Guide

From signing up to your first hotel.

1. 1

   Create an account

   Sign up with email and password, or continue with Google. If you use Google the first time, you'll also be required to set a password, this is your only way to ever sign in with email instead of Google, so it isn't optional.

   you@example.com

   ••••••••

   Create account
2. 2

   Choose a strong password

   At least 8 characters, one uppercase letter, and one special character, a live strength meter and checklist show exactly what's missing as you type. Obviously guessable passwords (like "password123") are rejected outright.

3. 3

   Tell us about you

   First name, last name, and date of birth, a one-time step before you can do anything else. If you signed up before a password was required and haven't set one yet, you'll be asked for just that the next time you visit.

   First name

   Last name

   Date of birth
4. 4

   Create or join a hotel

   Create a new hotel and you become its Owner, or enter a join code from your manager to join an existing one with the role they gave you (Admin, Reception, or Housekeeping). See "Roles and what each one can do" below for what that means in practice.

   Create a hotel

   Join with a code
5. 5

   Set up your profile

   From your profile page, add a picture (shown next to your name in the header) and choose which notifications you want: guest orders, guest messages, and SOS alerts. Only the hotel owner can turn SOS alerts off, everyone else always gets them.

Name, picture, language, and notifications, all from /profile.

1. 1

   Change your name or picture any time

   Click the pencil next to your name to edit it, or the camera icon on your picture to replace it. Your name here is what teammates see everywhere, the board, the chat widget, staff activity, not just your login.

2. 2

   Switch language any time

   The dropdown next to "Language" switches the whole app, not just this page, and is remembered for next time you sign in.

3. 3

   Choose what you get notified about

   Guest orders and guest messages can each be turned off if they're not your job, SOS alerts can't be, except for the owner, who's the one person allowed to turn even those off.

The permission model, in plain language.

Owner

Everything admin can do, plus renaming the hotel and being the one role that can never be removed or demoted. Exactly one per hotel, whoever created it.

Admin

Manages rooms, the menu, staff (invite/remove, generate join codes), and sees the dashboard and finance. Cannot rename the hotel.

Reception

Everything on the board, plus guest check-in/check-out, payments, and add-on charges. No access to the dashboard, finance, or room/staff management.

Housekeeping

Sees the whole hotel's board and can change any room's status. Never sees guest names, ID numbers, payments, or the finance/dashboard screens.

The one screen everyone shares.

1. 1

   See every room's status

   Color-coded, updating live as anyone on your team makes a change, no refresh needed. A summary bar at the top counts how many rooms are in each status right now. See "What each room status means" below for the full picture of what each one implies and what can follow it.

   101

   Clean

   102

   Dirty

   103

   Occupied

   104

   Cleaning
2. 2

   Set your status

   Tap your name in the header to mark yourself Available, On lunch, Stepped out, On leave, or Away, separate from your role, so teammates can see who's actually reachable right now. Shows as a badge next to your name in the members list too.

3. 3

   Change a room's status

   Tap the button for the next allowed status. The app only ever offers valid moves for the room's current status, so housekeeping can't accidentally skip a step (like marking an unclean room "Occupied" directly).

4. 4

   Check in a guest

   On a clean, vacant room, use "Check in guest" instead of the plain status button. Enter their name, an optional ID card number and photo (kept in private storage, visible only to Reception and up), expected check-out, and rent. The room becomes Occupied automatically the moment you save.

   Guest name

   Rent

   Paid now

   Check in
5. 5

   Add a charge during the stay

   Room service, laundry, anything else billed to the room, add it any time from the check-out dialog for that room. It's tracked separately from rent and rolled into the total automatically.

6. 6

   Check out a guest

   Review the total due (rent plus any charges), confirm the amount actually paid (full, partial, or none), and the room moves to "Needs Cleaning" automatically. If the booking shouldn't have happened at all (double-booked, wrong room), use "Cancel booking instead" from the same dialog, it requires a reason so there's always a record of why.

7. 7

   New guest orders and messages appear automatically

   Reception and up see a banner above the board the moment a guest orders something or messages the front desk from their room's QR page. Claim an order or request to let teammates know you're handling it, or release it if you can't, whoever claimed it shows by name to everyone else. A guest's SOS button skips straight to everyone regardless of their notification settings (except an owner who's turned SOS off), shown with a red border and a siren badge.

8. 8

   Reject an order, or let the guest edit/cancel it themselves

   Can't fulfil an order (out of an ingredient, kitchen closed)? Reject it with a reason instead of leaving it hanging, the guest sees why. A guest can also change the items/quantities or cancel an order themselves, but only while it's still unclaimed, once someone on staff claims it, it locks and the guest can no longer touch it.

Separate from your role, this is about whether you're reachable right now.

Available

The default. Reachable and working right now.

On lunch

Short, expected to be back soon, still on-site.

Stepped out

Off-site for a while, an errand, a supply run, not reachable in person until they're back.

On leave

A planned day off, not working today at all.

Away

Unreachable for an unplanned or unspecified reason, the catch-all for anything the other four don't quite describe.

The full picture, what it implies, and what can follow it.

Clean & Vacant

Ready to sell. Housekeeping has finished and no one has checked in yet. This is the only status "Check in guest" appears on.

Can move to: Occupied, Needs Cleaning, Out of Service

Needs Cleaning

Vacant but not ready to sell, usually right after a guest checks out. Housekeeping should pick this up next.

Can move to: Cleaning, Out of Service

Cleaning

Housekeeping is actively working on the room right now. The dashboard's "average cleaning time" is measured from when a room enters this status to when it leaves it as Clean.

Can move to: Clean & Vacant, Needs Cleaning, Out of Service

Occupied

A guest is checked in. Set automatically by "Check in guest", you generally shouldn't need to set this by hand.

Can move to: Needs Cleaning, Out of Service

Out of Service

Not sellable for any reason, maintenance, repairs, a broken AC. Reachable from every other status. The only way out is back to Needs Cleaning, so it always goes through a cleaning pass before it's offered again.

Can move to: Needs Cleaning

Owner/admin only, from Manage Hotel.

1. 1

   Add, rename, or remove a room

   Type a room number and add it. Click the pencil to rename one, or the X to remove it, its booking and status history is kept even after the room itself is removed.

   101

   102

   103
2. 2

   Set amenities

   List them as a comma-separated line under each room, AC, extra bed, smoking allowed, sea view, whatever applies. This is exactly what shows on the guest's QR page.

3. 3

   Print the guest QR code

   Click the QR icon next to a room to preview and print the code for that room specifically, each room has its own unique code and link, so printing the wrong one just points guests at the wrong room's info.

4. 4

   Regenerate a room's QR code

   If a printed code is lost, damaged, or you suspect it's been copied, regenerate it from the same dialog, the old code stops working immediately and you'll need to print and post the new one.

5. 5

   Build the food & services menu

   Add items with a name, price, category (e.g. "Breakfast", "Party menu"), and an optional time window (e.g. 06:00–10:30). Outside that window, the item still shows on the guest's page but greyed out as unavailable, it isn't hidden, just not orderable. Leave both times blank for something available around the clock. Give an item a choice list (e.g. "Spice level": mild, medium, hot) and the guest picks one before adding it to their order, this is optional per item.

6. 6

   Hide an item without deleting it

   Toggle it to "Hidden", its order history stays intact and you can bring it back any time, unlike deleting it.

Inviting, removing, and working across multiple hotels.

1. 1

   Generate a join code

   One active code per role (Admin, Reception, Housekeeping) at a time, from Manage Hotel. Share it with the person you're inviting, they enter it on the "Join with a code" tab when they sign up.

2. 2

   Codes expire after 7 days

   Regenerating a code immediately invalidates the old one, for everyone, not just the specific person it was meant for. There's no way to revoke one person's invite without rotating the code for the whole role.

3. 3

   Remove a member

   From the Members list in Manage Hotel, the owner can't be removed this way, everyone else can be. There's currently no way to change someone's role in place; remove them and have them rejoin with a different-role code instead.

4. 4

   Belong to more than one hotel

   Click the + icon in the header to create another hotel or join one with a code, you'll get a hotel switcher next to it once you belong to more than one, and can move between them without signing out. The first time you sign in after that, you'll be asked to pick which one to open, instead of landing in whichever one happened to load first.

What guests see, and where their orders and messages go.

1. 1

   No login, no app, just a link

   Each room's QR code opens a page showing the room number, the currently checked-in guest's name (if any), its amenities, and the menu, nothing else about your hotel is exposed, and nothing requires the guest to sign in. Turn on "Require a 4-digit code for the guest page" for a hotel from Manage Hotel, staff set the code at check-in, and it stops someone with an old link from using it after the room turns over to a new guest.

   Room 204

   Riverside Guesthouse

   ACExtra bedSmoking allowed

   Order

   Message
2. 2

   Orders and messages route to the board, not email

   There's no email or SMS involved, everything a guest sends appears live in the banner above the board for Reception and up, the same place check-in/check-out happens.

3. 3

   A real conversation, not a one-off message

   The guest's Chat tab is a proper back-and-forth thread, reply from the notification banner or the floating chat widget in the bottom-right corner of any staff page, your name shows next to your reply so the guest (and your teammates) know who answered.

Owner/admin only, from the Dashboard.

1. 1

   Occupancy snapshot and cleaning time

   A live breakdown of how many rooms are in each status right now, plus the average time a room spends in "Cleaning" before moving to "Clean & Vacant", a rough measure of housekeeping's pace.
2. 2

   Status-change history

   Every status change ever made, who made it, and when, filterable by room, staff member, and date range. This log is written directly by the database whenever a status changes, so it can't be edited or deleted from the app, even by an owner.

3. 3

   Export to CSV

   Exports the currently filtered history (up to 5,000 rows) as a spreadsheet, useful for anything beyond what the on-screen 200-row view shows.

4. 4

   Conversation history, grouped by stay

   One card per room and guest (with the date range they stayed), not a flat list of individual messages. Click a card to open the full thread in a popup and read it start to finish, including who replied.

5. 5

   Guest order and message history

   Every order and message a guest has ever sent, regardless of status, with who claimed it and the staff reply if any, filterable by the same room and date range as the status history above.

6. 6

   Log an expense

   Electricity, water, maintenance, common area, or other. Add the amount and date, and toggle "Mark paid" once it's settled, unpaid expenses aren't hidden or flagged urgently, this is just a record.

7. 7

   Guest order income, and writing one off

   Delivered food/service orders count as income too, not just rent, listed separately from room charges with the room, guest, and items. If a guest didn't pay or an order was placed by mistake, write it off with a required reason instead of leaving it overstating your income, a written-off order stops counting and can be restored if you wrote it off by mistake.

8. 8

   Income vs. expenses and staff activity

   "Income" is the sum of amounts actually paid at check-out (rent plus any charges) plus delivered, non-written-off guest orders, grouped by month, not the room rate, and not anything still unpaid or written off. Staff activity counts each person's status changes, completed cleanings, and check-ins for the current calendar month, sourced from the same tamper-proof history above.