Reservation Setup
Reservation setup includes room types, room classes, rooms, reservation types, reservation methods, booking types, business segments, floor plans, special requests, room status, room move, trace/origin/alert codes, discount/cancel/waitlist/lost/refused reasons, and inactive reasons.
Room Classes
Room Classes define the broadest grouping of rooms in the property (e.g. Standard, Deluxe, Suite). Every Room Type belongs to exactly one room class, and rooms inherit their class through their room type. Define room classes first — room types and rooms both reference them.
Room Types
Room Types define the categories of rooms available for sale (e.g. Standard King, Deluxe Twin, Suite). Each room type belongs to a room class and is used in reservations, rates, and availability.
Rooms
Rooms are the individual sellable units in the property. Each room belongs to a room type and floor, and is linked to a hotel in multi-property setups.
Reservation Types
Reservation Types classify bookings and control which fields are required when creating a reservation. Examples: Regular, Walk-In, Group, Complimentary, House Use.
Reservation Methods
Reservation Methods record how a reservation was made — for example by phone, through the website, walk-in, or via a travel agent. They support reporting on booking channels and help front office staff understand how a guest reached out.
Booking Types
Booking Types are a lookup list that classifies how a reservation is confirmed — for example, Guaranteed or Non-guaranteed.
Business Segments
Business Segments are a lookup list used to classify the market segment a reservation belongs to — for example, Corporate, Leisure, or Government.
Floor Plans
Floor Plans define the floors of your property. Rooms are assigned to a floor, which controls how they are grouped in the Room Plan, Room Chart, and housekeeping views.
Special Requests
Special Requests are a lookup list of guest requests that can be attached to a reservation — for example, High Floor, Late Checkout, Extra Pillow, or Away From Elevator.
Room Status
Room Status codes describe the current state of a room (e.g. Available, Out of Order, Blocked). They are separate from housekeeping status (clean/dirty) and are used to control whether a room can be sold or assigned to a reservation.
Room Move
Room Move Reasons define the standard list of reasons available when a guest is moved from one room to another during their stay (e.g. Maintenance, Guest Request, Upgrade). Recording a reason keeps a consistent, reportable history of why room moves occurred.
Trace Codes
Trace Codes classify internal traces (follow-up notes or tasks) attached to a reservation or guest profile — for example a callback reminder, a special-request follow-up, or a billing check. They let staff categorize and filter traces for reporting and workflow.
Origin Codes
Origin Codes identify where a reservation originated — for example a region, campaign, or referral channel. They provide a finer-grained classification than source information for tracking where business is coming from.
Alert Codes
Alert Codes are a lookup list of alerts or flags that can be attached to a reservation to draw staff attention — for example, VIP Watch, Do Not Rent, or Security Concern.
Discount Reasons
Discount Reasons are a lookup list of reasons used to justify a discount applied on a reservation or folio — for example, Loyalty Member, Corporate Rate, or Manager Approval.
Cancellation Reasons
Cancellation Reasons are required when cancelling a reservation. They provide a record of why the booking was cancelled for reporting and auditing purposes.
Waitlist Reasons
Waitlist Reasons are a lookup list of reasons a reservation is placed on the waitlist instead of being confirmed — for example, No Availability or Rate Not Approved.
Reservation Lost Reasons
Reservation Lost Reasons record why a prospective reservation was lost — e.g. the guest did not book, went to a competitor, or the requested rate/room was unavailable. They give sales and reservations teams a way to track and report on lost business.
Reservation Refused Reasons
Reservation Refused Reasons record why a requested reservation was refused or declined — for example when the hotel could not accommodate a guest's request. They give a record of turned-away business for reporting.
Inactive Reasons
Inactive Reasons are used when deactivating a reservation, profile, or rate — they record why the record was made inactive. This provides an audit trail for deactivations.
Purpose of Stay
Purpose of Stay codes classify why a guest is visiting — for example, Business, Leisure, Conference, or Transit. They are used on reservations for segmentation and reporting.