Room types and their rooms

A room type is what you sell — "Deluxe Double", "Executive Suite" — and it carries the rate. A room is the physical door the guest walks through — 101, 102, 103 — and each one belongs to a room type. Set the type up once, then list the rooms under it.

Before you start

• You need Inventory Master access. Room types are priced products, so they sit with the rest of your priced items; this screen is the front-office door onto the reservation ones.
• Have your rates ready. A room type with no rate can't be billed.

Finding room types

Front Office → Room Types. The list shows every room type with its rate, category and status. The same records also appear on the Items page under type "Reservation" — it's one list seen from two places, so edits either way are the same edits.

Steps — create a room type

1. Click New room type.
2. Fill in the General tab: name, category, the rate and what the rate is billed per (nightly, hourly, and so on), and the income account the revenue posts to.
3. Save. The remaining tabs open up once the type exists.
4. Use Amenities to list what housekeeping should expect to find in the room, Photos for the pictures guests see when booking online, and Online rates for the offers on your booking page.

Steps — add the rooms

1. Open the room type and go to the Rooms tab.
2. Click + Add, then fill in the room number, space type, floor and building.
3. Press Enter or click away from the row. The room saves straight away — rooms are their own records, so they don't wait for the form's Save button.
4. Repeat for each room. The tab header shows the running count.

If your licence includes door keycards (Reservation, Gold), three more columns appear — Key / Lock No, Lock Active and Lock Type — so you can set the hardware up for every room in the same pass. On other licences those columns are hidden, since nothing in the system would use them.

Housekeeping status is not on this tab. Check-in, check-out and cleaning set it, and the room board is where you see and change it.

Leave Active ticked for rooms that can be sold. Untick it to take a room off the board without deleting anything.

Tips

• Deleting a room only works while it has never been used. Once it has any booking or folio history the system refuses and tells you so — untick Active instead, which takes it off the board and keeps the history intact.
• Cleaning times and the room description live on the fuller editor at Front Office → Rooms. The tab here covers what you need when setting up several rooms in one sitting.
• Moving a room to a different type: open Front Office → Rooms and change its room type there, or simply add it from the other type's Rooms tab.
• The room type's rate is what the folio bills each night. Changing it affects future billing, not nights already billed.

Common problems

• "Room '101' already exists" → room numbers are unique across the whole property, not per room type. Check whether 101 is already sitting under another type.
• Rooms tab says "Save the room type first" → you're on a brand new room type. A room has to point at an existing type, so save the General tab first and the tab will open.
• A new room doesn't show on the room board → check Active is ticked. New rooms start as Vacant automatically.
• No keycard columns on the Rooms tab → they only appear on a Reservation licence at Gold. Check your licence under Setup, or use Front Office → Rooms to set a single room's lock details.
• The room type doesn't appear when booking → check it's Active and has a rate. A type with no rate can't be quoted.
• "Your plan allows up to 70 rooms and you already have 70" → your subscription's package caps the number of rooms. Existing rooms keep working; to add more, open Subscription and Upgrade to a bigger package, then click Refresh there.