How to set up virtual to rooms assign bookings to more than one room type

You may have two room types and some bookings can be placed in either type if available.

Example 1 a hotel has double rooms which can be sold as twins.

This example works for any room types where one can be used as the other.

1) Create the Double room and set the quantity of these.

2) Create a “virtual” Twin room and set the quantity to the same as the Double.

Setup the room dependency settings in SETTINGS->PROPERTIES->ROOMS->DEPENDENCIES as follows:

3) For the Double set “Include Bookings from” = Twin

4) For the Twin set “Include Bookings from” = Double

Do not set any “Availability Dependency”. Leave the setting for “Assign Bookings” = This room

Example 2 a hotel has double rooms and single rooms where single guests can be placed in a double room if there are no single rooms available.

This example works for any room types where one can be used as the other but not the other way round. i.e. as single booking can be placed in a double room but a double booking can not be placed in a single room.

1) Create the Double room and set the quantity of these.

2) Create the Single room and set the quantity of these. Hide the Single room from the booking page by setting SELL PRIORITY to “Hide”.

If you are hiding rooms you will need to adjust your overbooking protection in SETTINGS->PROPERTIES->ROOMS ->SETUP. For instructions please see the context help next to the setting.

3) Create a third “virtual” Single room and set the quantity to the maximum number of singles you can theoretically sell, in this case it is the quantity of doubles plus the quantity of singles you have available.

Set up the room dependency settings in SETTINGS->PROPERTIES->ROOMS->DEPENDENCIES as follows:

Virtual Single:

• Requires Availability = first the Single and second the Double
• Assign Booking = First Available Dependency Room

Note: If you add bookings manually, place single room bookings into the Single or Double room as appropriate, not the virtual room. 

Example 3: A B&B has only five Twin rooms which can be sold as twin rooms, as singles or as double rooms.

1) Create a Twin room and set the quantity to five.

2) Create a “virtual” Double room and set the quantity to five.

3) Create a “virtual” Single room and set the quantity to five.

Setup the room dependency settings in SETTINGS->PROPERTIES->ROOMS->DEPENDENCIES as follows:

4) Set all Dependency Levels to Ignore Sub Dependencies.

5) Set the Single to be dependent on the Twin using “Combination Logic” = Sum of all bookings.

6) Set the Double to be dependent on the Twin using the “Combination Logic” = Sum of all bookings.

7) For the Single set “Assign Bookings to” = This room

8) For the Double set “Assign Bookings to” = This room

9) For the Twin set “Include Bookings from” = Single and Double

Example 4: A hotel has three double rooms and one triple room which can also be sold as double room if all other doubles are sold.

1) Create a Double room and set the quantity to three. Set “Sell Priority” = hide

2) Create a “virtual Double” room and set the quantity to four.

3) Create a “Triple” room and set the quantity to one.

Setup the room dependency settings in SETTINGS->PROPERTIES->ROOMS->DEPENDENCIES as for the “virtual Double” follows:

Requires Availabilty = 1. “Double”, 2. Triple

Combination Logic = Sum of all bookings

Assign Bookings = First available dependent room

Example 5: A villa is set up in two different properties. One offers the villa as accommodation (the room name is villa only) only the other one offers the villa as part of a package (the room name is package).

As it is the same villa a booking for the “package” will make the “villa only” unavailable and vice versa.

To achieve this set following dependencies in SETTINGS->PROPERTIES->ROOMS->DEPENDENCIES for the room “package”:

• “Requires Availability in”: villa only
• “Assign Bookings to” = this room
• “Assign a Copy Booking to” = villa only

Leave all other settings set to default.

 Note  Test dependencies carefully. If you are using dependencies please test thoroughly to make sure your set up reflects your rules. If you are connecting one physical room more than once to a booking channel you are risking overbookings.