Managing Room Availability
Last updated: November 2025
Keep your room availability up to date to prevent double bookings and maximize occupancy. Learn how to control which rooms are available for booking at any time.
Understanding Room Status
Available
Room is clean, ready, and can be booked by guests. This is the default status for rooms without active bookings.
Occupied
Room has an active booking with status "Checked In". Automatically set when guest checks in.
Reserved
Room has a confirmed booking but guest hasn't checked in yet. Shows upcoming reservations.
Maintenance
Room is unavailable due to repairs, renovations, or maintenance. Blocks room from new bookings.
Cleaning
Room is being cleaned after checkout. Temporarily unavailable until housekeeping completes work.
Checking Room Availability
Step 1: Go to the Rooms tab in your dashboard
Step 2: View the room list with current status displayed
Step 3: Green badge = Available, Blue = Reserved, Red = Occupied/Unavailable
Viewing Room Availability Calendar
See at a glance which rooms are available on specific dates:
Step 1: Click Availability Calendar in the Rooms section
Step 2: Select date range you want to view
Step 3: Calendar shows each room's bookings and availability
Step 4: Hover over dates to see booking details
Blocking Rooms for Maintenance
When a room needs repairs or renovation:
Step 1: Go to Rooms tab
Step 2: Find the room and click Edit
Step 3: Change status to Maintenance
Step 4: Add notes about what maintenance is needed
Step 5: Click Update Room
💡 Tip: Add maintenance notes like "AC repair needed" or "Repainting in progress" so staff know when room will be ready again.
Marking Rooms for Cleaning
After guest checkout, mark room as cleaning until housekeeping finishes:
Step 1: Mark booking as "Checked Out"
Step 2: Room status automatically changes to "Cleaning"
Step 3: Housekeeping cleans the room
Step 4: Change room status back to "Available" when ready
Bulk Availability Updates
Update multiple rooms at once (Professional Plan):
Step 1: Go to Rooms tab
Step 2: Select checkboxes for rooms to update
Step 3: Click Bulk Actions
Step 4: Choose Change Status
Step 5: Select new status and confirm
Preventing Double Bookings
InnGO automatically prevents double bookings:
- Once a room is booked for specific dates, it's blocked from other bookings
- System checks availability before accepting new reservations
- Walk-in bookings also check real-time availability
⚠️ Warning: If you manually edit booking dates, ensure the new dates don't conflict with other reservations for that room.
Seasonal Availability Management
During Peak Season (December, Easter, Summer)
- Ensure all rooms are in "Available" status
- Complete maintenance before peak period begins
- Have extra housekeeping staff for faster turnovers
- Monitor availability daily to maximize bookings
During Low Season
- Good time to schedule major maintenance work
- Consider closing specific floors if occupancy is very low
- Perform deep cleaning and renovations
Nigerian Context: Power & Availability
During NEPA Outages
- If your generator capacity is limited, mark some rooms as temporarily unavailable
- Prioritize premium rooms with paying guests
- InnGO works offline so you can still manage availability
Water Supply Issues
- If water supply is interrupted, mark affected rooms as maintenance
- Update status immediately when water returns
- Keep guests informed of temporary unavailability
Room Type Availability
Track availability by room type:
- Standard Rooms: Most common, highest turnover
- Deluxe Rooms: Premium pricing, moderate availability
- Suites: Limited quantity, book up quickly during events
- Family Rooms: Popular during school holidays
Setting Minimum Stay Requirements
For special periods (Professional Plan feature):
Step 1: Go to Settings → Booking Rules
Step 2: Enable Minimum Stay Requirements
Step 3: Set minimum nights (e.g., 2 nights minimum during Christmas)
Step 4: System only shows availability if booking meets minimum
Last Minute Availability
Same-Day Bookings
- Check availability in real-time before confirming walk-ins
- Update room status immediately after checkout
- Have housekeeping prioritize quick turnovers
Late Checkout Impact
- If guest requests late checkout, mark room as occupied until actual departure
- Adjust same-day booking availability accordingly
- Coordinate with housekeeping for realistic cleaning time
Availability Reports
Generate availability reports (Professional Plan):
Step 1: Go to Reports → Availability Report
Step 2: Select date range
Step 3: View available vs occupied rooms by date
Step 4: Export to CSV for analysis
Common Scenarios
Burst Pipe Emergency
- Immediately mark affected rooms as "Maintenance"
- Move affected guests to available rooms
- Update status to "Available" once repairs complete
AC Breakdown in Multiple Rooms
- Mark all affected rooms as "Maintenance"
- Add note: "AC repair in progress"
- Prioritize repairs based on existing reservations
- Update availability as each room is fixed
Last-Minute Event Booking
- Check availability calendar for block of rooms
- Create bookings for all rooms in the group
- Rooms automatically marked as reserved
- Monitor for any cancellations that free up rooms
Best Practices
- ✓ Update room status in real-time as situations change
- ✓ Check availability calendar daily
- ✓ Schedule maintenance during low-occupancy periods
- ✓ Have housekeeping update cleaning status promptly
- ✓ Review availability before accepting walk-in guests
- ✓ Keep maintenance notes detailed for staff coordination
- ✓ Plan for peak seasons by ensuring maximum availability
Troubleshooting
Room showing unavailable but no booking?
Check if room status is set to Maintenance or Cleaning. Update status to Available if room is ready.
Can't create booking for available room?
Verify dates don't overlap with existing reservations. Check that room isn't blocked for maintenance during those dates.
Availability calendar not loading?
Refresh your browser. If on mobile with poor connection, wait for sync or switch to stronger network.
Need More Help?
For assistance with room availability:
- Email: support@inngo.com
- Live chat in dashboard
- Visit Help Center