Communities, units and Excel import

Create your property, add room types and units one by one, or import all your units from an Excel file.

BaanHost works with three building blocks:

• Community: one property, such as a hotel, a guest house or a group of villas. Address, currency, country rules and payment methods are set per community.
• Unit: one room, villa or apartment that can be booked.
• Room type: a group of identical units that share rates and are sold as one room type on the channels.

On a phone, these screens are under More. On a tablet, Communities and Units are in the side menu and Room types is under Settings.

Create a community

1. Open More → Communities and tap +.
2. Enter the Community name (required) and, if you like, the location and currency. Tap Save.
3. Open the community again (pencil icon, or ⋮ → Edit on small phones) to fill in Property type, Country, Default cleaner, House rules and the Payment methods. Some of these fields are saved only when you edit an existing community.

Add room types

1. Open More → Room types → Add room type.
2. Enter the Room type name, the Base rate per night and the Capacity. Tap Save.

Add units

1. Open More → Units and tap +. If there is no community yet, BaanHost asks you to create one first.
2. Choose the community and enter the Code (required, for example 101 or V3) and a Name if you want one.
3. In Room type group, type the name of the room type. Typing a new name creates that room type.
4. Optional: Nightly rate (used when the unit has no room type), Default deposit, Door code and Access note. The door code and access note can be sent to guests in messages.
5. Leave Active on and tap Save.

To change several units at once, tap Select, tick the units and choose Edit fields.

Import units from Excel

Only owners and managers can import.

1. Open More → Import / Export. On a tablet it is in the side menu.
2. Under Import, find Units and tap Template to download the Excel template.
3. Fill in one row per unit. Required columns are marked with *: community_name must match an existing community exactly, and code must be unique within that community. Optional: name, default_rent (monthly rent), default_deposit and the owner columns. Row 2 is an example: write over it.
4. Tap Choose file and pick your file. Only .xlsx files are accepted.
5. BaanHost shows how many rows were imported. Rows that could not be imported are listed under Failed rows with the reason. Fix those rows and import only them again; the rows that worked are already saved.