Room Booking System User Manual for Sales 360 Platform

October 16, 2025 - Reading time: 146 minutes

This system is an integrated application within your Sales 360 environment, designed for managing hotel, property, or asset inventory and reservations.

1. Sales 360 Application Dashboard

The Room Booking System is accessed via a dedicated tab or dashboard within your Sales 360 application.

• Key Statistics: The dashboard provides real-time analytics based on CRM data:

  • Total Bookings (Current Period)

  • Total Revenue (Booked)

  • Today's Check-ins

  • Rooms Occupied

  • Pipeline Status (Pending Bookings)

• Quick Links: Provides shortcuts to:

  • Room Type Inventory Management (Setup)

  • All Active Bookings (Management)

  • Seasonal Pricing Configuration

2. Step 1: Configure Room Inventory (The "Room Type" Object)

In this section, you define and manage the properties of your bookable units.

1. Navigate: Go to the Room Type Inventory custom object list.

2. Enable/Disable: All existing product records must be explicitly enabled for booking.

   • Enabled: The Room Type record is considered an active, bookable unit. It will be available for search on the customer-facing booking portal and in Admin manual booking forms.

   • Disabled: The record functions as a standard, non-bookable asset (e.g., an amenity or regular sales product).

3. Set Room Parameters (Custom Fields): When configuring a Room Type record, populate the following required fields:

2.1. Seasonal Pricing & Date Blocking

Use Related Lists or nested custom components on the Room Type record to manage date-specific rules:

• Seasonal Pricing Object: Create new records linked to the Room Type:

  • Date Range (Start/End): E.g., 2025-12-20 to 2026-01-05.

  • Price Override (Per Night): E.g., $250.00. (This overrides the Base Price for that period.)

• Blocked Dates Object: Create new records to mark inventory as unavailable:

  • Reason: E.g., "Annual Maintenance" or "Owner Occupied."

  • Date Range (Start/End): The system will show zero availability for this room type during these dates.

3. Step 2: Booking Management

All reservations are managed through the Booking Custom Object and linked to a Contact/Account record in your Sales 360 system.

3.1. Viewing and Filtering Reservations

1. Navigate: Go to the All Active Bookings view (list view for the Booking Object).

2. Filter: Use standard CRM filters to sort by:

   • Booking Status: Pending, Confirmed, Checked-in, Checked-out, Cancelled.

   • Room Type: Filter by specific room types.

   • Date Range: Filter by Check-in or Check-out dates.

3.2. Creating a Manual Booking (Admin Only)

The system allows staff to create reservations directly, which is common for phone or walk-in bookings.

1. Click Add New Booking (or New on the Booking Object).

2. Select Customer: Link the booking to an existing Contact or Account record. If the customer is new, create a new Contact record first.

3. Select Room Type: Choose the desired Room Type (e.g., Deluxe Suite).

4. Dates & Guests: Enter the Check-in and Check-out dates, and the number of Adults/Children.

   • Automation Check: The system's back-end logic will instantly verify real-time availability based on Total Units, Blocked Dates, and existing reservations. If unavailable, an error message will display.

5. Pricing Calculation: Upon entering dates, the system automatically calculates:

   • Number of Nights

   • Price Per Night (factoring in any Seasonal Pricing overrides)

   • Total Booking Amount

   • Deposit Due

6. Save/Generate Opportunity: Saving the record will perform the following automations:

   • Set the Booking Status (e.g., Confirmed).

   • Automatically generate a linked Opportunity/Order record in Sales 360 to handle payment tracking and invoicing.

3.3. Updating Booking Status (Lifecycle Management)

Staff must update the status of the Booking record to manage the guest lifecycle and maintain accurate occupancy data.

1. Open the specific Booking Record.

2. Update the Booking Status field in the following sequence:

   • Pending: Initial status for unconfirmed/unpaid bookings.

   • Confirmed: Payment/deposit is received, and the reservation is secure.

   • Checked-in: The guest has arrived. This triggers the system to mark one unit of that Room Type as Occupied in real-time inventory.

   • Checked-out / Completed: The guest has departed and the final invoice is settled. This triggers the system to mark the unit as Available.

   • Cancelled: Used when a reservation is terminated.