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Stay Requests Report Overview

Parent Hub: 🛎️ Front Desk & Guest Services

Category: 🏨 In-House & Occupancy

Target Roles: Front Office Managers, Front Desk Agents, Guest Services Supervisors, Executive Housekeepers, Housekeeping Supervisors, Concierge & Guest Experience Leads

Key Value: Monitor guest stay preferences, special requests, and room feature allocations; audit ADA accessibility requirements and VIP tier classifications; ensure timely fulfillment of housekeeping and stay requests; and optimize pre-arrival room assignments.

Executive Summary

The Stay Requests Report is a primary guest preference, accessibility audit, and room allocation document within the 🏨 In-House & Occupancy category of the 🛎️ Front Desk & Guest Services hub. Designed to deliver complete operational visibility over guest-requested room features, amenity preferences, and specialized stay instructions, it itemizes every reservation containing recorded guest preferences or special requests.

  • By mapping core reservation identifiers (Confirmation Number, Status, Type, Linked Reservations) to guest identity profiles (Guest Name, First Name, Last Name, Loyalty Tier, VIP Tier, Adults / Children), stay timeframes (Arrival Date, Departure Date), room allocations (Room Number, Room Type, Connecting Room, Rate Plan), and preference parameters (Requires Assistance, Room Preferences, Stay Requests, Housekeeping Requests, Booking Remarks, Stay Remarks, Housekeeping Remarks), this report enables front desk agents, guest service leads, and housekeeping supervisors to assign optimal rooms prior to check-in, fulfill special amenity requests, ensure ADA compliance, and deliver personalized VIP experiences.

Key Capabilities

  • Guest Preference & Feature Allocation Tracking: Itemizes specific room feature requests (Room Preferences, e.g., HIGH FLOOR, QUIET ZONE, CITY VIEW, PET FREE ROOM, LOW FLOOR, EXTRA FLOOR SPACE) to guide front desk pre-blocking.

  • Accessibility & ADA Assistance Audit: Identifies guests requiring specialized accessibility accommodations (Requires Assistance, e.g., YES/NO) to ensure compliance with physical accessibility standards.

  • VIP Tier & Loyalty Recognition: Displays guest loyalty membership standings (Loyalty Tier) and VIP property tier classifications (VIP Tier, e.g., VIP 4 : Celebrity or Influencer, VIP 7 : Special Occasion, VIP 9 : Inner Circle) to prioritize room upgrades and personalized welcome amenities.

  • Housekeeping & Amenity Request Synchronization: Captures specific room preparation and cleaning instructions (Housekeeping Requests, Housekeeping Remarks, e.g., TURNDOWN, TOWELS) to align housekeeping workloads with guest expectations.

  • Comprehensive Operational Remarks Logging: Consolidates all reservation notes across creation (Booking Remarks), operational stay notes (Stay Remarks), and connecting/linked room configurations (Connecting Room, Linked Reservations) for complete shift awareness.

Report Views & Functional Breakdown

The Stay Requests Report presents guest preference and operational instruction data in a unified single-table ledger that supports three key analytical perspectives:

┌────────────────────────────────────────────────────────────────────────┐
│                      STAY REQUESTS REPORT                              │
├────────────────────────────────────────────────────────────────────────┤
│                         Unified Matrix View                            │
├──────────────────────────┬──────────────────────────┬──────────────────┤
│ 1. Reservation & Room    │ 2. Preferences, VIP &    │ 3. Departmental  │
│    Allocation Matrix     │    Accessibility Trace   │    Remarks Trace │
└──────────────────────────┴──────────────────────────┴──────────────────┘
1. Reservation & Room Allocation Matrix

Monitors guest reservation details, stay dates, room type allocations, connecting room flags, and occupancy headcounts.

  • Primary Use: Pre-blocking guest rooms prior to arrival, verifying room category assignments against guest stay durations, and checking connecting room requirements.

  • Key Metrics: Confirmation Number, Guest Name, Room Number, Room Type, Connecting Room, Rate Plan, Adults / Children, Arrival Date, Departure Date, Status.

2. Preferences, VIP & Accessibility Trace

Audits guest-requested room features, VIP classifications, loyalty standings, and ADA accessibility flags.

  • Primary Use: Ensuring ADA accessibility compliance, recognizing VIP and high-tier loyalty guests, and matching room assignments to specific guest preferences (e.g., floor height, quiet zone, view).

  • Key Metrics: Loyalty Tier, VIP Tier, Requires Assistance, Room Preferences, Stay Requests, Confirmation Number, Guest Name.

3. Departmental Remarks Trace

Consolidates free-text notes across front office, housekeeping, and booking channels for complete operational coordination.

  • Primary Use: Facilitating shift handovers, verifying housekeeping amenity setups (e.g., extra towels, turndown service), and reviewing special booking notes.

  • Key Metrics: Housekeeping Requests, Booking Remarks, Stay Remarks, Housekeeping Remarks, Type, Linked Reservations, Confirmation Number.

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Stay Requests 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 23 columns available in this report:

💡 Occupancy Note: Adults / Children represents the ratio of adult to child occupants registered on the reservation (e.g., 1-0 indicates 1 adult and 0 children).

Column Name

Description

Data Source / System Mapping

Includes Taxes & Fees?

Confirmation Number

Unique alphanumeric reservation identifier.

Reservation System > Confirmation ID

N/A

Guest Name

Combined full name of the primary 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

Loyalty Tier

Guest loyalty program membership level (e.g., Diamond Elite, Platinum Elite, Club).

Loyalty System > Membership Tier

N/A

Room Number

Physical guest room assigned to the reservation (Blank if unassigned).

PMS > Assigned Room Number

N/A

Room Type

Code representing the allocated room category (e.g., KBSN, DRAN, KABN, KTPN).

PMS > Room Type Code

N/A

Connecting Room

Indicator flag denoting if a connecting room configuration is requested (YES/NO).

PMS Room Setup > Connecting Flag

N/A

Rate Plan

Code of the active rate plan attached to the booking (e.g., IGCOR, IDME0, IDAPF).

Reservation System > Active Rate Code

N/A

Adults / Children

Registered headcount ratio of adult occupants to child occupants (e.g., 1-0).

Reservation System > Guest Headcount

N/A

Arrival Date

Scheduled check-in date of the reservation.

Reservation System > Arrival Date

N/A

Departure Date

Scheduled check-out date of the reservation.

Reservation System > Departure Date

N/A

Status

Operational reservation status (e.g., In house, Checked Out, No Show).

Reservation System > Main Status

N/A

Requires Assistance

Indicator flag identifying ADA accessibility or special medical/physical assistance requirements (YES/NO).

Guest Profile > ADA Assistance Flag

N/A

Room Preferences

Guest-requested room feature choices (e.g., HIGH FLOOR, QUIET ZONE, CITY VIEW, LOW FLOOR, PET FREE ROOM).

Guest Preferences > Room Preferences

N/A

VIP Tier

Property-defined VIP classification tier (e.g., VIP 4 : Celebrity or Influencer, VIP 7 : Special Occasion, VIP 9 : Inner Circle).

Guest Profile > VIP Tier

N/A

Stay Requests

Special guest preferences or requests specific to the stay.

Guest Preferences > Stay Requests

N/A

Housekeeping Requests

Specific cleaning or room preparation requests for housekeeping (e.g., TURNDOWN, TOWELS).

PMS Housekeeping > Guest Requests

N/A

Booking Remarks

Notes recorded during reservation creation.

Reservation Notes > Booking Remarks

N/A

Stay Remarks

Operational notes specific to guest stay handling or VIP service.

Reservation Notes > Stay Remarks

N/A

Housekeeping Remarks

Specific instructions for housekeeping room attendants.

PMS Housekeeping > Room Remarks

N/A

Type

Reservation type classification.

Reservation System > Type Flag

N/A

Linked Reservations

Confirmation numbers of linked multi-room or family bookings.

Reservation System > Linked IDs

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:

    • Reservation Identification & Status (Cols 1–3): Confirmation Number | Status | Type

    • Guest Profile & Loyalty Tiering (Cols 4–9): Guest Name | First Name | Last Name | Loyalty Tier | VIP Tier | Requires Assistance

    • Stay Itinerary & Occupancy Demographics (Cols 10–13): Arrival Date | Departure Date | Adults / Children | Linked Reservations

    • Room Assignment & Inventory Details (Cols 14–16): Room Number | Room Type | Connecting Room

    • Rate Plan & Pricing Category (Col 17): Rate Plan

    • Guest Preferences & Special Service Requests (Cols 18–20): Room Preferences | Stay Requests | Housekeeping Requests

    • Operational Remarks & Staff Instructions (Cols 21–23): Booking Remarks | Stay Remarks | Housekeeping Remarks

Report Toolbar & Quick Actions

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

Icon

Action / Feature

Description
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Knowledge Article

Opens the knowledge base article to learn how to interpret this report.
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Saved Views

Saves your column filtering, sorting, and highlight preferences so you can easily reload your custom view later without reconfiguring the report.
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Filter

Opens filter controls to isolate specific data within a column based on your selected criteria.
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Highlight

Highlights column values in a designated color based on selected conditions.
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Export

Exports and downloads the report in various formats (Excel, PDF, CSV) for offline analysis or printing.
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Configure

Opens column selection controls to toggle visibility, reorder columns, or hide rows with all zeros.
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Additional Configuration

Provides advanced report configuration and display formatting options to customize data presentation.
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Group By

Summarize and group report data dynamically in real time.
Interactive Visualizations & Grouping Controls

  • Group By & Pie Chart Visualization: The Stay Requests report features an interactive pie chart to help analyze guest preferences and room feature demand distributions. Users can group stay request records on the fly by Room Requests, Stay Request, or Housekeeping Requests to evaluate top room feature requests and guest profile distributions. By selecting Confirmation Number from the Select Base Column dropdown menu, the chart dynamically renders percentage share breakdowns accompanied by an interactive color-coded legend.

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Group By & Pie Chart Visualization
Advanced Controls

  • Exporting & Pre-Arrival Preparation: Download in Excel or PDF format to generate daily pre-blocking lists for front desk agents and room assignment grids.

  • Filtering: Filter data by Requires Assistance = YES to audit ADA accessibility rooms, or isolate high VIP tiers (VIP Tier = VIP 4 : Celebrity or Influencer).

  • Highlighting (Conditional Formatting): Apply custom rules to automatically highlight unfulfilled room preferences, VIP arrivals, or special accessibility requests.

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

  • In House List – Real-time guest register detailing active room occupants, rate plans, and vehicle details.

  • Reminders Report – Operational task, amenity delivery, and shift incident tracking log.

  • Arrivals List – Detailed daily manifest of expected arriving guests, check-in statuses, and room assignments.

  • Departures Details – Comprehensive manifest tracking daily scheduled guest departures, folio numbers, and outstanding balances.

Cross-Pillar Deep Dives:

  • 🧹 Housekeeping & Facilities: Cross-reference housekeeping requests (Housekeeping Requests, Housekeeping Remarks) with Housekeeping Sheet to verify room preparation prior to check-in.

  • 📈 Revenue & Analytics: Review VIP tier distributions and room preference upgrades against Rate Plan Summary and Booking Pace.