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.
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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.
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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”.
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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.
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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.
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For rates and seasons, see Rates and Seasons.