To view the Timeline, click the Timeline icon on the Dashboard or go to Main menu > Reservations > Timeline.
The Timeline is the graphical display of all bookings in a selected time period, organized primarily by room type and secondly by room number within that room type. On the Timeline, you can zoom in and out to view more or fewer data. This is useful not only to display a greater number of bookings simultaneously but also to optimize usage on mobile devices.
Below, you can find a detailed description of all features, filters, and data available on the Timeline and how to best use them.
- Blue - Reservations that require action today. They are either bookings that need to be checked in or checked out by the end of today.
- Black - Reservations that are currently in the hotel and do not require any action within today. They are already checked in and have a check-out date that is on a date later than today.
- Gray - Reservations that are either in the past or future and do not overlap with today, thus not requiring any action within today. House use bookings are also indicated in grey.
- Yellow - Reservations that are indicating out of order rooms. Once a room is placed out of order, it is no longer available for sale.
- Orange - Reservations that require urgent action, such as no shows or options that have expired.
- Dotted line - Reservations that have not yet been confirmed or reached their release date.
Housekeeping status colors
- Black - Inspected room
- Orange - Out of service room
- Blue - Dirty room
- Yellow - Out of order room
- Green - Clean room
At the top of the Timeline you are provided with a few different filters:
- Arrows - Double arrows will move the Timeline forward or back one month. Single arrows will move the Timeline forward or back by one week.
- Today - This button will always take you back to today's date, which will always be highlighted in blue
- Select date - Use this date-picker to quickly skip to a specific date
- Select space - Search by the name of your space categories or by room number to view spaces with matching criteria in the drop-down menu
- House Use Booking - Use the House icon to block spaces for internal use; for more information please see below
House use bookings are used to block spaces for internal use. This feature can be used to create reservations for your property's employees or management. Please note that house use bookings will block spaces from your sales, but will not impact your average rate and occupancy data, as the room is used for internal purposes. For this reason, House use reservations should be used sparingly as to not interfere with your revenue.
To create a house use booking go to the Timeline and click the
House button. In a new window, you will see the following fields to complete:
- Name - Enter a brief description which will be displayed in the reservation block
- Assigned room - From the drop-down list, select the room that you'd like to book
- Start- Date and time that house use booking should begin
- End- Date and time that house use booking should end
- Notes- Any additional notes or information that you'd like to include
Create, and you will be redirected to the Timeline where you can see the reservation block.
The far left column on the Timeline contains a list of your space categories. As you zoom in and out, you may notice that
Short names is often used here as space becomes limited. Within each of these space categories, you will see all corresponding space names or numbers, each with its own row. If any spaces contain other spaces, you will see that represented as each subsequent space will also be given its own row on the Timeline.
All space numbers are clickable and are a direct link to the corresponding space properties page for each. The space properties page for each one contains all details regarding the status of that space. From this screen, you can quickly change the status of the room to
Out of service, or
Out of order. You can also find a summary of any recent
Out of order blocks and any recent space status changes. Space numbers are also displayed in the corresponding space status color for easy identification.
Bookings appear as blocks on the Timeline, which occupy a period of time that corresponds with the length of the booking. The Timeline space blocks all accurately represent both arrival and departure times for each booking and are always displayed in the appropriate Mews action color.
Each booking is displayed with the name of the reservation owner in Last name, first name format. If the customer has been assigned any
Customer Classifications, you will also see those corresponding icons just after the customer name.
A Face icon may also appear before the name of the customer, which indicates that the reservation is for a female guest who has booked one single bed in a dormitory or multi-bed space. This feature is very useful for hostels that promote all-girl dormitory spaces.
You may also find a
Lock the icon displayed before the customer name, which is described more fully below.
When you click on any booking, a window with details of the reservation will open. From this screen, you can select the
Group buttons to open the
Reservation module, or use the applicable action button to
Check in or
Check out that booking. Within the
Simple detail, you can click on the icon next to the guest's name for a direct link to that customer's profile, where you can manage any of their personal details as needed.
Click, drag, and drop any unlocked reservation blocks to move them across the Timeline. You can use this method to update reservations to a higher space category.
Once you have dragged-and-dropped a booking into a higher category, an
Upward arrow the icon will appear on the reservation block in front of the customer name, indicating that the booking was upgraded. Please note that if the booking is not locked after being upgraded, the system may try to move it back down to the originally booked space category for revenue optimization. To prevent this from happening, Mews would recommend that you change the space category in the
Reservation Module under the
The Timeline does not allow downgrading reservations to a lower category using drag and drop, which is helpful for preventing accidental downgrades. If you do wish to downgrade a space category, you must do this manually in the
Reservation Module under the
If one unlocked reservation block is moved and then dropped on top of another, the system will automatically try to reassign the booking that was previously in that slot. If there is not another suitable room, that booking will be placed into an overbooking slot. Once a booking is placed into the overbooking slot, they must be manually moved to suitable room allocation. For more information about overbookings, please see below.
Lock or unlock
When you select a reservation on the Timeline, all booking information will appear in the
Simple detail window on the right. Within this window, you can find a
Lock icon, which you can use to lock or unlock this booking from being edited.
Locking the reservation means that the booking can no longer be moved. Locking rooms is primarily used to prevent employees from moving any reservations accidentally. Properties may want to lock a booking for various reasons, for example, a returning guest may have specifically requested their assigned space.
Bookings will only be unlocked by the system automatically in the case that arrival or departure dates are edited. Therefore, please note that after editing these booking details, the user must lock the reservation again to prevent it from being moved.
When new bookings are created, they are automatically allotted to a space on the Timeline. If a property has overbooked a category, meaning they've created more bookings than the number of spaces available, the system will automatically create overbooking slots in which it will place the reservation until the property is able to resolve the conflict.
These slots are displayed in red, indicating that urgent action is required, and are used as temporary placeholders for bookings that have not yet been moved to an available space.
You can resolve overbookings by moving the reservation block from the overbooking slot to a vacant space, which will then automatically remove that overbooking slot from the Timeline.
Some stay settings are relevant to the Timeline. To view or edit your stay settings, go to Main menu > Settings > Services > Stay.
In the General Settings tab are the following options:
- Reservation assignment strategy
- Bottom up - New reservations will be assigned starting with lower room numbers first
- Top down - New reservations will be assigned starting with higher room numbers first
- Random - Rooms will be assigned at random, ensuring that all rooms receive the same number of bookings and wear. Please note that if you have a lot of business travelers, we recommend against this setting, as it will spread groups all over the hotel.
- Availability calculation strategy
- Diffusive - Overbookings will transfer to your lowest available space category and those numbers would automatically reflect in your availability calculation system-wide
- Discrete - Prevent overbookings from affecting the vacancy of any space types that were not originally selected