Managing hotel rates, room types, and booking periods can get confusing fast without the right system. A simple Google Sheets template can help you stay on top of it all, without needing expensive software.
Why Is Hotel Accommodation Management Important?
Keeping track of your hotel accommodation details isn’t just about being organized; it’s about running a smooth, professional operation.
With clear records, you can update your rates faster, plan seasonal promotions, prevent overbookings, and make better business decisions.
Whether you’re running a small guesthouse or a larger property, having everything in one place saves you time, money, and a lot of stress.
Step 1. Open a New Google Sheet
Go to Google Sheets and click on Blank to open a new spreadsheet.
Step 2. Create the Main Rate Table
Label the first tabs as Room Rates. Set up these column headers:
- Date
- Period From
- Period To
- Room Type
- Price per Night
- Inclusions
- Notes
Step 3. Set Up a Dropdown Menu for Room Types
Instead of typing “Single Room,” “Double Room,” or “Suite” each time, you can create a dropdown menu. Highlight the Room Type column. Click Insert > Dropdown and add your room types. This saves you from typing mistakes and keeps everything neat.
Step 4. Format Dates Correctly
For Date, Period From, and Period To, make sure they’re in date format. Highlight the columns. Click Format > Number > Date. This helps if you later want to sort your rates by time period.
Step 5. Add Conditional Formatting for Easy Viewing
If you want different seasons to pop out (like high season and low season), try color-coding. Highlight the rows or columns you want to format. Click Format > Conditional formatting. Set rules, like if the price is above a certain amount, highlight the row light green for high season.
Step 6. Create a Separate Tab for Room Inventory
Add another tab and name it Room Inventory.
Set up these columns:
- Room Number
- Room Type
- Status (Available, Occupied, Out of Service)
- Notes
Use the same steps to create dropdowns for the Status column.
Step 7. Protect Important Cells
To avoid accidental changes, you can protect certain cells. Highlight the header row or formula cells. Click Data > Protect sheets and ranges. Follow the instructions to lock those cells.
Since this is Google Sheets, you can share the document with your team easily. Click Share at the top right. Adjust permissions depending on whether others can edit or just view.
Get the Free Hotel Accommodation Management Template
Get a copy of the Free Hotel Accommodation Management Template. I’ve populated some cells as examples, but you can customize them as needed.
Final Thoughts
Start simple and build only what you need. Too many tabs and formulas can turn your sheet into a nightmare instead of a helpful tool. Make something that you can actually use every day without getting a headache.
Frequently Asked Questions
How can I automatically fill dates between Period From and Period To?
Use the formula =SEQUENCE(PeriodTo – PeriodFrom + 1, 1, PeriodFrom, 1) in a helper column to expand all dates.
How do I sort by date in Google Sheets?
Click on the Date column, then go to Data > Sort Sheet A-Z (oldest to newest) or Z-A (newest to oldest).
What formula should I use to calculate total revenue?
Use =SUM(Price per Night) to add up all rates for a given period or room type.
The Bottom Line:
One keeps you awake. The other gets work done.
A month of coffee: $150
A month of FileDrop: $9.99
Why not have both?
