Smart Grid & Calendar

The Smart Grid is the central dashboard of the StaYantra PMS. It displays a live map of your rooms across a rolling date range, showing reservations, occupancy, and each room's physical status.

The Smart Grid — your live room map. Each coloured block is a reservation; the left column shows each room's current status.

1. The calendar grid

The grid lists your rooms down the side and dates across the top:

• Reservations appear as blocks spanning check-in to check-out.
• Tap a reservation block to open its detail panel — guest name, booking source (Direct, wallet, card, Booking.com, and so on), folio balance, and check-in status. Tap again to close it.
• Use the date navigation (previous / next / today) to move the window forward and back, and the zoom control in the top-left corner to switch between a 7, 14, 30 or 60 day window.

Reading the header at a glance

Above the rooms, four rows summarise the whole window so you can answer "can I sell the 14th?" without scanning every row:

• Dates, tinted green through red by how full that night is.
• Bikram Sambat dates, which you can hide with the BS dates toggle.
• Free — how many rooms are still sellable that night. A sold-out day shows a red 0.
• In / Out — arrivals and departures, so the front desk can see the day's workload.

Below that, the Rate / rules strip shows the lowest rate you have set for each date and flags any stop-sell, closed-to-arrival, closed-to-departure or minimum-stay rule in force.

Group holds

If you have active group blocks, a Group holds row shows how many rooms each date is holding, with the block name and room type in the tooltip. Without it you could see six rooms free and have no way to know four are spoken for by a wedding.

[!NOTE] Group blocks are held against a room type and a count — "ten deluxe rooms" — not against particular rooms. That is why they appear in the header rather than in a room's row: the block does not yet say which rooms it will use. The figure shown is what the block was sold, so it can read slightly higher than the number actually withheld from sale once guests start booking into it.

2. Working directly on the grid

The grid is not just a picture of your hotel — it is where you act on it.

Select dates by dragging

Drag across any room's empty cells to select a date range. Dragging one cell selects one night. A range that would cross an existing reservation or a blocked window turns red and will not be accepted.

When you release, a small menu offers:

• Create booking — opens the booking form with that room and those dates already filled in, so you go straight to choosing the guest.
• Block for maintenance — opens the block form pre-filled with the same range, where you pick a reason (maintenance, renovation, deep clean, owner use, or other).

Press Escape at any point to cancel.

[!NOTE] You only see the actions your role allows. A receptionist without permission to block rooms simply will not see that option.

Move and reshape reservations

• Drag a reservation block up or down onto another room to move the guest there.
• Drag either end of a block left or right to extend or shorten the stay. A stay can never be shortened below one night.

Nothing is saved when you let go. A confirmation appears first showing exactly what will change — the old room and dates against the new ones — with a space to record why. Only when you confirm is the change written.

If the new room or dates are already taken, the confirmation says which reservation is in the way and nothing is changed. If the booking cannot be moved at all — a guest who has already checked in, or a reservation owned by an OTA — it tells you that instead.

Moving a guest to a different room type

Dragging a guest into a room of another type is an upgrade or a downgrade, not a clerical move, so the confirmation says so plainly: it shows the old and new room type, and how much dearer or cheaper the new type is per night.

Confirming rebills the guest's remaining nights at the new room's rate and posts the difference to their folio. Nights already stayed are not repriced. The exact amount is worked out when you confirm, so the figure in the warning is the per-night difference rather than a total.

Spot unsold gaps — and fill them

Turn on the Gaps toggle to highlight short runs of empty nights trapped between two reservations — usually one or two nights that are hard to sell and easy to miss. The toggle shows how many the current window contains.

Click a gap to draft a promotion for it. Stayantra's marketing agent writes a short campaign targeted at exactly that room and those nights, and puts it in Approvals. Nothing is published and no money is spent — a manager reads the draft and decides. If your daily campaign budget is already used up, the grid tells you so instead of drafting.

[!NOTE] Drafting a promotion needs permission to approve marketing. Without it you still see the gaps; they just aren't clickable.

3. The Today view

Switch the grid from Calendar to Today for a live picture of the building right now, laid out floor by floor instead of across dates. This is the front desk's morning screen.

Across the top, counts you can click to filter the board: total, occupied, vacant, arrivals, departures, rooms needing housekeeping, rooms out of service, rooms with an open complaint, and occupancy for the night. Search by room number or guest name.

Each room tile shows:

• Room number and housekeeping status — the same five statuses as the calendar.
• Who is in it tonight, and how many nights they have left.
• Arrivals and departures, including whether an arriving guest has actually checked in yet or is still expected. On a changeover day the tile shows both the departing and the arriving guest.
• Folio balance. A room departing today with money still owing is flagged loudly — that is the one case worth catching before the guest walks out.
• Open complaints, with the category, so you know whether it is maintenance or billing before you walk over. Tap it to open the complaint.
• Housekeeping buttons for whichever status change is actually allowed next.

4. Room status lifecycle

Every room carries one of five live statuses, and they move in a fixed cycle so the front desk and housekeeping never disagree:

• Available — clean, inspected, and ready to sell.
• Occupied — a guest is currently in the room.
• Dirty — the guest has checked out (or needs a stayover clean); housekeeping is required.
• Inspected — cleaned and awaiting a final check before it returns to sellable.
• Maintenance — pulled out of inventory for repairs or upkeep; not bookable until it's put back.

The allowed transitions are deliberately one-way around the loop:

Available → Occupied → Dirty → Inspected → Available (and Available ⇄ Maintenance, so a room can go in and out of service at any point while it's sellable).

Staff advance a room by acting on it — a housekeeper marks a Dirty room Inspected from the Connect app, and the front desk (or an inspector) moves Inspected → Available. The grid exposes these as one-tap status buttons on each room; the system rejects any jump that isn't a valid step in the cycle.

[!NOTE] This status reflects the room's condition today. Blocking a room for a future date range (say, a week of renovation next month) is a separate action — set it by dragging the range on the grid and choosing Block for maintenance, or from the room's block dates option, picking a reason like maintenance, renovation, deep clean, or an owner hold. It removes the room from sale for that window without touching its current status.

Maintenance has no end date

A room set to Maintenance is off sale on every date until someone changes its status back — it cannot be booked, moved into, or counted as available. Its row on the grid is hatched across the whole window and labelled Maintenance · no end date, because a status says what the room is now and carries no dates at all.

If you know when the room comes back, use Block for maintenance on the date range instead. That closes the room for exactly that window, leaves it sellable either side, and shows on the grid as a bar with real start and end dates.

[!TIP] Housekeeping and maintenance tasks are dispatched to the Connect mobile app. The moment a housekeeper advances a room's status there, the grid reflects it.

5. How fresh the grid is

Two different mechanisms keep the grid current, and it is worth knowing which covers what.

Room status is live. When a housekeeper marks a room clean in the Connect app, or a colleague changes a room's status on another terminal, the status dot here updates immediately over Supabase Realtime. The Live badge in the toolbar tells you that connection is healthy; if it reads Reconnecting, status changes are not arriving.

Reservations refresh on a short cycle, not instantly. New, changed and cancelled bookings are picked up when you return to the tab, and about once a minute while it is open. So a booking cancelled on another terminal disappears from your grid within roughly a minute rather than the moment it happens.

[!IMPORTANT] Because reservations are not instantaneous, the grid is not a substitute for the booking engine's own availability check when two people are working at once. Creating a booking always re-checks availability at the moment you save and will refuse a room that was taken in the meantime — the grid can look momentarily out of date, but you cannot double-book through it.

Cancelled and no-show bookings are removed from the grid entirely. A checked-out stay stays visible in grey as a record of the night that happened.