Intended Audience: Trip organizers who want to create Room Types so travelers can book specific rooms with bed configurations, complex traveler pricing, or specific room numbers.
Article Summary: A Room Category describes the general features and amenities of a specific room type. Room Categories have a unique name, description, photo(s), inventory, and room options. For an overview of how Room Category and Room Options work, review the Room Types article.
Table of Contents
What is a Room Category?
A Room Category describes the general features and amenities of a specific room type. Room Categories have a unique name, description, photo(s), inventory, and room options. The name, description, and photo will help the traveler decide which room type they want to book.
Example of a Room Category from a traveler view:
The purple box shows the specific Room Category.
Room Category Name: Lily Deck - Room 301
Description: Welcome to the Lily Deck Suite...
Photos: Left of the name and description
Per traveler starts at: Is based on the Room Options (shown in the blue box)
How to create a Room Category
👉 In order to create Room Categories, at least one trip package requires the setting "Set pricing on room types" to be turned on.
On the Packages tab, toggle on "Set pricing on room types". This will make it possible to set occupancy limits and tiered per traveler pricing.
Go to the Room Types tab and click "Add Room Category"
Review the fields and add details:
Room category name: This is a short name that travelers will use to select the type of room. (E.g City View, Oceanfront, Single Occupancy, Room 100). There is no character limit for name, but we recommend keeping it short and simple.
Room category description: This explains the details, amenities, features, and any other selling points the traveler should know. (E.g City views of Spain with a private ensuite bathroom.) There is no character limit for the description and we recommend being as detailed as necessary to really sell the room!
Room inventory available: Room inventory can be tracked on the room category or room option level.
Unlimited: There is no set limit for the number of rooms that could be sold. This is ideal if you have an uncapped limit of the number of rooms.
Set a Limit: If you only have 10 City View rooms available, this will ensure the Room Category is marked as "Sold Out" so travelers don't overbook the room.
For example, you might have 10 City View rooms. Each room can be configured as a King or 2 Double Beds. By setting a limit, you'll be able to offer 10 rooms without limits on how the rooms are configured.
Based on room options: If the inventory limit is based on a specific configuration or bed option, the inventory limit can be set on the room option level.
For example, you have 10 City View rooms available, but only 5 can support a King and the remaining 5 support 2 Double Beds. When you set inventory on the Room Option, then the system will ensure inventory is tracked for the King and 2 Double Bed count.
Mark as sold out: The system will automatically track inventory and mark a as Room Category sold out when inventory limits are reached. However, if you need to pro-actively limit the sale of a room, you can toggle this on at any time. The Room Category will have "Sold Out" labels listed so travelers can't overbook.
Add photos to your room category: Add as many photos as you'd like! Travelers will be able to scroll through a carousel of photos. We recommend adding photos of the room, views, floor plans, any anything else that will sell the room!
Room options: A room category cannot be saved without a Room Option. This is where you'll add specific occupancy limits, specific room selections, and pricing per traveler.
When you add a Room Option, you'll indicate:Room Option Name: Specific name of the configuration or room (e.g King Bed, 1 Adult, 2 Kids, etc.)
Room Inventory: If inventory is on the Room Option, then you'll set how many are available.
Packages: You'll indicate the pricing for the Room Option for each package.
Occupancy: You'll indicate how many people can fit in the room.
Total per person: You'll indicate the total cost per person based on the occupancy limit in that rate row. (e.g Occupancy is 2 at a $9,000 per person rate. This means the traveler will pay $18,000 for the room).
Click here for a detailed outline of how to add Room Options.
Save the Room Option and add any additional Room Options.
Save the Room Category
Add any additional Room Categories
Example of Room Categories
Hotel Room Booking (Bed Configurations)
It's common for Trip Organizers to offer specific hotel room selections. For example, "City View Suite with 1 King Bed" or "Pool Side Suite with 2 Queen Beds".
In this Hotel Booking - Bed Configurations example:
Packages are used to distinguish different level of offerings or length of stay
Room Category Name describes the type of room (City View Suite, Pool Side Suite)
Descriptions have been added
Photos have been added
Inventory setting is Set Limit so that only 10 City View Suites can be sold
Room Option describes the bed configuration and there are specific occupancy requirements for each Room Option.
Per Traveler Pricing for each room option is different and depends on the number of travelers in each room.
Hotel Room Booking (Traveler Type Configurations)
Some all-inclusive resorts have variable pricing based on the type and quantity of traveler(s) occupying the room. To provide the most accurate pricing, Trip Organizers can create specific room options for each traveler type combination.
In this Hotel Booking - Traveler Type example:
Packages (not pictured) are used to distinguish different level of offerings and length of stay, or Room Type name.
Room Category Name describes the type of room in the resort (Pad Suite)
Descriptions have been added
Photos have been added
Inventory setting is Unlimited so there is no limit to which type of room the traveler can pick
Room Option describes the traveler type occupancies and traveler requirements. If there are not enough travelers in the room, then the traveler cannot book the specific room rate, which is why some options cannot be selected.
Per Traveler Pricing is based on the number and type of travelers in the room
Cruise Ship Booking (Bed Configurations)
Cruise bookings can be configured by offering different room types or even specific room numbers on the ship.
In this Cruise Ship - Bed Configurations Example:
Packages (not pictured) are used to distinguish different level of offerings and length of stay, or Room Type name.
Room Category describes the type of room on the ship (Interior Room, Oceanfront Room)
Descriptions have been added
Photos have been added
Inventory setting is Unlimited so there is no limit to which type of room the traveler can pick
Room Option describes the traveler type occupancies and traveler requirements
Per Traveler Pricing is tiered based on the number of travelers in the room. If the traveler increases the traveler count to 2 travelers, the per traveler amount will adjust.
Cruise Ship Booking (Specific Room Numbers)
If a Trip Organizer has a full cruise ship buyout and they want to offer specific room selections for travelers, they can use room categories as the room number and room options as the bed configurations.
In this Cruise Ship - Bed Configurations Example:
Packages (not pictured) are used to distinguish different categories of rooms and deck levels
Room Category describes the exact name and number of the room
Descriptions have been added
Photos have been added
Inventory setting is Set Limit to 1 so specific rooms are not overbooked
Room Option describes the traveler type occupancies and bed configurations.
Per Traveler Pricing is tiered based on the number of travelers in the room.
Need help configuring Room Categories?
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!
Have questions? We have answers! 😊
Email us at help@squadtrip.com or send us a message via chat.
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