How to set up Room Types
Accurate room management requires setting up all room types and rooms you have in your hotel. It’s also essential to input the correct information into both the PMS system and all OTAs to ensure consistency across platforms. This alignment helps prevent issues and ensures that the connection operates efficiently and without interruption.
Here is how to set up room types:
- In the menu on the left, click on Property and select Rooms.
- Click on the Room types tab, and in the upper right corner, click the Add room type button.
- Enter the name of the room. From the drop-down list, pull up the type of room, indicate the area of the room in square meters, as well as the occupancy details:
- Max occupancy: Maximum number of people the room can accommodate.
- Default occupancy: The typical number of guests per room.
- Max adults: Maximum number of adults allowed.
- Max children: Maximum number of children allowed per one adult; specify bed types and quantities.
- In the Beds section, select the bed type from the dropdown list and indicate the quantity. To add another bed type, click the “+” button. If your bed type isn't listed, use the Add custom bed function to enter a new bed name and size, and then save it.
- List all the amenities available for this room category.
- Click the Next Step button.
- In the pop-up window, enter the number of rooms for this type by filling in the From and To fields (e.g., from 1 to 10 for 10 rooms). For a single room, specify from 1 to 1. Select the Room type and include the Floor number if applicable.
- Click on the Add button.
- In the Name field, assign room numbers or unique names and enter floor numbers in the Floor field. Ensure room numbers/names are different. If needed, delete rooms using the minus button next to each room before saving.
- Click the Save button. This finalizes your Room Types and Rooms as active.
Please note: If a booking through an OTA exceeds the room's specified occupancy limit in the HotelFriend system, the booking will be rejected. Therefore, it is essential to correctly set the room's occupancy limits so you can adjust the costs for adults, additional adult accommodation, and children of different age categories based on this information.
If necessary, in the Room information field, you can add information that can be additionally displayed in the emails template if you press toggle "Show room information" in current email template.
If necessary, in the Description field, you can enter a short description of the room which will be displayed on the booking engine in the description of the room type.
To display photos of rooms on the booking engine, open Room Type, click Upload image, and select photos of this room category on your computer. You can reorder the images by moving them up or down.
All created Room Types and Rooms appear in their respective module and tabs. You can apply filters and enable, disable, or delete rooms as needed.
If you have any questions about setting up room types and rooms, feel free to contact our support team by email at support@hotelfriend.com or through the live chat built into the system.
