You can configure all your rooms or units through the configuration exposed on the Settings page. This is where you can modify a room's details, such as the description and images.
Navigate to Settings > Rooms
Here, you will see a list of all of your rooms. By default, it is sorted by the Room Group column (in alphabetical order) but you can also sort by Room Name, Short Name, or Room Type. Additionally, you can toggle the option at the top to show or hide Inactive rooms.
To edit an individual room, either double click on the room's row OR click on the row once and then choose "Edit" at the top of the table.
GENERAL INFORMATION
Name: This is the name of the room as it is displayed in the Booking Engine and on your guest's invoices.
Short name: This optional field is the name that is displayed on your calendar for staff, and in your reports.
Copy Room ID: This is used to identify the room when using a ThinkReservations widget.
Room Type: The Room Type that this room belongs to (for example: "Standard King")
Room Group: The Room Group this room belongs to (for example: "Building 1")
# of bedrooms/full baths/half baths: Used for filtering for certain properties.
Is ADA Accessible: this toggle let's you flag rooms as ADA accessible to encourage guests who do NOT need ADA accommodations to consider an alternate room, and to let guests who do need them know that this room has those accommodations.
Description: The description that is given in the Booking Engine. This field accepts some HTML.
Notes for Employees: Displayed only for staff when hovering the mouse over the name of the room on the calendar.
DEFAULT LINE ITEMS
Default line items are items that are automatically added to the reservation every time this room is reserved.
To Add an item
Select the item in your list of Items and click the Add button. If you would like to override the item price, update the price in the box to the right, before clicking "Add".
To Remove an item
Click the (Remove) link to the right of the corresponding item.
When a guest is booking online, the default line item(s) will be included in the advertised price per night and will be detailed after they click to add the room to their reservation. We recommend you use the room description to explain any default line items added to the room.
OCCUPANCY
Number of guests allowed in base room rate: The number of guests that a room can accommodate without changing the base price. If the room's price is based on double-occupancy, this number would be a 2, for example.
Number of additional guests allowed at an extra fee: The number of additional guests beyond the number above. The "Number of guests allowed" plus the "Number of additional guests allowed" should equal the maximum number of guests allowed in the room. If the room can hold an extra guest or 2, enter how many extra guests here.
Number of pets allowed: Total number of pets allowed to be added by the guest when booking online. (See "PET CONFIGURATION" further below for more.)
ADULT CONFIGURATION
Used when occupancy restrictions are enabled. It's a good idea to configure these regardless of the setting in Booking Engine Settings.
Maximum number of adults: Total number of adults allowed in the room.
Additional Adult Fee (per night): How much per night to charge for additional adult guests beyond what is set for "Number of guests allowed in base room rate."
CHILDREN CONFIGURATION
Used when occupancy restrictions are enabled. It's a good idea to configure these regardless of the setting in Booking Engine Settings.
Maximum number of children: Maximum number of children permitted. ThinkReservations always requires a least one adult in a room.
Add New Child Occupancy Rule: Click this link to add an occupancy rule. You can have multiple rules. Child Occupancy Rules are configured as below:
Allow up to _ children: Specify the maximum number of children allowed.
ages _ and up.: Specify a minimum age. The maximum is always 18.
(Additional child fee: _ ): How much per night to charge for additional children beyond what is set for "Number of guests allowed."
PET CONFIGURATION
Pet Fee (per pet, per night): How much to charge per pet, per night.
If you charge a per pet, per night fee, this must be handled with an Item instead. In this case, the pet occupancy and configuration would be set to zero and use the Item functionality to handle the per pet, per stay for those properties that need that.
TAXES
Taxes for Rooms: Check the boxes to apply the tax. Checked boxes indicate that the tax will be applied to this room.
Taxes for Additional Guest Fees: Check the boxes to apply the tax. Checked boxes indicate that the tax will be applied to additional guest fees.
Taxes for Pet Fees: Check the boxes to apply the tax. Checked boxes indicate that the tax will be applied to pet fees.
REVENUE ACCOUNTS
Revenue Account for Rooms: This is how you assign revenue from the room to the correct revenue account. Revenue accounts are set up in Chart of Accounts.
Revenue for Additional Guest Fees: This is how you assign revenue for the additional guest fees that are charged automatically by the system. See occupancy settings further above.
Revenue Account for Pet Fees: This is how you assign revenue for the pet fees that are added automatically based on the above "Pet Fee (per pet, per night)" configuration.
LOCATION
Address: The address that this unit is located at. This is handy if you have multiple buildings with unique street addresses.
Directions: Directions (or other information) related to this room. Tied to the
${reservation.directions}personalized variable.Additional information (useful for emails): Additional text for this room. Tied to the
${reservation.room_additional_information}personalized variable.
AMENITIES
You will see a list of all amenities configured: Configure your amenities here: Settings > Amenities. Checked boxes indicate that the amenity will be associated with this room and displayed under the description on the Booking Engine.
OPTIONS
Do not show this room in the Booking Engine: If this toggle is on/enabled, the room will not be listed in the Booking Engine or available via OTAs.
Inactive: To remove or delete a room. If this box is checked, the settings will be saved, but you will not be able to use this room, and it will not show in the Booking Engine. When in effect, the name of the room will be shown in strikethrough text. This room will then only show in your settings. You cannot permanently delete a room in order to preserve historical data. If you remove a room from your account, please let us know if your subscription needs to be adjusted.
This room is not a real room and should not be counted for room revenue or occupancy (i.e., meeting room, event space, parking spot, etc.): Enable this toggle if this "room" is not a real guestroom and you don't want it to be included in room revenue nor counted toward your occupancy in reports. (Most commonly used for event spaces)
This room should not be counted for occupancy: Enable this toggle if you do not want this room to count towards your occupancy in reports, but you DO want it to count toward room revenue. (Most commonly used for jack-and-jill room situations)
IMAGES
You can upload as many photos as you see fit (max 800 pixels wide, a minimum data size of 75KB ) for use in the Booking Engine. The photos are displayed to guests in the order seen here. Images will be automatically resized, but the system may have a hard time uploading and processing photos larger than 1 MB. Supported file types are JPG, BMP, PNG, GIF (static and animated).
Click "Add images": Press the button to browse for an image stored on your Media Library. You can also upload a photo from your computer into the Media Library at this point
Delete: Select the image(s) and click "Remove images."
Alt Text: This is handled within the Media Library itself. Alt Text is used for screen-reader software for your visually impaired site visitors. It's part of the ADA requirement, so we use AI to automatically fill it out for all photos in ThinkReservations, but you can manually edit it at any time if you wish.
Save - When you are done making your changes, press Save to commit your changes. You will be taken back to the list of rooms when done. If adding new images, it will upload them when you click Save.