Room Management
Set up your rooms and room types so the front desk and your channels sell exactly the rooms you have. Every room belongs to a room type, which holds its occupancy, amenities and photos, and every room carries a status that decides whether a guest can be put in it. This page covers room types, adding and editing rooms, and how room statuses change.
You manage rooms on the Rooms page, under Stay in the sidebar. The header shows how many rooms are configured and has two buttons: Manage room types and Add room.
Room types
A room type groups rooms that are sold the same way, for example "Standard King" or "Deluxe Suite". You need at least one room type before you can add a room. Prices are not set on the room type; set them on rate plans.
Select Manage room types to open a list of your room types with their maximum guests and the guests included in the rate. From there:
- Add room type opens a new room type page.
- Edit (the pencil icon) opens the room type's page.
- Delete (the trash icon) removes the room type after you confirm. You can delete a room type only when no rooms or reservations use it.
A room type page has these fields:
- Name and Description: what guests read when they book this room type.
- Maximum occupancy: the most guests the room type can hold.
- Base occupancy: the guests included in the nightly rate.
- Amenities: press Enter after each one to add it.
- Photos of the room type.
Note
Room types also drive rate plans and availability, so set them up before you add rooms. See Rate plans and Key concepts.
Adding a room
Select Add room on the Rooms page and fill in:
- Room number: the room's identifier, for example
101. Required. - Floor: the floor number.
- Room type: the room type this room belongs to. Required.
Then select Add room. A new room starts as Clean. These are the only details a room has of its own; occupancy, amenities, description and photos belong to its room type.
Viewing and editing rooms
The Rooms page shows each room as a card with its room number, floor and room type. Room status is not shown here; it is on the housekeeping board.
Select a room card to open its Room details page, where you can change:
- Room Number and Floor.
- Room Type, to move the room to a different room type.
Select Save Room to apply your changes, or Delete room to remove the room. To change occupancy, amenities, description or photos, edit the room type instead.
Room statuses
Every room has one of these statuses. You change a room's status on the housekeeping board, so every change is logged. See Task management.
| Status | Meaning | How it is set |
|---|---|---|
| Clean | Cleaned and ready for a guest. | Marked by housekeeping. New rooms start Clean. |
| Inspected | Cleaned and checked by a supervisor. Appears only when your property uses the inspection step. | Marked by someone with the Set Room to Inspected permission. See Room inspections. |
| Dirty | Needs cleaning before the next guest. | Set at check-out, or marked by housekeeping. |
| Out of order | Off sale, usually for maintenance. | Marked by housekeeping, or by a maintenance request that takes the room out of service. |
| Occupied | A guest is checked in. | Set at check-in. You cannot choose it by hand. |
Automatic status changes
Most status changes happen on their own as you run the front desk:
- Check-in sets the room to Occupied. See Check-in.
- Check-out sets every room the stay held to Dirty and logs the change. See Check-out.
- Resolving a maintenance request that took a room out of service returns the room as Dirty. See Room inspections.
- Daily cleaning sweeps, if turned on in Property Settings > Housekeeping, flag occupied rooms that are due for service and can turn vacant rooms dirty after a set number of days.
Changing a status by hand
Change a status on the housekeeping board when the system and the room disagree, for example:
- A room was marked Clean before cleaning was finished. Set it back to Dirty so it is not given to a guest by mistake.
- A guest reported a problem and the room needs cleaning again. Set it to Dirty until housekeeping marks it Clean.
The check-in room picker offers only Clean and Inspected rooms, so an accurate status keeps the wrong room from being given to a guest.
Out of order rooms
An Out of order room is off sale and cannot be given to a guest, not even with an override at check-in. Out of order rooms are also left out of the occupancy percentage on the dashboard, so occupancy counts only rooms you can sell. When the problem is fixed, set the room back to Dirty or Clean so it returns to sale.
Warning
Review out of order rooms often. A room left out of order after its problem is fixed costs revenue every night it stays off sale.
Common mistakes
Leaving a status that no longer matches the room. The check-in room picker trusts the status. A room wrongly marked Clean can be given to a guest before it is ready, and a room left Out of order after a repair cannot be sold.
Trying to delete a room type that is still in use. Move its rooms to another room type first. A room type that reservations use cannot be deleted.
Editing the room when you mean the room type. Occupancy, amenities, description and photos belong to the room type, and prices belong to rate plans. Change them there, not on the room.