Hotels: Profiles, Rooms & Meal Plans
Setting up partner hotel profiles, star classifications, room inventories, meal plan options, and direct FIT contracts.
What is this?
Before You Start
Prerequisites to configure first:
- Ensure you have the hotel's official direct FIT contract or supplier tariff sheet.
- Verify the contract operating currency (e.g. USD, EUR, LKR) and contract validity dates.
- Note down the property's season date ranges (e.g. Low, High, Peak / Festive).
Step-by-Step Guide
Create Hotel Record
Navigate to Operations → Hotels [BETA]. Click '+ Add Hotel'. Enter property name, star rating, city, and address.
Define Room Types
Inside the Hotel Workspace, open the 'Rooms' tab. Add categories (e.g. Deluxe Room, Executive Suite) and maximum guest capacity.
Verify Meal Plans
Open the 'Meal Plans' tab. Activate the boards supported by this property (e.g. RO, BB, HB, FB, AI) or create custom arrangements.
Create Direct Contract
Open the 'Contracts & Seasons' tab. Click '+ New Contract'. Enter contract title, validity date range, and currency (e.g. USD).
Add Contract Seasons
Within your contract, add seasons (e.g. Low Season: May-Oct; High Season: Nov-Apr; Peak: Dec 20-Jan 10).
Input Rates in the Rate Matrix
Switch to the 'Rate Matrix' tab to enter the supplier net cost for each room, season, and meal plan.
Field-by-Field Breakdown
Detailed definitions for every form input, why it is needed, and realistic travel agency examples.
| Field Name | What it Means & Why Needed | Example Value | Required? |
|---|---|---|---|
| Hotel Name | Official trading name of the property. Why: Displays in client itineraries, hotel vouchers, and supplier booking requests. | Hilton Colombo | Yes |
| Star Rating | Official classification from 1 to 5 stars. Why: Powers star-rating pricing rules and catalog filtering. 1 Star2 Star3 Star4 Star5 Star | 5 Star | Yes |
| Country & City | Geographic location of the hotel. Why: Enables destination filtering during quotation assembly. | Sri Lanka, Colombo | Yes |
| Room Types | Catalog of rooms offered by the hotel (e.g. Standard, Deluxe, Ocean View, Junior Suite). Why: Allows you to attach specific net rates to each category and capacity. | Deluxe Ocean View (Max 3 Adults, 1 Child) | Yes |
| Meal Plans | Board arrangements supported by the hotel. Why: Meal plans define the food included in the room price. RO: Room Only (European Plan)BB: Bed & Breakfast (Bermuda Plan)HB: Half Board (Breakfast + Dinner / Modified American Plan)FB: Full Board (Breakfast, Lunch & Dinner / American Plan)AI: All Inclusive (All meals + select beverages) | BB (Bed & Breakfast) | Yes |
| Hotel Contracts | Formal agreement between your agency and the hotel or supplier. Why: Defines valid date boundaries, currency, payment terms, and cancellation rules. | 2026 Direct FIT Contract (01 Jan 2026 - 31 Dec 2026) | Yes |
| Seasons | Date bands within a contract where rates fluctuate based on travel demand. Why: TourVilo automatically selects the rate matching the traveler's exact arrival date. | Peak Festive Season (15 Dec 2026 - 10 Jan 2027) | Yes |
How Search & Filters Work
Search Behavior
The search bar updates results as you type. You can search across: Hotel Name, City, Country.
Available Filters
Star Rating
Narrows down properties by standard of luxury.
Example: Select '5 Star' to view luxury resort partners.
Destination
Filters hotels by city or region.
Example: Select 'Dubai' to view properties for UAE itineraries.
Sorting: Name A-Z · Star Rating (High to Low) · Recently Updated
Best Practices & Pro Tips
- You do not have to fill all room types at once. Start with your 2 most popular categories (e.g. Deluxe Room BB and HB) and expand your matrix over time.
- Always set the contract currency to match the currency on the hotel's supplier invoice (e.g. USD or LKR) to prevent exchange rate losses.
Common Mistakes to Avoid
- Creating overlapping season dates inside the same contract — ensure each season has distinct start and end dates so the rate engine can make an unambiguous selection.
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