Rooms & Rate Plans

Front Desk Settings → Rooms & Rate Plans. Rooms and pricing live on one screen, because you almost never change one without thinking about the other.

If you bookmarked the old separate Room Management or Rate Plans pages, those links still work — they bring you here.

At the top you get five numbers for the last 30 days:

Below that, each room type expands to show the rooms inside it and the rates attached to it.

A room type is a category you sell — "Junior Suite". A room is one physical key — "Junior Suite H3". Guests book a type; your staff assign a room.

That split is what lets an OTA sell you three Junior Suites without caring which three, and lets your front desk decide on the day who goes where.

• Room type holds what the guest is buying: how many people fit, the bed setup, the photos, the amenities, whether pets are allowed
• Room holds the physical detail: number, floor, and whether it is available or out of service

Create the type first. Rooms live inside it.

Press the add button on the Rooms & Rate Plans page and work through the three-step wizard: Type → Rate → Room. It walks you from the category, to what it costs, to your first physical room, in one pass.

On the room type itself you set:

1. Name and description — What guests see. "Junior Suite" and a sentence or two about what makes it good.
2. Occupancy — Adults, children and infants separately. Be accurate: this is what stops a family of five booking a room that fits three.
3. Bed configuration — How many of each bed type: king, queen and twin. Guests care about this more than almost anything else, and it is the detail most often wrong after an import.
4. Amenities — Pick what this room type has: a balcony, a kitchenette, a sea view, air conditioning. These are per room type and appear on your booking site as the reasons to choose this room over a cheaper one. They are a different list from your hotel-wide amenities in Property Profile.
5. Photos — Add several: PNG or JPG, up to 10 MB each. On your booking site these are the room cards, and they do the selling, so use wide shots in good light.

Expand a room type and add rooms inside it. Each room needs a number, and optionally a title, floor, bed setup and its own photos.

Room status is the important field. A room set to unavailable or in maintenance is removed from everything — it will not sell on your site or your OTAs, and it is excluded from your occupancy figures rather than dragging them down as an empty room.

That makes status the right tool for a long-term problem: a room being renovated, or one you have taken off sale for the season.

Open Front Desk Settings → Rooms & Rate Plans, find the room type or the room inside it, and edit it there. Everything you set when you created it can be changed later — the name, the description, how many people fit, the bed setup, the photos, the floor, the amenities.

To change how many guests fit, edit the room type and adjust its occupancy — adults, children and infants are separate numbers. That is what stops a family of five booking a room for three, so it is worth getting right.

To take a room off sale, change its status rather than deleting it. Setting a room to unavailable or in maintenance removes it from every channel and leaves it out of your occupancy figures. Set it back to available when the work is done.

Deleting is available for both rooms and room types, but think before you use it on anything with history.

Pets take two settings that must agree: the room type says which sizes are allowed, and the rate plan says what each size costs. Miss either one and pets quietly disappear.

On the room type:

• Allow pets — turn it on
• Tick the sizes you accept. The help text says it plainly: "Pick the pet sizes guests can book here. Leave all unchecked to disallow pets."

A guest can bring one pet per room. What you control is the size you accept, not the number — so a family with two dogs needs two rooms.

On the rate plan, set a fee for each size you ticked.

Pet settings belong to the room type, not the whole hotel — so you can accept pets in your garden rooms and not in your suites.

A rate plan is one way of selling the same room. Same bed, different deal — with breakfast or without, refundable or not.

Hotels sell the same room several ways on purpose. A guest who wants breakfast and free cancellation will pay more than one who wants neither, and offering both captures both. One room type, four combinations:

• Room only, refundable
• Room only, non-refundable
• With breakfast, refundable
• With breakfast, non-refundable

Keeping four prices in step by hand is where mistakes live. That is what rate groups solve.

Four per room type is the sweet spot for most small hotels — the two breakfast options crossed with the two cancellation options.

That gives a guest a real choice without a wall of options, and it covers the two things guests actually decide between: whether they want breakfast, and whether they want the flexibility to cancel.

Start with two if four feels like a lot. Room only refundable, and room only non-refundable at a discount. Add breakfast later when you have seen how people book.

A rate group is a pricing strategy where you set one price — the primary rate — and Amiqa works out the others from it using modifiers. Change the primary and the rest follow.

Think of it as your high season, your low season, your festival weekend. Each is a rate group. Inside each one:

• The primary rate is your anchor. Usually room-only and refundable.
• The other combinations are derived rates, marked "Auto-calculated from the primary rate and modifiers"
• A modifier is the difference — breakfast adds an amount, non-refundable takes one off

So raising your high season by ten percent is one number, not twelve. And your breakfast and non-refundable relationships stay intact automatically.

You then apply rate groups to actual dates in Inventory, by dragging across the days you want.

Use Override on that rate and Set a manual price. Only that rate stops following the formula — everything else in the group carries on as normal.

When you want it back on the formula, press Revert to formula and it recalculates from the primary rate again.

Per room is one price for the room, and every OTA reads it as the price for two guests. Per person sets a different price for one guest, two guests, three, and so on.

This catches people out, so it is worth being blunt about it. When you enter a per-room rate of 120, Booking.com and Expedia publish that as the double-occupancy price. They then ask you two separate questions:

• What do you take off if only one guest comes?
• What do you add for a third or fourth adult?

Those answers are the extra-person fees, not the base rate.

If you are unsure, use per room. It is what your OTAs expect and what most small hotels do.

On the rate plan: an extra-adult fee, a children fee and an infant fee. These are exactly what your OTAs ask for, and they are added on top of the base rate.

• Extra adult — charged for each adult beyond the two your base rate covers
• Children — charged per child, ages 3 and over
• Infants — babies aged 0 to 2. Set it to zero and they stay free, which is what most hotels do and what guests expect

Open the rate group's menu and choose Edit storefront label. Its own help text explains the split: "Shown to guests on your booking website. This is separate from the internal group name above."

Two names for the same thing, on purpose. Internally you might call a group "HIGH-2026-Q1". Your guest should see "Peak Season — Bed & Breakfast".

You can set:

• Label · English — required
• Label · Spanish — for guests browsing in Spanish
• Description · English and Description · Spanish — optional, a line of detail under the name
• Sort order — a whole number. Lower shows first, so put the option you most want booked at the top.

A short welcome walks you through what to do — "Welcome aboard", four steps, and an honest estimate: "About 3 minutes · you can edit anything later."

Two buttons: Start with the first room takes you straight into creating a room type. I'll explore the dashboard first lets you look around.

If your rooms were brought in for you during setup, you get a different message instead — "Rooms imported", with Review my rooms. Do review them. An import gets the structure right but rarely gets your occupancy limits and photos the way you want them.

Editing rooms needs room permissions, and editing prices needs rate permissions. If you can see the Settings area but not change things here, you have one and not the other.

Whoever owns the property has full access. If you are on the team and need to change prices, ask them to grant rate-plan permission — it is deliberately separate from room setup, so a receptionist can fix a room number without being able to reprice your season.