Hello Softinn PMS Users!

Scenario: Two guests request to trade their assigned rooms (e.g., Alif is in a Junior Suite and wants to trade with Mike, who is in an Executive Room). You need an easy way to flip their room assignments without manually cancelling and rebuilding both reservations.

Check out this video to find out more on how to Swap Rooms Between Two Reservations on the PMS Calendar:

Steps to Swap Rooms via the Calendar

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Follow the steps below:

Step 1: Log in to Softinn PMS and select the correct property.

Step 2: Click on Calendar in the main menu to open the room matrix.

Step 3: Locate the first guest’s reservation bar (e.g., Alif). Click and drag the entire bar directly onto the second guest’s reservation bar (e.g., Mike).

Step 4: A Swap Rooms pop-up box will appear showing both reservations, confirming the new room types and numbers assigned to each guest.

Step 5: (Optional) Scroll down to the Room Charges section in the pop-up to adjust the pricing for either reservation, if needed.

Step 6: Click the Save Changes button to complete the swap.

How to Verify the Folio Changes

Once the swap is complete, the PMS automatically adjusts the financial records:

1. Right-click on a guest’s reservation from the calendar and select View Folio.
2. On the folio page, turn on the “Show reversed and voided transactions” toggle.
3. You will see that the PMS has automatically reversed the original room charges and applied the new room type charges (e.g., Alif’s folio will show the Junior Suite charges reversed and Executive Room charges added).

Notes: You can only swap a reservation with another valid reservation. The system will not allow you to swap a reservation with a room block, maintenance hold, or allotment.

Now, swapping rooms between two reservations is made easier for you in the PMS Calendar!