Creating a hostel bed base

This manual includes:

1. How to create a group of hotels beds
2. How to create hostel beds
3. How to set prices
4. How to set seasonal prices
5. How to select room equipment
6. Advanced room configuration options

1. How to create a group of hotels beds

Room groups allow an easier management of all rooms that share the same parameters (e.g. room number, prices or inventory). In this case, every room is treated as a bed while room group is a room itself. This can be used by bigger accommodation facilities to organize many rooms of a certain type (e.g. single, double, twin etc.) or to synchronize with online reservation systems, portals (e.g. Booking.com, eHoliday etc.) and channel managers (e.g. Yieldplanet, Wubook, OctoRate, ProfitRoom).
Creating hostel room groups is necessary for hotels wishing to dynamically modify prices with KWHotel (from day to day or periods).

Attention! In case where each room is different but you would still like to dynamically change prices or synchronize it with online reservation portals, it is recommended to create room groups individually for each room. Optimally with the same name for both room group and room itself.

Creating hostel room groups step by step:

1. Enter the „Rooms” tab and in the upper bar of the tab click „Room Groups”.
2. Click „Add new group”.
3. Enter the hostel group`s name e. “Bed in a 4-people room”
4. Choose a “Hostel bed” room type
5. Enter a number of beds: 1 Mark the number of beds to be fixed.
6. Enter group`s You can use this field to enter information useful when checking in a guest, as it is visible in the reservation window too.

Attention! Descriptions may be filled in when creating hostel beds.

7. Enter Rate plans and prices (per room/person) set in the room groups will be available in the reservation window in the top right corner.

Attention!

  • Prices cannot be changed in a bed belonging to the hostel room group.
  • If you are using KWHotel online booking engine or synchronize directly with com or with a channel manager, rate plans must be created in the „Rate Plans” module.
  • If dynamically changed prices are being used (e.g. different from day to day) rate plans are also recommended. 

2. How to create hostel beds

Creating hostel beds step by step:

1. Enter the „Rooms” tab
2. Click „Add new room”.
3. Enter the bed`s symbol, g. „01-1”.

Attention! Beds should be organized in the following fashion:
Room symbol – Bed number

Example:
If we have a 4 beds room with a symbol of 01, our hostel room group should be named “Bed in a 4 person room 01” while bed symbols are recommended as follows:
01 – 1 (first bed in room 01)
01 – 2 (second bed in room 01)
01 – 3 (third bed in room 01)
01 – 4 (fourth bed in room 01)

4. Enter a number of beds: 1 single.
5. Enter room`s You can use this field to enter information useful when checking in a guest, as it is visible in the reservation screen too.
6. Enter They will be available in the reservation screen in the top right corner.

Attention! You can assign a hostel room group to the currently created hostel bed by selecting it from the “Room group” list. Room group creation process is described in point 2 of this manual.

3. How to set prices

RATE PER ROOM – not dependant on the number of people in the room. Price is set per night.
RATE PER PERSON – depends on the number of people in the room. Price is set per night.

Attention! If you want to rent room to lower amount of people than the capacity of the room, it might be necessary to enter the „Minimal room rate”, followed by each of the age groups.
Minimal room rate” is added to the prices of each age group. This allows renting the room to smaller groups of people than the room`s capacity, but for a price higher than just the sum of the price for the age groups.

Example:
2 person room
Minimal room rate: 30 EUR
Price for an adult: 50 EUR

Price for 1 person renting the room:
30+50=80 EUR
Price for 2 people renting the room:
30+50+50=130 EUR

4. How to set seasonal prices

In the Equipment / seasonal rates tab, you may create seasonal prices. Creating seasonal rates step by step:

  1. Pick a time frame on the calendar
  2. Put the prices
  3. Click „Add”

Attention! Parent price (First priority) – this option will prioritize this seasonal rate over any other rate that will overlap with it.

5. How to select room equipment

In the Equipment / seasonal rates tab, you may also select room equipment that will be assigned to this room. This information will also be displayed in the top left part of the reservation screen.

6. Advanced room configuration options

In the „Advanced” tab you may give group the “Apartment” status, exclude it from the calendar, online reservations and/or statistics. Additionally, the minimal amount of people able to book the room can be set here. Please note that this option will influence the number of people during a reservation process.

After saving the room group and reentering it, you will find the new ”Translation” tab added. This is directly related to the online booking system (Available only for KWHotel Pro). As indicated by the name, you may enter the name and description of the group in the columns and it will be translated in to the language, which symbol was entered to the first column.

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