Multi-room bookings and groups

Why	House a family or a party in several rooms under one booking: one booker, shared dates, and a single money total instead of a pile of separate bookings.
Who	Administrators and front desk staff who take bookings for families, companies, and tour groups.
What you’ll get	One booking with several rooms — each with its own room type, physical room, rate, and guests. Up to four rooms can be booked by guests themselves on the hotel website; five or more makes it a group booking handled in the PMS.
Limitations	The hotel website allows up to four rooms per booking. No hard maximum has been confirmed for the PMS wizard: five rooms can be added freely, and more than that has not been tested. Channel bookings and bookings of five rooms or more can’t be dragged across the grid — they are changed through buttons in the booking card.

Two families, a sports team, or a tour group stay in different rooms but arrive on one order. You don’t need a separate booking for every room: a single HotelsCalendar booking covers several rooms at once, and each room keeps its own guests and rate. One booker, one money total, and one status for the whole booking — while the rooms inside it each live their own life.

The more rooms a booking has, the more specifics it carries. Up to four rooms, guests book by themselves on the hotel website. From five rooms up, the booking becomes a group one — and is protected from accidental drags.

Assemble several rooms in the wizard

A multi-room booking is made in the same “New booking” wizard as a regular one:

1. Open the wizard with the “New booking” button — from the Bookings list or from the dashboard quick actions.

2. Set the check-in and check-out dates: rooms can’t be picked until the dates are chosen — the form will prompt “Specify the stay dates before choosing rooms”.

3. In the “Rooms” block, assemble the party. The “Room 1” card is already there; each next one is added with the “Add Room” button.

4. Fill in each card on its own — here is what it holds:

   • “Room type” — its own for every room: one booking can mix types, say two standards and a family room;
   • “Physical room” — the specific room of the chosen type;
   • “Rate” — its own rate for every room;
   • “Room guests” — its own guest list with the ”+ Guest” button;
   • “Custom dates” — a checkbox for a room that follows its own arrival and departure schedule.

5. Check the total line at the bottom of the form: the number of rooms, nights, and the amount are recalculated on the fly with every change.

6. Move on and confirm the creation — just like a regular booking.

Result: one booking with several rooms, and every room has its own room type, physical room, rate, and guests.

The booker is a single one for the whole booking: find or create them on the “Booking” screen as usual. The stay makeup (“Adults”, “Children”) is shared too — the per-room makeup is set inside each room, in the “Room guests” block.

Five rooms can be added freely — with no errors or limit warnings. No confirmed hard maximum exists in the wizard.

A room can also be added to an existing booking: the “Add Room” button lives in the booking card, on the “Rooms and guests” tab. It comes in handy when a party already staying with you asks for one more room — no need to create a separate booking for it.

Check-in and check-out in a multi-room booking are done room by room: part of the party can check in before the rest. See the article Check-in and check-out for how that works.

The hotel website: up to four rooms

Guests can assemble several rooms themselves — on the hotel website (Booking Engine). A booking made through the website carries up to four rooms: enough for a family with kids or two couples in different rooms.

If a party needs more than four, the front desk creates the booking in the PMS — the website limit won’t get in the way. Guests book online whatever can be booked online, and the desk adds the rest to the same booking.

A booking from the website lands in the PMS as a regular one: its source on the grid is “Hotel website”. From there it is handled with the same front desk tools — the booking card, check-in, payments.

Groups: five rooms and up

A booking of five rooms or more is a group booking. The website doesn’t take bookings that large, so a group is assembled in the PMS: same “New booking” wizard, same “Add Room” button.

Group bookings carry an extra safeguard. Just like channel bookings, they can’t be dragged across the grid — the rule for large and channel bookings is the same: changes go through the card, where the whole booking is visible at once. To change the room type or the room in such a booking, use the button path:

1. Open the booking card, the “Rooms and guests” tab.
2. Next to the room in question, click “Change room type and room”.
3. Pick the new room type and room in the panel that opens, then save.

Result: a group booking lives in the PMS, and its rooms are changed with a button in the card, not by dragging the bar across the grid.

The boundary sits right where the website limit ends: four rooms a guest can take online, five and up — a group booking that lives in the PMS.

“Group booking” on the grid

In the Planner, a booking bar can carry property icons. Open the legend with the “Icon legend” button — among the booking properties you will find “Group booking” with its own icon.

An icon on the bar means the booking is marked as a group one: it is visible right on the grid, without opening the card. That helps at peak hours — group bookings are spotted on the grid at a glance, not by flipping through cards.

The legend opens from the Planner toolbar at any moment: it also lists statuses, alerts, and booking sources — a cheat sheet for every icon on the grid.

See also

• Create a booking in 4 clicks — the basic booking path that several rooms also fit into.
• Change or cancel a booking — how dates, rooms, and statuses change, including the button path for group bookings.
• Inside the booking card — where the rooms, guests, and the “Add Room” button live in the card.