Room inventory: room types, rooms, and housekeeping statuses

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Why	Set up your room inventory in the right order — room types first, then the rooms inside them — so rate plans, prices, and channels fall into place right away.
Who	A new property doing first-time setup; an owner-operator without an IT specialist.
What you’ll get	Room types with individual rooms inside, a clear picture of what occupancy options are and where they are picked in a booking, and an inventory the Planner shows row by row.
Limitations	Housekeeping statuses are not displayed anywhere in the interface and cannot be managed — HotelsCalendar has no housekeeping workflow; a room frees up immediately after check-out.

Your room inventory is what you sell: room types, and the specific rooms inside them. The setup order is simple: room types first, then the individual rooms within them.

The structure has three layers: a room type groups similar rooms, an occupancy option describes the party makeup, and an individual room is a concrete door. Below — how the layers work, the steps on the “Rooms” screen, and one honest boundary: what happens with housekeeping statuses.

Room type versus individual room

There are two levels. A room type is what the guest picks when booking and what the Planner shows as “Single Room” or “Suite”: rate plans and prices attach to room types, and channels are mapped to them when you connect. An individual room is a concrete room, “102”: at check-in the guest gets that room, not an abstract category.

A room type is also your shop window: the capacity, bed configuration, floor area, amenities, and photos that live in the room type are what the guest sees on the room page when booking on your website. A small property usually runs two to four room types, with noticeably more rooms inside them.

A booking is created on a room type, and a specific room is assigned in advance — from a Planner cell or the booking wizard. It can be done later, too: a specific room is pinned with the “Assign a room” quick action on the dashboard.

A quick self-check: if a unit of your inventory has a price in a rate plan — it is a room type; if a guest is checked into it — it is an individual room.

The section in the left menu is called “Rooms”, and the screen itself lists your room types: the inventory is managed from the room types down.

Create your room types

Open “Rooms” in the left menu — this is the screen with your room types.
Create a room type for each kind of room you have — for example, “Standard” and “Suite”.
Describe each room type the way a guest will see it on your website: capacity, bed configuration, floor area, amenities, photos.

Don’t try to describe the whole inventory in one sitting: start with the room types you will sell first — the next step of the launch, rate plans and prices, is built on them.

Result: the room types are in place. Rate plans and prices attach to them, channels are mapped against them when you connect, and this is what the guest sees on the room page when booking.

Occupancy options

The same room can be sold for different party makeups: “2 adults”, “2 adults + 1 child”, and so on. These combinations are called occupancy options. Each room type has a base option priced at the base rate; the others add a surcharge or a discount.

The occupancy option is picked in the booking, not on the inventory screen: when creating a booking it is a field of its own — for example, “1 adult” — and on the booking card the party size sits next to the room — for example, “2 ad.”. A price is calculated for the combination of rate plan, room type, occupancy option, and date, so the option is part of the price, not just a label.

The guest deals with options the same way: on the room page of your website, the options are shown with a surcharge on top of the base price.

Learn more → Rate plans: how they work — the base option, surcharges, and discounts.

Add the rooms

Inside each room type, add the individual rooms — the actual rooms: “101”, “102”, “103”, and on.
A room number is unique across the property — it is how the guest and the front desk find one and the same door.

For example: a “Standard” room type with eight rooms, a “Suite” with three. However many rooms you have put into a room type — that is the capacity the room type can sell.

If your inventory comes over from another system rather than being typed in by hand, the rooms are created by count, under placeholder names. After the switch, rename them into the real room numbers and cross-check the inventory against the old system. Details — Switching from another PMS: what moves over.

Result: every room type has real rooms inside — and the Planner will give each one its own row.

Housekeeping statuses: the honest boundary

A room does have a service housekeeping status, and it flips automatically after check-out. In the interface, however, these statuses are not displayed anywhere — not in the Planner, not on the “Rooms” screen, not on the dashboard — and they cannot be managed from the interface either. No “to clean” mark appears after check-out: the room frees up at once and is immediately available for a new booking.

There is no separate housekeeping workflow — no task queue for the chamber staff — in HotelsCalendar. If you run housekeeping by room statuses, that process currently lives outside the system: the system shows which room is occupied and which is already free, and you mark the room ready after cleaning with your own means.

The boundary concerns housekeeping only: occupancy, maintenance blocks, and room availability are all there in the system and all work.

What the Planner shows

The inventory lives in the Planner row by row: a row is an individual room, and the rows are grouped by room type. A booking takes its date range on the row of its own room, so you see not only how much of a room type is sold, but which exact room is taken by what. The question “what is room 102 up to on my dates” is answered right on the grid, without the bookings list.

Clicking a free cell opens booking creation with the room type and room already filled in. The “Prices in cells” toggle switches the grid into its pricing view: free cells show the price and availability for each date. Prices themselves are edited not in the grid but in the price manager — the Planner only shows them.

A property’s free rooms are all rooms minus occupied minus maintenance blocks: a blocked room does not count as free. If a room is needed for something other than a guest — renovation, plumbing — it is put into a maintenance block right on the grid: Maintenance blocks.