Auto Room Assignment .ng | HotelKey Knowledge Base

Revised Date 2026-08-13

The Auto Assign Rooms feature allows users to assign available rooms to one or more reservations directly from the Arrivals screen. Users can optionally apply room selection filters, and the system automatically assigns the most suitable available rooms based on the selected criteria.

Use Cases

Bulk Room Assignment – Assign rooms to multiple arrivals at once instead of updating each reservation individually.
Filtered Room Assignment – Restrict assignments to rooms that match specific criteria, such as building, floor, or housekeeping status.
Faster Check-in Preparation – Reduce manual effort and speed up room assignment during busy arrival periods.

Prerequisites

The property must have rooms configured with active floors and buildings in Property Details.
Reservations must be in Booked or Hold status and visible on the Arrivals screen.
Reservations must not have a room number assigned; only unassigned reservations are eligible for auto room assignment.

Auto Room Assignment

Navigate to the Frontdesk Dashboard and select the Arrivals screen.
Click the Select button to activate the checkbox selection mode for the arrivals list.
Use the checkboxes to choose the specific unassigned reservations you wish to process (or select all) Click Auto Assign Rooms.
The Auto Room Assignment screen will open. Use the Customization section to refine the system's logic: Room Status — Filter rooms by housekeeping status: Dirty, Clean, or Ready For Guest
Floor — Select one or more specific floors to restrict assignments to those levels.
Building — Select one or more specific buildings to restrict assignments to those structures.
Include Pending Departure Rooms — When enabled, rooms with guests still due to check out today are considered for assignment. Include OOS Rooms — When enabled, rooms currently marked as Out of Service are included in the auto assignment pool.
Refine List (Optional): Use the Sort By dropdown to organize the reservation list by preferred criteria. Use the Search bar to locate specific reservations by guest name, confirmation number, or room number.
Click Confirm to execute the auto-assignment based on the selected criteria. Click Reset at any time to clear all filters and return to system defaults.
The system will display a success message for each reservation that was successfully assigned.
On the arrivals screen, room assignments can be seen at the top right of the reservation listing. Open the individual reservation and navigate to the Stay tab to confirm the room assignment.