Managing Rooms

Management
5min
Fabian

Room management is the foundation for personalized guest experiences and room-specific QR codes. Here you'll learn how to create and manage your hotel rooms in GuestGoodie - either manually or through automatic PMS integration.

Overview

You'll find Room Management in the sidebar under "Rooms". Here you see:

  • Room number/Identification - Unique identifier of the room
  • Name - Room type or category (e.g. "Deluxe Room")
  • Description - Additional details (e.g. "With pool view", "Garden view")
  • Search function - For quickly finding specific rooms

Manual vs. Automatic Management

Manual Management

Ideal for:

  • Hotels without PMS system
  • Smaller establishments
  • Temporary setups
  • Special room configurations
  • When PMS is not yet supported

Automatic PMS Integration

Recommended for:

  • Hotels with existing PMS
  • Automatic synchronization
  • Less manual effort

→ Set up PMS integration: Automatic Room Synchronization

Create Room

Step 1: Start New Room

  1. Go to the "Rooms" section in the sidebar
  2. Click on the large Plus symbol
  3. The "Create room" dialog opens

Step 2: Enter Room Details

Room Identifier (e.g.: Room Number)*

  • Unique identifier of the room in your hotel
  • Doesn't have to be numeric: "101", "Penthouse", "Garden Suite" - everything is possible
  • Unique per hotel: Each identifier may only exist once
  • Used for: QR codes, guest login, internal management

Room Name*

  • Room type or category (e.g. "Deluxe Room", "Junior Suite", "Standard Room")
  • Guest-friendly: As guests know the room
  • Can be used multiple times: Multiple rooms can have the same name

Room Description (Optional)

  • Additional details for differentiation
  • Examples: "With pool view", "Garden view", "Balcony", "Accessible"
  • Helps with: Room selection, QR code labeling, guest information

Step 3: Save

  • Click "Save"
  • Room appears immediately in the overview
  • Available for: QR code generation, guest assignment

Manage Rooms

Edit Room

  1. Click on a room in the list
  2. Change the desired fields
  3. "Save" applies the changes

Delete Room

  1. Open the room for editing
  2. Look for the "Delete" button
  3. Confirm deletion
  4. Attention: Existing QR codes will no longer work

Organize Rooms

  • Search function: Use search with many rooms
  • Consistent naming: Name similar rooms similarly
  • Logical order: Sort rooms by numbers or categories

Room Limits and Licenses

Available Rooms

  • License-based: You can only create as many rooms as you have licenses
  • Current limit: You can see in your account settings
  • Upgrade required: When more rooms than licenses

→ Activate GuestGoodie: Understanding Licenses and Limits

Plan Room Capacity

  • Realistic number: Only create actually available rooms
  • Plan reserves: Keep some licenses free for seasonal rooms
  • Upgrade in time: Adjust licenses when expanding hotel

Best Practices

Room Identifiers

Recommended formats:

  • Numeric: "101", "102", "201" (classic room numbers)
  • Alphanumeric: "A101", "B205" (with building/floor designation)
  • Descriptive: "Penthouse", "Garden Suite", "Pool Villa"
  • Consistent: Uniform scheme throughout the hotel

Room Names

Practical examples:

  • Standard categories: "Standard Room", "Deluxe Room", "Junior Suite"
  • Thematic: "Mountain View Room", "Ocean Front Suite"
  • Level-based: "Economy", "Comfort", "Premium", "Luxury"

Troubleshooting

Cannot create new room?

  • ✓ License limit reached? (see Activate GuestGoodie)
  • ✓ Room identifier already assigned?
  • ✓ All required fields filled out?

Room QR code not working?

  • ✓ Room correctly created and saved?
  • ✓ QR code recreated after room changes?
  • ✓ Room identifier matches QR code?

Guest cannot log in with room?

  • ✓ Room identifier spelled correctly?
  • ✓ Room created in GuestGoodie?
  • ✓ Guest's last name correct?
  • ✓ Does the guest have a stay? (see Manage Stays)

Room doesn't appear in QR code selection?

  • ✓ Browser cache cleared?

Migration and Data Import

From PMS to Manual Management

If you switch from automatic PMS integration to manual management:

  1. Existing rooms: Remain preserved
  2. New rooms: Must be created manually
  3. QR codes: Continue to work

Switch to PMS Integration

Possible at any time - see Set up PMS Integration

Next Steps: Create QR codes for your rooms and set up Guest Management for optimal service.