Rooms – Hotel Contract Configuration

Purpose

The Rooms tab is where you define the room types included in the contract. These room definitions drive pricing, occupancy rules, and room selection during booking.

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Screenshot

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Preconditions

Before you start:

• The hotel contract exists and is open for editing.

• You know the supplier’s room types and occupancy rules.

• You know if room types should be created, imported, or overridden.

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Fields

Field	Description
Room Type Code	Internal system code for the room type (for example 2V+1B = 2 adults + 1 bed). You can create a new code, override an existing code, or import codes.
Parent Room	Used to group variations of rooms under a base category. Select the parent room if this is a derivative room type.
List Text Name	Label shown in dropdowns and public-facing lists (for example “Dbl room (2–4 pers.)”).
Name	Internal reference name, often used in supplier communication.
Minimum / Maximum	Minimum and maximum occupancy allowed for this room type.
Max Extra	Maximum number of extra adults allowed.
Max Extra Child	Maximum number of children allowed in addition to base occupancy.

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Buttons and actions

• Override existing base room: Replaces an existing room type in the base configuration.

• Add new room type from existing: Creates a new room type based on an existing one.

• Add new room type from hotel: Pulls room definitions directly from the hotel record (if available).

• 🗑️ Delete icon: Removes a room entry from the current contract.

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Tips

Set Minimum / Maximum early. Period pricing and booking validation depend on it.

• Use Parent Room to keep reporting and sorting clean.

• Keep Room Type Code stable over time. It is used in exports and rules.

• Use List Text Name for user-facing clarity. Keep Name supplier-friendly.

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Related workflows

• Periods – Hotel Contract Configuration: Room types must exist before you add period rows.

• Board Supplements - Hotel Contract Configuration: Room setup affects where supplements can apply.

• Extra Beds Cost – Hotel Contract Configuration: Occupancy and extra limits control allowed extra beds.

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FAQ

What’s the difference between “Room Type Code”, “Name”, and “List Text Name”? Room Type Code is the system key used in rules and exports. Name is an internal label, often supplier-facing. List Text Name is what users typically see in dropdowns.

When should I use “Parent Room”? Use it for variants of a base room type. Example: “Double Sea View” under parent “Double”.

What happens if Minimum/Maximum is wrong? Bookings may fail validation or auto-match the wrong room. Pricing and extra bed logic can also break.

Should I import rooms from the hotel or create them manually? Import when the hotel record is already maintained and accurate. Create manually when the contract needs a custom room set.

What does “Override existing base room” actually change? It replaces the base room definition used by this contract. Use it when the global definition is wrong for this supplier.

Can I delete a room type after adding periods? Avoid it. Period rows may still reference the room code. Remove period rows first, then delete the room type.