---
title: Hotels Master Data | Documentation
description: Add and manage hotels with room types, meal plans, extra bed configuration, notes and availability controls
---

# Hotels Master Data

Add and manage hotels with room types, meal plans, extra bed configuration, notes and availability controls

Your hotel inventory powers quotations and reservations. Hotels can be added manually, in bulk via CSV rate sheets, or on-the-fly during quotation with **Quick Add** (name, location, meals, rooms — complete the details later). The hotels listing shows whether each hotel was added manually or via sheet, its rate validity and check-in/out times, with filters for rate expiry, entry type and last updated by/date, plus an Excel download.

## Hotel Details

- **Room types** with pricing, extra beds and complimentary child configuration. Append `(nR)` to a room type name to cap available rooms (e.g. `Super Deluxe (4R)`) — quotes warn when the quantity exceeds availability.
- **Extra beds** — configure adult extra beds (`nAWEB`), child extra beds (`nCWEB`) and children without bed (`nCNB`) separately, via rate sheets or manual entry.
- **Meal plans** — managed as a dataset under **Organization > Repository > Meal Plans** along with Room Types; you can see how many hotels use each before deleting.
- **Contacts** — contact persons with international phone numbers, used in booking enquiry emails (multiple contacts auto-CC).
- **Images and photo links** — building photos and a gallery/details link shown in Quote PDFs.
- **Check-in/check-out times** — auto-set from the destination defaults, editable per hotel; included in vouchers.
- **Child age ranges** — inherited from the destination, overridable per hotel.

## Hotel Notes

Add notes at hotel level, room-type level or meal-plan level for specific date ranges, and choose where they appear — WhatsApp, email, vouchers (or voucher-only), quotation PDFs or internal only. General notes can apply to all hotels or a subset by meal plan/date range, appearing as "Applicable to all".

## Stop Sale and Blackout Dates

From the hotel detail page (no full edit required), configure:

- **Stop Sale** — hard block: the hotel/room type can not be quoted or booked for those dates.
- **Blackout dates** — soft warning: quoting requires a manual rate.

Both can apply to all or specific room types.

## Housekeeping

- **Merge duplicates** — select duplicate hotels, choose the primary; all payments, bookings and ledgers move to it. Merged hotels are disabled. Irreversible. Entry-type icons help identify the right record during merge.
- **Disable/enable** — remove unused hotels from selection menus while keeping existing data; re-uploading a disabled hotel auto-enables it.
- **Activity log** — every hotel has an Activity tab tracking who created/updated it and uploaded rates.
- **Hotel groups** — organize properties into groups for management and ledger filtering.

For rates and seasons, see [Rates and Seasons](https://sembark.com/travel-software/docs/rates-and-seasons.md).

## Docs Navigation

Current page: [Hotels Master Data](https://sembark.com/travel-software/docs/hotels-master-data.md)

### Getting Started

* [Getting Started with Sembark](https://sembark.com/travel-software/docs/getting-started.md)
* [Login into Sembark](https://sembark.com/travel-software/docs/login.md)
* [Reset Password](https://sembark.com/travel-software/docs/reset-password.md)
* [Passwordless Login with Passkeys](https://sembark.com/travel-software/docs/passwordless-login.md)
* [Two-Factor Authentication](https://sembark.com/travel-software/docs/two-factor-authentication.md)
* [Account Security and Password Policies](https://sembark.com/travel-software/docs/account-security.md)
* [Dashboard, Notifications and Global Search](https://sembark.com/travel-software/docs/dashboard-and-notifications.md)

### Queries

* [Queries](https://sembark.com/travel-software/docs/queries-overview.md)
* [Add New Query](https://sembark.com/travel-software/docs/add-a-query.md)
* [Query Details](https://sembark.com/travel-software/docs/query-details.md)
* [Follow-ups and Tags on queries](https://sembark.com/travel-software/docs/query-followups.md)
* [Conversion](https://sembark.com/travel-software/docs/query-conversion.md)
* [Query Cancellation](https://sembark.com/travel-software/docs/query-cancellation.md)
* [Trip Plan Requests (Integrated Leads)](https://sembark.com/travel-software/docs/trip-plan-requests.md)
* [Tasks and Comments](https://sembark.com/travel-software/docs/tasks-and-comments.md)
* [Guests and Tourist Management](https://sembark.com/travel-software/docs/guests-and-tourists.md)
* [Trip Holding, Locking and Data Archival](https://sembark.com/travel-software/docs/trip-holding-and-locking.md)

### Quotes

* [Quotes](https://sembark.com/travel-software/docs/quotes-overview.md)
* [Create New Quote](https://sembark.com/travel-software/docs/create-quote.md)
* [Share Quote](https://sembark.com/travel-software/docs/share-quote.md)
* [Update Quote](https://sembark.com/travel-software/docs/update-quote.md)
* [Quote Pricing, Markup and Taxes](https://sembark.com/travel-software/docs/quote-pricing.md)
* [Multi-Option (Multi-Category) Quotes](https://sembark.com/travel-software/docs/multi-option-quotes.md)
* [Flights in Quotes](https://sembark.com/travel-software/docs/flights.md)
* [Quote PDF and Email Template Customization](https://sembark.com/travel-software/docs/quote-templates.md)
* [Quote Suggestions and Reusing Quotes](https://sembark.com/travel-software/docs/quote-suggestions.md)

### Hotel Bookings

* [Hotel Bookings](https://sembark.com/travel-software/docs/hotel-bookings-overview.md)
* [Update Status of a Hotel booking](https://sembark.com/travel-software/docs/hotel-booking-update-status.md)
* [Hotel Booking Vouchers](https://sembark.com/travel-software/docs/hotel-booking-vouchers.md)
* [Hotel Booking Enquiry Emails and WhatsApp](https://sembark.com/travel-software/docs/hotel-booking-enquiries.md)
* [Hotel Changes, Replacements and Drops](https://sembark.com/travel-software/docs/hotel-booking-changes.md)
* [Self-Booked Accommodation Details](https://sembark.com/travel-software/docs/self-booked-accommodations.md)
* [Hotel Check-Ins and Check-Outs](https://sembark.com/travel-software/docs/hotel-check-ins-and-outs.md)

### Tour Operations

* [Cab Schedules](https://sembark.com/travel-software/docs/cab-schedules-overview.md)
* [Assign Service Provider for Cab Schedules](https://sembark.com/travel-software/docs/cab-schedule-assign-service-providers.md)
* [Operational Bookings and Tour Operations Calendar](https://sembark.com/travel-software/docs/operational-bookings.md)
* [Share Transfer and Activity Details](https://sembark.com/travel-software/docs/share-operational-services.md)
* [Trip Vouchers](https://sembark.com/travel-software/docs/trip-vouchers.md)
* [Activity and Ticket Bookings](https://sembark.com/travel-software/docs/activity-bookings.md)
* [Travel Activity Vouchers](https://sembark.com/travel-software/docs/activity-vouchers.md)

### Accounting

* [Accounting](https://sembark.com/travel-software/docs/accounting-overview.md)
* [Create New Account](https://sembark.com/travel-software/docs/create-accounting-account.md)
* [Proforma Invoices](https://sembark.com/travel-software/docs/proforma-invoices.md)
* [Incoming Payments and Instalments](https://sembark.com/travel-software/docs/incoming-payments.md)
* [Payment Gateway — Automated Collections with Payments by Sembark](https://sembark.com/travel-software/docs/payment-gateway.md)
* [Outgoing Payments to Suppliers](https://sembark.com/travel-software/docs/outgoing-payments.md)
* [Payment Receipts](https://sembark.com/travel-software/docs/payment-receipts.md)
* [Supplier and Customer Payment Preferences](https://sembark.com/travel-software/docs/payment-preferences.md)
* [Accounting Ledgers, Downloads and Account Tools](https://sembark.com/travel-software/docs/accounting-ledgers-and-downloads.md)

### Organization Settings

* [Contact and Billing Addresses](https://sembark.com/travel-software/docs/contact-and-billing-addresses.md)
* [Bank Accounts](https://sembark.com/travel-software/docs/bank-accounts.md)
* [Multi-Branding](https://sembark.com/travel-software/docs/multi-branding.md)
* [Users, Roles and Teams](https://sembark.com/travel-software/docs/users-and-teams.md)
* [Lead Integrations](https://sembark.com/travel-software/docs/integrations.md)
* [Terms and Conditions Management](https://sembark.com/travel-software/docs/terms-and-conditions.md)
* [Currencies, Exchange Rates and Tax Types](https://sembark.com/travel-software/docs/currencies-and-taxes.md)
* [Notify — Automated Customer Communication](https://sembark.com/travel-software/docs/notify-automated-communication.md)

### Master Data

* [Trip Destinations](https://sembark.com/travel-software/docs/trip-destinations.md)
* [Hotels Master Data](https://sembark.com/travel-software/docs/hotels-master-data.md)
* [Transport Services and Cab Types](https://sembark.com/travel-software/docs/transport-services-master-data.md)
* [Travel Activities and Tickets](https://sembark.com/travel-software/docs/travel-activities-master-data.md)
* [Unified Suppliers Management](https://sembark.com/travel-software/docs/suppliers.md)
* [Supplier Rates, Seasons and Contract Uploads](https://sembark.com/travel-software/docs/rates-and-seasons.md)
* [Trip Sources (B2B Agents and Channels)](https://sembark.com/travel-software/docs/trip-sources.md)
* [Itineraries (Day-Wise Templates)](https://sembark.com/travel-software/docs/itineraries.md)

### Reports

* [Sales and Lead Reports](https://sembark.com/travel-software/docs/sales-reports.md)
* [Profit, Check-In and Checkout Reports](https://sembark.com/travel-software/docs/profit-and-checkout-reports.md)
* [Operational and Hotel Reports](https://sembark.com/travel-software/docs/operational-reports.md)

### Troubleshooting

* [Network Error](https://sembark.com/travel-software/docs/network-error.md)
* [Software Updates, Sessions and Timezone Issues](https://sembark.com/travel-software/docs/software-updates-and-sessions.md)