Online Training Course - Room Setup

Hello and Welcome to the Online Training Course for the Room Setup.

This course will give you a good look into how to set up rooms in HOP.

The Main Topics we will talk about are:

• Room Types
• Room Setup
• Room Profiles
• Option Sets

To start, please login with your username and password.

Before we have a close look into the system, I will show you where you can get some help if you are stuck somewhere. On every page you will find the 'Info' and the 'Help Desk' Button on the top of the page.

The 'Info' Button will give you a closer description of how to use HOP and you will also find some Video Tutorials there. If there are still some questions open, please press the 'Help Desk' Button and this will direct you to your personal Help Page. From here you can have a look into some frequently asked questions, some Video Tutorials and you can also create a personal ticket, if your question is more specific.

Let's go back to our HOP system and start there.

Our Dashboard gives you general overview over your property.

It shows you how many Check-In and Check-Outs you have, it also gives you some daily details like Weather and Average Room Rate and many other things.

To set up your rooms in HOP, you would first need to do some basic configurations. For this please go under 'Administration' and 'Option Sets'.

Click the little arrow for the drop-down Menu and choose 'Building'.

Please add all the buildings you have here by simply clicking the '+ Add' and fill in the name of the building under 'Option Value', Option Type will be automatically filled in as Building and the 'Order' option just shows the buildings in whichever order you want them to appear in within HOP. Please remember to click 'Save' before leaving this page!

Repeat the same procedure for the floors by clicking 'Administration' and 'Option Sets' and choose 'Floor' in the drop-down menu. Here you can add as many floors as you have and you will also be able to again number order them however you wish. 

Please also do the same as the above with 'Section' & Room Group. These relate to if you have more than one section within the same building, you can group them together easily using this function.

If this is not applicable for you, you don't have to fill these four option sets in, just leave them blank. 

After we set up all the necessary basic information, we can now start to create our Room Types. For this please go to 'Rooms' and 'Room Types'.

To create a new Room Type please click the '+ Add' Button in the right hand corner.

The above screen will now show and you should begin to fill in all the necessary details by following the steps below;

Room Type Name: What name you have given to the room type (Example - Deluxe Double)

Description: This field will be seen on the booking engines so must be customer friendly. Give it a closer description of your room, which is nice for the guests to read. 

Details: In here you can add details for yourselves, like en-suite bathroom, twin or double bed, sofa bed in room etc.

Notes for Sales View: Use an abbreviated description that will show on your internal booking engine sites and the 'Sales View' in  HOP. (Example - Deluxe Double could be DXDB) - Keep them short and simple.

Max Occupancy: The number of people that can be fit into this room type 

Child Max Occupancy: How many Children can go into this room (Infants included in this number)

Presentation Order: You can leave this blank if you don't need it, but this will give you the chance to sort your rooms on your booking engine. Do you have a room that should be shown as the first room (if available) then put in '1'.

Room Category: If you set something up here under 'Option Set' and 'Room Category' you now have the drop-down Menu to choose from. If this is not applicable for you, you can leave this blank.

Please make sure you press 'Save' before you leave this page!

After you set up all your different Room Types, you can now start to create your rooms. For this please go to 'Rooms' and 'Room Setup', this will bring up the screen below.

To add a new room please click the '+ Add' Button.

From here you can set up all your rooms in your property. 

Room Number/Name: You can either give your rooms a number or a name.

Room Type: Choose which Room Type it is (You have set up your room types already so choose the relevant one for this particular room)

Max Occupancy: Fill in the maximum occupancy for this room here.

Child Max Occupancy: Fill in the children max occupancy (infants are included in this)

Building: If you set up something under 'Option Sets' and 'Building' you can choose now in the drop-down menu in which building it is, if not, just leave this blank

Floor: If you set up something under 'Option Sets' and 'Floor' you can choose now in the drop-down menu on which floor it is, if not, just leave this blank

Section: If you set up something under 'Option Sets' and 'Section' you can choose now in the drop-down menu in which section it is, if not, just leave this blank

Group: If you set up something under 'Option Sets' and 'Room Group' you can choose now in the drop-down menu in which room group it is, if not, just leave this blank

Please make sure you press 'Save' before you leave this page!

After you set up all your rooms in your property you now can go to 'Rooms' and 'Room Profiles' and make an inventory of your room. This is not mandatory but it gives you the opportunity to lock valuable items in here using the screen below.

To add a room profile please click the '+ Add' Button as seen in the above image.

In here you can choose the required room, fill in the Room Condition and put any Inventory in you want. You can save valuable painting or furniture in here, TV's or whatever you require. For this, please fill in the details and click 'Add Item'.

After you logged all the required items please press 'Save'. You now can do this with every room.

This are the main areas for the basic setup for Rooms. If you need more help, please feel free to also look into our 'Help' area where you can find closer descriptions about every area and also some Video Tutorials.