> 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

Configure your property's physical layout, create room types, define capacities, and organize how they are sold.

{% 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.
{% endhint %}

{% 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.
{% endhint %}

## 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.)*
{% endhint %}

## 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.
{% endhint %}

### 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.

## Different kinds of beds

If guests can't swap one bed type for another (VIP beds, female-only beds, regular dorm beds), make each type its own room. Don't put them all in one "Dormitory".

For example, a hostel with 15 VIP beds, 21 female-only beds and 21 regular beds creates three rooms: "VIP Dorm" (15 beds), "Female Dorm" (21 beds) and "Mixed Dorm" (21 beds). Then on each channel (Agoda, Hostelworld, Trip.com and so on), map each room to the matching room type.

Each room then has its own availability. A female-only booking can never take a VIP bed, and nothing gets oversold.

{% hint style="info" %}
Availability is the same on every channel. You can't give Booking.com 5 beds and Hostelworld 10. Prices can differ per channel, though: see [Pricing](/front-desk/pricing.md#things-it-cant-do).
{% endhint %}

## More than one rate

To sell the same room at a second price, like a cheaper non-refundable rate, don't create another room. Add a derived rate on the room's **Rates** tab. See [Multiple Rates per Room](/finance-management/property-setup/rates.md).

## Deleting a room or a bed

You can delete a room once no channel is mapped to it any more. If Booking.com, Airbnb, Hostelworld or any other channel still points at the room, Hostel Mate stops the delete and lists the channels that are still mapped. Otherwise the channel would keep selling a room that no longer exists, and its bookings would arrive with nowhere to go.

To remove the mappings:

* **Hostelworld, Mixdorm and Coworksurf:** go to [Channel Selection](https://app.hostelmate.co/channel-selection), open **Manage Connection** on the channel's card, set the room to **Clear selection** and save.
* **Booking.com, Airbnb, Agoda and the rest:** go to **Channel Manager → Open Manager**, open the channel, take the room out of its mapping and save.

Then delete the room from the Inventory table again.

Bookings don't stop a delete. They stay in Hostel Mate but lose their bed, so you'll find them in the **Unallocated booking** row at the bottom of the Booking Calendar, with a reminder when the calendar shows their dates. Drag each one onto a bed in another room.

A single bed has no mapping of its own, so your channels never block removing one. The room keeps its mappings and the channels simply see one bed fewer. Bookings on that bed move to the Unallocated booking row in the same way. **Bulk Update** removes beds from the end of the list. If one can't be removed, it stops there and tells you how many it took out.