Create Rooms

Quick Setup

Adding a room takes about 1 minute once room types are ready.

This guide helps you add rooms in AVA so they can be assigned to reservations.

Go to: Rooms

AVA room creation

The Add Room button appears when your PMS supports room creation. The Room Types tab is always available. If your PMS does not support room creation, create rooms in your PMS. AVA then syncs them into the Rooms page. If capability data is unavailable, AVA hides room-record actions temporarily.

Room types required

You need at least one room type before adding rooms. Create one in the Room Types tab if the list is empty and you have edit access.

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Quick Reference

Task	Where to click	Result
Add a room	Add Room	Create Room form opens
Add multiple rooms	Add Room → Multiple Rooms	Bulk create form opens
Edit a room	Edit	Edit Room Details opens
Mark a room out of service	Edit → Availability	Room is blocked for maintenance
Delete a room	Delete → Delete	Room is removed
Delete multiple rooms	Select rooms → Delete rooms	Selected rooms are removed
Search rooms	Search by room number...	List filters to matches

Create a Room

1. Go to Rooms.
2. Stay on the Rooms tab.
3. Click Add Room.
4. Complete the form:

Field	What to enter
Room Number	The room name or number used by staff (required).
Room Type	Select the room category (required).
Availability	Available or Out of Service (optional).
Floor	Optional floor label, such as 2 or Mezzanine. Ready-room planning uses this value to rank room choices.
Description	Optional room description for staff.
Capacity	Optional. Auto-fills from the room type default capacity.
Notes	Optional notes for staff.

5. Click Save.

   Result: You see "Room created".

Create Multiple Rooms

1. Go to Rooms.
2. Stay on the Rooms tab.
3. Click Add Room.
4. Select the Multiple Rooms tab.
5. Complete the form:

Field	What to enter
Start Number	First room number in the range (numbers only).
End Number	Last room number in the range (numbers only).
Prefix	Optional letter or label added before each number.
Room Type	Select the room category (required).
Availability	Available or Out of Service (optional).
Floor	Optional floor label applied to every room. Use a value like 2 or Mezzanine.
Common Description	Optional description applied to every room.
Capacity	Optional. Auto-fills from the room type default capacity.
Common Notes	Optional notes applied to every room.

6. Review the preview to confirm the room numbers.

   ✓ You see the total room count and a sample list.

7. Click Save Rooms.

   Result: The new rooms appear in the list.

Room range limits

You can create up to 1,000 rooms in one bulk action. The ending number must be greater than or equal to the starting number.

Set a Room Out of Service

1. Go to Rooms.

2. Find the room and click Edit.

3. Set Availability to Out of Service.

4. Click Save.

   ✓ AVA sends the maintenance block to your PMS when the connector supports it.

Restore later

Set Availability back to Available when the room is ready again. AVA restores the same room block in your PMS.

Existing PMS blocks

If a room is already out of service in your PMS, refresh the page to see the latest status in AVA.

Edit Room Details

1. Find the room.

2. Click Edit.

3. Update Floor when the room's floor changes.

4. Clear Floor when the room has no floor value.

5. Click Save.

   Result: You see "Room updated".

Delete a Room

1. Find the room.

2. Click Delete.

3. Confirm by clicking Delete again.

   Result: You see "Room deleted".

Before you delete

If the room is assigned to active or upcoming reservations, deletion may fail. Move or cancel those reservations first.

Delete Multiple Rooms

1. Select room checkboxes.

2. Click Delete rooms in the selection bar.

3. Confirm by clicking Delete rooms again.

   Result: A message shows how many rooms were deleted.

Before you delete in bulk

Rooms assigned to active or upcoming reservations may fail to delete. Move or cancel those reservations first.

Tips

• Set Availability to Out of Service for maintenance blocks.
• Set it back to Available when maintenance ends.
• The Availability column shows room status in the list.
• Use Notes for housekeeping or front desk instructions.
• Use Prefix to group rooms by building or wing.
• Enter a floor label when ready-room planning should prefer that floor.
• Clear Floor when the saved floor is no longer correct.
• The preview shows the first five rooms and a remaining count.
• If Capacity auto-fills from the room type, adjust it only when the room is an exception.

Troubleshooting

"Add Room" button is missing

What you see: There is no Add Room button at the top of the page.

Fix:

1. Confirm your PMS supports room creation.
2. Refresh Rooms and wait for capability information to load.
3. If your PMS does not support room creation, create rooms in that PMS.
4. Contact support if an AVA property remains read-only after a refresh.

Room actions are missing

What you see: Add Room, Edit, or Delete actions are missing.

Fix:

1. Refresh the Rooms page.
2. Check Settings → Essentials → PMS Connection for connection errors.
3. Wait for the PMS capability status to recover, then refresh again.
4. Contact support if the page remains read-only after the connection recovers.

"Save" is disabled

What you see: The Save button is gray.

Fix:

1. Enter a Room Number.
2. Select a Room Type.

"Ending room must be greater than or equal to start."

What you see: A red warning below the room range fields.

Fix:

1. Confirm the Ending Room Number is not smaller than the Starting Room Number.
2. Use numbers only in both fields.

"Room range must not exceed 1000 rooms"

What you see: A validation error after clicking Save Rooms.

Fix:

1. Reduce the room range to 1,000 rooms or fewer.
2. Save the rooms in multiple batches.

Room Type list is empty

What you see: The Room Type dropdown has no options.

Fix:

1. Open the Room Types tab.
2. Create at least one room type if your PMS allows editing.
3. Return to Rooms and try again.

"Please fix these fields and try again"

What you see: "Please fix these fields and try again: Availability Status must be one of [AVAILABLE, OUT_OF_SERVICE]. Capacity must be a positive number."

Fix:

1. Set Availability to Available or Out of Service.
2. Enter a positive number in Capacity.
3. Click Save again.

"Please review the room details and try again"

What you see: "Please review the room details and try again. One or more values are invalid."

Fix:

1. Check each field for missing or invalid values.
2. Confirm Room Number and Room Type are set.
3. Click Save again.

Room does not appear after saving

What you see: The room is missing from the list.

Fix:

1. Clear the search field.
2. Refresh the page.
3. If the room still does not appear, contact support.

Still Stuck?

Contact success@vouch-technologies.com if:

• The Add Room button is missing and you use AVA PMS
• Rooms fail to save after multiple tries
• Rooms disappear after saving or syncing

Helpful to include:

• Room number or room name
• Screenshot of the error
• Time the issue started

Related Guides

• Manage Room Types
• Update Room Restrictions and Notes
• Access Code Management