Overview

While room types define your categories (Deluxe Double, Family Suite, etc.), rooms represent the actual physical spaces in your building — Room 101, Room 202, the Penthouse. Each room belongs to a room type and has a status that tells your team whether it is ready for guests.

You need to create rooms before you can check guests in, because check-in requires assigning a specific room to the booking.

Viewing Rooms

1. Navigate to Settings from the sidebar, then click Rooms, or go directly to Rooms
2. The room list shows each room’s number, room type, floor, and current status

You can filter the list by room type or status to quickly find what you need — for example, showing only available rooms of a particular type.

Creating a Room

1. Click Add Room
2. Fill in the details:

3. Click Save

:::tip Room numbers can be any text, not just digits. Use whatever system makes sense for your property: “101”, “1-A”, “Garden Suite”, “PH1”. Just make sure every number is unique across the property. :::

Bulk Creating Rooms

If you need to add many rooms at once — for example, when setting up a new property or adding a new floor — use the bulk create feature:

1. Click Bulk Create
2. Select the Room Type
3. Enter the starting room number and count
4. The system generates sequential room numbers automatically

This saves significant time when you are adding an entire floor or wing at once, rather than creating rooms one by one.

Room Statuses

Every room has one of four statuses that control whether it can be assigned to guests:

Changing a Room’s Status

To change a room’s status manually:

1. Find the room in the room list
2. Click the status badge on the room’s row
3. Select the new status from the dropdown

:::info Occupied and Available are managed automatically during the booking lifecycle. When you check a guest in, the assigned room changes to Occupied. When you check them out, it returns to Available and its cleanliness is set to Dirty (so it will not be assigned again until it is ready). :::

Room Cleanliness Status

In addition to the room status above, Vesta tracks a separate cleanliness state for housekeeping workflow.

How cleanliness affects check-in:

• When checking in, Vesta will only assign rooms that are Available and either Clean or Inspected.
• When checking out, the room becomes Available but is marked Dirty.

:::tip If a room is Available but not showing up during check-in, it is often because it is not marked Clean or Inspected yet. :::

When to Use Maintenance vs. Out of Order

• Maintenance — Use for planned, short-term situations: deep cleaning between guests, routine inspections, seasonal servicing. The room will be back in service soon.
• Out of Order — Use for unplanned problems that take the room offline: a broken fixture, water damage, pest treatment. The room may be unavailable for an extended period.

Both statuses prevent the room from being assigned at check-in, so the practical effect is the same. The distinction helps your team understand why a room is unavailable when looking at the room list.

:::warning Setting a room to Maintenance or Out of Order does not reduce your inventory count for that room type. Availability searches are based on the Total Rooms count set on the room type minus the number of confirmed bookings. If you need to block inventory (prevent bookings), you should close availability through the rate calendar instead. :::

Editing a Room

1. Click on a room’s row to open its detail view
2. Click Edit
3. Update the room number, type, floor, or notes
4. Click Save

:::warning Changing a room’s room type affects how it appears in assignment lists during check-in. Only change a room’s type if the physical room has genuinely been reconfigured (e.g., converted from a Double to a Suite). :::

Deactivating a Room

Rooms cannot be permanently deleted because they may be linked to past bookings. Instead, deactivate them:

1. Open the room detail view
2. Click Deactivate (or toggle Active off)

A deactivated room disappears from assignment lists and the room overview but retains its history. You can reactivate it later.

Best Practices

• Keep room notes up to date. Notes like “Connecting door to 302” or “Best view on property” help your front desk assign the right room to the right guest.
• Set floor numbers. This lets staff filter rooms by floor during check-in, which speeds up assignment when a guest asks for a specific floor.
• Use Maintenance proactively. When you know a room needs attention, set it to Maintenance right away so it is not accidentally assigned.
• Audit your room list regularly. Make sure the number of active rooms per type matches the Total Rooms on each room type.

:::permissions

• rooms:view — Browse the room list and view room details
• rooms:create — Add new rooms and use bulk create
• rooms:edit — Update room details and change statuses
• rooms:delete — Deactivate rooms :::