> For the complete documentation index, see [llms.txt](https://docs.hostelmate.co/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.hostelmate.co/finance-management/property-setup/room-management.md).

# Room Inventory

{% hint style="info" %}
Your rooms are your product. The Room Management page is where you build out the physical inventory of your property, telling the system exactly what you have available to sell.
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{% hint style="info" %}
**What you can do here, and what needs us**

Renaming a room, changing whether it's a private room or a dorm, adding or removing beds, changing how many guests fit, reordering the list: all yours, right on this page (or the room's edit page).

Adding a **new property or a new listing** to your account isn't something you can do from here. Email <contact@hostelmate.co> with the property name and address and we'll set it up and put it under your login.
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## The Inventory Table

When you load the page, you'll see a clean, organized list of all your currently configured rooms.

The table gives you a quick snapshot of:

| Column        | Description                                                                                                       |
| ------------- | ----------------------------------------------------------------------------------------------------------------- |
| **Room Type** | The name of the room (e.g., "Mixed Dorm", "Deluxe Suite") and how many physical units of this room type you have. |
| **Kind**      | Whether it's a `Private Room` or a shared `Dormitory`.                                                            |
| **Sell Mode** | How the pricing works. Is it sold `Per Room`, `Per Person`, or via a `Hybrid` model?                              |
| **Capacity**  | The maximum number of guests this specific room type can hold.                                                    |

{% hint style="success" %}
**Reordering Your Rooms:** Want the VIP suites to show up first on your booking engine? Easy! You can physically drag and drop the rows in the table to reorder your room list exactly how you want it. *(Note: Drag and drop is disabled if you are actively using the search bar.)*
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## Adding a New Room

When you click **Add New Room**, a short 3-step wizard creates the room type. There's one more step after it (adding the beds), covered below.

### Step 1: Room Identity

Give your new room a public-facing **Name** (like "Standard Double") and an optional internal **Description** so your staff knows exactly which room it is.

### Step 2: Type & Pricing

Define the core mechanics of the room:

* **Room Kind:** Choose whether guests are booking a `Private Room` or a bed in a `Dormitory`.
* **Sell Mode:** Decide how it's priced. `"Per Room"` charges a flat rate, `"Per Person"` scales the price based on guest count, and `"Hybrid"` lets you do both.

### Step 3: Capacity & Inventory

This is the step people get wrong, so here's what each field means, with a few examples underneath.

* **Adults / Children / Infants**: the most people one room of this type can hold. For a dorm, Adults is the number of beds in the room.
* **Units Count**: how many *identical rooms* of this type you have. Not beds. Rooms. For dorms this is almost always 1; if you have several dorms, create each one as its own room so your staff can tell them apart on the calendar.
* **Default Occ.**: how many guests the standard price covers before extra-guest pricing kicks in. For dorms, leave it at 1.

| You have…                    | Room Kind    | Adults | Units Count                                                         | Then add…       |
| ---------------------------- | ------------ | ------ | ------------------------------------------------------------------- | --------------- |
| One 6-bed mixed dorm         | Dormitory    | 6      | **1**                                                               | 6 beds (Step 4) |
| Two 4-bed female dorms       | Dormitory    | 4      | **1** each, created as two rooms ("Female Dorm A", "Female Dorm B") | 4 beds in each  |
| Three identical double rooms | Private Room | 2      | **3**                                                               | 3 units         |
| One family room for up to 5  | Private Room | 5      | **1**                                                               | 1 unit          |

{% hint style="warning" %}
**Units Count can't be changed once the room is saved.** It isn't shown on the edit page either. If you set it wrong, delete the room and create it again (best done before it has any bookings), or write to us and we'll fix it for you.

Getting it too low is the costly mistake: the channels will treat that as your ceiling and stop selling beds you actually have. Too high doesn't oversell anything, because what we advertise is always your real bed count, but it does misreport how many rooms you have, so it's worth getting right.
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### Step 4: Add your beds

The wizard creates the room type. The beds (or units, for private rooms) are added on the room's edit page straight after. Open the room from the list, then use **Add Bed** (or **Add Unit**) for each one, or **Bulk Update** to set the total in one go. Bed names follow whatever pattern you start with, so if you name the first one "A" the next suggestions will be "B", "C" and so on.

Until the beds are there, the room has nothing to sell: it won't show on the Booking Calendar and no availability goes out to your channels.