Before you begin
Only certain roles can lock or unlock a booking:
Admin
Guest Experience Manager
Guest Experience
If you do not see the 'Lock Booking' toggle, check with your workspace admin.
You can lock a unit from Bookings or using the Multi calendar
What you need to know
Lock a booking via Bookings
Open the required workspace
Go to Guest experience then Bookings
Select the booking you want to protect
Go to Actions and select Edit booking
Select Lock Booking
A “Locking this booking will not allow it to be moved to another unit until the lock is removed.” reminder is shown
Select Lock
Lock a booking via Multi calendar
Open the required workspace
Go to Inventory then Multi calendar
Select the booking you want to protect
Select Lock Booking
A “Locking this booking will not allow it to be moved to another unit until the lock is removed.” reminder is shown
Select Lock
The protected booking shows as locked.
The calendar optimiser skips this booking during relocation runs
No one, including PMS users, can move the booking to a different unit until it is unlocked
Unlock a booking
Open the required workspace
Go to Guest experience then Bookings
Select the booking you want to unlock
Go to Actions and select Edit booking
Toggle Lock Booking
The optimiser can resume managing this booking's unit allocation as normal or you can move the booking.
What unit lock does not do (for now)
Locks are applied one booking at a time.
A special request or booking source does not lock a unit for you. Locking is a manual action.
The system does not ask why you locked a booking, only that it is locked.
The calendar optimiser skips locked bookings. The optimiser's core behaviour on unlocked bookings stays unchanged.
When would you use this
Use unit lock when:
A guest requests a specific unit, such as an upper floor or a room away from the lift.
A family or student group needs to stay on the same floor or in adjacent rooms.
A guest has consecutive bookings in the same unit and should not be moved between them.
A unit assignment should remain fixed and not be changed automatically.
Without a lock, the calendar optimizer may reassign the booking to maximise availability
Things to note
Without a lock, the may reassign the unit to maximise availability. A PMS user who is unaware of the original decision may also move it. Either case can create an unwanted room change for the guest.
A locked booking cannot be moved or split by anyone, including a PMS user. The booking must be unlocked first before its unit assignment can change, whether that change would come from the calendar optimiser or a manual reassignment.
Every lock and unlock action is shown in the activity log. The log always shows who locked or unlocked a booking and when.
The lock stays with the booking, not the unit. When a guest checks out, the unit does not need to be manually unlocked.
You can’t show locked bookings across your portfolio. This is coming soon
Find out more