Bookable Rooms & Accommodation bookings

Sell your own rooms and dorm beds. Set them up once, then take stay bookings from the front desk — with a cast-iron guarantee that the same bed can never be double-booked.

When you'd use this

• You own rooms or a dorm and want to take walk-in stays alongside diving.
• A diver (or a non-diver) wants a bed for a few nights.
• You need to see who's staying, in which room, on which dates.

This is different from Recommended Accommodation (Settings → Recommended Accommodation), which is your list of nearby hotels you recommend — not rooms you sell yourself.

Before you start

• Switch the module on yourself: Settings → Bookable Rooms → the "Accommodation module" toggle (owner/manager). Once it's on, the Accommodation item appears in the sidebar.
• You'll need the Accommodation page permission (owners and managers have it by default).

Set up your rooms (Settings → Bookable Rooms)

1. Go to Settings → Bookable Rooms.
2. Click Add room type. A room type is a category you sell — e.g. "Standard Twin AC" or "8-Bed AC Dorm".
   • Sold as — choose Per room (private) for a private room, or Per bed (dorm) for a shared dorm.
   • Sleeps (max), Base rate / night (leave blank for price-on-request), Tier, and an optional description.
3. Save, then inside the room type click Add room (or Add bed) for each physical room or bed — e.g. "Room 101", or "Bed 1", "Bed 2"…
   • For dorm beds you can set Who can book it: Anyone, Mixed dorm, Female only, Male only, or Course students only.
4. Mark anything you're not currently selling as inactive instead of deleting it.

Take a booking (Accommodation → New booking)

1. Open Accommodation in the sidebar and click New booking.
2. Choose the Room type, the Check-in and Check-out dates, and how many rooms / beds and guests.
3. The form shows how many are free for those nights as you pick.
4. Optionally link a Guest by searching your existing customers.
5. Click Create booking. It appears in the list immediately.

Manage a booking

1. Click any row in the list to open the booking.
2. Use the action buttons (they change with the booking's status):
   • Confirm — accept an enquiry or reservation.
   • Check in / Check out — when the guest arrives and leaves.
   • Mark no-show — the guest never arrived; frees the bed.
   • Cancel booking — cancels the stay and frees the bed (asks you to confirm).
3. Add staff-only Internal notes (e.g. "paid cash") and click Save notes.

Cancelling, no-show and check-out all free the room/bed so it can be sold again for those nights.

Take or refund a payment

Open a booking and use the Payments section. It shows three figures for the whole stay: Total, Paid, and Balance (what's still owed, in red if outstanding).

1. Click Record payment. The amount defaults to the balance — change it for a part-payment or deposit.
2. Choose the Method (cash, card, bank transfer, etc.), the Date, and an optional Reference (e.g. a receipt number).
3. Click Record payment. It's added to the list and the balance updates.

To give money back, click Record refund, enter the amount (you can't refund more than was paid), and save. Refunds show in the list as a negative amount.

• Room payments post into Finance automatically under a new Accommodation income line, so they show in your P&L and cash totals alongside dives and retail.
• Recording payments needs the Payments finance permission. Staff without it still see the balance, just not the buttons.
• If you cancel a stay that's already been paid, you'll be reminded — cancelling frees the bed but does not refund the guest, so record a refund first if money is owed back.

Block a room for maintenance

1. On the Accommodation page click Block a room.
2. Choose the room/bed, the From and Until dates, and an optional reason (e.g. "AC repair"). Click Block room.
3. Blocked rooms/beds can't be booked for those nights. Existing bookings are kept.
4. Remove a block any time from the same window (the trash icon next to it).

See and filter bookings

• The Accommodation page lists every stay with guest, room/bed, dates, nights, status and total.
• Filter by status or search by guest, room or reference.

See bookings on a calendar

1. At the top of the Accommodation page, switch from List to Calendar.
2. The calendar is a tape chart: each room and bed is a row, the dates run across the top, and every booking is a coloured bar from check-in to check-out.
   • Colours follow the booking status (confirmed, checked in, reserved, enquiry).
   • Blocked rooms (maintenance) show as a grey striped bar.
   • The checkout day is left free — the next guest can arrive the same day.
   • Cancelled and no-show bookings are hidden (the bed is free again).
3. Use ‹ / › to move the dates, or Today to jump back to now.
4. Click any bar to open that booking and manage it, exactly like the list.

The calendar needs a wide screen — on a phone, use the List view.

Tips

• A room or bed you sell here should not also be listed under Recommended Accommodation — keep each in one place.
• Same-day turnover is fine: a guest can check out and another check in on the same date.
• Cancelling a booking frees the bed again automatically.

Troubleshooting

• Symptom: "Those nights are no longer free for that room type" → Cause / fix: every room/bed of that type is already booked for an overlapping night. Try other dates, fewer beds, or a different room type.
• Symptom: the New booking room-type list is empty → Cause / fix: add room types and rooms/beds first in Settings → Bookable Rooms.
• Symptom: no Accommodation menu item → Cause / fix: the module isn't enabled for your centre, or your role doesn't have the Accommodation page permission.

Related

• kb-accommodation.md — the separate list of nearby hotels you recommend (feeds your bot).
• bookings.md — dive and course bookings.