Room Settings

Room Reservation Management System
 

The Room Module is a sophisticated resource management ecosystem engineered to streamline time-based bookings for hospitality, corporate, and real-estate sectors. By centralizing the reservation lifecycle—from asset definition and dynamic pricing to automated fiscal documentation—it transforms complex hospitality workflows into a seamless, data-driven operation. The module features an interactive visual scheduler and a robust 4-step configuration architecture, allowing administrators to implement granular control over per-unit monetization, color-coded status tracking, and multi-tier payment security. This high-level integration ensures that every booking is synchronized with customer profiles and financial records, providing a scalable solution for efficient property and resource oversight.


 

How to Enable This Module?   Follow these three steps to open the Room Module configuration modal:   Step 1: Open User Menu – Click on your profile icon located in the top-right corner of the interface. Step 2: Enter Settings – Select the Settings gear icon from the menu options to open the main configuration panel. Step 3: Launch Room Module – Under the Special Modules tab, click on Room to initiate the 4-step setup wizard.

Activating Room and Label via Biz1 Settings

To enable and name your rooms for scheduling, follow these administrative steps:

Access Module Configuration: Go to your user profile, select the Biz1 Settings tab, and click on "module" from the dropdown menu.   Enable Room Module: Locate the ROOM toggle and switch it "On" (indicated by a green checkmark) to activate the feature.   Set Room Label: Use the LABEL text field next to the toggle to enter a custom name for your rooms . This label identifies the room columns on your scheduling calendar. ​​​​​​

• Monitor Progress: The 1/2 progress circle at the top confirms you have successfully initiated the first step of module activation.

• Access Room Setup: Navigate to the Special Modules tab and click on "Room" in the sidebar to begin defining specific individual rooms.

Step 1: Core Room Assets & Common Settings
 

The first stage of the Room Module configuration establishes your physical inventory and global operational rules.

1. Asset Inventory Management   Room Table: Displays a clear list of existing assets with their ID, Name (e.g., Standard Room), Price, and Minimum Days required for booking. Creation & Editing: Use the Plus (+) button to add new rooms or the Pencil icon to modify room-specific details like pricing and check-in times.   2. Common Settings Configuration   Accessed via the Common Settings button, these rules apply to all rooms in the system:   Visual Branding: Set a default Booking Color for the calendar grid to identify room reservations at a glance. Document Automation: Select an Auto-Create Document type (e.g., Receipt Tax Invoices) to be generated instantly upon booking.

• Payment Policy: Choose one of three payment enforcement levels for clients:
   

  • Force payment: Booking is only confirmed after successful payment.

  • Save Card: Collects payment details for future charging without an immediate fee.

  • No Payment: Allows reservations to be completed without any financial details provided.
    
    
    
    
    
     

    Step 1: Room Asset Management & Detailed Configuration   The initial stage of the Room Module wizard focuses on defining and managing your physical inventory through the Action column or the Plus (+) button.   1. Management Actions   - Add (+): Opens a comprehensive form to create new room entries. - Edit (Pencil Icon): Modifies existing room data, pricing, or descriptions. - Copy (Document Icon): Quickly duplicates a room's configuration to expand inventory fast. Delete (Trash Icon): Permanently removes an asset from the system.

    2. Core Room Setup Details
    
     

    When using the Add or Edit forms, the following short-form details are required:
     

    - Booking Essentials: Set the Owner Name, unique Room Name, base Price, and Min Days.
     

    - Scheduling Logic: Define Check In/Out times (H:i format) and toggle between Daily or Nightly pricing.
     

    - Capacity & Features: Specify Max Guests, Bed Type, Size, and use toggles for amenities like WiFi or Swimming Pool.
     

    - Categorization: Assign a Type of Room and set the Maximum Order limit for simultaneous bookings.

    
    - Content & Media: Input required text for Overview, Rates, and Package; upload a main New Image and additional gallery photos.
     

    - Automation: Select a specific Email Template to trigger automatic confirmations upon booking.
    
    
    
    
    
    
    
     

    Room Module Step 2: Custom Fields Configuration
     

    This second step of the room setup allows you to create specialized data entry points for every booking.

    1. Creating Custom Fields   - Field Types: Select from various formats (e.g., text, radio) to match the type of information needed. - Multilingual Labels: Define the field name in both Hebrew and English for a global interface. - Monetization: Assign a specific Price to each field to automatically charge for extra services. - Billing Frequency: Use the Per Night/Once toggle to decide if the price applies for every night of the stay or as a single one-time fee.

    2. Field Management & Actions
     

  • Field Overview: A table at the bottom tracks all active custom fields, showing their labels and data types.

  • Quick Edits: Use the Pencil icon to modify field settings or the Trash icon to remove them.

  • Saving Progress: Always click Save before proceeding to ensure the fields are added to your booking forms.
     

    3. Navigation
     

  • Back: Return to Step 1 (Core Room Management) to adjust basic room details.

  • Next: Proceed to Step 3 (Type Of Order Color) to set up your visual categorization.
    
    
    
    
    
     

    Room Module: Custom Field Types   In Step 2 of the Room Module configuration, you can define various field types to capture specific booking data and apply additional charges.   Available Field Formats   The system supports eight distinct field types to accommodate different data needs:   - Text: A standard single-line input for names or brief notes. - Number: Restricts input to numerical values, useful for quantities. - Yes/No: A simple toggle or radio button for binary choices (e.g., "Requesting crib?"). - Select (Options): A dropdown menu allowing users to choose from a predefined list of items. - Date: Provides a calendar picker for selecting specific dates. - Hours: A time-specific selector for tracking durations or scheduled times. - Tags: Allows for multiple descriptive labels to be attached to a booking. - Numeric: An alternative numerical format often used for specific calculated values.

    
    
    
     

    Room Module Step 3: Type Of Order Color
     

    This third stage of configuration allows you to visually categorize and organize your room bookings.

    1. Categorization & Visual Mapping   - Status Labels: Define custom text for different booking states, such as "Delivered" or "Pending". - Color Assignment: Select a unique color for each status using the color picker to make them instantly recognizable on the main calendar grid.

    2. Management & Actions
     

  • Existing Types Table: A centralized list displays all currently configured order types along with their assigned colors.

  • Quick Tools: Use the Pencil icon to modify an existing type's text or color, or the Trash icon to delete a category.

  • Save Changes: Always click the Save button to apply new categories to your booking system.
    
     

    3. Navigation
     

  • Step Progress: The interface displays 3/4 to track your completion of the Room Module wizard.

  • Next Step: Once your colors are set, you can proceed to the final step of the configuration.
    
    
    
    
     

    Room Module Step 4: Default Field for Room Order Name
     

    The final stage of the configuration wizard allows you to link specific customer data to your booking titles.

    1. Field Mapping   -Field Name Selection: Choose a specific Customer Custom Field from the dropdown menu (e.g., "test_formula") to act as the primary identifier for room orders.   -Dynamic Naming: By setting this, the system will automatically use the value from that chosen field as the "Order Name" when a new booking is created for a customer.

    2. Saving & Completion
     

  • Finalize Setup: Click the Save button to apply this mapping across the Room Module.

  • Wizard Progress: The interface indicates 4/4, marking the successful completion of the entire room configuration process.
    
    
    
    
     

    Accessing the Room Module   To open the Room Module from your admin interface, follow this navigation path:   - Locate the Sidebar: Look at the left-hand navigation menu on your admin dashboard.   - Identify the Icon: Find the Room icon (represented by a calendar/house symbol) located among the other module shortcuts like Customers and Tickets.   - Launch the Room Module: Click this icon directly to open the main Room Booking Grid and scheduling system.

    
    
    
     

    Room Module Dashboard Overview
     

    The main dashboard is a centralized command center for managing time-based reservations and room availability.

    1. Visual Booking & Asset Management   - Interactive Calendar: A horizontal timeline (e.g., February 2026) displays all scheduled stays across a daily grid. - Room Inventory: The left sidebar lists all active assets, such as Executive Room and Standard Room, featuring gear icons for individual room adjustments. - Status Categorization: Bookings are visually represented as colored bars based on labels (e.g., "Delivered") defined in the configuration wizard.

    2. Advanced Search & Navigation
     

  • Targeted Filters: Use dedicated search bars to instantly locate specific Customers or Rooms.

  • Order Type Filtering: A dropdown menu allows you to filter the entire grid by the custom order categories you've established.

  • Flexible Scheduling: Toggle between months or select specific dates using the built-in calendar picker to view past or future reservations.
    
     

    3. Operational Analytics

  • Daily Performance: Real-time metrics show current room occupancy, such as the exact count and percentage of rooms booked for today (e.g., Today 2 Rooms 8.00%).

  • Monthly Occupancy Trends: The system calculates the total nights occupied and the overall usage percentage for the current month (e.g., 374.86%).
    
    
    
    
     

    Adding a New Reservation
     

    To create a booking, click an empty slot on the Booking Grid to launch the "Add reservation" modal.

    1. Primary Booking Information   - Customer & Room: Select the guest from the Choose Customer dropdown and confirm the specific room (e.g., "Room check update").   - Order Details: Provide a Room Display Title and select a Type of Order to categorize the stay. - Stay Duration: Set the arrival and departure timeline using the From and To date pickers.   - Pricing & Payment: Enter the Price, add internal Notes, and mark the Paid Status as Paid, Unpaid, or Partly PAID.   2. Logistics & Custom Data   - Arrival & Capacity: Choose the check-in Hour and total number of occupants under Guest1.   - Configured Custom Fields: The form displays all unique inputs from Step 2, including Tags, Numeric values, and Yes/No toggles (e.g., TEST_ENGLISH).   - Internal Classification: Use the Folder dropdowns (e.g., FOLDER09) to organize the booking for administrative reporting.

    3. Advanced Controls & Submission
     

    - Block Time: Check the Block Time box to prevent guest bookings during maintenance or private periods.

    - Calculation Summary: The system displays the Price without VAT and allows for a Discount % to be applied.

    - Finalize: Click Submit to save the reservation to the grid or Reset to clear all entered data.
    
    
    
    
     

    Managing Reservations in Customer Profiles
     

    In addition to the main grid, room reservations can be managed directly through individual customer pages.

    1. Accessing Reservations   - Customer Selection: Locate and select a specific customer (e.g., Olivia) from the "New Leads" or customer list.   - Reservation Tab: Click the Reservation tab in the customer’s profile sidebar to view all their specific booking records.

    2. Adding a New Entry
     

  • Quick Add: Click the "+" (Add) button on the right side of the reservation list to open the booking modal.
    
    
     

    3. Reviewing Existing Stays
     

  • Reservation List: The profile displays a table showing the Room Display Title, assigned Room, stay dates, and current Status.

  • Visual Status: A color-coded block (e.g., orange) represents the booking category established in the Step 3 configuration.

  • Quick Actions: Use the Pencil icon to edit an existing reservation or the Trash icon to remove it.
    
    
    
    
     

    Adding Reservations via Customer Profile
     

    In addition to the main grid, you can manage room bookings directly within an individual customer's page.

    1. Reservation Setup   - Core Details: Confirm the Customer, select a Room  and provide a Room Display Title.   - Stay Duration: Define the stay dates using the From and To pickers and set the arrival Hour.   - Guest Count: Use the Guest1 dropdown to specify the number of occupants.

    2. Billing & Custom Data
     

  • Financials: Enter the Price (e.g., 1500), add a Note, and select the Paid Status (Paid, Unpaid, or Partly PAID).

  • Calculation: The system displays the Price without VAT based on your entries.

  • Custom Fields: Input data into specialized fields like Tags, Numeric values, or Yes/No toggles.

  • Internal Folders: Assign the booking to categories like FOLDER09 for organization.
    
     

    4. Finalization
     

  • Block Time: Use the Block Time checkbox if the room needs to be reserved for maintenance.

  • Save Entry: Click Submit to finalize. The booking will then appear in the customer's reservation table with a color-coded status and a Pencil icon for future edits.