours before Center Start Time you want the Reservation to expire so that the Room is available to other guests.

    Example: If you specify Expires 1 hour before Start Time, and your Center Start time is 7 am, it means that the Reservation restrictions will expire 1 hour before 7 am. That is, Front office staff can make Reservations for this Room from 6am onwards.  

    Important: The Start Time here refers to the Center Start Time. That is, when the Center opens for the day.

     

    Expires __ hours before Service Start Time: Use this option to specify how many hours before Service Start Time you want the Reservation to expire so that the Room is available to other guests.

    Example: If you specify Expires 2 hours before Service Start Time, and the Service Start time you specify is 11 am, it means that the Reservation will expire 2 hours before 11 am. That is, Front office staff can make Reservations for this Room from 9 am onwards.

    User Type

    Specify any one of the following:

    Membership Type: Select the Membership Type for which you want the Rule to apply.
    Note: You should have already defined Membership Types in the application - only then can you view the Membership Types in this drop-down list.


    Target Segment Type: Select the Target Segment Type for which you want the Rule to apply.
    Example: You may want to reserve the Room for guests who have a Massages Membership with you. This means, from 9 am to 11 am, the Front office staff can book the Room only for guests who have a Massages Membership.

    Note: You should have already defined Target Segment Types in the application - only then can you view the Membership Types in this drop-down list.




  3. Click Add Rule
    The Rule appears in the bottom panel of the same page as a summary. You can add multiple rules, if required.
  4. Click Finish
    The Room is created. When the Front desk books an appointment, they can automatically view Room Category and Service associations with the Rooms. If the Front desk tries to make a booking for a guest that is not in line with the Reservation options, Zenoti alerts the Front desk and does not allow such reservations or booking to be made.



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