How to assign unassigned reservations

When a reservation comes in from an OTA or your booking engine, the guest booked a room type — a 'Double Room' or a 'Sea-View Suite' — not a specific room number. HotelBee holds that booking as unassigned until you (or Auto-assign) pick the physical room. The availability is already taken; what's missing is the operational detail of which actual room the guest gets. This article explains how to spot unassigned reservations and assign them.

What 'unassigned' means

A reservation has two layers: the room type (the category the guest paid for, which controls pricing and availability) and the room (the physical room they'll actually occupy, which controls the key, the floor, and housekeeping). Reservations you create by clicking a calendar cell already have both — you picked the room as you made it. Reservations that arrive through a channel only carry the room type, so the room layer is empty. That empty layer is what 'unassigned' means.

Find them: the red badge

Open the Reservations Calendar. When there are reservations without a room, a red badge appears in the toolbar showing the count (for example, '3 unassigned'). Click it to open the unassigned list — a panel of every booking that still needs a room, with guest name, room type, and arrival/departure dates. If the badge isn't there, you have nothing to assign.

Assign a room

Two ways, depending on how many you have:

• Open and pick — open the reservation and choose the room from the room field. Useful when you want to read the guest's notes or requests before deciding which room fits.
• Auto Assign: Moves the reservation into the first available room within the category.
• Assign: Allows you to assign the reservation into a different room of your choice.

When to assign

Assign before arrival day — the common habit is to clear the whole unassigned list the evening before, while you can still match requests to rooms calmly. That way morning check-ins are a single click, housekeeping knows exactly which rooms to prioritize, and the registration card prints with the right room number. You can't check a guest in while their reservation is unassigned, so leaving it until the guest is at the desk just slows the queue.

Changing an assignment later

Assigning a room isn't permanent. To put a guest in a different room, drag their block to another room on the calendar, or open the reservation and use Move Room. The dates, guests, rate, and folio all stay the same — only the physical room changes. See How to move a guest to a different room for th

e details.