Making a Hotel Booking and Availability workflow/sheet

Nicholas Noulez

Hi,

I work in the event operating business and I'm trying to look for a way to implement one of my workflows into Smartsheet.

For events, I manage the hotel stays for our crew during the buildup-event-breakdown periods. We work with 11 different hotels where we have a different allotment. So on any given date, we have a number of rooms available to us. What would be ideal for this workflow, is to have a sheet(s) where we can input the crew/guests with check-in and check-out dates, and with that dates, let the sheet(s) automatically calculate if there is still availability for every night the guest is staying, in the particular hotel that we selected.

In Excel, we have already a similar but more analog and time-consuming solution where we have columns with every date, rows with every guest and we put a "1" in each cell for the nights the guest is staying. At the end of the Table, we have the booked reservation (allotment) for each day and we just sum-up every "1" for that date to determine the availability. Unfortunately, this solutions requires us to have a different sheet for each hotel. Ultimately, we would like to have a dashboard that can show us the number of rooms allocated to a guest, the number of rooms per hotel still available and for budget purposes, an overview for each department in our company (production, operations, marketing,..) that shows us the number of rooms that department is responsible for (this can be an extra column or data in the sheet).

This is asking a lot from Smartsheet, but I wanted to see if maybe someone else has already made a similar solution for their business. Basically I'm asking of there is an Hotel-management system that we can build using Smartsheet.

Thank you!

Andrée Starå

Hi @Nicholas Noulez

Interesting!

Have you looked in the Solution Center.

I found this one that might help.

https://www.smartsheet.com/marketplace/templates/event-staff-hotel-passes

I'd be happy to take a quick look.

Can you maybe share the excel sheet(s)/copies of the sheet(s)? (Delete/replace any confidential/sensitive information before sharing) That would make it easier to help. (share too, andree@workbold.com)

Would that work/help?

I hope that helps!

Be safe and have a fantastic week!

Best,

Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

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Nicholas Noulez

Hi Andrée

This sheet gave me indeed some more insight. Thank you.

I have another question concerning this workflow. Is there a formula, setting or work-around that allows me the following:

Person A fills in a Hotel-accreditation form. Check In 14/10/2020, Check Out 18/10/2020. This means dat he is staying 3 nights. Is there a way that when he fills in this information, I can have a "1" or "x" in the corresponding columns of every date? So I can create a timeline where I can see exactly how many overnight stays there are on for example the 16th of October. Without filling in this information manually? See screenshot below where we filled this in manually.

Andrée Starå

@Nicholas Noulez

Happy to help!

Yes, I think we can make that work.

I'd be happy to take a quick look.

Can you maybe share the sheet(s)/copies of the sheet(s)? (Delete/replace any confidential/sensitive information before sharing) That would make it easier to help. (share too, andree@workbold.com)

Kylene Hamulak

@Andrée Starå

Would you be able to assist me with a similar question?

I also am working in events and would like to use our attendee list with travel dates to automatically mark the dates a hotel is needed based on that range.

Andrée Starå

Hi @Kylene Hamulak

I'd be happy to.

Please share what you have. (share too, andree@workbold.com)

I hope that helps!

Have a fantastic week & Happy Holidays!

Best,

Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

✅Did my post(s) help or answer your question or solve your problem? Please help the Community by marking it as the accepted answer/helpful. It will make it easier for others to find a solution or help to answer!

Jen Evans

@Andrée Starå

I have the exact same question as Nicholas...looking to have X's appear in the corresponding cells between Check In and Check Out dates.

Is this something you could assist me with?

Garry E

is there a solution to this already? if yes, will you be able to share the template?

Trine

@Andrée Starå I see that others asked this too, going to try again as I'm looking for exactly this. Would you be willing to share the solution you found?