Click on “Hotel-Self Administration Tool – HSA” and “Rates + Availability”. Click on the calendar to add or edit rates. Enter the rate validity and it will immediately be applied. If you would like to close availability, click on the number of rooms in green, select the dates and click on “Close-out period”. If you’d like to open availability, see below “Open or reopen availability”.

HRS connects hotels with enterprise travel programs. We focus on negotiated corporate demand, compliant payments (incl. VCC), and end-to-end automation (booking → payment → invoice → expense). HRS also covers multiple segments beyond transient including longstay, meetings and groups.

Click on “Bookings” and “Booking Overview”. Search by arrival period, booking date, or booking number.

• Upcoming reservation: click the eye icon to amend

• After arrival date: pencil to amend or trash to delete

Yes. Card details are tokenized and visible only to authorized users. Never store or share card data outside the secure view.

Submit a partner request. Our team will assess the business potential and the best suited connection.

Changes or cancellations (in case of no show) are possible the next following day after arrival and by the end of the month of departure date (e.g., check-out on 22nd December → changes/cancellation possible until 31st December).


HSP steps: Booking Overview → “Your bookings at a glance” → search by process number or arrival date → use trashcan to cancel entire booking or pencil to modify nights/details.

A standardized, ISO-certified method to collect and score hotel sustainability data—helping buyers choose lower-emission, compliant options and rewarding higher-performing properties.

Yes. HRS processes personal data under applicable laws and provides data processing terms as part of contracting.

Please visit the Hotel Service Portal: https://hotelservice.hrs.com/portal/ , log in with your HRS hotel number, password and your username (name or initials of the person who log in).


Hotel number: xxxxx

Password: xxxx

Username: (name or initials of the person who logs in)


For any further questions please do not hesitate to contact us (see “contact” at the bottom of the page).

HSP → Booking Overview → Bookings → search reservation → click the speech bubble icon → choose a reason and send a message.
 If the message fails (red icon), contact our call center.
 Note: Check Booking Overview regularly; there is no separate email notification. When a traveler replies, the speech bubble turns green.

1. Log in at https://hotelservice.hrs.com/portal

2. Select Hotel Self-Administration

3. Go to “Availability”

4. Select dates to open

5. Set inventory per room type

6. Save changes

Provide energy, water, waste metrics, and certifications (where available). Chain-level uploads are supported; Learn more here.

Yes. Ask your General Manager or portal administrator to add users and set permissions. Credit card viewing rights must be explicitly granted by the PCI Administrator which is usually the General Manager.

Only users defined by the General Manager with permission to access credit card details can view them. Payment instructions are included in the booking confirmation if required.
 HSP → Booking Overview → search reservation → eye/pencil → view card data.

Click on “HSA – Hotel Self Administration”, you will see the overview “Rates and Availabilities”. Select the rates in the calendar you would like to change, and select the date (or multiple dates from-to) you would like to change. Change the rate type to TRADE FAIR RATE. If you have already entered blocked dates, please retain the “keep existing close out dates in this period.” Please select the valid dates and the possible arrival days and define the minimum stay duration (bookable for single nights or minimum stay of XXX nights). In the lower part of the overview please select your preferred cancellation policy. In case you use the service of a channel manager, please inform your channel manager that you have changed the rate type so the mapping can be updated.

Yes — we perform potential assessments and support hotels actively in positioning them in the corporate marketplace. In addition, properties can also be listed on hrs.de for distribution in the DACH region.

Access the Hotel Service Portal and click on “Hotel Data” and “Hotel Data Maintenance”. Click on each block to complete the required information of the 9 building blocks.
 The hotel description can be entered on block #2 (General Hotel Information) “Style of hotel and ambience” and other items can be added on “Special features of your hotel”.
Once you have defined the “The hotel location, surroundings and attractions” and “Style of hotel and ambience” they can only be changed by filling the “Change request” form (link available in the tool) and sending it via email to hotel-descriptions@hrs.com. Our team will check and update if approved.

The rate types that allow you to choose to only receive guaranteed bookings with credit card information are “Trade Fair Rate” and “Weekend Rate”.
 Login to HSA → “Rates and Availabilities” → open the calendar next to the rate → change the rate type to TRADE FAIR RATE → go to “Type of Reservation” → select “Guaranteed bookings with credit card only” → Save.


Note: If you have already entered blackout dates, check “keep existing closeout dates in this period” and complete all required fields.

Use the Chat icon in Booking Overview to contact the guest. Guests have 48 hours to update card info.

Click on “Hotel Data” and “Photo Service”. Click on “Upload new image” to get started – follow the image guidelines to upload them successfully and choose the area it belongs to. The system will automatically adjust it for better visibility in different formats. You can upload up to 50 photos.


NOTE: The main picture can only be selected after the pictures have been checked and approved. Once they are approved, click on “Edit”, select “Use as hotel list image (new hrs.com)” and click on “Save”.

NOTE: Changes will only be visible in the next business day.

You can check the corporate negotiated rates by clicking on “Hotel Self-Administration tool – HSA”, “Rates + Availability”, hover over “Corporate Rates” and click on “Overview of Corporate Rates”. If you have any issues, contact ratecomplaint@hrs.com.
 If your hotel manages rates via GDS or CRS our Rate Loading Team will send instructions for you to follow in order to make your corporate negotiated rates available.

If pre-authorization fails, inform the guest via the portal. They have 48 hours to update details. HRS will not accept a cancellation without prior contact.
 If no response in 48 hours, send a cancellation request to cancel@hrs.com.

Check payment info in advance. Unrealized reservations cannot be canceled. If payment was processed directly at the hotel, amend the booking in case of no-shows.


HSP → Bookings → Booking Overview → open reservation (eye/pencil) or delete (trash).
 You can also correct the invoice in the Online Invoice Portal within 7 days.

To select a new main picture for your hotel, please log into “Photoservice” as follows: Choose “Hotel Data” in the HRS Extranet and select “Photoservice”. Click on the “Edit” button on the right side of the respective photo, an overview will appear immediately. Select “Use as hotel list image” and save the amendment. The new photo will be displayed online as main picture within 48 hours. In case of any issue, please contact photo@hrs.com.

Click on “Hotel-Self Administration Tool – HSA” and “Room Categories”. Click on “Enter new additional room category”, fill out the required information and click “Save”.

HRS compares booked rates against your loaded corporate rate conditions to flag discrepancies, helping you maintain parity and contractual compliance.

There is a separate area of the HSA website only related to invoices called the Online Invoice Portal. To access it, contact collection@hrs.com for a separate login/password.


Go to Accounting → enter email & password → Dashboard to view/pay open invoices → Details to amend → PDF to download. You have 7 days to correct an invoice from the time it is added to the portal.

1. Log in at www.hrs.com/hotelservice

2. Select the Hotel Self-Administration application
3. Click “Additional Categories” → “Add New Additional Category”
4. Choose the category and set surcharges
5. Decide whether to manage availability separately or link to standard

6. If using a channel manager, coordinate mapping


Remember: You can set up max. three additional categories with independent availability (budget category excluded).
For details, see the user manual.

Click on “Self-Administration Tool – HSA” and “Channel Manager”. Find your channel manager on the list and click the pencil to select it (accept participation conditions). To remove, click the trash icon and “Revoke”.

Please contact collection@hrs.com.

Click on “Hotel-Self Administration Tool – HSA”, “Other Prices” and “Breakfast”. Click on “Add Breakfast Type” and fill out the mandatory fields. You will be able to select if the breakfast is included or excluded based on different rates when you set up your rates.
 If breakfast is not included in the rate and the payment information was collected and processed directly at the hotel, you must amend the booking to reflect if the guest had breakfast or not.
After the check-in date, click on “Booking”, “Booking Overview” and find the reservation. Click on the “coffee cup” icon, leave it in green if the guest had breakfast and red if not.
You can also choose to do it directly in your invoice via the Online Invoice Portal (check the “Invoice” section below). You will have 7 days to correct the invoice from the time it is added to the portal.

Yes. Once mapping is live, your rates/availability flow from your system. Coordinate any rate-type or category changes with your Channel Manager/CRS provider.

Please contact collection@hrs.com.

Click on “Hotel-Self Administration Tool – HSA”, “Rates + Availability” and “Taxes”. Click on “Add Tax Configuration”, select a tax from the dropdown and enter the information regarding the amount or percentage that applies to every case and click “Save”.

TripLink captures out-of-channel corporate bookings and syncs them back to the program—keeping traveler profiles, itineraries and spend in one view for compliance and duty-of-care.

Yes. For eligible bookings you’ll receive a single-use VCC with authorized amount and validity window. Charge included items only; extras require traveler approval or a separate method.