Set up your hotel building, room types, individual rooms, and amenities before taking bookings.
Overview
Before anyone can make a reservation, a manager must tell the system about your hotel. This means creating a property (your hotel), defining room types (such as Standard King or Deluxe Suite), adding each physical room with its number and floor, and listing facilities (Wi‑Fi, minibar, balcony, and so on).
All setup screens live under Hotel → Configuration. Only users with Hotel Manager access can change these records.
How It Works
Think of the setup in layers:
- Property – one record per hotel or building. Holds the address, default taxes, revenue account, and optional default rate plan.
- Room types – categories of rooms linked to the property. Each type has a maximum guest count and a list of facilities.
- Rooms – the actual room numbers guests stay in. Each room belongs to one property and one room type.
- Facilities – reusable amenity tags (e.g. “Air conditioning”) grouped by category. You attach them to room types so guests know what to expect.
When a booking is created, the system picks from your room list. Housekeeping and maintenance later update each room’s operational status (vacant, dirty, clean, inspected, or out of order).
Step-by-Step Guide
- Open Hotel → Configuration → Properties and click New.
- Enter the property name, link an address contact, set the room revenue account and default sales taxes, then save.
- Go to Configuration → Facilities and review or add amenities your rooms offer.
- Open Configuration → Room Types. Create each category (e.g. “Double Room”) with max guests and tick the facilities that apply.
- Open Configuration → Rooms. Add every sellable room with its number, property, room type, and floor.
- Optionally set a default rate plan on the property record – see Rate Plans & Daily Pricing.
- Ask a reservations agent to create a test booking to confirm rooms appear correctly.
Fields Table
| Field Name | Description | Example |
|---|---|---|
Property Name |
Display name of the hotel or building |
Grand Plaza Hotel |
Address |
Contact record used for property address and invoicing defaults |
Grand Plaza – Main Street |
Room revenue account |
Accounting account used when invoicing room charges and deposits |
400100 Room Revenue |
Default sales taxes |
Taxes applied automatically to folio and deposit invoices |
VAT 10% |
Default rate plan |
Optional standard price list pre-selected on new bookings |
Best Available Rate |
Room Type |
Name of the room category |
Deluxe King |
Max Guests |
Maximum number of guests allowed in this type |
2 |
Facilities |
Amenities included with this room type |
Wi‑Fi, Air conditioning, Safe |
Room Number |
Physical room identifier unique within the property |
301 |
Property |
Which hotel this room belongs to |
Grand Plaza Hotel |
Room Type (on room) |
Category assigned to this specific room |
Deluxe King |
Floor |
Floor label for front-desk and housekeeping reference |
3 |
Room status (ops_status) |
Current housekeeping/maintenance state of the room |
Vacant, Dirty, Clean, Inspected, Out of order |
Facility Name |
Label for an amenity |
Balcony |
Facility Code |
Short internal code for the amenity |
BALC |
Category |
Grouping for the facility (comfort, tech, bath, etc.) |
Climate & Comfort |
Field Explanations
Property Name
The name staff and reports use for your hotel. Use the name guests recognize on confirmations and invoices.
Address
Links to a contact in Odoo that stores the street address, phone, and email. This contact can also be used on printed documents.
Room revenue account
The income account in your chart of accounts where room sales are posted. Required before creating guest invoices or deposit invoices.
Default sales taxes
One or more sale taxes (e.g. city tax, VAT) that the system adds to folio lines and deposit invoices for this property.
Default rate plan
If set, new bookings for this property can start with this price list. Daily BAR overrides still apply on top when rates are calculated.
Room Type
A sellable category – not a specific room number. Guests book a type; you assign an actual room at check-in or when confirming.
Max Guests
Helps staff avoid overbooking capacity. Use the fire-code or policy limit for that category.
Facilities
Check every amenity that applies to all rooms of this type. These appear in descriptions and help marketing match guest expectations.
Room Number
The label on the door – must be unique within the property. Two hotels in the same database can both have room “101”.
Property (on room)
Every room must belong to exactly one property. You cannot move a room between properties; create a new room instead.
Room Type (on room)
Determines pricing (via rate plan lines), max guests, and facilities for this physical room.
Floor
Free text – use “3”, “Ground”, or “Mezzanine” consistently so the room rack and housekeeping boards sort logically.
Room status (ops_status)
- Vacant – ready to sell.
- Dirty – guest checked out, needs cleaning.
- Clean – housekeeping finished.
- Inspected – supervisor approved.
- Out of order – blocked for maintenance; cannot confirm new bookings.
Facility Name
Human-readable amenity label shown to staff and optionally on the website.
Facility Code
Optional short code for integrations or internal reports. Not shown to guests.
Category
Organizes facilities into groups like Bathroom, Technology, or Wellness so long lists stay manageable.
Tips
- Create room types before individual rooms – you need a type to assign when adding each room.
- Set the room revenue account and taxes on the property first. Finance screens will refuse to invoice until these are filled in.
- Use consistent room numbering (e.g. floor + sequence: 301, 302) so the front desk can find rooms quickly on the rack view.
Common Mistakes
- Duplicate room numbers Two rooms with the same number on one property will be rejected. Each room number must be unique per hotel.
- Wrong room type on a property A Deluxe King type from Hotel A cannot be used on a room at Hotel B. Create separate types per property.
- Forgetting revenue account Bookings and folios work, but invoicing fails until an income account is set on the property.