Update Room Restrictions and Notes
Most edits save in under a minute. You can update one room or many at once.
This guide helps you manage room restrictions and guest-facing notes used during room assignment and check-in.
Go to: Rooms
If a room has no saved metadata, AVA shows default restrictions and no general info. This is expected until you save room-specific values.
General Information uses the languages you enabled in Settings → Essentials → Supported Languages. Use the tabs to enter a translation for each language. Use Clear all languages if you want to wipe the note and start again.
Quick Reference
| Task | Where to click | Result |
|---|---|---|
| Find a room | Search bar | List filters to matching rooms |
| Sort by room number | Room Number column header | Rooms sort as 1, 2, 10 |
| Edit one room | Edit | Room metadata modal opens |
| Edit guest notes | General Information tabs | You can enter one note per language |
| Bulk update | Select rooms → Bulk update metadata | Bulk update modal opens |
| Bulk delete rooms | Select rooms → Delete rooms | Delete confirmation opens |
| Clear selection | Clear selection | No rooms are selected |
Find a Room
-
Go to Rooms.
-
Use the Search bar to enter a room number or room type.
✓ Matching rooms appear in the list.
Sort the Room List
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Click Room Number to sort ascending.
-
Click Room Number again to sort descending.
✓ Room numbers sort naturally, like
DK(1),DK(2),DK(10).
Edit Room Metadata
-
Find the room and click Edit.
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In Gender Restrictions, choose one:
- No restrictions
- Restrict to specific genders → select Male or Female
-
In General Information, use the language tabs to enter notes or special instructions.
-
Click Save.
✓ You see "Room metadata updated successfully".
Bulk Update Multiple Rooms
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Select room checkboxes.
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Click Bulk update metadata.
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Choose what to change:
- Gender restrictions (keep, clear, or set to a specific gender)
- General information (keep, replace, or clear)
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When you replace general information, enter the note in each language tab.
-
Click Apply Changes.
✓ A success message shows how many rooms were updated.
Delete Multiple Rooms
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Select room checkboxes.
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Click Delete rooms in the selection bar.
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Confirm by clicking Delete rooms again.
✓ A message shows how many rooms were deleted.
Rooms assigned to active or upcoming reservations may fail to delete. Move or cancel those reservations first.
Tips
- Use General Information for housekeeping notes or special handling.
- Keep the English tab filled when possible. AVA uses it as the main fallback.
- Each language tab has a 500-character limit.
- Keep restrictions to your property policy to avoid room assignment issues.
Troubleshooting
"A PMS room identifier is required"
What you see: The edit modal closes with a warning.
Fix:
- Confirm the room has a PMS room ID.
- Sync rooms from your PMS.
- Try again.
Bulk update shows partial success
What you see: "Updated X rooms. Y failed."
Fix:
- Review the rooms still selected.
- Retry the bulk update.
Bulk delete shows partial success
What you see: "Deleted X rooms. Y failed."
Fix:
- Review the rooms that failed to delete.
- Remove active or upcoming reservations from those rooms.
- Try the delete again.
Save fails
What you see: "Failed to update room metadata."
Fix:
- Refresh the page.
- Try saving again.
Save shows a conflict
What you see: "Room metadata conflict" or another upstream save message.
Fix:
- Refresh the page.
- Reopen the room.
- Make your changes again.
Language tabs are missing
What you see: You only see one language tab, or you do not see the languages you expect.
Fix:
- Go to Settings → Essentials → Supported Languages.
- Enable the languages you need.
- Reopen the room metadata modal.
Still Stuck?
Contact success@vouch-technologies.com if:
- ❌ You cannot edit any rooms
- ❌ Bulk updates keep failing
- ❌ Rooms are missing after a sync
Helpful to include:
- Room number or PMS room ID
- Screenshot of the error
- Time the issue started