Hotel rooms

Tour and accommodation in one checkout

Many packages include nights in a hotel: before the tour starts, along the way or after it ends. Selling the room separately means a second booking, a second payment and a rooming list built by hand. Hotel rooms adds room types to your tour options, so travellers book the tour and their accommodation in one checkout. The plugin is available from the Growth plan.

Each room type has a name (“Standard Twin”, “Deluxe Double”), a type (single, twin, double, triple or family), how many guests it sleeps, an optional photo and description, and how many rooms are available per departure. You can make choosing a room required, or leave it optional.

How rooms are priced

Price a room per room or per person sharing. The group gets as many rooms as it needs: travellers divided by occupancy, rounded up. Three travellers in twin rooms need two rooms.

A single supplement applies when one guest ends up with a shared room to themselves. In that twin example, the third traveller has a twin to themselves, so one supplement is charged. With a twin at $90 per person sharing and a $40 supplement, the three pay $270 plus $40, or $310.

Extra nights before and after the tour are priced per room per night, up to the maximum you set for each. Two pre-tour nights at $110 for the two rooms above add $440. Each charge is its own line in the price breakdown.

Inventory and rooming lists

Rooms are held at checkout under a lock, so two travellers can't take the last room. An abandoned checkout releases the room and a cancellation cancels it. A booking takes one room type.

Each departure has a rooming list: who sleeps where, per hotel, with guest names from Traveller details when you collect them. Give a room type its hotel's email and that hotel receives its part of the list, always the current version. Your accommodation team can receive each new hotel booking and the lists for room types without their own hotel email.

Travellers see check-in and check-out times on their confirmation (14:00 and 11:00 by default, with overrides per room type) and your hotel policy, such as ID requirements and cancellation rules, on the confirmation and tour page.

Setting up Hotel rooms

1. 1Turn on Hotel rooms. Switch the plugin on from Plugins (Growth plan and above).
2. 2Set the defaults. Enter check-in and check-out times, your hotel policy and where hotel booking summaries go.
3. 3Add room types to a tour option. Set the type, occupancy, rooms per departure and price per room or per person.
4. 4Add supplements and extra nights. Set the single supplement and the price and maximum of nights before and after.
5. 5Link each room to its hotel. Add the hotel's name and email so it receives its rooming list.
6. 6Decide if a room is required. Make choosing a room part of every booking, or leave it optional.