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Add rooms to a group

1

Open one of the group's reservations

From the planning or the search bar, open any reservation that belongs to the group.
2

White three-dots menu (top right)

In the top-right corner, next to the total paid or pending amount of the reservation, you’ll find a vertical three-dots menu in white. Click it and pick Add rooms.
Folio header with the white three dots highlighted, to the right of the total
Folio white three-dots menu open, with the Add rooms option
3

Fill in the new room's details

Complete the fields: sales channel and reservation duration for the room you’re adding. Then pick the matching room category and save.
The new room is linked to the same group and shares the customer or agency receiving the invoice. If the dates differ from the rest of the group, Roomdoo handles it as an independent reservation inside the same folio.
What if there was already an invoice issued for the group? No problem: adding a room opens a new pending invoice line. It doesn’t disturb the total that was already invoiced for the group.

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Remove (cancel) a room from the group

If the group reservation is direct (not from an OTA), you can cancel a room yourself:
1

Open the reservation of the room you want to cancel

From the planning or the search bar, open the specific reservation of that room inside the group.
2

Find the room's line

In the central area of the page you’ll find the line with the room’s data: room number, check-in and check-out dates, number of adults, services and price.
3

Three-dots menu (to the right of the line)

To the right of that line you’ll see a vertical three-dots menu (in the colour of the reservation status). Click it, pick Cancel reservation and confirm.
Reservation card three-dots menu open, with the Cancel reservation option
This cancels only that room, not the rest of the group. The folio stays active with the remaining rooms. Don’t use Cancel reservations from the white three-dots menu at the top: that option cancels every room in the folio.
When you cancel, Roomdoo automatically applies the rate’s cancellation policy: if the cancellation falls outside the free-cancellation period, it adds a penalty to that room.

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If the group reservation comes from an OTA

For group reservations that come from an OTA, changes are managed in the OTA and sync back to Roomdoo on their own:
  • Removing rooms: Roomdoo doesn’t let you cancel rooms with a check-in today or later and tells you the cancellation has to be done in the OTA.
  • Adding rooms: the option is there, but the room you add only exists in Roomdoo; the OTA doesn’t know about it. If the customer wants more rooms within their OTA booking, they should request them from the OTA.
To make the change:
1

Open the OTA extranet

Open the panel of the OTA where the reservation was made (Booking, Expedia, Hotelbeds…).
2

Cancel the room or make the change there

Some OTAs let you cancel a specific room of the group; others require cancelling everything and rebooking.
3

Wait for the sync to Roomdoo

As soon as the OTA processes the change, it’s reflected in Roomdoo automatically.

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Common cases

This is a typical sync failure case. The OTA cancelled the whole group, but Roomdoo only received part of the cancellation. Steps:
  1. Verify in the OTA that every room of the group is cancelled.
  2. Contact support to check whether all the cancellations arrived or only some.
  3. If everything is cancelled in the OTA but rooms are hanging in Roomdoo, contact support. We review the case and apply the missing cancellations in Roomdoo.
Use Add rooms just once: in the booking engine you can set how many rooms of each category you want to add. If there are many and they share configuration (same dates, same room type), you can also send us a bulk add; for larger volumes we’re faster from support.
Don’t cancel the line to create it again: cancelling applies the rate’s cancellation policy (it can generate a penalty) and the guest details of that room are lost.
  • On a direct reservation, change the category from the Price tab → Adjust prices → Room category:, or move the guest to another room from the Room tab → Manage room.
  • On an OTA reservation, the category can’t be changed from Roomdoo: the change has to be requested from the OTA.
If it affects ongoing invoicing (correctives, credit notes), contact support.
If the group had a discount or special rate applied from a minimum number of rooms, cancelling one may leave the rest below the threshold. Check that the remaining price is still what you agreed. If a recalculation or renegotiation is needed, contact support.

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When to contact support

Contact support when:
  • The group reservation comes from an OTA and the OTA doesn’t allow the change on their side.
  • There’s grouped invoicing already issued that’s affected by the change.
  • An OTA cancelled the whole group but rooms are left hanging in Roomdoo.
  • You need to add many rooms at once and would rather we do it in bulk.
Don’t cancel rooms of an OTA group from Roomdoo as a shortcut. If the check-in date has already passed, Roomdoo will offer Mark as No show: it only applies in Roomdoo, it doesn’t notify the OTA (which still treats the booking as valid) and it applies the rate’s no-show penalty. Only use it if the guest really didn’t show up; make any other change in the OTA.