Intended Audience: For Trip Organizers who are configuring a Room Types and want to know how the Room Option settings work.
Article Summary: Room Options is where Trip Organizers can set occupancy limits and pricing per traveler. Room Options can have any name and an unlimited number of package and occupancy rates, which makes it highly customizable. To create a Room Option, you must know what your per traveler pricing is at each occupancy limit, how you want to define your room options, and which packages can book the room option.
Table of Contents:
Frequently asked questions
⚠️ Room Options is the final step in creating a specific Room Type. To learn more about Room Types, click here. In order to create a Room Option, you must have a Room Category already set up. To learn more about Room Categories, click here.
What are Room Options
Room Options are created after a Room Category has been defined. Room Categories group Room Options together based on common amenities and features. Combined, they make a Room Type.
Room Options is the most specific room selection a traveler and book at checkout. They have a name, linked package, occupancy limits, and total pricing per traveler. The Room Option name is customizable but often define a bed configuration, room name, room number, or traveler types.
Example of a Room Category from a traveler view:
The blue box shows the specific Room Options. In this example, there are 2 Room Options.
Room option name: 1 King Bed
Occupancy limits: 2-4 travelers
Price per traveler: $8,000 per traveler if there are 2 travelers booking. The traveler cannot book this room option because they don't meet the traveler count requirements.
Room option name: 2 Twin Beds
Occupancy limits: 1-2 travelers
Price per traveler: $7,000 per traveler if there is only 1 traveler booking. The price per traveler can adjust based on the occupancy count.
What do the different settings do
Room Options have the following settings:
Room Option Name
Room Options can be named anything within a 50 character limit. The name should be very easy to understand for the traveler. Some examples of Room Options names are:
King Bed
2 Queen Beds
Regency Suite
Deluxe Suite
Room 101
Deluxe Cabin
2 Adults, 1 Child
Inventory
If the inventory has been set to “Based on the Room Options” on the Room Category level, then you can specify exactly how many rooms options are available.
It makes sense to set inventory on Room Options only when you have a limited number of specific room options available to book. Scenarios when this might make sense:
Limit Bed Configurations: You only have 5 City View rooms that can be configured as a King Bed.
Room Numbers: There is only one (1) Room 101. If you set a Room Option inventory limit to 1, then this room can only be booked once.
Limited Room tiers: You have 10 rooms that have a City View but only 5 that are Regency Suite and 5 that are Deluxe Suite. If you set a Room Option inventory limit to 5 for Regency Suite, then this specific Room Option will only be booked 5 times. But the other remaining City Views – Deluxe Suite can still be booked.
Inventory settings will not be visible if you’ve set a limit on the Room Category level. It's more common for inventory to be set on the Room Category level.
Rates
Rates are created based on trip packages, occupancy, and total price per traveler. Each occupancy count has its own rate. A room option can have an unlimited number of rates.
Packages
Every rate must be linked to a trip Package. If all packages have access to book the room, then ensure you create rates for every package. If only specific packages have access to book the room, then only create rates for the specified packages. If you have packages with different trip durations, then this will allow you to create package specific pricing for different rooms.
If a Package is not linked to a Room Option, then travelers purchasing that Package will not be able to book that Room Option.
Occupancy
Every rate must have an occupancy limit indicated. This number indicates how many people are required to book the Room Option. Each possibility will have its own row. If travelers do not meet the occupancy requirements, then they will not be able to book the room option.
The minimum occupancy is the lowest number in the rate list. The maximum is the highest number in the rate list.
Total Price Per Traveler
Every rate is based on the total price per traveler based on the occupancy count. If you have Organizer Pays the fee turned on, you'll see another column labeled "Total You Receive". This is the amount you will receive after fees.
If the Occupancy is > 1, ensure you are only listing the individual traveler cost. At checkout, the system will automatically multiply the total cost based on the traveler count.
How do I set up a Room Option
⚠️ In order to set up a Room Option:
A package must have the setting “Set pricing based on room type”. This is done on the Package page of the trip builder.
Room Category must have a name and inventory settings
If these two steps are not completed, then a Room Option cannot be created.
Click “Add Room Option”. A modal will pop up.
Add a room name. Be as specific and concise as possible so travelers can easily make their selection.
Indicate inventory limits. If the inventory based on Room Categories, this setting is hidden. Only set limits if there are a limited number of Room Options.
Click “Add Rate” to set occupancy limits and pricing per traveler.
Select a package this rate is linked to.
Set the occupancy limit. Indicate how many travelers can book the room.
Set the total per traveler price. Indicate the total cost per traveler.
Repeat steps 4-7 until all of the packages and prices per occupancy have been added for this Room Option.
Click “Save Room Option”
Once the Room Option has been saved, it will be listed in the table with the name, occupancy limit range, and quantity available.
If you need to create another Room Option with the same rates, you can duplicate the Room Option. All of the settings will be copied and
How do I know which room selection travelers booked?
When travelers book a trip with Room Types set up, their booking selections will be listed in their “Account Details”.
Additionally, there is a column in Company Stats attendee table that outlines the specific Room Category and Room Option booked.
Examples of Room Options
Limited Quantity Room Options
The following example shows how to set up a Room Option when you have a limited number of room types, room numbers, or rooms with specific bed configurations.
Room Option 1:
Room option name: Standard Room
Inventory: Set limit of 4
Packages: This example shows that there is a 14 day trip package and a 10 day trip package. The occupancy rates are different for each package.
Occupancy: Each occupancy variation will have its own rate.
Total per person: If a traveler is booking for 2 people with the 14 day package, then the per traveler rate is $4,000.00. The total cost for two (2) people is $8,000.00 and will be automatically calculated at check out.
Room Option 2:
Room option name: Regency Suite
Inventory: Set limit of 4
Packages: This example shows that there is a 14 day trip package and a 10 day trip package. The occupancy rates are different for each package.
Occupancy: Each occupancy possibility will have its own rate.
Total per person: If a traveler is booking for 2 people with the 14 day package, then the per traveler rate is $9,000.00. The total cost for two (2) travelers is $18,000.00 and will be automatically calculated at checkout.
Room Category:
Since the Room Category inventory was set to "Based on room options", the quantity available is the combined total of each Room Option.
Total of 8 City View Rooms
4 Standard Rooms
4 Regency Suite
Traveler Booking Experience
In this example, travelers cannot book a Regency Suite room option because it's sold out. Since inventory is on the Room Options level, travelers can still book the remaining Standard Rooms.
Based on the rate table above
Lowest per traveler rate is $1,000.00 for 4 travelers in a Standard Room
Regency Suite is $9,000.00 per traveler for 2 travelers
Standard Room is $4,000.00 per traveler for 2 travelers
Order Summary shows which room was selected and the total cost of the room
⚠️ If both rooms options are sold out and there are no other Room Categories available to book for this package, then the package will be marked as sold out.
Unlimited Quantity Room Options
The following example shows how to set up a Room Option when you have an unlimited number of room types, room numbers, or rooms with specific bed configurations.
Room Option 1:
Room option name: 1 King Bed, 1 Sofa bed
Inventory: Set on the Room Category as 1
Packages: You can only book this Room option if you're purchasing the Grand Suite package
Occupancy: Minimum is 1 and Max is 4. There can be anywhere between 1-4 travelers in this room.
Total per person: If a traveler is booking for 2 people, then the per traveler rate is $9,000.00. The total cost for two travelers is $18,000.00 and will be automatically calculated at check out.
Room Option 2:
Room option name: 2 Queen Beds, 1 Twin
Inventory: Set on the Room Category as 1
Packages: You can only book if you're purchasing the Grand Suite package
Occupancy: Minimum is 1 and Max is 4. There can be anywhere between 1-4 travelers in this room.
Total per person: If a traveler is booking for 2 people, then the per traveler rate is $9,000.00. The total cost for two travelers is $18,000.00 and will be automatically calculated at check out.
Room Category:
In this example, the Room Category was set to 1 since there is only one Royal Deck - 301 room. However, this room can be configured two different ways using the room option selection.
Total of 1 Royal Deck - 301 rooms
Choice of 2 Room Options that can be selected
Traveler Booking Experience
In this example, travelers can select either the 1 King Bed, 1 Sofa Bed room option or the 2 Queen, 1 Twin room option configuration.
Based on the rate table above
Lowest per traveler rate is $7,000.00 for 4 travelers in a room.
1 King Bed, 1 Sofa room is $9,000.00 per traveler for 2 travelers
2 Queen, 1 Twin room is $4,000.00 per traveler for 2 travelers
Order Summary shows which room was selected and the total cost of the room
Frequently Asked Questions
Can travelers book more than one room option?
Travelers can only purchase on room option per room. If they wish to purchase multiple rooms, then they can add an additional room to their order and select a different room option for their second room.
Can travelers switch rooms after booking?
In order for travelers to switch rooms after booking, they have to cancel their existing trip reservation and re-book. This ensures room inventory and selections are restocked for other travelers to book.
Need help configuring Room Options?
Book a call with the Customer Success Team! Tell us about your trip, how you want to price it, and any restrictions you want to create for traveler booking. We'll help you build your trip!
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Email us at help@squadtrip.com or send us a message via chat.
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