There are cases where hotel owners, employees, and VIP guests use the rooms free of charge.
In such cases, there may be situations where you don't want to affect statistical data such as ADR (Average Daily Rate).
Here, we will introduce some typical solutions.
① Block the room from the reservation calendar.
This method involves "blocking" the relevant room on the booking calendar to secure a room for the desired period.
Blocked rooms are unavailable for sale (unavailable), and therefore new reservations cannot be accepted.
Additionally, you can record the purpose of use (e.g., owner use, employee use, etc.) in the remarks section.
Benefits
Simple and easy to manage.
Does not affect sales or revenue data.
Makes it easy to identify and manage complimentary stays.
Important Notes
Since the stay is not treated as a reservation, the following features will not be triggered automatically. If needed, they must be handled manually:
Automatic message delivery
Check-in flow
Automatic cleaning task generation
Whether the stay affects OCC (Occupancy Rate) depends on the OCC Calculation Rule configured under:
Admin Console → Account Settings → Report Settings → OCC Calculation Rule.
② Create a Manual Reservation and Process It as a Complimentary Stay
This method involves creating the stay as a regular manual reservation and marking it as Paid by using a dedicated payment account, such as "Owner Stay (Complimentary)".
Because it is treated as a standard reservation, all operational features remain available.
Benefits
Automatic messages are sent as usual.
The check-in flow is available.
Cleaning tasks are generated automatically.
Important Notes
The reservation is included in revenue and sales statistics, which may affect reporting.
If necessary, you should:
Add a note in the reservation remarks, and/or
Manually adjust (exclude) the reservation when generating reports or analyzing statistics.
③ Use the Complimentary Reservation Feature
You can create a complimentary (free) reservation by designating the reservation as Complimentary.
A complimentary reservation is included in the Occupancy Rate (OCC) but does not affect the Average Daily Rate (ADR).
OCC (Occupancy Rate) = Number of Rooms Occupied ÷ Number of Rooms Available for Sale
ADR (Average Daily Rate) = Room Revenue ÷ Number of Paid Rooms Sold
Important
The Complimentary Reservation feature requires the Hotel Management Extension Package add-on.
Comparison Table
The impact on Occupancy Rate (OCC), ADR, and available operational features varies depending on how owner or staff stays are managed.
Please choose the method that best fits your operational needs.
Method | Impact on OCC | Impact on ADR | Auto message Sending permission | Cleaning tasks Automatically created |
Block | Depends on your OCC Calculation Rule setting | × | × | × |
Manual Booking | 〇 | 〇 | ○ | ○ |
Complimentary Reservation | 〇 | × | ○ | ○ |