Room Move Activity .ng | HotelKey Knowledge Base

Room Move Activity Report Overview

Parent Hub: 🛎️ Front Desk & Guest Services

Category: 🏨 In-House & Occupancy

Target Roles: Front Office Managers, Front Desk Agents, Guest Services Supervisors, Housekeeping Supervisors, Revenue Managers, General Managers

Key Value: Audit room reassignments and room moves, track room move justification reasons, quantify incremental upsell revenue versus complimentary upgrades, monitor staff user activity, and coordinate room cleaning and key reassignment workflows.

Executive Summary

The Room Move Activity Report is an essential front office operational audit and room assignment document within the 🏨 In-House & Occupancy category of the 🛎️ Front Desk & Guest Services hub. Designed to provide complete visibility over in-house room reassignments, it itemizes every guest room move recorded in the Property Management System (PMS) across specified date windows.

By mapping room move operational parameters (Date, Time, Confirmation Number, Guest Name, First Name, Last Name) to reason classifications (Room Move Reason Code), room category transitions (Previous Room Type, Previous Room Type Code, New Room Type, New Room Type Code), physical room assignments (Previous Room Number, New Room Number), financial variance indicators (Added Revenue), operational notes (Remarks), and staff user credentials (Username), this report enables front desk supervisors, housekeeping teams, and revenue managers to audit room move justifications, track paid upsells versus complimentary upgrades, monitor room turnover requirements, and ensure accurate guest folio billing.

Key Capabilities

Room Move Reason Classification: Categorizes room reassignments by standardized operational justifications (e.g., UPSELL, COMPLIMENTARY UPGRADE, GUEST REQUEST MOVE) to evaluate guest service, noise/maintenance, and revenue-generating room move drivers.
Category Transition Tracking: Displays both full descriptions and codes for previous room types (Previous Room Type, Previous Room Type Code) and newly assigned room types (New Room Type, New Room Type Code) to monitor inventory category upgrades and downgrades.
Physical Room Movement Audit: Tracks exact room number transfers from original rooms (Previous Room Number) to newly assigned physical rooms (New Room Number) to coordinate housekeeping cleaning priorities and key card re-issuance.
Added Revenue Quantification: Captures incremental revenue generated from paid room upsells (Added Revenue) to evaluate front desk upsell program performance and audit rate adjustments.
Timestamp & Staff Accountability: Logs exact room move dates (Date), timestamps (Time), free-text notes (Remarks), and staff user login credentials (Username) for full auditability.

Report Views & Functional Breakdown

The Room Move Activity Report presents room transfer data in a unified single-table ledger that supports three key analytical perspectives:

┌────────────────────────────────────────────────────────────────────────┐
│                   ROOM MOVE ACTIVITY REPORT                            │
├────────────────────────────────────────────────────────────────────────┤
│                         Unified Matrix View                            │
├──────────────────────────┬──────────────────────────┬──────────────────┤
│ 1. Guest Stay & Room     │ 2. Room Category &       │ 3. Staff Audit & │
│    Move Ledger           │    Upsell Revenue Trace  │    Operational Notes│
└──────────────────────────┴──────────────────────────┴──────────────────┘

1. Guest Stay & Room Move Ledger

Monitors room move timestamps, guest identification, room move reason codes, and physical room transfers.

Primary Use: Tracking daily room moves, coordinating vacated room cleaning with housekeeping, and verifying guest room transfers at the front desk.
Key Metrics: Date, Time, Confirmation Number, Guest Name, Room Move Reason Code, Previous Room Number, New Room Number.

2. Room Category & Upsell Revenue Trace

Audits room category upgrades/downgrades and quantifies incremental revenue generated from room moves.

Primary Use: Evaluating front desk upsell performance (UPSELL), auditing complimentary upgrade policies (COMPLIMENTARY UPGRADE), and tracking room rate adjustments.
Key Metrics: Previous Room Type Code, New Room Type Code, Room Move Reason Code, Added Revenue, Confirmation Number.

3. Staff Audit & Operational Notes

Correlates room move transactions directly with staff user credentials and documented operational remarks.

Primary Use: Ensuring staff accountability during room reassignments, reviewing guest complaints or maintenance reasons leading to room moves, and auditing front desk activity.
Key Metrics: Date, Time, Username, Room Move Reason Code, Remarks, Guest Name.

Image 10-11-26 at 6.59 PM.png — Room Move Activity Report

Data Dictionary (Dynamic View Columns)

Customize your default view using the Configure (⚙️) icon on the report page. Below is the full data dictionary representing all 16 columns available in this report:

💡 Upsell & Financial Note: Added Revenue represents the gross incremental room revenue billed to the guest folio as a result of a paid room move or category upgrade.

Column Name	Description	Data Source / System Mapping	Includes Taxes & Fees?
Date	Calendar date on which the room move was executed in the system.	PMS Audit Trail > Room Move Date	N/A
Time	Exact timestamp recording when the room move was processed.	PMS Audit Trail > Room Move Time	N/A
Confirmation Number	Unique alphanumeric reservation identifier.	Reservation System > Confirmation ID	N/A
Guest Name	Combined full name of the registered guest.	Guest Profile > Full Name	N/A
First Name	First name of the primary registered guest.	Guest Profile > First Name	N/A
Last Name	Last name of the primary registered guest.	Guest Profile > Last Name	N/A
Room Move Reason Code	Standardized reason classification for the room move (e.g., `UPSELL`, `COMPLIMENTARY UPGRADE`, `GUEST REQUEST MOVE`).	PMS Room Move Setup > Reason Code	N/A
Previous Room Type	Full descriptive name of the room category occupied prior to the move.	PMS > Previous Room Type Title	N/A
Previous Room Type Code	Alphanumeric code representing the previous room category (e.g., KBSN, DQAN, CSTG).	PMS > Previous Room Type Code	N/A
New Room Type	Full descriptive name of the newly assigned room category.	PMS > New Room Type Title	N/A
New Room Type Code	Alphanumeric code representing the newly assigned room category (e.g., KTPN, KZCN, KABN).	PMS > New Room Type Code	N/A
Previous Room Number	Physical guest room number occupied prior to the room move.	PMS > Previous Room Number	N/A
New Room Number	Newly assigned physical guest room number.	PMS > New Room Number	N/A
Added Revenue	Incremental dollar revenue generated from a paid room move or upgrade.	Folio Posting > Added Room Revenue	❌ No
Remarks	Free-text operational notes detailing the reason or background for the room move.	PMS Room Move Prompt > Remarks	N/A
Username	User login ID or name of the staff member who executed the room move.	Security Audit Trail > User ID	N/A

Customization & Platform Features

User & Property Preferences

Personal Preference: Tailor your individual view by hiding or dragging columns. Your preferences save automatically for future sessions.
Property Defaults: System Admins can configure standard default layouts across all property users to streamline operational reporting. To maximize audit efficiency, group the columns into the below logical blocks:
- Timestamp & Reservation Audit (Cols 1–3): Date | Time | Confirmation Number
- Guest Profile Identification (Cols 4–6): Guest Name | First Name | Last Name
- Room Move Reason & Revenue Variance (Cols 7–8): Room Move Reason Code | Added Revenue
- Room Assignment & Inventory Transition (Cols 9–12): Previous Room Number | New Room Number | Previous Room Type Code | New Room Type Code
- Room Category Descriptions (Cols 13–14): Previous Room Type | New Room Type
- Remarks & Staff Accountability (Cols 15–16): Remarks | Username

Use the top-right toolbar icons on the report page to manage and export your data view:

Icon	Action / Feature	Description
	Knowledge Article	Opens the knowledge base article to learn how to interpret this report.
	Background Export	Allows users to download up to 365 days of data directly to their computer in CSV format.
	Saved Views	Saves your column filtering, sorting, and highlight preferences so you can easily reload your custom view later without reconfiguring the report.
	Bar Chart	Displays report data in a visual bar chart format.
	Filter	Opens filter controls to isolate specific data within a column based on your selected criteria.
	Highlight	Highlights column values in a designated color based on selected conditions.
	Export	Exports and downloads the report in various formats (Excel, PDF, CSV) for offline analysis or printing.
	Configure	Opens column selection controls to toggle visibility, reorder columns, or hide rows with all zeros.
	Additional Configuration	Provides advanced report configuration and display formatting options to customize data presentation.
	Group By	Summarize and group report data dynamically in real time.

Interactive Visualizations & Grouping Controls

Group By & Pie Chart Visualization: The Room Move Activity report features an interactive pie chart to help analyze room reassignment drivers and incremental revenue performance. Users can group room move records on the fly by Room Move Reason Code or Username to evaluate primary move drivers and staff activity. By selecting Added Revenue from the Select Base Column dropdown menu, the chart dynamically renders percentage share breakdowns accompanied by an interactive color-coded legend.

Image 10-11-26 at 7.01 PM.png — *Group By & Pie Chart Visualization*

Bar Chart Visualizer: The Room Move Activity report includes an interactive bar chart to help analyze incremental revenue generated through room transfers over time. By selecting Added Revenue from the Select Column (Y-Axis) dropdown menu, users can dynamically plot daily upsell and move gains chronologically alongside the detailed room move activity log.

Image 10-11-26 at 7.04 PM.png — *Bar Chart Visualizer*

Advanced Controls

Exporting & Shift Handovers: Download in Excel or PDF format to support daily front desk shift handovers, housekeeping room cleaning prioritization, and upsell incentive calculations.
Filtering: Filter data by Room Move Reason Code = UPSELL to calculate front desk upsell revenue, or isolate complimentary upgrades (COMPLIMENTARY UPGRADE).
Highlighting (Conditional Formatting): Apply custom rules to automatically highlight high-dollar paid upsells (Added Revenue > $0) or specific maintenance-related room moves.

Within 🛎️ Front Desk & Guest Services & 🏨 In-House & Occupancy:

In House List – Real-time guest register detailing active room occupants, rate plans, and vehicle details.
Recently Viewed Reservations – Audit log tracking recently accessed reservation records and user activity.
Reminders Report – Operational task and shift incident tracking log.
Departures Details – Comprehensive manifest tracking daily scheduled guest departures and folio balances.

Cross-Pillar Deep Dives:

🧹 Housekeeping & Maintenance: Cross-reference vacated rooms (Previous Room Number) with Housekeeping Summary and All Rooms to prioritize cleaning and maintenance checks.
📈 Revenue & Analytics: Reconcile paid upsell revenue (Added Revenue) with Rate Plan Summary and All Transactions.