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How to Set Up Your Rooms Using Hostelworld Inbox

Setting up your rooms correctly helps you show accurate availability, avoid booking issues, and give guests a clear idea of what to expect.

In this guide, you’ll learn how to create, edit, and manage your room types through Hostelworld Inbox.

🎥 You can also watch this video tutorial:

 

 

Step 1: Open the Room Setup Page

  1. Log in to your Hostelworld Inbox.

  2. Go to Rates & Availability.

  3. Click Add/Edit Room Types, then select Add New Room Type.

Step 2: Add Your Room Details

Fill in the following sections for each room type.

Room Grade

Choose: Basic, Standard, Deluxe, or Superior.

Number of Guests

Enter the maximum capacity of the room.

  • Double / queen / king beds count as 2 guests

  • Pods/capsules count as 1 guest each

Room Type

Select the option that best matches the room:

  • Mixed Capsule/Pod

  • Female Capsule/Pod

  • Male Capsule/Pod

  • Twin Room

  • Double Room

  • Private Room (multiple beds; whole room booked privately)

  • Female Dorm

  • Male Dorm

  • Mixed Dorm

  • Family Room (3+ guests; includes one double bed and additional beds)

  • Apartment (private kitchen and bathroom)

  • Private Tent / Shared Tent (must include mattresses)

⚠️ Shared tents with fewer than 4 beds cannot be listed.
⚠️ Dorms with fewer than 4 beds must be approved by the Support Team.

Number of Rooms

Enter how many rooms of this type you have.

Ensuite

Select Yes for a private bathroom or No for shared facilities.

Custom Name

Add an internal reference name (e.g., 4 Bed Blue Dorm).
This name is not shown online.

Room Description

Add brief details such as reading lamps, TV, or storage.

Guidelines:

  • Write in English

  • Do not include prices or contact details

  • Currently visible to web users only

⚠️ Important: Hostelworld Does Not Support Occupancy-Based Pricing

All room types must be listed at their full capacity — the maximum number of guests they can sleep.

Hostelworld does not support different prices for different occupancies
(e.g., 1-person vs. 2-person use of a Double Room).

If you normally use occupancy-based pricing:

  • Set the capacity to the full number of guests

  • Update your rates in your Calendar or Channel Manager based on full occupancy

This ensures consistent availability and prevents booking issues.

Step 3: Add Your Prices

Enter your Weekday and Weekend rates.

For capsules/pods, set the price per person.

Step 4: Review Your Availability

When you create a room type, Hostelworld automatically opens availability for 12 months from the creation date.

Keep your dates updated in the Calendar to avoid overbookings.

Step 5: Editing or Deleting Rooms

For security reasons, some room configuration details (such as bed types or capacity) cannot be edited once saved.
If you need to change these fields, you must delete the room and create a new one.

🗑️ How to Delete a Room

  1. Go to Add/Edit Room Types

  2. Select the relevant room

  3. Click the trash can icon

If the room has future bookings, a warning will appear.

Important:
Deleting a room does not cancel existing bookings.
You can view all bookings under Bookings → Advanced Search.

💡 Tips for a Smooth Setup

✔️ Double-check your bed count and capacity before saving
✔️ Keep internal room names short and consistent
✔️ Review availability regularly
✔️ Contact the Support Team if you need to request a dorm with fewer than 4 beds

💬 Need help?

If you have any questions, our Support Team is here to help.