Mark a Room Out of Order and Return to Service from Room Rack (Cloud)
Keeping room inventory accurate is vital to both revenue management and guest satisfaction. From the Room Rack Summary in Visual Matrix Cloud, the front desk team can mark a room as Out of Order when it isn’t guest-ready—and later return it to service once it’s fixed. When a room is set Out of Order, the system automatically creates a Maintenance Work Order to document and track the issue. This ensures that every Out of Order room has a linked maintenance record with assigned staff, work details, and completion tracking. Once the repair is complete, marking the room Back in Order closes the work order and returns the room to active status in the Room Rack.
Path: Front Office > Room Rack > Summary
Overview
The Room Rack Summary provides a quick snapshot of each room’s current condition, helping front-desk and housekeeping staff coordinate daily operations. The legend allows staff to quickly assess occupancy and condition without switching to the Housekeeping section.
Set Room Out of Order
1. Locate the room you need to mark as Out of Order and select the Room: Left-click or right-click the room number, then choose Set Room Out of Order from the menu.
2. Enter Work Order Details. In the Set Room Out of Service window, fill in the key details:
- Out of Service / Back in Service Dates: Adjust as needed. The Back in Service date defaults to the next day. If the repair doesn’t require the room to be blocked overnight, set both dates the same.
- Assigned To / Maint Item / Notes: Add essential information about the task and the responsible staff.
- Then click Save Work Order to confirm.
3. View the Out of Order Room in the Room Rack: Once saved, the room will appear in red on the Room Rack, indicating that it’s Out of Order and unavailable for guest assignment.
When a room is marked Out of Order, it is automatically removed from available inventory and won’t appear in guest room assignments.
If the room is scheduled to remain Out of Order for more than one day, then on the date it returns Back in Order, the system automatically marks it as Dirty. This ensures the room is cleaned and inspected before being made available to guests, regardless of whether the work order has been fully completed.
Return Room to Service / Complete Work Order
1. Select the Room: In the Room Rack Summary, left-click or right-click the room number currently marked as Out of Order, then select Complete Work Order.
2. Confirm Completion Details. In the Set Room Work Order Completed window, verify or enter the completion information before saving:
- Completed By: Select the staff member who completed the repair or inspection.
- Costs: Add material, labor, or other expenses if your property tracks maintenance costs.
- Then click Save Work Order to close the work order and return the room to service.
When a room is returned to service, its condition and availability update instantly across the Room Rack and maintenance reports.
However, if the Work Order is closed manually, the room will not be automatically set to Dirty. Only rooms that return Back in Order because their scheduled date has been reached are automatically marked Dirty, ensuring they are cleaned and inspected before being reassigned to guests.
Still Need Help With This Topic?
Ask Yourself:
- Did I select the correct room from the Room Rack Summary before applying the action?
- Did I specify accurate start and end dates for the Out of Order period?
Support May Ask You:
- Which room number did you mark Out of Order or return to service?
- What dates did you set for the Out of Order period, and did you hit “Save Work Order”?
- Did you assign a maintenance staff member or select the work order?
- Are there any guest reservations scheduled for that room during the out-of-order period?
Related Articles
Guest and Reservation Options in Room Rack (Cloud)
The Room Rack in Visual Matrix Cloud gives front-office staff quick access to common guest and room actions. These options appear when you right-click a room or reservation and allow you to update conditions, handle special requests, manage wake-up ...Update Room Condition from Room Rack (Cloud)
Keeping room conditions accurate in Visual Matrix Cloud helps the front desk and housekeeping teams stay aligned on which rooms are clean, dirty, or inspected. While Head Housekeepers typically update room conditions from the Housekeeping section, ...Room Rack Statistics Snapshot (Cloud)
The Room Rack in Visual Matrix Cloud provides not only a visual overview of every room’s status and condition but also a quick set of statistics that summarize your property’s current occupancy. These metrics help teams confirm occupancy levels, ...Create a Preventative Maintenance Work Order (Cloud) 🎥
? Watch Video Implementing a regular schedule for preventive maintenance is crucial for the hotel's upkeep. It ensures that tasks are assigned and completed efficiently, helping to maintain the facilities in excellent condition. Path: Maintenance > ...Rebuild the Reservation (Res Matrix) Inventory (Cloud) 🎥
? Watch Video The Availability screen in Visual Matrix Cloud relies on the Res Matrix to display accurate room counts. When large reservation changes occur—such as cancellations, group pick-ups, or adjustments to blocks—the data behind the scenes ...