🏠 Rooms, Rates, and Discounts

Configure your room inventory, prices, and offers so the bot quotes correctly.

Overview

This module configures everything related to the hotel's physical inventory and its pricing structure. The information entered here is what the bot uses to:

• Quote rooms to guests
• Show availability (without a PMS)
• Apply discounts and promotions automatically

Access it from: Rates and Availability in the side menu → Rooms, Rates, and Promotions tabs.

tip

There is a setup wizard in the "Rooms" tab that guides you through the process of creating categories and rooms.

1. Room categories

Categories group rooms of the same type (e.g., "Double Suite", "Family Room").

How to create a category

1. Rates and Availability → Rooms
2. Click "New category"
3. Fill in the fields:

Field	Description	Example
Name	Name of the category the bot will use	"Junior Suite"
Maximum adult capacity	Maximum number of adults	2
Maximum child capacity	Maximum number of children	1
Description	Text the bot uses to describe the room to guests	"35m² room with sea view, king size bed…"
Number of units	How many physical rooms of this type there are	8

4. Click "Save category"

tip

The category description is critical to the bot's performance — write it as if you were describing the room to a potential guest.

Edit or delete a category

• Edit: click the category name → edit the fields → Save
• Delete: only available if it has no associated individual rooms or active rates

2. Individual rooms

Each physical room of the hotel registered in the system.

How to register a room

1. Within a category, click "Add room"
2. Fill in:

Field	Description	Example
Number / name	Unique identifier of the room	"101", "Penthouse A"
Category	Type it belongs to	"Junior Suite"
Status	Available / Under maintenance	Available

3. Save the room

warning

A room in "Under maintenance" status is not counted in the availability the bot reports.

3. Base rates

The base rate is the default price per night for each category, based on the number of guests.

How to configure base rates

1. Go to Rates and Availability → Rates
2. Select the room category
3. Enter the price per night for each occupancy combination:

Occupancy	Example price
1 adult	80€
2 adults	100€
2 adults + 1 child	120€

4. Save the rates

4. Seasonal rates

Multipliers that adjust the base price during specific date ranges.

How to create a seasonal rate

1. In Rates and Availability, select "Seasons"
2. Click "New season"
3. Configure:

Field	Example
Name	"Christmas high season"
Start date	2026-12-20
End date	2027-01-05
Multiplier	1.35 (= +35% over the base price)
Applied categories	All / specific selection

4. Save

info

Seasons take priority over the base rate. If multiple seasons overlap, the most specific one applies.

5. Day-type rates

Price differential between weekends (Friday–Sunday) and weekdays.

• Configure the weekend multiplier in Rates and Availability → Day type
• Example: a multiplier of 1.15 = +15% on weekends

6. Bot pricing hierarchy

The bot applies the final price using this hierarchy, from highest to lowest priority:

1. Discount rules (Matrix/Pro) — if the query meets the condition
2. Traveler package price (Matrix/Pro) — if the guest picks a package
3. Active promotion with dates — if there is a valid promotion
4. Seasonal rate — if the dates fall within a defined season
5. Day-type rate — Friday/Saturday/Sunday vs. Monday–Thursday
6. Base rate — always-available fallback

7. Promotions

Discounts with a validity period, visible to guests.

How to create a promotion

1. Go to Rates and Availability → Promotions
2. Click "New promotion"
3. Fill in:

Field	Description	Example
Name	Name visible to the guest	"Summer Getaway"
Description	Details of the offer	"20% discount when booking before July"
Discount type	Percentage or fixed amount	20%
Validity start date	When it starts applying	2026-06-01
Validity end date	When it stops applying	2026-08-31
Cover image	Photo of the promotion (optional)	—

4. Save

:::note Limit by plan Freemium allows a maximum of 3 simultaneous active promotions. Matrix and Pro: unlimited. :::

8. Traveler packages (Matrix / Pro)

Combinations of room + services + cancellation policy at a fixed price.

Common package examples

• Romantic getaway: Suite + breakfast for 2 + flexible cancellation — 180€/night
• All-inclusive: Family room + full board + activities — 250€/night
• Business package: Single room + breakfast + parking — 120€/night

How to create a package

1. Go to Rates and Availability → Promotions → Packages
2. Click "New package"
3. Select: room category, included services, cancellation policy, and total price
4. Save

:::note Limit by plan Matrix allows a maximum of 10 packages. Pro: unlimited. :::

9. Discount rules (Matrix / Pro)

Conditional discounts the bot applies automatically when the query meets a condition.

Available condition types

Condition	Example
Minimum nights	If the stay is ≥ 7 nights → 10% discount
Booking lead time	If booking ≥ 30 days in advance → 15% discount
Specific season	In low season → 20% discount
Room type	In Junior Suite categories → 5% discount

How to create a discount rule

1. Go to Rates and Availability → Promotions → Discount rules
2. Click "New rule"
3. Define the condition and the resulting discount
4. Save

:::note Limit by plan Matrix allows a maximum of 10 rules. Pro: unlimited. :::

10. Verification

Check	How to validate it
✅ At least 1 category created with a description	Hotels → [your hotel] → Rooms
✅ Base rate configured for each category	Rates and Availability
✅ Bot quotes correctly	Open a test chat and ask "How much is one night?"
✅ Active promotions in effect	Hotels → [your hotel] → Promotions