Accommodation registers
These registers describe your accommodation capacity: buildings, room types and rooms. They drive room availability, room assignment, housekeeping, check-in and check-out, and the Statistics Finland accommodation report. The meal registers are also covered here.
The structure is:
Rooms, room types and buildings can be browsed in Willba under Registers, where you can also edit their internal notes. All other changes are made in Strapi.
ACC - Building
A building or wing where rooms are located.
| Field | What it affects |
|---|---|
| Name | Shown in room lists and filters. |
| Site | The site the building belongs to. Room types in the building belong to this site automatically. If left empty, the organisation's default site is used. |
ACC - Accommodation Level
A grouping of room types, for example Hotel, Hostel, Cottages. The accommodation availability calendar is grouped by level, and room search can be filtered by level. Accommodation products can also be tied to a level (see Products).
| Field | What it affects |
|---|---|
| Name | Group heading in the availability calendar. |
| Short name | Abbreviation (max 4 characters). Generated from the name if left empty. |
Do not delete a level that room types still use — those room types stop working.
ACC - Room Type
A category of similar rooms, for example Double room, sea view. Room types are what customers book: a room-type reservation is later assigned to a specific room.
| Field | What it affects |
|---|---|
| Name | Shown in the availability calendar, reservations and documents. |
| Level | Accommodation level the type belongs to. Required. |
| Building | Building the type belongs to. Required; also decides the type's owner site. |
| Beds, Extra beds | Default bed counts for the type. Availability is calculated from the individual rooms' bed counts. |
| Statistical accommodation category | Room or cabin / Vehicle accommodation / Tent or other. Used only to group the Statistics Finland accommodation report (see Reports). |
| Internal info | Staff-only note, also editable in Willba. |
| Shared with sites | Other sites that can also see and book this room type. |
Room types cannot be deleted.
ACC - Room
A physical room (or bed place) that guests are assigned to.
| Field | What it affects |
|---|---|
| Number | The room's name/number everywhere in Willba. |
| Room type, Building | Required. The room adds to its room type's availability. |
| Beds, Extra beds | How many guests the room holds. These numbers make up the room type's capacity. |
| Floor | Informational. |
| Labels | Room features (see Room Label). Used in room search and shown as icons when assigning rooms. |
| Lifecycle: active from / to | The room counts towards availability only between these dates. Use active to to retire a room. |
| Shared room | Links the room to a shared-room group (see below). |
| Internal info | Staff-only note, shown as a note icon in room views. Also editable in Willba. |
| Internal prices | Internal cost of the room per night (VAT included), with VAT rate, owner company and validity. Used in internal cost reports: when several sales share a room on the same night, the cost is split between them. Not shown to customers. |
A room, once created, stays in the register. To take a room out of use, set its active to date. Check room details carefully before saving a new room.
ACC - Shared Room
Use a shared room when one physical room is sold bed by bed, for example a dormitory. Create one room entry per bed place and link them all to the same shared room.
In availability, the linked entries count as one room, while their beds are added together. The name is only used in Strapi.
ACC - Room Label
Room features such as balcony, sea view or accessible.
| Field | What it affects |
|---|---|
| Label | Feature name. Must be unique. |
| Short name | Abbreviation (max 3 characters). |
| Icon | Icon shown next to the room when assigning rooms. Use a Font Awesome icon name, e.g. wheelchair. An unknown name shows no icon. |
Room search matches rooms that have all selected labels.
CMN - Age Category
Age groups such as Adult, Child 4–12, Child under 4. Age categories are used in product prices, accommodation and meal products, participant lists and webshop room search.
| Field | What it affects |
|---|---|
| Name, Short name, Abbreviation | Shown in participant lists, price rules and filters. |
| Sort order | Order in lists. Also the order in which age limits are checked (see below). |
| Min age (inclusive), Max age (exclusive) | Willba places a participant with a known age in the first category, in sort order, whose limits match. For example 4–13 means ages 4 to 12. |
Age categories are used in pricing rules, so change existing categories with care.
MEA - Restaurant
The places where meals are served. Meals and packet-meal listings show the restaurant.
| Field | What it affects |
|---|---|
| Name | Shown in meal listings. Must be unique. |
| Site | Site the restaurant belongs to. |
MEA - Meal
Meal types such as Breakfast, Lunch, Dinner. Meals are added to sales through meal products and packet meals, and they appear in the kitchen's daily meal and allergy listings.
| Field | What it affects |
|---|---|
| Name, Detailed name | Shown in the program, documents and meal listings. |
| Default start, Default duration | Default time for the meal when it is added to a sale. |
| Default restaurant | Default serving place. |
| Include start date, Include end date | For per-night packet meals: whether the meal is served on the arrival day (e.g. dinner) or on the departure day (e.g. breakfast). Per-day packets include the meal on every day. |
Global accommodation settings
These fields are in GLB - Global Configuration.
| Field | What it affects |
|---|---|
| Accommodation standard times | Standard, early and late check-in times and standard and late check-out times. They set the default times of accommodation reservations and when automatic check-in / check-out happens. Same-day stays automatically use early check-in and late check-out. |
| Automatic check-in | When on, guests are checked in automatically once the check-in time of their arrival day has passed. |
| Automatic checkout | When on, guests are checked out automatically once the check-out time of their departure day has passed. Like a manual check-out, this marks the room dirty. |
| Dirty room check-in | Allow (default) or Restrict. When restricted, a guest cannot be checked in to a room marked dirty unless staff explicitly override it. |
| Digital guest buffer days | For how many days after a sale's last day changes to it are still sent to DigitalGuest. Default 5. |
| Timezone | Your local timezone. Decides when "today" starts and ends for check-in, check-out, tasks and automated actions. |
See also Front desk: room management.