Room Types

Room Types are four-letter codes with brief descriptions for each type of room in your hotel. roomMaster is installed with four default room types: KING, KGNS, QUEN, and QNNS. These defaults can be deleted or edited if you wish.

It is strongly suggested that the list of room types is kept simple. Enter room types for each broad classification of rooms in your hotel. For example, there would be separate room types for rooms with king, queen, and twin beds, and perhaps non-smoking rooms; however, there would not be separate room types for rooms away from the elevator or on a lower floor unless they have specific room rates. Specific descriptions are entered in Room Numbers such as "Near Ice machine".

If a room type has no bearing on the rate or what a guest specifically requests, then it should not be considered a separate room type. Usually, if you have rooms with a preferred view, like overlooking the ocean, this could be a special request of a guest and you would price the room higher. These preferred view rooms would be considered a different room type.

Adding/editing room types

From Setup > Configuration > Reservations > Room Types, click on Insert to add a room type, or select a room type and click on Change to edit that room type.

Room Type

Room types can be up to four characters. Examples of room types would be: SUTE (Suite), EFF (Efficiency Unit), KING (King Bed), QUEN (Queen Bed), KGOF (King Bed, Ocean Front), or HCKG (Handicapped King Bed). Accessible (ADA) rooms should use a special room type such as KGA (King Bed, ADA/Accessible). Once a Room Type is created, the abbreviation cannot be edited.

Note: If you are working with a GDS (Global Distribution System), it is highly recommended to make your room types the same in both systems to avoid confusion.

Description

This appears in any window that allows the user to pick a Room Type, such as creating a reservation.

Confirmation Letter Desc.

This is what you want to appear in the confirmation letter sent to the guest. This can be the same as the above description or something more descriptive. Remember, this is what will appear in the letter!

Room Group

See Room Groups, below.

Sort Sequence

Use a number (0-999) to override the Alphabetical sequencing of displaying the Room Types in the F4-Availability screen. By default, room types will display in Alpha order. If you want to change this order to a specific order, number the items in the order you want them to appear.

Rate Type

The Rate Type field allows you to combine room types that are priced the same. For example: Queen Bed and Queen Bed Non-Smoking rooms will probably use the same rate type, so change the Queen Non-Smoking room to use the Rate Type of the Queen Bed room. The Rate Type will default to the same code as the room type.

Example:

Room Type	Rate Type
QUEN	QUEN
QNNS	QUEN
KING	KING
KGNS	KING
KGA	KING
SNGL	SNGL
TWIN	TWIN

In this example, the QNNS type shares the QUEN rate type, the KGNS and KGA shares the KING rate type while the remaining two have their own.

Configuring rate types correctly makes setting up rates easier. Just remember that all room types that have the same rate should have the same rate type.

Remove this type from general availability and Yield Mgmt (Mtg Rooms)

Selecting this option will exclude this room type from all occupancy, forecasting and availability screens and reports.

Do not include this type in all Dayend Close and Availability figures (Mtg Rooms)

Selecting this option will exclude this room type from all dayend close, historical and marketing reports.

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Meeting Rooms Not Affect ADR and Occupancy

To have meeting rooms not affect Occupancy and ADR, it is important that you do not post Room Revenue to these folios. Simply override the rate on the reservation (and folio) to zero and use the More Options > Daily Charges function to add other account charges such as Banquet, Food, Parking, etc. - making sure it is not a Room Revenue Account. When running the Auto-Post during the Dayend Close, these rooms will be skipped of Room Revenue postings and not affect ADR. You must also set these Room Types to not affect Occupancy and ADR in Setup > Configuration > Reservations > Room Types (Do not include this type in all Dayend Close and Availability figures)

Maximum Use Restrictions

Set the maximum number of adults, children, and total people that can stay in the room type. The number of adults and children does not have to total to the total number of people allowed. Lets say you have a suite that will sleep 6 guests, you might make the Max Adults and Max Children each equal 4 and set Max People to 6. That way if the guest has 4 adults and 2 children, or 3 adults and 3 children, or 2 adults and 4 children, the reservation can still be made. If more than the maximum number of adults or children is entered on a reservation, a red x appears next to the respective field on the reservation form. If the maximum people is exceeded, a red x appears next to both the adults and children fields.

A red X will appear next to the Adults or Children field on a reservation when more than the maximum number of adults or children has been entered. If the maximum number of people has been exceeded, a red X appears next to both fields.

Extended Room Descriptions

Enter a complete description of the room as the employee would describe the room to the guest over the phone when making a reservation.

This information is displayed on any window that has a Room Properties button, such as the Availability/Room Chart, Quick Room Display, Housekeeping, and Display Rooms.

Image File

You can attach a picture (JPG, BMP, GIF, WMF formats) to the room type. When an employee pulls up a Room Properties screen, the image of the room will appear alongside the Extended Room Description.

The image should be 300 pixels by 300 pixels or smaller. (recommend same size height as width).

Deleting room types

Select a room type and click on Delete. You cannot delete a room type that is currently being used by any room numbers. If you are reconfiguring your hotel and/or creating new room types, assign rooms to their new room types before deleting old room types.

Import/Export Room Types

For companies or owners with multiple properties using roomMaster, Room Types can be exported from one property and imported into roomMaster at another property. The user must have Manager level access for the Import and Export options to appear.

Select Export to save the Room Type configuration information to a file. The file type is RMXML, a file type unique to InnQuest Software and roomMaster. Only this file type can be used to import information into roomMaster.

The file saves to the roomMaster directory automatically, but you can save to an external device to transport to the other property.

To import the Room Types to the "new" property, select Import then navigate to and select the RMXML file created at the original property. The Room types will appear in roomMaster.

Notes:

• Only room types different from what already exist in roomMaster at the new property will be added. For example, if room type DLX is included in the import file and a room type DLX already has been entered at the new property, DLX will not be added.
• No changes to existing room types will be made. From the previous example, if all the other information associated with DLX from the old property is different from the DLX at the new property, no changes will be made to the existing information for DLX at the new property.

Room Groups

Room groups are used to give a higher level of classification to your room types. This is usually used if you need to separate a building, properties or group of rooms for accounting and reporting purposes.

The room group must be set up previously by pressing the Room Group button. When printing reports, you have the ability to print all room types, a certain room type or a group of room types by using the Room Group function. If the hotel has 2 types of VIP rooms, 2 types or Regular rooms and 2 types of suites, you can assign them groups 1, 2 and 3 so when printing reports, you can select Room Group 1 which will print all the VIP rooms.

For example:

Type	Description	Group	Description
KING	King Bed	1	Regular Room
QUEN	Queen Bed	1	Regular Room
KGNS	King Bed NS	1	Regular Room
QNNS	Queen Bed NS	1	Regular Room
VPKG	VIP King	2	VIP Room
VPQN	VIP Queen	2	VIP Room
STE1	Suite Oceanfront	3	Suite Room
STE2	Suite Poolside	3	Suite Room
STE3	Suite Frontside	3	Suite Room

If you wanted a report of all of your VIP Rooms, you would select room group 2 while printing your report. (See Reports)