Update Room Restrictions, Notes, and Assignment Priority

Quick Update

Most edits save in under a minute. You can update one room or many at once.

This guide helps you manage room floors, restrictions, guest-facing notes, and automatic room assignment priority.

Go to: Rooms

Missing Metadata

If a room has no saved metadata, AVA shows default restrictions and no general info. This is expected until you save room-specific values.

Multilingual Notes

General Information uses the languages you enabled in Settings → Essentials → Supported Languages. Use the tabs to enter a translation for each language. Use Clear all languages if you want to wipe the note and start again.

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Quick Reference

Task	Where to click	Result
Find a room	Search bar	List filters to matching rooms
Sort by room number	Room Number column header	Rooms sort as 1, 2, 10
Edit one room	Edit	Room metadata modal opens
Room floor	Floor	Stores the room's floor for ready-room planning
Edit guest notes	General Information tabs	You can enter one note per language
Defer a room	Last to Sell	Automatic assignment uses it after normal rooms of the same type
Bulk update	Select rooms → Bulk update metadata	Bulk update modal opens
Bulk delete rooms	Select rooms → Delete rooms	Delete confirmation opens
Clear selection	Clear selection	No rooms are selected

Find a Room

1. Go to Rooms.

2. Use the Search bar to enter a room number or room type.

   ✓ Matching rooms appear in the list.

Sort the Room List

1. Click Room Number to sort ascending.

2. Click Room Number again to sort descending.

   ✓ Room numbers sort naturally, like DK(1), DK(2), DK(10).

Edit Room Metadata

1. Find the room and click Edit.

2. In Room Information, update Floor when needed.

   • Enter a floor number or label, such as 2 or Mezzanine.
   • Clear the field to remove the saved floor.

3. In Gender Restrictions, choose one:

   • No restrictions
   • Restrict to specific genders → select Male or Female

4. In General Information, use the language tabs to enter notes or special instructions.

5. In Last to Sell, choose whether automatic assignment should defer this room.

6. Click Save.

   ✓ You see "Room metadata updated successfully". ✓ Ready-room planning can use the saved floor to rank room choices.

Use Last to Sell

Mark a room as Last to Sell when you want automatic assignment to preserve it. AVA considers it only after eligible normal rooms of the same type are exhausted. For multi-room bookings, AVA checks eligible normal rooms for every room before using marked rooms. Room type and housekeeping eligibility rules still apply. Due Out rooms do not block the normal-room search. A physically vacant normal room held by another reservation also protects Last to Sell. AVA checks that room's physical vacancy and operational eligibility during automatic fallback. Manual room assignment remains unchanged. This policy applies to legacy automatic assignment and smart room assignment.

If a normal room is held elsewhere, AVA does not consume a marked room to bypass that hold. Review the other reservation or assign a room manually when appropriate.

1. Open the room's Edit modal.

2. Turn on Last to Sell.

3. Click Save.

   ✓ The Rooms list shows a Last to Sell badge for that room.

When to remove the setting

Turn off Last to Sell when the room should return to normal automatic assignment priority.

Bulk Update Multiple Rooms

1. Select room checkboxes.

2. Click Bulk update metadata.

3. Choose what to change:

   • Gender restrictions (keep, clear, or set to a specific gender)
   • General information (keep, replace, or clear)
   • Last to Sell → Keep current Last to Sell status, Mark as Last to Sell, or Remove Last to Sell

4. When you replace general information, enter the note in each language tab.

5. Click Apply Changes.

   ✓ A success message shows how many rooms were updated.

Delete Multiple Rooms

1. Select room checkboxes.

2. Click Delete rooms in the selection bar.

3. Confirm by clicking Delete rooms again.

   ✓ A message shows how many rooms were deleted.

Before you delete

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

Tips

• Use General Information for housekeeping notes or special handling.
• Keep Floor accurate so ready-room planning can rank rooms correctly.
• Keep the English tab filled when possible. AVA uses it as the main fallback.
• Each language tab has a 500-character limit.
• Keep restrictions to your property policy to avoid room assignment issues.
• Mark only rooms you want automatic assignment to preserve until normal rooms run out.

Troubleshooting

Rooms cannot load

What you see: The Rooms page shows Unable to load rooms.

The room inventory has not been verified. Do not treat the page as an empty room list.

Fix:

1. Check that you are still signed in to AVA.
2. Select Retry loading rooms.
3. Wait for the room list to reload.
4. Refresh the page if the error returns.
5. Check your PMS connection if rooms still cannot load.

✓ The room table returns after a successful retry.

Automatic assignment uses a Last to Sell room

What you see: AVA assigns a marked room automatically.

Why this happens: No eligible normal room of the same type was available.

Fix:

1. Check the room type and stay dates in your PMS.

2. Confirm normal rooms meet the PMS housekeeping and occupancy rules.

3. Remove Last to Sell if the room should be normal priority.

   ✓ AVA uses normal eligible rooms before marked rooms.

Last to Sell is protected unexpectedly

What you see: Automatic assignment does not use a marked room, although another room appears vacant.

Why this happens: The vacant normal room is operationally eligible but held by another reservation.

Fix:

1. Check the other reservation holding the normal room.

2. Confirm whether that reservation should keep its room.

3. Assign a room manually if the current guest needs immediate placement.

   ✓ AVA preserves the marked room while the held reservation remains protected.

Automatic assignment stops unexpectedly

What you see: AVA stops automatic room assignment before selecting a room.

Why this happens: AVA could not retrieve your room assignment configuration safely.

Fix:

1. Check that Rooms loads normally.
2. Refresh AVA and retry automatic assignment.
3. Assign the room manually if the guest needs immediate assistance.
4. Contact support if automatic assignment keeps stopping.

Manual selection is unaffected

This protection stops automatic selection only. It does not change an explicit manual room choice.

"A PMS room identifier is required"

What you see: The edit modal closes with a warning.

Fix:

1. Confirm the room has a PMS room ID.
2. Sync rooms from your PMS.
3. Try again.

Bulk update shows partial success

What you see: "Updated X rooms. Y failed."

Fix:

1. Review the rooms still selected.
2. Retry the bulk update.

Bulk delete shows partial success

What you see: "Deleted X rooms. Y failed."

Fix:

1. Review the rooms that failed to delete.
2. Remove active or upcoming reservations from those rooms.
3. Try the delete again.

Save fails

What you see: "Failed to update room metadata."

Fix:

1. Refresh the page.
2. Try saving again.

Ready-room choices do not follow floor information

What you see: Ready-room choices do not appear to use a room's floor.

Fix:

1. Open the room's Edit modal.

2. Confirm Floor contains the correct number or label.

3. Click Save if you changed the value.

4. Refresh the ready-room list before choosing a room.

   ✓ AVA can use the saved floor when ranking room choices.

Save shows a conflict

What you see: "Room metadata conflict" or another upstream save message.

Fix:

1. Refresh the page.
2. Reopen the room.
3. Make your changes again.

Language tabs are missing

What you see: You only see one language tab, or you do not see the languages you expect.

Fix:

1. Go to Settings → Essentials → Supported Languages.
2. Enable the languages you need.
3. Reopen the room metadata modal.

Rooms does not scroll on mobile

What you see: You cannot reach rooms below the first rows on a phone.

Fix:

1. Swipe up on the page to move through the room list.

2. Refresh AVA if the page does not move.

3. Update Chrome on your phone, then reopen Rooms.

   ✓ You can scroll through the room list and open Edit for any room.

Still Stuck?

Contact success@vouch-technologies.com if:

• ❌ You cannot edit any rooms
• ❌ Bulk updates keep failing
• ❌ Rooms are missing after a sync

Helpful to include:

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

Related Guides

• Access Code Management
• Room Access Overview
• Supported Languages
• Command Center