Virtual Suites

Some PMS/CRS systems enable hotels to create and offer room types known as Component Rooms, Composite Suites, or Virtual Suites. These room types consist of two or more Physical Room Types, also referred to as component room parts, which can be sold individually or together as part of a Virtual Suite. Additionally, multiple Virtual Suites can be combined to create larger suites, such as using two Virtual Suite room types to define a larger suite.

Two Simple Virtual Suite Scenarios

In the above example:

1 King + 1 Double = King Suite
2 Double + 1 Queen = Queen Suite

Combined Suite Scenario

Note: The above example combines the Two Simple Virtual Suite Scenarios, King Suite + Queen Suite = Presidential Suite.

From both scenarios, the King, Double and Queen are the Physical Room Types, where the King Suite, Queen Suite and Presidential Suite are types of virtual rooms.

Complex structures such as the Combined Suites Scenarios above could cause discrepancies to be present in IDeaS RMS if not handled correctly when reporting. Discrepancies may create confusion concerning the number fo rooms truly sold on any given occupancy date, affecting yield calculations.

Example Scenario

The below example will be used through the documentation to explain the requirements to support Virtual Suite integration requirements.

Scenario Details:

Occupancy dates: 25 - 28 October

Total hotel capacity = 38 rooms
38 Physical Room Types
1 Virtual Suite
7 Reservations
1 Group Block
5 Rooms Out of Order (not available for sale)

Rooms Configuration

KING (Physical Room Type) Capacity = 11
QUEEN (Physical Room Type) Capacity = 7. All 7 rooms can be sold individually or as part of SUITE.
DOUBLE (Physical Room Type) Capacity 20. 14 specific rooms can be sold individually or as part of SUITE. Remaining 6 are not associated to SUITE.
SUITE (Virtual Suite) Capacity 7 made up of 1 QUEEN + 2 DOUBLE

Note: Not all DOUBLE rooms are associated with SUITE. However, all QUEEN rooms are associated with SUITE.
The DOUBLE rooms not part of SUITE: 302, 303, 305, 306, 308, 309

Suite Room Numbers

Suite RM’s	QUEEN	DOUBLE	DOUBLE
S102	101	102	103
S105	104	105	106
S108	107	108	109
S111	110	111	112
S202	201	202	203
S205	204	205	206
S208	207	208	209

Reservations Scenario

There are 7 reservations as highlighted below. The reservation details are broken down in Table 1: Example Scenario Reservations below.

3 SUITE
1 QUEEN (affecting availability of SUITE)
2 DOUBLE (one affecting availability of SUITE)
1 KING (no effect on SUITE)

Table 1: Example Scenario Reservations

ReservationID	Status	Arrival	Depart	RMTYPE	RatePlan	MKTSEG	RM#	NetRate	GroupCode	Adults	Children
8010003	In_House	25-Oct	27-Oct	SUITE	SPKG	PKG	S105	$ 425.00	-	3	3
8010004	In_House	25-Oct	28-Oct	DOUBLE	DAILY	UNQ	303	$ 155.00	-	1	0
8010006	Cancelled	25-Oct	28-Oct	SUITE	DAILY	UNQ	S208	$ 555.00	-	2	4
8010007	No_Show	25-Oct	26-Oct	SUITE	AAA	DSC	S102	$ 450.00	-	4	0
8010001	Reserved	26-Oct	28-Oct	KING	CRVS001	GRP	115	$ 135.00	CRVS1911	2	0
8010002	Reserved	26-Oct	28-Oct	DOUBLE	AAA	DSC	202	$ 165.00	-	1	1
8010005	Reserved	27-Oct	28-Oct	QUEEN	TPKG	PKG	107	$ 160.00	-	2	0

NOTE: Reservations 80100002 and 8010005 affect SUITE availability where 810004 does not.

Group Blocks Scenario

There is one group block arriving on the 26th and departing on the 28th. Group block details are broken down in Table 2: Example Scenario Group Blocks below.

Group Block Code CRVS1911
1 SUITE blocked for the first night only.
Physical Room Types blocked for both nights.

Table 2: Example Scenario Group Blocks

Date	RMTYPE	Block	Pickup	Rate1	Rate2
26-Oct	KING	2	1	$ 135.00	$ 135.00
26-Oct	QUEEN	2	0	$ 130.00	$ 145.00
26-Oct	DOUBLE	2	0	$ 120.00	$ 130.00
26-Oct	SUITE	1	0	$ 370.00	$ 370.00
27-Oct	KING	2	1	$ 135.00	$ 135.00
27-Oct	QUEEN	2	0	$ 130.00	$ 145.00
27-Oct	DOUBLE	2	0	$ 120.00	$ 130.00

Rooms Out of Service Scenario

This scenario assumes the partner system supports placing a Virtual Suite Out of Order. There are 5 rooms Out of Order. Full details are provide in Table 3: Example Scenario Rooms Out of Service.

1 SUITE
2 DOUBLE (one affecting availability of SUITE)
1 QUEEN (affecting availability of SUITE)
1 KING (no effect on SUITE)

Table 3: Example Scenario Rooms Out of Service

RMTYPE	RM#	25-Oct	26-Oct	27-Oct	28-Oct	29-Oct
SUITE	S205	OOO	OOO	OOO	-	-
DOUBLE	206	-	OOO	-	-	-
QUEEN	205	-	-	OOO	-	-
KING	113	-	OOO	OOO	OOO	-
DOUBLE	303	-	-	-	OOO	OOO

SUITE is set to Out of Service due to DOUBLE 206 and QUEEN 205 set as Out of Service.

Inventory Reporting Scenario

Based on the example scenarios of the reservations, group block and maintenance scenarios, inventory would be provided as outlined below:

Rooms Solds using Reservations and Group Block Examples

RMTYPE	25-Oct	26-Oct	27-Oct
SUITE	1	2	0
DOUBLE	3	8	4
QUEEN	1	4	3
KING	0	2	1

Due to SUITE being sold under reservations and groups, QUEEN and DOUBLE solds are also reported to support the solds of the physical room parts of the Virtual Suite.

Out of Order using Rooms Out of Service Scenario Example

RMTYPE	25-Oct	26-Oct	27-Oct	28-Oct	29-Oct
SUITE	1	1	1	0	0
DOUBLE	0	1	0	1	1
QUEEN	0	0	1	0	0
KING	0	1	1	1	0

Due to QUEEN and DOUBLE being Out of Order, the SUITE is also set to Out of Order.

PMS/CRS Publishing Requirements

To address data discrepancies, it is essential to provide data that meets requirements designed for the IDeaS G3-RMS Component Rooms module. Supplying accurate data enables the property to benefit from precise demand forecasting and automated pricing controls for all room types.

Reservations

Reservations are eported with the room type booked by the Guest, whether Physical Room Type or Virtual Suite. In case of Virtual Suite, the following requirements apply:

Reservation room type code is assigned to Virtual Suite.
Rate values represent the nightly rate of the Virtual Suite.
Reservation API field numberOfRooms represents the number of rooms for that room type sold, see use case Multi-Unit Reservations. It does not reflect the number of physical parts which make up the Virtual Suite
If system supports booking multi-unit reservations or share reservations for Virtual Suites, please discuss with IDeaS Integration Specialist to complete additional testing, to ensure data is handled and processed correctly by IDeaS RMS.

Group Blocks

Group blocks should be reported with the room types blocked/picked up, whether Virtual Suite or Physical Room Type. In case of Virtual Suite(s) are included in group block, the following requirements apply:

Report correct number of block and pick up count, based on the Physical Room Type or Virtual Suite.
Do not report the Physical Room Type parts of a Virtual Suite as part of the block or pick up counts.
Exception would be if the group has also contracted for the Physical Room Type parts separately.

Rates

Rate messages should include all room types defined for the rate plan, whether Physical Room Type or Virtual Suite. If a rate plan is defined for a Virtual Suite, the expectation is the rate defined in the PMS/CRS will reflect the nightly rate of the Virtual Suite, and not the physical units making up the suite.

Inventory Out of Order by Room Number

The purpose of providing Inventory Out of Order by Room Number, is to help support Clients who have many Virtual Suites within their Hotel. This provides the ability to auto report when a Physical Room Type associated with a Virtual Suite is Out of Order to IDeaS RMS to identify accurate reporting of the Virtual Suites.

The DOUBLE rooms as part of the SUITE in Example Scenario demonstrates that when only some rooms of a particular type are included in a virtual room type, relying solely on the room type level data is insufficient for accurately determining virtual room type availability. Instead, room-specific information by room number is required for precise identification.

Inventory Out of Order by Room Number Handling

Inventory Out of Order by room number should report;

Provide report only for physical room types which are Out of Order or Out of Service.
Entry by occupancy date for each room type code, room number and whether room is Out of Order is due to service request or not available for sale.
Should be provided at cold-start as mirror of the same Past and Future Days Window as Inventory.
Post cold-start submission provided as [PMS System Date] + Future Days Window.

Example Inventory Out of Order JSON Message

[
  {
    "clientCode": "TESTCLIENT",
    "propertyCode": "TESTHOTELCODE",
    "createDateTime": "2025-09-15T00:05:00Z",
    "occupancyDate": "2025-10-25",
    "roomTypeCode": "DOUBLE",
    "roomNumber": "206",
    "roomsNotAvailableMaintenance": 1,
    "roomsNotAvailableOther": 0
  },
  {
    "clientCode": "TESTCLIENT",
    "propertyCode": "TESTHOTELCODE",
    "createDateTime": "2025-09-15T00:05:00Z",
    "occupancyDate": "2025-10-25",
    "roomTypeCode": "DOUBLE",
    "roomNumber": "205",
    "roomsNotAvailableMaintenance": 1,
    "roomsNotAvailableOther": 0
  },
    {
    "clientCode": "TESTCLIENT",
    "propertyCode": "TESTHOTELCODE",
    "createDateTime": "2025-09-15T00:05:00Z",
    "occupancyDate": "2025-10-25",
    "roomTypeCode": "QUEEN",
    "roomNumber": "204",
    "roomsNotAvailableMaintenance": 1,
    "roomsNotAvailableOther": 0
  }
]

Inventory Reporting Including Virtual Suites

Changes will be required to support the implementation of Inventory Reporting to include Virtual Suites. Requirements are outlined below to support both physical rooms types and Virtual Suites.

Report Capacity, Solds and Out of Order, Out of Service details for Physical Room Types under roomTypeInventories array.
Report Capacity, Solds and Out of Order, Out of Service details for Virtual Suites types under virtualRoomTypeInventories array.
Where Virtual Suite(s) are sold, Physical Room Types associated to the Virtual Suite should also report as sold.
Where Physical Room Type is part of a SUITE is placed Out of Order/Service, the Virtual Suite should also report as Out of Order.
Depending on PMS functionality, placing a Virtual Suite(s) Out of Order/Service, may potentially impact the reporting of the Physical Room Types associated to the Virtual Suite. In which case, reporting of both Virtual Suite and Physical Room Types should be reported as Out of Order/Service.

Rooms Out of Order, not available for sale = roomsNotAvailableMaintenance.
Rooms Out of Service, available for sale = roomsNotAvailableOther.

Example Inventory Including Virtual Suites JSON Message

[
  {
    "clientCode": "TESTCLIENT",
    "propertyCode": "TESTHOTELCODE",
    "createDateTime": "2025-10-22T04:35:19.906Z",
    "occupancyDate": "2025-10-26",
    "correlationId": "11292d1b6-55c8-4c84-a09c-7bb74403d156",
    "roomTypeInventories": [
      {
        "roomTypeCapacity": 11,
        "roomsNotAvailableMaintenance": 1,
        "roomsNotAvailableOther": 0,
        "roomsSold": 2,
        "roomTypeCode": "KING",
        "transientSold": 1,
        "groupSold": 1
      },
      {
        "roomTypeCapacity": 7,
        "roomsNotAvailableMaintenance": 0,
        "roomsNotAvailableOther": 0,
        "roomsSold": 4,
        "roomTypeCode": "QUEEN",
        "transientSold": 1,
        "groupSold": 3
      },
            {
        "roomTypeCapacity": 20,
        "roomsNotAvailableMaintenance": 1,
        "roomsNotAvailableOther": 0,
        "roomsSold": 8,
        "roomTypeCode": "DOUBLE",
        "transientSold": 4,
        "groupSold": 4
      }
    ],
    "virtualRoomTypeInventories": [
      {
        "roomTypeCapacity": 7,
        "roomsNotAvailableMaintenance": 1,
        "roomsNotAvailableOther": 0,
        "roomsSold": 2,
        "roomTypeCode": "SUITE",
        "transientSold": 1,
        "groupSold": 1
      }
    ]
  },