Pre-Connection Checklist – PMS Initial Setup

Smart Order · April 15 2026

Before mapping Smart Order channel manager to any channel(OTA), please complete the following settings in PMS. This ensures your room inventory and rates are accurate and synchronized from the first day of connection.

I. Add Room Types and Rooms

(A) What to do:

Create room types and individual rooms in PMS that are exactly the same as your listings on the OTA. Please make sure the Maximum Occupancy (maximum number of guests allowed) for each room type is exactly the same as what you have set on the OTA side.

(B) PATH:

Go to Settings →Room Type → Add

After clicking ‘’ADD” room, You will be taken to the Rate Type Details page.

Fields to complete as following steps:

• A. Room Type Name: The name guests will see (e.g. on self check-in). Must be unique if you have multiple types.
• B. Abbreviation: Internal short name (visible only inside PMS).
• C. Max Occupancy: Must match the OTA exactly. Incorrect max occupancy may cause rate push failures.
• D. Default Rack Rate: Base price. The system will automatically fill future dates with this price as initial rate.
• E. Number of Rooms
• F. Room Numbers

Click DONE to save. The room type is now created.

II. Set Rate Plans & Channel Pricing

(A) After adding rooms, PMS automatically creates two defaut rate plans in Rate Plan page:

• Rack Rate → Only for walk-in guests (cannot connect to OTAs)
• Standard Rate → This one can be used for OTA connection

(B) Set the base prices for all room types in PMS. These prices will be sent to the OTAs.

1. If you don’t need to create multiple price plans, you can simply adjust standard rate.

How to adjust standard rate: Go to Calendar→ Rate Grid →Bulk Update

2. If you need multiple price plans, you can go to Settings > Rate Plan > Add（A settings window will pop up.）to create.

After clicking ‘’ADD”（A settings window will pop up），Fill in the following information in the pop-up window:

• Rate Plan Name: Enter a name for the new rate plan (e.g. “Weekend Rate”, “Long Stay Rate”)
• Default Minimum Stay: Set the default minimum number of nights
• Default Maximum Stay: Set the default maximum number of nights
• Manual/Derived: Choose whether to manually input rates or derive from another rate plan（like Stamdard Rate）
• Cancel Policy: Select the cancellation policy (e.g. Non-refundable,this policy applies only to bookings made through the Booking Engine and will not be synchronized to OTA platforms (e.g., Booking.com, Ctrip)
• Including Meals: Choose whether the rate includes meals or not
• After filling in all the required fields, click Confirm to save.

Noted:

You can still add promotions and discounts on the OTA side.

PMS only sends the base price. The final price on OTA = Base price + OTA promotions.

III.Set Minimum / Maximum Length of Stay (Min LOS / Max LOS)

(A) Set your minimum and maximum stay requirements in PMS. These rules will be pushed to the OTA after connection.

(B) Path:Calendar > Rate Grid > Bulk Update> MIN LOS/MAX LOS

IV. Set Multiple Occupancy Rates (OBP)

(A) If you need to manage extra person charges centrally in PMS (especially when connecting to multiple channels), you can set up occupancy-based pricing here.

(B) Once set up extra person fee (multiple occupancy Rates) in PMS, then all channels must also be managed and set up in PMS. Currently Airbnb, Tujia, and Hostelworld usually do not support this feature in PMS.

(C) How to set up Multiple Occupancy Rates (OBP)

Settings → Rate Plan → Room Rates → Edit rate plan → Change pricing mode to OBP (Occupancy Based Pricing)

After Changing pricing mode to OBP（A settings window will pop up），Fill in the following information in the pop-up window:

How to set up Multiple Occupancy Rates (OBP)

A. What is OBP? Occupancy Based Pricing (OBP) is a pricing mode that automatically adjusts room rate based on the number of guests. If you need to set additional charges based on the number of guests (e.g., charge extra when guests exceed the base occupancy).You can set up

Smart Order PMS, All-in-One Property Management SystemDina

V. Channel Price Ratio (Rate Multiplier)

（A） This feature allows you to adjust the final selling price sent to a specific OTA while still using the same pricing plan.

（B） How to set it: Channel→Rate Multiplier→Edit

VI. Room Inventory & Status (Very Important!)

(A) For the target OTA (e.g., Airbnb/Booking.com/ Tujia ):​ After setting up the channel connection and room mapping, use its “Import Future Bookings”​ feature. This will automatically sync its existing reservations to your PMS.

For all other OTA, before direct connection and mapping, make sure all future reservations with pending check-ins and check-outs are already entered in PMS. This ensures that the room status （like room availability ）in PMS is the same as the OTA before the connection.

(B) What to do:

• OTA orders: Usually imported automatically (ask Smart Order team for help if needed)
• Offline / Non-OTA orders: Manually add them in the Room Status calendar or lock the room for the corresponding dates in the Room Status

How to Close or Open Rooms:

Close / Open Rooms

Smart Order · April 15 2026 Managing room availability is essential to ensure accurate inventory and avoid overbooking. Method 1 Close & open room（Manual for specific Selection） Close room Path: Calendar → Calendar View → Close Room 1. Go to Calendar 2. Select the room you want to close 3. Click Close Room

Smart Order PMS, All-in-One Property Management SystemDina

How to Manually Add a Booking:

How to Manually Create a Reservation

There are two methods to manually create bookings for Non-Channel / Offline Orders. Method 1: Path: Calendar → Click on an right empty blocks→ Reserve→ Submit Steps: 1. Go to Calendar page. 2. Click on the empty blocks of the desired room and date. * To select multiple nights: Click and drag left

Smart Order PMS, All-in-One Property Management SystemDina