Room moves and stay changes

Move an in-house guest to another room, or extend one room's stay. The system checks the room is free and ready, and prices what changes.

Hospitality Front desk
4 min read
Updated October 20, 2026

For Front desk Manager Housekeeping

On this page

Move an in-house guest
Extend a stay
Leave early
Change a booking before arrival

Move an in-house guest

Open the stay
Who
Front desk
Where
Room rack > the room > Room move, or Reservations (In house) > Move guest to another room
What changes
The Move in-house guest drawer opens.
Choose the New room
What changes
The room must be free for the rest of the stay. A room out of order or out of service cannot be chosen.
Needs
A room that is not ready (dirty, being cleaned, waiting for inspection) needs Move anyway, a Reason and a manager's approval.
Decide the rate
What changes
Into another room type, the nights still to come are priced at the new type. Tick Keep the current rate to keep the guest's rate.
Needs
Keeping the rate on a dearer room type needs a manager's approval.
Move guest
What changes
The guest, their do-not-disturb and make-up requests move to the new room. The old room becomes vacant and dirty, with a departure clean queued for housekeeping.

Charges already posted stay on the guest's folio: the folio belongs to the stay, not to the room.

Worked example: a guest moves from a Deluxe room to a Suite

A guest in Deluxe room 204 at 5,000 a night has two nights still to come. A Suite at 7,000 a night in the rate calendar is ready, and the guest asks to move.

You choose on Move in-house guest	The two nights to come	Approval
Nothing else: the nights are priced at the new type	2 x 7,000 = 14,000 net	None
Keep the current rate	2 x 5,000 = 10,000 net	A manager, because the rate is kept on a dearer room type

The charges already posted stay on the folio: it belongs to the stay, not to the room. Room 204 becomes vacant and dirty, with a departure clean queued for housekeeping. If the Suite were still being cleaned, the move would need Move anyway, a Reason and a manager's approval.

Extend a stay

Open the in-house stay and choose Extend stay.
Enter the New departure (or the Extra nights).
Extend. The room and its room type must be free on the added nights; the added nights are priced from the rate calendar.

Only this room's dates change: the booking's other rooms keep their own dates. A manual rate does not carry over to the added nights by itself: change it on the booking if the guest keeps a special rate (it needs its own approval).

Leave early

A guest who leaves before the booked departure is simply checked out: see Check out a guest and issue the invoice. The nights not used are not charged; the room nights are only posted for the nights the guest is in house.

Change a booking before arrival

Before check-in, change dates, rooms, rates or guests with Change booking on the booking. On the Room rack tape chart, a single-room booking can be moved to another room of the same type or shifted in time; the nights it keeps keep their price.