This guide provides comprehensive instructions for setting up a newly created hotel in Property Management System before accepting bookings. Proper configuration ensures smooth operations, accurate billing, and optimal guest experience.
What is Hotel Setup?
Hotel setup is the process of configuring all essential parameters, policies, room types, rates, and services that define how your property operates. This configuration must be completed before you can accept bookings.
Why Complete Setup Matters
Prevents Booking Errors: Incomplete setup can lead to reservation failures
Ensures Accurate Billing: Proper rate and tax configuration prevents financial discrepancies
Improves Guest Experience: Complete information helps guests make informed decisions
Enables Proper Reporting: Accurate data collection for business insights
Prerequisites
Before starting the hotel setup process, ensure you have:
Admin Access: Valid login credentials with hotelier or admin role
Hotel Registration: Hotel must be registered in the system
Basic Information: Hotel details including:
Hotel name and address
Contact information
Property type and category
Number of floors
Setup Overview
The hotel setup process consists of 9 essential steps that must be completed in order:
The 9 Essential Setup Steps
Hotel Policies - Define rules and regulations
Room Types - Categorize your rooms
Room Names - Create room identification system
Bed Types - Define bed configurations
Floors - Organize rooms by levels
Amenities - List facilities and services
Room Services - Configure additional services
Add Rooms - Create individual room records
Rack Rates - Set base pricing
Progress Tracking: The system tracks your setup progress through an onboarding checklist. You can view your progress on the hotel dashboard with a completion percentage and step status indicators.
Step-by-Step Configuration
Step 1: Configure Hotel Policies
Purpose: Define rules and regulations that govern guest stays and hotel operations.
Navigation: Hotel Configuration → Policies Tab
Required Policies
Check-in Policy
Standard check-in time (e.g., 2:00 PM)
Early check-in rules and charges
Check-out Policy
Standard check-out time (e.g., 11:00 AM)
Late check-out rules and charges
Cancellation Policy
Free cancellation period
Cancellation charges
Payment Policy
Accepted payment methods
Deposit requirements
Configuration Steps
Navigate to Hotel Configuration
Select "Policies" tab
Configure each required policy:
Set default values
Define exceptions
Specify charges for violations
Click "Save Policies"
Best Practices: Be clear and specific in policy descriptions, consider local regulations and industry standards, test policy logic with sample scenarios
Step 2: Define Room Types
Purpose: Categorize your rooms based on size, features, and pricing tiers.
Navigation: Hotel Configuration → Room Types Tab
Common Room Types
Standard Room
Deluxe Room
Suite
Family Room
Executive Room
Configuration Steps
Navigate to Room Types tab
Add or select room types:
Name (e.g., "Deluxe King Room")
Description
Maximum occupancy
Base price range
Set room type distribution:
Number of rooms for each type
Total must match hotel capacity
Click "Save Room Types"
Best Practices: Use descriptive names that highlight key features, consider market demand when determining room type quantities, keep room types manageable
Step 3: Configure Room Names
Purpose: Create a consistent naming convention for individual rooms.
Navigation: Hotel Configuration → Room Names Tab
Naming Conventions
By floor and number: "101", "102", "201"
By theme: "Ocean View 1", "Mountain Suite"
By size: "King 1", "Queen 2"
Configuration Steps
Navigate to Room Names tab
Add room names following your convention
Associate names with room types
Save the configuration
Best Practices: Maintain consistency across floors, use intuitive naming that helps staff identify rooms quickly, consider adding location indicators
Step 4: Set Up Bed Types
Purpose: Define bed configurations available in your rooms.
Navigation: Hotel Configuration → Bed Types Tab
Common Bed Types
King Bed
Queen Bed
Twin Beds
Double Bed
Sofa Bed
Bunk Beds
Configuration Steps
Navigate to Bed Types tab
Select bed types available at your hotel
Define capacity for each bed type
Associate with appropriate room types
Save the configuration
Step 5: Configure Floors
Purpose: Organize rooms by floor levels and define floor-specific details.
Navigation: Hotel Configuration → Floors Tab
Configuration Details
Navigate to Floors tab
Add floors:
Floor number/name
Number of rooms on each floor
Special features (e.g., "Executive Floor")
Assign rooms to floors
Save the configuration
Step 6: Add Amenities
Purpose: List all facilities and services available to guests.
A: Yes, most configurations can be modified after setup. However, some changes like removing room types with existing bookings may require additional steps.
Q: How long does setup process take?
A: Typically 2-4 hours for a standard hotel with basic configurations. Complex properties may take longer.
Q: Do I need to complete all steps at once?
A: No, the system saves your progress. You can complete steps over multiple sessions.
Q: Can I import room data from another system?
A: Yes, contact support for data import options and templates.
Q: What happens if I skip a step?
A: The system will prevent you from accepting bookings until all required steps are completed.
Q: How do I set different rates for different channels?
A: After completing basic setup, you can configure channel-specific rates in the Rate Management section.
Q: Can I have different policies for different room types?
A: Yes, you can set room-type specific policies during configuration.
Q: How often should I review my setup?
A: Review rates monthly, policies quarterly, and complete setup annually or after major changes.
Conclusion
Completing the hotel setup process is essential for successful property management. By following this guide and ensuring all 9 steps are properly configured, you'll be ready to accept bookings with confidence.
Remember that hotel setup is not a one-time task. Regular reviews and updates ensure your property remains competitive and operates efficiently.
For additional assistance or advanced configuration options, contact our support team or consult advanced configuration guides.