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Setting a hotel up

Room categories and room numbers

Adding a category, putting rooms in it, moving a room, and taking one out of the inventory.

Rooms on the menu is where a hotel keeps its own inventory. Until September 2026 this could only be set when the hotel was first created, and every change after that was a request to Asar. It is yours now.

The Rooms screen: categories, the room numbers in each, and what can be done to them.
The Rooms screen: categories, the room numbers in each, and what can be done to them.

Do this

  1. New room type — a category that does not exist yet.
  2. Press a room number to open that room: its floor, view, bed, and the dates it is closed for.
  3. Add rooms under a category — a list or a range of numbers.
  4. Edit category — its name, what it sleeps, what is in the room.

Adding a category

New room type asks for a code and a name.

A new category is created with no rate, on purpose. Until you price it on the rates screen it shows a warning and nothing can be booked into it — it will not appear in availability or on the chart. Asar does not invent a price for a category nobody has priced.

Adding rooms

Add rooms takes a list. Ranges work:

201-208, 301, 304

A number already in use at this hotel is left where it is, so re-running a list is safe. Floor and view apply to everything you add in one go.

Moving a room to another category

Click the room number. Pick a different category and save.

The bookings already on the room keep it and what they bought, and each one waits on the Waiting on you tab for a manager to upgrade it (free or charged) or release the room. See Moving a room to another category, and what is waiting on you.

Taking a room out

Click the room number, then Take out of inventory.

Nothing is deleted. The room stops being sold and every booking, bill and housekeeping record that ever mentioned it stays exactly as it was. A room somebody is arriving into cannot be taken out — move the booking first.

For a room that is out briefly — a leak, a repaint — do not use this. Set it out of order in Housekeeping instead, with a date it comes back.

Retiring a category

Empty it first. A category with rooms still in it is refused, because those rooms would survive pointing at something nothing sells and would quietly stop being bookable.

Who can do this

The hotel's own administrator, for the hotels their login can see. A receptionist cannot.

Changing a room number

A room's number can be changed without losing anything — see Changing a room's number.

More in Setting a hotel up

Opening a hotel: the whole thing in orderSix phases from the GST certificate to the first night audit, and what each one needs. Getting the hotel group signed upWhat Asar does, what the hotel does, and why nobody here chooses your password. After the wizard: making the hotel actually readyThe wizard makes a hotel that exists. This is what makes it one that can trade. Setting the restaurant up, in the order it has to be doneGST groups and stations before dishes, dishes before tables. Backwards means rebuilding the menu. The first real dayOne booking end to end before you rely on it, then the three daily habits. The month after openingFour things to read on a schedule, and the one that changes on its own. Adding a hotel: the five stepsOne wizard, five steps, and the hotel exists. Everything after it is adjustable. Room types and real room numbersThe type sets the price. The numbers are the rooms a guest is actually given. Rates, plans and the cancellation policyA rate per type and date, and the rules that go with selling it. Adding and changing rate plansCreating a plan, what the meal codes mean, pricing one plan off another, and what stops you retiring one. Closing a date, minimum stay and stop sellThe five rules that decide whether a night may be sold, how to set them, and how to lift one. Rates run out — the check that is not about configurationA hotel that was ready in August stops being sellable in February. Load rates further ahead. Changing a room's numberA room keeps its bookings, bills and history when its number changes. A guest in the room does not stop it. Seasons — a date range that prices differentlySetting a peak or a lean period once instead of typing a hundred nights. Moving a room to another category, and what is waiting on youA room can change category even with bookings ahead of it. Each of those bookings waits for a manager: upgrade it free, upgrade and charge, or release the room. Going live: the readiness checksEleven or so checks per hotel, and what each one means it cannot do yet. The rate sheetEvery room type, every plan, every night, with the rooms still free above them. It opens on All plans. Counting a room as another category for a few daysWhen something about a room changes for a while — a balcony shut, a lift out, a view gone — the room can be counted as a different category for stated nights and go back to its own on the night after. The onboarding boardEvery hotel in the group at once, and what each is still missing. One number and the gaps — the derived rate sheetPrice the cheapest room once; every other room type and plan is a gap on top. Type what you want in hand and be shown the rate to push. Invoice numbers: where they start and how they countHotel details has a box for the next invoice number — type it the way your accountant writes it, 27ACP01, and every bill after counts up. The system's own bill number stays beside it as the internal record. Only an administrator; never rewound over a bill already issued. Lists and reasonsEighteen short lists your staff pick from, and why free text was worse. GST registrations — one per state, and every rule with a dateThe registration is the unit of filing: one GSTIN per state per legal entity, its kind, its dates, its e-invoice threshold; which hotel invoices under it; the HSN/SAC master with dated rates and the condition in words.