Room & Stay Information
These are not separate screens — they are two field groups on the reservation form (Room Plan cell click, Room Chart, or Reservations → New): Room Information (room, dates, rate) and Stay Information (market, source, purpose of stay, transportation). This page explains both. For the guest lists (currently in-house, departed), see Room Plan, In-House, and Checked-Out.
Having a problem?
See Troubleshooting below or the main Troubleshooting page.
Where it appears
When creating or editing a reservation, both sections appear in the Booking Info step of the reservation form.
Room Information fields
| Field | Description |
|---|---|
| Arrival Date | Check-in date. Cannot be earlier than the current business date. |
| Number of Nights | Length of stay. Changing this recalculates the departure date automatically. |
| Departure Date | Check-out date. Calculated from arrival date + nights, or can be set directly (recalculates nights). Cannot be earlier than arrival date. |
| Room Type | The type of room being booked (e.g. Standard, Deluxe). Required. Rate codes and rooms shown depend on the selected room type. |
| Rate Code | The rate plan applied to the stay. Options are filtered by the selected room type; select a room type first. |
| Room Number | The specific room assigned. Disabled until a room type is selected, and disabled automatically when Number of Rooms is more than 1. |
| Number of Rooms | How many rooms to book on this reservation. When set above 1, Room Number is cleared and left for later assignment. |
| Total Amount / Daily Rate | The calculated rate for the stay, based on number of adults; can be reviewed and adjusted per night via View Daily Rate. |
| Package | Any package bundled with the rate code. Read-only — populated automatically from the selected rate code. |
| Reservation Type | Required. Determines whether a deposit and/or credit card are required (see below). |
| Deposit Amount | Required only when the selected Reservation Type requires a deposit. |
| Payment Type | The payment method for the stay. |
| Credit Card Number | Enabled and required only when the payment type or reservation type requires a credit card. Masked after entry unless the user has permission to view full card numbers. |
| Estimated Time of Arrival (ETA) | Required only for reservation types that require an arrival time. |
| Estimated Time of Departure (ETD) | Optional. |
In-house editing: once a guest is checked in, Room Type, Rate Code, Room Number, and Reservation Type become read-only on the reservation form. To move an in-house guest to a different room of the same type, use Room Move on the In-House list instead of this form.
Stay Information fields
| Field | Required | Description |
|---|---|---|
| Market | No | The market segment for the stay. |
| Source | No | The booking source for the stay. |
| Purpose of Stay | No | Reason for the stay (e.g. Business, Leisure). |
| Transportation | No | Hidden by default. Click Add Transportation Info to reveal fields for arrival/departure transportation details for the guest. |
How it's used
- Select Room Type first — this determines which rate codes and rooms are available.
- Select a Rate Code. If no room type is selected yet, or no rate codes exist for the chosen room type, a banner explains why the field is empty.
- Choose a Room Number, or set Number of Rooms greater than 1 to book multiple rooms without assigning specific numbers up front.
- Review the calculated Total Amount; use View Daily Rate to see or adjust the rate for each night of the stay.
- Set Reservation Type, and complete Deposit Amount / Credit Card Number / ETA if required by that type.
- In the Stay Information section, optionally set Market, Source, and Purpose of Stay.
- Click Add Transportation Info if you need to record transportation details for the guest — this is optional and not shown by default.
Troubleshooting
| Problem | Cause | Solution |
|---|---|---|
| Rate Code shows "No Room Type Selected" | Room Type has not been chosen yet. | Select a Room Type first — rate codes are filtered by room type. |
| Rate Code shows "No Rate Codes Available" | No rate code is configured for the selected room type. | Set up a rate code for that room type in Configuration, or choose a different room type. |
| Room Number is disabled | Either no Room Type is selected yet, or Number of Rooms is set to more than 1. | Select a Room Type first. If booking multiple rooms, room numbers are assigned later rather than picked here. |
| Package field is empty or not editable | Package is set automatically based on the selected Rate Code and is not manually selectable. | Change the Rate Code if a different package is required. |
| Room Type / Rate Code / Room Number are read-only | The guest is already checked in (in-house). | Use Room Move on the In-House list to change rooms of the same type; other changes are not permitted after check-in. |
| Deposit Amount / Credit Card Number is required and can't be skipped | The selected Reservation Type or Payment Type requires it. | Provide the required value, or choose a Reservation/Payment Type that doesn't require it. |
| Transportation fields aren't visible | Transportation info is hidden by default. | Click Add Transportation Info (Optional) below the Stay Information fields to reveal them. |
See also
- Reservations Overview — Full reservation workflow, statuses, and other form steps.
- Room Plan — Create a reservation by clicking an available cell (pre-fills room, room type, and dates).
- Configuration — Set up room types, rate codes, and packages.