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Hotel Management User Guide

Overview

The Hotel Management module allows you to manage contracted hotels, their room inventory, pricing calendars, promotions, and meal plans. Hotels are organized across multiple focused pages for efficient day-to-day management.

Who Should Use This Guide

Role Responsibilities
Administrator Create hotels, configure room inventory, manage meal plans
Revenue Manager Set up rate calendars, manage promotions, adjust pricing
Booking Agent Search hotel availability, check accommodation pricing

Getting Started

Accessing the Hotel Management Module

  1. Log in to the TQPro Admin interface
  2. Click Products in the top navigation bar
  3. Select Hotels from the dropdown menu
  4. You will see the Hotel List page

Understanding the Interface

Hotel Management is organized into six interconnected pages:

Page Purpose
Hotel List Search, browse, and filter your hotel directory
Hotel Info Create or edit hotel details (name, location, contract type)
Rooms Manage room types and occupancy settings
Rate Calendar Set pricing by date, room, and market
Promotions Configure discounts and special offers
Meal Plans Set up meal plan costs

When viewing a specific hotel, a sub-navigation bar appears at the top with tabs for each section. Click any tab to switch between pages while staying in the same hotel's context.

Basic vs Advanced Sections

Many pages display a Basic section (always visible) with the most important fields, and an Advanced section (collapsed by default) with optional or less-frequently-used fields. Click the More / Less button to expand or collapse the advanced section.

Workflow Overview

Setting up a hotel product follows this sequence:

1. Create Hotel
   ├── Enter hotel name, code, location, star rating
   └── Set contract type (direct/indirect)

2. Add Rooms
   ├── Create room types (Standard, Deluxe, Suite, etc.)
   └── Set occupancy limits and bedding details

3. Configure Rate Calendar
   ├── Select room and market
   ├── Set pricing for date ranges using the wizard
   └── Copy rates between rooms if needed

4. Set Up Promotions (optional)
   ├── Create promotional offers
   ├── Define booking and stay date windows
   └── Assign promotions to specific rooms

5. Configure Meal Plans (optional)
   ├── Assign meal plans from the global list
   └── Set adult and child costs per plan

6. Ready for Booking

Hotel List

The Hotel List is your starting point for managing hotels.

Browsing Hotels

The main table displays all hotels with the following columns:

  • Hotel — Name and code
  • City — Hotel's city
  • Area — Geographic area
  • Stars — Star rating
  • Contract — Contract type (Direct / Indirect)
  • Actions — Quick links to edit

Click any row to open that hotel's edit page.

Searching Hotels

Use the search bar at the top to find hotels:

  1. Enter a hotel name or code in the search field
  2. Optionally select an area to narrow results
  3. Click Search

Results update in the table below. Use the filter bar underneath the search to further narrow displayed results by name, area, or star rating.

To check real-time pricing and availability:

  1. Click the More button to expand the advanced section
  2. Fill in: check-in date, check-out date, number of adults, children, market, and margin
  3. Click Search Accommodation
  4. Results appear as cards showing room types and prices

Pagination

The table shows 20 hotels per page. Use the pagination controls at the bottom to navigate between pages.

Downloading Hotels to Excel

To export all configured hotels as an Excel spreadsheet:

  1. Click the Download button in the page header
  2. A file named hotels.xlsx will be downloaded
  3. The spreadsheet contains one row per hotel with all basic-section fields: Hotel Code, Hotel Name, Short Name, Country, City, Area, Stars, Contract Type, Guest Policies, Fees, Terms, Description, and Reservation Contact

Use this file as a reference, for offline review, or as a starting point for bulk updates via import.

Importing Hotels from Excel

To create or update hotels in bulk from an Excel file:

  1. Prepare your Excel file with the same column structure as the downloaded file (Hotel Code and Hotel Name are required)
  2. Click the Import button in the page header
  3. Select your .xlsx or .xls file
  4. The system processes each row and displays the results:
  5. Number of hotels created (new hotel codes)
  6. Number of hotels updated (existing hotel codes)
  7. Any errors with row numbers and details

How matching works: Hotels are matched by Hotel Code (case-insensitive). If a hotel with the same code already exists, its fields are updated. If the code is new, a new hotel is created.

Preserving existing data: When updating an existing hotel, leaving the Description, Terms & Conditions, or Reservation Contact columns empty in the Excel file will preserve the current values in the database.

Limits: Maximum file size is 5MB and up to 500 rows per import.

Creating a New Hotel

  1. From the Hotel List, click Add Hotel
  2. Fill in the Basic fields:
  3. Hotel Name — Full name of the hotel (required)
  4. Code (shDes) — Short identifier used in bookings (required)
  5. Short Name — Abbreviated display name
  6. Country / City / Area — Location fields
  7. Star Rating — Hotel classification (1–5)
  8. Contract Type — Check Direct and/or Indirect
  9. Optionally expand the Advanced section for additional fields:
  10. Product ID, hotel description
  11. Infant and child age thresholds
  12. Check-in / check-out times
  13. Release days, service fees, fee description
  14. Terms & conditions, reservation contact
  15. Click Save

After saving, the URL updates with the new hotel ID and the sub-navigation tabs become available for configuring rooms, rates, etc.

Editing a Hotel

  1. Click on a hotel row in the Hotel List (or navigate via sub-nav)
  2. The Hotel Info page loads with all current details
  3. Modify any fields as needed
  4. Click Save

Deleting a Hotel

  1. On the Hotel Info page, click Delete
  2. Confirm the deletion in the dialog
  3. You will be redirected back to the Hotel List

Warning: Deleting a hotel removes all associated rooms, rates, promotions, and meal plans.

Room Management

Navigate to Rooms via the sub-navigation bar.

Viewing Rooms

Rooms are displayed as compact cards (four per row), each showing:

  • Room name and type
  • Occupancy icons (max adults and total occupancy)
  • Extra bed availability badge
  • Bedding configuration

Click Details on any card to see the advanced section with description, notes, and sort order.

Adding a Room

  1. Click Add Room
  2. In the dialog, fill in:
  3. Room Name — e.g., "Deluxe King" (required)
  4. Max Occupancy — Maximum number of guests
  5. Max Adults — Maximum adults (must not exceed max occupancy)
  6. Extra Bed — Whether extra bed is available
  7. Extra Bed Required — Whether extra bed is mandatory for capacity
  8. Bedding — Bedding configuration description
  9. Click Save

Editing a Room

  1. Click the menu icon (three dots) on the room card
  2. Select Edit
  3. Modify fields in the dialog
  4. Click Save

Deleting a Room

  1. Click the menu icon on the room card
  2. Select Delete
  3. Confirm the deletion

Note: Deleting a room will also remove its associated rate calendar entries.

Rate Calendar

Navigate to Rate Calendar via the sub-navigation bar. This is the most feature-rich page, used to manage daily pricing for each room and market.

Understanding the Calendar

The calendar displays a weekly heatmap showing one month at a time:

  • Columns — Week number + days of the week (Sun–Sat)
  • Color coding:
  • Green — Available (rates set)
  • Blue — Weekend rate
  • Red — Stop sale (blocked)
  • Orange — On request
  • Grey — No rate configured

Selecting What to View

Use the controls above the calendar:

  1. Room selector — Choose which room's rates to view
  2. Market — Select market (UAE, GCC, or ROW)
  3. Month/Year navigation — Use arrows or selectors to change the displayed month

Viewing Rate Details

Click any colored cell in the calendar to see a detail popup with:

  • Date and day of week
  • Status (available, stop sale, on request)
  • Base rate amounts by occupancy (SGL, DBL, TRPL, QPL)
  • Extra bed charge
  • Meal supplement if configured

Setting Prices with the Wizard

The 4-step pricing wizard lets you set rates for a date range:

  1. Click Set Pricing
  2. Step 1 — Dates:
  3. Select stay period (start and end dates)
  4. Select booking period (when customers can book)
  5. Choose market (UAE, GCC, ROW)
  6. Set special day settings (e.g., weekend surcharges)
  7. Set status (available, stop sale, on request)
  8. Step 2 — Rates:
  9. Enter base rate and rate type:
    • ABS — Absolute price
    • ADD — Add to base rate
    • PCT — Percentage of base rate
    • PCO — Percentage of cost
  10. Set rates per occupancy basis (SGL, DBL, TRPL, QPL)
  11. Configure extra bed charges
  12. Set minimum length of stay (MLOS)
  13. Step 3 — Meals:
  14. Set meal supplement amounts per plan (if applicable)
  15. Step 4 — Review:
  16. Verify all settings in a summary view
  17. Click Save to apply

Copying Rates

To copy rates from one room to another:

  1. Click Copy Rates
  2. Select the source room (rates are copied from)
  3. Select the target room (rates are copied to)
  4. Choose the date range and market
  5. Confirm the copy operation

Bulk Update

To update rates across multiple dates at once:

  1. Click Bulk Update
  2. Select the date range and criteria
  3. Apply the changes

Promotions

Navigate to Promotions via the sub-navigation bar. Promotions are managed using a master-detail layout.

Browsing Promotions

  • The left panel shows a list of promotion cards
  • Each card displays: promo name, market badge, active/inactive status
  • Use the filter controls to filter by market or status
  • Click a card to view its details in the right panel

Creating a Promotion

  1. Click Add Promotion
  2. Fill in the Basic fields:
  3. Promo Code — Unique identifier
  4. Name — Display name for the promotion
  5. Market — Which market this applies to (UAE, GCC, ROW)
  6. Booking Dates — When customers can book (start and end)
  7. Stay Dates — When the stay must occur (start and end)
  8. Priority — Order of application when multiple promos apply
  9. Min Stay — Minimum nights required
  10. Optionally expand Advanced for:
  11. Rate adjustment percentages
  12. Vendor ID
  13. Description
  14. Assign Rooms — Check which rooms this promotion applies to
  15. Click Save

Editing a Promotion

  1. Select the promotion from the left panel
  2. Click Edit in the detail view
  3. Modify fields and room assignments
  4. Click Save

Deactivating a Promotion

Rather than deleting, promotions can be deactivated:

  1. Select the promotion
  2. Click Deactivate
  3. The promotion remains in the system but no longer applies to bookings

Meal Plans

Navigate to Meal Plans via the sub-navigation bar.

Understanding Meal Plans

Meal plans define the dining options available at the hotel. Standard codes are:

Code Name
RO Room Only
BB Bed & Breakfast
HB Half Board
FB Full Board
AIL All Inclusive Light
AI All Inclusive
AIP All Inclusive Premium

Assigning Meal Plans to a Hotel

Before editing costs, you need to assign which meal plans are available at the hotel:

  1. Click Assign Plans
  2. A dialog appears listing all available meal plans with checkboxes
  3. Check the plans this hotel offers (plans already assigned are pre-checked)
  4. Optionally enter Adult Cost and Child Cost for each selected plan
  5. Click Save

The table updates to show only the assigned plans. You can re-open the dialog at any time to add or remove plans.

Editing Meal Plan Costs

The meal plan table allows inline editing of already-assigned plans:

  1. Click on any cost field to change its value
  2. Enter the Adult Cost and Child Cost for each plan
  3. The Save All button becomes active when changes are detected
  4. Click Save All to persist all changes at once

Advanced Fields

Click More to reveal additional columns:

  • Description — Optional description for the meal plan
  • Order — Sort order for display purposes

Resetting Changes

If you've made changes you want to discard:

  1. Click Reset before saving
  2. All fields revert to the last saved values

Common Tasks

Setting Up a New Hotel from Scratch

  1. Create the hotel on the Hotel Info page with basic details
  2. Add room types on the Rooms page (at least one room needed for rates)
  3. Set up rate calendar — select each room, choose the market, and use the pricing wizard to set rates for the contract period
  4. Create promotions (optional) — add early-bird, last-minute, or seasonal offers
  5. Configure meal plans (optional) — assign plans from the global list, then set costs per plan

Updating Rates for a New Season

  1. Navigate to the hotel's Rate Calendar
  2. Select the room and market
  3. Navigate to the target month
  4. Click Set Pricing to open the wizard
  5. Enter the new date range covering the season
  6. Set the updated rates
  7. Repeat for each room and market combination
  8. Use Copy Rates to speed up if rates are similar across rooms

Running a Promotion

  1. Navigate to the hotel's Promotions page
  2. Click Add Promotion
  3. Set the booking window (when agents can sell) and stay window (when guests travel)
  4. Set the rate adjustment (e.g., -15% for an early bird discount)
  5. Assign to the applicable rooms
  6. Save — the promotion is now active for the defined period

Checking Hotel Availability

  1. Go to the Hotel List page
  2. Expand the Accommodation Search section
  3. Enter dates, guests, and market
  4. Click Search Accommodation
  5. Review the results showing available rooms and pricing

Importing Hotels from Online Suppliers

You can import hotels from online suppliers (such as GoGlobal) into your contracted hotel database. This creates a local hotel record with room types, which you can then manage with rates, promotions, and packages.

Accessing the Import Page

  1. Go to Hotel List page
  2. Click the Import from Supplier button in the top-right area
  3. The Supplier Hotel Import page opens

Step 1: Search for a Hotel

  1. Country — Start typing a country name. An autocomplete dropdown appears; select the desired country
  2. City — After selecting a country, the city dropdown is populated. Optionally select a city to narrow results
  3. Hotel Name — Type at least 3 characters of the hotel name
  4. Click Search — Results are displayed in a table showing hotel name, stars, city, and country
  5. Click on a hotel row to select it and proceed to Step 2

Step 2: Review Details and Discover Rooms

After selecting a hotel:

  1. The hotel details card shows the name, star rating, address, city/country, and description (fetched from the supplier)
  2. Room Discovery — To find available room types:
  3. A default date range (30 days from today, 2-night stay) is pre-filled
  4. Adjust the dates if needed and click Discover Rooms
  5. The system searches supplier availability for those dates and extracts unique room types
  6. Each room type is shown with a checkbox (all pre-checked)
  7. Uncheck any rooms you don't want to import
  8. Click Import Hotel to proceed

Step 3: Confirmation

  • On success, you'll see a notification indicating whether the hotel was created (new) or updated (existing)
  • The page automatically redirects to the Hotel Edit page where you can complete the hotel setup (add rates, meal plans, etc.)

Duplicate Handling

If you import a hotel that has already been imported (same supplier hotel ID), the existing hotel is updated rather than duplicated. Rooms with matching names are updated; new room types are added.

Tips

  • Use the sub-navigation tabs to move between hotel sections without returning to the list
  • Start with rooms before setting rates — you need at least one room to create calendar entries
  • Copy rates between similar rooms to save time on rate entry
  • Use market-specific rates — UAE, GCC, and ROW markets can have different pricing
  • Check the calendar visually — color-coded cells make it easy to spot gaps in rate coverage (grey cells mean no rate is set)
  • Keep promotions organized — use meaningful promo codes and filter by market to manage many promotions efficiently

Hotel Package Photos — CDN Media Browser

When editing a hotel package, the three photo URL fields (Website Image, Ad Image, Brochure Image) each have a browse button that opens the CDN Media Browser.

Browsing Existing Images

  1. Click the folder icon button next to any photo URL field
  2. The Media Browser modal opens showing folders and images under hotels/photos/
  3. Navigate into folders by clicking them; use the breadcrumb to go back up
  4. Use the filter box to search by filename
  5. Click an image to select it (highlighted with blue border)
  6. Click Select to populate the URL field with the CDN URL
  7. The image preview updates automatically

Uploading a New Image

  1. Click the folder icon button to open the Media Browser
  2. Switch to the Upload from Device tab
  3. Select an Image Template from the dropdown:
  4. Card Header (600x400) — hotel cards, offer cards
  5. Page Banner (1920x400) — section hero banners
  6. Instagram Post (1200x1200) — social media
  7. Thumbnail (Square) (300x300) — grid thumbnails
  8. Wide Hero (1600x900) — full-width headers
  9. Enter a descriptive Filename (e.g. pool-view, lobby-entrance)
  10. Drag and drop an image onto the drop zone, or click to browse files
  11. A preview appears immediately
  12. Click Upload & Use — a progress bar shows upload status
  13. The image is automatically resized, cropped to the template dimensions, and converted to WebP format (target ≤ 100 KB)
  14. After upload, the browser switches to the Browse tab showing the new file
  15. Click Select to use the uploaded image

Accepted Image Formats

JPG, PNG, WebP, GIF, TIFF — maximum 20 MB input. Output is always WebP.

Notes

  • Images are served via CloudFront CDN for fast global delivery
  • The random suffix in filenames (e.g. pool-view-a3f9c21b.webp) prevents naming collisions
  • You can navigate to different folders before uploading to organize images by hotel or category
  • The same CDN browser is available on all three photo fields — each opens with the hotel-photos purpose

Booking Lifecycle Integration

Hotel selections integrate with the Booking Lifecycle Management system for payment processing, invoicing, and full lifecycle tracking.

Hotel Search to Booking

  1. Search for accommodation and review availability and pricing
  2. Click Add to Cart to stage the hotel for checkout
  3. Continue adding other services (flights, activities, transfers) to the cart
  4. Click Checkout to create a booking with all cart items as service lines

The hotel appears as a HOTEL service line in the booking, with check-in/check-out dates, room type, cost, and sell price preserved from the search results.

Hotel Package Bookings

Hotel stay packages (contracted rates with bundled services) create bookings automatically when a customer completes payment:

  1. Customer selects a package and completes the payment form
  2. System creates a BLM booking with status COMPLETED and payment status FULLY_PAID
  3. The booking contains a HOTEL service line with the package details
  4. An invoice is generated automatically in the ERP system

Managing Hotel Service Lines

Once in a booking, hotel service lines can be: - Confirmed with a supplier reference (confirmation number) - Amended if dates or rooms change - Cancelled with a reason code and optional fee

See Booking Service Lines and Shopping Cart for details.