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Dashboard

Welcome to Stayflexi’s Dashboard, the ultimate tool for modern hotel management! In this video, we showcase how our comprehensive dashboard simplifies and automates hotel operations, boosting efficiency and revenue. From property management to guest services, explore how Stayflexi’s all-in-one platform can transform your hospitality business. Whether you’re managing a boutique hotel or a large chain, discover the power of automation with Stayflexi. Don’t forget to like, subscribe, and click the bell icon for more updates on innovative hospitality solutions!

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Understanding performance section in dashboard

The Performance section is the core of your property operations. It provides a comprehensive snapshot of your hotel’s overall performance in a single view.

The image below illustrates the layout and key metrics displayed on the performance page, giving you a clear understanding of how it looks and functions.

Welcome Message: At the top, you will see a personalized welcome message such as “Good afternoon”, which indicates that the data is updated in real-time.

Navigation Menu: Right next to the greeting, two tabs let you switch between sections like Reservations and Performance.

Print Option: Next to the Performance tab, there is a black icon that represents the print option. By clicking on this icon, you can download the entire performance report in PDF format.

Under the greeting, tabs, and print options, you will find the key metrics of your hotel. Below is a quick summary of the metrics you will come across.

  1. Occupancy Rates: This metric shows the percentage of available rooms that are occupied within a certain period, providing a clear measure of how well your property is being utilized. You’ll also see the percentage for yesterday’s occupancy, giving you a quick comparison to help assess daily growth and trends.
  2. Today’s Revenue: This metric shows the total income generated by the room bookings and other services for current day, offering a snapshot of your property’s financial performance in real-time. It also shows yesterday’s revenue percentage, helping you stay alert to any changes in your property’s financial performance.
  3. Today’s pickup: This metric represents the number of new bookings made today, helping you track the day’s demand and booking activity at a glance. It also shows yesterday’s pickup percentage for a quick comparison, allowing you to evaluate booking trends and performance.
  4. Pre-booking Window: This metric indicates how far in advance guests are booking their stays for your property, helping you identify trends in reservation timing and plan your marketing strategies accordingly. This data reflects the last 30 days.

On the right side of the screen, you will find the “Availability Today“. This box provides a quick view of room availability for the current day, including details on room types and base prices. It allows you to quickly respond to guest inquiries regarding room availability.

Usage Tip: Regularly check this box throughout the day to stay updated on room availability.

Below the key metrics, you can find the City Daily Demand Trends section, one of the best and unique features of Stayflexi. This feature provides insights into daily booking trends in your city or locality, helping you understand how demand varies from day to day. This feature makes it easy to identify busy and slow days.

Additionally, this feature offers the option to view nearby hotel data. With a simple click, you can see the prices of nearby hotels, allowing you to stay competitive in your pricing strategy.

By analyzing these trends, you can adjust pricing and marketing strategies, ultimately enhancing your property’s occupancy and revenue.

Just below the daily demand trends, the Monthly Demand Trends offer a broader view, highlighting key insights for each month.

Stayflexi’s City Monthly Demand Trends: Your Secret Weapon for Maximizing Bookings!

A tool with a snapshot of Monthly Demand Trends, so you maximize your revenue. Here’s how it works:

  1. Month Overview: You can get a clear, month-by-month breakdown of expected demand and pricing, all in one glance.
  2. Weather Insights: You will know what to expect with weather details, including monthly temperature ranges because knowing the weather helps you understand guest behavior!
  3. Demand Highlights: From peak seasons to off-seasons, Stayflexi gives you all the key insights. Easily identify peak seasons, busy, or moderate periods, allowing you to strategize your marketing and pricing efforts.
  4. Pricing Overview: This shows the average hotel prices for the month using dollar signs [$] to indicate cost.

Stayflexi provides a bird’s eye view of essential data related to Room pickups and Revenue generated from various sources. This feature allows you to quickly understand which channels are performing best and where your revenue is coming from.

Below is an explanation of the Pickup and Revenue by Source feature:

  1. Room Pickup by Source: It shows the number of room pickups from various sources over the last 7 days.
  2. Revenue Pickup by Source: It shows the revenue generated from each source over the 7 days.
  3. Revenue Generated by Source and Room Type: These sections provide data on revenue by specific sources and room types.

Recommendations Section: On the right side of the page, you will find a dedicated area for all the recommendations from Stayflexi. This section provides updates and suggestions, helping you optimize your usage of the platform.

Additionally, this section houses a YouTube icon that allows you to easily stay updated with what’s new in Stayflexi. With just a click, it redirects you to our YouTube channel, where you can find product videos and updates. 

How to see competitor rates in Stayflexi?

  1. Log in: sign in to your Stayflexi account with your credentials.
  2. Access the Performance Section: From the main dashboard, click on the performance section.
  3. Locate Competitors Intelligence: In the performance section, find and click on Competitors Intelligence.
  4. Select your Competitors: Choose the competitors you wish to monitor. You can add new competitors if needed from rate shopper configuration.
  5. Review Current Rates: View the displayed pricing comparison, which shows your base rates next to those of the selected competitors.
  6. Analyzed the Data: Evaluate the pricing trends and differences to help guide your pricing decisions.
  7. Adjust your Pricing: Use the insights to make necessary adjustments to your pricing decisions.

Understanding the reservations section in dashboard.

The Reservation Section in Stayflexi offers an all-in-one glance at the status of your property for the day. It is designed to provide key information about your reservations in a single, consolidated view, helping you quickly understand and manage your property’s bookings.

The image below illustrates the Layout of the Reservations page, giving you a clear understanding of how it looks and functions:

Welcome Message: At the top, you will see a personalized welcome message such as “Good afternoon”, which indicates that the data is updated in real-time.

Navigation Menu: Right next to the greeting, two tabs let you switch between sections like Reservations and Performance.

Next to the date, you will find a Calendar icon. Clicking on this icon allows you to toggle between past, present, and future bookings, making it easy to view reservations across different periods. With just one click, you can access the information about your property’s booking history, current occupancy, or upcoming reservations.

Reservation Overview: This section presents several tiles, each representing a key metric for the day. These tiles allow property managers to gauge the day’s activities quickly. The tiles include:

  1. New bookings—These are all the reservations that happened today, in other words, these are room sales that occurred today. Reservations can be of current date or future date.
  2. In-house – All the reservations are in check-in status, and the guests are staying currently on the property.
  3. Arrivals – The guests who are scheduled to check in or arrived today.
  4. Departures – The guest who are scheduled to check out today.
  5. Cancellations – The reservations that the guests have canceled.
  6. On hold—Reservations that have not yet been finalized and may require further steps before they are confirmed or canceled.
  7. No-show – Indicates reservations where the guest did not arrive on the check-in date and staff had marked them manually No- show.
  8. Magic link – It is a unique feature that sends a URL to the guest via email, whatsapp or SMS allowing them to perform specific actions such as self-check-in,request for early check-in and late check-out as well as access add-ons.

Search Bar: Located directly below the Tiles, the search bar allows you to quickly find specific bookings to organize better and manage reservations. Simply type in a guest name, phone number or stayflexi booking number starting with SFBOOKING_XXXXX_54321 or last 5 digit unique number i.e 54321, to instantly locate the reservation you’re looking for. This search bar makes it effortless to manage a large volume of bookings and find specific booking details at a moment’s notice.

Detailed Booking Information: Below the tiles and search bar, individual bookings details are listed, including:

  1. Guest Name
  2. Booking Source [e.g., OTA channel icon or walk-in symbol]
  3. Room id along with the Room type
  4. Check-in and Check-out dates
  5. Payment status: Total and balance due.

Next to the Search bar, there’s a Download Report button. By clicking on this option, you can download a detailed report of the day’s reservations. This feature allows you to export the data for further analysis or record-keeping.

Sort and Search Feature: Stayflexi allows you to sort the displayed bookings by different criteria, such as guest name, check-in, check-out, etc. Sorting makes it easier to organize your view based on your needs.

On the right side of the screen, you will find the “Availability Today“. This box provides a quick view of room availability for the current day, including details on room types and base prices. It allows you to quickly respond to guest enquiries regarding room availability and base price.

Usage Tip: Regularly check this box throughout the day to stay updated on room availability.

Recommendations Section: On the right side of the page, you will find a dedicated area for all the recommendations from Stayflexi. This section provides updates and suggestions, helping you optimize your usage of the platform.

Additionally, this section houses a YouTube icon that allows you to easily stay updated with what’s new in Stayflexi. With just a click, it redirects you to our YouTube channel, where you can find product videos and updates. 

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How to check new reservations?

To check new reservations in Stayflexi, follow the steps below:

  1. Login: Start by logging into your Stayflexi dashboard using your credentials.
  2. Front Page : You will land on the front page of the dashboard
  3. New Bookings : From the displayed tiles, click on New Bookings.
  4. Booking Folio: Under this section, you can find the folio for each new reservation.

Viewing arrivals and departures

  1. Login : Log into your Stayflexi dashboard with your credentials.
  2. Front Page: On the dashboard’s front page, you will see a list of tiles displaying various metrics like New bookings, In-house, Arrivals, Departures, etc.
  3. Arrivals/Departures: click on the Arrivals or Departures tab to view the list of upcoming guest check-ins or expected check-outs.
  4. Booking Details: For each entry, you can click to view more details about the guest and their reservation.

What is pending departure and pending arrival?

Pending Arrival: This refers to reservations where the guest is expected to arrive but has not yet checked in. These are upcoming bookings that are awaiting the guest’s arrival.

Pending Departures: This refers to reservations where the guest is due to check out but has not yet completed the check-out process. These are active stays that are approaching their scheduled departure date.

Both sections help property managers track the status of reservations and manage arrivals and departures efficiently.

Below are the step-by-step guidelines on how to check pending departures in Stayflexi:

  1. Login : Log into your Stayflexi dashboard with your credentials.
  2. Front Page: On the dashboard’s front page, you will see a list of tiles displaying various metrics like New bookings, In-house, Arrivals, Departures, etc.
  3. Click on the Departure: On the Stayflexi dashboard, locate and click on the “Departures” tile.
  4. View the List of Guests: Below the tile, you will see a list of guests who are scheduled to depart. These are the pending departures.

Below are the step-by-step guidelines on how to check pending Arrivals in Stayflexi:

  1. Login : Log into your Stayflexi dashboard with your credentials.
  2. Front Page: On the dashboard’s front page, you will see a list of tiles displaying various metrics like New bookings, In-house, Arrivals, Departures, etc.
  3. Click on the Arrivals: On the Stayflexi dashboard, locate and click on the “Arrivals” tile.
  4. View the List of Guests: Below the tile, you will see a list of guests who are scheduled to arrive. These are the pending arrivals.

How to print in-house and arrivals guest list?

You can print in-house and arrivals reports from the dashboard. Below is the step-by-step guide

  1. Click the dashboard icon on top right
  2. You will see the Arrivals and Departures sections as highlighted in the screenshot.
  3. You can see the ‘Download’ option below this section on the right side.
  4. To print arrivals – You just need to click the ‘Arrivals‘ tab and click ‘Download.‘
  5. To print departures – Click the ‘Departures‘ tab and click ‘Download.‘
  6. All the downloads are in PDF format.

I want to raise a concern or contact my relationship manager via chat, phone, or email. Where can I find the helpline contact information?

Below are the step-by-step guidelines to find the helpline contact information to reach your relationship manager:

  1. Log in: Log in with your credentials, you’ll be taken to the first page, which is the dashboard.
  2. Locate the “Need help?” option: On the dashboard, top right, find the Need help? option located on the right side of the screen. This icon represents the support option.
  3. Click on the Support option: Click on the Need help? [support] icon.
  4. Support Page Opens: A page will open to the right-hand side.
  5. Click on Contact Support Team: On this page, you will see an option that says Contact Support Team, accompanied by a small arrow.
  6. View Relationship Manager Details: Click on this option to view the contact details of your relationship manager, including their email and phone number.
  7. Contact Your Support: Once the details appear, you can reach out to your relationship manager by phone, email, or chat, depending on the provided options.

How can I view the number of available rooms in each category and the base price from the dashboard?

To view how many rooms are available in each category and what the base price is from the dashboard, follow the below-mentioned steps:

  1. Log in to Stayflexi: Use the provided credentials to log into the Stayflexi dashboard.
  2. View Availability: Once on the opened page, look to the right side of the screen.
  3. Check Availability Today: In this column, you will see the availability for today. Here, you can view:
    • Room Category Inventory: The number of rooms available in each category.
    • Base Price: The base price for each room category for the current day.

How it can be useful?

For Example: If a guest calls wanting to book a room for the night, you can log in, glance at the column, and see that you have Two Queen Bed rooms available at $76 each and two double bed accessible, King bed accessible, King bed at $76 each. This enables you to respond promptly with accurate information and efficiently secure the booking.

Stayflexi PMS password- How to reset your password

To reset your password in Stayflexi, follow the below steps:

  1. Open the Stayflexi Welcome Page:
    • Go to the Stayflexi login page.
  2. Enter your Email ID:
    • In the email field, enter the email ID you use for your Stayflexi login.
  3. Click on Sign In:
    • This will take you to a page with the password field.
  4. Click on Forgot your Password:
    • You’ll see a confirmation message saying, “We will send you a link to create a new password”.
  5. Re-enter your Email Id:
    • Enter the same email id associated with your Stayflexi account.
  6. Click on “Submit”.
    • This will send a reset link to your email.
  7. Open the Email and Use the Reset Link:
    • Check your inbox for the reset email. [If you don’t see it, check your Spam or Junk folder.]
    • Click on the reset link provided in the email.
  8. Create a New Password:
    • Follow the link to a secure page where you can enter a new password. Choose a new password and confirm the change.
  • You should be now be able to log in with your new password.

  1. Click on “Submit”:

Understanding performance section in dashboard

The Performance section is the core of your property operations. It provides a comprehensive snapshot of your hotel’s overall performance in a single view.

The image below illustrates the layout and key metrics displayed on the performance page, giving you a clear understanding of how it looks and functions.

Welcome Message: At the top, you will see a personalized welcome message such as “Good afternoon”, which indicates that the data is updated in real-time.

Navigation Menu: Right next to the greeting, two tabs let you switch between sections like Reservations and Performance.

Print Option: Next to the Performance tab, there is a black icon that represents the print option. By clicking on this icon, you can download the entire performance report in PDF format.

Under the greeting, tabs, and print options, you will find the key metrics of your hotel. Below is a quick summary of the metrics you will come across.

  1. Occupancy Rates: This metric shows the percentage of available rooms that are occupied within a certain period, providing a clear measure of how well your property is being utilized. You’ll also see the percentage for yesterday’s occupancy, giving you a quick comparison to help assess daily growth and trends.
  2. Today’s Revenue: This metric shows the total income generated by the room bookings and other services for current day, offering a snapshot of your property’s financial performance in real-time. It also shows yesterday’s revenue percentage, helping you stay alert to any changes in your property’s financial performance.
  3. Today’s pickup: This metric represents the number of new bookings made today, helping you track the day’s demand and booking activity at a glance. It also shows yesterday’s pickup percentage for a quick comparison, allowing you to evaluate booking trends and performance.
  4. Pre-booking Window: This metric indicates how far in advance guests are booking their stays for your property, helping you identify trends in reservation timing and plan your marketing strategies accordingly. This data reflects the last 30 days.

On the right side of the screen, you will find the “Availability Today“. This box provides a quick view of room availability for the current day, including details on room types and base prices. It allows you to quickly respond to guest inquiries regarding room availability.

Usage Tip: Regularly check this box throughout the day to stay updated on room availability.

Below the key metrics, you can find the City Daily Demand Trends section, one of the best and unique features of Stayflexi. This feature provides insights into daily booking trends in your city or locality, helping you understand how demand varies from day to day. This feature makes it easy to identify busy and slow days.

Additionally, this feature offers the option to view nearby hotel data. With a simple click, you can see the prices of nearby hotels, allowing you to stay competitive in your pricing strategy.

By analyzing these trends, you can adjust pricing and marketing strategies, ultimately enhancing your property’s occupancy and revenue.

Just below the daily demand trends, the Monthly Demand Trends offer a broader view, highlighting key insights for each month.

Stayflexi’s City Monthly Demand Trends: Your Secret Weapon for Maximizing Bookings!

A tool with a snapshot of Monthly Demand Trends, so you maximize your revenue. Here’s how it works:

  1. Month Overview: You can get a clear, month-by-month breakdown of expected demand and pricing, all in one glance.
  2. Weather Insights: You will know what to expect with weather details, including monthly temperature ranges because knowing the weather helps you understand guest behavior!
  3. Demand Highlights: From peak seasons to off-seasons, Stayflexi gives you all the key insights. Easily identify peak seasons, busy, or moderate periods, allowing you to strategize your marketing and pricing efforts.
  4. Pricing Overview: This shows the average hotel prices for the month using dollar signs [$] to indicate cost.

Stayflexi provides a bird’s eye view of essential data related to Room pickups and Revenue generated from various sources. This feature allows you to quickly understand which channels are performing best and where your revenue is coming from.

Below is an explanation of the Pickup and Revenue by Source feature:

  1. Room Pickup by Source: It shows the number of room pickups from various sources over the last 7 days.
  2. Revenue Pickup by Source: It shows the revenue generated from each source over the 7 days.
  3. Revenue Generated by Source and Room Type: These sections provide data on revenue by specific sources and room types.

Recommendations Section: On the right side of the page, you will find a dedicated area for all the recommendations from Stayflexi. This section provides updates and suggestions, helping you optimize your usage of the platform.

Additionally, this section houses a YouTube icon that allows you to easily stay updated with what’s new in Stayflexi. With just a click, it redirects you to our YouTube channel, where you can find product videos and updates. 

Stayflexi Documentation

All-In-One platform with more in-built products and more automation. Giving hotels and guests what they want, stayflexi automates your hotel or vacation rentals and upsells unsold rooms and amenities.

Articles

Dashboard

Welcome to Stayflexi’s Dashboard, the ultimate tool for modern hotel management! In this video, we showcase how our comprehensive dashboard simplifies and automates hotel operations, boosting efficiency and revenue. From property management to guest services, explore how Stayflexi’s all-in-one platform can transform your hospitality business. Whether you’re managing a boutique hotel or a large chain, discover the power of automation with Stayflexi. Don’t forget to like, subscribe, and click the bell icon for more updates on innovative hospitality solutions!

Understanding performance section in dashboard

The Performance section is the core of your property operations. It provides a comprehensive snapshot of your hotel’s overall performance in a single view.

The image below illustrates the layout and key metrics displayed on the performance page, giving you a clear understanding of how it looks and functions.

Welcome Message: At the top, you will see a personalized welcome message such as “Good afternoon”, which indicates that the data is updated in real-time.

Navigation Menu: Right next to the greeting, two tabs let you switch between sections like Reservations and Performance.

Print Option: Next to the Performance tab, there is a black icon that represents the print option. By clicking on this icon, you can download the entire performance report in PDF format.

Under the greeting, tabs, and print options, you will find the key metrics of your hotel. Below is a quick summary of the metrics you will come across.

  1. Occupancy Rates: This metric shows the percentage of available rooms that are occupied within a certain period, providing a clear measure of how well your property is being utilized. You’ll also see the percentage for yesterday’s occupancy, giving you a quick comparison to help assess daily growth and trends.
  2. Today’s Revenue: This metric shows the total income generated by the room bookings and other services for current day, offering a snapshot of your property’s financial performance in real-time. It also shows yesterday’s revenue percentage, helping you stay alert to any changes in your property’s financial performance.
  3. Today’s pickup: This metric represents the number of new bookings made today, helping you track the day’s demand and booking activity at a glance. It also shows yesterday’s pickup percentage for a quick comparison, allowing you to evaluate booking trends and performance.
  4. Pre-booking Window: This metric indicates how far in advance guests are booking their stays for your property, helping you identify trends in reservation timing and plan your marketing strategies accordingly. This data reflects the last 30 days.

On the right side of the screen, you will find the “Availability Today“. This box provides a quick view of room availability for the current day, including details on room types and base prices. It allows you to quickly respond to guest inquiries regarding room availability.

Usage Tip: Regularly check this box throughout the day to stay updated on room availability.

Below the key metrics, you can find the City Daily Demand Trends section, one of the best and unique features of Stayflexi. This feature provides insights into daily booking trends in your city or locality, helping you understand how demand varies from day to day. This feature makes it easy to identify busy and slow days.

Additionally, this feature offers the option to view nearby hotel data. With a simple click, you can see the prices of nearby hotels, allowing you to stay competitive in your pricing strategy.

By analyzing these trends, you can adjust pricing and marketing strategies, ultimately enhancing your property’s occupancy and revenue.

Just below the daily demand trends, the Monthly Demand Trends offer a broader view, highlighting key insights for each month.

Stayflexi’s City Monthly Demand Trends: Your Secret Weapon for Maximizing Bookings!

A tool with a snapshot of Monthly Demand Trends, so you maximize your revenue. Here’s how it works:

  1. Month Overview: You can get a clear, month-by-month breakdown of expected demand and pricing, all in one glance.
  2. Weather Insights: You will know what to expect with weather details, including monthly temperature ranges because knowing the weather helps you understand guest behavior!
  3. Demand Highlights: From peak seasons to off-seasons, Stayflexi gives you all the key insights. Easily identify peak seasons, busy, or moderate periods, allowing you to strategize your marketing and pricing efforts.
  4. Pricing Overview: This shows the average hotel prices for the month using dollar signs [$] to indicate cost.

Stayflexi provides a bird’s eye view of essential data related to Room pickups and Revenue generated from various sources. This feature allows you to quickly understand which channels are performing best and where your revenue is coming from.

Below is an explanation of the Pickup and Revenue by Source feature:

  1. Room Pickup by Source: It shows the number of room pickups from various sources over the last 7 days.
  2. Revenue Pickup by Source: It shows the revenue generated from each source over the 7 days.
  3. Revenue Generated by Source and Room Type: These sections provide data on revenue by specific sources and room types.

Recommendations Section: On the right side of the page, you will find a dedicated area for all the recommendations from Stayflexi. This section provides updates and suggestions, helping you optimize your usage of the platform.

Additionally, this section houses a YouTube icon that allows you to easily stay updated with what’s new in Stayflexi. With just a click, it redirects you to our YouTube channel, where you can find product videos and updates. 

How to see competitor rates in Stayflexi?

  1. Log in: sign in to your Stayflexi account with your credentials.
  2. Access the Performance Section: From the main dashboard, click on the performance section.
  3. Locate Competitors Intelligence: In the performance section, find and click on Competitors Intelligence.
  4. Select your Competitors: Choose the competitors you wish to monitor. You can add new competitors if needed from rate shopper configuration.
  5. Review Current Rates: View the displayed pricing comparison, which shows your base rates next to those of the selected competitors.
  6. Analyzed the Data: Evaluate the pricing trends and differences to help guide your pricing decisions.
  7. Adjust your Pricing: Use the insights to make necessary adjustments to your pricing decisions.

Understanding the reservations section in dashboard.

The Reservation Section in Stayflexi offers an all-in-one glance at the status of your property for the day. It is designed to provide key information about your reservations in a single, consolidated view, helping you quickly understand and manage your property’s bookings.

The image below illustrates the Layout of the Reservations page, giving you a clear understanding of how it looks and functions:

Welcome Message: At the top, you will see a personalized welcome message such as “Good afternoon”, which indicates that the data is updated in real-time.

Navigation Menu: Right next to the greeting, two tabs let you switch between sections like Reservations and Performance.

Next to the date, you will find a Calendar icon. Clicking on this icon allows you to toggle between past, present, and future bookings, making it easy to view reservations across different periods. With just one click, you can access the information about your property’s booking history, current occupancy, or upcoming reservations.

Reservation Overview: This section presents several tiles, each representing a key metric for the day. These tiles allow property managers to gauge the day’s activities quickly. The tiles include:

  1. New bookings—These are all the reservations that happened today, in other words, these are room sales that occurred today. Reservations can be of current date or future date.
  2. In-house – All the reservations are in check-in status, and the guests are staying currently on the property.
  3. Arrivals – The guests who are scheduled to check in or arrived today.
  4. Departures – The guest who are scheduled to check out today.
  5. Cancellations – The reservations that the guests have canceled.
  6. On hold—Reservations that have not yet been finalized and may require further steps before they are confirmed or canceled.
  7. No-show – Indicates reservations where the guest did not arrive on the check-in date and staff had marked them manually No- show.
  8. Magic link – It is a unique feature that sends a URL to the guest via email, whatsapp or SMS allowing them to perform specific actions such as self-check-in,request for early check-in and late check-out as well as access add-ons.

Search Bar: Located directly below the Tiles, the search bar allows you to quickly find specific bookings to organize better and manage reservations. Simply type in a guest name, phone number or stayflexi booking number starting with SFBOOKING_XXXXX_54321 or last 5 digit unique number i.e 54321, to instantly locate the reservation you’re looking for. This search bar makes it effortless to manage a large volume of bookings and find specific booking details at a moment’s notice.

Detailed Booking Information: Below the tiles and search bar, individual bookings details are listed, including:

  1. Guest Name
  2. Booking Source [e.g., OTA channel icon or walk-in symbol]
  3. Room id along with the Room type
  4. Check-in and Check-out dates
  5. Payment status: Total and balance due.

Next to the Search bar, there’s a Download Report button. By clicking on this option, you can download a detailed report of the day’s reservations. This feature allows you to export the data for further analysis or record-keeping.

Sort and Search Feature: Stayflexi allows you to sort the displayed bookings by different criteria, such as guest name, check-in, check-out, etc. Sorting makes it easier to organize your view based on your needs.

On the right side of the screen, you will find the “Availability Today“. This box provides a quick view of room availability for the current day, including details on room types and base prices. It allows you to quickly respond to guest enquiries regarding room availability and base price.

Usage Tip: Regularly check this box throughout the day to stay updated on room availability.

Recommendations Section: On the right side of the page, you will find a dedicated area for all the recommendations from Stayflexi. This section provides updates and suggestions, helping you optimize your usage of the platform.

Additionally, this section houses a YouTube icon that allows you to easily stay updated with what’s new in Stayflexi. With just a click, it redirects you to our YouTube channel, where you can find product videos and updates. 

/

How to check new reservations?

To check new reservations in Stayflexi, follow the steps below:

  1. Login: Start by logging into your Stayflexi dashboard using your credentials.
  2. Front Page : You will land on the front page of the dashboard
  3. New Bookings : From the displayed tiles, click on New Bookings.
  4. Booking Folio: Under this section, you can find the folio for each new reservation.

Viewing arrivals and departures

  1. Login : Log into your Stayflexi dashboard with your credentials.
  2. Front Page: On the dashboard’s front page, you will see a list of tiles displaying various metrics like New bookings, In-house, Arrivals, Departures, etc.
  3. Arrivals/Departures: click on the Arrivals or Departures tab to view the list of upcoming guest check-ins or expected check-outs.
  4. Booking Details: For each entry, you can click to view more details about the guest and their reservation.

What is pending departure and pending arrival?

Pending Arrival: This refers to reservations where the guest is expected to arrive but has not yet checked in. These are upcoming bookings that are awaiting the guest’s arrival.

Pending Departures: This refers to reservations where the guest is due to check out but has not yet completed the check-out process. These are active stays that are approaching their scheduled departure date.

Both sections help property managers track the status of reservations and manage arrivals and departures efficiently.

Below are the step-by-step guidelines on how to check pending departures in Stayflexi:

  1. Login : Log into your Stayflexi dashboard with your credentials.
  2. Front Page: On the dashboard’s front page, you will see a list of tiles displaying various metrics like New bookings, In-house, Arrivals, Departures, etc.
  3. Click on the Departure: On the Stayflexi dashboard, locate and click on the “Departures” tile.
  4. View the List of Guests: Below the tile, you will see a list of guests who are scheduled to depart. These are the pending departures.

Below are the step-by-step guidelines on how to check pending Arrivals in Stayflexi:

  1. Login : Log into your Stayflexi dashboard with your credentials.
  2. Front Page: On the dashboard’s front page, you will see a list of tiles displaying various metrics like New bookings, In-house, Arrivals, Departures, etc.
  3. Click on the Arrivals: On the Stayflexi dashboard, locate and click on the “Arrivals” tile.
  4. View the List of Guests: Below the tile, you will see a list of guests who are scheduled to arrive. These are the pending arrivals.

How to print in-house and arrivals guest list?

You can print in-house and arrivals reports from the dashboard. Below is the step-by-step guide

  1. Click the dashboard icon on top right
  2. You will see the Arrivals and Departures sections as highlighted in the screenshot.
  3. You can see the ‘Download’ option below this section on the right side.
  4. To print arrivals – You just need to click the ‘Arrivals‘ tab and click ‘Download.‘
  5. To print departures – Click the ‘Departures‘ tab and click ‘Download.‘
  6. All the downloads are in PDF format.

I want to raise a concern or contact my relationship manager via chat, phone, or email. Where can I find the helpline contact information?

Below are the step-by-step guidelines to find the helpline contact information to reach your relationship manager:

  1. Log in: Log in with your credentials, you’ll be taken to the first page, which is the dashboard.
  2. Locate the “Need help?” option: On the dashboard, top right, find the Need help? option located on the right side of the screen. This icon represents the support option.
  3. Click on the Support option: Click on the Need help? [support] icon.
  4. Support Page Opens: A page will open to the right-hand side.
  5. Click on Contact Support Team: On this page, you will see an option that says Contact Support Team, accompanied by a small arrow.
  6. View Relationship Manager Details: Click on this option to view the contact details of your relationship manager, including their email and phone number.
  7. Contact Your Support: Once the details appear, you can reach out to your relationship manager by phone, email, or chat, depending on the provided options.

How can I view the number of available rooms in each category and the base price from the dashboard?

To view how many rooms are available in each category and what the base price is from the dashboard, follow the below-mentioned steps:

  1. Log in to Stayflexi: Use the provided credentials to log into the Stayflexi dashboard.
  2. View Availability: Once on the opened page, look to the right side of the screen.
  3. Check Availability Today: In this column, you will see the availability for today. Here, you can view:
    • Room Category Inventory: The number of rooms available in each category.
    • Base Price: The base price for each room category for the current day.

How it can be useful?

For Example: If a guest calls wanting to book a room for the night, you can log in, glance at the column, and see that you have Two Queen Bed rooms available at $76 each and two double bed accessible, King bed accessible, King bed at $76 each. This enables you to respond promptly with accurate information and efficiently secure the booking.

Stayflexi PMS password- How to reset your password

To reset your password in Stayflexi, follow the below steps:

  1. Open the Stayflexi Welcome Page:
    • Go to the Stayflexi login page.
  2. Enter your Email ID:
    • In the email field, enter the email ID you use for your Stayflexi login.
  3. Click on Sign In:
    • This will take you to a page with the password field.
  4. Click on Forgot your Password:
    • You’ll see a confirmation message saying, “We will send you a link to create a new password”.
  5. Re-enter your Email Id:
    • Enter the same email id associated with your Stayflexi account.
  6. Click on “Submit”.
    • This will send a reset link to your email.
  7. Open the Email and Use the Reset Link:
    • Check your inbox for the reset email. [If you don’t see it, check your Spam or Junk folder.]
    • Click on the reset link provided in the email.
  8. Create a New Password:
    • Follow the link to a secure page where you can enter a new password. Choose a new password and confirm the change.
  • You should be now be able to log in with your new password.

  1. Click on “Submit”:

Reservation Calendar

Everything about the reservation calendar.

Understanding Stayflexi reservation calendar layout

The Stayflexi Reservation Calendar is designed for ease of use, with all key features conveniently located in one place.

At the top, you’ll find the Date Range Selector. By clicking on the calendar icon, you can quickly view past, present, and future booking data, making it simple to navigate through different periods and manage your reservations efficiently.

On the right, there’s a View Mode option, allowing you to switch between day, week, or month views for your convenience. By default, the calendar is set to the weekly view for optimal visibility of upcoming reservations.

On the left, there’s Room Listings where you’ll see a list of all your rooms, whether you have 5 or 50. Everything is displayed in one place for easy management.

At the top of your room list, you’ll find a toggle. Enabling it will show the Room Type next to each room number.

If a room is marked with a red dot in the room number column, it indicates that the room is dirty.

On the left side of the page, you’ll find the Filter option, which gives you multiple choices. For example, if you want to see available rooms under the Deluxe Room Category, you can easily filter and get the desired information with a just a few clicks.

Create Button [Right side of the page]:

  1. On the right-hand of the calendar, you will find a create button. Clicking on it provides four options:
    • Walk-in: For creating immediate bookings.
    • Enquiry: For creating guest inquiries that have not yet been confirmed.
    • Block Room: For blocking rooms due to maintenance or other needs.
    • Group Booking: For handling multiple room reservations under a single booking id or group.

Reservation Blocks:

  1. Each reservation is represented as a block [or grid] within the calendar.
  2. The blocks are color-coded based on the status of the reservation, providing a quick visual reference:
    • Light Yellow: Indicates a Confirmed Reservation.
    • Green: Represents a reservation that has been Checked In.
    • Purple: Indicates a Checked-out reservation.
    • Grey: Represents an Enquiry, signifying that the reservation is not yet confirmed.

If you click on any reservation, a pop-up will appear on the right side of the screen displaying the booking and customer information.

Below that, you will see multiple actions depending on the reservation you selected, offering quick access to options like View Folio, Settle Dues, Hold booking, Modify, Check-in/out, and more.

Understanding the filters in reservation calendar

The Stayflexi reservation calendar offers filtering options to help users quickly access the specific room and booking information they need.

Imagine your front desk team receives a call from a guest interested in booking a superior king room for the upcoming weekend. To quickly check the availability of this specific room type [OR] Let’s say it’s a busy day at your property, and the housekeeping team needs to clean rooms that have just been vacated. You want to quickly find which rooms are Dirty and need attention. Don’t worry, Stayflexi is going to make your job much easier with this filter option. Enjoy each step mentioned below!

Below are the step-by-step guidelines for using the filter options:

  1. Login to Stayflexi: Start by logging into your Stayflexi dashboard using your credentials.
  2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar.
  3. Locate the Filter Option: On the top-left corner [as shown in the image], click the Filter dropdown to reveal a list of available filters.
  4. Available Filters: The following options can be selected from the filter dropdown menu.
    • Available Rooms: Displays all rooms that are vacant and ready for booking.
    • Blocked Rooms: Shows the rooms that are temporarily blocked.
    • Dirty Rooms: Displays rooms that are marked for cleaning.
    • Clean Rooms: Rooms that are cleaned and ready for new guests.
    • Occupied Rooms: Shows all rooms currently occupied by guests.
    • Room Types: You can filter rooms based on their room type such as: Superior King, Super Deluxe, standard etc.
    • All: Shows all rooms regardless of status or type.
    • Unselect: Clears all active filters to display all rooms again.

How to view reservations by room type?

  1. Login to Stayflexi: Log into your Stayflexi dashboard with your credentials.
  2. Go to the Reservation Calendar: From the main dashboard, click on Reservation Calendar. Here you can see available rooms and dates.
  3. Locate the Filter Dropdown: At the top-left corner of the calendar, you will see a Filter dropdown. Click on this to open the filter options.
  4. Select a Room Type: From the list of filter options, scroll down to find room types like Superior King, Superior Twin, or any specific room categories that your property has. Click on the room type you wish to filter by.
  5. View Filtered Results: The reservation calendar will automatically refresh to display only the reservations for the selected room type. You will now be able to see all reservations for the chosen room type.

How to create a walk-in reservation?

Stayflexi provides two convenient ways to create Walk-in Reservation:

  1. Drag-and-Drop [super friendly]
  2. Walk-in Reservation

Below is the Drag-and-Drop method for checking in a reservation.

  1. Login to your Stayflexi dashboard.
  2. On the left panel, click on the Reservation Calendar [the second icon] to view all your reservations.
  3. Select the desired date from the calendar.
    • Drag the booking from the Check-in date to the desired check-out date.
  4. A pop-up window will appear covering the entire screen, where you can complete the guest’s details.

Guest Information Section:

  1. Enter the guest’s Name, Email, and Phone Number.
  2. You can also add any special requests from the guest.
  3. ID Proof: Upload the guest’s ID Proof with Front and Back photos options
  4. Address details: Enter the guest’s address, and select the number of adults and children for the reservation.

Price and Room Details:

  1. On the right side, the system will automatically update the Room Prices, including Taxes, once the room type is selected.
  2. After reviewing all the details, click the Create Reservation button at the bottom right of the window.
  3. Your Walk-in reservation is now confirmed, and you’ll receive a confirmation message on the screen.

In addition to the drag-and-drop method, Stayflexi also offers the option to create Walk-in reservations for guests who book a room on the spot. Follow the steps below:

Method: 2 – To Create Walk-in Reservation:

  1. Login to your Stayflexi dashboard.
  2. On the left panel, click on the Reservation Calendar [the second icon] to view all your reservations.
  3. On the top-right corner of the calendar, you will see a Create button. Click on it, and a list of 4 options will appear.
  4. From the list, Select Walk-in.
  5. A pop-up window will appear, covering the entire screen. Here, you’ll be prompted to enter all the necessary guest details.

Guest Information Section [Same as Drag and Drop Method]:

  1. Enter the guest’s Name, Email, and Phone Number.
  2. You can also add any special requests from the guest.
  3. ID Proof: Upload the guest’s ID P roof with Front and Back photos options
  4. Address details: Enter the guest’s address, and select the number of adults and children for the reservation.

Price and Room Details:

The system will automatically update room prices, including taxes, based on the selected room type.

  1. After entering all the details, click on Create Reservation at the bottom of the window.
  2. A confirmation message will appear, indicating that your Walk-in reservation has been completed.

How to create a group reservation?

Follow these steps to create a group reservation in Stayflexi:

  1. Login to your Stayflexi dashboard.
  2. On the left panel, click on the Reservation Calendar [the second icon] to view all your reservations.
  3. On the top-right corner, click on the Create button. A list of 4 options will appear. Select Group Booking.

4. A pop-up window will appear. In this window:

  • Select the Check-in and Check-out dates and times for the group booking.
  • Specify the number of rooms needed and the occupancy details [number of adults and children for each room].

5. Once the room and occupancy details are filled, click the Add [+] button located at the bottom-right of the page.

  • After clicking the Add button, the Next button at the top of the window will be enabled. Click on it to proceed.

6. Another pop-up will appear for entering guest details, room-wise. The system will automatically pre-fill the check-in, check-out, occupancy, and price summary.

7. Scroll down to find the section for Accompanying Guest Details:

  • You can either fill in the guest information for each room or select the option to copy the details from the Group Owner. This will auto-fill the respective columns with the same information.

8. There is also an Additional Details section where you can add any special requests from the guest, and confirmation will go to the guest via email.

  • Example: The guest has requested to decorate the room for a birthday celebration or other special requirements.

9. At the bottom of the page, you will find a section for applying Coupon Codes, Offers, and Discounts. Apply or remove them as needed.

10. Once all details are reviewed and completed, click the Create Reservation button at the top-right corner.

11. You will receive a confirmation message indicating that the group booking has been successfully created.

Note: Once a group booking is created, you can easily identify it on the reservation calendar by the presence of three icons next to the guest’s name.

How to block or unblock rooms from reservation calendar?

Below are the step-by-step guidelines to block a room from the reservation calendar:

  1. Login to Stayflexi: Start by logging into your Stayflexi dashboard using your credentials.
  2. Navigate to the Reservation Calendar Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to view all your reservations.
  3. Click the Create Column: On the top right corner of the calendar, you will see the Create button. Click on it to view a dropdown menu.
  4. Select “Block Room”: In the dropdown, you will see four options: Walk-in, Enquiry, Block Room, and Group Booking. Click on Block Room.
  5. Fill in the Blocking Details: A pop-up window will appear on the right side of the screen. Enter the required details such as Room type, Room ID, and Date Range. There is also an optional field to provide the Reason for Blocking the room.
  6. Confirm Blocking: After entering the details, click the Block Room button at the bottom of the pop-up.
  7. Confirmation Message: You will see a confirmation message indicating that the room has been successfully blocked. To view the block reason, click on the blocked room, and it will display the reason you entered at the time of blocking the room.

Below are the step-by-step guidelines to Unblock a room from the reservation calendar:

  1. Locate the Blocked Room: In the reservation calendar, the blocked room will be displayed in grey.
  2. Click on the Blocked Rooms: Select the blocked room from the calendar. A pop-up window will appear on the right side of the screen.
  3. Select the Date Range: In the pop-up window, you can adjust the Date Range for the room block if needed.
  4. Unblock the Room: You will see an option to Unblock the room. Click on the Unblock button.
  5. Confirmation Message: After unblocking, you will receive a confirmation message that the room has been successfully unblocked.

How to Modify Check in and Check date of a reservations ?

Below is the step-by-step explanation of the modification of check in and check out date for a reservation in Stayflexi:

  1. Login to Stayflexi: Start by logging into your Stayflexi dashboard using your credentials.
  2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to view all your reservations.
  3. Select the Desired Reservation: Click on the desired reservation, that you wish to modify.
  4. Reservation Information Pop-up: A pop-up will appear on the right side of the screen, providing the key details about the selected reservation. Below the information, you’ll see several actionable options.
  5. Modification Option: You will see options to modify the check-in and check-out dates, allowing you to adjust the reservation as per your needs.

What are unassigned reservations? how to assign room?

Unassigned reservations are bookings that haven’t been allocated to a specific room yet. They appear in the Unassigned Reservations column in the Stayflexi reservation calendar, waiting to be assigned to a room. They could be from guest enquiries, online bookings, or other sources that need manual room assignments.

Follow the steps mentioned below to assign unassigned reservations from the Stayflexi reservation calendar:

  1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
  2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
  3. Find the Unassigned Tab: In the top middle of the calendar, next to the Date Range Selector, you’ll see the Unassigned tab. This tab automatically displays all reservations that have not been assigned to rooms.
  4. Click to View Details: When you click on the Unassigned tab, a pop-up will appear on the right side of the screen.
  5. The Pop-up is divided into three sections:
    • Unassigned Reservations: Shows reservations waiting to be assigned.
    • On Hold Bookings: Displays reservations that are temporarily on hold. These are not confirmed bookings system will not hold inventory.
    • Enquiries: Lists enquiries made by guests that need further action before becoming confirmed reservations.
  6. Select a Reason: Click on any reservation under these categories to view details.
  7. View Guest Information: Detailed information about the guest will be displayed after selecting a reservation.
  8. Click the Assign Button: You’ll see an Assign button next to the guest details. Click the Assign button to allocate the reservation to a suitable room.
  9. Confirmation Message: Once the reservation is assigned, a confirmation message will appear, confirming that the booking has been successfully assigned a room.

Can I create a booking enquiry with an automatic expiration if payment is not received, and auto-confirm it upon payment?

Yes, In Stayflexi, you can create a booking enquiry that is based on minutes, hours, or days, and it will automatically expire if the guest doesn’t make the payment within the specified time. Here’s how it works in more detail:

  1. Create Time-Sensitive Booking enquiries:
    • When you create a booking enquiry, you have the flexibility to set an expiration window that fits your needs. This could be in minutes [for short-term bookings like hourly stays], hours, or even days [for longer enquiries].
    • The booking enquiry will hold the room or service for the guest during that period. However, it will not be confirmed until payment is received.
    • The system automatically tracks the time and, if the payment is not made within the set period, the inquiry will expire and the room will be released back into availability. This prevents rooms from being blocked indefinitely without any payment.
  2. Automatic Expiry Without Payment:
    • If the guest does not complete the payment within the specified time, the enquiry expires automatically, and the booking request is canceled.
    • This ensures that rooms don’t remain held for too long, improving your occupancy management. You no longer need to manually track unpaid inquiries or release rooms, as the system handles this automatically.
  3. Automatic Confirmation With Payment:
    • If the guest completes the payment within the expiration window, the system will automatically confirm the booking.
    • This means there’s no need for manual confirmation or additional follow-up. The enquiry is seamlessly converted into a confirmed reservation, streamlining your operations and saving time for both property staff and guests.

Can I capture and upload a guest’s photo directly from the device camera in the Stayflexi PMS?

YES, Stayflexi allows you to capture and upload a guest’s photo directly from your device’s camera through the software. This feature is especially useful during check-in or when updating guest profiles.

  • How It Works:
    • When check-in a guest, you can use the device’s camera [such as a tablet or computer with a webcam] to take their photo instantly.
    • The photo is then uploaded directly into the guest’s profile or booking record, eliminating the need for manual uploads or external devices.
  • Benefits:
    • seamless Process: No need to upload images from external devices, making the process faster and more efficient.
    • Better Guest Identification: Storing the guest’s photo ensures accurate identification, helping to avoid any mix-ups.
    • Improved Security: It adds an extra layer of security to your operations by visually verifying the guest’s identity during check-in.
    • Enhanced Record-Keeping: Photos are stored within the system along with the guest’s information, making them easily accessible for future reference or for the record purpose.

What is the difference between "Move" and "Swap" rooms in the reservation calendar?

In Stayflexi’s reservation calendar, both move and swap room actions allow flexibility in managing guest reservations, but they serve different purposes and operate in distinct ways. Below is the detailed breakdown:

  • MOVE ROOM:
    • What It Means: Moving a room involves relocating a reservation from one room to another. This action is typically done when a guest needs to be reassigned to a different room and involves only one reservation at a time.
    • When to Use It:
      • When there’s a maintenance issue in the current room, the guest must be placed in a different room.
      • When a guest requests an upgrade or downgrade to another room.
      • When you want to free up a particular room for operational reasons [e.g., preparing for a VIP guest or a specific room type request]
    • How It Works:
      • The reservation’s details stay the same [like the dates and guest information], but the room assignment changes.
      • The original room becomes available for new bookings or other uses.
    • Example:
      • A guest is booked in Room 105, but due to an upgrade request, you move the reservation to Room 201. The booking is now linked to Room 201, and Room 105 becomes available for another guest.
    • Benefits:
      • Efficient Room Management.
      • Quick Problem-Solving.
      • No need to Recreate Bookings.
  • SWAP ROOM:
    • What It Means: Swapping rooms refers to exchanging room assignments between two different reservations. Instead of just moving one reservation, this involves two reservations that trade places in terms of room assignment.
    • When to Use It:
      • When two guests need to exchange rooms for reasons such as preference for specific room types or locations.
      • To balance room allocations [e.g., if a guest booked a more expensive room but the current room is not available, and another guest’s room can be swapped].
    • How It Works:
      • In the reservation calendar, you select the two reservations you want to swap.
      • Both reservations retain all other details [like guest information, check-in and check-out dates], but their room assignments switch.
    • Example: Guest A is staying in room 202, and guest B is staying in Room 203. If you swap the rooms, Guest A will now stay in Room 203, and Guest B will move to Room 202.
    • Benefits:
      • Efficient Room Adjustments.
      • Guest Satisfaction.
      • Save Time and Effort.

Key Differences:

  1. Move Room: Only affects one reservation and relocates it to a new room. It’s a one-way shift.
  2. Swap Rooms: Affects two reservations and switches their room assignments, essentially making a direct trade between two rooms.

How to upgrade or downgrade a reservation?

Upgrade a Reservation in Stayflexi:

If a guest wants to upgrade their room, they are moving from their current room to a better one, which typically includes more amenities and a higher price.

  • Example: Upon arrival, a guest originally booked a standard room but decides they want more luxury and requests to move to a deluxe suite with a better view and added amenities. The hotel can easily process this request in Stayflexi by upgrading the reservation and adjusting the rate accordingly.

Downgrade a Reservation in Stayflexi:

If a guest wants to downgrade their room, they wish to move from their current room to one of a lower category, usually at a lower price.

  • Example: A guest initially booked a deluxe room but decides that the standard room will suffice for their stay, perhaps due to a change in budget or preference. The hotel can easily accommodate this request by downgrading the reservation, and Stayflexi will adjust the room rate to reflect the new booking.

How to Upgrade or Downgrade Reservation in Stayflexi:

  1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
  2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
  3. Select the Reservation that you want to Upgrade or Downgrade.
  4. A pop-up window will appear on the right side of the screen showing the Booking and Customer Information.
  5. Scroll down to see multiple actions you can perform, and find the Move Room option. Click on it.
  6. Another pop-up will appear, displaying the room details:
    • On the left side, you will see the existing room type, room ID, and current price.
    • On the right side, you will find the new room options for Upgrading or Downgrading.
  7. If you select opt for higher room category [Upgrade], the price will automatically adjust, and the system will show the price difference with a” + ” sign, indicating the additional amount the guest will need to pay.
  8. If the guest opts for a lower room category [Downgrade], the system will show the price difference with a ” – ” sign, indicating the refund or reduced cost.
  9. Once you fill in the required details according to the guest’s preference, click on the Move Reservation button located at the bottom-right corner of the screen.
  10. You have successfully Upgraded or Downgraded the reservation, you will now receive a confirmation message.

When upgrading a reservation from a lower room category to a higher one, should I input the entire charge or only the additional amount?

When upgrading a reservation in Stayflexi, the system is designed to make the process easy and accurate. Once you select a new room type for an upgrade, the system automatically calculates the difference in price between the original room and the upgraded room.

Here’s how it works:

  1. Original Booking: The guest has already booked a room at a specific rate, for example, a Standard Room at $100 per night for 3 nights, totaling $300.
  2. Selecting the Upgrade: When you choose a new room type, such as upgrading to a Deluxe Room at $150 per night, you don’t need to manually calculate the additional cost.
  3. Automatic Price Update: The system instantly calculates the difference between the original rate and the new rate. In this case, it will calculate the $50 difference per night ($150 – $100). For a 3-night stay, the system will automatically add $150 (3 nights x $50) to the original total, generating a new total of $450.
  4. Final Charge: The system updates the reservation total, ensuring that the guest is charged only the additional amount for the upgraded room. This process avoids manual errors and makes sure the correct price is applied.

This automated feature ensures that the property can quickly and accurately process upgrades, while the guest is charged with the correct amount for their stay based on the new room selection.

How can I upload guest ID proof in the PMS while creating or editing a reservation?

Below are the guidelines on how to upload guest ID proof in the PMS while creating or editing a reservation.

  1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
  2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
  3. Select and click on the Reservation that you want to upload guest ID proof in the PMS.
  4. A pop-up window will appear on the right side of the screen showing the Booking and Customer Information.
  5. Move to Customer Information: This is the page where you can see the guest information, where their details will be displayed.
  6. Upload Image Section: At the bottom of the customer information screen, you’ll find an option labeled Upload Image.
  7. Select Camera or Device Upload: Click on this option, and you’ll see two choices- Camera Upload or Device Upload.
    • Camera Upload lets you capture an image directly from your camera.
    • Device Upload allows you to upload images from your device.
  8. Select Device Upload: Choose Device Upload if you have the images saved on your computer or device.
  9. ID Image Upload: You will see two fields: ID Front and ID Back.
    • Upload the front side of the guest’s ID in the ID front section.
    • Upload the back side of the ID in the ID Back section.
    • Use the file selection options to choose images from your device’s gallery or desktop.
  10. Save the Customer Information: After uploading both images, click the Save Customer button to complete the process. This will store the images and update the customer’s information in Stayflexi.

Can I import booking data from another PMS, and what steps are required for that?

YES, you can import booking data from another PMS into Stayflexi. Here’s how you can do it:

To import booking data from another PMS to Stayflexi, follow the below-mentioned guidelines:

  1. Login to Stayflexi: Start by logging into your Stayflexi dashboard using your credentials.
  2. Access More Apps: From the dashboard, click on the 4-dots square icon labeled More Apps, located on the right side of the screen.
  3. Open Property Configuration: Locate and click on Property Configuration from the list of available apps.
  4. Navigate to Booking Import: A new page will open. On the left side, a list of options will appear, locate and click on Booking Import.
  5. Understand Bulk Upload: A new page will appear titled Bulk Upload Bookings from Other PMS with a description of how to use the feature.
    • Read through the description carefully.
  6. Download the Template: Click on Download Template File to get the format required for bulk uploads.
  7. Import Bookings: After filling out the template, click on Bulk Import Bookings to migrate your bookings from another PMS.

NOTE: Uploading the same booking data twice will mark the bookings a Unassigned, which may cause confusion or issues. Be cautious to avoid duplicate uploads.

How can I edit guest details in the Stayflexi?

To edit the guest details in the system, follow the below-explained steps:

  1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
  2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
  3. Select the Reservation: Find and click on the reservation for which you want to edit the details.
  4. View the Reservation Details: A pop-up window displaying the booking and customer information will appear on the right side of the screen.
  5. Click on the Customer Information tab to view the editable columns.
  6. Modify the information that is already stored as needed.
  7. Click the Save Customer button below to complete the action.

How to move a reservation from one room to another?

Follow the steps mentioned below to Move a reservation from one room to another in Stayflexi:

  1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
  2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
  3. Select the Reservation: Find and click on the reservation you wish to move by clicking on it.
  4. View the Reservation Details: A pop-up window will appear on the right side of the screen, displaying the guest’s booking information.
  5. Access Action Options: Under the booking information, you will find multiple options for managing the reservation. Locate and click on Move Room.
  6. Fill in the New Room Details: A new page will appear showing two sections:
    • Previous Room ID [pre-filled with the current room]
    • Current Room ID [you need to fill this with the new room information].
    • Below this, you will need to fill in the Room Type, Price, and Tax details.

      Note: Based on the room type you select, the system will automatically calculate the difference in amount. For example, if the guest is upgrading from a lower room category to a higher one, the system will prompt you to collect the additional amount.
  7. Add Remarks: There is a column provided for adding remarks about the room change. This is optional but can be useful to understand why move room was done for a given reservation.
  8. Move Reservation: Once all details are entered, click on Move Reservation at the bottom of the page.
  9. Confirmation: A confirmation message will appear, notifying you that the reservation has been successfully moved to the new room.

How do I create a reservation for past dates?

To Create a reservation for past dates, follow the below-mentioned methods:

  • Navigate to Previous Weeks:
    • In the reservation Calendar, locate the arrow pointing left in the top-left corner.
    • Click on it to view the calendar for the previous week. This is useful when you want quick access to earlier dates within a week.
  • Select Specific Dates:
    • Alternatively, you can click on the calendar icon located in the middle at the top of the reservation calendar page.
    • From here, you can select any date across any month to easily make a booking for that specific date.

Follow the below mentioned steps to create a booking for past dates.

  1. Navigate to the Desired Date:
    • Use the left arrow to access previous weeks or click on the calendar icon to select any specific date across different months.
  2. Drag and Drop a Reservation:
    • Once on the desired date, click and drag on an available room slot.
    • A booking window will appear where you can enter guest details, room type, rate, and other relevant information.
  3. Save the Reservation:
    • After filling in the necessary details, click Save to finalize the booking.

How can I send an email confirmation to a guest if they have selected certain services and are requesting confirmation from the property?

To add special requests and send a confirmation to a guest in Stayflexi, follow these steps below:

  1. Login to your Stayflexi dashboard.
  2. On the left panel, click on the Reservation Calendar [the second icon] to view all your reservations.
  3. Select the desired date from the calendar.
    • Drag the booking from the Check-in date to the desired check-out date.
  4. A pop-up window will appear covering the entire screen, where you can complete the guest’s details.
  5. Enter the guest’s Name, Email, and Phone Number.
  6. Enter any special requests made by the guest, [such as birthday cake, flowers, anniversary surprises].
  7. ID Proof: Upload the guest’s ID Proof with Front and Back photos options.
  8. Address details: Enter the guest’s address, and select the number of adults and children for the reservation.
  9. Once all details are entered, confirm the reservation by clicking on the “Create reservation” button at the bottom of the page.
  10. After confirming the Reservation, Stayflexi will automatically trigger an email confirmation to the guest.
    • Email sent to guest will include their selected services and any special requests made.
  11. Verify Email Notifications: Check that the guest’s email address is correctly listed in the reservation details to ensure they receive the confirmation.
  12. A confirmation message will appear, indicating that your Walk-in reservation has been completed.

The picture below is a reference for you to understand how the sent email would look with the special request included.

How do I cancel a reservation in the system?

To cancel a reservation in Stayflexi, follow the below-mentioned guidelines:

  1. Login to Stayflexi: Start by logging into your Stayflexi dashboard using your credentials.
  2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to view all your reservations.
  3. Select the Desired Reservation: Click on the desired reservation, that you want to cancel.
  4. Booking Information Page: A page will appear on the right side of the screen displaying the booking and customer information.
  5. Locate Cancel Booking Option: Below the customer details, a list of actions will be displayed. Find and click on Cancel Booking.
  6. Choose Cancellation Policy:
    • A new page will open on the right side.
    • In the Please Select column, click on the tiny arrow to open the dropdown menu.
    • Select the applicable Cancellation Policy based on your property’s rules.
  7. Complete the Cancellation: After selecting the policy, click the Yes, Cancel Booking button at the bottom to finalize the action.

Can I mark a same-day booking as checked-in while creating the reservation?

YES, in Stayflexi, you can mark a same-day booking as checked-in while creating the reservation. When you create the booking, there will be an option to directly check in the guest during the reservation process. This allows you to streamline the process for walk-ins or last-minute bookings, ensuring that the reservation is both created and checked in at the same time.

To mark a same-day booking as checked-in while creating the reservation, follow the below-explained step guidelines:

  1. Login to your Stayflexi dashboard.
  2. On the left panel, click on the Reservation Calendar [the second icon] to view all your reservations.
  3. Select the today’s date from the calendar.
    • Drag the booking from the Check-in date to the desired check-out date.
  4. A pop-up window will appear covering the entire screen, where you can complete the guest’s details.
  5. Enter the guest’s Name, Email, and Phone Number.
  6. You can also add any special requests from the guest.
  7. ID Proof: Upload the guest’s ID Proof with Front and Back photos options
  8. Address details: Enter the guest’s address, and select the number of adults and children for the reservation.
  9. Review Guest Details: After reviewing all the guest details, you will find the Create Reservation button. To the right of this button, there is a Check-in button, which allows you to check in the guest during the reservation process.
  10. Select the Check-in Option: click on the tiny square checkbox next to the Check-in option. By selecting this, the guest will be automatically checked in once the reservation is created.
  11. Click the Create Reservation button at the bottom right of the window.
  12. Your reservation and check-in are completed and you’ll receive a confirmation message on the screen.

I have different rate plans with varying room prices. How do I select a specific rate plan while creating a booking?

To select a specific rate plan while creating a booking, follow the below-mentioned guidelines:

  1. Start the Drag–and-Drop Booking:
    • In the Reservation Calendar, click and drag on the room and date you want to book.
    • A new booking page will appear on the screen.
  2. Enter Guest and Price Details:
    • On the left side, fill in the guest details.
    • On the right side, you’ll be prompted to set the prices.
  3. Select a Rate Plan:
    • At the top of the right side, you’ll see the Rate Plan option.
    • Click on the small arrow to open the dropdown menu.
    • All rate plans offered by your property will be listed.
    • Select the rate plan preferred by your guest.
  4. Auto-fill Pricing:
    • Once a rate plan is selected, the prices for that specific plan will automatically populate the amount columns.
  5. Complete the Booking:
    • After filling out all the necessary details, click the Create Reservation button at the bottom to finalize the booking.

How to check-in a reservation?

Follow these steps to check-in a confirmed reservation:

  1. Login to your Stayflexi dashboard.
  2. On the left panel, click on the Reservation Calendar [the second icon] to view all your reservations.

Identifying Confirmed Reservations: All confirmed reservations are marked in light orange. These are confirmed reservations and on arrival dates you can mark check-in.

  1. Click on the specific booking you wish to check-in. A pop-up window will appear on the right side of the screen, displaying booking and customer information.
  2. Below the booking details, you will see multiple action options as mentioned in the screenshot. Locate the check-in option and click on it.
  3. Another pop-up window will appear to confirm the check-in. Ensure you are checking in the correct guest by verifying the booking ID.
  4. Once verified, click on Check-in to confirm.
  5. You will receive a confirmation message, and the reservation status will change.
    • The Reservation that was previously colored in light orange will now turn green, indicating the guest has successfully checked in.

How to print registration card?

Below is the Step to Step guide for printing a registration card in Stayflexi:

  1. Log into Stayflexi: Start by logging into your Stayflexi dashboard using your credentials.
  2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to view all your reservations.
  3. Select the Desired Reservation: Click on the specific reservation for the guest whose registration card you want to print.
  4. Open Guest Details: When you click on the desired reservation, a pop-up will appear on the right side of the screen. This pop-up displays the selected booking information along with multiple options for further actions.
  5. Locate the Print Registration Card: Among the multiple options provided, one of them is a Print Registration Card, accompanied by a print icon.
  6. Click the Print Registration Card: Click on this button to initiate the printing process. This action will open a new popup displaying the registration card.
  7. Review the Registration Card: Ensure all the guest details are accurate, including name, date, and any special requests.
  8. Choose your Print Option: From the preview screen, you can choose to print directly by clicking on the print button.

How do I navigate the reservation calendar to view bookings for specific dates?

Follow these steps to navigate through the reservation calendar in Stayflexi:

  1. Login to your Stayflexi dashboard with your credentials.
  2. Click on the Reservation Calendar icon [the second icon on the left panel] to access the calendar, where you will see all your reservations.
  3. In the middle of the page, you will find the Date Range Selector, which allows you to view reservations within a specific time.
    • Right next to the date range selector, there is a small calendar icon.
  4. By clicking on the calendar icon, a pop-up calendar will appear. You can then select any dates according to your requirements.
    • You can easily navigate between Past, Present, and Future dates to access the desired reservation details.

Understanding booking info and customer info sections

To understand the Booking Information and Customer Information sections in Stayflexi, follow the below mentioned steps:

  1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
  2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
  3. Select the Reservation: Click on the reservation you wish to see the booking and customer information.
  4. View the Reservation Details: A pop-up window will appear on the right side of the screen, displaying the guest’s booking and customer information.
  5. Click on the Reservation: Find and click on the reservation for which you want to view booking or customer information.
  6. View Booking and Customer Information: A pop-up will appear on the right-hand side displaying both the booking and customer information.
  7. Booking Information: This section contains details such as:
    • Booking ID
    • Source of the booking
    • Guest name
    • Room type
    • Rate plan
    • Final amount
    • Payment made
  8. Customer Information: This section includes the guest’s personal details such as:
    • Name
    • Phone number
    • Email address
    • Date of Birth [optional]
    • ID upload [optional]
  9. Save Customer Details: If you make any changes to the customer information, click on “Save Customer” to save the updated details.

This helps in efficiently managing both the reservation and guest-related information.

How to add booking and customer notes?

  1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
  2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
  3. Select a Reservation: Click on the Reservation where you want to add Booking or Customer Notes.
  4. View the Reservation Details: A pop-up window will appear on the right side of the screen, displaying three categories:
    • Booking Information
    • Customer Information
    • Notes
  5. Access the Notes Section: Click on the Notes section to view Booking Notes and Customer Notes.
    • Choose the one you want to add or edit based on your needs.
  6. Add a Note: Below the notes section, You’ll see a plus [+] symbol. Click on it to add a new note.
  7. Type your Note: A pop-up window will appear in the middle of the screen, allowing you to type the note.
  8. Save the Note: Once you’ve typed the note, click on Save at the bottom of the window.
  9. Confirmation: Your note will be added and saved. You can easily identify that the reservation has a note by the Message Icon appearing next to the reservation in the calendar.

Rates and Inventory

Unlock the full potential of your hotel’s revenue with Stayflexi’s Rates & Inventory management! In this video, we dive into the powerful features of our platform that allow you to seamlessly manage room rates and inventory across multiple channels. Learn how to set dynamic pricing, track inventory in real-time, and avoid overbooking with our intuitive tools. Stayflexi’s Rates & Inventory module is designed to maximize your profitability while minimizing manual tasks. Join us and discover how to take control of your hotel’s pricing strategy and streamline your operations. Remember to like, subscribe, and hit the notification bell for more insights into hospitality management!

Where can I view close rate plan restrictions applied to specific OTAs?

To view Closed Rate Plan Restrictions for Specific OTAs in Stayflexi, follow the below-mentioned steps:

  1. Log in to the Stayflexi Dashboard with your credentials.
  2. Click on the ” Rates & Inventory ” icon at the dashboard’s top [third icon from the left].
  3. Enable Restrictions View:
    • On the opened page, locate the column options on the left side.
    • Tick the Restrictions box under Sort and View Rates, Inventory, and Restrictions.
    • This will display all the restrictions applied across OTAs, including Stayflexi.
  4. Filter by Source:
    • Next to the Date Range Selector, click on the Source column. To know on which source or channel restriction is applied you need to select a specific source.
    • Use the filter to select the specific OTA or source you wish to view.
  5. Review Restrictions:
    • From the displayed data, check if any Close Rate Plan Restrictions are applied for the selected source.

This allows you to easily identify close rate plan restrictions for individual OTAs or sources.

Can OTA bookings be canceled directly from Stayflexi?

OTA bookings CANNOT be cancelled directly from Stayflexi.

  • To cancel an OTA booking, you need to complete the process through the respective OTA’s extranet (like Booking.com, Expedia, or Airbnb), as direct cancellations from Stayflexi are not supported.
  • This ensures the cancellation is officially processed within the OTA system, maintaining accurate records and communication with the guest. Start by identifying the booking details in Stayflexi, then log in to the OTA extranet, locate the reservation, and cancel it there.
  • The cancellation status will then sync back to Stayflexi, keeping your records consistent and up-to-date across all platforms.

How can I change rates for a specific day?

To change rates for a specific day in Stayflexi, follow these steps:

  1. Log into the Stayflexi Dashboard.
  2. Click on the third icon from the top, which is Rates and Inventory.
  3. Locate the green “Bulk Update” on the right side of the screen and click on it.
  4. Locate and click on Set Pricing from the listed options.
  5. On the opened page, look to the right-hand side and find the Date Range column.
  6. A calendar will open; select the specific date you need.
  7. Apply the selected date.
  8. Set the desired price for that date.
  9. Finally, click on Set Pricing to complete the action.
  10. This process will update the pricing for the selected date across your connected channels.

Can OTA bookings be canceled directly from Stayflexi?

OTA bookings CANNOT be cancelled directly from Stayflexi.

  • To cancel an OTA booking, you need to complete the process through the respective OTA’s extranet (like Booking.com, Expedia, or Airbnb), as direct cancellations from Stayflexi are not supported.
  • This ensures the cancellation is officially processed within the OTA system, maintaining accurate records and communication with the guest.
  • Start by identifying the booking details in Stayflexi, then log in to the OTA extranet, locate the reservation, and cancel it there.
  • The cancellation status will then sync back to Stayflexi, keeping your records consistent and up-to-date across all platforms.

Is it possible to manually sync rates and inventory from Stayflexi?

YES, you can manually sync rates and inventory from Stayflexi. The platform provides an option to manually update or sync this information with connected OTAs [Online Travel Agencies].

To sync rates and inventory from Stayflexi, follow the below mentioned steps:

  1. Log in to the Stayflexi Dashboard with your credentials.
  2. Click on the ” Rates & Inventory ” icon at the dashboard’s top [third icon from the left].
  3. On the right side of the screen, click on the three dots to open more options.
  4. Select “Bulk Sync.”
  5. In the Bulk Sync window, you will see the following fields:
    • Room Type
    • Rate Plan
    • Channels/ OTAs
    • Date Range
  6. To proceed with syncing, click on Sync Type and select either Rate Sync or Inventory Sync based on your needs. Once you’ve chosen, follow the remaining steps specific to the selected sync type.
  7. Fill in the required details for each field as per your needs.
  8. Once completed, click the “Save” button.
  9. A confirmation message will show that the rates have been successfully synced across all selected OTAs.

Can I update rates and inventory on OTAs once the channel manager is connected?

To update rates and inventory for connected OTAs in Stayflexi, follow the below-mentioned steps:

  1. Log in to the Stayflexi Dashboard with your credentials.
  2. Click on the ” Rates & Inventory ” icon at the dashboard’s top [third icon from the left].
  3. Click on the Rates/Inventory/Restrictions column on the left side of the screen (the first column).
  4. Select the Rates and Inventory checkboxes.
  5. A list of your connected OTAs will appear on the screen, reflecting current rates and inventory details.
  6. The data displayed is editable—simply update the prices or inventory levels as needed.
  7. Once updated, Stayflexi will automatically sync these changes with your connected OTAs, ensuring that your latest rates and inventory are reflected across all platforms.

Understanding rates & inventory layout

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  1. Log in to Stayflexi Dashboard: Use you credentials to log into the Stayflexi dashboard.
  2. Access Rates and Inventory: Click on the third icon, which represents “Rates and Inventory”.
  3. Top Columns Overview: At the top, you’ll see a column labeled “Rates/Inventory/Restrictions”.
    • Click on this column to reveal the listed options.
  4. Select view: Choose “Rates”, “Inventory”, or “Restrictions” depending on what you want to display.
    • You can set the page to view only rates, only inventories, only restrictions, or display all at once.

This flexible layout allows you to tailor the view to match your needs, making it easier to manage rates, inventory, and restrictions efficiently.

Next to the Rates/Inventory/Restrictions column, you will find the Date Range Selector.

  1. Click on the Date Range Selector: This will open a calendar view.
  2. Set the Date Range: Select the start and end dates according to your requirements to display the rates and inventory for the chosen period.

This feature allows you to customize the view based on the specific dates you want to manage or review.

Next to the Date Range selector, You’ll see the Source column.

  1. Click on the Source Column: This will display a list of booking sources [Such as OTAs or direct bookings].
  2. Select a Source: Click on any specific source to view the rates and inventory data associated with that particular booking source.

This helps you manage and analyze data for bookings from various sources effectively.

Next to the Source Column, you’ll find the Days Column.

  1. Click on the Days Column: This allows you to set the view for the specified number of days.
  2. Select the Desired Duration: Choose whether you want to display data for 8 days or 15 days in the displayed screen.

This feature enables you to customize the timeframe for which you want to review rates and inventory.

Next to the Days column, You’ll find the Room Categories column.

  1. Click on the Room Categories Column: This allows you to filter the displayed data by room category.
  2. Select the Room Categories: You can choose a specific room category or select all categories to view the data for multiple or all room types.

This feature helps you to focus on specific room categories or view the entire property’s room data at once.

Next to the Room Categories column, you’ll see the Rate Plan column.

  1. Click on the Rate Plan Column: This will display a list of available rate plans for your property.
  2. Select Rate Plans: You can click on any specific rate plan or select all of them according to your requirements.

This functionality allows you to filter and view data based on the selected rate plans, helping you manage pricing strategies effectively.

Next to the Rate Plan column, you’ll find the Bulk Update feature, which is one the most dynamic and versatile tools in Stayflexi.

  1. Click on Bulk Update: This opens a menu with multiple action options, such as:
    • Set Pricing
    • Rate Multiplier
    • Inventory Capping
    • Block/Unblock Rooms
  2. Select a Feature: Choose any of these features to perform your required actions, whether it’s updating rates, managing inventory, or adjusting room availability.

This feature offers comprehensive solution for bulk changes, making property management more efficient.

Next to the Bulk Update column, you’ll see three dots (more Options).

  1. Click on Three Dots: This will display additional options like:
    • Bulk Sync: Sync the prices and inventory across all OTAs and Stayflexi to ensure consistency.
    • Logs: View the status of the rates and inventory updates. If the status shows “Success” the updates have been synced ;if not, further action is needed.

These options help you manage your property’s rates and inventory efficiently and ensure they are in sync across all platforms.

Next to Three Dots, you’ll find the Switch Calendar option.

  1. Click on the Switch Calendar: This will open a list of options, including:
    • Rates and Inventory: View and manage your property’s rates and inventory.
    • Base Price: Set and adjust the base price for your rooms.
    • OTA Price Compare: Compare your rates with those listed on OTAs.
    • Competitor Rates: Track and analyze the rates of your competitors.

These options allow for easy navigation and management of your pricing strategy and market comparison from a single view.

Below all the key options mentioned above, You’ll see a Dates Row.

  1. This Dates Row displays the selected date range, showing the specific days within your chosen timeframe.
  2. It provides a clear overview of how rates, inventory, and other settings apply to each day within the selected range, making it easy to monitor and adjust details for particular dates.

This feature helps you ensure that all rate and inventory updates are aligned with your desired scheduling.

Under the Dates Row, on the left side vertically, you’ll find key occupancy metrics:

  1. Occupancy in 1%: This shows the percentage of rooms occupied for each date in the selected range.
  2. Total Available: Displays the total number of rooms available for booking.
  3. Total Booked: Indicates the total number of rooms already booked.

These metrics give you a quick overview of your property’s occupancy status, helping you manage availability and maximize occupancy efficiently.

Under the Occupancy Metrics, you’ll find a list of Room Categories with their associated Rate Plans:

  1. Room Categories and Rate Plans: This section displays the various room types available at your property, along with the corresponding rate plans for each.
  2. Data for Respective Dates: Next to each room category and rate plan, you’ll see the specific rates, inventory levels, and other relevant data for the selected dates.

This layout provides a clear and organised way to view and manage pricing, room availability, and rate plans across different dates.

Is it possible to change the category of a specific room number or reassign it to a new room type?

YES, you can change the category of a specific room number or reassign it to a new room type in Stayflexi: Here’s how to it:

Below are the step-by-step guidelines for changing the category of a specific room number or reassign it to a new room type in Stayflexi:

  1. Log into the Stayflexi Dashboard.
  2. Click on the third icon from the top, which is Rates and Inventory.
  3. Locate the green “Bulk Update” on the right side of the screen and click on it.
  4. From the listed options, Locate and click on Reassign Room Type.
  5. A page will open on the right side of the screen. On this page, click on the Room Types column at the top to access a drop-down menu.
  6. In the drop-down menu, choose the room type that corresponds to the room ID you want to change.
  7. Choose the room number ID.
  8. Below the selected room number, click on New Room Types. A drop-down menu will appear where you can select the new room type.
  9. After selecting the room type and room number, click on the Reassign Rooms button at the bottom to complete the process.

How do I restrict a specific rate plan on OTAs?

To restrict a specific rate plan on OTAs, follow the below-mentioned steps:

  1. Log into the Stayflexi Dashboard.
  2. Click on the third icon from the top, which is Rates and Inventory.
  3. Navigate to Bulk Update: Click on the “Bulk Update” option in the dashboard.
  4. Select Close/Open Rate Plan:
    • From the list of actions, locate and click on Close/Open Rate Plan.
    • A new page will appear on the right side of the screen.
  5. Set the Restrictions:
    • Select the desired days and date range for the restriction.
    • Choose the Source [OTAs] where you want to apply the restriction.
    • Select the Direct Billing Accounts if applicable.
  6. Toggle Room Type and Rate Plan Selection:
    • You’ll see a toggle option:
      • Enable the toggle to apply the restriction to all room types and rate plans.
      • Disable the toggle if you want to select individual room types and rate plans.
  7. Select Room Type and Rate Plan:
    • Below the toggle, select the Room Type.
    • Once the room type is selected, the Rate Plan column will become editable.
    • Choose whether to Close or Open the rate plan for that room type.
    • Close [restricting the rate plan] or Open [making it available to all OTAs].
  8. Save the Changes:
    • After filling in all necessary details, click the Save button at the bottom to complete the action.

How do I restrict a particular room category on OTAs?

To restrict a particular room category on OTAs, follow the below-mentioned steps:

  1. Log into the Stayflexi Dashboard.
  2. Click on the third icon from the top, which is Rates and Inventory.
  3. Navigate to Bulk Update: Click on the “Bulk Update” option in the dashboard.
  4. Select Close/Open Rate Plan:
    • From the list of actions, locate and click on Close/Open Room Type.
    • A new page will appear on the right side of the screen.
  5. Set the Restrictions:
    • Select the desired days and date range for the restriction.
    • Choose the Source [OTAs] where you want to apply the restriction.
    • Select the Direct Billing Accounts if applicable.
  6. Toggle Room Type and Rate Plan Selection:
    • You’ll see a toggle option:
      • Enable the toggle to apply the restriction to all room types and rate plans.
      • Disable the toggle if you want to select individual room types and rate plans.
  7. Select Room Type and Rate Plan:
    • Below the toggle, select the Room Type.
    • Once the room type is selected, the Rate Plan column will become editable.
    • Choose whether to Close or Open the room type.
    • Close [restricting the room type] or Open [making it available to all OTAs].
  8. Save the Changes:
    • After filling in all necessary details, click the Save button at the bottom to complete the action.

What is bulk update?

Bulk Update in Stayflexi is a feature designed to simplify the management of multiple rooms, rates, and settings across all OTAs [Online Travel Agencies] and direct booking channels. Instead of manually adjusting rates, inventory, or room availability one by one, Bulk Update allows you to make these changes in a single action for multiple rooms or rate plans, ensuring consistency across all platforms.

What Makes Bulk Update Unique in Stayflexi:

  1. All-in-one Management: Bulk Update covers a wide range of actions, such as setting rates, updating inventory, applying rate multipliers, etc, all from a single interface.
  2. Instant Synchronization: Any changes you make using Bulk Update are automatically synced across all your OTAs and direct booking channels, ensuring consistent pricing and availability without the need for manual entry on each platform.
  3. Easy to Use: Stayflexi’s Bulk Update lets users quickly perform complex actions with just a few clicks, simplifying the management process for even the largest properties with multiple room types and rate plans.
  4. Error Reduction: By allowing bulk actions, Stayflexi reduces the chance of inconsistencies or mistakes when managing inventory and rates, as everything is updated uniformly across channels.

Here’s a simple and easy-to-understand example of using Bulk Update in Stayflexi:

Scenario: Your hotel has 10 rooms under maintenance, and you want to block these rooms from being booked across all OTAs for the next two weeks.

Without Bulk Update: You would need to go into each OTA or channel and manually block these rooms one by one for the specific dates, which could be time-consuming and prone to error.

With Bulk Update: Using the Bulk Update feature, you can quickly select the room types that are under maintenance, choose the Block Rooms option, and set the dates for the next two weeks. With just a few clicks, these rooms will be blocked from being on all OTAs or channels.

Similarly, Bulk Update allows you to perform various other actions easily, such as: Deleting rooms, Setting Inventory, setting rooms online or offline, etc.

Below are the step-by-step guidelines on how to operate Bulk Update:

  1. Log into the Stayflexi Dashboard.
  2. Click on the third icon from the top, which is Rates and Inventory.
  3. Locate the green “Bulk Update” on the right side of the screen and click on it.
  4. A menu will appear with the following actions:
    • Set Pricing: Allows you to update the room rates across various OTAs or channels for a specific date range. You can adjust pricing for individual room types or rate plans.
    • Set Inventory: This lets you adjust the number of available room types over a defined date range. This ensures that the correct room availability is synced across all cahnnels.
    • Rate Multiplier: This feature allows you to apply a percentage increase or decrease to the existing rates for specific room types or rate plans. For example, you could increase the rate by 10% for a peak season.
    • Inventory Capping: This enables you to set limits on the number of rooms that can be sold through OTAs or specific channels, ensuring you retain control over the direct sales on your website.
    • Set Online/ Set Offline: This allows you to make certain room types or rate plans available [set online] or Unavailable [Set offline] for booking across your connected OTAs or channels.
    • Block Rooms/ Unblock Rooms: Provides the option to temporarily block rooms, making them unavailable for booking, or unblock previously blocked rooms, making them available again.
    • Delete Rooms/ Restore Deleted Rooms: This lets you permanently remove rooms from your inventory, or restore rooms that have been deleted, bringing them back into your active inventory.
    • Close/ Open Rate Plan and Room Type: This action allows you to close [make unavailable] or open [make available] specific rate plans or room types for booking on OTAs or direct channels.
    • Min/Max Length of Stay: Sets the minimum or maximum number of nights a guest must book for a particular room type or rate plan. For Instance: You might require a minimum stay of 2 nights during weekends.
    • Set Sold Out: Marks certain room types as fully booked [sold out] across your channels, even if there are still rooms available, to control availability manually.
    • Min/Max Advanced Booking Offset: Allows you to specify how far in advance or how close to check-in a guest can book. For example, you may require bookings to be made at least 2 days in advance or set a maximum window of 6 months.

How to change prices or inventory for specific channel / OTA?

To change prices for a specific channel/OTA in Stayflexi, follow the below steps:

  1. Log into the Stayflexi Dashboard.
  2. Click on the third icon from the top, which is Rates and Inventory.
  3. Locate the green “Bulk Update” on the right side of the screen and click on it.
  4. Set Pricing: Locate and click on the “Set Pricing” option.
    • A page will open on the RHS.
  5. Select the OTA/ Channel: To set the price for a specific channel, select the arrow at the top right corner of the page to choose the OTA or Channel.
    • You can select multiple channels or just one.
  6. Select Days: In the “Days” column, choose the specific days you want to apply the price changes.
  7. Set Date Range: Choose the date range for which you want the price changes to take effect.
  8. Select Room Types: Under “Room Types”, click on “Add Room Type” to select the rooms for which you want to update the pricing.
    • You can add multiple room types one by one.
  9. Click on Set Pricing: Once all the selections are made, click the green “Set Pricing” button at the bottom of the page.
  10. Review and Confirm: A confirmation page will appear where you can recheck the data you have updated.
    • If everything is correct, click “Confirm” to apply the changes.
  11. Receive Confirmation: You will get a confirmation message indicating that the pricing has been successfully updated.

To change inventory for a specific channel/OTA in Stayflexi, follow the below steps:

  1. Log into the Stayflexi Dashboard.
  2. Click on the third icon from the top, which is Rates and Inventory.
  3. Locate the green “Bulk Update” on the right side of the screen and click on it.
  4. Locate Inventory Capping and click on it.
  5. Popup Window: A popup will appear on the right-hand side of the screen.
  6. Select Room Types: Choose the Room Types you want to apply the cap on.
  7. Specify days: select the days for which you want to apply the inventory cap.
  8. Set Date Range: Select the date range during which the cap will be in effect.
  9. Source of Booking: Select the source of Booking for which the inventory cap applies, and select the arrow at the top-right corner of the page to choose the OTA or channel.
  10. Select Cap Value: Enter the Cap Value you want to set.
  11. Choose Type: Specify whether the cap is in Count [number of rooms] or Percentage.
  12. Applying Capping: Click on the Apply Capping button to complete the process.
  13. Confirmation Message: A confirmation message will appear, indicating that the inventory capping has been successfully applied.

How can I set a cut-off time for a specific OTA?

Follow the below steps to set a cut-off time for a specific OTA:

  1. Log into the Stayflexi Dashboard.
  2. Click on the third icon from the top, which is Rates and Inventory.
  3. Locate the green “Bulk Update” on the right side of the screen and click on it.
  4. Locate Min/Max Advanced Booking Offset: From the listed options, find and click on Min/Max Advanced Booking Offset.
  5. A page will open on the right side of the screen.
  6. Select Days: Choose the days for which you want to apply the booking offset.
  7. Select Date Range: Specify the date range for the cut-off time.
  8. Select the OTA/Source: From the source list, select the specific OTA for which you want to set the restrictions.
  9. Enable/Disable Toggle: You’ll see a toggle option. If you enable it, the restrictions will apply to all room types and rate plans. If you disable it, you can set restrictions individually.
  10. Select Room Types: Choose the room types for which you want to set the cut-off time.
  11. Set Min/Max Hours: In the respective columns, input the minimum and maximum hours:
    • Min Hours: Set this when you want to prevent bookings within a certain number of hours before check-in.
    • Max Hours: Set this when you want to restrict bookings after a certain number of hours from the current time.

How to sync rates across all OTAs or Channels?

Below are the step-by-step guidelines on how to sync rates across all OTAs or Channels:

  1. Log in to the Stayflexi Dashboard with your credentials.
  2. Click on the ” Rates & Inventory ” icon at the dashboard’s top [third icon from the left].
  3. On the right side of the screen, click on the three dots to open more options.
  4. Select “Bulk Sync.”
  5. In the Bulk Sync window, you will see the following fields:
    • Room Type
    • Rate Plan
    • Channels/ OTAs
    • Date Range
  6. Fill in the required details for each field as per your needs.
  7. Once completed, click the “Save” button.
  8. A confirmation message will show that the rates have been successfully synced across all selected OTAs.

Close / open room type and rate plan.

In Stayflexi, Closing or Opening room types and rate plans refer to controlling the availability of specific rooms and pricing options for bookings.

Close Room Type: When a room type is closed, it becomes unavailable for booking. Even if rooms of that type exist, they won’t appear as options for guests to book.

Close Rate Plan: Closing a rate plan means that the pricing or promotional offer attached to that rate plan is no longer available for booking. Guests won’t see or be able to select that specific rate plan.

Open Room Type: When a room type is opened, it becomes available again for bookings. Guests will see the room types as an option when making reservations.

Open Rate Plan: means making a specific pricing structure or offer available for bookings again, allowing guests to see and book rooms at those rates.

Below are the guidelines on how to use the feature Close/Open Room Type and Rate Plan:

  1. Log into the Stayflexi Dashboard.
  2. Click on the third icon from the top, which is Rates and Inventory.
  3. Locate the green “Bulk Update” on the right side of the screen and click on it.
  4. Locate Close/Open Room Type and Rate Plan in the bulk update settings.
  5. A popup window will open with various options.
  6. Select Days and Date Range: Choose the specific days and date range for which you want to apply the action [close/open room types or rate plans].
  7. Choose Booking Source: Select the source or channel of booking for which you want to apply the restriction [e.g., OTA, direct bookings].
  8. Select Direct Billing Accounts [if applicable]: You can apply the restrictions to specific direct billing accounts.
  9. Enable/Disable the Toggle: There will be a toggle option:
    • Enable it to apply the action to all room types and rate plans.
    • Disable it if you want to select individual room types or rate plans.
  10. Click Save: Once you’ve selected, click the Save button to complete the action.
  11. Confirmation Message: You will receive a confirmation message indicating that the action has been successfully applied.

How to check OTA specific rates?

Below are the step-by-step guidelines on how to check OTA specific rates:

  1. Log in to the Stayflexi Dashboard with your credentials.
  2. Click on the ” Rates & Inventory ” icon at the dashboard’s top [third icon from the left].
  3. In the middle of the screen, you will see the Source column, which displays all the sources of bookings [OTAs and direct channels].
  4. Click on any specific source [e.g., Booking.com, Expedia] to view the rates associated with that OTA or channel.

How can I check if the rates updated in Stayflexi have synced with the OTAs?

To check if the rates updated in Stayflexi have synced with the OTAs, follow these steps:

  1. Log in to the Stayflexi Dashboard with your credentials.
  2. Click on the ” Rates & Inventory ” icon at the dashboard’s top [third icon from the left].
  3. On the right side of the screen, click on the three dots to open more options.
  4. Select Logs: From the list of options, click on “Logs”.
  5. Check the Sync Status: On the opened page, review the status. If it shows “Success”, the updated rates have been successfully synced with the OTAs.
    • If it does not show “Success” the rates have not been synced, and further action may be needed.

This process ensures that your rates are aligned across Stayflexi and the OTAs.

How do I increase or decrease prices for a specific OTA?

Below are the step by step guidelines on how to increase or decrease prices for a specific OTA in Stayflexi:

  1. Log into the Stayflexi Dashboard.
  2. Click on the third icon from the top, which is Rates and Inventory.
  3. Locate the green “Bulk Update” on the right side of the screen and click on it.
  4. Locate and click on “Set Pricing” from the listed options.
  5. On the next page, go to the right-hand-side and select the source to adjust the prices for the specific OTA.
  6. Choose the days and set the date range for which the price adjustments apply.
  7. Select the appropriate room types from the list.
  8. When you select a room type, the pricing details for each rate plan will appear. Adjust the prices per person as needed.
  9. If needed, click on “Add Room Type” to include additional room types for price setting.
  10. Click on “Set Pricing” at the bottom.
  11. Review and Confirm: A confirmation page will appear where you can recheck the data you have updated.
  12. Receive Confirmation: You will get a confirmation message indicating that the pricing has been successfully updated.

How do I apply minimum and maximum length of stay restrictions?

In Stayflexi, Minimum/Maximum Length of Stay refers to the restrictions you can set on a booking to control how long guests must or can stay at your property.
For Example:

  1. If you set a 2-night minimum, guests cannot book for just 1 night.
  2. If you set a 7-night maximum, guests cannot book for more than 7 consecutive nights.

Below are the step-by-step guidelines for Applying Minimum/Maximum Length of Stay Restrictions:

  1. Log in to the Stayflexi Dashboard with your credentials.
  2. Click on the ” Rates & Inventory ” icon at the dashboard’s top [third icon from the left].
  3. Access the Bulk Update: On the right-hand side of the screen, click the Bulk Update button.
  4. Select Min/Max Length of Stay: A list of bulk actions will appear. Select either Minimum Length of Stay or Maximum Length of Stay depending on your requirement.
  5. Configure the Restriction Details:
    • A popup will appear where you can configure the restriction
    • Select the specific days and date range for the restriction.
    • Choose the source [e.g., OTA channels or Direct Bookings].
  6. Apply to All Room Types and Rate Plans [Optional]: If you want to apply the restriction across all room types and rate plans, toggle the Apply for all room types and rate plans option.
  7. Select Specific Room Types: If you do not want to apply the restriction to all rooms, choose the specific room types that you want the restriction to apply to.
  8. Enter the Minimum or Maximum Length of Stay: Set the Minimum or Maximum length of stay you want to apply.
  9. Confirm the Action:
    • Click the Min/Max Length of Stay button at the bottom of the popup to apply the restriction.
    • A confirmation message will appear to confirm that the restrictions have been successfully applied.

How to find rate parities reported by OTAs?

Below are the step-by-step guidelines on how to find rate parities by OTAs in Stayflexi:

  1. Log into the Stayflexi Dashboard.
  2. Click on the third icon from the top, which is Rates and Inventory.
  3. On the right-hand side, locate the Switch Calendar option.
  4. Click on it to open more options.
  5. From the listed options, find and click on “OTA Price Compare”.
  6. You will now see the rate parities reported by different OTAs.

Note: In some Scenarios, OTAs may show varying prices due to promotions or discounts. If the rates differ from Stayflexi, adjust them in the respective OTA extranet to ensure price parity across platforms.

What is inventory capping, and how does it work ?

Inventory Capping in Stayflexi refers to the practice of setting limits on the number of rooms available for booking within a specified timeframe. This feature allows property managers to control how many rooms can be sold at a given time on given source, helping them manage demand, optimize pricing, and avoid overbooking.

Benefits:

  1. Avoid Overbooking: Reduces the risk of having guests show up with no available rooms.
  2. Manage Demand: Adjusts room availability based on expected occupancy.
  3. Maximize Revenue: Helps in strategic pricing and availability management.
  4. Flexibility: Easy to adjust limits in response to changes in demand or booking patterns.

Example of Use:

  1. If a property wants to allocate a specific number of rooms to online channels, they can use inventory capping. For example, if a property has 20 rooms in a category and wants to make only 5 rooms available to online channels, they can set the cap value to 5, select the desired channels, and specify the date range.

How to use the feature Inventory Capping in Stayflexi:

  1. Log into the Stayflexi Dashboard.
  2. Click on the third icon from the top, which is Rates and Inventory.
  3. Locate the green “Bulk Update” on the right side of the screen and click on it.
  4. Locate Inventory Capping and click on it.
  5. Popup Window: A popup will appear on the right-hand side of the screen.
  6. Select Room Types: Choose the Room Types you want to apply the cap on.
  7. Specify days: select the days for which you want to apply the inventory cap.
  8. Set Date Range: Select the date range during which the cap will be in effect.
  9. Source of Booking: Select the source of Booking for which the inventory cap applies.
  10. Select Cap Value: Enter the Cap Value you want to set.
  11. Choose Type: Specify whether the cap is in Count [number of rooms] or Percentage.
  12. Applying Capping: Click on the Apply Capping button to complete the process.
  13. Confirmation Message: A confirmation message will appear, indicating that the inventory capping has been successfully applied.

How can I adjust the inventory for a specific day?

Below are the step by step guidelines on how to adjust the inventory for a specific day:

  1. Log into the Stayflexi Dashboard.
  2. Click on the third icon from the top, which is Rates and Inventory.
  3. Locate the green “Bulk Update” on the right side of the screen and click on it.
  4. Locate and click on “Set Inventory” from the listed options.
  5. On the next page, go to the Days column and select the specific day for which you want adjust the inventory.
  6. Select the date range to apply the changes.
  7. Choose the appropriate room type from the list.
  8. Enter the desired room count for that day.
  9. If needed, click on the “Add Room Type” button to add inventory for additional room types.
  10. Finally, click on “Set Inventory” to complete the adjustment.

How do I set rooms to offline status?

The main purpose of setting rooms’ Offline Status in Stayflexi is to keep certain rooms unavailable for online bookings while still allowing them to be manually booked for offline purposes.

Here’s a step-by-step guide on how to find the feature Setting a Room Offline:

  1. Log into the Stayflexi Dashboard.
  2. Click on the third icon from the top, which is Rates and Inventory.
  3. Locate the “Bulk Update” option on the top right side of the screen and click on it.
  4. Locate Set Offline: In the list of actions that appears, find and select set Offline option.
  5. Select Room Types: Choose the Room Types and then you can select room numbers you want to set offline from the options provided.
  6. Toggle Selection:
    • There is a toggle option available:
    • Enable the toggle to select all rooms at once and make it offline.
    • Disable it to set rooms offline on a room-by-room basis.
  7. Select the Date Range: Don’t forget to specify the “Date Range” during which the rooms will be offline.
  8. Set Offline: After making your selections, click on the Set Offline button located below.
  9. Confirmation Message: You will receive a confirmation message indicating that the selected rooms have been successfully Set Offline.

Can I copy rates from one online channel and apply them to another channel or travel portal?

To copy rates from one online channel and apply them to another channel or travel portal, follow the below-mentioned steps:

  1. Log into the Stayflexi Dashboard.
  2. Click on the third icon from the top, which is Rates and Inventory.
  3. Locate the green “Bulk Update” on the right side of the screen and click on it.
  4. From the listed options, Locate and click on “Update Rates from OTA”.
  5. A page will open on the RHS of the screen.
  6. In the respective column, select the Source [OTA] from which you want to update the rates.
  7. Select the specific days for which you want to update the rates from OTA.
  8. Choose the date range for which the rates should be updated.
  9. Depending upon your need, select either Previous Year or Next Year to apply the rates accordingly.
    • The previous year or next year options allow you to apply rate updates based on historical or future data. Here’s a brief overview:
      • Previous Year: This option lets you copy and apply rates from the same period in the previous year. It’s useful for maintaining consistency in pricing strategies based on past performance.
      • Next Year: This option allows you to set or adjust rates for the upcoming year. It’s beneficial for planning ahead and ensuring your rates are competitive and aligned with your revenue management strategy.
  10. Once all selections are made, proceed with updating the rates to complete the action.

How to set sold out entire property ?

Below are the step-by-step guidelines on how to Set Sold Out:

  1. Log in to the Stayflexi Dashboard with your credentials.
  2. Click on the ” Rates & Inventory ” icon at the dashboard’s top [third icon from the left].
  3. Click on the “Bulk Update” button located on the right side of the screen.
  4. From the list of actions, select “Set Sold Out.”
  5. A pop-up will appear on the right side of the screen. Select the Specific days you want to mark as sold out.
  6. Choose the date range during which you want to set rooms as sold out.
  7. Click the “Set Sold Out” button to complete the action.
  8. You will receive a Confirmation message and the entire property will be marked as sold out.

How do I set rooms to online status?

The main purpose of setting a room to Online Status in Stayflexi is to make it available for bookings across online channels, such as OTAs [Online Travel Agencies] and the property’s website.

Here’s a step-by-step guide on how to find the feature Setting a Room Online status:

  1. Log into the Stayflexi Dashboard.
  2. Click on the third icon from the top, which is Rates and Inventory.
  3. Locate the “Bulk Update” option on the top right side of the screen and click on it.
  4. Locate Set Online: In the list of actions that appears, find and select set Online option.
  5. Select Room Types: Choose the Room Types and then you can select room numbers you want to set online from the options provided.
  6. Toggle Selection:
    • There is a toggle option available:
    • Enable the toggle to select all rooms at once and make it online.
    • Disable it to set rooms online on a room-by-room basis.
  7. Select the Date Range: Don’t forget to specify the “Date Range” during which the rooms will be online.
  8. Set Online: After making your selections, click on the Set Online button located below.
  9. Confirmation Message: You will receive a confirmation message indicating that the selected rooms have been successfully Set Online.

Blocking and unblocking the rooms.

In Stayflexi, managing room availability is quick and effortless with the Block/Unblock feature. Whether you need to temporarily remove rooms from inventory for maintenance, or permanently block them due to long unavailability, Stayflexi allows you to do so in just a few clicks.

EXAMPLE: Consider a hotel undergoing renovations on one of its floors. The manager needs to keep the rooms on that floor unavailable for an extended period while the work is completed. Using Stayflexi’s block/unblock feature, the manager can permanently block those rooms, ensuring they don’t appear in the booking system.

Once the renovations are done, the manager can simply unblock the rooms with a few clicks, instantly making them available for reservations. This streamlined process helps the hotel avoid any booking mishaps while keeping inventory up to date.

Below are the step-by-step guidelines on blocking and unblocking the rooms:

  1. Log in to the Stayflexi Dashboard with your credentials.
  2. Click on the ” Rates & Inventory ” icon at the dashboard’s top [third icon from the left].
  3. On the opened page, click on Bulk Update. A popup will appear displaying multiple actions you can perform.
  4. Select Block/Unblock Rooms: From the list of actions, choose Block/Unblock Rooms based on your requirements.
  5. Choose Room Types: You will see a page displaying rooms on the right side. Under Room Types, select the rooms you wish to block or unblock.
  6. Select All or Individual Rooms: You will find a toggle below the room types
    • Enable the toggle to Select all rooms for the action.
    • Disable it to select rooms individually.
  7. Set Date Range: Below the room selection, choose the date range during which you want the rooms to be blocked or unblocked.
  8. Add a Reason [Optional]: There’s an optional field where you can type the reason for blocking the rooms, if necessary.
  9. Complete the Action: Click on Block/Unblock Rooms to execute the action.
  10. Confirmation: A confirmation message will appear, indicating the completed process.

    Note: Once rooms are blocked, they will also appear in the “Out of Order” reports under the Housekeeping tab, ensuring the housekeeping team is aware of the status.

What happens when a room is set offline?

When a room is set to Offline Status in Stayflexi, it becomes unavailable for booking online platforms like OTAs and the property’s official website. However, the room remains available for offline bookings, such as walk-ins or direct reservations made by phone or at the front desk. The inventory is not blocked on online channels like OTAs, but the property purposefully keeps it offline for various reasons, such as maintenance or keeping a few rooms aside for VIP guests.

EXAMPLE: A property may set a room to offline status during a local festival. They anticipate that many guests will walk in without prior bookings, so they reserve some rooms exclusively for offline bookings, ensuring they can accommodate last-minute guests.

What happens when a room is set online?

When a room is Set Online in Stayflexi, it becomes available for booking across all connected channels, including the property’s own website and OTAs [Online Travel Agencies]. This is commonly done after the room has been offline due to maintenance, cleaning, or other operational reasons. The room’s availability is instantly updated across all platforms, making it open for new reservations.

EXAMPLE: Let’s say Kevin, a property manager, had previously set Room 301 offline for a week due to to plumbing repairs. After the repairs are completed and the room is ready for guests, Kevin logs into Stayflexi and sets Room 301 back Online. Immediately, the room becomes available for booking across all connected OTAs like Booking.com and Airbnb.

Later that day, a guest visiting the property’s official website sees Room 301 available for their desired dates and makes a booking. Since Stayflexi automatically syncs inventory across all platforms, the room is also available on all OTA platforms.

By setting the room online, Kevin ensures that the guests have access to the most up-to-date availability, all while avoiding any manual work to update each booking channel individually.

How can I update prices for all or multiple room categories at once for both offline and online travel portals using the software?

Below are the step-by-step guidelines on how to set pricing in Stayflexi:

  1. Log into the Stayflexi Dashboard.
  2. Click on the third icon from the top, which is Rates and Inventory.
  3. Locate the green “Bulk Update” on the right side of the screen and click on it.
  4. From the list of actions, Locate and click on Set Pricing to adjust rates.
    • A pop-up will appear on the right-hand with options:
  5. Select the Source of booking e.g., OTA, Direct, etc.. for which you want to set the rates. You can choose one, multiple, or all sources at once.
  6. Choose the Days for which you want to adjust the rates, similar to the source selection.
  7. Select the Date Range during which the price changes will apply.
  8. Choose the Room Type and rate Plan you wish to adjust.
  9. Set the Price per Person under the room type and rate plan.
  10. Add the Child and Infant prices, if applicable.
  11. Click on ‘Add Room Type’ on the left side of the pop-up page and repeat the process for each new room type.
  12. After setting all prices, click on ‘Set Pricing’.
    • You will see a summary of the changes:
  13. Review the updated data and pricing details.
  14. Click on ‘Confirm’ to complete the action.

A confirmation message will appear, indicating that the rates have been successfully updated.

How can I check my competitor's property pricing for online channels?

The Competitor Rates Tracking feature in Stayflexi provides property managers with a powerful tool to keep an eye on their Competition’s pricing. This feature allows properties to view and compare competitor rates daily, ensuring they remain competitive in the market.

Below are the step-by-step guidelines for Tracking Competitor Rates:

  1. Log into the Stayflexi Dashboard.
  2. Click on the third icon from the top, which is Rates and Inventory.
  3. On the right-hand side, locate the Switch Calendar option.
  4. Click on it to open more options.
  5. Select Competitors’ Rates from the list.

You will then see a date-wise comparison of your competitors’ rates against your property’s rates.

What is the difference between setting room offline and blocking a room?

Setting a Room Offline in Stayflexi: This action temporarily removes a room from online availability, making it unavailable for booking through any online channels. The room can only be booked for walk-in guests. The room will not be shown as available on the online booking platform, and no online reservations can be made for that room until inventory is set back online.

Blocking a Room: Blocking a room in Stayflexi allows a property manager to block a particular room number for a specific guest. This action prevents the room from being booked by other guests during the specified period.

Blocking a room can happen for property management needs also, If renovations, maintenance, or any other changes are needed, property managers can block the room to prevent bookings during that duration.

When a room is blocked, it remains visible on the reservation calendar but is labeled as a blocked room in grey color. This visual indication helps front desk staff quickly identify which rooms are unavailable for new bookings.

Here’s a step-by-step guide on how to find the feature Setting a Room Offline:

  1. Log into the Stayflexi Dashboard.
  2. Click on the third icon from the top, which is Rates and Inventory.
  3. Locate the “Bulk Update” option on the top right side of the screen and click on it.
  4. Locate Set Offline: In the list of actions that appears, find and select set Offline option.
  5. Select Room Types: Choose the Room Types and then you can select room numbers you want to set offline from the options provided.
  6. Toggle Selection:
    • There is a toggle option available:
    • Enable the toggle to select all rooms at once and make it offline.
    • Disable it to set rooms offline on a room-by-room basis.
  7. Select the Date Range: Don’t forget to specify the “Date Range” during which the rooms will be offline.
  8. Set Offline: After making your selections, click on the Set Offline button located below.
  9. Confirmation Message: You will receive a confirmation message indicating that the selected rooms have been successfully Set Offline.

Here’s a step-by-step guide on how to find the feature Block Room:

  1. Log into the Stayflexi Dashboard.
  2. Click on the third icon from the top, which is Rates and Inventory.
  3. Locate the “Bulk Update” option on the top right side of the screen and click on it.
  4. Locate Block Room: In the list of actions, find and select Block Rooms.
  5. Popup Window: A popup will appear on the right-hand side of the screen.
  6. Select Room Types: Choose the Room Types you want to block.
  7. Select Room ID Grids: You can individually select the room ID grids for the rooms you wish to block.
  8. Toggle Selection:
    • Enable the toggle to block all rooms at once.
    • Disable the toggle to block rooms individually.
  9. Select Date Range: Don’t forget to specify the “Date Range” during which the rooms will be blocked.
  10. Provide a Reason: There is an optional Reason box where you can type the reason for blocking the room.
  11. Block Room: After making your selections, click on the Block Room button located below.
  12. Confirmation Message: A confirmation message will appear, indicating that the selected rooms have been successfully blocked.

How can I change a room number or room ID within the software?

Below are the step-by-step guidelines on how to change room numbers in Stayflexi:

  1. Log into the Stayflexi Dashboard.
  2. Click on the third icon from the top, which is Rates and Inventory.
  3. Locate the “Bulk Update” option on the right side of the screen and click on it.
  4. Locate Edit Room IDs: In the list of actions, find and select Edit Room IDs.
  5. Popup Window: A page will appear on the right-hand side of the screen.
  6. Select Room Types: Choose the Room Types you want to edit.
  7. Edit Room IDs: Below the room type selection, you will see the current room IDs. Enter your desired new room IDs in the corresponding fields.
  8. Confirm Edit: After entering the new room IDs, click on the Edit Room IDs button below to complete the action.
  9. Confirmation Message: You will receive a confirmation message indicating that the room numbers have been successfully changed.

How to change prices for multiple date ranges and across multiple room types?

To change prices for Multiple Date Ranges and across Multiple Room Types, follow the below steps:

  1. Log into the Stayflexi Dashboard.
  2. Click on the third icon from the top, which is Rates and Inventory.
  3. Locate the green “Bulk Update” on the right side of the screen and click on it.
  4. Set Pricing: Locate and click on the “Set Pricing” option.
    • A page will open on the RHS.
  5. Select the OTA/ Channel: To set the price for a specific channel, select the arrow at the top right corner of the page to choose the OTA or Channel.
    • You can select multiple channels or just one.
  6. Select Days: In the “Days” column, choose the specific days you want to apply the price changes.
  7. Set Date Range: Choose the date range for which you want the price changes to take effect.
    • Click on the date range field to open the calendar.
    • Choose the start and end dates for the specified range.
  8. Select Room Types: select the arrow at the top right corner of the page in the Select Room Types column. Under “Room Types”, click on “Add Room Type” to select the rooms for which you want to update the pricing.
    • Note:- You can add multiple room types one by one and accordingly you can update prices in 1 go.
  9. Click on Set Pricing: Once all the selections are made, click the green “Set Pricing” button at the bottom of the page.
  10. Review and Confirm: A confirmation page will appear where you can recheck the data you have updated.
    • If everything is correct, click “Confirm” to apply the changes.
  11. Receive Confirmation: You will get a confirmation message indicating that the pricing has been successfully updated.

How to check what room types and rate plans connected to what channels/OTAs?

Below are the step-by-step guidelines on how to check what Room Types and Rate plans are connected to what channels:

  1. Log in to the Stayflexi Dashboard with your credentials.
  2. Click on the ” Rates & Inventory ” icon at the dashboard’s top [third icon from the left].
  3. You will see Room Types and Rate Plans listed individually on the page.
  4. Next to each Room Type, there is an option labeled “View Connected Channels”. Click on this option.
  5. A pop-up will appear, displaying the OTAs and channels connected to that specific Room Type and Rate Plan.

How to delete rooms ?

Below are the guidelines on how to Delete rooms:

  1. Log into the Stayflexi Dashboard.
  2. Click on the third icon from the top, which is Rates and Inventory.
  3. Locate the “Bulk Update” option on the right side of the screen and click on it.
  4. Locate Delete Rooms: In the list of actions, find and select Delete Rooms option.
  5. Popup Window: A popup will appear on the right-hand side of the screen.
  6. Select Room Type: Choose the Room Types from which you want to delete.
  7. Select Room IDs: Select the specific Room IDs, which are displayed in grid form.
  8. Delete Rooms: After making your selections, click on the Delete Rooms button below.
  9. Confirmation Message: You will receive a confirmation message indicating that the selected rooms have been successfully deleted.

    Note: If a given room id has booking in it then system won’t allow you to delete that room. First move the booking to some other room id and then delete the room.

Follow the same steps as mentioned above for deleting rooms. Choose the Room IDs you want to Restore. After making your selections, click on the Restore Rooms button located below. You will receive a confirmation message indicating that the selected rooms have been successfully restored.

Housekeeping

Experience the future of hotel cleanliness with Stayflexi’s Housekeeping management! In this video, we highlight how our innovative platform streamlines housekeeping operations, ensuring your rooms are spotless and guest-ready. Discover features like real-time task updates, automated scheduling, and seamless communication between staff. Stayflexi’s Housekeeping module enhances efficiency, reduces manual errors, and improves guest satisfaction. Join us to see how you can elevate your hotel’s cleanliness standards and operational efficiency. Don’t forget to like, subscribe, and hit the notification bell for more insights on transforming your hotel management!

Understanding the housekeeping layout.

Overview:

The layout is designed to provide a comprehensive view of the housekeeping status of the rooms on the property. It shows a grid of rooms, and their current status, and allows for various actions related to cleaning and staff assignment. The main dashboard displays key housekeeping statistics, while the bottom section lists the individual rooms with detailed information.

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Understanding Housekeeping layout:
On the top menu, click the Housekeeping icon (4th icon from the left) to view a list of rooms and their current status (as shown in Image 1).

  1. Housekeeping Status Cards (as shown in Image 2):
    • At the beginning of the Housekeeping page, you can the the status tiles or boxes, including:
      • Clean: Indicates the number of rooms that are clean and ready for occupancy.
      • Clean Occupied: This shows how many rooms are currently clean and occupied.
      • Dirty: Reflects the rooms that are dirty and need cleaning.
      • Dirty Stayover: Rooms that are occupied but require cleaning.
      • Dirty Checkout: Rooms where the guest has checked out and the room needs cleaning.
      • Out of Order: Rooms that are unavailable due to maintenance or other issues.
      • Total Clean: Sum of all clean rooms (whether occupied or not).
      • Total Dirty: Sum of all dirty rooms (stayover and checkout).
      • All Rooms: Total number of rooms in the property.
  2. Filters and Date Selection (as shown in Image 2):
    • Search Bar: Allows searching for specific room IDs or types.
    • Pick Your Date: This lets users filter rooms and actions based on a specific date.
  3. Actions Dropdown: This section provides multiple actions for managing rooms (as shown in Image 2):
    • Mark Clean: Updates the status of the selected room(s) as clean.
    • Mark Dirty: Marks the room(s) as dirty.
    • Mark assigns staff for cleaning room: Assigns cleaning staff to specific rooms.
    • Mark Out of Order: Marks rooms that are unavailable due to repairs or maintenance.
    • Mark ‘Available’ for out-of-order rooms: Returns rooms previously marked out-of-order back to availability.
    • Assign a room to a supervisor and add a remark: Assign the room to a supervisor, with the option to add a remark.
    • Add staff remark: Allows adding notes or remarks related to staff actions or the room status.
  4. Room List: Each row in the table displays details about individual rooms, such as:
    • Room ID: The unique identifier for each room.
    • Room Type: The category of the room (e.g., Deluxe, Suite).
    • Status: The current state of the room (e.g., Clean, Dirty, Checked-In, etc.).
    • Staff Name and Email: The staff member responsible for cleaning or managing the room.
    • Staff Remark: Any additional notes or comments added by the staff.
  5. Exporting reports:
    • If you need a summary of the housekeeping activities, use the Export Report dropdown button to download a detailed report of the room statuses in either PDF, CSV, or Excel format (as shown in Image 2).
  6. Room Assignment (as shown in Images 3 and 4):
    • This page is used when the admin wants to assign/unassign a room number to the housekeeping staff forever.
    • If any staff is not assigned in the future for that particular room when a room is dirty then the staff who is assigned from here will automatically be allocated to that room.
  7. Out-of-Order Report (as shown in Images 5 and 6):
    • This report gives an idea of which all rooms are Out Of Order with reasons if added at the time of blocking rooms.
    • Also, it gives a log of the operation performed.
  8. Housekeeping Grid (as shown in Image 7):
    • Click on the toggle next to the housekeeping grid, to enable the housekeeping grid view.
    • This navigates to the Housekeeping grid view page.
    • Key Features:
      • Select Staff: The dropdown lets you choose the staff responsible for housekeeping duties.
      • Select Room Type: You can filter rooms by different room types, or select “All Rooms” to view every room.
      • Room Grid: Each box represents a hotel room with its room number displayed prominently.
      • Mark it Dirty: Below each room number is a checkbox labeled “Mark it Dirty.” By checking this box, you indicate that the room needs cleaning.
      • Color Indicators: Each room box has a small colored marker in the corner, which likely signifies the current status of the room (e.g., clean, occupied, or dirty).

By following this guide you can easily understand the Housekeeping layout.

Is there a simple and efficient way to mark all dirty room as clean with just one click from the housekeeping interface? How user-friendly is this process?

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  1. Log in to Your Stayflexi Dashboard:
    • Use your username and password to log in.
  2. Go to Housekeeping:
    • On the top menu, click the Housekeeping icon (4th icon from the left) to view a list of rooms and their current status (as shown in Image 1).
    • Click on the Dirty status box or tile at the top to display all the dirty rooms(as shown in Image 2).
  3. Select Rooms:
    • To select individual rooms, click the checkbox next to each room.
    • To select all rooms at once, click the checkbox in the header row(highlighted in red in Image 2).
  4. Open the Actions Menu:
    • Once rooms are selected, click on the Actions dropdown menu at the top of the Housekeeping Dashboard (as shown in Image 3).
    • A list of bulk action options will appear.
  5. Choose an Action:
    • Mark Rooms as Clean:
      • From the Actions menu, choose the “Mark as Clean” option(as shown in Image 3).
      • A confirmation pop-up will appear with all the dirty rooms you selected (as shown in Image 4).
      • Once confirmed, the selected rooms will be marked as clean.

By following these steps you can easily mark rooms as clean from the housekeeping interface.

Where can I find a comprehensive view of all rooms and their current statuses (dirty, clean, out of order, dirty occupied)?

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Below is the step-by-step guide to view all rooms and current status in Stayflexi Housekeeping:

  1. Log In: Start by logging into your Stayflexi dashboard with your username and password.
  2. Go to Housekeeping: Once you’re logged in, look at the top navigation menu. Click on the fourth icon (Housekeeping) to view a list of all rooms and their current status (as shown in Image 1).
  3. Check Room Status: At the top of the Housekeeping page, you’ll see several status boxes, including:
    • Clean
    • Clean Occupied
    • Dirty
    • Dirty Stayover
    • Dirty Checkout
    • Out of Order
    • Total Clean
  4. Filter Rooms by Status: Click on any of these status boxes to filter the rooms (as shown in Image 2):
    • Click Clean to see rooms that are ready and clean.
    • Click Out of Order to view rooms that are unavailable or blocked.
    • Click Dirty for rooms that need cleaning.
    • Click Dirty Occupied to see rooms occupied by guests but still in need of cleaning.
  5. View Updated Room List: After selecting a status, the room list below will automatically update to show only the rooms matching your chosen status.

How do I assign housekeeping staff to specific rooms for cleaning?

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Below are the step-by-step guidelines to assign Housekeeping staff to rooms from the Stayflexi Housekeeping:

  1. Log in to Your Stayflexi Dashboard:
    • Use your username and password to log in.
  2. Go to Housekeeping (as shown in Image 1):
    • Click the Housekeeping icon (4th from the left on the top menu) to view a list of rooms and their status.
  3. Select Rooms:
    • To select a room, click the checkbox next to each Room ID (as shown in Image 2).
    • To select all rooms at once, click the checkbox at the top of the list.
  4. Open Actions Menu:
    • Once you have selected the rooms, click the “Actions” dropdown at the top of the Housekeeping Dashboard (as shown in Image 3).
  5. Choose an Action:
    • Select “Mark assign staff for cleaning room” from the dropdown menu (see Image 3). To create housekeeping staff, navigate to “User and Access Control” under Property Configuration, create a new user, and assign them housekeeping access based on their role
  6. Assign Staff:
    • A pop-up will appear with a list of housekeeping staff (as shown in Image 4).
    • Choose the staff member you want to assign and click “Save”.
    • Now the selected rooms are assigned to that staff for cleaning (as shown in Image 5).

How can I easily assign dirty rooms to housekeeping staff for cleaning ?

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Below are the step-by-step guidelines to assign dirty rooms to Housekeeping staff for cleaning from the Stayflexi Housekeeping:

  1. Log in to Your Stayflexi Dashboard:
    • Use your username and password to log in.
  2. Go to Housekeeping (as shown in Image 1):
    • Click the Housekeeping icon (4th from the left on the top menu) to view a list of rooms and their status.
  3. Select Rooms:
    • To select a room, click the checkbox next to each Room ID (as shown in Image 2).
    • To select all rooms at once, click the checkbox at the top of the list.
  4. Open Actions Menu:
    • Once you have selected the rooms, click the “Actions” dropdown at the top of the Housekeeping Dashboard (as shown in Image 3).
  5. Choose an Action:
    • Select “Mark assign staff for cleaning room” from the dropdown menu (see Image 3).
    • To create housekeeping staff, navigate to “User and Access Control” under Property Configuration, create a new user, and assign them housekeeping access based on their role
  6. Assign Staff:
    • A pop-up will appear with a list of housekeeping staff (as shown in Image 4).
    • Choose the staff member you want to assign and click “Save”.
    • Now the selected rooms are assigned to that staff for cleaning (as shown in Image 5).

How to bulk mark rooms dirty / clean?

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Below are the step-by-step guidelines to bulk mark rooms as dirty/clean from the Stayflexi Housekeeping:

  1. Log in to Your Stayflexi Dashboard:
    • Use your username and password to log in.
  2. Go to Housekeeping:
    • On the top menu, click the Housekeeping icon (4th icon from the left) to view a list of rooms and their current status (as shown in Image 1).
  3. Select Rooms:
    • To select individual rooms, click the checkbox next to each room.
    • To select all rooms at once, click the checkbox in the header row(highlighted in red in Image 2).
  4. Open the Actions Menu:
    • Once rooms are selected, click on the Actions dropdown menu at the top of the Housekeeping Dashboard (as shown in Image 2).
    • A list of bulk action options will appear.
  5. Choose an Action:
    • Mark Rooms as Dirty:
      • From the Actions menu, choose the “Mark as Dirty” option.
      • A confirmation pop-up will appear (as shown in Image 3).
      • Once confirmed, the selected rooms will be marked as dirty.
    • Mark Rooms as Clean:
      • To mark rooms from dirty to clean, follow the same steps by selecting the “Mark as Clean” option from the Actions menu.
      • Other actions available in the menu include:
        • Assigning Staff to rooms.
        • Marking Rooms as Out of Order.
        • Adding Remarks to Specific Rooms.
  6. Once you’ve chosen an action and clicked Confirm, the status of the rooms will be updated. You can see the changes on the Housekeeping Dashboard.

Is there a system to add specific remarks or instructions for staff on individual rooms, ensuring they have all the necessary information?

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Below are the step-by-step guidelines to add remarks or instructions for staff on individual rooms from the Stayflexi Housekeeping:

  1. Log in to Your Stayflexi Dashboard:
    • Use your username and password to log in.
  2. Go to Housekeeping:
    • On the top menu, click the Housekeeping icon (4th icon from the left) to view a list of rooms and their current status (as shown in Image 1).
  3. Select the Rooms:
    • To select individual rooms, click the checkbox next to each room (as shown in Image 2).
    • To select all rooms at once, click the checkbox in the header row.
  4. Open the Actions Menu:
    • Once rooms are selected, click on the Actions dropdown menu at the top of the Housekeeping Dashboard (as shown in Image 2).
    • A list of bulk action options will appear.
  5. Choose the Action:
    • Choose the option “Assign a room to supervisor and add a remark.” (as shown in Image 2).
  6. Assign Staff:
    • In the pop-up window that appears, select the staff member from the dropdown by entering their email address (as shown in Image 3). This will assign the selected rooms to that specific staff member.
  7. Add Remarks:
    • Supervisor Remark:
      • Enter any important notes or instructions that the supervisor needs to be aware of for the selected rooms in the Supervisor Remark text box (as shown in Image 3).
    • Staff Remark:
      • Add specific instructions or comments for the housekeeping staff, such as tasks to be completed or special requirements for the room in the Staff Remark text box (as shown in Image 3).
  8. Save the Remark:
    • After reviewing the details, click the “Save” button (as shown in Image 3).
    • This will ensure that the assigned staff members receive the rooms and the remarks you added.

How can I quickly identify and access information about all out-of-order rooms?

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Below is the Step-by-step guide to identifying and accessing information about all out-of-order rooms in Stayflexi Housekeeping:

  1. Log In:
    • Start by logging into your Stayflexi dashboard with your username and password.
  2. Go to Housekeeping:
    • On the top menu, click the Housekeeping icon (4th icon from the left) to view a list of rooms and their current status (as shown in Image 1).
  3. Check Out-Of-Order Rooms status:
    • At the top of the Housekeeping page, you’ll see several status boxes, including:
      • Clean
      • Clean Occupied
      • Dirty
      • Dirty Stayover
      • Dirty Checkout
      • Out of Order
      • Total Clean
    • Filter out-of-order rooms: Click on the out-of-order status box to filter the rooms:
      • After selecting, the rooms that are Out of Order or unavailable will be displayed.
  4. Click the Three-Dot Menu:
    • In the top-right corner of the housekeeping page (as shown in Image 3), you will find a three-dot menu.
    • After clicking on this three-dot menu, a drop-down menu appears with a list of options.
  5. Select “Out of Order Report”:
    • From the drop-down menu, choose the Out of Order Report option (as shown in Image 3).
    • This will direct you to a page where you can view or access information about all the rooms that are marked as “Out of Order” (as shown in Image 4).

What is the difference between dirty stayover and dirty?

  • Dirty:
    • A Dirty Room is a room that has been vacated by a guest after checkout and needs to be cleaned before it is ready for the next guest. These rooms are marked as “Dirty” and advisable not to be assigned to a new guest until housekeeping has cleaned them.
  • Dirty Stayover:
    • A Dirty Stayover Room is a room that is still being used by a guest but needs some cleaning during their stay. The guest hasn’t checked out yet, but the room requires housekeeping attention.

Here’s a step-by-step guide on how to check the dirty rooms in the Housekeeping:

  1. Log in to Your Stayflexi Dashboard:
    • Use your username and password to log in.
  2. Go to Housekeeping:
    • On the top menu, click the Housekeeping icon (4th icon from the left) to view a list of rooms and their current status (as shown in Image 1).
  3. Check Room Status: At the top of the Housekeeping page, you’ll see several status boxes or tiles, including:
    • Clean
    • Clean Occupied
    • Dirty
    • Dirty Stayover
    • Dirty Checkout
    • Out of Order
    • Total Clean
  4. Filter Dirty Rooms by Status: Click on the Dirty status box/tile to filter the rooms:
    • All the rooms that are checked out, Dirty, and need cleaning will be displayed.

Here’s a step-by-step guide on how to check the dirty rooms in the Housekeeping:

  1. Log in to Your Stayflexi Dashboard:
    • Use your username and password to log in.
  2. Go to Housekeeping:
    • On the top menu, click the Housekeeping icon (4th icon from the left) to view a list of rooms and their current status (as shown in Image 1).
  3. Check Room Status: At the top of the Housekeeping page, you’ll see several status boxes or tiles, including:
    • Clean
    • Clean Occupied
    • Dirty
    • Dirty Stayover
    • Dirty Checkout
    • Out of Order
    • Total Clean
  4. Filter Dirty Stayover Rooms by Status: Click on the Dirty Stayover status box/tile to filter the rooms:
    • All the rooms still being used by the guests that are Dirty and need cleaning will be displayed.

How can I export housekeeping data?

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Below are the step-by-step guidelines to export the housekeeping charter from Stayflexi Housekeeping:

  1. Log in to Your Stayflexi Dashboard:
    • Use your username and password to log in.
  2. Go to Housekeeping:
    • On the top menu, click the Housekeeping icon (4th icon from the left) to view a list of rooms and their current status (as shown in Image 1).
  3. Open the Export Options:
    • Click on the Export Report dropdown menu at the top of the Housekeeping Dashboard (as shown in Image 2).
  4. Choose the Export Format:
    • You will see three options to export the housekeeping data (as shown in Image 3):
      • Export as CSV
      • Export as PDF
      • Export as Excel
    • For Example:
      • Select Export as PDF to export the report in PDF format.
  5. Download and View the Report:
    • Once you select Export as PDF, the file will automatically download to your system.
    • Open the PDF to view the housekeeping charter in a document format with all the details.

Understanding housekeeping on mobile app.

Overview:

The housekeeping mobile app is designed to help housekeeping staff manage room cleanliness statuses in real time. The interface shows the total number of clean, clean occupied, dirty, dirty stayover, dirty checkout, and Out-Of-order rooms, and allows staff to mark a room’s cleaning status with a simple tap.

  1. Clean: Indicates the number of rooms that are clean and ready for occupancy.
  2. Clean Occupied: This shows how many rooms are currently clean and occupied.
  3. Dirty: Reflects the rooms that are dirty and need cleaning.
  4. Dirty Stayover: Rooms that are occupied but require cleaning.
  5. Dirty Checkout: Rooms where the guest has checked out and the room needs cleaning.
  6. Out of Order: Unavailable rooms due to maintenance or other issues.
  7. Total Clean: Sum of all clean rooms (whether occupied or not).
  8. Total Dirty: Sum of all dirty rooms (stayover and checkout).

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Understanding Housekeeping mobile app:

  1. Login to the Stayflexi mobile app:
    • Use your username and password to log in(as shown in Image 1).
    • Click on your hotel/property name (as shown in Image 2).
  2. Go to Housekeeping:
    • On the bottom right corner of the page, you will be able to see three horizontal lines, click on it (as shown in Image 3).
    • Now, click on the Housekeeping icon (as shown in Image 4).
    • You will be navigated to the housekeeping page.
  3. Viewing Room Status (as shown in Image 5):
    • At the top of the app, you can see an overview of the room status, scroll right to see more options:
      • Clean: Indicates the number of rooms that are clean and ready for occupancy.
      • Clean Occupied: This shows how many rooms are currently clean and occupied.
      • Dirty: Reflects the rooms that are dirty and need cleaning.
      • Dirty Stayover: Rooms that are occupied but require cleaning.
      • Dirty Checkout: Rooms where the guest has checked out and the room needs cleaning.
      • Out of Order: Unavailable rooms due to maintenance or other issues.
      • Total Clean: Sum of all clean rooms (occupied or not).
      • Total Dirty: Sum of all dirty rooms (stayover and checkout).
  4. Filter Rooms by Type (as shown in Image 5):
    • Under the status boxes, there are options to filter rooms by type:
      • Tap on any of these filters to display only the statuses of those room types.
  5. Room Cleaning Status (as shown in Image 5):
    • Below the filters, you can see room numbers in boxes with small colored flags at the top:
      • Green flags indicate the room is clean.
      • Red flags indicate the room is dirty.
  6. Updating Room Status:
    • To update the status of a room:
      • Tap the room number (e.g., 1, 2, D1).
    • A pop-up will appear allowing you to mark the room as clean or dirty (as shown in Image 6)
  7. Once updated, the flag at the top of the room number will change accordingly (green for clean, red for dirty).

By following this guide you can easily understand the Housekeeping mobile app.

Conversations

Streamline your guest communications with Stayflexi’s Conversations feature. Effortlessly manage all guest interactions from a single platform, as our system integrates chats from leading OTAs like Expedia, Booking.com, and Airbnb. No more juggling multiple extranet logins—respond to enquiries, confirm reservations, and address guest concerns in real time, all within the Stayflexi dashboard. Whether it’s a quick question or a detailed request, Stayflexi ensures seamless communication, helping you enhance guest satisfaction and boost efficiency. Simplify your workflow and deliver exceptional service, every time.

what is the conversation feature in Stayflexi and how can it help a property

The Conversations feature in Stayflexi is specifically designed to streamline communication with guests by linking chats from multiple channels Expedia, Booking.com, and Airbnb directly into the Stayflexi platform. This centralization simplifies guest communication management by allowing staff to handle all queries from these major OTAs without the need to access each OTA’s extranet.

  • Benefits of the Conversations Feature in Stayflexi:
  1. Single Platform for OTA chats:
    • With Expedia, Booking.com, and Airbnb chats integrated into Stayflexi, the property staff can manage all guest communication in one place. This reduces the time and effort needed to log into each OTA extranet to respond to guests.
  2. Efficient Guest Communication:
    • Since all messages from these platforms are collected in Stayflexi, staff can respond to guest inquiries in real-time, helping to resolve issues faster and providing a better guest experience.
  3. Consistent and Seamless Replies:
    • Responses sent through Stayflexi are automatically synced with the OTA platform, ensuring smooth and timely communication without switching between systems.
  4. Improved Productivity:
    • By centralizing OTA chats, staff can focus on providing better service without worrying about missed messages or delayed responses due to logging in multiple extranets.
  • How It works:
  1. Staff can access the Conversations tab from the Stayflexi Dashboard .
  2. Here, they will see all messages from guests who booked through Expedia, Booking.com, or Airbnb.
  3. They can reply to guests directly from Stayflexi, and the messages will be automatically sent to the correct platform.

Can I reply online travel portal / channel guest messages from Stayflexi and what are the steps to do so ?

YES, you can reply to guest messages or query through Stayflexi, and managing responses is streamlined through the platform’s Conversations feature. Here’s how it works and how responses are managed:

  • Direct Guest Replies:
    • When you send messages to guests via Stayflexi, whether it’s through integrated OTAs like Booking.com, Expedia, or Airbnb, guests can respond to these messages directly from their OTA account.
    • Their replies appear instantly in the Stayflexi under the Conversations section, where staff can view and respond to them without logging into individual OTA platforms extranet.
  • Managing Guest Responses:
    • Centralized Dashboard: All incoming guest messages, whether pre-arrival during the stay or post-checkout, are displayed in a single, centralized dashboard within Stayflexi. This allows property staff to manage all communication from one place.
    • Real-Time Notifications: When a guest replies, the system sends real-time notifications, ensuring that staff are alerted promptly and can respond to enquiries or issues as soon as they arise.
    • Responding to Multiple Guests: For properties managing multiple guests, the Conversations feature organizes messages by guest or booking, helping staff handle responses efficiently and without confusion.
  • Enhancing Guest Experience:
    • Timely Responses: Since all messages are centralized and tracked, property staff can respond quickly, providing guests with prompt answers to their questions or requests. This enhances guest satisfaction and reduces response times.
    • Improved Staff Efficiency: By managing all guest communication in one place, property staff save time and avoid the hassle of logging into different OTA platforms to respond to messages. This boosts operational efficiency while maintaining consistent communication with guests.

Can a property communicate on real time basis with OTA guest with the help of conversations

YES, with Stayflexi’s Conversations feature, a property can communicate with OTA [Online Travel Agency] guests in real time. This feature integrates directly with major OTAs like Booking.com, Expedia, and Airbnb, allowing property staff to respond to guest enquiries, messages, and requests without logging into each OTA extranet.

How It Helps:

  1. Real-Time Communication:
    • Messages sent by guests through the OTA are instantly received in Stayflexi’s Conversations feature, enabling staff to reply in real-time. This ensures quick responses, improving guest satisfaction.
    • Staff can respond directly from within Stayflexi, and the message is immediately sent to the guest via the corresponding OTA. This real-time messaging ensures that guests get prompt replies, whether they have questions about their booking, special requests, or other concerns.
  2. Automated Updates and Notifications:
    • With real-time notifications, staff are alerted as soon as a new message arrives, ensuring timely responses. They can see all the necessary information in one interface, such as the guest’s name, booking details, and the source of the message.
  3. Operational Efficiency:
    • Since all communication channels are integrated into Stayflexi, staff can focus on responding promptly without logging into multiple OTA systems.
    • It also helps with consistency and accuracy in communication, ensuring that all guest interactions are documented in one place for better tracking and follow-up.

Can I track the history of messages sent to guests through Stayflexi?

YES, Stayflexi enables you to track the entire history of messages sent to guests using its Conversations feature: Here is how it works:

  • Comprehensive Message Logging:
    • Every message you send to guests, whether it’s through OTA platforms like Booking.com, Expedia, or Airbnb or directly from Stayflexi, is automatically This creates a detailed log of all communications for each guest.
    • The communication log includes all types of messages, such as booking confirmations, payment requests, pre-arrival details, and in-stay or post-stay conversations.
  • Accessing the Message History:
    • You can easily access the entire message history by navigating to the guest’s reservation within Stayflexi. Each conversation is saved and organized, allowing you to view previous messages and responses in one continuous thread.
    • This gives you a clear view of all interactions with the guest, including when the messages were sent and what content was shared.

Why Message History Tracking is Helpful:

  1. Consistency: Having a complete communication record ensures you can continue conversations with guests without losing context. You can refer back to earlier messages if there are questions or follow-ups.
  2. Problem Solving: If any issues or disputes arise, the message history provides clear evidence of past communications, helping resolve situations quickly.
  3. Better Team Coordination: Since all staff members can see the conversation history, it’s easier for multiple team members to manage guest communication without duplication or missed details.
  4. Improved Guest Experience: Guests receive timely and informed responses because the staff can quickly refer back to previous communications, making interactions smoother and more efficient.

How does Stayflexi enable communication with guests before, during, and after their stay?

Stayflexi offers a comprehensive communication solution that allows properties to engage with guests before, during, and after their stay. This ensures guests have a seamless experience at every touchpoint, improving service and satisfaction. Here’s how Stayflexi enables communication throughout the guest journey:

  1. Before the Stay:
    • Pre-Arrival Communication:
      • Stayflexi allows properties to send automated pre-arrival emails or messages to guests, providing them with important details about their booking, check-in times, and property policies. If a guest sends any inquiry message on Airbnb to property that messages also come to Stayflexi and from Stayflexi you can reply to the guest.
    • Real-Time Messaging via OTAs:
      • For guests who book through OTAs such as Booking.com, Expedia, or Airbnb, the Stayflexi Conversations feature connects directly to these platforms. This integration lets property staff Conversations feature connect directly to these platforms. This integration lets property staff respond to any pre-stay questions, such as requests for airport transfers, early check-in, any enquiry or clarification of booking details, all from one central platform.
  2. During the Stay:
    • Instant Messaging and Real-Time Support:
      • During a guest’s stay, Stayflexi enables properties to communicate directly with guests for requests or enquiries. Guests can reach out for extra amenities, housekeeping, or room service, and property staff can reply in real time.
    • Special Requests Management:
      • Whether it’s a request for a room change, extended stay, or any other specific needs, Stayflexi allows staff to handle and communicate these changes seamlessly. All communication is logged in the platform for easy tracking.
    • On-Demand Services:
      • Guests can use the Stayflexi platform to request additional services or upgrades during their stay, such as spa bookings, and late check-outs, enhancing their overall experience.
  3. After the Stay:
    • Post-Checkout Messages:
      • After the guest checks out, Stayflexi can automatically send a thank you email, ensuring the guest feels appreciated. This post-stay communication can include helpful details like an invitation to review the property or a summary of their charges.
    • Feedback Collection:
      • Properties can send requests for feedback or encourage guests to leave reviews, helping the property gather insights to improve services and boost online visibility. Stayflexi’s platform helps manage guest feedback efficiently.

Review management

Enhance your property’s reputation with Stayflexi’s Review Management feature. Effortlessly manage guest reviews from top platforms like Booking.com, Expedia, and Airbnb, all within the Stayflexi dashboard. Consolidate feedback and respond to reviews in real time, ensuring a seamless and efficient review management process. Stayflexi helps you stay on top of guest feedback, allowing you to address concerns quickly and showcase your commitment to excellent service. Strengthen your online presence and build lasting guest relationships with ease.

Overview of Review Management

Review Management is the process of monitoring, analyzing, and responding to guest feedback left on various online booking platforms, such as Booking.com, Airbnb, and Expedia. For property managers, it’s an essential way to gain insights into guest experiences, address feedback, and enhance the property’s reputation. Stayflexi’s AI-powered review management simplifies this process by consolidating reviews from multiple channels into a single interface. This centralization allows you to view and respond to feedback more efficiently, ultimately helping improve guest satisfaction and increase bookings.

Step-by-Step Guide to Using Stayflexi’s Review Management:

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  1. Accessing the Review Management:
    • Log in to the Stayflexi dashboard and navigate to the Review Management section(as shown in Image 1). This is where you can access and manage guest reviews from different booking platforms, all in one place.
  2. Viewing Reviews Across Multiple Channels(as shown in Image 1):
    • In the left sidebar, you’ll see a list of integrated booking platforms (such as Booking.com, Airbnb, and Expedia).
    • Select a specific platform to view all guest reviews from that channel.
    • This consolidation saves you time by providing a single location to manage reviews, rather than logging into each platform separately.
  3. Detailed Rating Breakdown(as shown in Images 1 and 2):
    • Each review provides a rating breakdown across different categories, such as Location, Comfort, Cleanliness, Facilities, Value for Money, and Staff.
    • For instance, if a guest rates their experience, you’ll see individual scores for each aspect (e.g., Location rated at 8, Cleanliness at 7.5).
    • This breakdown helps you quickly pinpoint specific areas for improvement or highlight positive aspects to maintain, offering actionable insights to enhance the guest experience.
  4. Generating AI-Powered Responses to Reviews(as shown in Images 2 and 3):
    • To respond to a guest review, click the Reply button. A popup will appear, allowing you to type your reply directly or use the AI-generated response option, Generate reply with FlexiGPT.
    • FlexiGPT’s AI will draft a professional, relevant response based on the review content. For example, if the review mentions cleanliness concerns, the AI can generate a response acknowledging the feedback and assuring the guest of improvements.
    • This feature helps ensure that your responses are prompt, thoughtful, and address guest concerns effectively.
  5. Customizing and Sending Your Response(as shown in Image 3):
    • Once the AI has generated a response, you have the option to edit the reply before posting, allowing you to add personal touches or specific details.
    • After finalizing your response, click the Send button to publish it directly to the guest review on the respective platform.

Benefits of Using Stayflexi’s Review Management:

  • Centralized Management: Access reviews from multiple channels in one place, saving time and effort.
  • Actionable Insights: The rating breakdown provides clear visibility into areas of success and improvement.
  • Prompt, Professional Responses: AI-generated replies help you respond quickly and effectively to guest feedback.
  • Enhanced Guest Satisfaction: By addressing reviews promptly and thoughtfully, you can improve guest satisfaction and build a positive property reputation.

Stayflexi’s Review management makes managing reviews simple and efficient. It helps property managers respond quickly to guest feedback, use insights to improve the property, and enhance the guest experience overall.

What is Stayflexi’s AI-powered review management, and how can it help my property?

Stayflexi’s AI-powered review management tool is designed to help property managers monitor, analyze, and respond to guest reviews efficiently. Here’s how it works and the benefits it can bring to your property:

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  1. Review Management Across Multiple Channels (as shown in Image 1):
    • The tool gathers guest reviews from multiple booking channels, such as Booking.com, Airbnb, and Expedia, into a single interface.
    • You can switch between these channels easily, where each platform (Booking.com, Airbnb, Expedia) is accessible on the left sidebar.
    • This feature saves time by allowing you to view all reviews in one place instead of logging into each platform separately.
  2. Detailed Rating Breakdown (as shown in Images 1 and 2):
    • Stayflexi’s review management displays a breakdown of guest ratings for different aspects of their stay, including Location, Comfort, Cleanliness, Facilities, Value for Money, and Staff.
    • Each aspect is rated on a scale (e.g., out of 10), with sliders visually representing guest satisfaction levels. For instance, in the screenshot, the guest rated Staff at 7.5 and other categories at 5.
    • This breakdown helps you quickly understand which areas are performing well and which may need improvement, allowing you to make data-driven decisions to enhance guest experience.
  3. AI-Generated Responses for Reviews(as shown in Image 2 and 3):
    • With the Reply button provided within each review, the AI can generate an appropriate response based on the content of the guest’s review.
    • The AI takes into account the feedback, positive or negative, and crafts a suitable response to address the guest’s comments. For instance, if a guest mentions a negative experience with cleanliness, the AI might respond with an apology and a reassurance that the property will work to resolve the issue.
      • For example, refer to Image 3: So after clicking on the Reply button, a popup will appear where you can type a reply to the review yourself or can click on the Generate reply with FlexiGPT button, where the FlexiGPT will automatically generate the response or reply for that particular guest’s review.
      • Then, you can click on the Send button to send the reply to the guest.
      • This automated response feature saves time and ensures that responses are prompt, professional, and appropriately address the guest’s feedback, which helps improve guest satisfaction and reputation management.
  4. Improving Property Reputation and Guest Satisfaction:
    • By addressing feedback proactively and using AI to ensure prompt responses, your property can enhance its online reputation. Better ratings and responsive communication can lead to more bookings, as potential guests are influenced by recent reviews.
    • Identifying and acting on common issues, like the “bad smell” example, allows you to make necessary improvements, enhancing the overall guest experience.
  5. How It Benefits Your Property:
    • Centralized Review Management: View and manage reviews from multiple channels in one place.
    • Actionable Insights: Get clear visibility into ratings and guest feedback for targeted improvements.
    • AI-Generated Responses: Respond to reviews automatically, ensuring a prompt, professional reply.
    • Enhanced Guest Experience: Use feedback to continuously improve and provide a better guest experience, boosting your reputation and bookings.

Stayflexi’s AI-powered review management tool is an invaluable resource for properties looking to stay on top of guest feedback, resolve issues proactively, and build a positive reputation across booking platforms with the help of automated, AI-generated responses.

Can I respond directly to guest reviews posted on online travel portals through Stayflexi?

Yes, you can respond directly to guest reviews posted on online travel portals through Stayflexi’s AI powered review management.

Stayflexi’s review management centralizes reviews from multiple booking platforms (like Booking.com, Airbnb, and Expedia), allowing you to manage and respond to reviews all from one interface. Here’s how it works:

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  1. Log in to Your Stayflexi Dashboard:
    • Use your username and password to log in.
  2. Go to Review management (as shown in Image 1):
    • Click on the Review Management section to see guest reviews from multiple channels in one place(6th from the left on the top menu).
  3. Choose the Platform(as shown in Image 1):
    • In the sidebar, select a specific booking platform (like Booking.com, Airbnb, and Expedia) to view its reviews without needing to log in separately to this OTA extranet.
  4. Check the Rating Breakdown:
    • Each review includes a breakdown of ratings for different aspects of the stay, helping you understand guest feedback.
  5. Reply to the Review(as shown in Images 2 and 3):
    • Click the Reply button on any review.
    • You can type a response yourself or use the “Generate reply with FlexiGPT” option to have AI draft a response for you.
  6. Customize and Send(as shown in Image 3):
    • You can modify the AI-generated reply or send it as is, posting your response directly to the original booking platform.

This setup helps you save time, manage feedback efficiently, and ensures timely, professional responses, enhancing your property’s online reputation and guest satisfaction.

Shops/POS

Streamline your property’s retail and sales operations with Stayflexi’s Shops/POS feature. Easily manage all point-of-sale transactions, track inventory, and generate detailed sales reports from a single platform. Whether you’re operating a shop, restaurant, or spa, Stayflexi’s POS system simplifies billing and enhances operational efficiency. Designed for ease of use, the Shops/POS feature integrates seamlessly with your existing Stayflexi system, providing real-time updates and accurate records. Improve your workflow, reduce manual errors, and offer a smooth experience for both your staff and guests.

How do I set up the shop to start taking orders?

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Below is the step-by-step guide to setting up the shop to start taking orders:

  1. Log in to Your Stayflexi Dashboard:
    • Enter your username and password to log in.
  2. Access Shops/POS:
    • After logging in, click the “More Apps” icon (represented by four boxes or blocks) in the top right corner.
    • From the dropdown menu, select Shops(as shown in Image 1).
    • Shops or outlets page will appear.
  3. Set up the shop:
    • On the shops page, at the top of the page, you will be able to see the Add Shop option (as shown in Image 2).
    • Once clicked, it will navigate you to the page where you can create or set up the shop for your property.
    • Fill in the below details (as shown in Image 3):
      • Outlet name: Name of your shop or outlet
      • Outlet address: Fill in the address details where your shop is located.
      • Outlet Phone: Provide the shop phone number
      • Outlet email: Provide the shop email ID
      • Outlet Description: Provide a brief description of your shop
    • Click on the Next button at the bottom of the page (as shown in Image 3).
    • Some more details related to creating a shop will appear.
    • Fill in the below details (as shown in Image 4):
      • Shop Tax Section:
        • There is a dropdown labeled “Shop tax” where you can select the applicable tax rate. This is likely required for the shop’s transactions.
        • If no tax rate is selected, it will display as “Select tax [0%].” You need to select the appropriate tax percentage for your shop.
      • Service Charge:
        • Below the tax field, there is an option to choose the type of service charge. The dropdown allows selecting the type, such as “Percentage” or “Fixed”.
        • In the next field, labeled “Service charge,” you can input the actual service charge value. This determines how much service charge will be applied on top of the base price.
      • Self-Service Section:
        • You can enable or disable the “Self-service” option through a dropdown, which includes the following option:
          • Enable self-service
          • Disable self-service
      • Tax Identification number:
        • Here the Tax identification number is required. This likely indicates that you need to provide additional tax details or a tax ID before proceeding.
      • Outlet Type:
        • Users can select the type of outlet (such as F&B, Food & Beverage) from the “Outlet type” dropdown. This helps categorize the type of business or service offered at the shop.
      • Add Images and Back Buttons:
        • There are two buttons at the bottom: one to go Back to the previous page and another to Add Images, which allows you to upload images for the shop or menu.
        • Click on the Add Images option after filling in all the details on this page to go to the next page (as shown in Image 4).
        • In the Add Images page, you can click on the Click here to upload the images option. (Note: Adding Images is not mandatory, but to enhance your experience at least add one image).
      • Create Shop:
        • Create the shop by clicking on the Create Shop option at the bottom of the page (as shown in Image 5).
        • Your shop or outlet is successfully created and will be visible on the Shops page (as shown in Image 6).
      • Shop configuration:
        • To start taking the order, you need to configure the following :
          • Firstly, click on the shop to navigate to the Dashboard of the shop (as shown in Image 7).
          • On the left-hand side of the page, you can see the following options:
            • Dashboard
            • Place orders
            • View orders
            • Reports
            • Configuration
          • Click on the Configuration dropdown option (as shown in Image 8).
        • The configuration option is where you can configure the following for your shop or outlet:
          • Outlet: Configure and edit your outlet information, like description, default shop tax, order details, tax identification number, etc (as shown in Image 8).
          • Menu items: Add or Bulk upload menu items you need to configure for your shop (as shown in Image 9).
          • Categories: Add food categories to configure for your shop (as shown in Image 10).
          • Discounts: Add discounts based on food categories or menu items (as shown in Image 11).
          • Table/Area: Configure tables by clicking on the Add new table option (as shown in Image 12).
            • Table name: Give names for the tables.
              • Note: You can enter multiple table no. , as well as the table range
                • Table range – A10:A20 (by this you can add many tables at once by using “:”.
                • Multiple tables – 1,2,3
                • Avoid whitespaces to get the desired result.
            • Table description: Give table description in the table description section
            • Seating Area
            • No. of persons: Add how many people can sit at that particular table.
            • Click on the Save button to add tables.
          • Staff: To add staff details like staff email ID, staff name, and description (as shown in Image 13).
      • After setting up all the details you can easily start placing orders by going to the place orders option.
  4. Understanding the “Place Order” Page (as shown in Image 14):
    • On the Place Order page, you will find:
      • Tables Section: Displays all available, running, and printed tables.
      • Occupied Rooms Section: Displays all occupied or checked-in rooms.
  5. Placing an Order for a Specific Table:
    • Under the Tables Section, you will see a list of available tables.
    • Click on the table number or table ID for the table where you want to place an order (as shown in Image 14).
    • Once selected, a list of food categories (e.g., Veg, Non-Veg) whatever you have created from the configuration.
    • Select your desired category and add menu items to the order (as shown in Image 15).
  6. Save and Confirm the Order:
    • After adding the menu items, click on the Save Order button to save and confirm your order (as shown in Image 16).
    • If you want to print KOT then configure KOT with the Stayflexi system and click on KOT & Print (as shown in Image 16).
  7. Settling the Payment:
    If you’re ready to settle the bill for the order, click on the Settle Order button to complete the payment (as shown in Image 16).

By following these steps you can easily set up the shop and start taking orders.

How do I bulk upload POS menu items? What should I check before uploading?

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Image 7 (format to bulk upload menu items):

  1. Log in to Your Stayflexi Dashboard:
    • Enter your username and password to log in.
  2. Access Shops/POS:
    • After logging in, click the “More Apps” icon (represented by four boxes or blocks) in the top right corner.
    • From the dropdown menu, select Shops (as shown in Image 1).
    • A page showing all available shops or outlets will appear.
    • Choose the shop or outlet by clicking on the shop or outlet name (as shown in Image 2).
  3. Navigate to the “Configuration” Page:
    • Once you select a shop or outlet, you will be taken to its Dashboard.
    • On the left-hand side of the page, you will see various options, including:
      • Dashboard
      • Place Orders
      • View Orders
      • Reports
      • Configuration
    • Click on Configuration dropdown to proceed (as shown in Image 3).
  4. Go to Menu items:
    • On the Configuration dropdown, you will see a list of options including:
      • Outlet
      • Menu items
      • Categories
      • Discounts
      • Table/Area
      • Staff
    • Click on the Menu items option (as shown in Image 3).
    • A list of all the menu items will appear along with the details.
  5. Bulk upload POS menu items (as shown in Images 4,5,6, and 7):
    • At the top of the Menu items page, an option called Bulk upload items will be visible.
    • You can click on this option and upload the Excel sheet from your system to the POS menu items.
    • But before uploading the menu items, you need to check the format in which you need to upload the menu items.
    • Just below the Bulk upload items option, the Download bulk upload template file option will be visible.
    • Click on this option to download the template to bulk upload the items and upload the items according to the bulk upload template.
    • When you click on the Download bulk upload template file option, a pop-up with a warning message will be displayed.
    • Read the instructions carefully and click on the Download template file button.
    • The template file will be downloaded to your system.
    • Open the template file and check on which format you need to upload the menu items.
    • If the template instructions are not followed you will not be able to bulk upload the menu items to POS.
    • After following the template, you can click on the Bulk upload items button to upload the menu items.

By following these steps you can easily bulk-upload menu items.

When settling a POS bill, if remarks (like “payment collected via net banking”) are added, where can I view these remarks in the reports?

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Below are the step-by-step guidelines for placing an order for a specific table from Shops/POS:

  1. Log in to Your Stayflexi Dashboard:
    • Enter your username and password to log in.
  2. Access Shops/POS:
    • After logging in, click the “More Apps” icon (represented by four boxes or blocks) in the top right corner.
    • From the dropdown menu, select Shops(as shown in Image 1).
    • A page showing all available shops or outlets will appear.
    • Choose the shop or outlet where you want to place an order by clicking on its name (as shown in Image 2).
  3. Navigate to the “Place Order” Page:
    • Once you select a shop or outlet, you will be taken to its Dashboard.
    • On the left-hand side of the page, you will see various options, including:
      • Dashboard
      • Place Orders
      • View Orders
      • Reports
      • Configuration
    • Click on Place Orders to proceed (as shown in Image 3).
  4. Understanding the “Place Order” Page:
    • On the Place Order page, you will find:
      • Tables Section: Displays all available, running, and printed tables.
      • Occupied Rooms Section: Displays all occupied or checked-in rooms.
  5. Placing an Order for a Specific Table:
    • Under the Tables Section, you will see a list of available tables.
    • Click on the table number or table ID for the table where you want to place an order (as shown in Image 4).
    • Once selected, a list of food categories (e.g., Veg, Non-Veg) whatever you have created from the configuration.
    • Select your desired category and add menu items to the order (as shown in Image 5).
  6. Save and Confirm the Order:
    • After adding the menu items, click on the Save Order button to save and confirm your order (as shown in Image 6).
    • If you want to print KOT then configure KOT with the Stayflexi system and click on KOT & Print (as shown in Image 6).
  7. Settling the Payment:
    If you’re ready to settle the bill for the order, click on the Settle Order button to complete the payment (as shown in Image 6).
  8. Settle and Save:
    • Click on the Settle order button(as shown in Image 6).
    • A pop-up to settle and save the amount with all other details will appear, like:
      • Payment type:
        • Cash
        • Offline card
        • Wallet
        • Other
      • Click on Other.
      • Write the remark like “payment collected via net banking” in the remark section (as shown in Image 7).
      • Now, Click on Settle and Save.
  9. Go to the Reports page in POS:
    • Click on the Reports option.
    • You will see various options on the reports page.
    • Click on the order-wise sales summary report.
    • Scroll right to the last column of the order-wise sales summary report.
    • You will find the Remarks column, this is where you can view the remarks if you have added any after settling the order (as shown in Images 8 and 9).

How can I configure a service charge, and can it be automatically added to each order?

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The service charge can be manually applied to each order. After placing an order in the Place Orders section, you will need to manually select the Apply Service Charge option under the Taxes section for each order.

Below are the step-by-step guidelines on how to configure service charges from Shops/POS:

  1. Log in to Your Stayflexi Dashboard:
    • Enter your username and password to log in.
  2. Access Shops/POS:
    • After logging in, click the “More Apps” icon (represented by four boxes or blocks) in the top right corner.
    • From the dropdown menu, select Shops.
    • A page showing all available shops or outlets will appear (as shown in Image 1).
    • Choose the shop or outlet by clicking on the shop or outlet name (as shown in Image 2).
  3. Navigate to the “Configuration” Page:
    • Once you select a shop or outlet, you will be taken to its Dashboard.
    • On the left-hand side of the page, you will see various options, including:
      • Dashboard
      • Place Orders
      • View Orders
      • Reports
      • Configuration
    • Click on Configuration dropdown to proceed (as shown in Image 3).
  4. Go to Outlet:
    • On the Configuration dropdown, you will see a list of options including:
      • Outlet
      • Menu items
      • Categories
      • Discounts
      • Table/Area
      • Staff
    • Click on the Outlet option (as shown in Image 3).
    • On the Outlet details block, click Edit to manage your outlet’s information, such as name, address, and email (as shown in Image 3).
  5. Configure a service charge (as shown in Image 4):
    • Add service charge:
      • In the Outlet edit page, find the Service Charge option just below the Tax Identification Number textbox.
      • Select the service charge type from the dropdown:
        • Percentage
        • Fixed
      • Enter the service charge value in the textbox next to the dropdown.
      • Click Save to store the changes.
  6. Go to the Place Orders page (as shown in Image 5):
    • Click on the Place Orders option.
    • On the Place Order page, you will find:
      • Tables Section: Displays all available, running, and printed tables.
      • Occupied Rooms Section: Displays all occupied or checked-in rooms.
  7. Create an order:
    • Under the Tables Section, you will see a list of available tables.
    • Click on the table number or table ID for the table where you want to place an order (as shown in Image 5).
    • Once selected, a list of food categories (e.g., Veg, Non-Veg) whatever you have created from the configuration.
    • Select your desired category and add menu items to the order.
  8. Apply service charge:
    • Below the Taxes section, you’ll find the Apply Service Charge option (as shown in Image 6).
    • Manually apply the service charge by clicking on it.
    • After applying the service charge if you wish to remove the service charge, do the following:
      • To remove the service charge, select the Remove option below the Service Charge section (as shown in Image 7).
  9. Save and Confirm the Order:
    • After adding the menu items and applying the service charge, click on the Save Order button to save and confirm your order.
    • If you want to print KOT then configure KOT with the Stayflexi system and click on KOT & Print.
  10. Settling the Payment:
    If you’re ready to settle the bill for the order, click on the Settle Order button to complete the payment.

By following these organized steps, you can easily apply service charges to the particular order through the Shops/POS!!

How do I place an order for a specific table?

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Below are the step-by-step guidelines for placing an order for a specific table from Shops/POS:

  1. Log in to Your Stayflexi Dashboard:
    • Enter your username and password to log in.
  2. Access Shops/POS:
    • After logging in, click the “More Apps” icon (represented by four boxes or blocks) in the top right corner.
    • From the dropdown menu, select Shops(as shown in Image 1).
    • A page showing all available shops or outlets will appear.
    • Choose the shop or outlet where you want to place an order by clicking on its name (as shown in Image 2).
  3. Navigate to the “Place Order” Page:
    • Once you select a shop or outlet, you will be taken to its Dashboard.
    • On the left-hand side of the page, you will see various options, including:
      • Dashboard
      • Place Orders
      • View Orders
      • Reports
      • Configuration
    • Click on Place Orders to proceed (as shown in Image 3).
  4. Understanding the “Place Order” Page:
    • On the Place Order page, you will find:
      • Tables Section: Displays all available, running, and printed tables.
      • Occupied Rooms Section: Displays all occupied or checked-in rooms.
  5. Placing an Order for a Specific Table:
    • Under the Tables Section, you will see a list of available tables.
    • Click on the table number or table ID for the table where you want to place an order (as shown in Image 4).
    • Once selected, a list of food categories (e.g., Veg, Non-Veg) whatever you have created from the configuration.
    • Select your desired category and add menu items to the order (as shown in Image 5).
  6. Save and Confirm the Order:
    • After adding the menu items, click on the Save Order button to save and confirm your order (as shown in Image 6).
    • If you want to print KOT then configure KOT with the Stayflexi system and click on KOT & Print (as shown in Image 6).
  7. Settling the Payment:
    If you’re ready to settle the bill for the order, click on the Settle Order button to complete the payment (as shown in Image 6).

By following these organized steps, you can easily place an order for a specific table through the Shops/POS!!

How do I place an order for a guest staying in a specific room?

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Below are the step-by-step guidelines to place an order for guest staying in a specific room from Shops/POS:

Step-by-Step Guide to Place an Order for a Specific Room in Stayflexi:

  1. Log in to Your Stayflexi Dashboard:
    • Enter your username and password to log in.
  2. Access Shops/POS:
    • After logging in, click the “More Apps” icon (represented by four boxes or blocks) in the top right corner.
    • From the dropdown menu, select Shops (as shown in Image 1).
    • A page showing all available shops or outlets will appear.
    • Choose the shop or outlet where you want to place an order by clicking on its name (as shown in Image 2).
  3. Navigate to the “Place Order” Page:
    • Once you select a shop or outlet, you will be taken to its Dashboard.
    • On the left-hand side of the page, you will see various options, including:
      • Dashboard
      • Place Orders
      • View Orders
      • Reports
      • Configuration
    • Click on Place Orders to proceed (as shown in Image 3).
  4. Understanding the “Place Order” Page:
    • On the Place Order page, you will find:
      • Tables Section: Displays all available, running, and printed tables.
      • Occupied Rooms Section: Displays all occupied or checked-in rooms.
  5. Placing an Order for a Specific Room:
    • Under the Occupied Rooms section, you will see a list of available rooms (occupied or checked-in rooms).
    • Click on the room number or room ID for the room where you want to place an order (as shown in Image 4).
    • A pop-up displaying the guest or customer details for the room will appear, giving you the option to either Proceed or Cancel (as shown in Image 5).
    • Once you click on Proceed, a list of food categories (e.g., Veg, Non-Veg) will appear.
    • Select your desired category and add menu items to the order (as shown in Image 6).
  6. Save and Confirm the Order:
    • After adding the menu items, click on the Save Order button to save and confirm your order (as shown in Image 6).

By following these steps, you can easily place an order for a specific room through the Shops/POS!!

How can I track orders coming from QR code in shops?

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Below are the step-by-step guidelines to track orders coming from QR code from Shops/POS:

  1. Log in to Your Stayflexi Dashboard:
    • Enter your username and password to log in.
  2. Access Shops/POS:
    • After logging in, click the “More Apps” icon (represented by four boxes or blocks) in the top right corner.
    • From the dropdown menu, select Shops (as shown in Image 1).
    • A page showing all available shops or outlets will appear.
    • Choose the shop or outlet by clicking on the shop or outlet name (as shown in Image 2).
  3. Navigate to the “View Orders” Page:
    • Once you select a shop or outlet, you will be taken to its Dashboard.
    • On the left-hand side of the page, you will see various options, including:
      • Dashboard
      • Place Orders
      • View Orders
      • Reports
      • Configuration
    • Click on View Orders to proceed (as shown in Image 3).
  4. Identifying QR Code Orders (as shown in Image 3):
    • On the View Orders page, you will see a table listing all the orders.
    • There will be a column labeled QR Code.
      • If the status in the QR Code column is NO, it means the order was not placed using a QR code.
      • If the status is YES, the order was placed through a QR code.

These steps help you quickly log in, navigate through the shops, and identify whether an order was placed via a QR code.

How can I transfer a bill from one table to another in shop / POS?

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Below are the step-by-step guidelines to transfer bills from one table to another from Shops/POS:

  1. Log in to Your Stayflexi Dashboard:
    • Enter your username and password to log in.
  2. Access Shops/POS:
    • After logging in, click the “More Apps” icon (represented by four boxes or blocks) in the top right corner.
    • From the dropdown menu, select Shops (as shown in Image 1).
    • A page showing all available shops or outlets will appear.
    • Choose the shop or outlet where you want to place an order by clicking on its name (as shown in Image 2).
  3. Navigate to the “Place Order” Page:
    • Once you select a shop or outlet, you will be taken to its Dashboard.
    • On the left-hand side of the page, you will see various options, including:
      • Dashboard
      • Place Orders
      • View Orders
      • Reports
      • Configuration
    • Click on Place Orders to proceed(as shown in Image 3).
  4. Understanding the “Place Order” Page:
    • On the Place Order page, you will find:
      • Tables Section: Displays all available, running, and printed tables.
      • Occupied Rooms Section: Displays all occupied or checked-in rooms.
  5. Place an order from the Table:
    • Under the Tables Section, you will see a list of available tables.
    • Click on the table number or table ID for the table where you want to place an order (as shown in Image 4).
    • Once selected, a list of food categories (e.g., Veg, Non-Veg) will appear.
    • Select your desired category and add menu items to the order (as shown in Image 5).
  6. Save and Confirm the Order:
    • After adding the menu items and customer information, click on the Save Order button to save and confirm your order (as shown in Image 5).
  7. Navigating to the View Order Page:
    • After confirming your order, click on the shop name located at the top left corner of the screen(as shown in Image 6).
    • This will take you back to the page where you can place orders.
    • To view your orders, click on the “View Orders” option on the left side just below the Place Orders option(as shown in Image 7).
  8. Moving a Bill to Another Table:
    • On the “View Orders” page, select the order whose bill you wish to move (as shown in Image 8).
    • Find and click on the “Move Bill” button (as shown in Image 7).
    • A pop-up will appear, displaying all available tables.
    • Select the table number or ID to which you want to move the bill (as shown in Image 8).
    • Finally, click the “Confirm Move Table” button (as shown in Image 8).
    • The guest bill will now be successfully moved to the selected table.

How do I apply a discount to an entire food category or a specific item?

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Below are the step-by-step guidelines to apply the discount to an entire food category or a specific item from Shops/POS:

  1. Log in to Your Stayflexi Dashboard:
    • Enter your username and password to log in.
  2. Access Shops/POS:
    • After logging in, click the “More Apps” icon (represented by four boxes or blocks) in the top right corner.
    • From the dropdown menu, select Shops (as shown in Image 1).
    • A page showing all available shops or outlets will appear.
    • Choose the shop or outlet by clicking on the shop or outlet name (as shown in Image 2).
  3. Navigate to the “Configuration” Page:
    • Once you select a shop or outlet, you will be taken to its Dashboard.
    • On the left-hand side of the page, you will see various options, including:
      • Dashboard
      • Place Orders
      • View Orders
      • Reports
      • Configuration
    • Click on the Configuration dropdown to proceed (as shown in Images 3 and 4).
  4. Go to Discount:
    • On the Configuration dropdown, you will see a list of options including:
      • Outlet
      • Menu items
      • Categories
      • Discounts
      • Table/Area
      • Staff
    • Click on the Discounts option (as shown in Image 4).
  5. Create a Discount (as shown in Images 5,6, and 7):
    • To create a new discount, click the Add Discount button.
    • Fill in the following details:
      • Discount Name: Enter a name for the discount.
      • Discount Type: Choose between:
        • Percentage: Discount will be applied as a percentage of the item or category price.
        • Fixed: A fixed amount will be discounted.
      • Discount Value: Enter the value or percentage of the discount.
      • Discount Applied On: Select where the discount should apply:
        • Category: Choose categories (e.g., Veg, Non-Veg) from the dropdown to apply the discount to all items in these categories.
        • Item: Choose specific items (e.g., Veg Biryani, Chicken Biryani) from the dropdown to apply the discount to those items only.
        • Once all the details are filled in, save your discount settings. The discount option will then be available for the specific item, allowing you to select the desired discount when placing an order if needed (as shown in Images 8 and 9).

Can I print a KOT or an A4-sized bill for the guest?

Yes, you can print a KOT or an A4-sized bill for the guest.

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Below are the step-by-step guidelines to print KOT or an A4-sized bill for the guest from Shops/POS:

  1. Log in to Your Stayflexi Dashboard:
    • Enter your username and password to log in.
  2. Access Shops/POS:
    • After logging in, click the “More Apps” icon (represented by four boxes or blocks) in the top right corner.
    • From the dropdown menu, select Shops (as shown in Image 1).
    • A page showing all available shops or outlets will appear.
    • Choose the shop or outlet where you want to place an order by clicking on its name (as shown in Image 2).
  3. Navigate to the “Place Order” Page:
    • Once you select a shop or outlet, you will be taken to its Dashboard.
    • On the left-hand side of the page, you will see various options, including:
      • Dashboard
      • Place Orders
      • View Orders
      • Reports
      • Configuration
    • Click on Place Orders to proceed (as shown in Image 3).
  4. Understanding the “Place Order” Page:
    • On the Place Order page, you will find:
      • Tables Section: Displays all available, running, and printed tables.
      • Occupied Rooms Section: Displays all occupied or checked-in rooms.
  5. Place an order from the Table:
    • Under the Tables Section, you will see a list of available tables.
    • Click on the table number or table ID for the table where you want to place an order (as shown in Image 4).
    • Once selected, a list of food categories (e.g., Veg, Non-Veg) will appear.
    • Select your desired category and add menu items to the order(as shown in Image 5).
  6. Save and Confirm the Order:
    • After adding the menu items and customer information, click on the Save Order button to save and confirm your order (as shown in Image 5).
  7. Enter Customer Information:
    • To add customer details, click on the customer information icon at the top. Enter the required information and save it (as shown in Images 6 and 7).
    • Note: If you’re placing an order from a table, customer information is mandatory to print the A4 bill.
  8. Print KOT:
    • After saving the order, click the KOT & Print button next to the Save Order button. This will print the Kitchen Order Ticket (KOT), and you’ll see the KOT ID displayed above the ordered or menu items (as shown in Image 8).
    • If you need to add more items later, save the order again and print a new KOT. The newly added items will have a different KOT ID.
  9. Print Bill (A4 or KOT Bill):
    • To print the bill, click on the Print Bill button located next to the KOT & Print button. A pop-up will appear with two options:
      • A4 Bill
      • KOT Bill View
    • Choose the type of bill you’d like to print, and it will include all the order details (as shown in Images 9,10, and 11).

Does the shop support KOT (Kitchen Order Tickets), and how does it work?

Yes, shops/POS support KOT(Kitchen Order Tickets).

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Below are the step-by-step guidelines to show how KOT works from Shops/POS:

  1. Log in to Your Stayflexi Dashboard:
    • Enter your username and password to log in.
  2. Access Shops/POS:
    • After logging in, click the “More Apps” icon (represented by four boxes or blocks) in the top right corner.
    • From the dropdown menu, select Shops (as shown in Image 1).
    • A page showing all available shops or outlets will appear.
    • Choose the shop or outlet where you want to place an order by clicking on its name (as shown in Image 2).
  3. Navigate to the “Place Order” Page:
    • Once you select a shop or outlet, you will be taken to its Dashboard.
    • On the left-hand side of the page, you will see various options, including:
      • Dashboard
      • Place Orders
      • View Orders
      • Reports
      • Configuration
    • Click on Place Orders to proceed (as shown in Image 3).
  4. Understanding the “Place Order” Page:
    • On the Place Order page, you will find:
      • Tables Section: Displays all available, running, and printed tables.
      • Occupied Rooms Section: Displays all occupied or checked-in rooms.
  5. Place an order from the Table:
    • Under the Tables Section, you will see a list of available tables.
    • Click on the table number or table ID for the table where you want to place an order (as shown in Image 4).
    • Once selected, a list of food categories (e.g., Veg, Non-Veg) will appear, basically whatever you have configured under categories and menu items.
    • Select your desired category and add menu items to the order (as shown in Image 5).
  6. Save and Confirm the Order:
    • After adding the items, click Save Order to confirm the order (as shown in Image 5).
    • Note: The KOT & Print button will only be clickable after saving the order (as shown in Image 6).
  7. Print KOT:
    • Once the order is saved, click the KOT & Print button next to the Save Order button.
    • The Kitchen Order Ticket (KOT) will be printed, and you’ll see the KOT ID above the ordered items (as shown in Image 7).
    • If you need to add more items later, you can do so, save the order again, and print a new KOT. The newly added items will have a different KOT ID (as shown in the Images 8,9 and 10).

That’s how the KOT process works in the Shops/POS module!

Can I partially settle a POS bill? What steps are required to do so?

Yes, you can partially settle the POS bill.

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Below are the step-by-step guidelines to partially settle POS bills from Shops/POS:

  1. Log in to Your Stayflexi Dashboard:
    • Enter your username and password to log in.
  2. Access Shops/POS:
    • After logging in, click the “More Apps” icon (represented by four boxes or blocks) in the top right corner.
    • From the dropdown menu, select Shops (as shown in Image 1).
    • A page showing all available shops or outlets will appear.
    • Choose the shop or outlet where you want to place an order by clicking on its name (as shown in Image 2).
  3. Navigate to the “Place Order” Page:
    • Once you select a shop or outlet, you will be taken to its Dashboard.
    • On the left-hand side of the page, you will see various options, including:
      • Dashboard
      • Place Orders
      • View Orders
      • Reports
      • Configuration
    • Click on Place Orders to proceed (as shown in Image 3).
  4. Understanding the “Place Order” Page:
    • On the Place Order page, you will find:
      • Tables Section: Displays all available, running, and printed tables.
      • Occupied Rooms Section: Displays all occupied or checked-in rooms.
  5. Place an order from the Table:
    • Under the Tables Section, you will see a list of available tables.
    • Click on the table number or table ID for the table where you want to place an order (as shown in Image 4).
    • Once selected, a list of food categories (e.g., Veg, Non-Veg) will appear.
    • Select your desired category and add menu items to the order (as shown in Image 5).
  6. Save and Confirm the Order:
    • After adding the menu items and customer information, click on the Save Order button to save and confirm your order(as shown in Image 5).
  7. Enter Customer Information:
    • To add customer details, click on the customer information icon at the top. Enter the required information and save it (as shown in the Image 6 and 7).
    • Note: If you’re placing an order from the table, customer information is mandatory for partial bill payment.
  8. Partial bill payment:
    • Click on the Settle order button(as shown in Image 8).
    • A pop-up to settle and save the amount with all other details will appear, like:
      • Payment type:
        • Cash
        • Offline card
        • Wallet
        • Other
      • Calculate amount textbox
      • Remarks
      • Settlement amount textbox
    • Click on the Settlement amount textbox and edit the actual amount with the amount you want to settle the order.
    • Now, Settle and Save the amount (as shown in Image 9).
    • Navigate to the View Orders page and check the status of the order.
    • The order status will be displayed as DUE as the order is partially settled (as shown in Image 10).
    • If you want to settle the remaining bill in the future, click on the settle dues option under the view orders page and collect the remaining payment.

By following these steps, you can partially settle the POS bill for a particular order.

How do I mark an item as out of stock in the shop?

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Below are the step-by-step guidelines to mark an item out of stock from Shops/POS:

  1. Log in to Your Stayflexi Dashboard:
    • Enter your username and password to log in.
  2. Access Shops/POS:
    • After logging in, click the “More Apps” icon (represented by four boxes or blocks) in the top right corner.
    • From the dropdown menu, select Shops (as shown in Image 1).
    • A page showing all available shops or outlets will appear.
    • Choose the shop or outlet by clicking on the shop or outlet name (as shown in Image 2).
  3. Navigate to the “Configuration” Page:
    • Once you select a shop or outlet, you will be taken to its Dashboard.
    • On the left-hand side of the page, you will see various options, including:
      • Dashboard
      • Place Orders
      • View Orders
      • Reports
      • Configuration
    • Click on Configuration dropdown to proceed (as shown in Image 3).
  4. Go to Menu items:
    • On the Configuration dropdown, you will see a list of options including:
      • Outlet
      • Menu items
      • Categories
      • Discounts
      • Table/Area
      • Staff
    • Click on the Menu items option (as shown in Image 3).
    • A list of all the menu items will appear along with the details.
  5. Mark menu items out of stock (as shown in Images 4 and 5):
    • To mark menu items out of stock, do the following:
      • There is a Yes or No dropdown under the In Stock column for each menu item.
      • Just click on the dropdown, select NO, and click it.
      • The item is now marked as out of stock.
      • You can verify this by selecting the In-stock items option in the top right of the page.
      • It takes you to the Out Of Stock items page.
      • This displays all the out-of-stock items.

By following these steps you can mark all the items as out of stock.

If an order is settled, where can I find the payment method used?

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Below are the step-by-step guidelines to check the payment method used from Shops/POS:

  1. Log in to Your Stayflexi Dashboard:
    • Enter your username and password to log in.
  2. Access Shops/POS:
    • After logging in, click the “More Apps” icon (represented by four boxes or blocks) in the top right corner.
    • From the dropdown menu, select Shops (as shown in Image 1).
    • A page showing all available shops or outlets will appear.
    • Choose the shop or outlet by clicking on the shop or outlet name (as shown in Image 2).
  3. Navigate to the “View Orders” Page:
    • Once you select a shop or outlet, you will be taken to its Dashboard.
    • On the left-hand side of the page, you will see various options, including:
      • Dashboard
      • Place Orders
      • View Orders
      • Reports
      • Configuration
    • Click on View Orders to proceed (as shown in Image 3).
  4. View payment method :
    • After selecting View Orders, a page with all the order details with table ID, room ID, order source, Settled amount, etc will be displayed.
    • Click on the row where the order is Settled (as shown in Image 3).
    • After clicking, different options will appear.
    • Click on the Detailed Payment View option (as shown in Image 4).
    • Payment type with the payment amount will be displayed (as shown in Image 5).

By following these steps, you can view the payment method used to settle a particular order.

What types of reports are available in the shop?

Below are the types of reports available in the Shops/POS:

  • Outlet Day-Wise Sales Summary
    • Purpose: Provides a consolidated sales summary of all transactions made at your outlet, broken down by date wise.
    • Usage: Useful for tracking daily revenue and performance over a period.
  • Outlet Day-Wise Balance Summary
    • Purpose: Displays a day-wise balance summary for your outlet, likely showing remaining financial balances.
    • Usage: Helps in reviewing financial consistency and ensuring no discrepancies.
  • Hourly Item Sales Summary Report
    • Purpose: Presents item sales data broken down by the hour.
    • Usage: Allows users to identify peak sales hours and optimize staffing and inventory.
  • Item-Wise Category Summary Report
    • Purpose: Provides a summary of sales based on individual items.
    • Usage: Assists in understanding the performance of different product categories and managing stock accordingly.
  • Order-Wise Sales Summary
    • Purpose: Summarizes sales based on individual orders, providing insights into order trends.
    • Usage: Useful for analyzing how many orders were placed, average order value, and item preferences.
  • KOT Modification
    • Purpose: Shows a summary of all modifications made to Kitchen Order Tickets (KOT).
    • Usage: Important for tracking any changes made to orders in the kitchen and ensuring order accuracy.
  • KOT Report
    • Purpose: Displays a summary of all Kitchen Order Tickets (KOT) punched for the shop.
    • Usage: Useful for tracking kitchen workload and ensuring all orders have been processed.
  • Day-Wise Item Sales Summary Report
    • Purpose: It provides a day-wise breakdown of items punched into the system for the shop.
    • Usage: Useful for tracking daily item-level sales performance and managing inventory.

Reports

Unlock powerful insights into your property’s operations with Stayflexi’s Reports feature. Access a variety of detailed, customizable reports, including occupancy, financials, guest demographics, and booking patterns. These reports are designed to help you monitor your property’s performance, spot trends, and make informed, strategic decisions. With real-time data at your fingertips, Stayflexi Reports allow you to evaluate key metrics and streamline your decision-making process, ensuring better control over your property performance.

Overview Of reports and what are important reports to refer in Stayflexi ?

What are Stayflexi Reports?

The Reports feature in Stayflexi provides property managers with essential insights into their property’s operations. It offers a range of detailed reports on revenue, tax filing, occupancy, booking sources, sales performance, and guest demographics. These reports allow users to monitor trends, optimize room pricing, adjust marketing strategies, and improve overall property performance. By analyzing these data points, property managers can make informed decisions that enhance profitability and guest experience, supporting both day-to-day management and long-term strategic planning.

Why Use Stayflexi Reports?

Reports are essential for understanding various aspects of your property’s operations, such as:

  1. Tracking Revenue: Track financial performance, analyze income sources, and identify high-performing channels.
  2. Optimize Occupancy: Adjust room availability based on occupancy trends and prevent under utilisation.
  3. Manage Sales Performance: Monitor bookings, cancellations, and modifications to better understand guest behavior.
  4. Enhance Marketing Strategies: Evaluate booking sources to focus on effective distribution channels.
  5. Set Competitive Pricing: Utilize average daily rate[ADR] and revenue per available room [RevPar] insights to develop profitable pricing.

Using these reports enables data-driven decisions, leading to increased occupancy, revenue, and guest satisfaction.

How to Access and Use Stayflexi Reports?

  1. Accessing Reports:
    • Log in to your Stayflexi dashboard using your credentials.
    • From the dashboard, click on the 4-dots square icon labeled “More Apps”, located on the right side of the screen.
    • From the listed apps, locate and click on the Reports.

In Stayflexi, when you access the Reports feature, a new page opens where you can view a comprehensive list of reports, each providing valuable insights into property performance.

  • The Key Reports to focus on include:
    • Flash Manager Report: This report provides a quick, high-level overview of essential metrics, offering insights that help in daily decision-making, which include:
      • Property Report: Provides insights into overall property performance, summarizing key metrics.
      • Revenue Report: Details revenue generated from various sources, helping track income flow.
      • Tax Revenue Report: Shows total tax collected on revenues, aiding in tax management.
      • Taxes Report: Breaks down specific tax categories and amounts, useful for accounting.
      • Payments Summary Report: Summarizes all payments received, giving a quick snapshot of cash flow.
      • Payments Detailed Report: Offers a more granular view of each transaction, ideal for payment tracking.
      • Expense Report: Lists all expenses, helping manage property costs effectively.
      • Inventory Report: Tracks available room Inventory, ensuring room availability and allocation.
      • House Report: Summarizes room statuses, occupancy, and other essential house operations.
    • Room Revenue Report: Focused on revenue generated per room, this report is critical for understanding how room sales contribute to overall income.
    • Night Audit Report: Summarizes daily transactions, occupancy, and revenue, ensuring all records are accurate and balanced at the end of each day.

The Flash Manager Report, Room Revenue Report, and Night Audit Report in Stayflexi collectively offer a property’s performance. Together, they cover almost every crucial aspect of property management, including revenue tracking, occupancy levels, tax breakdowns, payments, expenses, inventory, and room status.

Is there a way to generate a report for POS transactions (restaurant, spa, etc.) within the property?

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YES, here’s a step-by-step guide on how to generate reports for transactions across various property outlets like restaurants, spas, etc., in Stayflexi:

  1. Log in to your Stayflexi dashboard using your credentials.
  2. From the dashboard, click on the 4-dots square icon labeled “More Apps”, located on the right side of the screen.
  3. From the listed apps, locate and click on the Reports.
  4. On the left side of the dashboard, you will see a list of different reports.
  5. From the list of available reports, click on All Outlets Itemwise Category Summary Report.
  6. View the Report:
    • The report will open on your screen, displaying transaction details.
    • Data is organized with headers horizontally, such as:
      • Outlet Name
      • Item Category
      • Item Name
      • Quantity Sold
      • Total Sales
  7. Below each column, you’ll find the corresponding data categorized by outlet.
  8. Filter by Date Range:
    • Use the Date Range Selector to choose the desired time period:
    • For current date transactions, select today’s date.
    • For previous date transactions, adjust the date range accordingly.
  9. Analyze and Export:
    • Review the report on-screen or export it for further analysis, depending on your needs.
  10. This process ensures you can quickly access detailed sales and transaction data for each outlet within your property.

How can I generate an expense report to track operational costs?

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To generate an expense report to track operational costs of your property in Stayflexi, follow the below-mentioned steps:

  1. Log in to your Stayflexi dashboard using your credentials.
  2. From the dashboard, click on the 4-dots square icon labeled “More Apps”, located on the right side of the screen.
  3. From the listed apps, locate and click on the Reports.
  4. On the left side of the dashboard, you will see a list of different reports.
  5. From the list of displayed reports, locate and select the Expense Manager Report.
  6. View the Report Details:
    • The report will open, showing your property’s expenses.
  7. Data is structured as follows:
    • Horizontal Headers include:
      • Type of Expense (e.g., maintenance, utilities)
      • ID (unique identifier for each expense)
      • Reason/Entity Name (why or who the expense was for)
      • Description (details of the expense)
    • Vertical Columns list the corresponding data under each header.
  8. Analyze the Data:
    • Scroll through the report to review detailed expense entries.
    • Use this report to track and manage your property’s expenditures.

This report provides a clear overview of your expenses, helping you monitor and control costs efficiently.

How can I generate a report of all the charged virtual cards from Expedia or Booking.com?

To generate a report of all the charged virtual cards from Expedia or Booking.com, Follow the below-mentioned guidelines.

  1. Log in to your Stayflexi dashboard using your credentials.
  2. From the dashboard, click on the 4-dots square icon labeled “More Apps”, located on the right side of the screen.
  3. From the listed apps, locate and click on the Reports.
  4. On the left side of the dashboard, you will see a list of different reports.
  5. Click on Payment Reports: Go to the Reports section and select Payment Reports.
  6. Click on the Payment Gateway Report option.
  7. Select the desired date range in the open report to view the relevant data.
  8. Review the columns provided in the report, such as the Gateway and Booking Source columns.
  9. Use the filter option in the Booking Source column to display data specific to a selected OTA, like Expedia or Booking.com. [Refer to the provided image to clearly understand the filtering process.]

How can I generate a tax report to track the taxes collected from bookings?

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To generate a tax report to track the taxes collected from bookings, follow the below-mentioned steps:

  1. Log in to your Stayflexi dashboard using your credentials.
  2. From the dashboard, click on the 4-dots square icon labeled “More Apps”, located on the right side of the screen.
  3. From the listed apps, locate and click on the Reports.
  4. On the left side of the dashboard, you will see a list of different reports.
  5. Access Property Reports: At the top of the Reports section, you’ll see Property Reports. The reports under this section will already be displayed on the screen.
  6. Click on Room Bookings Report :
    • Click on “Room Bookings Reports” from the displayed reports.
  7. View the Report:
    • A report will open displaying the booking information.
  8. View the Tax:
    • Scroll to the far right of the report to view the tax charged for each booking.

This report provides a clear breakdown of taxes associated with each booking.

How can I generate a booking source report to track where my reservations are coming from (e.g., OTA, direct bookings)?

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To generate a booking source report to track where your reservations are coming from, follow the below-explained steps:

  1. Log in to your Stayflexi dashboard using your credentials.
  2. From the dashboard, click on the 4-dots square icon labeled “More Apps”, located on the right side of the screen.
  3. From the listed apps, locate and click on the Reports.
  4. On the left side of the dashboard, you will see a list of different reports.
  5. Access Property Reports: At the top of the Reports section, you’ll see Property Reports. The reports under this section will already be displayed on the screen.
  6. Click on the Room Bookings Report from the list of displayed reports on the screen.
  7. A report will open, Locate the ‘Booking Source’ column heading, displayed horizontally. You can apply filter for a specific OTA booking source.
  8. Below this heading, you’ll find the information on the source of each booking.

Can I view a report of all reservations made during a specific period?

To view a report of all reservations made during a specific period, follow the below mentioned steps:

  1. Log in to your Stayflexi dashboard using your credentials.
  2. From the dashboard, click on the 4-dots square icon labeled “More Apps”, located on the right side of the screen.
  3. From the listed apps, locate and click on the Reports.
  4. On the left side of the dashboard, you will see a list of different reports.
  5. Access Property Reports: At the top of the Reports section, you’ll see Property Reports. The reports under this section will already be displayed on the screen.
  6. Open the Master Report:
    • Click on Master Report to open the detailed booking report.
  7. Select the Date Range:
    • In the reports section, locate the Date Range Selector to set the dates.
  8. Choose Your Dates:
    • Click on any specific dates for which you want to view all reservations made during that period.
  9. Apply the Date Range:
    • Once you’ve selected the desired dates, click the “Apply” button to confirm your date range.

This will display a report showing all reservations made within the specified period.

Is there a way to generate a report for discounts or promotions applied to bookings?

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To generate a report for discounts or promotions applied to bookings, follow the below-mentioned guidelines:

  1. Log in to your Stayflexi dashboard using your credentials.
  2. From the dashboard, click on the 4-dots square icon labeled “More Apps”, located on the right side of the screen.
  3. From the listed apps, locate and click on the Reports.
  4. On the left side of the dashboard, you will see a list of different reports.
  5. Access Property Reports: At the top of the Reports section, you’ll see Property Reports. The reports under this section will already be displayed on the screen.
  6. Open the Master Report:
    • Click on Master Report to open the detailed booking report.
  7. Add the Coupons/Discounts Column:
    • By default, the report does not show applied coupon codes or discounts.
    • To add this information, go to the columns list on the right side of the report.
    • Scroll through the options, find “Applied Coupons/Discounts,” and check the box next to it.
  8. View the Updated Report:
    • The selected column will now appear in your report, displaying any coupon codes or discounts applied to each booking.

This way, you can easily see details about any promotional offers associated with each reservation.

How can I generate a report of room revenue by room type or category?

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To generate a report of room revenue by room type or category, follow the below-mentioned steps:

  1. Log in to your Stayflexi dashboard using your credentials.
  2. From the dashboard, click on the 4-dots square icon labeled “More Apps”, located on the right side of the screen.
  3. From the listed apps, locate and click on the Reports.
  4. On the left side of the dashboard, you will see a list of different reports.
  5. Access Property Reports: At the top of the Reports section, you’ll see Property Reports. The reports under this section will already be displayed on the screen.
  6. Open Room Bookings Report:
    • Click on “Room Bookings Report” in your Stayflexi dashboard.
  7. Customize Columns:
    • On the right side of the report, click on the column options listed vertically.
    • Find “Room Category” in the options and check the box next to it.
  8. Adjust Column Placement:
    • The “Room Category” column will now appear in your report.
    • You can move it by dragging it to place it next to any other column of your choice.

This customization allows you to organize and view the report in a way that best suits your needs.

How can I download a guest history report?

To download a guest history report in Stayflexi, follow the below-mentioned guidelines:

  1. Log in to your Stayflexi dashboard using your credentials.
  2. From the dashboard, click on the 4-dots square icon labeled “More Apps”, located on the right side of the screen.
  3. From the listed apps, locate and click on the Reports.
  4. On the left side of the dashboard, you will see a list of different reports.
  5. Access the Customer Report:
    • Go to the dashboard and click on the Customers Report section.
    • From the page that opens, click on Customers Report again from the two options presented.
  6. View Guest Details:
    • A detailed report will open, displaying guest details in horizontal rows and vertical columns.
  7. Set the Date Range:
    • At the top of the report, locate the Date Range Selector and click on it to open a calendar.
    • The calendar allows you to select date ranges by weekly, monthly, or yearly intervals, as well as options for days up to today and days starting today.
    • Choose the date range that suits your needs and click on the Apply button within the calendar.
  8. Use Filters for Easy Navigation:
    • Next to the Date Range Selector, find the Filters option. Click on it to open a dropdown with filter choices.
    • Apply any necessary filters to refine the report and make it easier to navigate.
  9. Export the Report:
    • To the right of the Filters column, click on the Export Report dropdown menu.
    • Select your preferred format (PDF, CSV, or Excel) to export the report.

By following these steps, you can download a guest history report.

How do I analyze my property's monthly or yearly room booking performance report compared to the previous year?

To analyze your property’s monthly or yearly performance report compared to the previous year, follow the below-mentioned guidelines:

  1. Log in to your Stayflexi dashboard using your credentials.
  2. From the dashboard, click on the 4-dots square icon labeled “More Apps”, located on the right side of the screen.
  3. From the listed apps, locate and click on the Reports.
  4. On the left side of the dashboard, you will see a list of different reports.
  5. Go to Flash Manager Report:
    • In your dashboard, click on the Flash Manager Report section. This report gives you an overview of property performance metrics.
  6. Set the Date Range:
    • At the top of the page, locate the Date Range Selector to choose the period [monthly or yearly] you want to analyze.
  7. Enable Comparison Mode:
    • Next to the date range selector, the report will display comparative data, allowing you to see key metrics from the current period alongside those from the previous year [e.g., this month vs. the same month last year, or this year vs. last year].
  8. Analyze the Report:
    • In comparison mode, all key performance indicators [KPIs] will show side-by-side comparisons, helping you analyze growth, trends, and any notable changes in performance over time.

This setup provides a clear view of your property’s performance against the previous, making it easier to assess improvements or areas that need attention.

Is there a report to track cancellations and no-shows?

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To track cancellations in Stayflexi, follow the below-mentioned steps:

  1. Log in to your Stayflexi dashboard using your credentials.
  2. From the dashboard, click on the 4-dots square icon labeled “More Apps”, located on the right side of the screen.
  3. From the listed apps, locate and click on the Reports.
  4. On the left side of the dashboard, you will see a list of different reports.
  5. Access Property Reports: At the top of the Reports section, you’ll see Property Reports. The reports under this section will already be displayed on the screen.
  6. Open the Master Report:
    • Click on Master Report to open the detailed booking report.
  7. Locate the Booking Status Column:
    • In the report, find the Booking Status column displayed horizontally. This column shows the status of each booking, such as confirmed, checked out, and cancelled.
  8. Filter for Cancelled Bookings:
    • Click on the Filter option beneath the Booking Status column.
    • A popup will appear, allowing you to select specific statuses.
    • Choose Cancelled to display only the bookings with a cancelled status.

Following these steps will filter the report to show only cancelled bookings, making it easy to track cancellations.

To track no shows in Stayflexi, follow the below-mentioned steps:

  1. Log in to your Stayflexi dashboard using your credentials.
  2. From the dashboard, click on the 4-dots square icon labeled “More Apps”, located on the right side of the screen.
  3. From the listed apps, locate and click on the Reports.
  4. On the left side of the dashboard, you will see a list of different reports.
  5. Open the Front Desk Report:
    • On the dashboard, click on Front Desk Report to access a range of front desk-related reports.
  6. Select the No-Show Report:
    • From the reports displayed, locate and click on No-Show Report.
  7. View No-Show Details:
    • The No-Show Report page will open, showing information about guests who did not show up at your property. This report includes guest details and reservation specifics.

This process allows you to easily view and track all no-show bookings for better management and follow-up.

How do I view an overdue payments or pending balance report?

To view an overdue payments or pending balance report, follow the below-mentioned steps in Stayflexi:

  1. Log in to your Stayflexi dashboard using your credentials.
  2. From the dashboard, click on the 4-dots square icon labeled “More Apps”, located on the right side of the screen.
  3. From the listed apps, locate and click on the Reports.
  4. On the left side of the dashboard, you will see a list of different reports.
  5. Access Property Reports: At the top of the Reports section, you’ll see Property Reports. The reports under this section will already be displayed on the screen.
  6. Open the Room Revenue Reports:
    • Click on the Room Revenue Report section. This report provides detailed information about guest transactions and room revenue, both with and without taxes.
  7. Navigate to the Pending Balance Column:
    • Once the report opens, scroll or use the arrow keys to move to the extreme right of the report sheet.
  8. Check the Balance Amount:
    • Look for the Balance Amount column on the fair right. This column reflects any pending balances for guests, showing any overdue payments or remaining amounts.

This process allows you to quickly identify and review any outstanding payments directly within the report.

How can I view logs of any changes made to room pricing, inventory, or a specific reservation ID in the system?

Below are the step-by-step guidelines to view logs of any changes made to room pricing, inventory, or a specific reservation ID in the system in Stayflexi:

Accessing Reports:

  • Log in to your Stayflexi dashboard using your credentials.
  • From the dashboard, click on the 4-dots square icon labeled “More Apps”, located on the right side of the screen.
  • From the listed apps, locate and click on the Reports.
  • On the left side of the dashboard, you will see a list of different reports.

“Log Reports” section :

  1. On the main dashboard, find and click on the log reports option. This section keeps a record of all changes in the system.
  2. View User Log Report:
    • Once on the Log Reports page, you’ll see a detailed user log report appear on your screen.
  3. Open the Report:
    • Click on the report to open it and view the information.
  4. Explore the Columns:
    • The report displays various columns across the screen, such as change type, date, user name, and specific details of the modification. These columns allow you to filter and search for specific changes based on your requirements.
  5. Filter Information:
    • To find the exact log details you need, filter by date, user, or other criteria based on the columns available.

This process will help you access logs on any modifications to room pricing, inventory, or reservations as needed.

How do I schedule a daily revenue report for my property?

To generate a daily revenue report for your property, Follow the below-mentioned steps:

  1. Log in to your Stayflexi dashboard using your credentials.
  2. From the dashboard, click on the 4-dots square icon labeled “More Apps”, located on the right side of the screen.
  3. From the listed apps, locate and click on the Reports.
  4. Once the reports page opens, look to the right side and click on Schedule Reports.
  5. On Schedule Reports page, click on Add New Report Schedule to start configuring your report.
  6. Configure the Report:
    • A report configuration page will appear on the right.
    • Fill in the details, including the Name of the Report Schedule [e.g.,”Daily Revenue Report”].
    • Select Report Type as Revenue Report.
    • Set Schedule Frequency by clicking on the dropdown. Choose Daily from the default options.
  7. Click the Save button at the bottom to complete the setup.

You have successfully scheduled a Daily Revenue Report in Stayflexi. The system will automatically generate the report daily based on your configuration.

How can I view the occupancy report for a specific date?

To view the occupancy report for a specific date range, Follow the below-mentioned guidelines:

  1. Log in to your Stayflexi dashboard using your credentials.
  2. From the dashboard, click on the 4-dots square icon labeled “More Apps”, located on the right side of the screen.
  3. From the listed apps, locate and click on the Reports.
  4. On the left side of the dashboard, you will see a list of different reports.
  5. From the list, locate and click on Channel Manager Reports.
  6. Three reports will open. Click on Occupancy Report to proceed.
  7. In the center of the page, find the date selection area. Click on the calendar icon to open the dropdown calendar.
  8. From the dropdown calendar, select the specific date for which you want to view the occupancy report.

You will now receive the Occupancy Report for that particular date, providing insights into the room utilization and occupancy levels.

How do I generate a report to track the booking sources by OTA channel manager, such a Booking.com, Expedia, etc.?

To track where your reservations are coming from (e.g., OTA, direct bookings), follow the below-mentioned steps:

  1. Log in to your Stayflexi dashboard using your credentials.
  2. From the dashboard, click on the 4-dots square icon labeled “More Apps”, located on the right side of the screen.
  3. From the listed apps, locate and click on the Reports.
  4. On the left side of the dashboard, you will see a list of different reports.
  5. From the list, locate and click on Channel Manager Reports.
  6. Three reports appear on the screen, click on CM Bookings Report.
  7. The report will open on the same page, displaying a list of bookings received from various channels.
  8. Within the report, find the Booking Source column.
  9. Here you’ll see the source of each booking, showing where each guest reservation originated.

How do I check a detailed room status report (occupied, available, out of service)?

To create a detailed room status report (occupied, available, out of service), follow the below-mentioned steps:

  1. Log in to your Stayflexi dashboard using your credentials.
  2. From the dashboard, click on the 4-dots square icon labeled “More Apps”, located on the right side of the screen.
  3. From the listed apps, locate and click on the Reports.
  4. On the left side of the dashboard, you will see a list of different reports.
  5. Access Property Reports: At the top of the Reports section, you’ll see Property Reports. The reports under this section will already be displayed on the screen.
  6. Select Room Inventory Report: Locate and click on Room Inventory Report.
  7. View Report Details: A new page will open, displaying a table at the top with columns like Blocked Rooms, Net Rooms, Available Rooms, etc.
  8. Explore More Columns: To see additional columns, click on the small arrow icon on the right side to scroll forward.
  9. Review the Inventory Report: Below the columns, you’ll find detailed data for your room inventory, showing a breakdown of each room’s status.

How do I check a report of payments made through different methods (e.g., cash, card, bank transfer)?

To create a report for payments made via different methods (cash, card, online, etc.), follow the below-mentioned steps:

  1. Log in to your Stayflexi dashboard using your credentials.
  2. From the dashboard, click on the 4-dots square icon labeled “More Apps”, located on the right side of the screen.
  3. From the listed apps, locate and click on the Reports.
  4. On the left side of the dashboard, you will see a list of different reports.
  5. Click on Payment Reports: Go to the Reports section and select Payment Reports.
  6. Select Counter Report by Payment Type: From the list of available reports, locate and click on Counter Report by Payment Type.
  7. View the Report: A new page will open, displaying the report. At the top, you’ll see columns with names indicating different payment categories.
  8. Check Payment Type Data: Under each column, you’ll find data showing the amounts received by various payment types, such as credit card, cash, bank transfer, etc.

Direct Billing

Simplify your billing process with Stayflexi’s Direct Billing feature. This tool allows you to efficiently manage invoices and payments for corporate clients, travel agents, or any other partners requiring direct billing. Generate detailed invoices, track payment statuses, and manage credit limits all from one centralized platform. Stayflexi’s Direct Billing streamlines financial operations, reducing manual effort and ensuring accurate records. Provide your partners with a seamless billing experience while maintaining full control over your property’s financial workflows.

How do I create a ''Direct Billing'' account in Stayflexi?

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Below is the step-by-step guide to creating a direct billing account in Stayflexi:

  1. Log in to Your Stayflexi Dashboard:
    • Use your username and password to log in.
  2. Go to Direct Billing:
    • After logging in, click the icon with four boxes (more apps) in the top right corner(as shown in Image 1).
    • A dropdown menu will appear.
    • Select “Direct Billing” from the list (as shown in Image 1).
  3. Click on ‘Add New’:
    • In the Direct Billing section, click the ‘Add new’ button, which will open a form on the right-hand side of the screen(as shown in Image 2).
  4. Fill in Basic Information (as shown in Image 2):
    • Account Name: Enter the name of the company or travel agent.
    • Account Number: Enter the corresponding account number.
    • Account Type: Select the appropriate account type from the dropdown.
      • The Account type dropdown includes the following types:
        • Corporate
        • Travel Agent
        • House Account
      • Select the type based on the account you are creating.
    • Tax ID: Enter the Tax ID.
    • Account Email: Provide a valid email address for the account so that travel agents should receive email.
    • Account Phone: Enter the contact phone number, starting with the country code (e.g., +1 for USA).
  5. Enter Address Details(as shown in Image 2):
    • Address Line 1: Enter the main address for the account.
    • Address Line 2: Fill in additional address details (optional).
    • City: Provide the city where the business is located.
    • State: Enter the state or region.
    • Country: Select the country from the dropdown list.
    • Postal Code: Enter the postal code for the address.
  6. Configure IGST Status (Optional only for Indian Property):
    • If applicable, toggle the IGST status switch for integrated tax setup(as shown in Image 2).
  7. Save the Information(as shown in Image 2):
    • After filling in all required details, click the ‘Save’ button at the bottom of the form to create the Direct Billing account.
    • Once saved, the new Direct Billing account will appear in the list, where you can manage or edit the information as needed (as shown in Image 3).
  • This process allows you to create and manage accounts for direct billing in Stayflexi, making it easy to handle payments directly with travel agents or corporate companies.

How do I view all bookings for a specific Direct Billing account?

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Below is the step-by-step guide to view all bookings for a specific Direct billing account:

  1. Log in to Your Stayflexi Dashboard:
    • Use your username and password to log in.
  2. Go to Direct Billing:
    • After logging in, click the icon with four boxes (more apps) in the top right corner(as shown in Image 1).
    • A dropdown menu will appear.
    • Select “Direct Billing” from the list (as shown in Image 1).
  3. View Bookings:
    • Click on the View booking option on the Direct billing account you want to view the bookings(as shown in Image 2).
    • A page with all the bookings made on this particular direct billing account will be displayed (as shown in Image 3).
    • You can settle the balance amount from here by clicking on the Settle Dues option (as shown in Image 3).
    • If you want to display only the Unsettled bookings, enable the Unsettled-only switch to display the Unsettled bookings list (as shown in Image 3).

By following the steps you will be easily able to view all bookings for a specific Direct billing account.

How can I see only unsettled folios or reservations for a given Direct Billing account?

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Below is the step-by-step guide to see unsettled folios or reservations for a given direct billing account:

  1. Log in to Your Stayflexi Dashboard:
    • Use your username and password to log in.
  2. Go to Direct Billing:
    • After logging in, click the icon with four boxes (more apps) in the top right corner(as shown in Image 1).
    • A dropdown menu will appear.
    • Select “Direct Billing” from the list (as shown in Image 1).
  3. View Bookings:
    • Click on the View booking option on the Direct billing account you want to view the bookings(as shown in Image 2).
    • A page with all the bookings made on this particular direct billing account will be displayed (as shown in Image 3).
    • If you want to display only the Unsettled folios or bookings, enable the Unsettled-only switch to display the Unsettled bookings/reservations list (as shown in Image 4).

By following these steps you can easily see the unsettled folio or reservations for a given Direct Billing account.

How do I settle a folio after receiving payment from a Direct Billing account?

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Below is the step-by-step guide to settling a folio after receiving payment from a Direct billing account:

  1. Log in to Your Stayflexi Dashboard:
    • Use your username and password to log in.
  2. Go to Direct Billing:
    • After logging in, click the icon with four boxes (more apps) in the top right corner(as shown in Image 1).
    • A dropdown menu will appear.
    • Select “Direct Billing” from the list (as shown in Image 1).
  3. View Bookings:
    • Click on the View booking option on the Direct billing account you want to view the bookings(as shown in Image 2).
    • A page with all the bookings made on this particular direct billing account will be displayed (as shown in Image 3).
    • If you want to display only the Unsettled folios or bookings, enable the Unsettled-only switch to display the Unsettled bookings/reservations list (as shown in Image 4).
  4. Setlle Dues:
    • Click on the checkbox next to the booking or reservation you want to settle the booking.
    • You can settle the balance amount by clicking on the Settle Dues option (as shown in Image 3).
    • A list of payment methods will be displayed select the payment method you want to make the payment(as shown in Image 4).
    • A pop-up with the amount details and a Bulk settle button will appear(as shown in Image 5).
    • Click on the Bulk settle option to settle the dues(as shown in Image 5).

How can I edit or update a Direct Billing account?

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Below is the step-by-step guide to editing or updating a Direct billing account:

  1. Log in to Your Stayflexi Dashboard:
    • Use your username and password to log in.
  2. Go to Direct Billing:
    • After logging in, click the icon with four boxes (more apps) in the top right corner(as shown in Image 1).
    • A dropdown menu will appear.
    • Select “Direct Billing” from the list (as shown in Image 1).
  3. Edit/Update Direct Billing account:
    • Click on the edit icon beside the View Bookings button for the particular direct billing account you want to edit or update the details(as shown in Image 2).
    • A page to edit or update the details of the particular direct billing account will be displayed(as shown in Image 3).
  4. Save the details:
    • After editing or updating the direct billing account details, click on the Save button to save the updated information(as shown in Image 3).

How do I download a report of all bookings under a Direct Billing account?

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Below is the step-by-step guide to download a report of all bookings under a Direct billing account:

  1. Log in to Your Stayflexi Dashboard:
    • Use your username and password to log in.
  2. Go to Direct Billing:
    • After logging in, click the icon with four boxes (more apps) in the top right corner(as shown in Image 1).
    • A dropdown menu will appear.
    • Select “Direct Billing” from the list (as shown in Image 1).
  3. View Bookings:
    • Click on the View booking option on the Direct billing account you want to download the report(as shown in Image 2).
    • A page with all the bookings made on this particular direct billing account will be displayed (as shown in Image 3).
    • Click on the Export report dropdown at the top next to the settle dues option.
    • The Export report dropdown contains(as shown in Image 3):
      • Export as CSV
      • Export as PDF
      • Export as Excel
    • You can download the report of the bookings in any of the formats you wish by clicking on the above-mentioned options.

How do I view the pending balance for a Direct Billing account?

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Below is the step-by-step guide to viewing all the pending balances for a specific Direct billing account:

  1. Log in to Your Stayflexi Dashboard:
    • Use your username and password to log in.
  2. Go to Direct Billing:
    • After logging in, click the icon with four boxes (more apps) in the top right corner(as shown in Image 1).
    • A dropdown menu will appear.
    • Select “Direct Billing” from the list (as shown in Image 1).
  3. View Bookings:
    • Click on the View Booking option on the Direct billing account you want to view the pending balance(as shown in Image 2).
    • A page with all the bookings made on this particular direct billing account will be displayed (as shown in Image 3).
    • By scrolling right, at the end of the table, you can see the Direct Billing Balance Due and Folio Balance Due columns where you can view all the pending balances for a Direct Billing account(as shown in Image 3).

By following these steps you can easily view all the pending balances for a specific direct billing account.

How can I make a walk-in booking under a Direct Billing account?

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  1. Log in to Your Stayflexi Dashboard:
    • Use your username and password to log in.
  2. Go to Reservation calendar:
    • After logging in, click the Reservation Calendar icon second icon from the left(as shown in Image 1).
  3. Create a Walk-in booking:
    • Select the Create dropdown on the right(as shown in Image 2).
    • Click on the Walk-in option (as shown in Image 2).
    • Fill in the customer details.
    • Click on the Segment dropdown on the right-hand side of the page(as shown in Image 3).
    • Select the DIRECT_BILLING option (as shown in Image 3).
    • Click on the Sub-segment dropdown(as shown in Image 4).
    • Select the Direct billing account under which you want to create the walk-in booking.
    • Click on the Create Reservation button to successfully create a walk-in booking.

By following these steps you can make a walk-in booking under a Direct Billing account.

Revenue Management

Optimize your property’s profitability with Stayflexi’s Revenue Management feature. Leverage advanced tools to adjust pricing dynamically, track demand patterns, and forecast future trends. Stayflexi enables you to implement data-driven pricing strategies that maximize revenue while maintaining optimal occupancy levels. With real-time analytics and automated rate adjustments, Stayflexi’s Revenue Management helps you stay competitive in a constantly changing market. Take the guesswork out of pricing and ensure your property reaches its full revenue potential.

Can dynamic pricing be set to run at a specific time, regardless of occupancy changes?

Yes, dynamic pricing can be set to run at a specific time regardless of occupancy changes in Stayflexi.

When you enable Time Slot Configuration, you can pick certain times during the day for your pricing rules to take effect. Once this mode is on, the system will only adjust prices based on occupancy at those chosen times, not continuously throughout the day. This makes it easier to manage pricing.

For example, if you set a time for 10:00 AM, the system will check the occupancy and apply the pricing rules at that exact time. This way, you have clear control over when your prices change.

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Here’s a simpler guide to setting dynamic pricing at specific times using Time Slot Configuration in Stayflexi:

  1. Log in to Your Stayflexi Dashboard:
    • Use your username and password to log in.
  2. Go to Revenue Management:
    • After logging in, click the four boxes icon (more apps) in the top right corner(as shown in Image 1).
    • A dropdown menu will appear.
    • Select “Revenue Management” from the list (as shown in Image 1).
  3. Go to Dynamic Pricing:
    • Click the “Dynamic Pricing” dropdown icon (3rd option on the left sidebar).
  4. Open Time-based pricing (as shown in Image 2):
    • On the left side, under Dynamic Pricing, you will see options like:
      • Demand-based pricing
      • Rule-based pricing
      • Time-based pricing
    • Click on Time-based pricing.
  5. Turn on Time Slot Mode :
    • You will see a switch asking, “Do you want to enable a time slot?”
    • Turn this switch on (as shown in Image 2).
  6. Set a Time for Dynamic Pricing (as shown in Image 2):
    • Under the switch, you will see a field to choose a time (e.g., 10:00 AM).
    • Pick the time you want the dynamic pricing rules to apply.
    • Click Add to set the time for more time slots.
  7. Save Your Settings (as shown in Image 2):
    • After adding the time, click Save.
    • The time will now be listed on the screen.
  8. Confirm or Adjust:
    • Check if the time slot appears correctly.
    • If you need to change or remove it, click the Delete button next to the time (as shown in Image 2).
    • Once this is set up, dynamic pricing will run at the time you choose, based on occupancy at that moment, instead of adjusting in real-time. This helps you control when pricing changes happen.

Can the occupancy percentages in dynamic pricing overlap across different rules?

In Stayflexi, occupancy percentages for dynamic pricing rules cannot overlap.

Each rule must have its own unique occupancy percentage range. For example, if one rule covers 50% to 80% occupancy, you cannot create another rule that overlaps with any part of that range, such as 60% to 90%. The ranges need to be distinct so the system knows exactly which rule to apply.

If you attempt to create overlapping rules, Stayflexi will alert you and ask you to change the ranges to ensure they don’t overlap, avoiding any confusion when applying the correct rule.

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Here’s a step-by-step guide to check if occupancy percentages overlap between different dynamic pricing rules in Stayflexi:

  1. Log in to Your Stayflexi Dashboard:
    • Use your username and password to log in.
  2. Go to Revenue Management:
    • After logging in, click the four boxes icon (more apps) in the top right corner(as shown in Image 1).
    • A dropdown menu will appear.
    • Select “Revenue Management” from the list (as shown in Image 1).
  3. Go to Dynamic Pricing (as shown in Image 2):
    • Click the “Dynamic Pricing” dropdown icon (3rd option on the left sidebar).
    • Select the “Rule-based pricing” option from the dropdown.
  4. Create an Overlapping Rule:
    • Let’s say you already have a rule called “Rule 1” that applies to occupancy percentages between 50% and 80% (as shown in Image 2).
    • Now, try to create another rule “Rule 2” by clicking the Add new dynamic pricing rule button, with an occupancy range of 60% and 90% (as shown in Image 3).
  5. Receive the Error:
    • The system will prevent you from saving “Rule 2” because its occupancy range overlaps with “Rule 1”.
    • An error message will pop up, stating: “Invalid rule specified, occupancy range is overlapping. Please enable if the previous rule is disabled.” (as shown in Image 3).

By following these steps, you can ensure that your dynamic pricing rules do not have overlapping occupancy percentages.


Can dynamic pricing be applied to only one specific room category?

Yes, in Stayflexi, you can apply dynamic pricing to just one specific room category. This allows you to adjust prices for that room type based on occupancy, without affecting the prices of other room categories.

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Below are the step-by-step guidelines on dynamic pricing being applied to only one specific room category from Revenue Management:

  1. Log in to Your Stayflexi Dashboard:
    • Use your username and password to log in.
  2. Go to Revenue Management:
    • After logging in, click the four boxes icon (more apps) in the top right corner(as shown in Image 1).
    • A dropdown menu will appear.
    • Select “Revenue Management” from the list (as shown in Image 1).
  3. Go to Dynamic Pricing:
    • Click the “Dynamic Pricing” dropdown icon (3rd option on the left sidebar).
    • Select the “Rule-based pricing” option from the dropdown(as shown in Image 2).
  4. Create or Edit a Pricing Rule:
    • To apply a rule to a specific room category, you can:
      • Create a new rule by clicking the Add new dynamic pricing rule button.
      • Or edit an existing rule by selecting it from the list of rules on the rule-based pricing page.
  5. Enable Room Type-Based Occupancy:
    • In the rule setup window, you will see an option to Enable Room Type-Based Occupancy (as shown in Image 3).
    • Turn this option ON. This will let you apply the pricing rule to specific room categories instead of the entire property.
  6. Select the Room Category (as shown in Image 3):
    • After enabling room-type-based occupancy, you will see a dropdown menu “Room types” under the “Select room types?” section.
    • Click on the dropdown and select the room category you want (e.g., Deluxe Room, Suite, etc.).
    • You can choose one or more categories, but to apply the rule to a single room category, just select that one.
  7. Define the Pricing Rule (as shown in Image 3):
    • Now, set the conditions for your dynamic pricing:
      • Occupancy Percentage Range: Enter the range of occupancy for when the rule should apply (e.g. if occupancy is between 90% and 100%).
      • Price Adjustment: Choose how much you want to increase or decrease the price when occupancy falls within that range (you can set it as a percentage or a fixed amount).
  8. Rule Name (as shown in Image 3):
    • Name the Dynamic Pricing rule (e.g., Rule 2).
  9. Save the Rule (as shown in Image 3):
    • Once you have set everything up, click on the “Add Event” button to apply the rule.
    • The dynamic pricing rule will now apply only to the room category you selected.

Can dynamic pricing and rate templates function simultaneously?

Yes, you can use both rate templates and dynamic pricing at the same time in Stayflexi. Rate templates let you set seasonal prices, while dynamic pricing adjusts rates based on real-time occupancy levels. When you set up seasonal prices, dynamic pricing will still work, making sure your rates reflect market conditions.
Here’s a simple guide on how to use them together:

  1. What Are Rate Templates?
    • What They Do: Rate templates allow you to set specific prices for certain times of the year, like during busy seasons or holidays. You can schedule these rates in advance.
    • Why Use Them: They help you plan by setting fixed prices for high-demand periods like summer or festival seasons and it can be used multiple times.
  2. What is Dynamic Pricing?
    • What It Does: Dynamic pricing automatically adjusts your room rates based on demand and how full your hotel is.
    • Why Use It: It helps you maximize revenue by adjusting rates in real time based on current demand.
    • Dynamic pricing adjusts the rates based on the overall occupancy of the entire property. However, if you want to set dynamic pricing for a specific room type, you can do that by enabling the ‘Enable room type-based occupancy’ option when creating the pricing rule.
  3. How Do They Work Together?
    • Work Simultaneously: When you set a seasonal rate using a rate template (like for a holiday), dynamic pricing still works. The seasonal rate will be your base price.
    • Adjust Automatically: If demand changes during that season (for example, if your hotel starts filling up), dynamic pricing will increase or decrease the rate based on occupancy.
  • How to Set Them Up?
    • Set Up a Rate Template:
      • Log in to the Stayflexi Dashboard.
      • Click the four boxes icon (more apps) in the top right corner.
      • A dropdown will appear.
      • Select “Revenue Management” from the list.
      • Click on “Rate Template” (second option on the left sidebar).
      • Click “Add New Template.”
      • Fill in the required fields (template name, color, and description).
      • Define the start and end dates for the season by using the template calendar button in the top right corner of the Rate template page (refer to the above Images).
  • Configure Dynamic Pricing (refer to the above Images):
    • Go to “Dynamic Pricing” (third option on the left sidebar under Revenue Management).
    • Select “Rule-based Pricing.”
    • Set rules for price changes (for example, “If occupancy is above 80%, increase rates by 10%”) by clicking “Add New Dynamic Pricing Rule.”
  • Why Use Both?
    • Maximize Earnings: Rate templates give you a plan for high-demand times, while dynamic pricing helps you adjust based on real-time changes. This way, you can always charge the best rates.
    • Stay Competitive: Using both strategies ensures your prices stay competitive no matter the season or occupancy level.

By following these steps, you can easily set up rate templates and dynamic pricing in Stayflexi, ensuring your rates are always optimized to help you earn more while staying flexible with market changes.

How do I create predefined Coupon Code/ offers in the system?

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Below are the step-by-step guidelines to create predefined Coupon Code/offers in the system from Revenue Management:

  1. Log in to Your Stayflexi Dashboard:
    • Use your username and password to log in.
  2. Go to Revenue Management:
    • After logging in, click the four boxes icon (more apps) in the top right corner(as shown in Image 1).
    • A dropdown menu will appear.
    • Select “Revenue Management” from the list (as shown in Image 1).
  3. Go to Coupon/Offers:
    • On the left sidebar, click on “Coupon Code / Offers” (the 5th option) to view the Coupon Code/ Offers page. (as shown in Image 2).
  4. Add a Coupon/Offers:
    • Click the “Add Coupon Code / Offers” button to start creating a new Coupon Code / Offers (as shown in Image 2).
  5. Enter Coupon Code / Offer Name:
    • Provide a descriptive name for your coupon code/offer to help identify it easily (as shown in Image 3).
  6. Describe Coupon Code / Offer:
    • Provide a brief description of your coupon code/ offer for better understanding (as shown in Image 3).
  7. Choose the type (as shown in Image 3):
    • From the dropdown in the “Choose type of your coupon code/offer” section, either of the following types:
      • OFFER
      • COUPON CODE
  8. Set Room Booking Criteria (as shown in Image 3):
    • In the section “How many rooms do guests need to book to get this coupon code or offer?”, input:
      • Minimum number of rooms guests need to book.
      • Maximum number of rooms guests can book.
  9. Set Stay Duration Criteria (as shown in Image 3):
    • In the section “How long do guests need to stay to get this coupon code or offer?”, enter the following:
      • Minimum number of nights required for guests to stay to qualify for the coupon code/ offer.
      • Maximum number of nights guests can stay to qualify.
  10. Set the Discount (as shown in Image 4):
    • In the section “How much of a discount do you want to give?”, enter the desired discount and select the type of discount (Percentage or Flat ) from the dropdown.
  11. Set the Date Range for Discounted Stays (as shown in Image 4):
    • In the “When can guests check in using the discounted rate?” section, specify the date range for when guests can use the Coupon code/offer.
  12. Select Days of the Week for Discount Availability:
    • Choose the days of the week that the discounted rate will be available. You can select all days or specific days as needed (as shown in Image 4).
  13. Valid Booking Period:
    • In the section “When can bookings be shown?”, select the date range during which the coupon code/offer is valid for bookings (as shown in Image 4).
  14. Coupon Code/Offer Usage Limit:
    • In the section “How many times can the coupon code/offer be used? (leave blank for no limit)”:
      • The coupon code or offer can be used as many times as you want unless a limit is set (as shown in Image 4).
  15. Save the Coupon code/ offer:
    • Once you have entered all the details, review them carefully.
    • Click the “Save” button to finalize and activate your Coupon code/ offer (as shown in Image 4).

How do I create predefined promotions in the system?

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Below are the step-by-step guidelines to create predefined promotions in the system from Revenue Management:

  1. Log in to Your Stayflexi Dashboard:
    • Use your username and password to log in.
  2. Go to Revenue Management:
    • After logging in, click the four boxes icon (more apps) in the top right corner(as shown in Image 1).
    • A dropdown menu will appear.
    • Select “Revenue Management” from the list (as shown in Image 1).
  3. Go to Promotions:
    • On the left sidebar, click on “Promotions” (the 4th option) to view the promotions page (as shown in Image 2).
  4. Add a New Promotion:
    • Click the “Add new promotion” button to start creating a new promotion (as shown in Image 2).
  5. Set Stay Duration Criteria (as shown in Image 3):
    • In the section “How long do guests need to stay to get this promotion?”, enter the following:
      • Minimum number of nights required for guests to stay to qualify for the promotion.
      • Maximum number of nights guests can stay to qualify.
  6. Set Room Booking Criteria (as shown in Image 3):
    • In the section “How many rooms do guests need to book to get this promotion?”, input:
      • Minimum number of rooms guests need to book.
      • Maximum number of rooms guests can book.
  7. Set the Discount Percentage (as shown in Image 3):
    • In the section “How much of a discount do you want to give?”, enter the desired discount percentage.
  8. Choose the Rate Plan (as shown in Image 3):
    • From the dropdown in the “Which Rate?” section, select the rate plan that the discount applies to (e.g., EP).
  9. Set the Date Range for Discounted Stays:
    • Specify the date range for when guests can use the promotion (as shown in Image 4).
  10. Select Days of the Week for Discount Availability:
    • Choose the days of the week that the discounted rate will be available. You can select all days or specific days as needed (as shown in Image 4).
  11. Make Promotion Available Online (as shown in Image 4):
    • Decide whether to make the promotion available online():
      • Turn On the Toggle: Promotion will be available on the Stayflexi direct booking engine.
      • Turn Off the Toggle: Promotion will not be available for the Stayflexi booking engine.
  12. Enter Promotion Name (as shown in Image 4):
    • Provide a descriptive name for your promotion to help identify it easily().
  13. Save the Promotion (as shown in Image 4):
    • Once you have entered all the details, review them carefully.
    • Click the “Save” button to finalize and activate your promotion().

Will the rates automatically revert to the base price if the dynamic pricing rule is disabled or deleted after it has been applied?

No, the rates will not automatically revert to the base price if the dynamic pricing rule is disabled or deleted after it has been applied.

  • Disabling the rule stops it from affecting future bookings, but any bookings made while the rule was active will keep the modified rates.
  • Deleting the rule permanently removes it, but again, it only affects future bookings. Existing bookings will retain the rates applied during the rule’s active period.

To return the rates to their original base price, you must change them manually.

Understanding Dynamic Pricing Rules:

Dynamic pricing rules in Stayflexi help you change room prices automatically based on things like demand, special promotions, or seasonal changes. When these rules are active, they change the prices for all relevant bookings automatically.

  1. Applying a Dynamic Pricing Rule:
    • When you activate a dynamic pricing rule, it instantly applies to all bookings during the time the rule is active.
    • The system will show the modified prices for all reservations made while the rule is in place.
  2. Disabling or Deleting a Dynamic Pricing Rule:
    • Disabling the Rule:
      • If you disable the dynamic pricing rule, it stops changing prices for future bookings.
      • However, any bookings made while the rule was active will still keep the modified rates. These rates will not automatically go back to the base price.
    • Deleting the Rule:
      • Deleting the rule removes it from your settings entirely.
      • This only impacts future bookings, meaning no new bookings will use the deleted rule.
      • Existing bookings will still have the prices that were set when the rule was active.
  3. Impact on Existing Bookings:
    • Any bookings made while the dynamic pricing rule was active will keep the modified rates.
    • These rates will not go back to the original base price automatically, even after disabling or deleting the rule.
    • To reset these prices to the base rate, you need to manually adjust them.

How to Manually Update Prices:

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To adjust the prices back to the base price (or set a new price), follow these steps:

  1. Go to the Rates and Inventory Page (as shown in Image 1):
    • In the Stayflexi dashboard, click on the Rates and Inventory icon (it’s the 3rd icon from the left in the top menu).
  2. Select Rates and Inventory:
    • In the Rates and Inventory page, select the checkbox for Rates and Inventory from the dropdown menu in the top left corner (as shown in Image 2).
  3. Use Bulk Update:
    • Click on the Bulk update button (as shown in Image 2).
  4. Set Pricing Option:
    • From the dropdown options, select Set pricing (as shown in Image 3).
  5. Choose Room Types:
    • Select the room types where you want to adjust the prices (as shown in Image 3).
  6. Choose the Rate plans:
    • Select the rate plans where you want to adjust the prices (as shown in Image 4).
  7. Manually Enter the Base Price:
    • Enter the base price (or a new price) for those room types in the provided field (as shown in Image 5).
  8. Save Your Changes:
    • Click the Set Pricing button to save and apply your new pricing (as shown in Image 5).

By following these steps, you can ensure that prices for existing bookings are manually updated to the base price or any price you prefer, even if the dynamic pricing rule is disabled or deleted.

Expense manager

Keep your property’s finances in check with Stayflexi’s Expense Manager feature. This tool enables you to record, categorize, and monitor all operational expenses in real time. From utility bills to maintenance costs, Stayflexi provides a clear, organized view of your spending. With detailed reporting and analytics, you can track trends, manage budgets, and make informed financial decisions. Stayflexi’s Expense Manager simplifies expense tracking, helping you maintain profitability and control over your property’s financial health.

What is the Expense Manager feature in Stayflexi, and how does it benefit to a property?

The Expense Manager feature in Stayflexi is designed to help property managers efficiently track, manage, and log daily expenses, withdrawals, and top-ups for their hotel or vacation rental. By providing clear categories and logging capabilities, the tool simplifies financial management and ensures greater accuracy in tracking cash flows.

Here’s a breakdown of how it benefits your property and how to use it:

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  1. Configuring Expenses: This is the first and most crucial step. With Stayflexi’s Expense Manager, you can define custom expense categories that suit the needs of your property. These categories are used to log expenses like housekeeping supplies, repairs, office utilities, etc.
    • Steps to Configure Expenses:
      • Logging into Your Stayflexi Dashboard:
        • Enter your username and password to log in.
      • Navigate to the Expense Manager Page:
        • Once logged in, click on the More Apps icon (represented by four blocks) in the top right corner.
        • From the dropdown menu, select Expense Manager (as shown in Image 1).
        • On the left-hand menu, select Configuration dropdown, and under that, click Configure Expense.
        • You will be taken to the Expense Master page (as shown in Image 2).
        • Click “Create Expense”:
          • To add a new expense category, click on the Create Expense button.
          • A pop-up window will appear, prompting you to enter the name of the new expense type.
        • Enter Expense Name:
          • In the text field, type the name of the expense category you wish to create. For example, you could add “Housekeeping”, “Maintenance”, or “Food and Beverages”.
          • This name will be used later when recording expenses to ensure proper categorization.
        • Save the Expense:
          • Once you’ve entered the expense name, click Save.
          • The new expense type will be available for use when logging any related costs in the future.
    • By configuring your expenses ahead of time, you ensure that your property has a predefined set of expense categories, which helps maintain consistency and accountability when managing finances.
  2. Configuring Withdrawals: Withdrawals usually refer to cash taken out from the cash drawer for purposes like petty cash use, paying daily wages, or emergency cash-outs. Properly tracking withdrawals ensures your cash flow remains transparent and well-documented.
    • Steps to Configure Withdrawals (as shown in Image 3):
      • Go to Configure Withdrawal:
        • Under the Configuration menu, click Configure Withdrawal.
      • Create Withdrawal Types:
        • Just like with expenses, you can create different categories for withdrawals by clicking on the Create withdrawal button. For instance, “Daily Wages”, “Vendor Payment”, or “Cash for Emergencies”.
      • Log Withdrawals:
        • After configuration, these withdrawal types will be available when you log cash withdrawals. This helps you keep a clear record of cash movements.
  3. Configuring Cash Top-Ups: Top-ups allow you to manage the process of adding cash to your cash drawer. This feature helps ensure your daily operations have enough cash flow to cover expenses and withdrawals.
    • Steps to Configure and Log Top-Ups (as shown in Image 4):
      • Go to Configure Top-Up:
        • Under Configuration, select Configure Top-Up.
        • Here, you can create various top-up types like “Morning Cash Load” or “Emergency Top-Up” by clicking on the Create cash top-up button.
      • Log Top-Ups:
        • When you need to add cash into the drawer, such as at the start of the day, you can easily log the top-up in the system using one of the predefined top-up types.
      • Maintain Cash Flow:
        • This ensures that every time cash is added to the drawer, it is recorded, making it easy to track and balance the funds at the end of the day.
  4. Configuring Employees: Stayflexi’s Expense Manager also allows you to assign different employees to handle specific actions, ensuring transparency and accountability.
    • Steps to Configure Employees(as shown in Image 5):
      • Go to Configure Employee:
        • Under the Configuration menu, click Create Employee.
      • Assign Employees:
        • You can log and track the activities of each individual handling expenses, withdrawals, and top-ups.
        • This feature is vital for maintaining accountability and understanding who is responsible for specific financial actions.
  5. Logging Daily Expenses: After configuring the categories, you can now log your daily expenses. This is crucial for tracking where your funds are going and ensuring that everything is accounted for.
    • Steps to Log Expenses (as shown in Image 6):
      • Navigate to Add Expense:
        • On the left-hand menu, click Add Expense.
      • Select Expense Category:
        • Choose from the predefined expense categories you created earlier (e.g., Housekeeping, Maintenance, etc.).
      • Enter Expense Details:
        • You’ll be prompted to enter the date of the expense, the expense amount, and any relevant notes.
      • Save the Expense:
        • After entering the details, click Save to log the expense into the system.
    • This ensures that your daily operating costs are tracked and managed efficiently.
  6. Logging Withdrawals: For cases where cash needs to be withdrawn from the drawer (e.g., to pay for emergency supplies or staff wages), the withdrawal logging feature comes in handy.
    • Steps to Log Withdrawals (as shown in Image 7):
      • Navigate to Add Withdrawal:
        • On the left-hand menu, click Add Withdrawal.
      • Select Withdrawal Category:
        • Choose from the predefined withdrawal categories, like “Petty Cash” or “Emergency Fund”.
      • Enter Details:
        • Input the withdrawal amount, date, and any necessary notes for clarity.
      • Save the Withdrawal:
        • Click Save to log the withdrawal and ensure accurate tracking.
  7. Logging Cash Top-Ups: To maintain adequate cash flow for your property’s daily operations, you may need to add cash into the drawer using the Top-Up feature.
    • Steps to Log Top-Ups (as shown in Image 8):
      • Navigate to Add Top-Up:
        • Click on Add Top-Up from the menu.
      • Select Top-Up Category:
        • Choose from the predefined top-up categories (e.g., Morning Cash Load).
      • Enter Top-Up Details:
        • Enter the amount and any additional notes (such as why the top-up was necessary).
      • Save the Top-Up:
        • After entering the required details, click Save.

Stayflexi’s Expense Manager is a powerful tool designed to simplify financial management for property managers. By pre-configuring expenses, withdrawals, top-ups, and tracking employee activities, this feature ensures transparency, accuracy, and accountability in managing a property’s daily cash flow.

With easy-to-use logging functions, property managers can maintain a clear record of all financial movements, allowing them to make informed decisions and manage operational expenses more effectively

Where can I see report for Expense Manager?

You can see the reports for Expense Manager by navigating to the Expense Reports section in the Reports.

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Below is the step-by-step guide to see the Expense Manager reports:

  • Logging into Your Stayflexi Dashboard:
    • Enter your username and password to log in.
  • Navigate to Reports:
    • Once logged in, click on the More Apps icon (represented by four blocks) in the top right corner.
    • From the dropdown menu, select Reports (as shown in Image 1).
    • On the left-hand menu, select Expense Reports (the last option in the reports).
  • Go to Expense Manager Reports:
    • After selecting the Expense Reports option, the Expense Manager Reports option will be displayed(as shown in Image 2).
    • Click on the Expense Manager reports block (as shown in Image 2).
    • This will navigate you to the page where you can see all the Expense Manager reports, including(as shown in Image 3):
      • The date the expense was created
      • Type of expense( Expense, withdrawal, or top-up)
      • Issued to details.
      • Reason – entity name
      • Description
      • Amount.

By following these steps you can see all the Expense Manager report details.

How do I set up the Expense Manager in Stayflexi?

Below is the step-by-step guide to setting up Expense manager in Stayflexi:

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  1. Log in to Stayflexi
    • Log into your Stayflexi account with your credentials.
    • Once logged in, click on the More Apps icon (represented by four blocks) in the top right corner.
    • From the dropdown menu, select Expense Manager (as shown in Image 1).
  2. Set Up Expense Categories
    • Before logging any expenses, you need to define your expense categories. These categories will help you track where your money is going.
    • Go to the “Configuration” Section:
      • From the left-hand menu, expand the Configuration section and click on Configure Expense (as shown in Image 2).
    • Create an Expense Category:
      • Click the Create Expense button(as shown in Image 2).
      • A pop-up will appear where you need to enter the name of the expense category (e.g., “Housekeeping”, “Repairs”, “Food & Beverage”, etc.).
    • Save the Expense:
      • Once you have entered the expense name, click Save.
      • Repeat this step to create multiple categories for the various types of expenses your property might have.
  3. Set Up Withdrawal Categories:
    • To track cash withdrawals (e.g., petty cash or emergency cash outs), you need to set up specific categories for withdrawals.
    • Go to “Configure Withdrawal”:
      • Again, under the Configuration section, click on Configure Withdrawal (as shown in Image 3).
    • Create Withdrawal Categories:
      • Just like with expenses, click the option to Create Withdrawal and input the type of withdrawal (e.g., “Daily Wages”, “Vendor Payments”, etc.).
    • Save the Withdrawal:
      • Click Save to store the new category for future use.
  4. Set Up Cash Top-Up Categories (as shown in Image 4):
    • If you frequently add cash to your property’s cash drawer or safe, it’s important to categorize these top-ups.
    • Go to “Configure Top-Up”:
      • Under the Configuration section, select Configure Top-Up.
    • Create Top-Up Categories:
      • Define different types of top-ups, like “Morning Cash Load” or “Emergency Top-Up”.
      • Add the name in the pop-up and click Save.
  5. Set Up Employee Roles(as shown in Image 5):
    • To track which employees are responsible for certain financial actions, you can configure employee roles in the system.
    • Go to “Configure Employee”:
      • Under Configuration, click Configure Employee.
    • Add Employees:
      • Assign employees who will be involved in expense management by clicking on the Create employee button. This ensures accountability and helps track who logs expenses, withdrawals, and top-ups.
  6. Add and Track Expenses (as shown in Image 6):
    • Now that your categories are set up, you can start logging expenses.
    • Navigate to Add Expense:
      • From the left-hand menu, click Add Expense.
    • Select an Expense Category:
      • Choose from the categories you created earlier (e.g., Housekeeping, Repairs, etc.).
    • Enter Expense Details:
      • Enter the amount, date, and any additional notes for the expense.
    • Save the Expense:
      • Click Save to log the expense.
  7. Log Withdrawals (as shown in Image 7):
    • For any cash withdrawals, follow these steps:
    • Go to Add Withdrawal:
      • Click on Add Withdrawal from the left-hand menu.
    • Select a Withdrawal Category:
      • Choose a withdrawal type from the list you set up earlier.
    • Enter Withdrawal Details:
      • Input the amount, date, and any relevant notes.
    • Save the Withdrawal:
      • Click Save to record the withdrawal.
  8. Log Cash Top-Ups(as shown in Image 8):
    • To keep your property’s cash flow steady, you may need to log top-ups.
    • Navigate to Add Top-Up:
      • Select Add Top-Up from the left-hand menu.
    • Select a Top-Up Category:
      • Choose a top-up category (e.g., Morning Cash Load).
    • Enter Top-Up Details:
      • Add the top-up amount and any necessary notes.
    • Save the Top-Up:
      • Once complete, click Save to record the cash addition.

By following these steps, you can successfully set up the Expense Manager in Stayflexi. This setup allows you to efficiently track and manage all daily expenses, withdrawals, and cash top-ups, providing better financial control over your property.

Where can I see report for Expense Manager?

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Below is the step-by-step guide to see the Expense manager reports:

  1. Logging into Your Stayflexi Dashboard:
    • Enter your username and password to log in.
  2. Go to Reports:
    • Once logged in, click on the More Apps icon (represented by four blocks) in the top right corner.
    • From the dropdown menu, select Reports (as shown in Image 1).
  3. Go to Expense manager reports:
    • On the left sidebar in the Reports page, click on the Expense reports option(as shown in Image 2).
    • Now, click on the Expense Manager report option to view all the expense reports(as shown in Image 2).
    • Now do the following(as shown in Image 3):
      • View the Report Details:
        • The report will open, showing your property’s expenses.
      • Data is structured as follows:
        • Horizontal Headers include:
          • Type of Expense (e.g., maintenance, utilities)
          • ID (unique identifier for each expense)
          • Reason/Entity Name (why or who the expense was for)
          • Description (details of the expense)
        • Vertical Columns list the corresponding data under each header.
      • Analyze the Data:
        • Scroll through the report to review detailed expense entries.
        • Use this report to track and manage your property’s expenses

By following these steps you can see the reports for the expense manager.

    How can I add daily expenses or record withdrawals in the Expense Manager?

    Here’s a step-by-step guide to help you add expenses or record withdrawals:

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    1. Log in to Stayflexi
      • Start by logging into your Stayflexi account with your credentials.
      • Once logged in, click on the More Apps icon (represented by four blocks) in the top right corner.
      • From the dropdown menu, select Expense Manager (as shown in Image 1).
    2. Add Daily Expenses:
      • To record any daily expenses, follow these simple steps:
      • Navigate to “Add Expense”:
        • In the left-hand menu, under the Expense Manager, click on Add Expense (as shown in Image 2).
      • Choose an Expense Category:
        • A drop-down menu will appear showing the categories of expenses you created earlier.
        • Select the appropriate category that matches the type of expense you’re logging.
      • Enter Expense Details:
        • Fill in the necessary details such as the expense amount, date, and any additional notes that describe the expense.
      • Save the Expense:
        • After entering all the information, click Save to log the expense into the system.
        • The recorded expense will now be stored and available for tracking in your Expense Manager.
    3. Record Withdrawals (as shown in Image 3):
      • To log any cash withdrawals (such as withdrawals for petty cash, emergency funds, etc.), here’s what you need to do:
      • Navigate to “Add Withdrawal”:
        • In the left-hand menu, under the Expense Manager, click on Add Withdrawal.
      • Select a Withdrawal Category:
        • A list of withdrawal categories will be available from the drop-down.
        • Choose the appropriate category for the withdrawal you’re recording.
      • Enter Withdrawal Details:
        • Provide the withdrawal amount, date, and any relevant notes (e.g., reason for the withdrawal or other details).
      • Save the Withdrawal:
        • Once the information is filled in, click Save to log the withdrawal in the system.
    4. Review Your Entries:
      • Once you’ve added your daily expenses or withdrawals:
      • Track Expenses & Withdrawals:
        • You can view a summary of all logged expenses and withdrawals by navigating back to the Expense Manager dashboard.
        • This gives you a clear overview of the financial activities of your property.

    By following these steps, you can effectively track and manage your property’s financial activities, ensuring better financial control and transparency.

    What is the 'Top-up' feature in the Expense Manager, and how is it used?

    The Top-up feature in Stayflexi’s Expense Manager allows property owners and managers to load cash into their cash drawer at the beginning of the day or at any other time when additional cash is required for daily operations, such as covering expenses or withdrawals. This feature ensures that there is always enough cash available to manage operations smoothly.

    Here’s how to use it step by step:

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    1. Log in to Stayflexi
      • Log into your Stayflexi account with your credentials.
      • Once logged in, click on the More Apps icon (represented by four blocks) in the top right corner.
      • From the dropdown menu, select Expense Manager (as shown in Image 1).
    2. Navigate to ‘Add Top-Up’ (as shown in Image 2):
      • In the left-hand menu under Expense Manager, select Add Top-Up.
      • This will open the section where you can add cash to your cash drawer.
    3. Select the Top-Up Category (as shown in Image 2):
      • Once in the Add Top-Up screen, you’ll see a drop-down menu to choose the Top-Up Type.
      • Select the relevant category for the top-up. Examples could include categories like “Daily Cash Start” or “Emergency Funds”.
    4. Enter the Top-Up Amount and Details(as shown in Image 2):
      • Enter the Top-Up Amount:
        • Input the exact amount of cash you are adding to your cash drawer for the day.
      • Add Date and Notes (Optional):
        • You will be prompted to enter the date of the top-up. By default, the current date will be selected, but you can change it if needed.
        • You can also add any notes (optional) to describe the purpose of the top-up or any relevant details.
    5. Save the Top-Up (as shown in Image 2):
      • After entering the necessary details, click Save.
        • This action will log the top-up to the system, ensuring that the added cash is tracked for your property’s operations.

    Payments

    Simplify your payment management with Stayflexi’s Payments feature. Effortlessly process payments from bookings, deposits, and additional services through a secure and integrated platform. Accept a wide range of payment methods, including credit cards, debit cards, and online wallets, giving your guests flexibility and ease. Stayflexi’s Payments feature ensures smooth transactions with automatic invoicing, payment tracking, and detailed reports. With everything in one place, you can streamline your financial processes and provide a hassle-free experience for both staff and guests.

    What is Payment Automation and how does it work in Stayflexi?

    Payment automation in Stayflexi helps hotels handle payments smoothly and automatically. This feature ensures that guests’ payments are collected on time, making the booking process more efficient for property owners.

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    Below is the step-by-step guide on Payment Automation:

    1. Log in to Your Stayflexi Dashboard:
      • Enter your username and password to log in.
    2. Go to Payments:
      • After logging in, click the “More Apps” icon (represented by four boxes or blocks) in the top right corner.
      • From the dropdown menu, select Payments(as shown in Image 1).
      • Click on the Payment Configuration option(as shown in Image 2).
    3. Enable Payment Automation(as shown in Image 2):
      • What it does: When this feature is turned on, Stayflexi automates the payment collection process for all reservations. This is particularly useful for properties that allow guests to pay during check-in or via online platforms like Booking.com, Expedia, or other OTAs (Online Travel Agencies).
        • How it works:
          • The system automatically processes payments when guests make a reservation if payment automation is enabled.
          • If the payment fails, the system can notify the guest to update their card details.
          • This automation reduces cancellations and ensures that hotels receive payments promptly.
        • Why you should enable it: It saves you time and effort in manually managing payments and reduces the chances of cancellations due to payment failures.
        • How to enable: Simply toggle the switch to the “on” position to activate payment automation for your property.
    4. Apply Payment Automation to These Channels(as shown in Image 2):
      • What it does: This setting allows you to apply payment automation to specific booking channels, such as Booking.com, Expedia, and other OTAs.
        • How it works:
          • When guests book through these channels, the system will automatically charge their card details if they have selected the “pay later” option.
          • If the guest’s card is invalid, the system will send an email requesting updated payment information. The room inventory will be held until the payment is successfully processed.
        • How to set it up: Use the dropdown menu to select the channels you want to apply payment automation.
    5. Enable Cancellation Policy(as shown in Image 3):
      • What it does: This feature automatically applies your hotel’s cancellation policy to the booking. If enabled, it charges the guest based on the rules of your cancellation policy, such as charging upfront for non-refundable bookings or after the cancellation window for partially refundable bookings.
      • How it works:
        • For non-refundable policies, the full booking amount is charged immediately after the booking is made.
        • For partially refundable policies, the system will automatically handle the payment after the refundable time period for the booking is over.
      • Why you should enable it: Automating the cancellation policy helps avoid manual intervention and ensures guests are charged according to the booking rules.
      • How to enable: Toggle the switch to enable or disable the cancellation policy automation.
    6. Convert Booking into an Enquiry when Payment Fails(as shown in Images 3 and 4):
      • What it does: This option allows you to convert a booking into an Enquiry booking if the guest’s payment fails. This holds the booking temporarily, without canceling it outright, giving the guest time to resolve their payment issues.
      • How it works:
        • If the payment doesn’t go through, the booking is changed to an Enquiry, and the room inventory is reserved for a set period.
        • During this time, the guest can update their payment details, and the booking will be confirmed once payment is successful.
        • If the guest fails to complete the payment within the expiry time, the Enquiry is canceled, and the room is released for other guests.
      • Why you should use it: This feature gives the guest a second chance to complete the payment and ensures that rooms aren’t lost too quickly due to temporary payment failures.
      • How to enable: Select “YES” to convert failed payment bookings into Enquiries, or “NO” if you want the booking to remain in confirmed status or be canceled right away.
    7. Set Expiry for Enquiry Bookings(as shown in Image 4):
      • What it does: This setting lets you decide how long a booking will remain in an Enquiry state before it expires. During this time, the room is held for the guest, and the payment can still be completed.
      • How it works:
        • You can set the Expiry Hours to specify how long the booking will stay as an Enquiry.
        • There are two Expiry Types:
          • From the time of booking creation: The expiry countdown starts as soon as the booking is made.
          • Before check-in: The expiry countdown is based on the check-in date and time.
      • Why you should use it: It gives flexibility on how long to hold a room for guests who haven’t completed their payments. Setting this appropriately ensures you can free up rooms for other bookings if the payment isn’t completed in time.
      • How to set it up: Enter the number of hours for the expiry and select whether the timer starts from the time of booking or before check-in.
    8. Partial Payment Setting(as shown in Image 4):
      • What it does: This feature allows you to charge a percentage of the booking amount upfront instead of the full amount.
      • How it works:
        • You can set a specific percentage (e.g., 50%, 100%) of the total booking amount to be collected at the time of booking.
        • For example, if you set the percentage to 50%, guests will be charged half the total amount when they book, and the remaining amount can be charged later (e.g., at check-in).
      • Why you should use it: This can help secure bookings with a smaller payment upfront, giving guests more flexibility while still confirming the reservation.
      • How to set it up: Use the slider to choose the percentage of the booking amount you wish to charge when the booking is made.

    Payment automation in Stayflexi helps properties manage payments more efficiently by automating processes like payment collection, applying cancellation policies, and handling failed payments. Each of these settings provides flexibility in how payments are handled, ensuring that hotel owners can streamline operations while providing guests with a smooth booking experience


    What is the Payment Automation Dashboard and what can I monitor there?

    The Payment Automation Dashboard in Stayflexi is designed to give hotel owners and managers a clear and detailed overview of their payment activities. This dashboard allows you to monitor various aspects of payments, including automated payments, manual payments, and payments by type (like cash, card, etc.). By using this dashboard, you can track how payments are processed daily, understand the volume by payment methods, and see important details related to failed or successful payments.

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    • What Can You Monitor on the Dashboard?
      • Total Payments (Automated vs. Manual)
        • Top section: You can see the total volume of payments processed, divided between automated and manual payments. This helps you understand the extent to which payment automation is being used and how much manual intervention is needed.
      • Payments by Day
        • Top middle section: A graph shows the volume of payments for each day of the month, giving you insights into daily payment trends. This can help you spot patterns, such as when guests tend to make more payments (e.g., weekends vs. weekdays).
      • Payment by Type
        • Top right graph: This section breaks down payments by different methods—cash, card, bank transfers, and online payments. You can easily see which payment methods are most popular among guests.
      • Manual vs. Automated Payments
        • Middle section: This chart distinguishes between payments that are handled automatically (through booking engines or payment processors) and those handled manually. It shows the total revenue from each method.
      • Gateway Payments by Day
        • Bottom right graph: This shows payments that went through various gateways (such as Stripe, Razorpay, etc.) over specific days. It helps you track gateway performance and identify any issues related to specific payment providers.
      • Table for payments, refunds, transfers, and reversals (Detailed View)
        • Bottom section: This table shows a detailed list of individual transactions, including date, amount booking ID, guest name, payment type, gateway name, payment gateway ID, and source of payment.
    • Step-by-Step Explanation:
      • Log in to Your Stayflexi Dashboard:
        • Enter your username and password to log in.
      • Go to Dashboard:
        • After logging in, click the “More Apps” icon (represented by four boxes or blocks) in the top right corner.
          • From the dropdown menu, select Payments(as shown in Image 1).
            • You will see the Dashboard option with various graphs and data tables.
          • Review Total Payments (as shown in Image 2):
            • At the top of the dashboard, you’ll see the total payments processed today. This includes both automated and manual payments, so you can quickly gauge how much revenue has been collected.
          • Check Payments by Day(as shown in Image 3):
            • Look at the “Payments by Day” graph to understand payment trends over the month. The taller bars indicate days with higher payment volumes.
            • This helps you predict busier times or peak days for payments.
          • Analyze Payments by Type(as shown in Image 3):
            • The “Payments by Type” graph gives you a breakdown of the payment methods used (cash, card, etc.). This is useful for understanding guest preferences and ensuring your payment methods are adequately supported.
          • Compare Automated vs. Manual Payments(as shown in Image 4):
            • Check the graph that compares manual and automated payments. If you notice that manual payments are higher, you might want to adjust your settings to enable more automation.
          • View Gateway Payments by Day(as shown in Image 4):
            • The “Gateway Payments by Day” chart tracks the payments processed through payment gateways like Stripe and Razorpay. This shows which payment providers are being used most often and allows you to monitor gateway-specific trends.
          • Monitor Individual Transactions(as shown in Images 5 and 6):
            • At the bottom, you will see a table with details of each payment, refunds, transfers, and reversal. Use this table to:
              • Confirm amounts.
              • Check the booking IDs
              • Payment gateway IDs etc.

    The Payment Automation Dashboard gives you a clear and comprehensive overview of how payments are being processed for your hotel. By monitoring this dashboard, you can ensure smooth operations, identify any issues quickly, and make informed decisions to improve your payment processes.

    How do I configure Payment Automation in Stayflexi?

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    Below is the step-by-step guide to configuring payment automation in Staflexi:

    1. Login to Stayflexi Dashboard:
      • Start by logging into your Stayflexi account using your credentials.
    2. Go to Payment Configuration:
      • After logging in, click the “More Apps” icon (represented by four boxes or blocks) in the top right corner.
      • From the dropdown menu, select Payments(as shown in Image 1).
        • On the Payment page, click the Payment Configuration option(as shown in Image 2).
    3. Enable Payment Automation(as shown in Image 2):
      • Toggle the switch next to the Enable Payment Automation section to activate this feature.
      • What it does: This enables automatic payment collection from guests at the time of booking or during check-in, depending on the OTA (Online Travel Agent) or the type of payment selected.
      • Benefit: Streamlines the payment process and reduces the chances of failed payments going unnoticed.
    4. Choose Channels for Payment Automation(as shown in Image 2):
      • In the Apply Payment Automation to These Channels section, select the OTAs (e.g., Booking.com, Expedia) where you want payment automation enabled.
      • Use the dropdown menu to choose one or multiple channels.
      • What it does: Ensures that for the selected channels, the system automatically attempts to charge the guest’s credit card at the time of booking or check-in.
      • Benefit: You can control which channels are enabled for automated payment, providing flexibility in handling different OTA payment rules.
    5. Enable or Disable the Cancellation Policy(as shown in Image 3):
      • Toggle the switch next to Enable Cancellation Policy.
      • What it does: When this feature is enabled, the system automatically charges the guest for non-refundable bookings right after the booking is confirmed. For partially refundable bookings, payments are processed after the refundable period expires.
      • Benefit: Automates cancellation charges, ensuring properties comply with their cancellation policies without manual involvement.
    6. Configure Failed Payment Handling(as shown in Image 3):
      • In the section labelled Convert Booking into an Enquiry When Payment Fails, you can decide what happens when a guest’s payment fails.
      • Select “YES”: If you want the booking to be converted into an enquiry, which will hold the room inventory for a certain period (defined by expiry hours) while waiting for the guest to make a successful payment.
      • Select “NO”: If you want the booking to remain confirmed even if the payment fails, keep the room inventory locked for the guest.
      • What it does: Helps you manage failed payments by either downgrading the booking to an enquiry (with time limits) or keeping it confirmed, giving flexibility to your booking management process.
      • Benefit: Avoids the risk of overbooking and allows you to retain control over room inventory in case of payment failures.
    7. Set Expiry Time for Enquiry Bookings (Optional):
      • If you’ve opted to convert failed payments into enquiries, you’ll need to set the expiry time for the enquiry(as shown in Image 4).
      • In the Expiry Hours field, specify how long (in hours) you want to hold the booking as an enquiry before releasing the inventory.
      • In the Expiry Type dropdown, choose the reference point (e.g., from the time of enquiry) for calculating expiry.
      • What it does: Ensures that room inventory isn’t held indefinitely, releasing it if the guest does not make the payment within the set time.
      • Benefit: Ensures rooms are available to other potential guests if payments aren’t completed within a reasonable time frame.
    8. Save Your Settings(as shown in Image 4):
      • After configuring all the options, make sure to Save the settings to apply the changes to your property’s payment automation system.
      • Benefit: Your property will now automatically handle payments and cancellation policies based on the rules you’ve set, helping you manage bookings and payments more efficiently.

    What happens if the payment fails due to an invalid guest card?

    If a guest’s payment fails due to an invalid credit card, Stayflexi offers automated processes to handle the situation. Follow this step-by-step breakdown of what happens next and how the system manages the failed payment.

    1. System Tries to Process Payment(refer the above given Image):
      • When a guest makes a booking, Stayflexi’s payment automation system attempts to charge the credit card provided by the guest during the booking process (either at the time of booking or during check-in depending on the channel and configuration).
    2. Payment Failure:
      • If the guest’s credit card details are invalid or the payment is declined, the system automatically detects the failure.
    3. Email Notification to Guest (refer the above given Image):
      • The system sends an automated email to the guest informing them that their payment could not be processed.
      • The email will contain a request for updated card information, urging the guest to provide new, valid payment details.
      • Benefit: This ensures that the guest is promptly informed and allowed to resolve the issue without delay.
    4. Booking Converted to Enquiry (refer the above given Image):
      • If you have enabled the Convert Booking into an Enquiry When Payment Fails option, the booking will be converted into an enquiry status.
      • What does this mean?: An enquiry status means that the room is held in the system, but the booking is not confirmed until the payment is completed.
      • The room inventory will be reserved for a specific period (defined by expiry hours) to give the guest time to resolve their payment issue.
      • Example: If you have set the enquiry expiry to 24 hours, the guest has 24 hours to update their card information before the room is released for other bookings.
    5. Expiry Hours for Enquiry Bookings(refer the above given Image):
      • You can configure the expiry hours for the enquiry under the Set Expiry for Enquiry Bookings section.
      • After the defined expiry time (e.g., 24 hours), if the guest does not provide updated payment information, the room will be automatically released back into inventory, making it available for other guests to book.
      • Benefit: This ensures that rooms aren’t blocked indefinitely by bookings with failed payments, allowing the property to maximize room availability.
    6. Booking Remains Confirmed (refer the above given Image):
      • If the Convert Booking into Enquiry option is disabled, the booking will remain confirmed even if the payment fails.
      • The system will continue to hold the room for the guest, but the payment will still need to be resolved before check-in.
      • Benefit: This gives flexibility in managing bookings for important guests, and keeping their reservations confirmed while they work on resolving payment issues.
    • By the above options, if a guest’s payment fails due to an invalid credit card in Stayflexi, the system will:
      • Automatically send an email to the guest requesting updated card details.
      • Convert the booking into an enquiry (if configured), holding the room for a specific period.
      • Allow you to set an expiry time for enquiry bookings, releasing the room if no payment is made within the time frame.
      • Keep the booking confirmed (if you choose not to convert it to an enquiry), allowing the guest time to resolve the payment issue.

    This automation ensures that failed payments are handled efficiently while protecting your property’s inventory from being blocked by unconfirmed bookings.

    How is the guest’s card charged? Is it based on the cancellation policy set in Stayflexi?

    Yes, the guest’s card is charged based on the cancellation policy that you have configured in Stayflexi. The system automates the payment process, taking into account the specific terms of your cancellation policy, which determines how and when the guest is charged. Below is a step-by-step explanation of how the guest’s card is charged and how the cancellation policy influences this process.

    1. Set Up Cancellation Policy:
      • In Stayflexi, you can set up different cancellation policies (e.g., non-refundable, partially refundable) for your property through Property configuration.
      • Non-refundable policy: The entire booking amount will be charged upfront after the booking is confirmed.
      • Partially refundable policy: The system will process the payment based on the refundable time period you have set.
      • Example:
        • Non-refundable: Guests are charged immediately and cannot get a refund if they cancel.
        • Refundable up to 48 hours before check-in: Guests are charged after the refundable period expires (48 hours before check-in).
    2. Guest Makes a Booking:
      • When the guest makes a booking through your property, Stayflexi’s system attempts to charge the guest’s card according to the payment automation settings and the specific cancellation policy applied to the booking.
    3. Charging the Guest’s Card Based on Cancellation Policy
      • Depending on the cancellation policy configured:
        • For Non-Refundable Policies:
          • The system will automatically charge the full amount immediately after booking confirmation.
          • Since the booking is non-refundable, the guest won’t be able to cancel for a refund.
          • This helps ensure that you secure payment for the room regardless of any cancellation requests from the guest.
        • For Partially or Fully Refundable Policies:
          • If you have set a refundable window (e.g., cancel within 48 hours before check-in), the system does not charge the guest’s card immediately.
          • Instead, the card will be charged after the refundable window expires.
          • For example, if the guest cancels within the allowable window, they won’t be charged, but if they cancel after the window, the card will be charged as per the policy.
        • Example:
          • If the cancellation policy allows free cancellation up to 48 hours before check-in, the system will automatically charge the guest’s card 48 hours before the check-in time.
          • If the guest cancels before that time, no charge is made.
    4. Handling Failed Charges:
      • In cases where the guest’s card is invalid or the payment fails, Stayflexi’s automated email system will notify the guest and request updated card information.
      • If the payment cannot be processed, the booking can be converted to an Enquiry booking (based on your configuration), and the room inventory will be held for a specific period until the issue is resolved.
    5. After Cancellation Window Expires:
      • If the guest’s booking falls under a refundable policy and the cancellation window expires without cancellation, the system will automatically charge the guest’s card according to the policy.
      • If you enable Payment Automation, this entire process happens automatically without manual intervention.
    6. Tracking Charges:
      • All charges (whether automated or manual) can be tracked and reviewed in Stayflexi’s dashboard, allowing property managers to monitor payments for each booking.

    Does Stayflexi offer the option to charge a booking partially or in full?

    Yes, Stayflexi allows properties to charge a booking either partially or in full, depending on how you configure the payment and cancellation policies. The system offers flexibility to property owners, enabling automated payment handling based on your preferences. Below is a step-by-step explanation of how you can configure partial or full charges for a booking in Stayflexi.

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    1. Log in to Your Stayflexi Dashboard:
      • Enter your username and password to log in.
    2. Go to Payments(as shown in Image 1):
      • After logging in, click the “More Apps” icon (represented by four boxes or blocks) in the top right corner.
      • From the dropdown menu, select Payments(as shown in Image 1).
      • Click on the Payment Configuration option(as shown in Image 2).
    3. Navigate to Payment Automation Configuration:
      • In the Payment Configuration page, you should see the following options Enable Payment Automation, Apply Payment Automation to These Channels, and Enable Cancellation Policy.
    4. Enable Payment Automation(as showing in Images 2 and 3):
      • Toggle the switch to Enable Payment Automation.
      • This ensures that the system will handle payments automatically without manual intervention.
      • Once enabled, the system will automatically charge guests based on the rules you define, whether partially or fully.
    5. Choose the Payment Automation Channels:
      • In the Apply Payment Automation to These Channels section, you can select which online channels will apply these automation rules (e.g., Booking.com, Expedia).
      • If the channel supports partial payment, you can apply the settings to that channel, ensuring seamless payment processing for bookings coming from different platforms.
    6. Configure Partial or Full Charges:
      • Full Charge Setup (For Non-Refundable Bookings)
        • If you want to charge the guest the full amount immediately:
          • Ensure that your Cancellation Policy is set to non-refundable (this usually indicates the booking is fully charged at the time of booking).
          • You can configure this under the Enable Cancellation Policy toggle. Turn it on, and set the full charge as the default for non-refundable bookings.
          • Once the booking is confirmed, the guest’s card will be charged for the entire amount, guaranteeing full payment upfront.
      • Partial Charge Setup (For Refundable Bookings):
        • If you want to charge only a portion of the booking amount upfront:
          • Set the Cancellation Policy to allow for refundable bookings.
          • In the Payment Settings, configure the system to charge a partial deposit. This could be a percentage of the total (e.g., 20% upfront).
          • Under the payment rules, set the remaining balance to be charged closer to the check-in date.
    7. Set Triggers for Payments:
      • You can configure specific triggers for payments:
        • Full charge at the time of booking for non-refundable reservations.Partial charge (e.g., a deposit) when the booking is made, and set the system to collect the remaining amount before check-in or when the refundable window closes.
    8. Monitor and Track Payments:
      • In the dashboard, you can track the status of payments, whether they were charged partially or in full.
      • If the guest’s card fails or if a partial payment is pending, Stayflexi will display this information, allowing you to follow up if necessary.
    9. Handling Failed Payments:
      • If a payment fails (e.g., invalid card details), Stayflexi will automatically notify the guest and prompt them to update their card information.
      • Depending on your policy, the booking can be converted to an Enquiry, and the room will be held for a set number of hours until the guest resolves the payment issue.
    10. Save Your Configuration:
      • After setting all payment policies (whether full or partial), make sure to save your settings.
      • The system will then automatically apply these rules to all future bookings that meet the criteria.

    Property Configuration

    Easily customize your property’s setup with Stayflexi’s Property Configuration feature. From room configurations to pricing and policies, this feature gives you full control over how your property operates. Adjust settings, manage amenities, and define special rules to match your specific needs, all from one centralized platform. Stayflexi’s Property Configuration simplifies the setup process, ensuring your property’s details are accurate and aligned with your operational goals, with complete control at your fingertips.

    Overview of Property Configuration

    In Stayflexi, Property Configuration is a module that enables hotel administrators to set up and manage various operational and customizable aspects of their property within the Stayflexi system.

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    1. Property Setup(as shown in Image 1):
      • It consists of various options, including:
        • Property details
          • Includes editing address details, phone numbers, emails, defining property’s star rating, and amenities property images.
          • Also managing room type details like room occupancy prices amenities and images.
        • Folio setup
          • This page allows customizing the appearance of PDF or printouts of folio with settings like font size, page layout, headers, footers, and color schemes. It helps create professional-looking and visually appealing documents.
        • Shift setup
          • The Shift setup feature helps property managers easily manage staff shifts by defining working hours and assigning staff to those shifts. Staff outside his shift hour won’t be able to log into Stayflexi PMS and access any information from PMS.
          • It ensures a clear schedule for operational efficiency and data privacy.
        • Hotel addons
          • This page is used to create a different kind of add-ons or amenities available on the property. These add-ons are useful for upselling hotel services to guests.
        • Hourly price config
          • Configure hourly prices for your room types and rate plans, this will help you to drive more revenues from early check-ins, late check-outs, and flexible bookings.
        • Flexible slot
          • View the Flexible Slots data for all your room types. You can only view one week’s data at a time. You can edit the Timings for a given day
        • Other settings
          • In the “Other settings” for Property Configuration in Stayflexi, you have the following options:
            • Reservations Auto-Assign Mode: When enabled (set to ON), rooms are automatically assigned to incoming reservations. If disabled (set to OFF), room assignments must be handled manually.
            • Multi Room Mode: When enabled, folio items and payments are tracked at the room level, allowing more detailed tracking of charges and payments associated with individual rooms.
            • Disable Automatic Room Movement: When enabled, the system will not automatically move future reservations to accommodate other reservations. This can help ensure that room assignments remain stable and are not altered automatically.
            • Disable Current Reservation Check-in Before Checkout: When enabled, guests cannot check in to a room if the previous guest has not yet checked out, preventing overlapping check-ins.
            • Check-in Time Configuration: This allows you to set a specific check-in time (e.g., 9 AM) for your property. The system will prevent check-ins before the designated time, ensuring that guests cannot check in earlier than intended.
            • These settings allow for more control over room assignment, check-in, and room movement policies, helping to manage reservations and guest stays effectively in a property management context.
    2. Policies(as shown in Image 2):
      • Cancellation policies:
        • Use this page to create and edit hotel policies. For example, you can create a cancellation/refund policy.
      • Amendment policies:
        • Use this page to create and edit hotel policies. For example, you can create an amendment policy.
      • Hotel policies(Terms and conditions):
        • Use this page to create and delete hotel policies and terms and conditions. For example, you can create policies or terms and conditions for hotels.
    3. Tax and fee categories(as shown in Image 3):
      • Tax categories:
        • Use this page to create and edit hotel tax categories. A Tax category can used to calculate and apply tax in a variety of places. For example, defining tax for a room type, tax for an item being added to an invoice, or tax for products in a shop.
      • Group tax categories:
        • Use this page to create and edit hotel group tax categories. You can combine two or more Tax Categories to create a Group Tax Category.
      • Custom tax categories:
        • Use this page to create and edit custom tax categories.
      • Fee categories:
        • Use this page to create and edit hotel fee categories. A Fee category can used to calculate and apply a fee in a variety of places. For example, defining a fee for a room type, fee for an item being added to an invoice.
      • Group fee categories:
        • Use this page to create and edit hotel group fee categories. You can combine two or more fee Categories to create a Group Fee Category.
    4. Notifications(as shown in Image 4):
      • Guest Notifications:
        • Control the email and WhatsApp notifications sent to guests.
      • Hotelier notifications:
        • Control the email and WhatsApp notifications sent to hotels.
      • Guest review:
        • Use this page to get guest reviews feedback. When the toggle is enabled, the Stayflexi system will send an automated email to guests after check-out, requesting their feedback on Google Reviews. The email will include the hotel Google Review URL for convenient review submission.
    5. Channel manager(as shown in Image 5):
      • Channel mapping:
        • Channel mapping is the process of linking a hotel’s room types in Stayflexi’s Property Management System to specific online distribution channels or travel agencies. This ensures that the same room type is listed with the same name, description, and rate across all channels. By mapping a channel, a direct link is created with the Stayflexi system, ensuring that inventory, price, and restrictions are always up-to-date and accurately reflected across all distribution channels.
      • Rentals united:
        • Push Property data to RU (Rentals United).
      • Custom booking sources
        • Use this page to create user-defined booking sources. This will help the hotelier to analyze the revenue more accurately based on sources.
    6. Booking engine(as shown in Image 6):
      • Use this page to configure the booking engine.
    7. Magic link and kiosk(as shown in Image 7):
      • Configuration:
        • Configure your self-service link to offer a range of customizable options such as self-check-in, early check-in, and many more, granting guests more control over their experience at the property.
      • Common area lock code:
        • Manage your lock codes here.
      • Roomwise check-in instructions:
        • The room specified instructions, if specified, will be shown instead of the general self-check-in instructions.
    8. Users and access controls(as shown in Image 8):
      • Roles and Access:
        • Use this page to create new roles and define what access each role will have based on the user’s responsibilities. You can also edit existing roles if needed. These roles can be assigned to multiple users, and it helps to control what each person can see or do in a system.
      • User:
        • Use this page to create and edit user access.
      • Active users:
        • Use this page to view all active users.
    9. Booking import(as shown in Image 9):
      • Stayflexi now offers a convenient way to import your existing room booking reservations from another PMS! This functionality allows you to seamlessly migrate your bookings to Stayflexi in manageable batches.
      • Here is how it works:
        • Import in Batches:
          • You can upload reservations in batches of 500 bookings at a time. This allows for easier management and processing of large datasets. please be aware that uploading the same booking data twice will result in the bookings being marked as unassigned. This can cause confusion and issues, So avoid uploading the same data twice.

    How can I show actual check-in and check-out times on invoices?

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    Below is the step-by-step guide to show actual check-in and check-out times on invoices:

    1. Log in to Your Stayflexi Dashboard:
      • Enter your username and password to log in.
    2. Go to Property configuration:
      • After logging in, click the “More Apps” icon (represented by four boxes or blocks) in the top right corner.
      • From the dropdown menu, select Property Configuration (as shown in Image 1).
      • On the left-hand side of the Property Configuration page, you will see various options.
      • Click on the Property setup dropdown icon (as shown in Image 2):
        • A list of different options will be displayed in the dropdown, including:
          • Property details
          • Folio setup
          • Shift setup
          • Hotel addons
          • Hourly price config
          • Flexible slot
          • Other settings
        • Click on the Folio setup option (as shown in Image 2).
        • The Folio configuration page will be displayed.
    3. Setting up actual check-in and check-out times on invoices(as shown in Image 3):
      • In the Folio setup page, scroll to the below option:
        • Show Actual Check-in and Checkout:
          • Choose “YES” to display the actual check-in and check-out times on the folio, which may differ from the scheduled times. whenever a property marks check-in and check-out to the guest it will show that time in the room folio along with the property’s standard check-in and check-out time.
          • You can go to a particular folio of a booking and check the invoice to see the actual check-in and check-out times.

    By this, you can show the actual check-in and check-out times on the invoices.

    How do I configure room dependency pricing?

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    Below is the step-by-step guide to configuring room dependency pricing in Property Configuration:

    1. Logging into Your Stayflexi Dashboard
      • Enter your username and password to access your Stayflexi dashboard.
    2. Accessing Property Configuration
      • After logging in, click on the More Apps icon (shown as four blocks) located in the top-right corner.
      • From the dropdown, select Property Configuration (as illustrated in Image 1).
    3. Navigating to Property Setup
      • On the left side of the Property Configuration page, you’ll see a menu with various options.
      • Click on the Property Setup dropdown to reveal additional options, including:
        • Property Details
        • Folio Setup
        • Shift Setup
        • Hotel Addons
        • Hourly Price Config
        • Flexible Slot
        • Other Settings
      • Select Property Details (as shown in Image 2).
    4. Setting Up Room Dependency Pricing
      • On the Property Details page, locate the Manage Room Types section, where all room types are listed.
      • For each room type, click the three-dot menu to view options such as:
        • Edit Amenities
        • Edit Room
      • Select Edit Room to access the room’s details (as illustrated in Image 3).
      • A section to edit room details will appear. Scroll down to the Derived Pricing – Room Category section:
        • Choose a Parent Room from the dropdown to set the base room for dependency pricing (as shown in Image 4).
        • In the Dependency dropdown, select Yes to enable pricing dependence on the selected parent room(as shown in Image 5).
        • In the Direction dropdown, specify whether to increase (+) or decrease (-) the price based on the parent room(as shown in Image 6).
        • Enter a Value for the price adjustment(as shown in Image 7).
        • Choose the Type of adjustment [percentage (%) or INR](as shown in Image 7).
      • Click Save to apply your changes.

    By this, you can configure the room dependency pricing.

    Where can I configure all notifications sent to guests?

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    Below are the step-by-step guidelines to configure notifications sent to guests from Property Configuration:

    1. Logging into Your Stayflexi Dashboard:
      • Enter your username and password to log in.
    2. Go to Property Configuration:
      • Once logged in, click on the More Apps icon (represented by four blocks) in the top right corner.
      • From the dropdown menu, select Property Configuration.
    3. Got to Notifications:
      • You’ll see various options on the left side of the Property Configuration page.
      • Click on the Notifications dropdown to reveal more options, including:
        • Guest notifications
        • Hotelier notifications.
        • Guest review
      • Click on the Guest notifications option.
    4. Guest notifications:
      • In the Guest notifications page, you can control email and WhatsApp notifications sent to guests.
      • Email notifications:
        • It includes the following options and the Enable disable switch next to each option:
          • Notification when a booking is made
          • Notification when a booking check-in happens
          • Notification when a booking checkout happens
          • Notification when a booking cancellation happens
          • Notification when a booking modification happens
          • Notification when an online payment for a booking happens
          • Notification when a payment for a booking happens via a generated payment link
          • Notification when a Flex Collect payment fails
          • Notification when a Self Service check-in happens
          • Notification when a Self Service checkout happens
          • Notification when a Self Service early check-in/late checkout happens
          • Notification when a POS order is finished
          • Notification when a self-service POS order is created
          • Notification when an OTA booking is made
          • Direct Notification to Customers on check-in/Checkout for OTA Booking.
        • You can enable or disable any options by clicking ON an OFF switch next to each option.
      • WhatsApp notifications:
        • It includes the following options and the Enable disable switch next to each option:
          • Booking Confirmation
          • Self Checkin Notification
          • Early Checkin Notification
          • Late Checkout Notification.
        • You can enable or disable any options by clicking ON an OFF switch next to each option.
    5. Save the configuration:
      • By clicking on the Save option, you can save the changes you have configured.

    Can I bulk upload bookings from another PMS into Stayflexi? What are the requirements?

    Yes, You can bulk upload bookings from another PMS into Stayflexi by following the below-given steps:

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    1. Log into Your Stayflexi Dashboard:
      • Enter your username and password to sign in.
    2. Navigate to Property Configuration:
      • Once logged in, click on the “More Apps” icon (four small blocks) in the top-right corner.
      • Select “Property Configuration” from the dropdown menu (as shown in Image 1).
    3. Go to Booking Imports:
      • In the left-hand menu, click on “Booking imports.” (as shown in Image 2).
      • This will take you to the page for uploading bookings in bulk.
    4. Download and Fill Out the Template(as shown in Images 2 and 3):
      • Click on the “Download template” button to get the file needed for bulk uploading.
      • Open the template and add all booking details in the format provided.
    5. Upload Your Booking Data(as shown in Images 4 and 5):
      • Once you’ve filled out the template, go back to the booking imports page.
      • Click on “Bulk import bookings” and follow the instructions that appear in the pop-up window.
      • Set the date format as needed, then click “Bulk upload booking.”
      • Finally, upload your completed file.

    Your bookings will now be imported into Stayflexi!

    This functionality allows you to seamlessly migrate your bookings to Stayflexi in manageable batches. Here is how it works: Import in Batches: You can upload reservations in batches of 500 bookings at a time. This allows for easier management and processing of large datasets. please be aware that uploading the same booking data twice will result in the bookings being marked as unassigned. This can cause confusion and issues.

    What are custom booking sources, how can I create them, and how are they useful?

    Custom booking sources allow property managers to define and track specific booking channels that aren’t part of the standard, integrated sources. For example, instead of only capturing bookings from well-known Online Travel Agencies (OTAs) or direct website bookings, custom booking sources let you track referrals from unique sources like local agencies, social media campaigns, corporate partnerships, or other specific sources.

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    1. Logging into Your Stayflexi Dashboard:
      • Enter your username and password to log in.
    2. Go to Property Configuration:
      • Once logged in, click on the More Apps icon (represented by four blocks) in the top right corner.
      • From the dropdown menu, select Property Configuration (as shown in Image 1).
    3. Go to the Custom Booking sources(as shown in Image 2):
      • Navigate to the “Channel Manager” section in the left-hand menu.
      • Select “Custom booking sources”.
    4. Add a New Source(as shown in Image 2):
      • On the Custom Booking Sources page, click on Add New Source. This will open a pop-up form for adding a new source.
    5. Enter Source Details:
      • Segment: Select the category or segment that best represents your source, such as OTA if it’s an Online Travel Agency(as shown in Images 2 and 3).
      • Sub-source: Select or type the name of the specific source within the chosen segment. This could be the name of a referral agency, a corporate client, or another unique channel(as shown in Images 4 and 5).
    6. Save the New Booking Source (as shown in Image 6):
      • Click Save to add this source to your list of custom booking sources.
      • If you change your mind, you can click Cancel to exit without saving.
    • How Custom Booking Sources Are Useful:
      • Track and analyze revenue more accurately by understanding where your bookings are coming from. Once custom booking sources are created, you can select them when creating a reservation in Stayflexi PMS.

    By following these steps, you can define and organize new booking sources that will make your revenue analysis more detailed and meaningful.

    Uploading Room/Hotel Images: How can a property upload images of rooms and hotel facilities for the website?

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    Below are the step-by-step guidelines to upload images of rooms and hotel facilities for the website from Property Configuration:

    1. Log in to Your Stayflexi Dashboard:
      • Enter your username and password to log in.
    2. Go to Property configuration:
      • After logging in, click the “More Apps” icon (represented by four boxes or blocks) in the top right corner.
      • From the dropdown menu, select Property Configuration (as shown in Image 1).
      • On the left-hand side of the Property Configuration page, you will see various options.
      • Click on the Property setup dropdown icon (as shown in Image 2):
        • A list of different options will be displayed in the dropdown, including:
          • Property details
          • Folio setup
          • Shift setup
          • Hotel addons
          • Hourly price config
          • Flexible slot
          • Other settings
        • Click on the Property details option (as shown in Image 2).
        • A page with all the details of the property and the details of room categories will be displayed.
    3. Upload Hotel Images:
      • Once the Property Details page is displayed, you can see the Images at the beginning of the page.
      • Click the Edit icon on the first Image (as shown in Image 2).
      • A pop-up will appear to upload the hotel image.
      • Select the Click or Drop here option.
      • Select the Images from your system and add them here or you can just drag and drop the Images.
      • Click on the Save option to save the Hotel Images.
      • You can also remove the Images by clicking on the cross option on the Image (as shown in Image 3).
    4. Upload Room Images:
      • On the Property Details page, find the Manage Room Types section, where all room types are listed.
      • On room type, click the edit icon on the left-hand side of the room type (as shown in Image 4).
      • A pop-up will appear to upload Room-type images.
      • Select the Click or Drop here option(as shown in Image 5).
      • Select the Images from your system and add them here or you can just drag and drop the Images.
      • Click on the Save option to save the Room Images.
      • You can also remove the Images by clicking on the cross option on the Image (as shown in Image 6).

    How do I update hotel details like website URL, address, description, logo, or phone number?

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    Below are the step-by-step guidelines to update hotel details like website URL, address, description, logo, or phone number from Property Configuration:

    1. Log in to Your Stayflexi Dashboard:
      • Enter your username and password to log in.
    2. Go to Property configuration:
      • After logging in, click the “More Apps” icon (represented by four boxes or blocks) in the top right corner.
      • From the dropdown menu, select Property Configuration (as shown in Image 1).
      • On the left-hand side of the Property Configuration page, you will see various options.
      • Click on the Property setup dropdown icon (as shown in Image 2):
        • A list of different options will be displayed in the dropdown, including:
          • Property details
          • Folio setup
          • Shift setup
          • Hotel addons
          • Hourly price config
          • Flexible slot
          • Other settings
        • Click on the Property details option (as shown in Image 2).
        • A page with all the details of the property and the details of room categories will be displayed.
    3. Update or Edit Hotel Details:
      • In the Property details page, click on the Edit details option just above the property name (as shown in Image 2).
      • All the Hotel details are displayed in the Edit Hotel Details section.
      • In this section, you can edit or update the details of the property/hotel, including:
        • Property Name
        • Property Official Website (for updating website URL)
        • Address
        • Property Description
        • Logo
        • Phone number
        • Total room count
      • By clicking on any of the textboxes, you can edit or update the Property details and click on the Save button to save the changes made(as shown in Image 3 and Image 4).

    Setting Room Occupancy: How do I define maximum occupancy, including adults, children, and infants, along with age limits for rooms?

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    Below are the step-by-step guidelines for setting room occupancy:

    1. Logging into Your Stayflexi Dashboard:
      • Enter your username and password to log in.
    2. Go to Property Configuration:
      • Once logged in, click on the More Apps icon (represented by four blocks) in the top right corner.
      • From the dropdown menu, select Property Configuration (as shown in Image 1).
    3. Navigating Property Setup:
      • On the left side of the Property Configuration page, you’ll see various options.
      • Click on the Property Setup dropdown to reveal more options, including:
        • Property Details
        • Folio Setup
        • Shift Setup
        • Hotel Addons
        • Hourly Price Config
        • Flexible Slot
        • Other Settings
      • Click on the Property Setup option (as shown in Image 2).
    4. Setting up room occupancy:
      • On the Property Details page, find the Manage Room Types section, where all room types are listed.
      • On room type, click the three-dot menu on the room type to display the following options:
        • Edit Amenities
        • Edit Room
      • Select Edit Room to see room details (as shown in Image 3).
      • A section to edit room details appears, where you can see various options:
      • To set room occupancy for maximum occupancy, including adults, children, and infants, along with age limits, do the following:
        • To set max room occupancy: Click on the Room max occupancy field.
          • For adults: Click on the Max adults field.
          • For children: Click on Max children(7-12 years) field
          • For infant: Click on the Max infant (0-6 years) field
          • For minimum and maximum child age: Click on the Min child age and Max child age field
          • For minimum and maximum infant age: Click on the Min child age and Max infant age field
        • After setting up everything, click on the Save button to save all the defined occupancy (as shown in Image 4).

    By following these steps you can define room occupancy.

    What is folio configuration, and what can I do with it?

    • Folio configuration:
      • This page lets you customize how your folios (invoices or receipts) will look when printed or saved as a PDF. You can adjust settings like:
        • Font size: Change the size of the text.
        • Page layout: Choose the arrangement of content on the page.
        • Headers and footers: Add or edit information like your business name or page numbers at the top and bottom of each page.
        • Color schemes: Pick colors to match your branding.
      • These options help you create clean and professional-looking documents for your customers.

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    Below is the step-by-step guideline on how to use folio configuration:

    1. Log in to Your Stayflexi Dashboard:
      • Enter your username and password to log in.
    2. Go to Property configuration:
      • After logging in, click the “More Apps” icon (represented by four boxes or blocks) in the top right corner.
      • From the dropdown menu, select Property Configuration (as shown in Image 1).
      • On the left-hand side of the Property Configuration page, you will see various options.
      • Click on the Property setup dropdown icon (as shown in Image 2):
        • A list of different options will be displayed in the dropdown, including:
          • Property details
          • Folio setup
          • Shift setup
          • Hotel addons
          • Hourly price config
          • Flexible slot
          • Other settings
        • Click on the Folio setup option (as shown in Image 2).
        • The Folio configuration page will be displayed.
    3. Folio configuration (as shown in Images 2 and 3):
      • This page consists of various settings to configure PDF or printouts of folio:
        • Booking Folio Prefix:
          • This field allows you to set a prefix for your booking folios, helping you easily identify or categorize them (e.g., “BK-12345” where “BK” is the prefix).
        • Booking Folio Sequence Start:
          • This specifies the starting sequence number for your booking folios. For example, if you enter “1000”, the first folio generated will be numbered 1000, followed by 1001, and so on.
        • Booking Folio Suffix:
          • You can enter a suffix for your booking folios, similar to the prefix, but placed at the end of the folio number (e.g., “12345-HT” where “HT” is the suffix).
        • Generate Custom ID for Cancelled and No Show Bookings:
          • This dropdown allows you to choose whether to generate a custom invoice ID for bookings that were either canceled or marked as no-shows. If set to “YES”, it will generate a unique ID for such cases.
        • Show Cancellation Policy in Folio:
          • Choose whether to display the cancellation policy on the folio. Select “YES” to include the details of your cancellation policy, or “NO” to hide it.
        • Show Signature:
          • This option determines whether to display signatures on the folio. If set to “YES”, both the hotel and guest signatures will appear on the folio and registration card. If set to “NO”, signatures will not be displayed.
        • Folio Logo:
          • Select whether the hotel logo should be shown on the folio. “YES” displays the logo, while “NO” hides it.
        • Folio Terms and Conditions:
          • Choose “YES” to display the terms and conditions of the booking on the folio, or “NO” to exclude them.
        • Folio Display Phone Number:
          • This is the phone number that will appear on all guest communications, including the folio and registration card. Enter the contact number you wish to display.
        • Folio Display Email:
          • This is the email address that will appear in all guest communications, including the folio and registration card. You can set a specific contact email here.
        • Booking Folio Header:
          • Enter the text to be displayed as the header on your booking folios (e.g., “Tax Invoice” or “Booking Confirmation”).
        • Hide Stayflexi BookingID:
          • If set to “YES”, the Stayflexi Booking ID will be hidden on the reservation card and folio print. This is useful if you only want to show custom folio numbers instead of the Stayflexi-generated ones.
        • Hide Room Booking Charges in Registration Card for OTA Bookings:
          • Select “YES” to hide the room booking charges on the registration card for bookings made via Online Travel Agencies (OTAs). The charges will appear as “0” for these bookings.
        • Show Terms on Guest Emails:
          • Configure this to “YES” if you want the hotel’s terms and conditions to be displayed in booking confirmation emails sent to guests.
        • Show Actual Check-in and Checkout:
          • Choose “YES” to display the actual check-in and check-out times on the folio, which may differ from the scheduled times. whenever a property marks check-in and check-out to the guest it will show that time in the room folio along with the property’s standard check-in and check-out time.
        • Choose the Folio Header Color:
          • Select the color for the folio header. The default is black, but you can change it to match your branding.
        • Choose the Folio Content Color:
          • Choose the color for the folio content. The default is black, but you can customize this to align with your design preferences.
        • Choose the Logo Size:
          • Define the width of your logo when it’s displayed in the PDF invoice. The allowed range is between 50 to 85 pixels.
        • Choose the Invoice PDF Font Size:
          • Select the font size for the content in the invoice PDF. The size should be between 7 and 12 to ensure legibility.
        • Choose the Margin Top:
          • Set the top margin size (in pixels) for the PDF when generating invoices. This controls the spacing between the top of the page and the content.
        • Invoice Date Rule:
          • This dropdown lets you configure how the invoice date is shown. For example, you can set it to show the current date or to show the actual checkout date depending on your operational needs.
        • Show Cancellation Policy on Registration Card:
          • Choose “YES” to display the cancellation policy on the registration card, or “NO” to hide it.
        • Show Terms & Conditions on Registration Card:
          • Configure “YES” to include the terms and conditions of the booking on the registration card. Set to “NO” to omit this information.
        • Registration Card Preference:
          • This option allows you to select a version for the layout or format of the registration card (e.g., “Version 1”). Different versions may have varying layouts, fields, or designs.
        • Show Room Tariff on Registration Card:
          • Selecting “YES” will display the room tariff (rate) on the registration card, while “NO” will hide the room tariff from the card.
          • Purpose: This is useful when you want to withhold pricing information from guests during check-in.
        • Show Registration Card Number:
          • If set to “YES,” a unique registration card number will be displayed on the registration card. If set to “NO,” this number will be hidden.
          • Purpose: Hotels can choose to display or hide the registration card number for administrative purposes.
        • Choose the Reg. Card PDF Font Size:
          • This option allows you to set the font size for the content in the PDF version of the registration card. The value can be adjusted (for example, to size 10 as shown in the screenshot).
          • Purpose: This gives flexibility to hotels in terms of how large or small the text should appear on the printed or PDF version of the registration card.
        • Show HSN Code:
          • Selecting “YES” will display the HSN (Harmonized System of Nomenclature) code on the registration card. HSN codes are generally used for categorizing goods for taxation purposes.
          • Purpose: This option is particularly useful for hotels that need to display HSN codes for compliance with tax regulations. This is beneficial only for Indian properties as per govt. compliance.
        • High Balance Alert Configuration:
          • Here, you can set a threshold amount (e.g., 0, 500, 1000, etc.) to trigger a high-balance alert. When a guest’s balance due exceeds this threshold, a red balance-due icon will appear on the reservation calendar.
          • Purpose: This setting helps hotel staff keep track of outstanding balances and take necessary actions before the balance gets too high.
        • Save the configuration:
          • Click on the Save button at the bottom of the page to save the Folio configuration.

    By following these steps you can understand how Folio configuration works.

    How do I set up property tax, custom tax, and fee categories?

    Tax categories: A Tax category can be used to calculate and apply tax in a variety of places. For example, defining tax for a room type, tax for an item being added to an invoice or tax for products in a shop.

    Custom tax categories: A Custom tax property is used to define and configure specific tax rules for their property.

    Fee categories: A Fee category can be used to calculate and apply fees in a variety of places. For example, defining fee for a room type, fee for an item being added to an invoice, or fee for products in a shop.

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    Below are the step-by-step guidelines for amenities both at the property and room level from Property configuration:

    1. Logging into Your Stayflexi Dashboard:
      • Enter your username and password to log in.
    2. Go to Property Configuration:
      • Once logged in, click on the More Apps icon (represented by four blocks) in the top right corner.
      • From the dropdown menu, select Property Configuration (as shown in Image 1).
    3. Navigating Tax and fee categories:
      • On the left side of the Property Configuration page, you’ll see various options.
      • Click on the Tax and fee categories dropdown (as shown in Image 2) to reveal more options, including:
        • Tax categories
        • Group tax categories
        • Custom tax categories
        • Fee categories
        • Group fee categories
    4. Create Tax category:
      • Click on the Tax Categories option from the Tax and Fee Categories dropdown.
      • Click on the Add New Tax Category button(as shown in Image 2) at the top of the Tax Categories page.
      • Tax category section will appear (as shown in Image 3):
        • Enter the Tax name and Tax percentage.
        • Click on the Save button to save the Tax category.
    5. Create Custom tax category(as shown in Image 4):
      • Click on the Custom Tax Categories option from the Tax and Fee Categories dropdown.
      • Click on the Add New Custom tax button at the top of the Custom tax Categories page
      • Create custom taxes based on various factors such as:
        • Tax Name: The name of the custom tax (e.g., service tax).
        • Tax Value: The percentage or fixed amount for the tax.
        • Room Type: The types of rooms or accommodations the tax applies to.
        • Per Person/Per Night: Option to apply the tax on a per-person or per-night basis.
        • OTA, Booking Engine, Walk-in: The ability to specify whether the tax applies to bookings from Online Travel Agencies (OTAs), the booking engine, or walk-in customers.
        • Click on the Save button to save the Custom tax category.
    6. Create Fee category (as shown in Image 5):
      • Click on the Fee Categories option from the Tax and Fee Categories dropdown.
      • Click on the Add New Fee Category button at the top of the Fee Categories page.
      • The fee category section will appear:
        • Enter:
          • Fee category name
          • Fee value
          • Value type dropdown which consists of:
            • ABSOLUTE
            • PERCENT
          • Fee type dropdown which consists of:
            • Per Booking
            • Per Room
            • Per Room Night
        • You can select the checkbox next to Apply for walk-ins section if required.
        • Click the Save button to save the Fee category.

    Managing Property and Room Amenities: How do I control amenities at both the property and room level?

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    Below are the step-by-step guidelines to amenities both at the property and room level from Property Configuration:

    1. Logging into Your Stayflexi Dashboard:
      • Enter your username and password to log in.
    2. Go to Property Configuration:
      • Once logged in, click on the More Apps icon (represented by four blocks) in the top right corner.
      • From the dropdown menu, select Property Configuration.
    3. Navigating Property Setup:
      • On the left side of the Property Configuration page, you’ll see various options.
      • Click on the Property Setup dropdown to reveal more options, including:
        • Property Details
        • Folio Setup
        • Shift Setup
        • Hotel Addons
        • Hourly Price Config
        • Flexible Slot
        • Other Settings
    4. Viewing and Editing Property Details:
      • Select Property Details (the first option on the left).
      • A page will open showing all your property information, including room categories.
    5. Managing Property Amenities:
      • On the Property Details page, look to the right side for the Amenities section.
      • Click the icon next to Amenities.
      • A list of all available property-level amenities will appear.
      • You can:
        • Add or remove amenities.
        • Mark amenities as free or paid by using the buttons next to each amenity.
    6. Managing Room Amenities:
      • On the Property Details page, find the Manage Room Types section, where all room types are listed.
      • On room type, click the three-dot menu on the room type to display the following options:
        • Edit Amenities
        • Edit Room
      • Select Edit Amenities to see all room-level amenities.
      • You can:
        • Add or remove amenities.
        • Make amenities free or paid by clicking the buttons next to each one.

    This guide helps you quickly and easily manage both property-level and room-level amenities.

    What is a fee category, and how can I use it?

    A fee category in Stayflexi is used to define and apply various fees for room types and items being added to invoices. It allows you to set up different types of fees, such as room type, that will be automatically applied during the booking process.

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    Below is the Step-by-step guide on the Fee category in Property configuration:

    1. Logging into Your Stayflexi Dashboard:
      • Enter your username and password to log in.
    2. Go to Property Configuration:
      • Once logged in, click on the More Apps icon (represented by four blocks) in the top right corner.
      • From the dropdown menu, select Property Configuration (as shown in Image 1).
    3. Access the Fee Category Page:
      • Click on the “Tax and Fee Categories” section.
      • Click on “Fee Categories” to add the fee categories (as shown in Image 2).
    4. Add a New Fee Category:
      • Click on the “Add New Fee Category” button (as shown in Image 2).
      • A new form will pop up on the right side.
    5. Provide a Fee Category Name:
      • In the “Fee category name?” field, enter a descriptive name for the fee. For example, you might call it a “Room Booking Fee” or “Entertainment Fee” (as shown in Image 2).
      • This will appear in invoices automatically when creating a room reservation.
    6. Set the Fee Value :
      • Under “Fee value?“, enter the amount for the fee (as shown in Image 3).
      • Choose the Value Type from the dropdown (as shown in Image 3):
        • Absolute: A fixed fee, like Rs.150 per booking.
        • Percentage: A percentage of the total amount, like 10% of the total amount.
      • Choose the Fee Type from the dropdown (as shown in Image 4):
        • Per Booking: Applied for each booking.
        • Per Room: Applied for each room in a booking.
        • Per Room night: The fee will be applied for each room night. This means if a guest stays in one room for three nights, the fee will be applied three times (once per room night).
    7. Save the Fee Category:
      • Once you’ve filled in all the necessary details, click the “Save” button (as shown in Image 4).
      • The fee category will now be available and can be applied across the property for various services.

    Creating Hotel Add-on Services: Where do I add extra services offered by my hotel?

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    Below are the step-by-step guidelines to create hotel add-ons from Property Configuration:

    1. Logging into Your Stayflexi Dashboard:
      • Enter your username and password to log in.
    2. Go to Property Configuration:
      • Once logged in, click on the More Apps icon (represented by four blocks) in the top right corner.
      • From the dropdown menu, select Property Configuration (as shown in Image 1).
    3. Navigating Property Setup:
      • On the left side of the Property Configuration page, you’ll see various options.
      • Click on the Property Setup dropdown to reveal more options, including:
        • Property Details
        • Folio Setup
        • Shift Setup
        • Hotel Addons
        • Hourly Price Config
        • Flexible Slot
        • Other Settings
      • Click on the Hotel Addons option (as shown in Image 2).
    4. Add Hotel Addons:
      • To create Hotel addons, click on the Add new hotel addon button on the top of the Hotel Addons page (as shown in Image 2).
      • A section to fill in the required details to create a Hotel addon will appear.
      • Fill in the following to create the hotel addon (as shown in Image 3):
        • Addon name
        • Addon description
        • Addon applicable at room types:
          • Click on the dropdown to select room types
          • You can select multiple rooms from the dropdown(For example: Suite, Deluxe rooms)
        • Tax category:
          • Select tax categories from the dropdown(.eg., Food tax or Alcohol tax, etc)
        • Addon value:
          • In the Addon value field, enter the price for the extra service your property offers.
          • For example, if airport pick-up costs Rs.150, enter 150.
        • Date Range: Select the date range you want to apply the addon to.
      • Do you want to apply per night?
        • Click the Yes or No switch.
      • Do you want to apply at the booking level?
        • Click the Yes or No switch.
    5. Save to create the Addon:
      • Click on the Save button to create the Hotel Addon.

    By following these steps you can easily create the hotel add-ons.

    What is User and Access Control, and what is its purpose?

    User and Access Control is a feature within the Stayflexi platform designed to manage the permissions and roles of users. The goal is to regulate what actions each user can perform and what parts of the system they can access based on their assigned roles.

    Below is a step-by-step explanation of how this system works for end users:

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    1. Accessing User and Access Control:
      • Log into your Stayflexi account with your credentials.
      • Once logged in, click on the More Apps icon (represented by four blocks) in the top right corner.
      • From the dropdown menu, select Property Configuration (as shown in Image 1).
      • Under Property configuration, the are various options.
      • Click on Users and Access Controls to reveal the following key sections:
        • Roles and Access
        • User
        • Active Users
    2. Roles and Access (as shown in Images 3 and 4):
      This section lets you manage roles, which define specific permissions for users in the system. Here’s how it works:
      • Viewing Roles:
        • When you click on Roles and Access, you will see a list of predefined roles with a description and the access permissions granted to that role.
      • Creating a New Role:
        • You can add a new role by clicking Add a new role for general users or Add a new mobile role for mobile-specific roles.
        • In the role creation window, you can define the role name, and description, and specify which features or areas of the system the role should have access to (e.g., housekeeping reports, room management, etc.).
      • Editing Roles:
        • Existing roles can be modified by clicking the edit icon (pencil) next to the role name.
        • You can adjust permissions or make changes to reflect new responsibilities for that role.
    3. Users (as shown in Images 5 and 6):
      • This section allows you to manage users who have access to the Stayflexi platform. You can view, add, and edit user access details.
      • Add new user:
        • Click on the Add new user button.
        • A page will be displayed.
        • This page lets you create a new user in a system and assign multiple roles based on their responsibilities. You can adjust the user’s access level or revoke access at any time.
        • Enter the email ID and password of the user you want to create.
        • Enable the toggle net to the role which you want to assign to the user.
        • Click on the Save button to create the User.
      • You can also edit the user role, reset the password, and force logout the user respectively.
    4. Active Users (as shown in Image 7):
      • This section shows users who are currently active and logged into the software in real time.
      • It includes:
        • Search Bar: You can search for specific users who are actively logged in by entering their email ID.
        • Active Users List: Currently, the list of active users is empty, suggesting that no users are currently logged in.
        • Log Out All Users: This button allows you to log out all active users at once. This might be useful during maintenance or to ensure security by enforcing re-logins.
    5. Purpose of User and Access Control:
      • Security: Limits access to sensitive information based on user roles, ensuring that only authorized personnel can view or modify critical data.
      • Operational Efficiency: By providing tailored access to different areas of the platform, employees can quickly and efficiently perform tasks relevant to their jobs.
      • Accountability: Role-based permissions help track which users are responsible for certain actions, providing a clear audit trail in case of errors or issues.

    How can I edit user roles or access, reset passwords, or log out users?

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    Below are the step-by-step guidelines to edit user roles and access, reset passwords, or log out users from Property Configuration:

    1. Logging into Your Stayflexi Dashboard:
      • Enter your username and password to log in.
    2. Go to Property Configuration:
      • After logging in, click the “More Apps” icon in the top right corner (represented by four boxes or blocks).
      • From the dropdown menu, select Property Configuration (as shown in Image 1).
      • On the left-hand side of the Property Configuration page, you’ll see various options.
    3. Managing Roles and Access:(as shown in Image 2)
      • Click the “Users and Access Control” dropdown icon.
      • A list of options will appear, including:
        • Roles and Access
        • User
        • Active Users
      • Select Roles and Access to view all existing roles.
    4. Editing Roles and Access:
      • Click the Edit role icon next to the role you want to modify (as shown in Image 3).
      • A list of features and restrictions will be displayed.
      • Enable or disable access by toggling the switch next to each feature name as needed.
      • Once you’re done, scroll down and click the Save button to apply the changes (as shown in Image 4).
    5. Resetting a User’s Password:
      • Click the User option under “Users and Access Control” to view all existing users.
      • Next to each user email, there are three icons:
        • 1st icon: Force logout user
        • 2nd icon: Edit password
        • 3rd icon: Edit user role
      • To reset a user’s password, click the 2nd icon (Edit password).
      • Update the password in the Password section.
      • Click Save to confirm the new password (as shown in Images 5 and 6).
    6. Logging Out a User:
      • To force a user to log out from the Stayflexi system, click the 1st icon (Force logout user) next to the user’s email.
      • A pop-up will appear with the message: “Please reset the password before logging out the user”, along with CLOSE and Yes, logout buttons.
      • Click Yes, logout to logout user (as shown in Images 7 and 8).

    What are different type of policies I can configured in Stayflexi

    In Stayflexi, you can configure various types of hotel policies, which include:

    1. Cancellation Policies: Rules for handling booking cancellations and associated refunds.
    2. Amendment Policies: Guidelines for making changes or amendments to existing bookings.
    3. Hotel Policies (Terms and Conditions): General hotel rules like check-in/out times, usage of facilities, guest behavior, etc.

    Below is the step-by-step guide to configure policies:

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    1. Logging into Your Stayflexi Dashboard:
      • Enter your username and password to log in.
    2. Go to Property Configuration:
      • After logging in, click the “More Apps” icon in the top right corner (represented by four boxes or blocks).
      • From the dropdown menu, select Property Configuration (as shown in Image 1).
      • On the left-hand side of the Property Configuration page, you’ll see various options.
    3. Got to Policies:
      • Click on the Policies option.
      • Under Policies, you will see options like Cancellation Policies, Amendment Policies, and Hotel Policies (Terms and Conditions).
    4. Cancellation policies (as shown in Images 2 and 3):
      • Under the Cancellation policy, click on the Add new policy button.
      • You can create a cancellation/refund policy in this by filling in the below details:
        • Policy name: Give a name for the policy.
        • Policy description: Describe the policy.
          • Note: If the Add policy rule is created and the above checkbox beside the description section is not selected then this rule will reflect everywhere i.e. Booking Engine, Email, Room folio.
        • Enable toggle to apply the rule for all channels(optional).
      • Save the policy by clicking on the Save button.
      • You can also edit or disable the policies.
    5. Amendment policies (as shown in Image 4):
      • Select Amendment policies.
      • Here, you can create or edit amendment policies that govern how amendments to bookings will be charged.
      • Add a New Policy
        • Click on the Add New Policy button to create a new amendment policy.
      • Days Range
        • In this section, you set the days before the check-in date when amendments will not be allowed. You define the following:
          • Amendment not permitted within X and Y days prior to arrival date.
            • Enter the number of days (e.g., “10 and 5”) to specify the range within which amendments to bookings are not allowed.
      • Amendment Charges
        • You can set different charges for amendments, depending on how many times the booking is amended:
          • For first amendment: Specify the percentage (e.g., “0%”) of the booking amount that will be charged for the first amendment.
          • For the second amendment: Set a charge for the second amendment by entering a percentage (e.g., “5%”) of the booking amount.
          • For subsequent amendments: Set a percentage (e.g., “10%”) for any amendments beyond the second one.
      • Note: Modification can be allowed for the dates-This means users may modify the booking dates, and charges will be applied according to the set amendment policy.
      • Saving the Policy:
        • Once you’ve filled in all the necessary details (days range and amendment charges), click the Save button to save the policy.
        • This allows users to control how booking changes will be handled, including when they can be made and the cost for each amendment.
    6. Hotel policies(terms and conditions) (as shown in Image 5):
      • Click on the Hotel policies(terms and conditions) option.
      • On this page, you can provide hotel rules like usage of facilities, guest behavior, etc.
      • Click on the Add new T&C button.
      • Here you can add the Hotel policy or Terms and conditions.
      • Click on the Save option.

    Setting Minimum Room Price: How can I set a minimum price for a room category to avoid lower price updates?

    Yes. You can set a minimum price for a room category by using Stayflexi’s Property configuration settings.

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    Below are the step-by-step guidelines for setting up minimum room price:

    1. Logging into Your Stayflexi Dashboard:
      • Enter your username and password to log in.
    2. Go to Property Configuration:
      • Once logged in, click on the More Apps icon (represented by four blocks) in the top right corner.
      • From the dropdown menu, select Property Configuration (as shown in Image 1).
    3. Navigating Property Setup:
      • On the left side of the Property Configuration page, you’ll see various options.
      • Click on the Property Setup dropdown to reveal more options, including:
        • Property Details
        • Folio Setup
        • Shift Setup
        • Hotel Addons
        • Hourly Price Config
        • Flexible Slot
        • Other Settings
      • Click on the Property Details option (as shown in Image 2).
    4. Setting up room occupancy:
      • On the Property Details page, find the Manage Room Types section, where all room types are listed.
      • On room type, click the three-dot menu on the room type to display the following options:
        • Edit Amenities
        • Edit Room
      • Select Edit Room to see room details (as shown in Image 3).
      • A section to edit room details appears, where you can see various options.
      • To set minimum room price:
        • Click on the Minimum Room Price field (as shown in Image 4).
        • After setting up the minimum room price, click on the Save button to save the minimum room price.

    By following these steps you can set the Minimum room price.

    How can I send automatic emails to guests after checkout to collect reviews?

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    Below are the steps to send automatic emails to guests after checkout to collect the reviews:

    1. Logging into Your Stayflexi Dashboard:
      • Enter your username and password to log in.
    2. Go to Property Configuration:
      • Once logged in, click on the More Apps icon (represented by four blocks) in the top right corner.
      • From the dropdown menu, select Property Configuration (as shown in Image 1).
    3. Got to Notification
      • On the left side of the Property Configuration page, you’ll see various options.
      • Click on the Notifications dropdown to reveal more options, including:
        • Guest notifications
        • Hotelier notifications.
        • Guest review
      • Click on the Guest review option (as shown in Image 2).
      • This is where you can control review request emails.
    4. Enable Guest Review Feedback (as shown in Image 2):
      • On the “Guest Review” page, you will see an option for “Guest Review Feedback.”
      • Toggle the switch next to this option to enable it. Once enabled, the system will send an automated email to guests after they check out.
    5. Set the Mode to Automatic (as shown in Image 2):
      • There are two modes:
        • AUTOMATIC
        • MANUAL
      • Ensure that the Mode is set to “AUTOMATIC”. This ensures that the email will be sent automatically without any manual intervention after the guest checks out.
    6. Enter Your Google Review/Feedback URL (as shown in Image 2):
      • In the input field labeled “Paste your Google review/docs URL”, paste the URL for your property’s Google Review page.
      • You can obtain this URL by navigating to your property’s listing on Google, copying the review link, and pasting it into this field.
      • Alternatively, you can use a Google Docs form if you’d like to gather reviews through a custom form instead of Google Reviews.
    7. Save and Confirm:
      • Once you’ve pasted the URL and enabled the review feedback toggle, ensure all changes are saved by clicking on the Update option.
      • The system will now send an email with the provided review link to guests after their checkout.

    What are hotelier notifications, and how do they help?

    Hotelier notifications are communication features of Stayflexi that allow hotel operators to receive important updates and reports related to their property. These notifications can be sent via email or messaging platforms like WhatsApp to keep the hotelier informed about key operations, such as daily reports, property updates, rate alerts, and more.

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    Below is a Step-by-Step Guide for End Users:

    1. Logging into Your Stayflexi Dashboard:
      • Enter your username and password to log in.
    2. Go to Property Configuration:
      • Once logged in, click on the More Apps icon (represented by four blocks) in the top right corner.
      • From the dropdown menu, select Property Configuration.
    3. Go to the Notifications:
      • Navigate to the “Notifications” section in the left-hand menu.
      • Select “Hotelier notifications” to configure notifications sent to the hotel.
    4. Configure Email Notifications:
      • Night Audit Report:
        • In the “Emails” section, locate the “Night audit report” field.
        • Enter one or more email addresses (separated by commas) to receive daily night audit reports. These reports provide a summary of property performance and operations for the day.
        • Make sure not to include any spaces before or after the commas when entering multiple email addresses.
    5. Set Up WhatsApp Notifications:
      • WhatsApp Daily Report:
        • In the “Whatsapp” section, you can enable WhatsApp notifications to receive daily reports about the property.
        • Toggle the switch to activate WhatsApp notifications for reports and alerts.
      • Property Report via WhatsApp:
        • Enter your WhatsApp number(s) in the “Configure your WhatsApp numbers to receive the property report” field. Multiple numbers can be entered, separated by commas.
      • Rate Shopper Price Alerts via WhatsApp:
        • In the second WhatsApp configuration field, enter the numbers to receive price alerts for competitive properties or rate changes. This ensures that hoteliers can react quickly to market shifts.
      • After entering the required information, click “Save” to apply the changes.
    6. Saving Changes:
      • Once you’ve set up your email and WhatsApp notifications, make sure to click the “Save” button at the bottom of the page. This will save your configuration and activate the notifications according to the inputted details.
    7. Benefits for Hoteliers:
      • Timely Updates: Receive critical reports such as the night audit summary and property performance via email and WhatsApp.
      • Quick Response: Stay updated with rate shopper price alerts to react quickly to market conditions.
      • Customization: Control where and how notifications are sent by entering multiple recipients and contact numbers, ensuring key personnel are informed.

    This guide will help you ensure that notifications are properly set up so you can stay on top of essential hotel operations.

    What is shift setup, and how is it beneficial for my property?

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    Below is the step-by-step guide for Shift setup:

    1. Logging into Your Stayflexi Dashboard:
      • Enter your username and password to log in.
    2. Go to Property Configuration:
      • Once logged in, click on the More Apps icon (represented by four blocks) in the top right corner.
      • From the dropdown menu, select Property Configuration (as shown in Image 1).
    3. Go to Shift setup:
      • From the Property configuration, click on the Property setup option from the dropdown and navigate to Shift Setup.
      • Click on Shift Setup to open the shift setup page (as shown in Image 2).
    4. Add a New Shift (as shown in Image 3):
      • At the top of the shift setup page, you’ll see a button labeled Add New Shift (as shown in Image 2).
      • Click this button to create a new shift for your staff.
    5. Enter Shift Name (as shown in Image 3):
      • In the Shift Name? field, enter a name for the shift (e.g., Morning Shift, Evening Shift, etc.). This helps identify the shift later.
    6. Set Start Time (as shown in Image 3):
      • Under the Start Time? section set the shift’s start time.
      • Use the dropdown menus to select the start hour and start minute. For example, selecting 00 for both will set the shift to start at midnight.
    7. Set End Time (as shown in Image 3):
      • Similarly, under the End Time? section set the time when the shift ends.
      • Choose the end hour and end minute. For instance, selecting 23 for hours and 59 for minutes will set the shift to end at 11:59 PM.
    8. Set Shift Status (as shown in Image 3):
      • In the Status? dropdown, choose whether the shift is ENABLED or DISABLED.
      • If the shift is enabled, it will be active and available in the system.
    9. Assign Staff Members (as shown in Image 3):
      • In the Staff Names? field, enter the email addresses of staff members assigned to this shift.
      • You can list multiple staff members in the dropdown and can add multiple staff by clicking on the staff email ID.
    10. Save the Shift Configuration (as shown in Image 3):
      • After filling out the required fields (shift name, times, status, staff names), ensure all details are correct.
      • Click the Save to finalize and save the shift configuration.

    Benefits of Shift setup for properties:

    • The Shift setup feature helps property managers easily manage staff shifts by defining working hours and assigning staff to those shifts. Staff outside his shift hour won’t be able to login into stayflexi PMS and access any information from PMS.
    • It ensures a clear schedule for operational efficiency and data privacy.

    Single Slot vs. 3 Slots: What are single slot and 3 slots, and which option should I select for my property?

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    In the Stayflexi system, “Single Slot” and “3 Slots” refer to the way time blocks are allocated for bookings. The main difference lies in the flexibility and duration of the booking periods available.

    1. Logging into Your Stayflexi Dashboard:
      • Enter your username and password to log in.
    2. Go to Property Configuration:
      • Once logged in, click on the More Apps icon (represented by four blocks) in the top right corner.
      • From the dropdown menu, select Property Configuration (as shown in Image 1).
    3. Navigating Property Setup:
      • On the left side of the Property Configuration page, you’ll see various options.
      • Click on the Property Setup dropdown to reveal more options, including:
        • Property Details
        • Folio Setup
        • Shift Setup
        • Hotel Addons
        • Hourly Price Config
        • Flexible Slot
        • Other Settings
      • Click on the Flexible Slot option (as shown in Image 2).
      • Go to the Edit slot mode option where you can set the slots to either Single slot or the Three slots (as shown in Images 2 and 3).
    • Single Slot:
      • Definition: A “Single Slot” refers to fix check-in and check-out time a property can be booked. For example, if you select a single slot for a property, it might represent a booking window such as 12 PM check-in time to 11 AM check-out time (24 hours), which guests can book as one uninterrupted time block.
      • Usage: This option is commonly used for properties that want to offer straightforward, full-day, or fixed-period bookings without breaking the day into smaller chunks.
      • Best For:
        • Properties that offer standard check-in and check-out times (e.g., hotels, hostels).
    • Three Slots:
      • Definition: The “Three Slots” option divides the day into three distinct time slots, allowing the property to be booked multiple times throughout the day. For example, the day may be split into:
        • Morning slot: 8 AM to 4 PM
        • Evening slot: 4 PM to 12 AM
        • Night slot: 12 AM to 8 AM
      • Usage: This gives the property more flexibility to accommodate multiple guests during different parts of the day. It allows for more frequent bookings by splitting the availability into smaller blocks.
      • Best For:
        • Properties that offer short-stay or day-use options (e.g., hourly hotels, lounges, co-working spaces).
        • Maximizing revenue by booking the same property multiple times in a day.
    • Which Option to Select?
      • Single Slot: Choose this if your property typically handles longer stays or if you prefer simpler management with one guest per day.
      • Three Slots: Choose this if you want to maximize occupancy and revenue by accommodating multiple bookings per day. This is great for day use, hourly stays, or situations where flexibility is key.
      • Consider how often your property is booked and the type of guests you cater to when making the decision.

    How can I set hourly rates for my property?

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    Below is the step-by-step guide to set hourly rates from Property configuration:

    1. Logging into Your Stayflexi Dashboard:
      • Enter your username and password to log in.
    2. Go to Property Configuration:
      • Once logged in, click on the More Apps icon (represented by four blocks) in the top right corner.
      • From the dropdown menu, select Property Configuration.
    3. Navigate to Property setup:
      • On the left side of the Property Configuration page, you’ll see various options.
      • Click on the Property Setup dropdown to reveal more options, including (as shown in Image 2):
        • Property Details
        • Folio Setup
        • Shift Setup
        • Hotel Addons
        • Hourly Price Config
        • Flexible Slot
        • Other Settings
      • Click on the Hourly Price Config option (as shown in Image 2).
    4. Configure Hourly Booking
      • Click on the Configure option on the right side of the page (as shown in Image 2).
      • A new window will appear titled Configure hourly booking.
      • Enter the Date range during which the hourly rates will apply by selecting the start and end dates using the calendar picker (as shown in Image 3).
      • In the example, the date range is from 17 Oct 2024 to 24 Oct 2024.
    5. Set Room Types and Rate Plans (as shown in Image 3)
      • Choose the Room types from the dropdown (you can select multiple Room types from the dropdown). This will apply hourly rates to the specific rooms.
      • Select a Rate plan from the dropdown (you can select multiple Rate plans from the dropdown). This will apply hourly rates to that specific rate plan.
      • Define Your Hourly Pricing (as shown in Image 3).
        • In the Set your price section, specify the hourly Price.
        • Enter the rate value (for example, 30$) in the price input field.
        • Select whether this price is a Percent or a Flat value from the dropdown.
        • Define how long this rate is applicable by selecting the number of hours.
        • For example, this could be for “6 hours”.
    6. Advanced Settings (Optional) (as shown in Image 3)
      • If you need advanced settings for managing multiple rates or different room types, click on the Click here button next to “If you need advanced settings for all your rates.”
      • This will open additional configurations, allowing you to fine-tune the pricing.
    7. Save Your Settings(as shown in Image 3)
      • After setting up your hourly pricing, click on the Save button at the bottom.
      • The hourly rates will now be applied based on the configuration you’ve set.

    Following these steps will ensure that your property’s hourly rates are properly configured and visible to customers booking for specific hours.

    Night Audit

    Simplify your end-of-day processes with Stayflexi’s Night Audit feature. This powerful tool automates daily reconciliations, including revenue tracking, payment verification, and occupancy reports. It ensures your financial data is accurate and up to date, reducing manual effort and errors. Stayflexi’s Night Audit gives you a comprehensive overview of your property’s daily performance, helping you close the day efficiently and start the next one with confidence. Perfect for properties of all sizes, it’s the seamless solution for managing your nightly operations.

    Overview of Night Audit

    The Night Audit is a key daily process in property management that ensures all transactions are accurately recorded and the property is ready for the next day. In Stayflexi, this process is streamlined to help properties efficiently manage their financials and operations at the end of each day.

    Purpose of the Night Audit:

    • Check Financial Records:
      • Verifies all payments, room charges, and services used during the day.
    • Update Guest Accounts:
      • Makes sure that all charges and payments for each guest are correct.
    • Prepare for the Next Day:
      • Adjusts room availability and other details to ensure smooth operations.

    Key Tasks in Stayflexi:

    • Review Transactions:
      • Automatically reviews all daily transactions, like room bookings and service charges.
    • Guest Account Review:
      • Ensures all guest folios are accurate, showing the correct room rates, services used, and payments received.
    • Report Generation:
      • Generates key reports such as revenue summaries, occupancy rates, and transaction summaries for the day.

    How the Process Works:

    • End-of-Day Closure:
      • The night audit begins when the front desk is closed, ensuring all daily activities are finalized in the system.
    • System Updates:
      • Stayflexi’s system automatically updates financial records and generates daily reports or you can manually do Night Audit.
    • Final Adjustments:
      • Any errors or discrepancies found are corrected to ensure accurate records.

    Importance of the Night Audit:

    • Financial Accuracy:
      • The audit helps ensure financial records are correct, which is important for budgeting and forecasting.
    • Operational Readiness:
      • By updating room inventory and reconciling accounts, the audit prepares the property for the next day, ensuring a smooth operation.
    • Performance Insights:
      • The audit provides valuable reports that offer insights into trends, helping management make strategic decisions.

    Can I access Night Audit reports of previous days using Stayflexi?

    YES, you can access night audit reports of previous days in Stayflexi.

    Below is the explanation of how to access night audit reports from previous days using Stayflexi:

    1. Go to the Night Audit Section:
      • From the Stayflexi dashboard, select the Night Audit option.
    2. Access the Date Range Selector :
      • On the Night Audit page, find the Data Range field at the top of the page. Click on this field to open a calendar view.
    3. Select the Desired Date:
      • In the Calendar, navigate to the date range you’re interested in.
      • Select a Single date for a specific past day’s report, or choose a date range if you want to see reports over multiple days.
    4. View the Night Audit Data:
      • Once you’ve selected the date, the system will automatically display the night audit data for that period.

    By following these steps, you can efficiently retrieve and review night audit reports from any previous date.

    How do I ensure that my property’s financial data is accurate before completing the Night Audit in Stayflexi?

    To ensure your property’s financial data is accurate before completing the night audit in Stayflexi, follow these steps:

    1. Locate the Run Night Audit Button:
      • On the Night Audit page, find the Run Night Audit button on the right-hand side (RHS) of the screen. This button initiates the audit process.
    2. Review Pending Actions:
      • Stayflexi will display any pending actions that need resolution, including:
        • Pending Arrivals: Verify check-ins for all expected guests.
        • Pending Departures: Confirm that all check-outs are complete.
        • Pending Balances: Review any balance dues across reservations.
    3. Confirm and Complete Actions:
      • For each pending item, go through and complete the required actions. For example: Ensure all arrivals and departures are finalized.
      • If there are balance dues, the system will show them here, allowing you to quickly identify any unresolved charges.
    4. Settle Pending Balances in Folios:
      • For any dues, navigate to the Folio of the particular reservation, and settle the balance. This could involve posting payments, correcting charges, Ensuring all folio balances are zero will enable a smooth audit run.
    5. Run the Night Audit:
      • Once all pending items are addressed and balances are settled, click Run Night Audit to complete the process. This final step will lock in all financial data for the day, ensuring accurate records and reports.

    By completing these checks and settlements, you can confirm that your property’s financial data is accurate, making the night audit run smoothly without any interruptions due to unresolved balances or pending actions.

    Can Stayflexi automate the Night Audit for my property?

    YES, Stayflexi can automate the Night Audit process for your property, making it easier to manage daily operations without manual intervention. Here how it works:

    To automate the Night Audit for your property in Stayflexi, follow the below-mentioned steps:

    1. Login to Stayflexi: Start by logging into your Stayflexi dashboard using your credentials.
    2. Access More Apps: From the dashboard, click on the 4-dots square icon labeled “More Apps”, located on the right side of the screen.
    3. Locate Night Audit: From the listed apps, locate and click on the “Night Audit” option.
    4. Open Night Audit Page: A new page will open that displays the night audit settings.
    5. Find Configuration Options: On the right side of the screen, you’ll see two options:
      • Night Audit History
      • Night Audit Configuration – “Click on it”.
    6. Open Configuration Page: The configuration page will appear, where you can manage night audit settings.
    7. Select Auto Mode: Look for the third setting from the top labeled “What mode you prefer”. Click the small arrow next to it to open the dropdown options.
    8. Choose Auto: From the dropdown, select the “Auto” option.
    9. Save Settings: Once you’ve selected “Auto”, the system will now automatically run the night audit.

    With the above steps, you’ve successfully configured Stayflexi to automatically perform the night audit each day without manual intervention.

    How does Stayflexi handle the Night Audit process?

    To know how Stayflexi handle the Night Audit process, go through the below mentioned steps to understand better:

    1. Login to Stayflexi: Start by logging into your Stayflexi dashboard using your credentials.
    2. Access More Apps: From the dashboard, click on the 4-dots square icon labeled “More Apps”, located on the right side of the screen.
    3. Locate Night Audit: From the listed apps, locate and click on the “Night Audit” option.
    4. Open Night Audit Page: A new page will open that displays the night audit settings.
    5. Find Configuration Options: On the right side of the screen, you’ll see two options:
      • Night Audit History
      • Night Audit Configuration – “Click on it”.
    6. Open Configuration Page: The configuration page will appear, where you can manage night audit settings.
    7. Understanding the Night Audit Process: On this page, you can review how the night audit works and the options available to ensure it runs smoothly . Before proceeding, you need to configure the settings properly.
    8. Enable Night Audit: Start by enabling the night audit feature. Click on the toggle to activate it, as indicated in the visual guide.
    9. Select Audit Mode: Choose your preferred mode for running the night audit- either Auto or Manual. This option determines whether the system will automatically conduct the audit or if you’ll initiate it manually.
    10. Set the Audit Time: Specify the time you want the night audit to run. Click on the tiny arrow next to the time setting to view default time slots. Select any time that fits your property’s schedule, We advise you to select a time when property operation end for the given day ideally it can be 12 to 1 am at night.
    11. Manage Cancellations, No Shows, and Pending Departures: Each of these sections has specific principles that guide how they are handled during the night audit.
      • Cancellations: You will see options to enable or disable toggles for cancellations. Read the descriptions below each option to understand their implications and choose accordingly.
      • No Shows: Similarly, manage no show settings by enabling or disabling the appropriate toggles based on your policy.
      • Pending Departures: Adjust the settings for pending departures in the same manner, ensuring you align with your operational procedures.
    12. Set Up Notifications: Finally, in the notifications section, enter multiple email addresses to receive the night audit report. This ensures that relevant staff members stay informed about the audit outcomes.

    By configuring these settings, you allow Stayflexi to handle the night audit process smoothly and efficiently.

    What happens if a reservation or payment is missing during the Night Audit?

    If a reservation or payment is missing during the night audit in Stayflexi, the system will identify the issue, prompting the property staff to take corrective actions. Here’s what happens:

    1. Missing Data Alert: The system will flag any discrepancies, such as missing reservations or payments. This alert will show up in the night audit report, making it clear where the issue lies.
    2. Manual Investigation: The property staff will need to investigate the missing reservation or payment. This may involve checking guest folios, payment records, or third-party OTA integrations to identify why the data is missing.
    3. Corrective Actions: Once the issue is identified, the staff can take corrective measures, such as entering the missing reservation or processing the payment manually. If the payment is delayed from an OTA, they may need to wait for the funds to be transferred or confirmed.
    4. Reconciliation: After resolving the issue, the night audit can be re-run to ensure that all financial and reservation data is accurately reconciled for the day.
    • In the Night Audit history of Stayflexi, if you see a “Pending” status, it means the audit process has not been completed successfully. By clicking on the “Pending” status, a page will appear, covering half of your screen. This page will list the specific reasons why the audit was unsuccessful, providing you with details to address the issues and successfully complete the audit.

    What reports does Stayflexi generate during the Night Audit?

    During the Night Audit in Stayflexi, various reports are generated based on your property’s configuration. These typically include:

    1. Audit Reports
    2. Room Revenue Reports
    3. Payments Reports
    4. Front Desk Reports
    5. Daily Intelligence Reports, etc.
    • You can receive all the reports as a single attachment or access them individually, depending on how they are configured.

    In the Audit email, you’ll mainly see:

    1. Today’s Performance, including total payments
    2. Monthly Performance, summarizing total payments for the month.

    The picture beside is a reference to help you understand the report that is sent to your email. This is how the main context would look, followed by the attachments mentioned below.

    Click on the “View Report”, as highlighted in the picture, to access all the reports in a single view.

    The above picture shows the result of clicking on the “View Report” button in the email. If you click on it, you will be redirected to the Stayflexi platform, where you can view all the reports in a single snapshot.

    • The mail will include an attachment containing all the individual reports for detailed reference, just as shown in the picture below.

      Stock Management

      Efficiently manage your property’s inventory with Stayflexi’s Stock Management feature. Track and control your stock levels in real time, whether it’s for housekeeping supplies, maintenance materials, or guest amenities. Stayflexi makes it easy to monitor stock usage, set reorder alerts, and ensure you never run out of essentials. With detailed reporting and automatic updates, Stayflexi’s Stock Management feature helps you stay organized, reduce waste, and optimize your supply chain, ensuring your property runs smoothly and efficiently at all times.

      Overview of Stock Management

      Stayflexi’s Stock Management system helps properties track and manage their inventory, orders, and suppliers. It offers tools to monitor stock levels in real time, create purchase orders, and receive alerts for low stock. This system helps reduce waste, improve efficiency, and keep operations running smoothly, particularly in the hospitality industry.

      Stock management consists of the following option:

      • Dashboard:
        • The Dashboard consists of the following options:
          • Consumption Report: Shows real-time data on the usage of raw materials.
          • Current Stock Report: Provides an overview of stock levels for each item.
          • Purchase Order Report: Lists pending and recent purchase orders.
          • Wastage Report: Displays wastage data to help control costs and minimize losses.
          • Notifications Column: Centralized alerts for stock status.
      • Reports:
        • The Reports consist of the following reports:
          • Warehouse Cumulative Report: Provides an overall summary of warehouse stock and activities.
          • Purchase Order Received Report: Displays details of purchase orders received by the warehouse.
          • Closing Stock for Warehouse Report: Shows the closing stock levels for the warehouse at the end of a specified period.
          • Warehouse Consumption Report: Tracks the consumption of stock in the warehouse.
          • Food Costing Report: Analyzes the cost breakdown of food-related inventory.
      • Purchase:
        • This page displays your orders from a specific supplier, along with order dates and payment status.
        • You can track orders using a request number and view items yet to be received. Once received, orders are removed.
      • Consumption:
      • Closing stock:
        • The Closing Stock feature in Stayflexi enables properties to track and record end-of-day inventory levels for raw materials, ensuring accurate stock management across various categories and outlets. Users can select a date, outlet type, and raw material category, then input specific quantities and units for each item in stock.
      • Raw material wastage:
        • The Raw Material Wastage option in stock management is a feature that helps businesses track and manage the loss or spoilage of raw materials. In any inventory system, wastage can occur due to various reasons such as spoilage, expiration, handling errors, or production processes.
        • Overall, this feature aids in minimizing waste, optimizing stock levels, and ultimately lowering operational costs by providing clear insights into how raw materials are used and where losses occur.
      • Raw material:
        • The Raw Material in stock management allows efficient tracking of inventory by category, showing details like quantity, units, conversion ratio, and stock levels. Users can manage costs, monitor wastage, and update inventory easily with options to add, receive, edit, or delete items from a centralised stock.
      • Configuration:
        • The Configuration includes:
          • Vendors: Stores information about suppliers, making it easier to order materials from trusted vendors.
          • Raw materials – Centralised: This centralised warehouse serves as the central hub for all raw materials, from which they are distributed to the appropriate outlets.
          • Item recipes: By creating recipes with precise ingredient quantities, businesses can streamline operations, minimise wastage, and enhance overall efficiency.
          • Outlet configuration: To ensure easy configuration with a specific shop and effective tracking of raw material data, it is recommended that the outlet be named the same as the shop.

      How do I configure an outlet in stock management and map it with a restaurant? Why is mapping stock management outlets important with restaurant outlets?

      Below is the step-by-step guide to configure an outlet in stock management and map with a restaurant:

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      1. Log in to Your Stayflexi Dashboard:
        • Enter your username and password to log in.
      2. Go to Stock management:
        • After logging in, click the “More Apps” icon (represented by four boxes or blocks) in the top right corner.
        • From the dropdown menu, select Stock management (as shown in Image 1).
      3. Go to Configuration:
        • Click on the three horizontal lines in the top right corner of the Stock management (as shown in Image 2).
        • Click on the Configuration dropdown(as shown in Image 3).
      4. Go to Outlet configuration:
        • In the Configuration dropdown, you can see the following options:
          • Vendors
          • Raw materials – Centralized
          • Item recipes
          • Outlet configuration
        • Click on the Outlet Configuration option (as shown in Image 3).
      5. Add the Outlet:
        • On the Outlet configuration page, click on the Add outlet configuration button(as shown in Image 4).
        • A page to add the outlet configuration appears.
        • Type the name of the shop outlet you want to add in the Shop outlet name field[Note: It is recommended to use the same name for the outlet as that of the shop] (as shown in Image 4.)
        • Click on the Type dropdown, which includes the following options(as shown in Image 4):
          • SINGLE
          • MULTIPLE
        • Select the particular type of outlet either Single or multiple.
        • Enter the closing stock time from the Closing stock time dropdown(as shown in Images 4 and 5).
        • Now click on the Confirm button to add the Outlet configuration (as shown in Image 6).
      6. Map the outlet with the restaurant/shop:
        • To map the outlet you created with the restaurant/shops of your property, click on the Item recipes option from the Configuration dropdown(as shown in Image 7).
        • The recipe management page appears.
        • Click on the Add new recipe button(as shown in Image 7)
        • All the shops or restaurants in your property will be displayed from the Shop name dropdown(as shown in Image 8).
        • You can select the shop you want to map with the outlet you created in the Stock management configuration.
        • Click on the Outlet dropdown where all the outlets you added from the outlet configuration in the stock management will be displayed (as shown in Image 9).
        • You can select whichever outlet you want to map with the shop or restaurant.
        • Select the raw material and then click on the Confirm button to add the recipe and also to successfully map the restaurant or shop to the outlet in the Stock management(as shown in Image 10).

      Mapping stock management outlets with restaurant outlets ensures smooth operations by accurately tracking inventory, reducing waste, and making sure the right stock is available at the right place. It helps manage resources efficiently, keeps recipes consistent, and provides clear reports for better decision-making. This process simplifies multi-outlet management and ensures everything runs seamlessly.

      What kinds of reports are available in stock management?

      The following reports are available in Stock Management:

      1. Warehouse Cumulative Report
      2. Purchase Order Received Report
      3. Closing Stock for Warehouse Report
      4. Warehouse Consumption Report
      5. Food Costing Report

      Follow the below-given steps to understand the reports that are available in Stayflexi’s stock management:

      1. Log in to Stayflexi:
        • Access your Stayflexi account using your credentials.
      2. Go to Stock management:
        • After logging in, click the “More Apps” icon (represented by four boxes or blocks) in the top right corner.
        • From the dropdown menu, select Stock Management (as shown in Image 1).
      3. Navigate to the Reports Section
        • On the left-hand side menu, click on the Reports tab under Stock Management.
      4. View Available Reports
        • Once you are in the Reports section, you will see a list of report cards. Each card represents a different type of report.
      5. Understand Each Report’s Purpose
        • The available reports are:
          • Warehouse Cumulative Report: Provides an overall summary of warehouse stock and activities.
          • Purchase Order Received Report: Displays details of purchase orders received by the warehouse.
          • Closing Stock for Warehouse Report: Shows the closing stock levels for the warehouse at the end of a specified period.
          • Warehouse Consumption Report: Tracks the consumption of stock in the warehouse.
          • Food Costing Report: Analyzes the cost breakdown of food-related inventory.
      6. Access a Report
        • Click the View button on the corresponding report card to open and view the detailed data for that report.

      How do I place a purchase order to a vendor and receive it in Stayflexi once the vendor delivers it?

      Below is the step-by-step guide to placing a purchase order with a vendor and receiving it in Stayflexi’s Stock management once the vendor delivers it:

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      1. Log in to Your Stayflexi Dashboard:
        • Enter your username and password to log in.
      2. Go to Stock management:
        • After logging in, click the “More Apps” icon (represented by four boxes or blocks) in the top right corner.
        • From the dropdown menu, select Stock management (as shown in Image 1).
      3. Go to Configuration to add the vendor details:
        • Click on the three horizontal lines in the top right corner of the Stock management (as shown in Image 2).
        • First, you need to configure the vendor details by clicking on the Add new vendor button in the Vendors option under Configuration to purchase an order with a vendor (as shown in Image 3).
      4. Purchase an order from the Vendor:
        • Click on the Purchase option in the left-sidebar on the Stock Management page(as shown in Image 4).
        • Click the Add Purchase Order button on the right of the Purchase Order list page(as shown in Image 4).
        • Add items for purchase from your chosen vendor, then confirm your selection by following the below-given steps(as shown in Images 5 and 6):
        • Supplier Dropdown:
          • Purpose: Select the vendor or supplier from whom the materials are being purchased.
          • Action: Click the dropdown arrow, then choose the supplier’s name.
        • Delivery Charge Included in Invoice (FLAT):
          • Purpose: Enter the fixed delivery charge amount that will be included in the invoice.
          • Action: Input the flat amount (e.g., “0” if no delivery charges apply).
        • Payment Type:
          • Purpose: Select whether the order will be paid immediately (“PAID”) or later (“UNPAID”).
          • Action: Click the dropdown arrow and choose the appropriate option.
        • Item Details Section:
          • Raw Material Name
            • Purpose: Choose the raw material or item to be ordered.
            • Action: Use the dropdown to select an item.
          • Quantity
            • Purpose: Specify the number of units of the selected item.
            • Action: Input the desired quantity (e.g., “0” if no items are currently being ordered).
          • Unit
            • Purpose: The unit of measurement for the item (e.g., kilograms, liters, or pieces). This may be pre-defined.
          • Price Per Unit
            • Purpose: Enter the cost per unit of the item.
            • Action: Input the price (e.g., “0” for no cost yet).
          • Tax Percentage
            • Purpose: Enter the applicable tax percentage for the item.
            • Action: Input the percentage (e.g., “0”).
          • Tax Amount
            • Purpose: This field auto-calculates the tax amount based on the tax percentage and unit price.
            • Action: No manual input is required here.
          • Total
            • Purpose: Displays the total cost of the item, including quantity, unit price, and taxes.
            • Action: Automatically calculated.
          • Description
            • Purpose: Optionally provide additional notes or details about the item.
            • Action: Input a short description, if needed.
        • Add Purchase Order
          • Purpose: Add another item to the order if you are purchasing multiple goods.
          • Action: Click this button to open a new row for adding a new item.
        • Cancel
          • Purpose: Discard the current purchase order and return to the previous screen.
          • Action: Click the Cancel link.
        • Confirm
          • Purpose: Finalize the purchase order.
          • Action: Click the Confirm button to save and submit the purchase order.
        • This page displays your orders from a specific supplier, order dates and payment status. You can track orders using a request number and view items that have not been received. Once received, orders are removed.
        • To obtain raw materials, visit Configuration Raw Material Centralized and select Receive Raw Material Vendor.
      5. Receive the Purchase order (as shown in Images 7 and 8):
        • Click on the Configuration dropdown and click on the Raw Material – Centralized option.
        • In the Centralized Raw Material List page, click on the Receive Raw Material – Vendor button on the right side of the page.
        • To receive the raw materials from the vendor, do the following:
          • Select Supplier:
            • Click on the dropdown under Supplier and choose the vendor.
          • Choose Date:
            • Confirm the delivery date range. This may already be pre-filled.
          • Select Raw Material:
            • Click on the dropdown under Raw Material and pick the item.
          • Check Unit:
            • Verify the unit.
          • Enter Quantity:
            • Type the quantity received.
          • Confirm or Cancel:
            • Click Confirm to save the details or Cancel to discard and exit.

      By following the above steps you can purchase an order from the vendor and receive it in Stayflexi’s Stock management.

      Can I track daily wastage due to any reason? How do I do that in Stayflexi?

      Yes, you can track daily wastage in Stayflexi.

      Below is the step-by-step guide to track the daily wastage:

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      Steps to Track Daily Wastage in Stayflexi:

      1. Log in to Stayflexi:
        • Access your Stayflexi account using your credentials.
      2. Go to Stock management:
        • After logging in, click the “More Apps” icon (represented by four boxes or blocks) in the top right corner.
        • From the dropdown menu, select Stock Management (as shown in Image 1).
      3. Navigate to the ‘Raw Material Wastage’ Section(as shown in Image 2):
        • From the left-hand menu, go to Consumption.
        • Under the Consumption menu, click on Raw Material Wastage.
      4. View the Wastage List:
        • The Wastage List screen will appear, as shown in the screenshot. Here, you can view details like:
          • Wastage Date
          • Raw Material Category
          • Raw Material
          • Quantity
          • Unit
          • Average Purchase Price
          • Total
          • Description
      5. Filter by Date or Outlet Type:
        • Use the Date field to select the specific day you want to track.
        • Use the Outlet Type dropdown to filter by a specific outlet if applicable.
      6. Add Wastage details:
        • Click the Add Wastage button on the top-right corner of the screen(as shown in Image 2).
        • Fill the following details(as shown in Image 3):
          • Select Outlet Type:
            • In the dropdown field labeled “Raw Material Wastage For”, select the outlet type where the wastage occurred (e.g., Centralised Outlet).
          • Enter Raw Material Details:
            • Use the fields to provide details about the wastage:
              • Raw Material Name: Choose the raw material from the dropdown.
              • Raw Material Category: Select the category of the raw material (e.g., Food, Beverages, etc.).
              • Quantity: Specify the amount of raw material wasted.
              • Raw Material Unit: Choose the unit of measurement (e.g., Kg, L, etc.).
                • Note: The In-hand stock is shown below the quantity field, helping you track available stock.
          • Add Cost Details:
            • Average Purchase Price: Enter the average cost of purchasing the raw material.
            • Total Amount: This field might auto-calculate based on quantity and purchase price. Otherwise, input the total cost manually.
          • Provide a Description:
            • In the Description field, specify the reason for the wastage (e.g., expired stock, spillage, or over-preparation). This helps in tracking patterns and minimizing future losses.
          • Add Additional Wastage (Optional):
            • If you have multiple items to report, click the Add Wastage button and fill in the details for the next item.
          • Save the Wastage Record:
            • Once all details are added, click Confirm to save the wastage record.

      What is recipe management, and why is it important?

      What is Recipe Management?

      Recipe management is the process of defining, organising, and maintaining recipes for food or beverage preparation in a structured manner. It ensures the efficient use of raw materials, reduces wastage, and improves overall cost and operational management. This functionality is essential for properties to maintain consistency in product quality and optimise resources.

      Why is Recipe Management Important?

      1. Accuracy in Resource Planning:
        By specifying the required raw materials and quantities for each recipe, businesses can plan inventory effectively.
      2. Minimized Wastage:
        Accurate recipes prevent over- or under-utilization of raw materials.
      3. Cost Efficiency:
        Standardized recipes help in determining precise costs for preparation, enabling proper pricing and profitability.
      4. Consistency:
        Recipes ensure that products are prepared with the same quality and taste across outlets or branches.
      5. Improved Reporting and Tracking:
        Linking recipes to raw material usage provides insights into consumption trends and helps identify areas for improvement.

      Step-by-Step Guide for Using Recipe Management:

      Image 1:

      Image 2:

      Image 3:

      Image 4:

      Image 5:

      Image 6:

      Image 7:

      1. Log in to Your Stayflexi Dashboard:
        • Enter your username and password to log in.
      2. Go to Stock management:
        • After logging in, click the “More Apps” icon (represented by four boxes or blocks) in the top right corner.
        • From the dropdown menu, select Stock management (as shown in Image 1).
      3. Go to Configuration:
        • Click on the three horizontal lines in the top right corner of the Stock management (as shown in Image 2).
        • Click on the Configuration dropdown(as shown in Image 3).
      4. Go to Item recipes:
        • In the Configuration dropdown, you can see the following options:
          • Vendors
          • Raw materials – Centralized
          • Item recipes
          • Outlet configuration
        • Click on the Item Recipes option to open the recipe management page (as shown in Image 3).
      5. Add a New Recipe:
        • Click the “Add New Recipe” button to create a new recipe(as shown in Image 3).
        • All the shops or restaurants in your property will be displayed from the Shop name dropdown(as shown in Image 4).
        • You can select the shop you want to map with the outlet you created in the Stock management configuration.
        • Click on the Outlet dropdown where all the outlets you added from the outlet configuration in the stock management will be displayed (as shown in Image 5).
        • You can select whichever outlet you want to map with the shop or restaurant.
        • Select the raw material and then click on the Confirm button to add the recipe and also to successfully map the restaurant or shop to the outlet in the Stock management(as shown in Image 6).
      6. Edit or Delete Recipes(as shown in Image 7)
        • The newly created recipe will appear in the list under the Recipe Management dashboard.
        • Click on the edit option to edit that particular recipe’s details, such as updating raw materials or quantities.
        • If you want to delete that particular recipe, you can click on the delete option beside the edit option to delete the recipe.

      By following the above-given steps, you can understand the recipe management in Stayflexi’s Stock management.

      Does Stayflexi provide a dashboard in stock management to view all important data?

      Yes, Stayflexi provides a dashboard in the stock management module to view and monitor all important data. The dashboard displays various reports such as consumption, current stock, wastage, and purchase orders, giving a clear overview of inventory performance and usage.

      Step-by-Step guide for Stock management Dashboard:

      Image 1:

      Image 2:

      1. Log in to Your Stayflexi Dashboard:
        • Enter your username and password to log in.
      2. Go to Stock management:
        • After logging in, click the “More Apps” icon (represented by four boxes or blocks) in the top right corner.
        • From the dropdown menu, select Stock Management (as shown in Image 1).
        • Navigate to the Dashboard (as shown in Image 2).
      3. Consumption Report:
        • Located at the top of the dashboard, this section shows the consumption data of raw materials categorized by time periods: Today, Yesterday, Last 7 Days, and Last 30 Days.
        • Example: The consumption for items like Onion, Tomato, Rice, and Chicken is displayed in kilograms (KG).
      4. Current Stock Report:
        • This section displays the current quantity of stock for each item available in the inventory.
        • Data includes Item Name, Category, Unit, and Quantity.
        • Example: The stock shows 81 KG of Onion, 1 KG of Tomato, 1000 KG of Rice, and 1000 KG of Chicken.
      5. Wastage Report:
        • This report highlights wastage data over various time periods (e.g., Today, Yesterday, Last 7 Days, Last 30 Days).
        • The user can filter by Raw Material Wise or other available categories.
      6. Purchase Order Report
        • Located on the right side, it lists purchase orders with a date range filter.
        • Displays information like Request Number, Total Amount, and Date.
      7. Notifications Section
        • Provides notifications or important messages for low stock levels etc related to the selected date range.

      Folio

      Welcome to Stayflexi’s Folio management feature! In this video, we explore how our advanced folio system simplifies billing and improves the guest experience. Learn how to manage guest charges, payments, and invoices effortlessly, all in one place. Stayflexi’s Folio module ensures accurate and transparent billing, enhancing both operational efficiency and guest satisfaction. Watch now to discover how you can streamline your hotel’s financial operations and provide a seamless experience for your guests. Don’t forget to like, subscribe, and click the bell icon for more updates on innovative hospitality solutions!

      Overview Part 2: In this video, we demonstrate how our Folio feature consolidates all charges, payments, and adjustments into a single, easy-to-manage document. Learn how to efficiently handle guest invoices, track expenses, and ensure accurate billing with Stayflexi’s intuitive platform. Perfect for enhancing transparency and reducing manual errors, our Folio module streamlines financial management for your hotel. Watch now to discover how you can simplify your billing processes and improve guest satisfaction! Don’t forget to like, subscribe, and hit the notification bell for more updates on innovative hospitality solutions!

      How to capture guest signature with my payment terminal

      To Delete a card from a booking in Stayflexi, follow the below steps:

      1) Go to folio

      2) Click on 3 dots just beside the booking ID

      3) Click on Capture guest signature

      4) This will light up the payment terminal and the guest can signature. This signature will be digitally recorded into the folio

      I am unable to charge or authorize the guest credit card or the virtual card provided by the OTA. What can or should I do next?

      If and when the card charge or authorization fails, you will see a clear error message on the same popup and the folio log. This happens because your payment gateway has declined the charge. You can use the displayed information to follow up with your payment gateway provider

      Understanding folio layout in Stayflexi

      How to See the Folio of a Reservation?

      1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
      2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
      3. Select the Reservation: Choose the reservation for which you want to see the folio by clicking on it
      4. View Reservation Details: A pop-up window will appear on the right side of the screen, showing the booking and customer information.
      5. Find the Folio Option: Scroll down to the section with multiple actions. Look for the option labeled View Folio and click on it.

      Folio Layout Overview: At the top of the folio, you will find easily accessible actions for efficient management:

      1. Print Registration Card: You can print the guest’s registration card.
      2. Print Invoice: Provides an option to generate and print the guest’s invoice.
      3. Checkout: Facilitates a smooth and fast checkout process for guests directly from the folio.
      4. Add Hotel Add-Ons: Enables you to add any extra services or amenities the guest has availed during their stay.

      Below the Action Buttons, you will see a section displaying the Booking ID and the guest’s status, such as Checked In, along with the Guest’s name and the source of the booking.

      Next to this, there’s an Alphabet indicator, representing the guest’s initials, and icons that allow you to:

      1. Add a guest to the folio.
      2. Add notes for the guest
      3. View the detailed folio.

      On the right side of the screen, you will find a summary of the folio, including a clear tax breakdown.

      On the left side of the screen, you can switch between three methods of viewing the folio:

      1. Master Folio: A summary view that consolidates all charges and payments for the guest, giving you a quick overview of their billing.
      2. Detailed Folio: This view breaks down the charges and payments, showing specific details for each transaction made during the guest’s stay.
      3. Itemized Folio: A fully itemized list of every charge, including services, and taxes offering the most detailed look at all transactions.
        • [Note: Most hotels prefer using the Master Folio for its simplicity and consolidated information]

      By clicking on the More Folio Actions button, which appears in green at the top of the folio, you will access a list of additional options for managing the guest’s stay:

      1. Add Hotel Add-Ons: The Hotel Add-Ons feature allows you to include additional services, such as spa, room service, cab, or any special requests, directly to the guest’s folio. This ensures all extra charges are accurately reflected.
      2. Apply Promo and Discount: This feature allows you to enter promo codes or apply discounts to a booking, ensuring that the adjusted pricing is reflected instantly and accurately on the guest’s folio.
      3. Assign Room: The Assign Room feature allows you to allocate a specific room to a guest’s reservation.
      4. Add/Remove Guest: The Add/Remove Guest feature allows you to quickly adjust the guest count in a reservation. When the number of guests is updated, the system automatically recalculates and adjusts the pricing accordingly, ensuring accurate billing.
      5. Email Folio Details: Email the folio details to the guest.
      6. Modify Checkout: Make changes to the guest’s checkout time or date.
      7. Roll Back Booking: Undo the booking to a previous state if needed.
      8. Tax Exempt Status: This feature enables you to mark specific bookings as tax-exempt, ensuring that taxes are automatically removed from the invoice for clear and accurate billing.
      9. Split Room: If guests stay for a longer duration and due to any reason they want to change room so with the help of a split room you can do it, the system will split the guest stay into 2 different categories.
      10. Move Room: The Move Room feature allows you to easily and quickly change a reservation to a different room or room category, making it easy to accommodate guest requests.

      Additional actions are also available to cover various guest management tasks.

      Difference between Master, Detailed, and itemized folio versions

      Stayflexi provides three distinct folio types – Master, Detailed, and Itemized to enhance the management of guest accounts. Each folio type is designed to meet specific needs, allowing property staff to navigate billing with ease.

      1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
      2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
      3. Select the Reservation: Choose the reservation for which you want to see the folio by clicking on it
      4. View Reservation Details: A pop-up window will appear on the right side of the screen, showing the booking and customer information.
      5. Find the Folio Option: Scroll down to the section with multiple actions. Look for the option labeled View Folio and click on it.

      To the left, you have three folio types listed. Click on your selected type to view it

      1. Master Folio: A concise summary of the guest’s total charges and payments, offering a clear overview of their financial transactions in one place.

      EXAMPLE: A guest checks into a hotel for a five-night stay. At checkout, they receive a Master Folio that summarizes their total charges, including the room rate, taxes, and any additional services. The folio shows a total payment of $1,200, which includes the room cost and taxes. This summary simplifies the checkout process.

      The Detailed Folio provides a comprehensive breakdown of all charges and payments for an individual booking daily with and without taxes.

      EXAMPLE: A guest books a hotel room for two nights. At checkout, they receive a Detailed Folio showing the room rate, charges for services, and applicable taxes. The folio clearly outlines the total cost of the stay, enabling the guest to review each charge before finalizing payment.

      The Itemized Folio breaks down individual charges related to a specific booking, categorizing expenses and showing prices for each item or service.

      EXAMPLE: A guest stays at a resort for 3 days, and incurs charges for parking and spa treatments. Upon checkout, they can choose to receive an Itemized Folio detailing all expenses.

      This comprehensive view helps the guest easily understand their total expenses, ensuring transparency and clarity regarding the final bill.

      How to print folio to pdf

      To print folio to pdf, follow the below-mentioned steps :

      1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
      2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
      3. Select the Reservation: Choose the reservation you want to see the view folio history or log.
      4. View Reservation Details: A pop-up window will appear on the right side of the screen.
      5. Click on the “View Folio” option from the reservation calendar.
      6. Click on Print Invoice:
        • On the top of the page, click the Print Invoice button.
        • A panel will open on the right side of the screen.
      7. Click on the Print Icon:
        • In the newly opened panel, click on the Print Icon.
        • This will open a new page displaying the invoice form.
      8. Print the Invoice:
        • On the extreme right of this page, click the Print Icon again.
        • A new print window will open in the center of the screen.
      9. Choose your preferred print options
      10. Save as PDF: If you want a digital copy.
      11. After selecting, click the Print button at the bottom of the page.

      This process ensures a smooth and customizable invoice printing experience.

        How do I mark a booking as a no-show, and can I do this for all OTAs?

        To mark a booking as a no-show, follow the below-mentioned steps:

        1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
        2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
        3. Select the Reservation: Choose the reservation for which you wish to mark as a no-show.
        4. View Reservation Details: A pop-up window will appear on the right side of the screen, showing the booking and customer information.
        5. Locate and Click on “Set to no show” from the displayed actions.
        6. You will be redirected to a Set to No-Show page. Here, select the cancellation policy appropriate for your property.
        7. Click on the Set button after selecting the policy to finalize the no-shows status.

        Once these steps are completed, the booking will be marked as a no-shows in Stayflexi.

        Can I do this for all OTAs?

        Stayflexi marks “No Show” only for Booking.com bookings because of a direct integration through the Booking.com API. This integration is crucial since Booking.com charges a commission based on completed bookings. If a “No Show” is not properly marked, Booking.com will still apply a commission charge, even if the guest didn’t actually check in.

        All Booking.com bookings with Stayflexi are set up as “pay at hotel,” meaning guests pay directly upon arrival. By marking “No Show” in Stayflexi, the system can automatically update the status on Booking.com’s side, preventing unnecessary commission charges for guests who didn’t show up.

        For other OTAs, Stayflexi doesn’t support a “No Show” update.

        How to add GST number to folio

        To add GST number to folio in Stayflexi, follow the below-mentioned steps:

        1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
        2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
        3. Select the Reservation: Choose the reservation you want to add GST number to folio.
        4. View Reservation Details: A pop-up window will appear on the right side of the screen.
        5. Click on the “View Folio” option from the reservation calendar.
        6. On the folio page, find the invoice related to the booking.
        7. Click on the tiny drop-down arrow next to the invoice to expand it.
        8. A list containing guest details will appear.
        9. Add or Edit GST Number
          • Locate the GST Number field and click on it.
          • Enter a new GST number or edit the existing one.
          • Save Changes
        10. Click Update to save the changes successfully.

        The GST number will now be updated for the booking.

        Where can we get the invoice with per night breakup?

        To get the invoice with per night breakup in Stayflexi, follow the below-mentioned steps:

        1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
        2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
        3. Select the Reservation: Choose the reservation you want to see the view folio history or log.
        4. View Reservation Details: A pop-up window will appear on the right side of the screen.
        5. Click on the “View Folio” option from the reservation calendar.
        6. By default, the folio opens in Master Folio Mode, displaying the entire invoice summary.
        7. Select Folio Type:
          • On the extreme left of the folio page, you’ll find options to choose from three types of folios:
            • Master Folio
            • Detailed Folio
            • Itemized Folio
        8. View Detailed Folio:
          • Click on Detailed Folio to switch views.
        9. The invoice will now display a per-night breakdown, showing charges and details for each night of the reservation.

        This view allows you to analyze the charges more granularly, helping with detailed billing.

          How to edit booking source in the folio

          To edit booking source in the folio in Stayflexi, follow the below steps:

          1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
          2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
          3. Select the Reservation: Choose the reservation you want to edit booking source in the folio.
          4. View Reservation Details: A pop-up window will appear on the right side of the screen.
          5. Click on the “View Folio” option from the reservation calendar.
          6. Open More Folio Actions:
            • From the folio page, click on More Folio Actions.
          7. Change Booking Source
            • Select Change Booking Source from the drop-down menu.
            • A side panel will appear on the right with two options.
          8. Select New Source and Segment
            • Use the drop-down menu to click on the tiny arrows next to the options.
            • Choose the new Source and Segment.
          9. Click Add Segment to finalize the changes.

          Your booking source has now been updated.

          How to settle dues in folio?

          1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
          2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
          3. Select the Reservation: Choose the reservation for which you want to see the folio by clicking on it
          4. View Reservation Details: A pop-up window will appear on the right side of the screen, showing the booking and customer information.
          5. Find the Folio Option: Scroll down to the section with multiple actions. Look for the option labeled View Folio and click on it.

          How to Settle Dues in the Folio?

          1. At the top of the page, locate the Settle Dues button.
          2. Click on it to view the available options.
          3. On the right side, select the Room ID for which you want to settle the dues.
          4. Below that, you will see a list of payment methods available.
          5. Choose the payment method the guest prefer to pay.
          6. Fill in the required payment details.
          7. Click the Record button to complete the action.
          8. You will receive a confirmation message indicating that the dues have been successfully settled.

          How to modify check in or check out date and time for a given booking.

          To modify check in date and time in Folio, follow the below steps:

          1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
          2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
          3. Select the Reservation: Choose the reservation you want to modify check in date in the folio.
          4. A new page will open.
          5. Click on More Folio Actions.
          6. From the options listed, locate and click on Modify Check-in.
          7. The panel will appear on the right-hand side of the screen.
          8. To modify the date, click on the calendar icon, then select the new check-in date.
            • The panel will include the following options:
              • Room ID
              • New Check-In Date
              • Time Slot
              • Per Night Price
              • Tax
          9. After confirming the data you’ve entered, click on Modify Check-In at the bottom of the page to complete the action.

          To modify check out date and time in Folio, follow the below steps:

          1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
          2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
          3. Select the Reservation: Choose the reservation you want to modify check out date in the folio.
          4. A new page will open.
          5. Click on More Folio Actions.
          6. From the options listed, locate and click on Modify Check-Out.
          7. The panel will appear on the right-hand side of the screen.
          8. To modify the date, click on the calendar icon, then select the new check-out date.
            • The panel will include the following options:
              • Room ID
              • New Check-In Date
              • Time Slot
              • Per Night Price
              • Tax
          9. After confirming the data you’ve entered, click on Modify Check-Out at the bottom of the page to complete the action.

          How to edit folio amount?

          Below are the step-by-step guidelines on how to edit the Folio Amount in Stayflexi:

          1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
          2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
          3. Select the Reservation: Choose the reservation you want to edit the amount in the folio.
          4. View Reservation Details: A pop-up window will appear on the right side of the screen, showing the booking and customer information.
          5. Find the Folio Option: Scroll down to the section with multiple actions. Look for the option labeled View Folio and click on it.

          How to Edit the Folio Amount in Stayflexi:

          1. Click the Folio button to access the billing information.
          2. Check Subtotal and Total:
            • The Subtotal displays the charges before taxes are applied.
            • The Total shows the charges with taxes included.
          3. Modify Prices:
            • Identify the charge you want to change.
            • Click on the Edit button, to modify the price.
          4. Instant Update:
            • Any changes you make will automatically reflect in the folio.
            • The updated price will adjust both the subtotal and total accordingly.
          5. Finalize and Save: After editing, review the changes and click Save to apply the updates to the folio.

          How to print folio to pdf and give it to guest ?

          To print a folio in Stayflexi, follow the step-by-step guidelines mentioned below:

          1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
          2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
          3. Select the Reservation: Choose the reservation you want to see the view folio history or log.
          4. View Reservation Details: A pop-up window will appear on the right side of the screen.
          5. Click on the “View Folio” option from the reservation calendar.
          6. From the opened page, click on “More Folio Actions”.
          7. From the listed options, locate and click on “Print Invoice”.
          8. A page will open on the right-hand side.
          9. Click on the black printer icon to print the folio.

          How can we modify the Booking price after the reservation is created?

          In Stayflexi, you can modify the booking price after the reservation is confirmed using three methods. Each method ensures you can easily update the price post-confirmation.

          Through the Reservation Calendar:

          1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
          2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
          3. Select the Reservation: Choose the reservation for which you want to modify the booking price.
          4. View Reservation Details: A pop-up window will appear on the right side of the screen.
          5. Locate and click on “Edit Reservation”.
          6. On the next page, modify the desired price in the appropriate field.
          7. Click on the “Edit Reservation” button below to complete the action.
          8. A confirmation message will appear on the screen.

          Through View Folio:

          1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
          2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
          3. Select the Reservation: Choose the reservation for which you want to modify the booking price.
          4. View Reservation Details: A pop-up window will appear on the right side of the screen.
          5. Click on the “View Folio” option from the reservation calendar.
          6. On the opened page, click on “Edit Reservation”.
          7. A new page will open on the RHS.
          8. Modify the price in the given fields.
          9. Click on Edit Reservation to complete the action.
          10. You will receive a confirmation message.

          Through More Folio Actions:

          1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
          2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
          3. Select the Reservation: Choose the reservation for which you want to modify the booking price.
          4. View Reservation Details: A pop-up window will appear on the right side of the screen.
          5. Click on the “View Folio” option from the reservation calendar.
          6. In the “View Folio” page, click on “More Folio Actions”.
          7. From the listed options, locate and click on Edit Reservation.
          8. A page will open on the RHS.
          9. Modify the prices in the respective fields.
          10. Click on the “Edit Reservation” button to complete the action.
          11. A confirmation message will appear on the screen.

          How to edit the rate plan on the folio

          To Edit a Rate Plan in Stayflexi, Follow the below-mentioned steps:

          1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
          2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
          3. Select the Reservation: Choose the reservation you want to edit the rate plan on the folio.
          4. View Reservation Details: A pop-up window will appear on the right side of the screen.
          5. Click on the “View Folio” option from the reservation calendar.
          6. From the opened page, click on “More Folio Actions”.
          7. From the listed options, locate and click on “Edit Rate Plan”.
          8. A page will open on the Right-hand side.
          9. Click on the small arrow to open a list of available rate plans for your property.
          10. Select the desired rate plan. The amount will automatically update in the amount column based on the chosen rate plan.
          11. Click the Confirm button to complete the action.

          How to provide discounts on a Flat / Percentage basis for the existing reservations?

          To Provide discounts on a flat or percentage basis for existing reservations in Stayflexi:

          1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
          2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
          3. Select the Reservation: Choose the reservation for which you want to modify the booking price.
          4. View Reservation Details: A pop-up window will appear on the right side of the screen.
          5. Click on the “View Folio” option from the reservation calendar.
          6. In the “View Folio” page, click on “More Folio Actions”.
          7. From the listed options, locate and click on Apply Promo and Discount.
          8. A page will open on the right-hand side.
          9. In the “Select Discount Type” column, click the tiny arrow to view the options.
          10. Choose your desired discount basis [flat or percentage].
          11. Click on the “Validate Discount” button to complete the action.
          12. A confirmation message will appear on the screen.

          How to apply a coupon code , Discount, Offer from room folio for a given reservation ?

          To apply a Coupon code, discount, or offer in folio, follow the below-mentioned steps:

          1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
          2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
          3. Select the Reservation: Choose the reservation for which you want to modify the booking price.
          4. View Reservation Details: A pop-up window will appear on the right side of the screen.
          5. Click on the “View Folio” option from the reservation calendar.
          6. In the “View Folio” page, click on “More Folio Actions”.
          7. From the listed options, locate and click on Apply Promo and Discount.
          8. A page will open on the right-hand side.
          9. In the “Select Discount Type” column, click the tiny arrow to view the options.
          10. Choose your desired type among Coupon codes, Offers, and Discounts.
          11. Choose your desired discount basis [flat or percentage].
          12. Click on the “Validate Discount” button to complete the action.
          13. A confirmation message will appear on the screen.

          How to release a booking from Hold Bookings in Stayflexi?

          If a booking is placed on hold, releasing it and assigning it to a room is simple. Here’s how you can do it from the reservation calendar:

          Below are the step-by-step guidelines on how to release a booking from Hold Bookings:

          1. Access the Reservation Calendar: Log in to the dashboard and navigate to the Reservation Calendar.
          2. Locate Unassigned and On-Hold Bookings: On the right-hand side of the screen, click on the UA [unassigned] section. This will display any Unassigned bookings, On-Hold bookings, and inquiries.
          3. Select On-Hold Bookings: From the list, click on the On-Hold Bookings section to view details of guests with bookings on hold.
          4. Assign the Booking: Select the booking you want to release from hold, then click on Assign.
          5. Fill in Room Details: A pop-up window will appear where you can fill in the room details you’d like to assign. Complete all required fields and click Assign.
          6. Confirm the Assignment: The guest’s name will now reflect on the reservation calendar grid in the selected room.
            • You will receive confirmation that the booking has been successfully released from hold and assigned to a room.

          Where can we modify the Rate plan after the reservation is confirmed?

          To Modify the Rate Plan after a reservation is confirmed in Stayflexi, follow the below mentioned steps:

          1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
          2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
          3. Select the Reservation: Choose the reservation for which you want to modify the booking price.
          4. View Reservation Details: A pop-up window will appear on the right side of the screen.
          5. Click on the “View Folio” option from the reservation calendar.
          6. In the “View Folio” page, click on “More Folio Actions”.
          7. From the listed options, locate and click on “Edit Rate Plan”.
          8. A page will open on the right-hand side of the screen.
          9. In the Rate Plan column, click the tiny arrow to view all available rate plans for your property.
          10. Choose the desired rate plan and edit it.
          11. Click the “Confirm” button to complete the action.
          12. You will receive a confirmation message.

          How to unassign a booking from a room number from the reservation calendar or room folio ?

          In Stayflexi, you can unassign a booking from a room number using two methods. Below is the explanation of two methods:

          • Through the Reservation Calendar:
          1. Go to the Reservation Calendar: Navigate to the reservation calendar in Stayflexi.
          2. Select the Reservation Calendar: Click on the reservation you want to unassign from a room.
          3. Access Room Options: In the opened window on the right-hand side, you will see multiple options.
          4. Unassign the Room: Locate and click on “Unassign Room”.
          5. Confirm the Action: A confirmation page will appear to the right.
          6. Complete the Action: Click “Yes, Unassign” to finalize the process
          • Through Folio:
          1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
          2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
          3. Select the Reservation: Choose the reservation you want to Unassign from a room.
          4. View Reservation Details: A pop-up window will appear on the right side of the screen.
          5. Click on the “View Folio” option from the reservation calendar.
          6. From the opened page, click on “More Folio Actions”.
          7. Locate and click on Unassign room
          8. A pop-up will appear on the Right Hand Side as a confirmation.
          9. Complete the action by clicking Unassign Room below.

          How to release a booking inventory by putting booking on hold from folio or reservation calendar

          In Stayflexi, you can put a booking on hold using two methods: through the reservation calendar or the folio.

          Below is a step-by-step explanation of both methods:

          Through Reservation Calendar:

          1. Step 1: Navigate to the Reservation Calendar.
          2. Step 2: Click on the Reservation you want to put on hold.
          3. Step 3: A page will open on the right-hand side.
          4. Step 4: From the listed options, select “Hold Booking”.
          5. Step 5: A confirmation page will open
          6. Step 6: Click “Yes, hold booking.”

          You will receive a confirmation message that the action has been successfully completed.

          • Through Folio:
          1. Step 1: Click on the Reservation you want to put on hold.
          2. Step 2: A page will open on the right-hand side.
          3. Step 3: Locate and click on “View Folio” from the listed actions.
          4. Step 4: On the folio page, click on “More Folio Actions”.
          5. Step 5: Locate Hold Booking from the multiple listed actions.
          6. Step 6: Click on “Hold Booking” to proceed further.
          7. Step 7: A confirmation page will open on the right side of the screen.
          8. Step 8: Click “Confirm” to complete the action.

          You will receive a confirmation message that the booking has been successfully placed on hold.

          Can I delete a particular reservation from system

          YES, you can delete a particular reservation in Stayflexi by following the below steps:

          1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
          2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
          3. Select the Reservation: Choose the reservation for which you want to see the folio by clicking on it
          4. View Reservation Details: A pop-up window will appear on the right side of the screen, showing the booking and customer information.
          5. Find the Folio Option: Scroll down to the section with multiple actions. Look for the option labeled View Folio and click on it.
          6. Click on More Folio Actions: Inside the folio, locate and click on the “More Folio Actions” button.
          7. Delete Folio: In the dropdown menu, find the “Delete Folio” option and click on it.
          8. Review the Confirmation Page: A page with a confirmation alert will open on the right. The message will warn you that it cannot be rolled back or retrieved once the folio is deleted.
          9. Confirm Deletion: To proceed, click on the “Confirm” button.
          10. Completion Message: You will receive a confirmation message indicating that the folio has been successfully deleted. If you want to verify which user has deleted a folio you can check it from user logs under reports.

          Please note, that once the reservation is deleted, it cannot be recovered, so ensure you want to permanently remove it before proceeding.

          How to move a booking to a different room number or room category

          In Stayflexi, You can move a booking to a different room number or room category using two methods:

          Below is the explanation of moving a booking to a different room or room category through the reservation calendar:

          1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
          2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
          3. Select the Reservation: Choose the confirmed reservation you want to move a booking to a different room number or category.
          4. Click on Move Room: From the list of available actions, locate and click the Move Room button next to the reservation.
          5. Open the Move Reservation Page: A page will open to the Right Hand Side.
          6. Select Room and Category: Choose the new room number and room category based on the guest’s requirement.
          7. Automatic Amount Update: The amount will automatically update in the relevant columns based on the new room.
          8. Add a Remark: In the remarks column, provide the reason for moving the booking to another room.
          9. Complete the Action: Click on “Move Reservation” at the bottom to finalize the move.
          • Through View Folio:
          1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
          2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
          3. Select the Reservation: Choose the confirmed reservation you want to move a booking to a different room number or category.
          4. View Reservation Details: A pop-up window will appear on the right side of the screen, showing the booking and customer information.
          5. Find the Folio Option: Scroll down to the section with multiple actions. Look for the option labeled View Folio and click on it.
          6. Click on More Folio Actions: On the folio page, click the More Folio Actions button to view additional options.
          7. Locate and click on Move Room: From the listed options, click on move room.
          8. Open the Move Reservation Page: A page will open to the RHS.
          9. Select Room and Category: Choose the new room number and room category based on the guest’s requirement.
          10. Automatic Amount Update: The amount will automatically update in the relevant columns based on the new room.
          11. Add a Remark: In the remarks column, provide the reason for moving the booking to another room.
          12. Complete the Action: Click on “Upgrade room” at the bottom to finalize the move.

          How to split a group booking ?

          A split booking in Stayflexi allows you to break down a group reservation into individual bookings by separating a group room booking into individual rooms. This feature is especially useful when a group booking for multiple rooms needs to be split into separate reservations for each room. It offers flexibility by allowing each room to have its own folio, billing, and details after the split, while still retaining the original booking information. Once the booking is split, the group reservation ID will change to individual reservation IDs, and the room prices will be adjusted accordingly.

          To Split a group booking in Stayflexi, follow the below steps:

          1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
          2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
          3. Select the Group Booking: Click on the group booking that you want to split.
          4. Navigate to the Folio: Open the folio of the selected booking.
          5. Access More Folio Actions: Click on “More Folio Actions”.
          6. Locate and Click on Split Bookings: From the list of actions, find and select “Split Bookings”.
          7. Confirm the Action: A pop-up will appear asking for confirmation. Click “Yes, Split Booking”.

          The group booking will now be split into individual bookings, and you will no longer see the group booking icon next to the reservations.

          How to add company details to a folio in Stayflexi and apply them during billing?

          Below are the step-by-step guidelines on how to find the Folio of a Reservation in Stayflexi:

          1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
          2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
          3. Select the Reservation: Choose the reservation you want to add the company details.
          4. View Reservation Details: A pop-up window will appear on the right side of the screen, showing the booking and customer information.
          5. Find the Folio Option: Scroll down to the section with multiple actions. Look for the option labeled View Folio and click on it.

          How to Add Company Details to a Folio:

          1. Locate More Folio Actions: On the folio page, find the section called More Folio Actions.
          2. Select Add Company: Click on the option to Add Company Details.
          3. Fill in Company Details: A popup will appear where you need to fill in all the relevant company information.
          4. Click Add Details: Once all the details are filled in, click the green Add Details button at the bottom to save the company information.
          5. Confirmation Message: You will receive a confirmation message that the company details have been successfully added.

          Billing with Company Details:

          1. Booking Segment and Source:
            • During billing, go to the folio. Next to the guest name, click on the Booking Segment column.
            • Select Direct Billing to link the company to the folio.
            • In the Booking Source column, select the appropriate company details.
          2. Proceed with Billing:
            • The bill will be processed with selected company details.

          Sending Folio PDF: You can send the Folio PDF to:

          1. The Guest
          2. The Company.

          Click on the print icon in black color at the top right-hand side to see the options for sending the folio.

          How to set a booking to no show

          In Stayflexi, you can set a booking no-show using two methods: through the reservation calendar or the folio.

          Below are the explanations and guidelines for both methods:

          • Through the Reservation Calendar:
          1. Step 1: Go to Reservation Calendar.
          2. Step 2: Click on the reservation you want to set a no show.
          3. Step 3: A page will open on the right side with multiple actions.
          4. Step 4: Locate and click on “Set to no show”.
          5. Step 5: A page will open on the right side for selecting the no-show option.
          6. Step 6: Select your options, such as:
            • Apply Cancellation policy.
            • Don’t void.
            • Charge one night and void remaining.
            • Void all remaining charges.
          7. Step 7: Click “Yes” to complete the action.

          You will receive a confirmation message that the booking has been successfully Set to no show.

          • Through Folio:
          1. Step 1: Click on the reservation you want to set to no-show.
          2. Step 2: A page will open on the right side.
          3. Step 3: Select “View Folio” from the available actions.
          4. Step 4: On the Folio page, click on “More Folio Actions.”
          5. Step 5: Locate and click on the” Set to no show option”.
          6. Step 6: Select the void charge options according to your preference.
          7. Step 7: Click on “Set to no show” to complete the action.

          You will receive a confirmation message indicating that the booking has been successfully Set to no show.

          How to view folio history or folio log ?

          Below is the explanation of how to view folio history or log in Stayflexi:

          1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
          2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
          3. Select the Reservation: Choose the reservation you want to see the view folio history or log.
          4. View Reservation Details: A pop-up window will appear on the right side of the screen.
          5. Click on the “View Folio” option from the reservation calendar.
          6. From the opened page, click on “More Folio Actions”.
          7. From the listed options, locate and click on “Folio Logs”.
          8. A new page will open displaying the folio logs for the selected reservation.
          9. You can see detailed information such as the log time, the user who made the action, and the logged action itself.

          How to lock a booking a specific room so that system does not move it automatically

          In Stayflexi, you can lock a booking to a specific room to prevent the system from moving it automatically. This can be done in two ways: through the reservation calendar or the folio. Below are the instructions for both methods.

          • Through Reservation Calendar:
          1. Step 1: Log in to the Stayflexi dashboard using your credentials.
          2. Step 2: Click on the Second icon on top to open the reservation calendar.
          3. Step 3: Select the reservation you want to lock to a specific room.
          4. Step 4: A page will appear on the right-hand side with multiple actions.
          5. Step 5: Locate and click on “Lock Booking”.
          6. Step 6: A confirmation page will open.
          7. Step 7: Click “Yes, lock” to complete the action.

          You will receive a confirmation message that the room has been successfully locked to the booking.

          • Through Folio:
          1. Step 1: Log in to the Stayflexi dashboard using your credentials.
          2. Step 2: Click on the Second icon on top to open the reservation calendar.
          3. Step 3: Select the reservation you want to lock to a specific room.
          4. Step 4: A page will appear on the right-hand side with multiple actions.
          5. Step 5: Locate and click on “View Folio”.
          6. Step 6: On the folio page, click on “More Folio Actions” in green.
          7. Step 7: On the folio page, click on “Lock Booking”.
          8. Step 8: A confirmation page will open on the right side.
          9. Step 9: Click “Yes, lock room” to complete the action.

          You will receive confirmation that the booking has been successfully locked to the specific room.

          How to unlock a booking a specific room so that system can move it automatically

          In Stayflexi, you can unlock a booking to a specific room to prevent the system from moving it automatically. This can be done in two ways: through the reservation calendar or the folio. Below are the instructions for both methods.

          • Through Reservation Calendar:
          1. Step 1: Log in to the Stayflexi dashboard using your credentials.
          2. Step 2: Click on the Second icon on top to open the reservation calendar.
          3. Step 3: Select the reservation you want to unlock for a specific room.
          4. Step 4: A page will appear on the right-hand side with multiple actions.
          5. Step 5: Locate and click on “Unlock Booking”.
          6. Step 6: A confirmation page will open.
          7. Step 7: Click “Yes, unlock” to complete the action.

          You will receive a confirmation message that the room has been successfully unlocked for the booking.

          • Through Folio:
          1. Step 1: Log in to the Stayflexi dashboard using your credentials.
          2. Step 2: Click on the Second icon on top to open the reservation calendar.
          3. Step 3: Select the reservation you want to unlock for a specific room.
          4. Step 4: A page will appear on the right-hand side with multiple actions.
          5. Step 5: Locate and click on “View Folio”.
          6. Step 6: On the folio page, click on “More Folio Actions” in green.
          7. Step 7: On the folio page, click on “Unlock Booking”.
          8. Step 8: A confirmation page will open on the right side.
          9. Step 9: Click “Yes, unlock room” to complete the action.

          You will receive confirmation that the booking has been successfully unlocked to the specific room.

          How to add a new room to a group booking or remove a room from group booking

          To add a new room to a group booking in Stayflexi, follow the below steps:

          1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
          2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
          3. Select the Group Booking: Click on the group booking for which you want to add a new room.
          4. Navigate to the Folio: Open the folio of the selected booking.
          5. Access More Folio Actions: Click on “More Folio Actions”.
          6. Locate and click on “Add New Room to Group Booking”.
          7. A page will open on the right side. Fill in the guest details and room information you want to add.
          8. The room price will automatically be generated based on the room’s rate.
          9. Click on the “Add” button below to complete the action.

          To delete a room from a group booking in Stayflexi, follow the below steps:

          1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
          2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
          3. Select the Group Booking: Click on the group booking for which you want to add a new room.
          4. Navigate to the Folio: Open the folio of the selected booking.
          5. Access More Folio Actions: Click on “More Folio Actions”.
          6. Locate and click on “Delete room from group booking”.
          7. A page will open in the middle of the screen.
          8. Click on the tiny arrow [as shown in the picture] to view the room ID list.
          9. Select the room you want to delete.
          10. Click on Cancel Booking to complete the action.

          How to add Addons or any chargeable service in room folio ?

          1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
          2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
          3. Select the Reservation: Choose the reservation for which you want to see the folio by clicking on it
          4. View Reservation Details: A pop-up window will appear on the right side of the screen, showing the booking and customer information.
          5. Find the Folio Option: Scroll down to the section with multiple actions. Look for the option labeled View Folio and click on it.

          How to add Addons or any chargeable service in the room folio?

          1. At the top of the page, locate the Add Hotel Addons button.
          2. Click on it to proceed further.
          3. On the right side, the add hotel addons page will open.
          4. select the Room ID for which you want to add addons.
          5. Click on Addons: When you click on Addons, you will see two options:
            • Predefined Addons: A list of preset services [e.g., breakfast, spa, parking] with fixed pricing.
            • Custom Addons: An option where the property can manually add any service or item not predefined, allowing you to input the description and price as needed.
          6. Below that, you will see a list of details like date, payment mode, etc.
          7. Fill in the mandatory column for the folio item name that you are adding.
          8. Once completed, scroll down and click on the Add New Hotel Addon button below to finalize and save the addon.

          How to add notes to a given booking ?

          To Add Notes to a Booking in Stayflexi, follow the below-mentioned steps:

          1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
          2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
          3. Select the Reservation: Choose the reservation you want to add the notes.
          4. View Reservation Details: A pop-up window will appear on the right side of the screen.
          5. Click on the “View Folio” option from the reservation calendar.
          6. On the folio page, locate the Notes icon next to the guest alphabet and guest add icon [as shown in the image below].
          7. Click on the Notes.
          8. A panel will open on the right-hand side, displaying two sections:
            • Customer Notes
            • Booking Notes
          9. Select the appropriate section where you want to add your notes.
          10. After entering the notes, click the Add button to save.
          11. Once you add notes to a reservation, the message icon in the reservation calendar will update and reflect that notes have been added to the particular reservation.
            • Refer to the first image above to view the notes icon, circled in the reservation, which indicates that notes have been added to that specific reservation.

          How to take different type of payments for a given booking

          To take different types of payments for a booking in Stayflexi, follow the below-mentioned steps: Through the Reservation Calendar

          1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
          2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
          3. Select the Reservation: Choose the reservation you want to take different types of payments.
          4. View Reservation Details: A pop-up window will appear on the right side of the screen.
          5. From the available options, click on Settle Dues.
          6. A list of payment methods will appear.
          7. Choose the guest’s preferred payment method.
          8. A pop-up will appear in the middle of the screen.
          9. Fill in the required payment details and click the submit button to complete the action.
          • Through View Folio:
          1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
          2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
          3. Select the Reservation: Choose the reservation for which you want to see the folio by clicking on it
          4. View Reservation Details: A pop-up window will appear on the right side of the screen, showing the booking and customer information.
          5. Find the Folio Option: Scroll down to the section with multiple actions. Look for the option labeled View Folio and click on it.
          6. At the top of the page, locate the Settle Dues button.
          7. Click on it to view the available options.
          8. On the right side, select the Room ID for which you want to settle the dues.
          9. Below that, you will see a list of payment methods available.
          10. Choose the payment method the guest prefer to pay.
          11. Fill in the required payment details.
          12. Click the Record button to complete the action.
          • Through More Folio Actions:
          1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
          2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
          3. Select the Reservation: Choose the reservation for which you want to see the folio by clicking on it
          4. View Reservation Details: A pop-up window will appear on the right side of the screen, showing the booking and customer information.
          5. Find the Folio Option: Scroll down to the section with multiple actions. Look for the option labeled View Folio and click on it.
          6. Click on More Folio Actions: From the listed options, locate and click on settle dues.
          7. Click the Record button to complete the action.

          How to take cash deposit for a given booking

          The Cash Deposit feature in Stayflexi allows you to accept and record cash payments made by guests as deposits during their stay. This feature is handy for tracking advance payments or security deposits that guests may need to provide at check-in or before using certain services.

          Here’s how it works:

          1. The property can add a cash deposit against a guest’s booking.
          2. The amount is recorded in the system, ensuring both the guest and the property can track the deposit.
          3. The deposit can later be used to settle any dues or refund if necessary.

          To take a cash deposit for a given booking in Stayflexi, follow the below-mentioned steps: Through the Reservation Calendar

          1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
          2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
          3. Select the Reservation: Choose the reservation you want to take a cash deposit.
          4. View Reservation Details: A pop-up window will appear on the right side of the screen.
          5. From the available options, click on Settle Dues.
          6. A list of payment methods will appear.
          7. Choose Cash deposit.
          8. A pop-up will appear in the middle of the screen.
          9. Fill in the required payment details and additionally, you have a description column, where you can input specific notes or details about the transaction.
          10. Click the submit button to complete the action.
          • Through View Folio:
          1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
          2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
          3. Select the Reservation: Choose the reservation for which you want to take a cash deposit.
          4. View Reservation Details: A pop-up window will appear on the right side of the screen, showing the booking and customer information.
          5. Find the Folio Option: Scroll down to the section with multiple actions. Look for the option labeled View Folio and click on it.
          6. At the top of the page, locate the Settle Dues button.
          7. Click on it to view the available options.
          8. On the right side, select the Room ID for which you want to take cash deposit.
          9. Below that, you will see a list of payment methods available.
          10. Choose Cash deposit.
          11. A pop-up will appear in the middle of the screen.
          12. Fill in the required payment details and additionally, you have a description column, where you can input specific notes or details about the transaction.
          13. Click the submit button to complete the action.

          How to refund a payment to guest from Stayflexi PMS ?

          To Refund a Payment in Stayflexi, follow the below steps:

          1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
          2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
          3. Select the Reservation: Choose the reservation for which you want to modify the booking price.
          4. View Reservation Details: A pop-up window will appear on the right side of the screen.
          5. Click on the “View Folio” option from the reservation calendar.
          6. From the opened page, in the payment mode column, you see the payment status.
          7. Next to the payment status, You’ll find a “Refund” button- click on it.
          8. A pop-up will appear. Enter the amount you want to refund.
          9. Once the amount is entered, the “Refund” button will turn green.
          10. Click on it to complete the action.

          How to delete a saved card from given booking

          To Delete a card from a booking in Stayflexi, follow the below steps:

          1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
          2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
          3. Select the Reservation: Choose the reservation for which you want to add a card.
          4. View Reservation Details: A pop-up window will appear on the right side of the screen.
          5. Click on the Settle Dues to see the listed options.
          6. Click on the card number to bring up the card with options.
          7. A pop-up will appear, showing the card details with options.
          8. Click on the “Delete Card” button to remove the card from the booking.
          9. You have successfully deleted the card now.

          How to add guest card details to a particular booking and charge it?

          To add a card to a particular booking and charge it in Stayflexi, follow the below steps:

          1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
          2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
          3. Select the Reservation: Choose the reservation for which you want to add a card.
          4. View Reservation Details: A pop-up window will appear on the right side of the screen.
          5. Click on the Settle Dues to see the listed options.
          6. Locate and click on “Add Card”.
          7. A pop-up will appear on the screen. Fill in the card details.
          8. Click on “Add card” to complete the process.
          9. Again, click on “Settle Dues” to see the added card.
          10. Click on the card number to bring up the card with options.
          11. Enter the amount you want to charge and click on “Charge” to complete the action
          12. Once the card is charged amount will reflect under the payment made section in the room folio.

          How to Change the booking segment or source ?

          To change the Booking Segment or Source in Stayflexi, follow the below mentioned steps:

          1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
          2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
          3. Select the Reservation: Choose the reservation for which you want to change the booking segment and source.
          4. View Reservation Details: A pop-up window will appear on the right side of the screen.
          5. Click on the “View Folio” option from the reservation calendar.
          6. From the opened page, click on “More Folio Actions”.
          7. Locate and click on “Change Booking Source”.
          8. A page will open on the right-hand side.
          9. Click on the tiny arrows in the two columns to view and change the booking segment and source.
          10. Click on “Add Segment” below to complete the action.

          How to edit the guest details in the folio

          To edit the guest details in the folio, follow the below mentioned steps:

          1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
          2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
          3. Select the Reservation: Choose the reservation for which you want to modify the booking price.
          4. View Reservation Details: A pop-up window will appear on the right side of the screen.
          5. Click on the “View Folio” option from the reservation calendar.
          6. On the opened page, click on the alphabet icon with the guest’s name initial in the booking ID column.
          7. A page will open on the right side.
          8. Edit the guest details by filling the boxes one by one.
          9. Click on “Save Guest” after making the changes to complete the action.

          How to check-in a booking

          In Stayflexi, you can check in a booking using three methods:

          • Through the Reservation Calendar:

          Below are the step by step guidelines for check-in a booking in Stayflexi:

          1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
          2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
          3. Select the Reservation: Choose the confirmed reservation you want to check-in.
          4. Click on Check-In: From the list of available actions, locate and click the Check-In button next to the reservation.
          5. Confirmation Page: A panel will open on the right-hand side, confirming that you are checking in the guest with the displayed reservation ID.
          6. Complete Check-In: To finalize the process, scroll down and click on the Check-In button at the bottom of the confirmation panel. This will complete the action and check the guest in.
          7. Once you check in the guest by clicking the Check-In button, the reservation color will change from orange to green. This color change serves as a visual indicator for easy understanding, signifying that the guest has successfully checked in.
          8. A confirmation message will appear on the screen.
          • Through View Folio:
          1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
          2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
          3. Select the Reservation: Choose the confirmed reservation you want to check-in.
          4. View Reservation Details: A pop-up window will appear on the right side of the screen, showing the booking and customer information.
          5. Find the Folio Option: Scroll down to the section with multiple actions. Look for the option labeled View Folio and click on it.
          6. Locate the Check-In box: On the folio page, at the top, you’ll see the “Check-In” box [as shown in the above image].
          7. Click on the Check-In Box: Click on the box to begin the check-in process.
          8. Confirmation Page: A confirmation panel will open on the right-hand side, showing the booking ID.
          9. Complete Check-In: Proceed by clicking the Check-In button on the panel to finalize and complete the action
          10. Once you check in the guest by clicking the Check-In button, the reservation color will change from orange to green. This color change serves as a visual indicator for easy understanding, signifying that the guest has successfully checked in.
          11. A confirmation message will appear on the screen.
          • Through More Folio Actions:
          1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
          2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
          3. Select the Reservation: Choose the confirmed reservation you want to check-in.
          4. View Reservation Details: A pop-up window will appear on the right side of the screen, showing the booking and customer information.
          5. Find the Folio Option: Scroll down to the section with multiple actions. Look for the option labeled View Folio and click on it.
          6. Click on More Folio Actions: On the folio page, click the More Folio Actions button to view additional options.
          7. Locate the Check-In Option: From the listed options, locate and click on the Check-In option.
          8. Confirmation Page: A confirmation panel will open on the right-hand side, showing the booking ID.
          9. Complete Check-In: Proceed by clicking the Check-In button on the panel to finalize and complete the action
          10. Once you check in the guest by clicking the Check-In button, the reservation color will change from orange to green. This color change serves as a visual indicator for easy understanding, signifying that the guest has successfully checked in.
          11. A confirmation message will appear on the screen.

          How to checkout a booking

          In Stayflexi, you can check-out a booking using three methods:

          • Through the Reservation Calendar:

          Below are the step by step guidelines for check-out a booking in Stayflexi:

          1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
          2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
          3. Select the Reservation: Choose the confirmed reservation you want to check-out.
          4. Click on Check-out: From the list of available actions, locate and click the check-out button next to the reservation.
          5. Confirmation Page: A panel will open on the right-hand side, confirming that you are checking out the guest with the displayed reservation ID.
          6. Complete Check-out: To finalize the process, scroll down and click on the Check-out button at the bottom of the confirmation panel. This will complete the action and check the guest out.
          7. Once you check out the guest by clicking the Check-out button, the reservation color will change from green to violet. This color change serves as a visual indicator for easy understanding, signifying that the guest has successfully checked out.
          8. A confirmation message will appear on the screen.
          • Through View Folio:
          1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
          2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
          3. Select the Reservation: Choose the confirmed reservation you want to check-out.
          4. View Reservation Details: A pop-up window will appear on the right side of the screen, showing the booking and customer information.
          5. Find the Folio Option: Scroll down to the section with multiple actions. Look for the option labeled View Folio and click on it.
          6. Locate the Check-out box: On the folio page, at the top, you’ll see the “Check-out” box [as shown in the above image].
          7. Click on the Check-out Box: Click on the box to begin the check-out process.
          8. Confirmation Page: A confirmation panel will open on the right-hand side, showing the booking ID.
          9. Complete Check-out: Proceed by clicking the Check-Out button on the panel to finalize and complete the action
          10. Once you check out the guest by clicking the Check-out button, the reservation color will change from green to violet. This color change serves as a visual indicator for easy understanding, signifying that the guest has successfully checked out.
          11. A confirmation message will appear on the screen.
          • Through More Folio Actions:
          1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
          2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
          3. Select the Reservation: Choose the confirmed reservation you want to check-in.
          4. View Reservation Details: A pop-up window will appear on the right side of the screen, showing the booking and customer information.
          5. Find the Folio Option: Scroll down to the section with multiple actions. Look for the option labeled View Folio and click on it.
          6. Click on More Folio Actions: On the folio page, click the More Folio Actions button to view additional options.
          7. Locate the Check-Out Option: From the listed options, locate and click on the Check-Out option.
          8. Confirmation Page: A confirmation panel will open on the right-hand side, showing the booking ID.
          9. Complete Check-Out: Proceed by clicking the Check-out button on the panel to finalize and complete the action
          10. Once you check out the guest by clicking the Check-out button, the reservation color will change from green to violet. This color change serves as a visual indicator for easy understanding, signifying that the guest has successfully checked out.
          11. A confirmation message will appear on the screen.

          How to cancel a booking

          In Stayflexi, you can cancel a booking using two methods: through the reservation calendar or via the folio.

          Below are the explanations and guidelines for both methods:

          • Through the Reservation Calendar:
          1. Step 1: Go to Reservation Calendar.
          2. Step 2: Click on the reservation you want to cancel.
          3. Step 3: A page will open on the right side with multiple actions.
          4. Step 4: Locate and click on “Cancel Booking”.
          5. Step 5: A page will open on the right side for cancellation options.
          6. Step 6: Select your options, such as:
            • Apply Cancellation policy:- It will cancel the booking and apply the amount as per cancellation policy configured.
            • Don’t void.
            • Charge one night and void remaining:- It will charge one night prices only and void remaining night prices.
            • Void all remaining charges:- It will make the room amount zero for the given booking id.
          7. Step 7: Click “Yes, Cancel booking”.

          You will receive a confirmation message that the booking has been successfully canceled.

          • Through Folio:
          1. Step 1: Click on the reservation you want to cancel.
          2. Step 2: A page will open on the right side.
          3. Step 3: Select “View Folio” from the available actions.
          4. Step 4: On the Folio page, click on “More Folio Actions.”
          5. Step 5: Locate and click on “Cancel Booking”.
          6. Step 6: Select the void charge options according to your preference.
          7. Step 7: Click “Confirm Cancel” to complete the action.

          You will receive a confirmation message indicating that the booking has been successfully canceled.

          Note: To cancel an online travel portal or channel booking, Kindly reach out to the respective online travel portal or channel.

          How to email guest folio and confirmation voucher?

          To email a guest folio in Stayflexi, you can quickly send a detailed breakdown of the guest’s charges, payments, and any adjustments directly to their email.

          Below are the step-by-step guidelines for emailing a guest folio in Stayflexi:

          1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
          2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
          3. Select the Reservation: Choose the reservation for which you want to send the folio by clicking on it
          4. View Reservation Details: A pop-up window will appear on the right side of the screen, showing the booking and customer information.
          5. Find the Folio Option: Scroll down to the section with multiple actions. Look for the option labeled View Folio and click on it.
          6. Access More Folio Options: This will open the folio page. On this page, click on the More Folio Options button.
          7. Select Email Folio: A pop-up will appear with various options. Find and click on Email Folio.
          8. Review Guest Email: A new pop-up will appear on the right side of the screen, automatically filled with guest’s email address.
          9. Send the Folio: Click on Send to email the folio to the guest.
          10. Confirmation: You will now receive a confirmation message indicating the folio has been successfully sent.

          how to send a Confirmation voucher?

          To email a confirmation voucher in Stayflexi, you can send guests an official document confirming their reservation details, including dates, room type, and any associated charges.

          Here are the step-by-step guidelines for sending a confirmation voucher:

          1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
          2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
          3. Select the Reservation: Choose the reservation for which you want to send the folio by clicking on it
          4. View Reservation Details: A pop-up window will appear on the right side of the screen, showing the booking and customer information.
          5. Find the Folio Option: Scroll down to the section with multiple actions. Look for the option labeled View Folio and click on it.
          6. Access More Folio Options: This will open the folio page. On this page, click on the More Folio Options button.
          7. Email Confirmation: From the options that pop up, select Email Booking Confirmation.
          8. Confirm Email: Another pop-up will appear to the right, where the guest’s email address will automatically be displayed, You can also edit it in case you want to send it to the different email id.
          9. Send the Email: Click on the Send button below the email field to send the confirmation voucher.
          10. Confirmation Message: You will receive a confirmation message indicating that the email has been successfully sent to the guest.

          How to exempt taxes from a particular reservation?

          1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
          2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
          3. Select the Reservation: Choose the reservation for which you want to see the folio by clicking on it
          4. View Reservation Details: A pop-up window will appear on the right side of the screen, showing the booking and customer information.
          5. Find the Folio Option: Scroll down to the section with multiple actions. Look for the option labeled View Folio and click on it.

          How to Apply for Tax Exemption?

          1. Click on More Folio Actions: At the top of the folio, click the green More Folio Actions button.
          2. A popup window will appear with multiple actions listed.
          3. Locate and click on Tax-Exempt Status: Select this option from the list.
          4. Another popup will appear on the right side.
          5. Enable the toggle to check for tax exemption , or uncheck it to revoke the exemption.
          6. Enter the Tax Exemption ID and specify the types of taxes to exempt.
          7. Click the Tax Exempt button to complete the action successfully.

          What is Scanty Baggage Feature?

          The Scanty Baggage feature in Stayflexi marks reservations where guests arrive with minimal or no luggage. This is typically an indicator for the hotel staff to be cautious, as it may signify a higher risk of the guest leaving without paying. When a guest is flagged as “Scanty Baggage”, it helps the hotel staff take necessary precautions, such as requesting advance payment or ensuring payment guarantees before allowing further services.

          How to find Folio:

          1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
          2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
          3. Select the Reservation: Choose the reservation for which you want to see the folio by clicking on it
          4. View Reservation Details: A pop-up window will appear on the right side of the screen, showing the booking and customer information.
          5. Find the Folio Option: Scroll down to the section with multiple actions. Look for the option labeled View Folio and click on it.

          How to find and mark Scanty Baggage in Stayflexi:

          1. Click on “More Folio Actions”.
          2. Locate “Scanty Baggage” and click on it.
          3. A pop-up window will appear on the right-hand side.
          4. The default option will be “Yes/No”. Select “Yes” to mark the reservation as having Scanty Baggage.
          5. Click the “Confirm” button below.

          After confirming, you will see a red luggage icon in the middle of the folio page, next to the booking ID and status of the reservation, indicating that the reservation has been marked as having Scanty Baggage.

          Adding or removing guests from a reservation

          1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
          2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
          3. Select the Reservation: Choose the reservation for which you want to see the folio by clicking on it
          4. View Reservation Details: A pop-up window will appear on the right side of the screen, showing the booking and customer information.
          5. Find the Folio Option: Scroll down to the section with multiple actions. Look for the option labeled View Folio and click on it.

          How to Add a Guest in Folio:

          1. Click on the icon to the right side next to the alphabet icon.
          2. A guest details form will appear. Fill in all the required details.
          3. Click on the green “Add Guest” button.
          4. Once added, you will see two initials representing the guest’s name

          You have successfully added the guest.

          How to Remove a Guest in Folio:

          1. Click on the guest’s alphabet icon corresponding to the guest you want to remove.
          2. You will be taken to the guest information page.
          3. Click on “More” option.
          4. Select “Delete customer” to remove them from the folio.

          You have successfully removed the guest.

          How to add / remove room on existing reservation?

          1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
          2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
          3. Select the Reservation: Choose the reservation for which you want to see the folio by clicking on it
          4. View Reservation Details: A pop-up window will appear on the right side of the screen, showing the booking and customer information.
          5. Find the Folio Option: Scroll down to the section with multiple actions. Look for the option labeled View Folio and click on it.

          How to Add a Room to an Existing Reservation:

          1. Click on “Add New Room to Group Booking” in the “More Folio Actions” menu.
          2. A new page will open on the right side of the screen displaying room and guest details.
          3. Fill in the necessary details, then click the “Save” button to complete the action.
          4. The added room number will reflect on the left-hand side, along with the existing room number.

          You have successfully added a room to the existing reservation.

          How to Remove a Room from an Existing Reservation:

          1. Click on the room folio for the room you want to remove.
          2. Select “More Folio Actions.”
          3. Find Delete Room from Group Booking, or search for it using the search bar.
          4. A confirmation page will appear on the right side. Click Remove Room from Booking to complete the action.

          You have successfully removed the room from the booking.

          Booking Engine

          Boost your property’s direct bookings with Stayflexi’s Booking Engine feature. This powerful tool integrates seamlessly into your website, allowing guests to easily check availability, view rates, and make secure bookings in just a few clicks. With a user-friendly interface and mobile optimization, your guests can book anytime, anywhere.

          Stayflexi’s Booking Engine also provides real-time updates on room availability and pricing, ensuring your property stays competitive. Reduce reliance on third-party platforms and increase your revenue by capturing more direct bookings, all while offering a smooth and hassle-free booking experience for your guests.

          Stayflexi Booking Engine - Everything you need to know

          Image 1:

          Image 2:

          Image 3:

          Stayflexi’s Booking Engine makes it easy to reserve your stay online. Follow these simple steps to book your room smoothly:

          1. Open the Booking Page
            • Go to the hotel website where Stayflexi is set up.
            • Click on the booking section on the main page to start.
          2. Choose Your Dates
            • Pick your check-in and check-out dates on the calendar.
            • Flexible options let you choose convenient arrival and departure times.
          3. Select Your Room
            • Browse the available rooms with photos and details.
            • The system shows rooms that match your selected dates.
          4. Enter Guest Info
            • Fill in your name and contact details.
            • Double-check for accuracy to ensure a smooth check-in process.
          5. Review Your Booking
            • Review your booking summary to confirm dates, room type, extras, and the total price.
            • If you have any promo codes, enter them now.
          6. Make Payment
            • Choose a payment method (credit card, Apple Pay, etc.).
            • Enter your details safely. Stayflexi supports quick, secure payment.
          7. Receive Confirmation
            • After payment, a confirmation email will be sent to you.
            • This includes a booking reference and check-in instructions.

          Step-by-step guide for booking engine configuration:

          Image 1:

          Image 2:

          Image 3:

          1. Logging into Your Stayflexi Dashboard:
            • Enter your username and password to log in.
          2. Go to Property Configuration:
            • Once logged in, click on the More Apps icon (represented by four blocks) in the top right corner.
            • From the dropdown menu, select Property Configuration(as shown in Image 1).
          3. Go to Booking engine:
            • You’ll see various options on the left side of the Property Configuration page.
            • Click on the Booking engine option (as shown in Image 2).
            • This will navigate you to the booking engine settings or configuration page.
          4. Booking Engine URL(as shown in Image 2):
            • This field holds the URL of the booking engine page that guests will be directed to when making a reservation. Ensure it has the correct hotel ID included in the URL.
          5. Header Color(as shown in Image 2):
            • This option allows you to choose the color for the header of the booking engine page. Select a color that matches your brand identity.
          6. Main Body Color(as shown in Image 2):
            • Sets the main background color for the body section of the booking engine page. Pick a color that complements the header and maintains readability.
          7. Room Type and Summary Cart Color(as shown in Image 2):
            • Controls the color for the sections displaying room types and the booking summary cart. This can help highlight these areas for better user navigation.
          8. Lowest Price Color(as shown in Image 2):
            • Sets the color for the lowest price displayed on the booking engine, making it more prominent to attract attention to special rates or discounts.
          9. Font Color(as shown in Image 2):
            • Specifies the text color used across the booking engine page. Ensure this color contrasts well with the background for readability.
          10. Phone Number(as shown in Image 2):
            • Enter the contact number that guests can use for inquiries. This should be a direct line to the hotel’s reservations or customer support team.
          11. Email(as shown in Image 3):
            • The email address provided here will be visible to guests, offering an alternative contact method for support or booking assistance.
          12. Add Your Website Link to Booking Engine Logo(as shown in Image 3):
            • Toggle this option to add a clickable link to your website on the booking engine’s logo, providing guests a way to navigate back to your main site from the booking engine.
          13. Run Booking Engine in Stayflexi’s Unique 3-Slot Mode(as shown in Image 3):
            • Stayflexi’s 3-slot mode organizes booking times into distinct slots (e.g., morning, afternoon, evening). Toggle this feature based on your property’s needs.
          14. Rate Check Widget(as shown in Image 3):
            • Enables or disables the rate check widget, a tool that helps guests quickly view rates and availability across dates.
          15. Can Users Make Booking Without Addons?(as shown in Image 3):
            • This option allows users to book a room without adding optional services or amenities (add-ons). If set to “No,” guests must select at least one add-on.
          16. Do You Want to Allow Partial Payment?(as shown in Image 3):
            • Enables guests to make a partial payment at the time of booking instead of paying in full. The percentage slider lets you set the minimum partial payment amount.
          17. Manually Approve Bookings for a Given Time Before Check-In?(as shown in Image 3):
            • This setting allows you to require manual approval for bookings made within a specific time frame before check-in. The hours field specifies how close to check-in this applies (set to 0 hrs here, meaning no time restriction).
          18. Allow Booking Engine Widget to Add Rooms by Default?(as shown in Image 3):
            • When enabled, the booking engine widget automatically adds a default room for guests, simplifying the booking process for users.
          19. Save Button(as shown in Image 3):
            • Click “Save” after configuring the settings to apply the changes to your booking engine.

          These are the settings for the Booking engine.

          Stayflexi Booking Engine configurations which you should know.

          Image 1:

          Image 2:

          Image 3:

          1. Logging into Your Stayflexi Dashboard:
            • Enter your username and password to log in.
          2. Go to Property Configuration:
            • Once logged in, click on the More Apps icon (represented by four blocks) in the top right corner.
            • From the dropdown menu, select Property Configuration(as shown in Image 1).
          3. Got to Booking engine:
            • You’ll see various options on the left side of the Property Configuration page.
            • Click on the Booking engine option (as shown in Image 2).
            • This will navigate you to the booking engine settings or configuration page.
          4. Booking Engine URL(as shown in Image 2):
            • This field holds the URL of the booking engine page that guests will be directed to when making a reservation. Ensure it has the correct hotel ID included in the URL.
          5. Header Color(as shown in Image 2):
            • This option allows you to choose the color for the header of the booking engine page. Select a color that matches your brand identity.
          6. Main Body Color(as shown in Image 2):
            • Sets the main background color for the body section of the booking engine page. Pick a color that complements the header and maintains readability.
          7. Room Type and Summary Cart Color(as shown in Image 2):
            • Controls the color for the sections displaying room types and the booking summary cart. This can help highlight these areas for better user navigation.
          8. Lowest Price Color(as shown in Image 2):
            • Sets the color for the lowest price displayed on the booking engine, making it more prominent to attract attention to special rates or discounts.
          9. Font Color(as shown in Image 2):
            • Specifies the text color used across the booking engine page. Ensure this color contrasts well with the background for readability.
          10. Phone Number(as shown in Image 2):
            • Enter the contact number that guests can use for inquiries. This should be a direct line to the hotel’s reservations or customer support team.
          11. Email(as shown in Image 3):
            • The email address provided here will be visible to guests, offering an alternative contact method for support or booking assistance.
          12. Add Your Website Link to Booking Engine Logo(as shown in Image 3):
            • Toggle this option to add a clickable link to your website on the booking engine’s logo, providing guests a way to navigate back to your main site from the booking engine.
          13. Run Booking Engine in Stayflexi’s Unique 3-Slot Mode(as shown in Image 3):
            • Stayflexi’s 3-slot mode organizes booking times into distinct slots (e.g., morning, afternoon, evening). Toggle this feature based on your property’s needs.
          14. Rate Check Widget(as shown in Image 3):
            • Enables or disables the rate check widget, a tool that helps guests quickly view rates and availability across dates.
          15. Can Users Make Booking Without Addons?(as shown in Image 3):
            • This option allows users to book a room without adding optional services or amenities (add-ons). If set to “No,” guests must select at least one add-on.
          16. Do You Want to Allow Partial Payment?(as shown in Image 3):
            • Enables guests to make a partial payment at the time of booking instead of paying in full. The percentage slider lets you set the minimum partial payment amount.
          17. Manually Approve Bookings for a Given Time Before Check-In?(as shown in Image 3):
            • This setting allows you to require manual approval for bookings made within a specific time frame before check-in. The hours field specifies how close to check-in this applies (set to 0 hrs here, meaning no time restriction).
          18. Allow Booking Engine Widget to Add Rooms by Default?(as shown in Image 3):
            • When enabled, the booking engine widget automatically adds a default room for guests, simplifying the booking process for users.
          19. Save Button(as shown in Image 3):
            • Click “Save” after configuring the settings to apply the changes to your booking engine.

          These are the settings for the Booking engine.

          Stayflexi Booking Engine - How to Sell specific Rooms with Rate Plans on Booking Engine

          To sell specific rooms with Rate Plans on the Booking Engine, you need to configure the rate plan in the PMS.

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          Below is the step-by-step guide to configure or create a Rate Plan in Stayflexi’s Revenue Management:

          1. Log in to Your Stayflexi Dashboard:
            • Use your username and password to log in.
          2. Go to Revenue Management:
            • After logging in, click the four boxes icon (more apps) in the top right corner(as shown in Image 1).
            • A dropdown menu will appear.
            • Select “Revenue Management” from the list (as shown in Image 1).
          3. Create a Rate plan(as shown in Image 2):
            • Go to the “Rate plans” section on the left menu.
            • Click “Add new rate plan” to open the rate plan creation form.
          4. Filling in Rate Plan Details(as shown in Image 2):
            • What’s the name of your rate category?
              • This is where you enter the name of your rate plan.
              • This name will be used internally to identify the rate plan.
            • What’s the plan Display Name of your rate category?
              • This is the name that will be displayed to customers.
              • Make sure the name is clear and descriptive for customers.
          5. Set your rates(as shown in Image 2):
            • Select Rate: Choose an existing base rate plan from the dropdown (e.g., “Standard Plan”).
            • Percentage or Amount Adjustment: Select whether the adjustment to the base rate should be in % (percentage) or $ (fixed amount).
              • Value: Enter the adjustment amount (e.g., “20” if you’re offering a 20% discount).
            • Dependency: Choose if this rate plan is dependent on another rate plan.
              • Hard Dependency Toggle: Set this to “Yes” if this rate plan should only be available when its base rate plan is available.
              • Dependency Dropdown: Select “YES” if you want this rate plan to be strictly tied to the base rate.
          6. Selecting Additional Policies and Settings(as shown in Image 2):
            • Select a Policy: Choose a cancellation policy or other policy that applies to this rate plan (e.g., “Cancellation Policy”).
              • This ensures the selected policy rules apply to reservations made under this rate plan.
          7. Configuring Visibility and Payment Options(as shown in Image 2):
            • Show this rate plan on front desk kiosk?
              • No/Yes Toggle: Choose whether this rate plan should appear on the front desk kiosk.
                • No: The rate plan will not be visible on the kiosk, meaning staff won’t see it for walk-in or front desk bookings.
                • Yes: The rate plan will be visible at the kiosk, allowing it to be used for on-the-spot bookings.
            • Allow pay at property?
              • No/Yes Toggle: Decide if customers are allowed to pay directly at the property or if only online payments are accepted.
                • No: Only online payments will be allowed; customers must pay in advance.
                • Yes: Guests can choose to pay when they arrive at the property.
            • Hide this rate plan on the booking engine?
              • No/Yes Toggle: Determine if this rate plan should be hidden from the online booking engine.
                • No: The rate plan will be shown and available on the booking engine.
                • Yes: The rate plan will be hidden, meaning it won’t appear to guests booking online.
            • Is this rate plan for OTA mapping only?
              • No/Yes Toggle: Specify if this rate plan is exclusively for OTA (Online Travel Agency) mapping and should not be visible elsewhere.
                • No: The rate plan will be available across different channels, including the booking engine and front desk kiosk.
                • Yes: The rate plan will only be used for OTA mapping. It won’t show up on the Stayflexi booking engine or for front desk reservations.
          8. Assigning Room Types and Adding Description(as shown in Image 2):
            • Which room types?
              • Select the specific room types to which this rate plan applies. Only the selected rooms will offer this rate to guests.
            • Describe the rate category in a few words?
              • Enter a brief description of the rate plan to help staff and customers understand what this rate plan includes or why it might be beneficial (e.g., “20% discount for stays of 3 nights or more”).
          9. Saving the Rate Plan(as shown in Image 2):
            • Once all details and settings have been configured, click “Save” at the bottom of the form to create the rate plan.

          According to the above configuration, the Rate plan will either be visible on the Booking engine or will be hidden at the time of booking creation for the guests.

          Below is the step-by-step guide on how to sell specific rooms with rate plans in the Stayflexi Booking Engine :

          Image 1:

          1. Access the Booking Engine(as shown in Image 1):
            • Go to the Stayflexi booking engine for the hotel or property you’re interested in.
            • You may find this link on the hotel’s website or by searching directly for the property on Stayflexi.
          2. Select Dates and Room Preferences(as shown in Image 1):
            • Choose your Check-In and Check-Out dates.
            • Specify the number of rooms, adults, and children to filter the available rooms accordingly.
          3. Browse Available Room Types(as shown in Image 1):
            • Scroll to the “Choose your room(s)” section. Each room type, such as “Suite” or “Deluxe Room,” is listed here.
            • Click on a room type to view additional details like maximum occupancy, bed configuration, and amenities (e.g., soundproofing, hardwood floors, private bathrooms).
          4. Select a Rate Plan(as shown in Image 1):
            • Each room type has multiple rate plans, such as Standard Plan, AP (American Plan), MAP (Modified American Plan), and CP (Continental Plan).
            • Review the rate plan options and prices. Each rate plan may come with specific inclusions, like meals or cancellation policies.
          5. Choose Quantity(as shown in Image 1):
            • Use the quantity selector next to the desired rate plan (the +/- buttons) to choose the number of rooms you want to book under that plan.
            • Click Add to confirm your selection. The selected room and rate plan will appear in your booking summary on the right.
          6. Review Your Booking Summary(as shown in Image 1):
            • On the right side of the screen, you’ll see a summary of your booking. This includes:
              • Room type and rate plan (e.g., Suite – Standard Plan).
              • The number of adults and children.
              • Room price and any applicable taxes.
          7. Proceed to Book(as shown in Image 1):
            • Once you’re satisfied with your selections, click on Continue to Book.
            • This will take you to the next steps, where you’ll enter guest information and payment details.
          8. Complete the Payment(as shown in Image 1):
            • Enter your details and follow the prompts to complete the payment.
            • After payment, you’ll receive a booking confirmation with all the details of your reservation.

          Coupon code option on stayflexi Booking Engine and how it is useful

          The “Coupon code” option on the Stayflexi booking engine allows users to apply discount codes or promotional offers to reduce the booking cost. This option is useful for guests who have received a coupon from the hotel or as part of a promotional campaign. By entering the code and clicking “Apply,” guests can see the updated price with the discount reflected in the total.

          • Creating a Coupon Code in Stayflexi PMS
            • Before guests can use a coupon code on the booking engine, you must set it up in the Stayflexi Dashboard.

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          Image 4:

          1. Log in to Your Stayflexi Dashboard:
            • Use your username and password to log in.
          2. Go to Revenue Management:
            • After logging in, click the four boxes icon (more apps) in the top right corner(as shown in Image 1).
            • A dropdown menu will appear.
            • Select “Revenue Management” from the list (as shown in Image 1).
          3. Go to Coupon/Offers:
            • On the left sidebar, click on “Coupon Code / Offers” (the 5th option) to view the Coupon Code/ Offers page. (as shown in Image 2).
          4. Add a Coupon/Offers:
            • Click the “Add Coupon Code / Offers” button to start creating a new Coupon Code / Offers (as shown in Image 2).
          5. Enter Coupon Code / Offer Name:
            • Provide a descriptive name for your coupon code/offer to help identify it easily (as shown in Image 3).
          6. Describe Coupon Code / Offer:
            • Provide a brief description of your coupon code/ offer for better understanding (as shown in Image 3).
          7. Choose the type (as shown in Image 3):
            • From the dropdown in the “Choose type of your coupon code/offer” section, either of the following types:
              • OFFER
              • COUPON CODE
          8. Set Room Booking Criteria (as shown in Image 3):
            • In the section “How many rooms do guests need to book to get this coupon code or offer?”, input:
              • Minimum number of rooms guests need to book.
              • Maximum number of rooms guests can book.
          9. Set Stay Duration Criteria (as shown in Image 3):
            • In the section “How long do guests need to stay to get this coupon code or offer?”, enter the following:
              • Minimum number of nights required for guests to stay to qualify for the coupon code/ offer.
              • Maximum number of nights guests can stay to qualify.
          10. Set the Discount (as shown in Image 4):
            • In the section “How much of a discount do you want to give?”, enter the desired discount and select the type of discount (Percentage or Flat ) from the dropdown.
          11. Set the Date Range for Discounted Stays (as shown in Image 4):
            • In the “When can guests check in using the discounted rate?” section, specify the date range for when guests can use the Coupon code/offer.
          12. Select Days of the Week for Discount Availability:
            • Choose the days of the week that the discounted rate will be available. You can select all days or specific days as needed (as shown in Image 4).
          13. Valid Booking Period:
            • In the section “When can bookings be shown?”, select the date range during which the coupon code/offer is valid for bookings (as shown in Image 4).
          14. Coupon Code/Offer Usage Limit:
            • In the section “How many times can the coupon code/offer be used? (leave blank for no limit)”:
              • The coupon code or offer can be used as many times as you want unless a limit is set (as shown in Image 4).
          15. Save the Coupon code/ offer:
            • Once you have entered all the details, review them carefully.
            • Click the “Save” button to finalize and activate your Coupon code/ offer (as shown in Image 4).
          • Using the Coupon Code on the Stayflexi Booking Engine
            • Now that the coupon code is set up, guests can apply it during the booking process.

          Image 1:

          Image 2:

          1. Select Room and Start Booking
            • On the Stayflexi booking engine, guests should select a room and click Continue to Book.
          2. Locate the Coupon Code Field
            • In the booking details section, they’ll see a field labeled Coupon Code with an Apply button.
          3. Enter and Apply the Coupon Code
            • Guests can enter their coupon code carefully (avoiding extra spaces).
            • They then click Apply to activate the discount.
          4. View the Discounted Total
            • If the coupon code is valid, the total booking amount will update to reflect the discount.
          5. Complete the Booking
            • After reviewing the discounted price, guests can fill in their booking details, and click Pay Now to complete the reservation at the discounted rate.
          6. Enjoy the Savings!
            • Guests save on their booking, enjoying a more affordable stay thanks to the coupon code.

          Following these steps, you can efficiently set up and manage Coupon codes/offers, enhancing guest experience and boosting bookings.

          Rate Shopper

          Stay ahead of the competition with Stayflexi’s Rate Shopper feature. Effortlessly track and compare competitor pricing across multiple channels and OTAs in real-time. Gain valuable insights into market trends, demand shifts, and competitor strategies to help you make informed pricing decisions. With Stayflexi’s Rate Shopper, you can automatically adjust your rates to remain competitive, optimize your pricing strategy, and maximize revenue. Stay flexible, stay competitive, and ensure your property’s pricing is always aligned with the market.

          How do I add competitor properties in Rate Shopper?

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          Below is the step-by-step guide to add competitor properties in Rate Shopper:

          1. Log in to Your Stayflexi Dashboard:
            • Use your username and password to log in.
          2. Go to Revenue Management:
            • After logging in, click the icon with four boxes (more apps) in the top right corner(as shown in Image 1).
            • A dropdown menu will appear.
            • Select “Revenue Management” from the list (as shown in Image 1).
          3. Go to Rate Shopper:
            • Click the “Rate Shopper” dropdown [6th option on the left sidebar] (as shown in Image 2).
          4. Got to Configuration:
            • In the dropdown, there are two options:
              • Report
              • Configuration
            • Click on the Configuration option to configure or add the competitors (as shown in Image 2).
          5. Add Competitors:
            • Click on the Configure Competitors button on the right side of the page(as shown in Image 2).
            • This will navigate to the competitor configuration page with a list of competitors where you can add the competitors(as shown in Image 3).
            • If you want to configure your competitors who are not on the list, do the following:
              • Click on the Custom Add option on the right side of the page(as shown in Image 3).
              • A field to add the competitor property URL will be displayed(as shown in Image 4).
              • Paste the URL of the property into the field displayed.
              • There are steps below the URL field on how to add the URL into the field, you can follow those steps(as shown in Image 4).
              • After pasting the property URL, click the Add button next to the URL field.
              • The competitor property is added successfully.
              • You can either add or remove the properties by clicking on the Add or Remove button visible on the configured Properties(as shown in Image 5).
              • Click on the cross button on the left side of the page to navigate back to the configuration page(as shown in Image 5).
              • Now you can view, compare, and map rates of all the properties you have configured(as shown in Image 6).

          By following these steps you can add competitor properties in Rate Shopper.

          How do I map my room categories with competitor room categories to get accurate price comparisons?

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          Below is the step-by-step guide to map your property room categories with the room categories of the competitor to get accurate price comparisons:

          1. Log in to Your Stayflexi Dashboard:
            • Use your username and password to log in.
          2. Go to Revenue Management:
            • After logging in, click the icon with four boxes (more apps) in the top right corner(as shown in Image 1).
            • A dropdown menu will appear.
            • Select “Revenue Management” from the list (as shown in Image 1).
          3. Go to Rate Shopper:
            • Click the “Rate Shopper” dropdown [6th option on the left sidebar] (as shown in Image 2).
          4. Got to Configuration:
            • In the dropdown, there are two options:
              • Report
              • Configuration
            • Click on the Configuration option (as shown in Image 2).
          5. Map the room categories(as shown in Image 2):
            • On the Configuration page, you can see the room category of your competitor’s property on the left and the room category dropdown of your property on the right.
            • From the dropdown, you can map or unmap whichever room category you want to map of your property with the room category of your competitor’s property.
            • Click on the Save button on the left side of the page to successfully map the room categories.
            • You can also clear all the mapped room categories by clicking on the Clear all option on the left side of the page above the room category field.

          By following these steps you can map your room categories with the competitor’s room category to get an accurate price comparison.

          Where can I view the rates of my competitor properties?

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          Image 2:

          Below is the step-by-step guide to viewing the rates of your property’s competitor properties:

          1. Log in to Your Stayflexi Dashboard:
            • Use your username and password to log in.
          2. Go to Revenue Management:
            • After logging in, click the icon with four boxes (more apps) in the top right corner(as shown in Image 1).
            • A dropdown menu will appear.
            • Select “Revenue Management” from the list (as shown in Image 1).
          3. Go to Rate Shopper:
            • Click the “Rate Shopper” dropdown [6th option on the left sidebar] (as shown in Image 2).
          4. Got to Report:
            • In the dropdown, there are two options:
              • Report
              • Configuration
            • Click on the Report option (as shown in Image 2).
            • This will show the rate comparison table for competitor properties.
          5. Filter by Channel and Competitors:
            • In the Rate Shopper report section, you can use the dropdown filters to select specific channels (e.g., Booking.com) or competitor properties from the dropdown filters(as shown in Image 2).
            • If you want to view all competitors across all channels, leave the filters to “All.”
          6. View Competitor Prices:
            • The table lists competitors along with their room rates for specific dates (e.g., Oct 23rd, Oct 24th, and 25th 2024).
            • For example, Red Carpet Inn and Suites Monmouth Junction have a rate of $ 103 on Oct 23rd.
          7. Check Key Metrics:
            • Below the rate table, important statistics are shown, such as:
              • Average competitor set price: The average rate of competitor properties.
              • Lowest competitor set price: The lowest rate among competitors.
              • Your BAR price: Your best available rate (BAR) on the same days.
              • Deviation from Average and Deviation from Lowest: These show how your rates compare with competitor averages and the lowest competitor price in percentage terms.
          8. Download the Report (Optional):
            • If you need a detailed offline report, click the Export CSV button in the top-right corner to download the rate comparison data as a CSV file.

          By following these steps, you can effectively track and compare your property’s pricing strategy with competitor properties in real time.

          Reservation Calendar

          Everything about the reservation calendar.

          Articles

          Understanding Stayflexi reservation calendar layout

          The Stayflexi Reservation Calendar is designed for ease of use, with all key features conveniently located in one place.

          At the top, you’ll find the Date Range Selector. By clicking on the calendar icon, you can quickly view past, present, and future booking data, making it simple to navigate through different periods and manage your reservations efficiently.

          On the right, there’s a View Mode option, allowing you to switch between day, week, or month views for your convenience. By default, the calendar is set to the weekly view for optimal visibility of upcoming reservations.

          On the left, there’s Room Listings where you’ll see a list of all your rooms, whether you have 5 or 50. Everything is displayed in one place for easy management.

          At the top of your room list, you’ll find a toggle. Enabling it will show the Room Type next to each room number.

          If a room is marked with a red dot in the room number column, it indicates that the room is dirty.

          On the left side of the page, you’ll find the Filter option, which gives you multiple choices. For example, if you want to see available rooms under the Deluxe Room Category, you can easily filter and get the desired information with a just a few clicks.

          Create Button [Right side of the page]:

          1. On the right-hand of the calendar, you will find a create button. Clicking on it provides four options:
            • Walk-in: For creating immediate bookings.
            • Enquiry: For creating guest inquiries that have not yet been confirmed.
            • Block Room: For blocking rooms due to maintenance or other needs.
            • Group Booking: For handling multiple room reservations under a single booking id or group.

          Reservation Blocks:

          1. Each reservation is represented as a block [or grid] within the calendar.
          2. The blocks are color-coded based on the status of the reservation, providing a quick visual reference:
            • Light Yellow: Indicates a Confirmed Reservation.
            • Green: Represents a reservation that has been Checked In.
            • Purple: Indicates a Checked-out reservation.
            • Grey: Represents an Enquiry, signifying that the reservation is not yet confirmed.

          If you click on any reservation, a pop-up will appear on the right side of the screen displaying the booking and customer information.

          Below that, you will see multiple actions depending on the reservation you selected, offering quick access to options like View Folio, Settle Dues, Hold booking, Modify, Check-in/out, and more.

          Understanding the filters in reservation calendar

          The Stayflexi reservation calendar offers filtering options to help users quickly access the specific room and booking information they need.

          Imagine your front desk team receives a call from a guest interested in booking a superior king room for the upcoming weekend. To quickly check the availability of this specific room type [OR] Let’s say it’s a busy day at your property, and the housekeeping team needs to clean rooms that have just been vacated. You want to quickly find which rooms are Dirty and need attention. Don’t worry, Stayflexi is going to make your job much easier with this filter option. Enjoy each step mentioned below!

          Below are the step-by-step guidelines for using the filter options:

          1. Login to Stayflexi: Start by logging into your Stayflexi dashboard using your credentials.
          2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar.
          3. Locate the Filter Option: On the top-left corner [as shown in the image], click the Filter dropdown to reveal a list of available filters.
          4. Available Filters: The following options can be selected from the filter dropdown menu.
            • Available Rooms: Displays all rooms that are vacant and ready for booking.
            • Blocked Rooms: Shows the rooms that are temporarily blocked.
            • Dirty Rooms: Displays rooms that are marked for cleaning.
            • Clean Rooms: Rooms that are cleaned and ready for new guests.
            • Occupied Rooms: Shows all rooms currently occupied by guests.
            • Room Types: You can filter rooms based on their room type such as: Superior King, Super Deluxe, standard etc.
            • All: Shows all rooms regardless of status or type.
            • Unselect: Clears all active filters to display all rooms again.

          How to view reservations by room type?

          1. Login to Stayflexi: Log into your Stayflexi dashboard with your credentials.
          2. Go to the Reservation Calendar: From the main dashboard, click on Reservation Calendar. Here you can see available rooms and dates.
          3. Locate the Filter Dropdown: At the top-left corner of the calendar, you will see a Filter dropdown. Click on this to open the filter options.
          4. Select a Room Type: From the list of filter options, scroll down to find room types like Superior King, Superior Twin, or any specific room categories that your property has. Click on the room type you wish to filter by.
          5. View Filtered Results: The reservation calendar will automatically refresh to display only the reservations for the selected room type. You will now be able to see all reservations for the chosen room type.

          How to create a walk-in reservation?

          Stayflexi provides two convenient ways to create Walk-in Reservation:

          1. Drag-and-Drop [super friendly]
          2. Walk-in Reservation

          Below is the Drag-and-Drop method for checking in a reservation.

          1. Login to your Stayflexi dashboard.
          2. On the left panel, click on the Reservation Calendar [the second icon] to view all your reservations.
          3. Select the desired date from the calendar.
            • Drag the booking from the Check-in date to the desired check-out date.
          4. A pop-up window will appear covering the entire screen, where you can complete the guest’s details.

          Guest Information Section:

          1. Enter the guest’s Name, Email, and Phone Number.
          2. You can also add any special requests from the guest.
          3. ID Proof: Upload the guest’s ID Proof with Front and Back photos options
          4. Address details: Enter the guest’s address, and select the number of adults and children for the reservation.

          Price and Room Details:

          1. On the right side, the system will automatically update the Room Prices, including Taxes, once the room type is selected.
          2. After reviewing all the details, click the Create Reservation button at the bottom right of the window.
          3. Your Walk-in reservation is now confirmed, and you’ll receive a confirmation message on the screen.

          In addition to the drag-and-drop method, Stayflexi also offers the option to create Walk-in reservations for guests who book a room on the spot. Follow the steps below:

          Method: 2 – To Create Walk-in Reservation:

          1. Login to your Stayflexi dashboard.
          2. On the left panel, click on the Reservation Calendar [the second icon] to view all your reservations.
          3. On the top-right corner of the calendar, you will see a Create button. Click on it, and a list of 4 options will appear.
          4. From the list, Select Walk-in.
          5. A pop-up window will appear, covering the entire screen. Here, you’ll be prompted to enter all the necessary guest details.

          Guest Information Section [Same as Drag and Drop Method]:

          1. Enter the guest’s Name, Email, and Phone Number.
          2. You can also add any special requests from the guest.
          3. ID Proof: Upload the guest’s ID P roof with Front and Back photos options
          4. Address details: Enter the guest’s address, and select the number of adults and children for the reservation.

          Price and Room Details:

          The system will automatically update room prices, including taxes, based on the selected room type.

          1. After entering all the details, click on Create Reservation at the bottom of the window.
          2. A confirmation message will appear, indicating that your Walk-in reservation has been completed.

          How to create a group reservation?

          Follow these steps to create a group reservation in Stayflexi:

          1. Login to your Stayflexi dashboard.
          2. On the left panel, click on the Reservation Calendar [the second icon] to view all your reservations.
          3. On the top-right corner, click on the Create button. A list of 4 options will appear. Select Group Booking.

          4. A pop-up window will appear. In this window:

          • Select the Check-in and Check-out dates and times for the group booking.
          • Specify the number of rooms needed and the occupancy details [number of adults and children for each room].

          5. Once the room and occupancy details are filled, click the Add [+] button located at the bottom-right of the page.

          • After clicking the Add button, the Next button at the top of the window will be enabled. Click on it to proceed.

          6. Another pop-up will appear for entering guest details, room-wise. The system will automatically pre-fill the check-in, check-out, occupancy, and price summary.

          7. Scroll down to find the section for Accompanying Guest Details:

          • You can either fill in the guest information for each room or select the option to copy the details from the Group Owner. This will auto-fill the respective columns with the same information.

          8. There is also an Additional Details section where you can add any special requests from the guest, and confirmation will go to the guest via email.

          • Example: The guest has requested to decorate the room for a birthday celebration or other special requirements.

          9. At the bottom of the page, you will find a section for applying Coupon Codes, Offers, and Discounts. Apply or remove them as needed.

          10. Once all details are reviewed and completed, click the Create Reservation button at the top-right corner.

          11. You will receive a confirmation message indicating that the group booking has been successfully created.

          Note: Once a group booking is created, you can easily identify it on the reservation calendar by the presence of three icons next to the guest’s name.

          How to block or unblock rooms from reservation calendar?

          Below are the step-by-step guidelines to block a room from the reservation calendar:

          1. Login to Stayflexi: Start by logging into your Stayflexi dashboard using your credentials.
          2. Navigate to the Reservation Calendar Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to view all your reservations.
          3. Click the Create Column: On the top right corner of the calendar, you will see the Create button. Click on it to view a dropdown menu.
          4. Select “Block Room”: In the dropdown, you will see four options: Walk-in, Enquiry, Block Room, and Group Booking. Click on Block Room.
          5. Fill in the Blocking Details: A pop-up window will appear on the right side of the screen. Enter the required details such as Room type, Room ID, and Date Range. There is also an optional field to provide the Reason for Blocking the room.
          6. Confirm Blocking: After entering the details, click the Block Room button at the bottom of the pop-up.
          7. Confirmation Message: You will see a confirmation message indicating that the room has been successfully blocked. To view the block reason, click on the blocked room, and it will display the reason you entered at the time of blocking the room.

          Below are the step-by-step guidelines to Unblock a room from the reservation calendar:

          1. Locate the Blocked Room: In the reservation calendar, the blocked room will be displayed in grey.
          2. Click on the Blocked Rooms: Select the blocked room from the calendar. A pop-up window will appear on the right side of the screen.
          3. Select the Date Range: In the pop-up window, you can adjust the Date Range for the room block if needed.
          4. Unblock the Room: You will see an option to Unblock the room. Click on the Unblock button.
          5. Confirmation Message: After unblocking, you will receive a confirmation message that the room has been successfully unblocked.

          How to Modify Check in and Check date of a reservations ?

          Below is the step-by-step explanation of the modification of check in and check out date for a reservation in Stayflexi:

          1. Login to Stayflexi: Start by logging into your Stayflexi dashboard using your credentials.
          2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to view all your reservations.
          3. Select the Desired Reservation: Click on the desired reservation, that you wish to modify.
          4. Reservation Information Pop-up: A pop-up will appear on the right side of the screen, providing the key details about the selected reservation. Below the information, you’ll see several actionable options.
          5. Modification Option: You will see options to modify the check-in and check-out dates, allowing you to adjust the reservation as per your needs.

          What are unassigned reservations? how to assign room?

          Unassigned reservations are bookings that haven’t been allocated to a specific room yet. They appear in the Unassigned Reservations column in the Stayflexi reservation calendar, waiting to be assigned to a room. They could be from guest enquiries, online bookings, or other sources that need manual room assignments.

          Follow the steps mentioned below to assign unassigned reservations from the Stayflexi reservation calendar:

          1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
          2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
          3. Find the Unassigned Tab: In the top middle of the calendar, next to the Date Range Selector, you’ll see the Unassigned tab. This tab automatically displays all reservations that have not been assigned to rooms.
          4. Click to View Details: When you click on the Unassigned tab, a pop-up will appear on the right side of the screen.
          5. The Pop-up is divided into three sections:
            • Unassigned Reservations: Shows reservations waiting to be assigned.
            • On Hold Bookings: Displays reservations that are temporarily on hold. These are not confirmed bookings system will not hold inventory.
            • Enquiries: Lists enquiries made by guests that need further action before becoming confirmed reservations.
          6. Select a Reason: Click on any reservation under these categories to view details.
          7. View Guest Information: Detailed information about the guest will be displayed after selecting a reservation.
          8. Click the Assign Button: You’ll see an Assign button next to the guest details. Click the Assign button to allocate the reservation to a suitable room.
          9. Confirmation Message: Once the reservation is assigned, a confirmation message will appear, confirming that the booking has been successfully assigned a room.

          Can I create a booking enquiry with an automatic expiration if payment is not received, and auto-confirm it upon payment?

          Yes, In Stayflexi, you can create a booking enquiry that is based on minutes, hours, or days, and it will automatically expire if the guest doesn’t make the payment within the specified time. Here’s how it works in more detail:

          1. Create Time-Sensitive Booking enquiries:
            • When you create a booking enquiry, you have the flexibility to set an expiration window that fits your needs. This could be in minutes [for short-term bookings like hourly stays], hours, or even days [for longer enquiries].
            • The booking enquiry will hold the room or service for the guest during that period. However, it will not be confirmed until payment is received.
            • The system automatically tracks the time and, if the payment is not made within the set period, the inquiry will expire and the room will be released back into availability. This prevents rooms from being blocked indefinitely without any payment.
          2. Automatic Expiry Without Payment:
            • If the guest does not complete the payment within the specified time, the enquiry expires automatically, and the booking request is canceled.
            • This ensures that rooms don’t remain held for too long, improving your occupancy management. You no longer need to manually track unpaid inquiries or release rooms, as the system handles this automatically.
          3. Automatic Confirmation With Payment:
            • If the guest completes the payment within the expiration window, the system will automatically confirm the booking.
            • This means there’s no need for manual confirmation or additional follow-up. The enquiry is seamlessly converted into a confirmed reservation, streamlining your operations and saving time for both property staff and guests.

          Can I capture and upload a guest’s photo directly from the device camera in the Stayflexi PMS?

          YES, Stayflexi allows you to capture and upload a guest’s photo directly from your device’s camera through the software. This feature is especially useful during check-in or when updating guest profiles.

          • How It Works:
            • When check-in a guest, you can use the device’s camera [such as a tablet or computer with a webcam] to take their photo instantly.
            • The photo is then uploaded directly into the guest’s profile or booking record, eliminating the need for manual uploads or external devices.
          • Benefits:
            • seamless Process: No need to upload images from external devices, making the process faster and more efficient.
            • Better Guest Identification: Storing the guest’s photo ensures accurate identification, helping to avoid any mix-ups.
            • Improved Security: It adds an extra layer of security to your operations by visually verifying the guest’s identity during check-in.
            • Enhanced Record-Keeping: Photos are stored within the system along with the guest’s information, making them easily accessible for future reference or for the record purpose.

          What is the difference between "Move" and "Swap" rooms in the reservation calendar?

          In Stayflexi’s reservation calendar, both move and swap room actions allow flexibility in managing guest reservations, but they serve different purposes and operate in distinct ways. Below is the detailed breakdown:

          • MOVE ROOM:
            • What It Means: Moving a room involves relocating a reservation from one room to another. This action is typically done when a guest needs to be reassigned to a different room and involves only one reservation at a time.
            • When to Use It:
              • When there’s a maintenance issue in the current room, the guest must be placed in a different room.
              • When a guest requests an upgrade or downgrade to another room.
              • When you want to free up a particular room for operational reasons [e.g., preparing for a VIP guest or a specific room type request]
            • How It Works:
              • The reservation’s details stay the same [like the dates and guest information], but the room assignment changes.
              • The original room becomes available for new bookings or other uses.
            • Example:
              • A guest is booked in Room 105, but due to an upgrade request, you move the reservation to Room 201. The booking is now linked to Room 201, and Room 105 becomes available for another guest.
            • Benefits:
              • Efficient Room Management.
              • Quick Problem-Solving.
              • No need to Recreate Bookings.
          • SWAP ROOM:
            • What It Means: Swapping rooms refers to exchanging room assignments between two different reservations. Instead of just moving one reservation, this involves two reservations that trade places in terms of room assignment.
            • When to Use It:
              • When two guests need to exchange rooms for reasons such as preference for specific room types or locations.
              • To balance room allocations [e.g., if a guest booked a more expensive room but the current room is not available, and another guest’s room can be swapped].
            • How It Works:
              • In the reservation calendar, you select the two reservations you want to swap.
              • Both reservations retain all other details [like guest information, check-in and check-out dates], but their room assignments switch.
            • Example: Guest A is staying in room 202, and guest B is staying in Room 203. If you swap the rooms, Guest A will now stay in Room 203, and Guest B will move to Room 202.
            • Benefits:
              • Efficient Room Adjustments.
              • Guest Satisfaction.
              • Save Time and Effort.

          Key Differences:

          1. Move Room: Only affects one reservation and relocates it to a new room. It’s a one-way shift.
          2. Swap Rooms: Affects two reservations and switches their room assignments, essentially making a direct trade between two rooms.

          How to upgrade or downgrade a reservation?

          Upgrade a Reservation in Stayflexi:

          If a guest wants to upgrade their room, they are moving from their current room to a better one, which typically includes more amenities and a higher price.

          • Example: Upon arrival, a guest originally booked a standard room but decides they want more luxury and requests to move to a deluxe suite with a better view and added amenities. The hotel can easily process this request in Stayflexi by upgrading the reservation and adjusting the rate accordingly.

          Downgrade a Reservation in Stayflexi:

          If a guest wants to downgrade their room, they wish to move from their current room to one of a lower category, usually at a lower price.

          • Example: A guest initially booked a deluxe room but decides that the standard room will suffice for their stay, perhaps due to a change in budget or preference. The hotel can easily accommodate this request by downgrading the reservation, and Stayflexi will adjust the room rate to reflect the new booking.

          How to Upgrade or Downgrade Reservation in Stayflexi:

          1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
          2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
          3. Select the Reservation that you want to Upgrade or Downgrade.
          4. A pop-up window will appear on the right side of the screen showing the Booking and Customer Information.
          5. Scroll down to see multiple actions you can perform, and find the Move Room option. Click on it.
          6. Another pop-up will appear, displaying the room details:
            • On the left side, you will see the existing room type, room ID, and current price.
            • On the right side, you will find the new room options for Upgrading or Downgrading.
          7. If you select opt for higher room category [Upgrade], the price will automatically adjust, and the system will show the price difference with a” + ” sign, indicating the additional amount the guest will need to pay.
          8. If the guest opts for a lower room category [Downgrade], the system will show the price difference with a ” – ” sign, indicating the refund or reduced cost.
          9. Once you fill in the required details according to the guest’s preference, click on the Move Reservation button located at the bottom-right corner of the screen.
          10. You have successfully Upgraded or Downgraded the reservation, you will now receive a confirmation message.

          When upgrading a reservation from a lower room category to a higher one, should I input the entire charge or only the additional amount?

          When upgrading a reservation in Stayflexi, the system is designed to make the process easy and accurate. Once you select a new room type for an upgrade, the system automatically calculates the difference in price between the original room and the upgraded room.

          Here’s how it works:

          1. Original Booking: The guest has already booked a room at a specific rate, for example, a Standard Room at $100 per night for 3 nights, totaling $300.
          2. Selecting the Upgrade: When you choose a new room type, such as upgrading to a Deluxe Room at $150 per night, you don’t need to manually calculate the additional cost.
          3. Automatic Price Update: The system instantly calculates the difference between the original rate and the new rate. In this case, it will calculate the $50 difference per night ($150 – $100). For a 3-night stay, the system will automatically add $150 (3 nights x $50) to the original total, generating a new total of $450.
          4. Final Charge: The system updates the reservation total, ensuring that the guest is charged only the additional amount for the upgraded room. This process avoids manual errors and makes sure the correct price is applied.

          This automated feature ensures that the property can quickly and accurately process upgrades, while the guest is charged with the correct amount for their stay based on the new room selection.

          How can I upload guest ID proof in the PMS while creating or editing a reservation?

          Below are the guidelines on how to upload guest ID proof in the PMS while creating or editing a reservation.

          1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
          2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
          3. Select and click on the Reservation that you want to upload guest ID proof in the PMS.
          4. A pop-up window will appear on the right side of the screen showing the Booking and Customer Information.
          5. Move to Customer Information: This is the page where you can see the guest information, where their details will be displayed.
          6. Upload Image Section: At the bottom of the customer information screen, you’ll find an option labeled Upload Image.
          7. Select Camera or Device Upload: Click on this option, and you’ll see two choices- Camera Upload or Device Upload.
            • Camera Upload lets you capture an image directly from your camera.
            • Device Upload allows you to upload images from your device.
          8. Select Device Upload: Choose Device Upload if you have the images saved on your computer or device.
          9. ID Image Upload: You will see two fields: ID Front and ID Back.
            • Upload the front side of the guest’s ID in the ID front section.
            • Upload the back side of the ID in the ID Back section.
            • Use the file selection options to choose images from your device’s gallery or desktop.
          10. Save the Customer Information: After uploading both images, click the Save Customer button to complete the process. This will store the images and update the customer’s information in Stayflexi.

          Can I import booking data from another PMS, and what steps are required for that?

          YES, you can import booking data from another PMS into Stayflexi. Here’s how you can do it:

          To import booking data from another PMS to Stayflexi, follow the below-mentioned guidelines:

          1. Login to Stayflexi: Start by logging into your Stayflexi dashboard using your credentials.
          2. Access More Apps: From the dashboard, click on the 4-dots square icon labeled More Apps, located on the right side of the screen.
          3. Open Property Configuration: Locate and click on Property Configuration from the list of available apps.
          4. Navigate to Booking Import: A new page will open. On the left side, a list of options will appear, locate and click on Booking Import.
          5. Understand Bulk Upload: A new page will appear titled Bulk Upload Bookings from Other PMS with a description of how to use the feature.
            • Read through the description carefully.
          6. Download the Template: Click on Download Template File to get the format required for bulk uploads.
          7. Import Bookings: After filling out the template, click on Bulk Import Bookings to migrate your bookings from another PMS.

          NOTE: Uploading the same booking data twice will mark the bookings a Unassigned, which may cause confusion or issues. Be cautious to avoid duplicate uploads.

          How can I edit guest details in the Stayflexi?

          To edit the guest details in the system, follow the below-explained steps:

          1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
          2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
          3. Select the Reservation: Find and click on the reservation for which you want to edit the details.
          4. View the Reservation Details: A pop-up window displaying the booking and customer information will appear on the right side of the screen.
          5. Click on the Customer Information tab to view the editable columns.
          6. Modify the information that is already stored as needed.
          7. Click the Save Customer button below to complete the action.

          How to move a reservation from one room to another?

          Follow the steps mentioned below to Move a reservation from one room to another in Stayflexi:

          1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
          2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
          3. Select the Reservation: Find and click on the reservation you wish to move by clicking on it.
          4. View the Reservation Details: A pop-up window will appear on the right side of the screen, displaying the guest’s booking information.
          5. Access Action Options: Under the booking information, you will find multiple options for managing the reservation. Locate and click on Move Room.
          6. Fill in the New Room Details: A new page will appear showing two sections:
            • Previous Room ID [pre-filled with the current room]
            • Current Room ID [you need to fill this with the new room information].
            • Below this, you will need to fill in the Room Type, Price, and Tax details.

              Note: Based on the room type you select, the system will automatically calculate the difference in amount. For example, if the guest is upgrading from a lower room category to a higher one, the system will prompt you to collect the additional amount.
          7. Add Remarks: There is a column provided for adding remarks about the room change. This is optional but can be useful to understand why move room was done for a given reservation.
          8. Move Reservation: Once all details are entered, click on Move Reservation at the bottom of the page.
          9. Confirmation: A confirmation message will appear, notifying you that the reservation has been successfully moved to the new room.

          How do I create a reservation for past dates?

          To Create a reservation for past dates, follow the below-mentioned methods:

          • Navigate to Previous Weeks:
            • In the reservation Calendar, locate the arrow pointing left in the top-left corner.
            • Click on it to view the calendar for the previous week. This is useful when you want quick access to earlier dates within a week.
          • Select Specific Dates:
            • Alternatively, you can click on the calendar icon located in the middle at the top of the reservation calendar page.
            • From here, you can select any date across any month to easily make a booking for that specific date.

          Follow the below mentioned steps to create a booking for past dates.

          1. Navigate to the Desired Date:
            • Use the left arrow to access previous weeks or click on the calendar icon to select any specific date across different months.
          2. Drag and Drop a Reservation:
            • Once on the desired date, click and drag on an available room slot.
            • A booking window will appear where you can enter guest details, room type, rate, and other relevant information.
          3. Save the Reservation:
            • After filling in the necessary details, click Save to finalize the booking.

          How can I send an email confirmation to a guest if they have selected certain services and are requesting confirmation from the property?

          To add special requests and send a confirmation to a guest in Stayflexi, follow these steps below:

          1. Login to your Stayflexi dashboard.
          2. On the left panel, click on the Reservation Calendar [the second icon] to view all your reservations.
          3. Select the desired date from the calendar.
            • Drag the booking from the Check-in date to the desired check-out date.
          4. A pop-up window will appear covering the entire screen, where you can complete the guest’s details.
          5. Enter the guest’s Name, Email, and Phone Number.
          6. Enter any special requests made by the guest, [such as birthday cake, flowers, anniversary surprises].
          7. ID Proof: Upload the guest’s ID Proof with Front and Back photos options.
          8. Address details: Enter the guest’s address, and select the number of adults and children for the reservation.
          9. Once all details are entered, confirm the reservation by clicking on the “Create reservation” button at the bottom of the page.
          10. After confirming the Reservation, Stayflexi will automatically trigger an email confirmation to the guest.
            • Email sent to guest will include their selected services and any special requests made.
          11. Verify Email Notifications: Check that the guest’s email address is correctly listed in the reservation details to ensure they receive the confirmation.
          12. A confirmation message will appear, indicating that your Walk-in reservation has been completed.

          The picture below is a reference for you to understand how the sent email would look with the special request included.

          How do I cancel a reservation in the system?

          To cancel a reservation in Stayflexi, follow the below-mentioned guidelines:

          1. Login to Stayflexi: Start by logging into your Stayflexi dashboard using your credentials.
          2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to view all your reservations.
          3. Select the Desired Reservation: Click on the desired reservation, that you want to cancel.
          4. Booking Information Page: A page will appear on the right side of the screen displaying the booking and customer information.
          5. Locate Cancel Booking Option: Below the customer details, a list of actions will be displayed. Find and click on Cancel Booking.
          6. Choose Cancellation Policy:
            • A new page will open on the right side.
            • In the Please Select column, click on the tiny arrow to open the dropdown menu.
            • Select the applicable Cancellation Policy based on your property’s rules.
          7. Complete the Cancellation: After selecting the policy, click the Yes, Cancel Booking button at the bottom to finalize the action.

          Can I mark a same-day booking as checked-in while creating the reservation?

          YES, in Stayflexi, you can mark a same-day booking as checked-in while creating the reservation. When you create the booking, there will be an option to directly check in the guest during the reservation process. This allows you to streamline the process for walk-ins or last-minute bookings, ensuring that the reservation is both created and checked in at the same time.

          To mark a same-day booking as checked-in while creating the reservation, follow the below-explained step guidelines:

          1. Login to your Stayflexi dashboard.
          2. On the left panel, click on the Reservation Calendar [the second icon] to view all your reservations.
          3. Select the today’s date from the calendar.
            • Drag the booking from the Check-in date to the desired check-out date.
          4. A pop-up window will appear covering the entire screen, where you can complete the guest’s details.
          5. Enter the guest’s Name, Email, and Phone Number.
          6. You can also add any special requests from the guest.
          7. ID Proof: Upload the guest’s ID Proof with Front and Back photos options
          8. Address details: Enter the guest’s address, and select the number of adults and children for the reservation.
          9. Review Guest Details: After reviewing all the guest details, you will find the Create Reservation button. To the right of this button, there is a Check-in button, which allows you to check in the guest during the reservation process.
          10. Select the Check-in Option: click on the tiny square checkbox next to the Check-in option. By selecting this, the guest will be automatically checked in once the reservation is created.
          11. Click the Create Reservation button at the bottom right of the window.
          12. Your reservation and check-in are completed and you’ll receive a confirmation message on the screen.

          I have different rate plans with varying room prices. How do I select a specific rate plan while creating a booking?

          To select a specific rate plan while creating a booking, follow the below-mentioned guidelines:

          1. Start the Drag–and-Drop Booking:
            • In the Reservation Calendar, click and drag on the room and date you want to book.
            • A new booking page will appear on the screen.
          2. Enter Guest and Price Details:
            • On the left side, fill in the guest details.
            • On the right side, you’ll be prompted to set the prices.
          3. Select a Rate Plan:
            • At the top of the right side, you’ll see the Rate Plan option.
            • Click on the small arrow to open the dropdown menu.
            • All rate plans offered by your property will be listed.
            • Select the rate plan preferred by your guest.
          4. Auto-fill Pricing:
            • Once a rate plan is selected, the prices for that specific plan will automatically populate the amount columns.
          5. Complete the Booking:
            • After filling out all the necessary details, click the Create Reservation button at the bottom to finalize the booking.

          How to check-in a reservation?

          Follow these steps to check-in a confirmed reservation:

          1. Login to your Stayflexi dashboard.
          2. On the left panel, click on the Reservation Calendar [the second icon] to view all your reservations.

          Identifying Confirmed Reservations: All confirmed reservations are marked in light orange. These are confirmed reservations and on arrival dates you can mark check-in.

          1. Click on the specific booking you wish to check-in. A pop-up window will appear on the right side of the screen, displaying booking and customer information.
          2. Below the booking details, you will see multiple action options as mentioned in the screenshot. Locate the check-in option and click on it.
          3. Another pop-up window will appear to confirm the check-in. Ensure you are checking in the correct guest by verifying the booking ID.
          4. Once verified, click on Check-in to confirm.
          5. You will receive a confirmation message, and the reservation status will change.
            • The Reservation that was previously colored in light orange will now turn green, indicating the guest has successfully checked in.

          How to print registration card?

          Below is the Step to Step guide for printing a registration card in Stayflexi:

          1. Log into Stayflexi: Start by logging into your Stayflexi dashboard using your credentials.
          2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to view all your reservations.
          3. Select the Desired Reservation: Click on the specific reservation for the guest whose registration card you want to print.
          4. Open Guest Details: When you click on the desired reservation, a pop-up will appear on the right side of the screen. This pop-up displays the selected booking information along with multiple options for further actions.
          5. Locate the Print Registration Card: Among the multiple options provided, one of them is a Print Registration Card, accompanied by a print icon.
          6. Click the Print Registration Card: Click on this button to initiate the printing process. This action will open a new popup displaying the registration card.
          7. Review the Registration Card: Ensure all the guest details are accurate, including name, date, and any special requests.
          8. Choose your Print Option: From the preview screen, you can choose to print directly by clicking on the print button.

          How do I navigate the reservation calendar to view bookings for specific dates?

          Follow these steps to navigate through the reservation calendar in Stayflexi:

          1. Login to your Stayflexi dashboard with your credentials.
          2. Click on the Reservation Calendar icon [the second icon on the left panel] to access the calendar, where you will see all your reservations.
          3. In the middle of the page, you will find the Date Range Selector, which allows you to view reservations within a specific time.
            • Right next to the date range selector, there is a small calendar icon.
          4. By clicking on the calendar icon, a pop-up calendar will appear. You can then select any dates according to your requirements.
            • You can easily navigate between Past, Present, and Future dates to access the desired reservation details.

          Understanding booking info and customer info sections

          To understand the Booking Information and Customer Information sections in Stayflexi, follow the below mentioned steps:

          1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
          2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
          3. Select the Reservation: Click on the reservation you wish to see the booking and customer information.
          4. View the Reservation Details: A pop-up window will appear on the right side of the screen, displaying the guest’s booking and customer information.
          5. Click on the Reservation: Find and click on the reservation for which you want to view booking or customer information.
          6. View Booking and Customer Information: A pop-up will appear on the right-hand side displaying both the booking and customer information.
          7. Booking Information: This section contains details such as:
            • Booking ID
            • Source of the booking
            • Guest name
            • Room type
            • Rate plan
            • Final amount
            • Payment made
          8. Customer Information: This section includes the guest’s personal details such as:
            • Name
            • Phone number
            • Email address
            • Date of Birth [optional]
            • ID upload [optional]
          9. Save Customer Details: If you make any changes to the customer information, click on “Save Customer” to save the updated details.

          This helps in efficiently managing both the reservation and guest-related information.

          How to add booking and customer notes?

          1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
          2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
          3. Select a Reservation: Click on the Reservation where you want to add Booking or Customer Notes.
          4. View the Reservation Details: A pop-up window will appear on the right side of the screen, displaying three categories:
            • Booking Information
            • Customer Information
            • Notes
          5. Access the Notes Section: Click on the Notes section to view Booking Notes and Customer Notes.
            • Choose the one you want to add or edit based on your needs.
          6. Add a Note: Below the notes section, You’ll see a plus [+] symbol. Click on it to add a new note.
          7. Type your Note: A pop-up window will appear in the middle of the screen, allowing you to type the note.
          8. Save the Note: Once you’ve typed the note, click on Save at the bottom of the window.
          9. Confirmation: Your note will be added and saved. You can easily identify that the reservation has a note by the Message Icon appearing next to the reservation in the calendar.

          What is city demand trends in Stayflexi?

          Stayflexi offers a unique feature called City Demand Trends, which provides valuable insights into booking activity across different cities. These trends help property managers understand their local market demand, allowing them to adjust room pricing and availability accordingly.

          We have categorized the trends into Daily Demand Trends and Monthly Demand Trends for easier analysis and understanding.

          The Daily Demand Trends feature in Stayflexi provides an overview of how room demand fluctuates daily. By selecting a desired date, you can view a graph that shows trends for the entire week, making it easy to identify peak and low-demand days.

          Additionally, you can compare your property’s pricing with nearby hotels, seeing at what price they are selling their rooms. This allows you to make data-driven adjustments to your pricing strategy for better competitiveness.

          The Monthly Demand Trends feature provides a broader understanding of room demand over a month. You can see which months attract more visitors and which have less traffic. Additionally, it shows weather conditions for each month and indicates price ranges such as whether rates are moderate, least expensive, or expensive.

          This feature acts as a predictive tool, enabling you to stay proactive about your property’s performance throughout the year.

          Example: As you can see in the above picture, it shows the Bengaluru Monthly Demand Trends.

          For October, it’s a busy month with some rainy days, and hotel prices are in the moderate range. Since demand is high, you can increase prices slightly or offer packages to attract more guests.

          For December, it’s mostly sunny and still busy, but prices drop to the least expensive range. Offering discounts or special holiday deals can help you attract more guests despite the lower pricing trends.

          By analyzing these trends, you can adjust your pricing strategy accordingly, ensuring you’re making the most out of busy months while staying competitive. This allows you to maximize both occupancy and revenue effectively.

          Rates and Inventory

          Unlock the full potential of your hotel’s revenue with Stayflexi’s Rates & Inventory management! In this video, we dive into the powerful features of our platform that allow you to seamlessly manage room rates and inventory across multiple channels. Learn how to set dynamic pricing, track inventory in real-time, and avoid overbooking with our intuitive tools. Stayflexi’s Rates & Inventory module is designed to maximize your profitability while minimizing manual tasks. Join us and discover how to take control of your hotel’s pricing strategy and streamline your operations. Remember to like, subscribe, and hit the notification bell for more insights into hospitality management!

          Articles

          Where can I view close rate plan restrictions applied to specific OTAs?

          To view Closed Rate Plan Restrictions for Specific OTAs in Stayflexi, follow the below-mentioned steps:

          1. Log in to the Stayflexi Dashboard with your credentials.
          2. Click on the ” Rates & Inventory ” icon at the dashboard’s top [third icon from the left].
          3. Enable Restrictions View:
            • On the opened page, locate the column options on the left side.
            • Tick the Restrictions box under Sort and View Rates, Inventory, and Restrictions.
            • This will display all the restrictions applied across OTAs, including Stayflexi.
          4. Filter by Source:
            • Next to the Date Range Selector, click on the Source column. To know on which source or channel restriction is applied you need to select a specific source.
            • Use the filter to select the specific OTA or source you wish to view.
          5. Review Restrictions:
            • From the displayed data, check if any Close Rate Plan Restrictions are applied for the selected source.

          This allows you to easily identify close rate plan restrictions for individual OTAs or sources.

          Can OTA bookings be canceled directly from Stayflexi?

          OTA bookings CANNOT be cancelled directly from Stayflexi.

          • To cancel an OTA booking, you need to complete the process through the respective OTA’s extranet (like Booking.com, Expedia, or Airbnb), as direct cancellations from Stayflexi are not supported.
          • This ensures the cancellation is officially processed within the OTA system, maintaining accurate records and communication with the guest. Start by identifying the booking details in Stayflexi, then log in to the OTA extranet, locate the reservation, and cancel it there.
          • The cancellation status will then sync back to Stayflexi, keeping your records consistent and up-to-date across all platforms.

          How can I change rates for a specific day?

          To change rates for a specific day in Stayflexi, follow these steps:

          1. Log into the Stayflexi Dashboard.
          2. Click on the third icon from the top, which is Rates and Inventory.
          3. Locate the green “Bulk Update” on the right side of the screen and click on it.
          4. Locate and click on Set Pricing from the listed options.
          5. On the opened page, look to the right-hand side and find the Date Range column.
          6. A calendar will open; select the specific date you need.
          7. Apply the selected date.
          8. Set the desired price for that date.
          9. Finally, click on Set Pricing to complete the action.
          10. This process will update the pricing for the selected date across your connected channels.

          Can OTA bookings be canceled directly from Stayflexi?

          OTA bookings CANNOT be cancelled directly from Stayflexi.

          • To cancel an OTA booking, you need to complete the process through the respective OTA’s extranet (like Booking.com, Expedia, or Airbnb), as direct cancellations from Stayflexi are not supported.
          • This ensures the cancellation is officially processed within the OTA system, maintaining accurate records and communication with the guest.
          • Start by identifying the booking details in Stayflexi, then log in to the OTA extranet, locate the reservation, and cancel it there.
          • The cancellation status will then sync back to Stayflexi, keeping your records consistent and up-to-date across all platforms.

          Is it possible to manually sync rates and inventory from Stayflexi?

          YES, you can manually sync rates and inventory from Stayflexi. The platform provides an option to manually update or sync this information with connected OTAs [Online Travel Agencies].

          To sync rates and inventory from Stayflexi, follow the below mentioned steps:

          1. Log in to the Stayflexi Dashboard with your credentials.
          2. Click on the ” Rates & Inventory ” icon at the dashboard’s top [third icon from the left].
          3. On the right side of the screen, click on the three dots to open more options.
          4. Select “Bulk Sync.”
          5. In the Bulk Sync window, you will see the following fields:
            • Room Type
            • Rate Plan
            • Channels/ OTAs
            • Date Range
          6. To proceed with syncing, click on Sync Type and select either Rate Sync or Inventory Sync based on your needs. Once you’ve chosen, follow the remaining steps specific to the selected sync type.
          7. Fill in the required details for each field as per your needs.
          8. Once completed, click the “Save” button.
          9. A confirmation message will show that the rates have been successfully synced across all selected OTAs.

          Can I update rates and inventory on OTAs once the channel manager is connected?

          To update rates and inventory for connected OTAs in Stayflexi, follow the below-mentioned steps:

          1. Log in to the Stayflexi Dashboard with your credentials.
          2. Click on the ” Rates & Inventory ” icon at the dashboard’s top [third icon from the left].
          3. Click on the Rates/Inventory/Restrictions column on the left side of the screen (the first column).
          4. Select the Rates and Inventory checkboxes.
          5. A list of your connected OTAs will appear on the screen, reflecting current rates and inventory details.
          6. The data displayed is editable—simply update the prices or inventory levels as needed.
          7. Once updated, Stayflexi will automatically sync these changes with your connected OTAs, ensuring that your latest rates and inventory are reflected across all platforms.

          Understanding rates & inventory layout

          This image has an empty alt attribute; its file name is WhatsApp-Image-2024-10-14-at-17.49.03_bb46862b-1024x382.jpg
          1. Log in to Stayflexi Dashboard: Use you credentials to log into the Stayflexi dashboard.
          2. Access Rates and Inventory: Click on the third icon, which represents “Rates and Inventory”.
          3. Top Columns Overview: At the top, you’ll see a column labeled “Rates/Inventory/Restrictions”.
            • Click on this column to reveal the listed options.
          4. Select view: Choose “Rates”, “Inventory”, or “Restrictions” depending on what you want to display.
            • You can set the page to view only rates, only inventories, only restrictions, or display all at once.

          This flexible layout allows you to tailor the view to match your needs, making it easier to manage rates, inventory, and restrictions efficiently.

          Next to the Rates/Inventory/Restrictions column, you will find the Date Range Selector.

          1. Click on the Date Range Selector: This will open a calendar view.
          2. Set the Date Range: Select the start and end dates according to your requirements to display the rates and inventory for the chosen period.

          This feature allows you to customize the view based on the specific dates you want to manage or review.

          Next to the Date Range selector, You’ll see the Source column.

          1. Click on the Source Column: This will display a list of booking sources [Such as OTAs or direct bookings].
          2. Select a Source: Click on any specific source to view the rates and inventory data associated with that particular booking source.

          This helps you manage and analyze data for bookings from various sources effectively.

          Next to the Source Column, you’ll find the Days Column.

          1. Click on the Days Column: This allows you to set the view for the specified number of days.
          2. Select the Desired Duration: Choose whether you want to display data for 8 days or 15 days in the displayed screen.

          This feature enables you to customize the timeframe for which you want to review rates and inventory.

          Next to the Days column, You’ll find the Room Categories column.

          1. Click on the Room Categories Column: This allows you to filter the displayed data by room category.
          2. Select the Room Categories: You can choose a specific room category or select all categories to view the data for multiple or all room types.

          This feature helps you to focus on specific room categories or view the entire property’s room data at once.

          Next to the Room Categories column, you’ll see the Rate Plan column.

          1. Click on the Rate Plan Column: This will display a list of available rate plans for your property.
          2. Select Rate Plans: You can click on any specific rate plan or select all of them according to your requirements.

          This functionality allows you to filter and view data based on the selected rate plans, helping you manage pricing strategies effectively.

          Next to the Rate Plan column, you’ll find the Bulk Update feature, which is one the most dynamic and versatile tools in Stayflexi.

          1. Click on Bulk Update: This opens a menu with multiple action options, such as:
            • Set Pricing
            • Rate Multiplier
            • Inventory Capping
            • Block/Unblock Rooms
          2. Select a Feature: Choose any of these features to perform your required actions, whether it’s updating rates, managing inventory, or adjusting room availability.

          This feature offers comprehensive solution for bulk changes, making property management more efficient.

          Next to the Bulk Update column, you’ll see three dots (more Options).

          1. Click on Three Dots: This will display additional options like:
            • Bulk Sync: Sync the prices and inventory across all OTAs and Stayflexi to ensure consistency.
            • Logs: View the status of the rates and inventory updates. If the status shows “Success” the updates have been synced ;if not, further action is needed.

          These options help you manage your property’s rates and inventory efficiently and ensure they are in sync across all platforms.

          Next to Three Dots, you’ll find the Switch Calendar option.

          1. Click on the Switch Calendar: This will open a list of options, including:
            • Rates and Inventory: View and manage your property’s rates and inventory.
            • Base Price: Set and adjust the base price for your rooms.
            • OTA Price Compare: Compare your rates with those listed on OTAs.
            • Competitor Rates: Track and analyze the rates of your competitors.

          These options allow for easy navigation and management of your pricing strategy and market comparison from a single view.

          Below all the key options mentioned above, You’ll see a Dates Row.

          1. This Dates Row displays the selected date range, showing the specific days within your chosen timeframe.
          2. It provides a clear overview of how rates, inventory, and other settings apply to each day within the selected range, making it easy to monitor and adjust details for particular dates.

          This feature helps you ensure that all rate and inventory updates are aligned with your desired scheduling.

          Under the Dates Row, on the left side vertically, you’ll find key occupancy metrics:

          1. Occupancy in 1%: This shows the percentage of rooms occupied for each date in the selected range.
          2. Total Available: Displays the total number of rooms available for booking.
          3. Total Booked: Indicates the total number of rooms already booked.

          These metrics give you a quick overview of your property’s occupancy status, helping you manage availability and maximize occupancy efficiently.

          Under the Occupancy Metrics, you’ll find a list of Room Categories with their associated Rate Plans:

          1. Room Categories and Rate Plans: This section displays the various room types available at your property, along with the corresponding rate plans for each.
          2. Data for Respective Dates: Next to each room category and rate plan, you’ll see the specific rates, inventory levels, and other relevant data for the selected dates.

          This layout provides a clear and organised way to view and manage pricing, room availability, and rate plans across different dates.

          Is it possible to change the category of a specific room number or reassign it to a new room type?

          YES, you can change the category of a specific room number or reassign it to a new room type in Stayflexi: Here’s how to it:

          Below are the step-by-step guidelines for changing the category of a specific room number or reassign it to a new room type in Stayflexi:

          1. Log into the Stayflexi Dashboard.
          2. Click on the third icon from the top, which is Rates and Inventory.
          3. Locate the green “Bulk Update” on the right side of the screen and click on it.
          4. From the listed options, Locate and click on Reassign Room Type.
          5. A page will open on the right side of the screen. On this page, click on the Room Types column at the top to access a drop-down menu.
          6. In the drop-down menu, choose the room type that corresponds to the room ID you want to change.
          7. Choose the room number ID.
          8. Below the selected room number, click on New Room Types. A drop-down menu will appear where you can select the new room type.
          9. After selecting the room type and room number, click on the Reassign Rooms button at the bottom to complete the process.

          How do I restrict a specific rate plan on OTAs?

          To restrict a specific rate plan on OTAs, follow the below-mentioned steps:

          1. Log into the Stayflexi Dashboard.
          2. Click on the third icon from the top, which is Rates and Inventory.
          3. Navigate to Bulk Update: Click on the “Bulk Update” option in the dashboard.
          4. Select Close/Open Rate Plan:
            • From the list of actions, locate and click on Close/Open Rate Plan.
            • A new page will appear on the right side of the screen.
          5. Set the Restrictions:
            • Select the desired days and date range for the restriction.
            • Choose the Source [OTAs] where you want to apply the restriction.
            • Select the Direct Billing Accounts if applicable.
          6. Toggle Room Type and Rate Plan Selection:
            • You’ll see a toggle option:
              • Enable the toggle to apply the restriction to all room types and rate plans.
              • Disable the toggle if you want to select individual room types and rate plans.
          7. Select Room Type and Rate Plan:
            • Below the toggle, select the Room Type.
            • Once the room type is selected, the Rate Plan column will become editable.
            • Choose whether to Close or Open the rate plan for that room type.
            • Close [restricting the rate plan] or Open [making it available to all OTAs].
          8. Save the Changes:
            • After filling in all necessary details, click the Save button at the bottom to complete the action.

          How do I restrict a particular room category on OTAs?

          To restrict a particular room category on OTAs, follow the below-mentioned steps:

          1. Log into the Stayflexi Dashboard.
          2. Click on the third icon from the top, which is Rates and Inventory.
          3. Navigate to Bulk Update: Click on the “Bulk Update” option in the dashboard.
          4. Select Close/Open Rate Plan:
            • From the list of actions, locate and click on Close/Open Room Type.
            • A new page will appear on the right side of the screen.
          5. Set the Restrictions:
            • Select the desired days and date range for the restriction.
            • Choose the Source [OTAs] where you want to apply the restriction.
            • Select the Direct Billing Accounts if applicable.
          6. Toggle Room Type and Rate Plan Selection:
            • You’ll see a toggle option:
              • Enable the toggle to apply the restriction to all room types and rate plans.
              • Disable the toggle if you want to select individual room types and rate plans.
          7. Select Room Type and Rate Plan:
            • Below the toggle, select the Room Type.
            • Once the room type is selected, the Rate Plan column will become editable.
            • Choose whether to Close or Open the room type.
            • Close [restricting the room type] or Open [making it available to all OTAs].
          8. Save the Changes:
            • After filling in all necessary details, click the Save button at the bottom to complete the action.

          What is bulk update?

          Bulk Update in Stayflexi is a feature designed to simplify the management of multiple rooms, rates, and settings across all OTAs [Online Travel Agencies] and direct booking channels. Instead of manually adjusting rates, inventory, or room availability one by one, Bulk Update allows you to make these changes in a single action for multiple rooms or rate plans, ensuring consistency across all platforms.

          What Makes Bulk Update Unique in Stayflexi:

          1. All-in-one Management: Bulk Update covers a wide range of actions, such as setting rates, updating inventory, applying rate multipliers, etc, all from a single interface.
          2. Instant Synchronization: Any changes you make using Bulk Update are automatically synced across all your OTAs and direct booking channels, ensuring consistent pricing and availability without the need for manual entry on each platform.
          3. Easy to Use: Stayflexi’s Bulk Update lets users quickly perform complex actions with just a few clicks, simplifying the management process for even the largest properties with multiple room types and rate plans.
          4. Error Reduction: By allowing bulk actions, Stayflexi reduces the chance of inconsistencies or mistakes when managing inventory and rates, as everything is updated uniformly across channels.

          Here’s a simple and easy-to-understand example of using Bulk Update in Stayflexi:

          Scenario: Your hotel has 10 rooms under maintenance, and you want to block these rooms from being booked across all OTAs for the next two weeks.

          Without Bulk Update: You would need to go into each OTA or channel and manually block these rooms one by one for the specific dates, which could be time-consuming and prone to error.

          With Bulk Update: Using the Bulk Update feature, you can quickly select the room types that are under maintenance, choose the Block Rooms option, and set the dates for the next two weeks. With just a few clicks, these rooms will be blocked from being on all OTAs or channels.

          Similarly, Bulk Update allows you to perform various other actions easily, such as: Deleting rooms, Setting Inventory, setting rooms online or offline, etc.

          Below are the step-by-step guidelines on how to operate Bulk Update:

          1. Log into the Stayflexi Dashboard.
          2. Click on the third icon from the top, which is Rates and Inventory.
          3. Locate the green “Bulk Update” on the right side of the screen and click on it.
          4. A menu will appear with the following actions:
            • Set Pricing: Allows you to update the room rates across various OTAs or channels for a specific date range. You can adjust pricing for individual room types or rate plans.
            • Set Inventory: This lets you adjust the number of available room types over a defined date range. This ensures that the correct room availability is synced across all cahnnels.
            • Rate Multiplier: This feature allows you to apply a percentage increase or decrease to the existing rates for specific room types or rate plans. For example, you could increase the rate by 10% for a peak season.
            • Inventory Capping: This enables you to set limits on the number of rooms that can be sold through OTAs or specific channels, ensuring you retain control over the direct sales on your website.
            • Set Online/ Set Offline: This allows you to make certain room types or rate plans available [set online] or Unavailable [Set offline] for booking across your connected OTAs or channels.
            • Block Rooms/ Unblock Rooms: Provides the option to temporarily block rooms, making them unavailable for booking, or unblock previously blocked rooms, making them available again.
            • Delete Rooms/ Restore Deleted Rooms: This lets you permanently remove rooms from your inventory, or restore rooms that have been deleted, bringing them back into your active inventory.
            • Close/ Open Rate Plan and Room Type: This action allows you to close [make unavailable] or open [make available] specific rate plans or room types for booking on OTAs or direct channels.
            • Min/Max Length of Stay: Sets the minimum or maximum number of nights a guest must book for a particular room type or rate plan. For Instance: You might require a minimum stay of 2 nights during weekends.
            • Set Sold Out: Marks certain room types as fully booked [sold out] across your channels, even if there are still rooms available, to control availability manually.
            • Min/Max Advanced Booking Offset: Allows you to specify how far in advance or how close to check-in a guest can book. For example, you may require bookings to be made at least 2 days in advance or set a maximum window of 6 months.

          How to change prices or inventory for specific channel / OTA?

          To change prices for a specific channel/OTA in Stayflexi, follow the below steps:

          1. Log into the Stayflexi Dashboard.
          2. Click on the third icon from the top, which is Rates and Inventory.
          3. Locate the green “Bulk Update” on the right side of the screen and click on it.
          4. Set Pricing: Locate and click on the “Set Pricing” option.
            • A page will open on the RHS.
          5. Select the OTA/ Channel: To set the price for a specific channel, select the arrow at the top right corner of the page to choose the OTA or Channel.
            • You can select multiple channels or just one.
          6. Select Days: In the “Days” column, choose the specific days you want to apply the price changes.
          7. Set Date Range: Choose the date range for which you want the price changes to take effect.
          8. Select Room Types: Under “Room Types”, click on “Add Room Type” to select the rooms for which you want to update the pricing.
            • You can add multiple room types one by one.
          9. Click on Set Pricing: Once all the selections are made, click the green “Set Pricing” button at the bottom of the page.
          10. Review and Confirm: A confirmation page will appear where you can recheck the data you have updated.
            • If everything is correct, click “Confirm” to apply the changes.
          11. Receive Confirmation: You will get a confirmation message indicating that the pricing has been successfully updated.

          To change inventory for a specific channel/OTA in Stayflexi, follow the below steps:

          1. Log into the Stayflexi Dashboard.
          2. Click on the third icon from the top, which is Rates and Inventory.
          3. Locate the green “Bulk Update” on the right side of the screen and click on it.
          4. Locate Inventory Capping and click on it.
          5. Popup Window: A popup will appear on the right-hand side of the screen.
          6. Select Room Types: Choose the Room Types you want to apply the cap on.
          7. Specify days: select the days for which you want to apply the inventory cap.
          8. Set Date Range: Select the date range during which the cap will be in effect.
          9. Source of Booking: Select the source of Booking for which the inventory cap applies, and select the arrow at the top-right corner of the page to choose the OTA or channel.
          10. Select Cap Value: Enter the Cap Value you want to set.
          11. Choose Type: Specify whether the cap is in Count [number of rooms] or Percentage.
          12. Applying Capping: Click on the Apply Capping button to complete the process.
          13. Confirmation Message: A confirmation message will appear, indicating that the inventory capping has been successfully applied.

          How can I set a cut-off time for a specific OTA?

          Follow the below steps to set a cut-off time for a specific OTA:

          1. Log into the Stayflexi Dashboard.
          2. Click on the third icon from the top, which is Rates and Inventory.
          3. Locate the green “Bulk Update” on the right side of the screen and click on it.
          4. Locate Min/Max Advanced Booking Offset: From the listed options, find and click on Min/Max Advanced Booking Offset.
          5. A page will open on the right side of the screen.
          6. Select Days: Choose the days for which you want to apply the booking offset.
          7. Select Date Range: Specify the date range for the cut-off time.
          8. Select the OTA/Source: From the source list, select the specific OTA for which you want to set the restrictions.
          9. Enable/Disable Toggle: You’ll see a toggle option. If you enable it, the restrictions will apply to all room types and rate plans. If you disable it, you can set restrictions individually.
          10. Select Room Types: Choose the room types for which you want to set the cut-off time.
          11. Set Min/Max Hours: In the respective columns, input the minimum and maximum hours:
            • Min Hours: Set this when you want to prevent bookings within a certain number of hours before check-in.
            • Max Hours: Set this when you want to restrict bookings after a certain number of hours from the current time.

          How to sync rates across all OTAs or Channels?

          Below are the step-by-step guidelines on how to sync rates across all OTAs or Channels:

          1. Log in to the Stayflexi Dashboard with your credentials.
          2. Click on the ” Rates & Inventory ” icon at the dashboard’s top [third icon from the left].
          3. On the right side of the screen, click on the three dots to open more options.
          4. Select “Bulk Sync.”
          5. In the Bulk Sync window, you will see the following fields:
            • Room Type
            • Rate Plan
            • Channels/ OTAs
            • Date Range
          6. Fill in the required details for each field as per your needs.
          7. Once completed, click the “Save” button.
          8. A confirmation message will show that the rates have been successfully synced across all selected OTAs.

          Close / open room type and rate plan.

          In Stayflexi, Closing or Opening room types and rate plans refer to controlling the availability of specific rooms and pricing options for bookings.

          Close Room Type: When a room type is closed, it becomes unavailable for booking. Even if rooms of that type exist, they won’t appear as options for guests to book.

          Close Rate Plan: Closing a rate plan means that the pricing or promotional offer attached to that rate plan is no longer available for booking. Guests won’t see or be able to select that specific rate plan.

          Open Room Type: When a room type is opened, it becomes available again for bookings. Guests will see the room types as an option when making reservations.

          Open Rate Plan: means making a specific pricing structure or offer available for bookings again, allowing guests to see and book rooms at those rates.

          Below are the guidelines on how to use the feature Close/Open Room Type and Rate Plan:

          1. Log into the Stayflexi Dashboard.
          2. Click on the third icon from the top, which is Rates and Inventory.
          3. Locate the green “Bulk Update” on the right side of the screen and click on it.
          4. Locate Close/Open Room Type and Rate Plan in the bulk update settings.
          5. A popup window will open with various options.
          6. Select Days and Date Range: Choose the specific days and date range for which you want to apply the action [close/open room types or rate plans].
          7. Choose Booking Source: Select the source or channel of booking for which you want to apply the restriction [e.g., OTA, direct bookings].
          8. Select Direct Billing Accounts [if applicable]: You can apply the restrictions to specific direct billing accounts.
          9. Enable/Disable the Toggle: There will be a toggle option:
            • Enable it to apply the action to all room types and rate plans.
            • Disable it if you want to select individual room types or rate plans.
          10. Click Save: Once you’ve selected, click the Save button to complete the action.
          11. Confirmation Message: You will receive a confirmation message indicating that the action has been successfully applied.

          How to check OTA specific rates?

          Below are the step-by-step guidelines on how to check OTA specific rates:

          1. Log in to the Stayflexi Dashboard with your credentials.
          2. Click on the ” Rates & Inventory ” icon at the dashboard’s top [third icon from the left].
          3. In the middle of the screen, you will see the Source column, which displays all the sources of bookings [OTAs and direct channels].
          4. Click on any specific source [e.g., Booking.com, Expedia] to view the rates associated with that OTA or channel.

          How can I check if the rates updated in Stayflexi have synced with the OTAs?

          To check if the rates updated in Stayflexi have synced with the OTAs, follow these steps:

          1. Log in to the Stayflexi Dashboard with your credentials.
          2. Click on the ” Rates & Inventory ” icon at the dashboard’s top [third icon from the left].
          3. On the right side of the screen, click on the three dots to open more options.
          4. Select Logs: From the list of options, click on “Logs”.
          5. Check the Sync Status: On the opened page, review the status. If it shows “Success”, the updated rates have been successfully synced with the OTAs.
            • If it does not show “Success” the rates have not been synced, and further action may be needed.

          This process ensures that your rates are aligned across Stayflexi and the OTAs.

          How do I increase or decrease prices for a specific OTA?

          Below are the step by step guidelines on how to increase or decrease prices for a specific OTA in Stayflexi:

          1. Log into the Stayflexi Dashboard.
          2. Click on the third icon from the top, which is Rates and Inventory.
          3. Locate the green “Bulk Update” on the right side of the screen and click on it.
          4. Locate and click on “Set Pricing” from the listed options.
          5. On the next page, go to the right-hand-side and select the source to adjust the prices for the specific OTA.
          6. Choose the days and set the date range for which the price adjustments apply.
          7. Select the appropriate room types from the list.
          8. When you select a room type, the pricing details for each rate plan will appear. Adjust the prices per person as needed.
          9. If needed, click on “Add Room Type” to include additional room types for price setting.
          10. Click on “Set Pricing” at the bottom.
          11. Review and Confirm: A confirmation page will appear where you can recheck the data you have updated.
          12. Receive Confirmation: You will get a confirmation message indicating that the pricing has been successfully updated.

          How do I apply minimum and maximum length of stay restrictions?

          In Stayflexi, Minimum/Maximum Length of Stay refers to the restrictions you can set on a booking to control how long guests must or can stay at your property.
          For Example:

          1. If you set a 2-night minimum, guests cannot book for just 1 night.
          2. If you set a 7-night maximum, guests cannot book for more than 7 consecutive nights.

          Below are the step-by-step guidelines for Applying Minimum/Maximum Length of Stay Restrictions:

          1. Log in to the Stayflexi Dashboard with your credentials.
          2. Click on the ” Rates & Inventory ” icon at the dashboard’s top [third icon from the left].
          3. Access the Bulk Update: On the right-hand side of the screen, click the Bulk Update button.
          4. Select Min/Max Length of Stay: A list of bulk actions will appear. Select either Minimum Length of Stay or Maximum Length of Stay depending on your requirement.
          5. Configure the Restriction Details:
            • A popup will appear where you can configure the restriction
            • Select the specific days and date range for the restriction.
            • Choose the source [e.g., OTA channels or Direct Bookings].
          6. Apply to All Room Types and Rate Plans [Optional]: If you want to apply the restriction across all room types and rate plans, toggle the Apply for all room types and rate plans option.
          7. Select Specific Room Types: If you do not want to apply the restriction to all rooms, choose the specific room types that you want the restriction to apply to.
          8. Enter the Minimum or Maximum Length of Stay: Set the Minimum or Maximum length of stay you want to apply.
          9. Confirm the Action:
            • Click the Min/Max Length of Stay button at the bottom of the popup to apply the restriction.
            • A confirmation message will appear to confirm that the restrictions have been successfully applied.

          How to find rate parities reported by OTAs?

          Below are the step-by-step guidelines on how to find rate parities by OTAs in Stayflexi:

          1. Log into the Stayflexi Dashboard.
          2. Click on the third icon from the top, which is Rates and Inventory.
          3. On the right-hand side, locate the Switch Calendar option.
          4. Click on it to open more options.
          5. From the listed options, find and click on “OTA Price Compare”.
          6. You will now see the rate parities reported by different OTAs.

          Note: In some Scenarios, OTAs may show varying prices due to promotions or discounts. If the rates differ from Stayflexi, adjust them in the respective OTA extranet to ensure price parity across platforms.

          What is inventory capping, and how does it work ?

          Inventory Capping in Stayflexi refers to the practice of setting limits on the number of rooms available for booking within a specified timeframe. This feature allows property managers to control how many rooms can be sold at a given time on given source, helping them manage demand, optimize pricing, and avoid overbooking.

          Benefits:

          1. Avoid Overbooking: Reduces the risk of having guests show up with no available rooms.
          2. Manage Demand: Adjusts room availability based on expected occupancy.
          3. Maximize Revenue: Helps in strategic pricing and availability management.
          4. Flexibility: Easy to adjust limits in response to changes in demand or booking patterns.

          Example of Use:

          1. If a property wants to allocate a specific number of rooms to online channels, they can use inventory capping. For example, if a property has 20 rooms in a category and wants to make only 5 rooms available to online channels, they can set the cap value to 5, select the desired channels, and specify the date range.

          How to use the feature Inventory Capping in Stayflexi:

          1. Log into the Stayflexi Dashboard.
          2. Click on the third icon from the top, which is Rates and Inventory.
          3. Locate the green “Bulk Update” on the right side of the screen and click on it.
          4. Locate Inventory Capping and click on it.
          5. Popup Window: A popup will appear on the right-hand side of the screen.
          6. Select Room Types: Choose the Room Types you want to apply the cap on.
          7. Specify days: select the days for which you want to apply the inventory cap.
          8. Set Date Range: Select the date range during which the cap will be in effect.
          9. Source of Booking: Select the source of Booking for which the inventory cap applies.
          10. Select Cap Value: Enter the Cap Value you want to set.
          11. Choose Type: Specify whether the cap is in Count [number of rooms] or Percentage.
          12. Applying Capping: Click on the Apply Capping button to complete the process.
          13. Confirmation Message: A confirmation message will appear, indicating that the inventory capping has been successfully applied.

          How can I adjust the inventory for a specific day?

          Below are the step by step guidelines on how to adjust the inventory for a specific day:

          1. Log into the Stayflexi Dashboard.
          2. Click on the third icon from the top, which is Rates and Inventory.
          3. Locate the green “Bulk Update” on the right side of the screen and click on it.
          4. Locate and click on “Set Inventory” from the listed options.
          5. On the next page, go to the Days column and select the specific day for which you want adjust the inventory.
          6. Select the date range to apply the changes.
          7. Choose the appropriate room type from the list.
          8. Enter the desired room count for that day.
          9. If needed, click on the “Add Room Type” button to add inventory for additional room types.
          10. Finally, click on “Set Inventory” to complete the adjustment.

          How do I set rooms to offline status?

          The main purpose of setting rooms’ Offline Status in Stayflexi is to keep certain rooms unavailable for online bookings while still allowing them to be manually booked for offline purposes.

          Here’s a step-by-step guide on how to find the feature Setting a Room Offline:

          1. Log into the Stayflexi Dashboard.
          2. Click on the third icon from the top, which is Rates and Inventory.
          3. Locate the “Bulk Update” option on the top right side of the screen and click on it.
          4. Locate Set Offline: In the list of actions that appears, find and select set Offline option.
          5. Select Room Types: Choose the Room Types and then you can select room numbers you want to set offline from the options provided.
          6. Toggle Selection:
            • There is a toggle option available:
            • Enable the toggle to select all rooms at once and make it offline.
            • Disable it to set rooms offline on a room-by-room basis.
          7. Select the Date Range: Don’t forget to specify the “Date Range” during which the rooms will be offline.
          8. Set Offline: After making your selections, click on the Set Offline button located below.
          9. Confirmation Message: You will receive a confirmation message indicating that the selected rooms have been successfully Set Offline.

          Can I copy rates from one online channel and apply them to another channel or travel portal?

          To copy rates from one online channel and apply them to another channel or travel portal, follow the below-mentioned steps:

          1. Log into the Stayflexi Dashboard.
          2. Click on the third icon from the top, which is Rates and Inventory.
          3. Locate the green “Bulk Update” on the right side of the screen and click on it.
          4. From the listed options, Locate and click on “Update Rates from OTA”.
          5. A page will open on the RHS of the screen.
          6. In the respective column, select the Source [OTA] from which you want to update the rates.
          7. Select the specific days for which you want to update the rates from OTA.
          8. Choose the date range for which the rates should be updated.
          9. Depending upon your need, select either Previous Year or Next Year to apply the rates accordingly.
            • The previous year or next year options allow you to apply rate updates based on historical or future data. Here’s a brief overview:
              • Previous Year: This option lets you copy and apply rates from the same period in the previous year. It’s useful for maintaining consistency in pricing strategies based on past performance.
              • Next Year: This option allows you to set or adjust rates for the upcoming year. It’s beneficial for planning ahead and ensuring your rates are competitive and aligned with your revenue management strategy.
          10. Once all selections are made, proceed with updating the rates to complete the action.

          How to set sold out entire property ?

          Below are the step-by-step guidelines on how to Set Sold Out:

          1. Log in to the Stayflexi Dashboard with your credentials.
          2. Click on the ” Rates & Inventory ” icon at the dashboard’s top [third icon from the left].
          3. Click on the “Bulk Update” button located on the right side of the screen.
          4. From the list of actions, select “Set Sold Out.”
          5. A pop-up will appear on the right side of the screen. Select the Specific days you want to mark as sold out.
          6. Choose the date range during which you want to set rooms as sold out.
          7. Click the “Set Sold Out” button to complete the action.
          8. You will receive a Confirmation message and the entire property will be marked as sold out.

          How do I set rooms to online status?

          The main purpose of setting a room to Online Status in Stayflexi is to make it available for bookings across online channels, such as OTAs [Online Travel Agencies] and the property’s website.

          Here’s a step-by-step guide on how to find the feature Setting a Room Online status:

          1. Log into the Stayflexi Dashboard.
          2. Click on the third icon from the top, which is Rates and Inventory.
          3. Locate the “Bulk Update” option on the top right side of the screen and click on it.
          4. Locate Set Online: In the list of actions that appears, find and select set Online option.
          5. Select Room Types: Choose the Room Types and then you can select room numbers you want to set online from the options provided.
          6. Toggle Selection:
            • There is a toggle option available:
            • Enable the toggle to select all rooms at once and make it online.
            • Disable it to set rooms online on a room-by-room basis.
          7. Select the Date Range: Don’t forget to specify the “Date Range” during which the rooms will be online.
          8. Set Online: After making your selections, click on the Set Online button located below.
          9. Confirmation Message: You will receive a confirmation message indicating that the selected rooms have been successfully Set Online.

          Blocking and unblocking the rooms.

          In Stayflexi, managing room availability is quick and effortless with the Block/Unblock feature. Whether you need to temporarily remove rooms from inventory for maintenance, or permanently block them due to long unavailability, Stayflexi allows you to do so in just a few clicks.

          EXAMPLE: Consider a hotel undergoing renovations on one of its floors. The manager needs to keep the rooms on that floor unavailable for an extended period while the work is completed. Using Stayflexi’s block/unblock feature, the manager can permanently block those rooms, ensuring they don’t appear in the booking system.

          Once the renovations are done, the manager can simply unblock the rooms with a few clicks, instantly making them available for reservations. This streamlined process helps the hotel avoid any booking mishaps while keeping inventory up to date.

          Below are the step-by-step guidelines on blocking and unblocking the rooms:

          1. Log in to the Stayflexi Dashboard with your credentials.
          2. Click on the ” Rates & Inventory ” icon at the dashboard’s top [third icon from the left].
          3. On the opened page, click on Bulk Update. A popup will appear displaying multiple actions you can perform.
          4. Select Block/Unblock Rooms: From the list of actions, choose Block/Unblock Rooms based on your requirements.
          5. Choose Room Types: You will see a page displaying rooms on the right side. Under Room Types, select the rooms you wish to block or unblock.
          6. Select All or Individual Rooms: You will find a toggle below the room types
            • Enable the toggle to Select all rooms for the action.
            • Disable it to select rooms individually.
          7. Set Date Range: Below the room selection, choose the date range during which you want the rooms to be blocked or unblocked.
          8. Add a Reason [Optional]: There’s an optional field where you can type the reason for blocking the rooms, if necessary.
          9. Complete the Action: Click on Block/Unblock Rooms to execute the action.
          10. Confirmation: A confirmation message will appear, indicating the completed process.

            Note: Once rooms are blocked, they will also appear in the “Out of Order” reports under the Housekeeping tab, ensuring the housekeeping team is aware of the status.

          What happens when a room is set offline?

          When a room is set to Offline Status in Stayflexi, it becomes unavailable for booking online platforms like OTAs and the property’s official website. However, the room remains available for offline bookings, such as walk-ins or direct reservations made by phone or at the front desk. The inventory is not blocked on online channels like OTAs, but the property purposefully keeps it offline for various reasons, such as maintenance or keeping a few rooms aside for VIP guests.

          EXAMPLE: A property may set a room to offline status during a local festival. They anticipate that many guests will walk in without prior bookings, so they reserve some rooms exclusively for offline bookings, ensuring they can accommodate last-minute guests.

          What happens when a room is set online?

          When a room is Set Online in Stayflexi, it becomes available for booking across all connected channels, including the property’s own website and OTAs [Online Travel Agencies]. This is commonly done after the room has been offline due to maintenance, cleaning, or other operational reasons. The room’s availability is instantly updated across all platforms, making it open for new reservations.

          EXAMPLE: Let’s say Kevin, a property manager, had previously set Room 301 offline for a week due to to plumbing repairs. After the repairs are completed and the room is ready for guests, Kevin logs into Stayflexi and sets Room 301 back Online. Immediately, the room becomes available for booking across all connected OTAs like Booking.com and Airbnb.

          Later that day, a guest visiting the property’s official website sees Room 301 available for their desired dates and makes a booking. Since Stayflexi automatically syncs inventory across all platforms, the room is also available on all OTA platforms.

          By setting the room online, Kevin ensures that the guests have access to the most up-to-date availability, all while avoiding any manual work to update each booking channel individually.

          How can I update prices for all or multiple room categories at once for both offline and online travel portals using the software?

          Below are the step-by-step guidelines on how to set pricing in Stayflexi:

          1. Log into the Stayflexi Dashboard.
          2. Click on the third icon from the top, which is Rates and Inventory.
          3. Locate the green “Bulk Update” on the right side of the screen and click on it.
          4. From the list of actions, Locate and click on Set Pricing to adjust rates.
            • A pop-up will appear on the right-hand with options:
          5. Select the Source of booking e.g., OTA, Direct, etc.. for which you want to set the rates. You can choose one, multiple, or all sources at once.
          6. Choose the Days for which you want to adjust the rates, similar to the source selection.
          7. Select the Date Range during which the price changes will apply.
          8. Choose the Room Type and rate Plan you wish to adjust.
          9. Set the Price per Person under the room type and rate plan.
          10. Add the Child and Infant prices, if applicable.
          11. Click on ‘Add Room Type’ on the left side of the pop-up page and repeat the process for each new room type.
          12. After setting all prices, click on ‘Set Pricing’.
            • You will see a summary of the changes:
          13. Review the updated data and pricing details.
          14. Click on ‘Confirm’ to complete the action.

          A confirmation message will appear, indicating that the rates have been successfully updated.

          How can I check my competitor's property pricing for online channels?

          The Competitor Rates Tracking feature in Stayflexi provides property managers with a powerful tool to keep an eye on their Competition’s pricing. This feature allows properties to view and compare competitor rates daily, ensuring they remain competitive in the market.

          Below are the step-by-step guidelines for Tracking Competitor Rates:

          1. Log into the Stayflexi Dashboard.
          2. Click on the third icon from the top, which is Rates and Inventory.
          3. On the right-hand side, locate the Switch Calendar option.
          4. Click on it to open more options.
          5. Select Competitors’ Rates from the list.

          You will then see a date-wise comparison of your competitors’ rates against your property’s rates.

          What is the difference between setting room offline and blocking a room?

          Setting a Room Offline in Stayflexi: This action temporarily removes a room from online availability, making it unavailable for booking through any online channels. The room can only be booked for walk-in guests. The room will not be shown as available on the online booking platform, and no online reservations can be made for that room until inventory is set back online.

          Blocking a Room: Blocking a room in Stayflexi allows a property manager to block a particular room number for a specific guest. This action prevents the room from being booked by other guests during the specified period.

          Blocking a room can happen for property management needs also, If renovations, maintenance, or any other changes are needed, property managers can block the room to prevent bookings during that duration.

          When a room is blocked, it remains visible on the reservation calendar but is labeled as a blocked room in grey color. This visual indication helps front desk staff quickly identify which rooms are unavailable for new bookings.

          Here’s a step-by-step guide on how to find the feature Setting a Room Offline:

          1. Log into the Stayflexi Dashboard.
          2. Click on the third icon from the top, which is Rates and Inventory.
          3. Locate the “Bulk Update” option on the top right side of the screen and click on it.
          4. Locate Set Offline: In the list of actions that appears, find and select set Offline option.
          5. Select Room Types: Choose the Room Types and then you can select room numbers you want to set offline from the options provided.
          6. Toggle Selection:
            • There is a toggle option available:
            • Enable the toggle to select all rooms at once and make it offline.
            • Disable it to set rooms offline on a room-by-room basis.
          7. Select the Date Range: Don’t forget to specify the “Date Range” during which the rooms will be offline.
          8. Set Offline: After making your selections, click on the Set Offline button located below.
          9. Confirmation Message: You will receive a confirmation message indicating that the selected rooms have been successfully Set Offline.

          Here’s a step-by-step guide on how to find the feature Block Room:

          1. Log into the Stayflexi Dashboard.
          2. Click on the third icon from the top, which is Rates and Inventory.
          3. Locate the “Bulk Update” option on the top right side of the screen and click on it.
          4. Locate Block Room: In the list of actions, find and select Block Rooms.
          5. Popup Window: A popup will appear on the right-hand side of the screen.
          6. Select Room Types: Choose the Room Types you want to block.
          7. Select Room ID Grids: You can individually select the room ID grids for the rooms you wish to block.
          8. Toggle Selection:
            • Enable the toggle to block all rooms at once.
            • Disable the toggle to block rooms individually.
          9. Select Date Range: Don’t forget to specify the “Date Range” during which the rooms will be blocked.
          10. Provide a Reason: There is an optional Reason box where you can type the reason for blocking the room.
          11. Block Room: After making your selections, click on the Block Room button located below.
          12. Confirmation Message: A confirmation message will appear, indicating that the selected rooms have been successfully blocked.

          How can I change a room number or room ID within the software?

          Below are the step-by-step guidelines on how to change room numbers in Stayflexi:

          1. Log into the Stayflexi Dashboard.
          2. Click on the third icon from the top, which is Rates and Inventory.
          3. Locate the “Bulk Update” option on the right side of the screen and click on it.
          4. Locate Edit Room IDs: In the list of actions, find and select Edit Room IDs.
          5. Popup Window: A page will appear on the right-hand side of the screen.
          6. Select Room Types: Choose the Room Types you want to edit.
          7. Edit Room IDs: Below the room type selection, you will see the current room IDs. Enter your desired new room IDs in the corresponding fields.
          8. Confirm Edit: After entering the new room IDs, click on the Edit Room IDs button below to complete the action.
          9. Confirmation Message: You will receive a confirmation message indicating that the room numbers have been successfully changed.

          How to change prices for multiple date ranges and across multiple room types?

          To change prices for Multiple Date Ranges and across Multiple Room Types, follow the below steps:

          1. Log into the Stayflexi Dashboard.
          2. Click on the third icon from the top, which is Rates and Inventory.
          3. Locate the green “Bulk Update” on the right side of the screen and click on it.
          4. Set Pricing: Locate and click on the “Set Pricing” option.
            • A page will open on the RHS.
          5. Select the OTA/ Channel: To set the price for a specific channel, select the arrow at the top right corner of the page to choose the OTA or Channel.
            • You can select multiple channels or just one.
          6. Select Days: In the “Days” column, choose the specific days you want to apply the price changes.
          7. Set Date Range: Choose the date range for which you want the price changes to take effect.
            • Click on the date range field to open the calendar.
            • Choose the start and end dates for the specified range.
          8. Select Room Types: select the arrow at the top right corner of the page in the Select Room Types column. Under “Room Types”, click on “Add Room Type” to select the rooms for which you want to update the pricing.
            • Note:- You can add multiple room types one by one and accordingly you can update prices in 1 go.
          9. Click on Set Pricing: Once all the selections are made, click the green “Set Pricing” button at the bottom of the page.
          10. Review and Confirm: A confirmation page will appear where you can recheck the data you have updated.
            • If everything is correct, click “Confirm” to apply the changes.
          11. Receive Confirmation: You will get a confirmation message indicating that the pricing has been successfully updated.

          How to check what room types and rate plans connected to what channels/OTAs?

          Below are the step-by-step guidelines on how to check what Room Types and Rate plans are connected to what channels:

          1. Log in to the Stayflexi Dashboard with your credentials.
          2. Click on the ” Rates & Inventory ” icon at the dashboard’s top [third icon from the left].
          3. You will see Room Types and Rate Plans listed individually on the page.
          4. Next to each Room Type, there is an option labeled “View Connected Channels”. Click on this option.
          5. A pop-up will appear, displaying the OTAs and channels connected to that specific Room Type and Rate Plan.

          How to delete rooms ?

          Below are the guidelines on how to Delete rooms:

          1. Log into the Stayflexi Dashboard.
          2. Click on the third icon from the top, which is Rates and Inventory.
          3. Locate the “Bulk Update” option on the right side of the screen and click on it.
          4. Locate Delete Rooms: In the list of actions, find and select Delete Rooms option.
          5. Popup Window: A popup will appear on the right-hand side of the screen.
          6. Select Room Type: Choose the Room Types from which you want to delete.
          7. Select Room IDs: Select the specific Room IDs, which are displayed in grid form.
          8. Delete Rooms: After making your selections, click on the Delete Rooms button below.
          9. Confirmation Message: You will receive a confirmation message indicating that the selected rooms have been successfully deleted.

            Note: If a given room id has booking in it then system won’t allow you to delete that room. First move the booking to some other room id and then delete the room.

          Follow the same steps as mentioned above for deleting rooms. Choose the Room IDs you want to Restore. After making your selections, click on the Restore Rooms button located below. You will receive a confirmation message indicating that the selected rooms have been successfully restored.

          How to see competitor rates in Stayflexi?

          1. Log in: sign in to your Stayflexi account with your credentials.
          2. Access the Performance Section: From the main dashboard, click on the performance section.
          3. Locate Competitors Intelligence: In the performance section, find and click on Competitors Intelligence.
          4. Select your Competitors: Choose the competitors you wish to monitor. You can add new competitors if needed from rate shopper configuration.
          5. Review Current Rates: View the displayed pricing comparison, which shows your base rates next to those of the selected competitors.
          6. Analyzed the Data: Evaluate the pricing trends and differences to help guide your pricing decisions.
          7. Adjust your Pricing: Use the insights to make necessary adjustments to your pricing decisions.

          Housekeeping

          Experience the future of hotel cleanliness with Stayflexi’s Housekeeping management! In this video, we highlight how our innovative platform streamlines housekeeping operations, ensuring your rooms are spotless and guest-ready. Discover features like real-time task updates, automated scheduling, and seamless communication between staff. Stayflexi’s Housekeeping module enhances efficiency, reduces manual errors, and improves guest satisfaction. Join us to see how you can elevate your hotel’s cleanliness standards and operational efficiency. Don’t forget to like, subscribe, and hit the notification bell for more insights on transforming your hotel management!

          Articles

          Understanding the housekeeping layout.

          Overview:

          The layout is designed to provide a comprehensive view of the housekeeping status of the rooms on the property. It shows a grid of rooms, and their current status, and allows for various actions related to cleaning and staff assignment. The main dashboard displays key housekeeping statistics, while the bottom section lists the individual rooms with detailed information.

          Image 1:

          Image 2:

          Image 3:

          Image 4:

          Image 5:

          Image 6:

          Image 7:

          Understanding Housekeeping layout:
          On the top menu, click the Housekeeping icon (4th icon from the left) to view a list of rooms and their current status (as shown in Image 1).

          1. Housekeeping Status Cards (as shown in Image 2):
            • At the beginning of the Housekeeping page, you can the the status tiles or boxes, including:
              • Clean: Indicates the number of rooms that are clean and ready for occupancy.
              • Clean Occupied: This shows how many rooms are currently clean and occupied.
              • Dirty: Reflects the rooms that are dirty and need cleaning.
              • Dirty Stayover: Rooms that are occupied but require cleaning.
              • Dirty Checkout: Rooms where the guest has checked out and the room needs cleaning.
              • Out of Order: Rooms that are unavailable due to maintenance or other issues.
              • Total Clean: Sum of all clean rooms (whether occupied or not).
              • Total Dirty: Sum of all dirty rooms (stayover and checkout).
              • All Rooms: Total number of rooms in the property.
          2. Filters and Date Selection (as shown in Image 2):
            • Search Bar: Allows searching for specific room IDs or types.
            • Pick Your Date: This lets users filter rooms and actions based on a specific date.
          3. Actions Dropdown: This section provides multiple actions for managing rooms (as shown in Image 2):
            • Mark Clean: Updates the status of the selected room(s) as clean.
            • Mark Dirty: Marks the room(s) as dirty.
            • Mark assigns staff for cleaning room: Assigns cleaning staff to specific rooms.
            • Mark Out of Order: Marks rooms that are unavailable due to repairs or maintenance.
            • Mark ‘Available’ for out-of-order rooms: Returns rooms previously marked out-of-order back to availability.
            • Assign a room to a supervisor and add a remark: Assign the room to a supervisor, with the option to add a remark.
            • Add staff remark: Allows adding notes or remarks related to staff actions or the room status.
          4. Room List: Each row in the table displays details about individual rooms, such as:
            • Room ID: The unique identifier for each room.
            • Room Type: The category of the room (e.g., Deluxe, Suite).
            • Status: The current state of the room (e.g., Clean, Dirty, Checked-In, etc.).
            • Staff Name and Email: The staff member responsible for cleaning or managing the room.
            • Staff Remark: Any additional notes or comments added by the staff.
          5. Exporting reports:
            • If you need a summary of the housekeeping activities, use the Export Report dropdown button to download a detailed report of the room statuses in either PDF, CSV, or Excel format (as shown in Image 2).
          6. Room Assignment (as shown in Images 3 and 4):
            • This page is used when the admin wants to assign/unassign a room number to the housekeeping staff forever.
            • If any staff is not assigned in the future for that particular room when a room is dirty then the staff who is assigned from here will automatically be allocated to that room.
          7. Out-of-Order Report (as shown in Images 5 and 6):
            • This report gives an idea of which all rooms are Out Of Order with reasons if added at the time of blocking rooms.
            • Also, it gives a log of the operation performed.
          8. Housekeeping Grid (as shown in Image 7):
            • Click on the toggle next to the housekeeping grid, to enable the housekeeping grid view.
            • This navigates to the Housekeeping grid view page.
            • Key Features:
              • Select Staff: The dropdown lets you choose the staff responsible for housekeeping duties.
              • Select Room Type: You can filter rooms by different room types, or select “All Rooms” to view every room.
              • Room Grid: Each box represents a hotel room with its room number displayed prominently.
              • Mark it Dirty: Below each room number is a checkbox labeled “Mark it Dirty.” By checking this box, you indicate that the room needs cleaning.
              • Color Indicators: Each room box has a small colored marker in the corner, which likely signifies the current status of the room (e.g., clean, occupied, or dirty).

          By following this guide you can easily understand the Housekeeping layout.

          Is there a simple and efficient way to mark all dirty room as clean with just one click from the housekeeping interface? How user-friendly is this process?

          Image 1:

          Image 2:

          Image 3:

          Image 4:

          1. Log in to Your Stayflexi Dashboard:
            • Use your username and password to log in.
          2. Go to Housekeeping:
            • On the top menu, click the Housekeeping icon (4th icon from the left) to view a list of rooms and their current status (as shown in Image 1).
            • Click on the Dirty status box or tile at the top to display all the dirty rooms(as shown in Image 2).
          3. Select Rooms:
            • To select individual rooms, click the checkbox next to each room.
            • To select all rooms at once, click the checkbox in the header row(highlighted in red in Image 2).
          4. Open the Actions Menu:
            • Once rooms are selected, click on the Actions dropdown menu at the top of the Housekeeping Dashboard (as shown in Image 3).
            • A list of bulk action options will appear.
          5. Choose an Action:
            • Mark Rooms as Clean:
              • From the Actions menu, choose the “Mark as Clean” option(as shown in Image 3).
              • A confirmation pop-up will appear with all the dirty rooms you selected (as shown in Image 4).
              • Once confirmed, the selected rooms will be marked as clean.

          By following these steps you can easily mark rooms as clean from the housekeeping interface.

          Where can I find a comprehensive view of all rooms and their current statuses (dirty, clean, out of order, dirty occupied)?

          Image 1:

          Image 2:

          Below is the step-by-step guide to view all rooms and current status in Stayflexi Housekeeping:

          1. Log In: Start by logging into your Stayflexi dashboard with your username and password.
          2. Go to Housekeeping: Once you’re logged in, look at the top navigation menu. Click on the fourth icon (Housekeeping) to view a list of all rooms and their current status (as shown in Image 1).
          3. Check Room Status: At the top of the Housekeeping page, you’ll see several status boxes, including:
            • Clean
            • Clean Occupied
            • Dirty
            • Dirty Stayover
            • Dirty Checkout
            • Out of Order
            • Total Clean
          4. Filter Rooms by Status: Click on any of these status boxes to filter the rooms (as shown in Image 2):
            • Click Clean to see rooms that are ready and clean.
            • Click Out of Order to view rooms that are unavailable or blocked.
            • Click Dirty for rooms that need cleaning.
            • Click Dirty Occupied to see rooms occupied by guests but still in need of cleaning.
          5. View Updated Room List: After selecting a status, the room list below will automatically update to show only the rooms matching your chosen status.

          How do I assign housekeeping staff to specific rooms for cleaning?

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          Below are the step-by-step guidelines to assign Housekeeping staff to rooms from the Stayflexi Housekeeping:

          1. Log in to Your Stayflexi Dashboard:
            • Use your username and password to log in.
          2. Go to Housekeeping (as shown in Image 1):
            • Click the Housekeeping icon (4th from the left on the top menu) to view a list of rooms and their status.
          3. Select Rooms:
            • To select a room, click the checkbox next to each Room ID (as shown in Image 2).
            • To select all rooms at once, click the checkbox at the top of the list.
          4. Open Actions Menu:
            • Once you have selected the rooms, click the “Actions” dropdown at the top of the Housekeeping Dashboard (as shown in Image 3).
          5. Choose an Action:
            • Select “Mark assign staff for cleaning room” from the dropdown menu (see Image 3). To create housekeeping staff, navigate to “User and Access Control” under Property Configuration, create a new user, and assign them housekeeping access based on their role
          6. Assign Staff:
            • A pop-up will appear with a list of housekeeping staff (as shown in Image 4).
            • Choose the staff member you want to assign and click “Save”.
            • Now the selected rooms are assigned to that staff for cleaning (as shown in Image 5).

          How can I easily assign dirty rooms to housekeeping staff for cleaning ?

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          Below are the step-by-step guidelines to assign dirty rooms to Housekeeping staff for cleaning from the Stayflexi Housekeeping:

          1. Log in to Your Stayflexi Dashboard:
            • Use your username and password to log in.
          2. Go to Housekeeping (as shown in Image 1):
            • Click the Housekeeping icon (4th from the left on the top menu) to view a list of rooms and their status.
          3. Select Rooms:
            • To select a room, click the checkbox next to each Room ID (as shown in Image 2).
            • To select all rooms at once, click the checkbox at the top of the list.
          4. Open Actions Menu:
            • Once you have selected the rooms, click the “Actions” dropdown at the top of the Housekeeping Dashboard (as shown in Image 3).
          5. Choose an Action:
            • Select “Mark assign staff for cleaning room” from the dropdown menu (see Image 3).
            • To create housekeeping staff, navigate to “User and Access Control” under Property Configuration, create a new user, and assign them housekeeping access based on their role
          6. Assign Staff:
            • A pop-up will appear with a list of housekeeping staff (as shown in Image 4).
            • Choose the staff member you want to assign and click “Save”.
            • Now the selected rooms are assigned to that staff for cleaning (as shown in Image 5).

          How to bulk mark rooms dirty / clean?

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          Below are the step-by-step guidelines to bulk mark rooms as dirty/clean from the Stayflexi Housekeeping:

          1. Log in to Your Stayflexi Dashboard:
            • Use your username and password to log in.
          2. Go to Housekeeping:
            • On the top menu, click the Housekeeping icon (4th icon from the left) to view a list of rooms and their current status (as shown in Image 1).
          3. Select Rooms:
            • To select individual rooms, click the checkbox next to each room.
            • To select all rooms at once, click the checkbox in the header row(highlighted in red in Image 2).
          4. Open the Actions Menu:
            • Once rooms are selected, click on the Actions dropdown menu at the top of the Housekeeping Dashboard (as shown in Image 2).
            • A list of bulk action options will appear.
          5. Choose an Action:
            • Mark Rooms as Dirty:
              • From the Actions menu, choose the “Mark as Dirty” option.
              • A confirmation pop-up will appear (as shown in Image 3).
              • Once confirmed, the selected rooms will be marked as dirty.
            • Mark Rooms as Clean:
              • To mark rooms from dirty to clean, follow the same steps by selecting the “Mark as Clean” option from the Actions menu.
              • Other actions available in the menu include:
                • Assigning Staff to rooms.
                • Marking Rooms as Out of Order.
                • Adding Remarks to Specific Rooms.
          6. Once you’ve chosen an action and clicked Confirm, the status of the rooms will be updated. You can see the changes on the Housekeeping Dashboard.

          Is there a system to add specific remarks or instructions for staff on individual rooms, ensuring they have all the necessary information?

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          Below are the step-by-step guidelines to add remarks or instructions for staff on individual rooms from the Stayflexi Housekeeping:

          1. Log in to Your Stayflexi Dashboard:
            • Use your username and password to log in.
          2. Go to Housekeeping:
            • On the top menu, click the Housekeeping icon (4th icon from the left) to view a list of rooms and their current status (as shown in Image 1).
          3. Select the Rooms:
            • To select individual rooms, click the checkbox next to each room (as shown in Image 2).
            • To select all rooms at once, click the checkbox in the header row.
          4. Open the Actions Menu:
            • Once rooms are selected, click on the Actions dropdown menu at the top of the Housekeeping Dashboard (as shown in Image 2).
            • A list of bulk action options will appear.
          5. Choose the Action:
            • Choose the option “Assign a room to supervisor and add a remark.” (as shown in Image 2).
          6. Assign Staff:
            • In the pop-up window that appears, select the staff member from the dropdown by entering their email address (as shown in Image 3). This will assign the selected rooms to that specific staff member.
          7. Add Remarks:
            • Supervisor Remark:
              • Enter any important notes or instructions that the supervisor needs to be aware of for the selected rooms in the Supervisor Remark text box (as shown in Image 3).
            • Staff Remark:
              • Add specific instructions or comments for the housekeeping staff, such as tasks to be completed or special requirements for the room in the Staff Remark text box (as shown in Image 3).
          8. Save the Remark:
            • After reviewing the details, click the “Save” button (as shown in Image 3).
            • This will ensure that the assigned staff members receive the rooms and the remarks you added.

          How can I quickly identify and access information about all out-of-order rooms?

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          Below is the Step-by-step guide to identifying and accessing information about all out-of-order rooms in Stayflexi Housekeeping:

          1. Log In:
            • Start by logging into your Stayflexi dashboard with your username and password.
          2. Go to Housekeeping:
            • On the top menu, click the Housekeeping icon (4th icon from the left) to view a list of rooms and their current status (as shown in Image 1).
          3. Check Out-Of-Order Rooms status:
            • At the top of the Housekeeping page, you’ll see several status boxes, including:
              • Clean
              • Clean Occupied
              • Dirty
              • Dirty Stayover
              • Dirty Checkout
              • Out of Order
              • Total Clean
            • Filter out-of-order rooms: Click on the out-of-order status box to filter the rooms:
              • After selecting, the rooms that are Out of Order or unavailable will be displayed.
          4. Click the Three-Dot Menu:
            • In the top-right corner of the housekeeping page (as shown in Image 3), you will find a three-dot menu.
            • After clicking on this three-dot menu, a drop-down menu appears with a list of options.
          5. Select “Out of Order Report”:
            • From the drop-down menu, choose the Out of Order Report option (as shown in Image 3).
            • This will direct you to a page where you can view or access information about all the rooms that are marked as “Out of Order” (as shown in Image 4).

          What is the difference between dirty stayover and dirty?

          • Dirty:
            • A Dirty Room is a room that has been vacated by a guest after checkout and needs to be cleaned before it is ready for the next guest. These rooms are marked as “Dirty” and advisable not to be assigned to a new guest until housekeeping has cleaned them.
          • Dirty Stayover:
            • A Dirty Stayover Room is a room that is still being used by a guest but needs some cleaning during their stay. The guest hasn’t checked out yet, but the room requires housekeeping attention.

          Here’s a step-by-step guide on how to check the dirty rooms in the Housekeeping:

          1. Log in to Your Stayflexi Dashboard:
            • Use your username and password to log in.
          2. Go to Housekeeping:
            • On the top menu, click the Housekeeping icon (4th icon from the left) to view a list of rooms and their current status (as shown in Image 1).
          3. Check Room Status: At the top of the Housekeeping page, you’ll see several status boxes or tiles, including:
            • Clean
            • Clean Occupied
            • Dirty
            • Dirty Stayover
            • Dirty Checkout
            • Out of Order
            • Total Clean
          4. Filter Dirty Rooms by Status: Click on the Dirty status box/tile to filter the rooms:
            • All the rooms that are checked out, Dirty, and need cleaning will be displayed.

          Here’s a step-by-step guide on how to check the dirty rooms in the Housekeeping:

          1. Log in to Your Stayflexi Dashboard:
            • Use your username and password to log in.
          2. Go to Housekeeping:
            • On the top menu, click the Housekeeping icon (4th icon from the left) to view a list of rooms and their current status (as shown in Image 1).
          3. Check Room Status: At the top of the Housekeeping page, you’ll see several status boxes or tiles, including:
            • Clean
            • Clean Occupied
            • Dirty
            • Dirty Stayover
            • Dirty Checkout
            • Out of Order
            • Total Clean
          4. Filter Dirty Stayover Rooms by Status: Click on the Dirty Stayover status box/tile to filter the rooms:
            • All the rooms still being used by the guests that are Dirty and need cleaning will be displayed.

          How can I export housekeeping data?

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          Below are the step-by-step guidelines to export the housekeeping charter from Stayflexi Housekeeping:

          1. Log in to Your Stayflexi Dashboard:
            • Use your username and password to log in.
          2. Go to Housekeeping:
            • On the top menu, click the Housekeeping icon (4th icon from the left) to view a list of rooms and their current status (as shown in Image 1).
          3. Open the Export Options:
            • Click on the Export Report dropdown menu at the top of the Housekeeping Dashboard (as shown in Image 2).
          4. Choose the Export Format:
            • You will see three options to export the housekeeping data (as shown in Image 3):
              • Export as CSV
              • Export as PDF
              • Export as Excel
            • For Example:
              • Select Export as PDF to export the report in PDF format.
          5. Download and View the Report:
            • Once you select Export as PDF, the file will automatically download to your system.
            • Open the PDF to view the housekeeping charter in a document format with all the details.

          Understanding housekeeping on mobile app.

          Overview:

          The housekeeping mobile app is designed to help housekeeping staff manage room cleanliness statuses in real time. The interface shows the total number of clean, clean occupied, dirty, dirty stayover, dirty checkout, and Out-Of-order rooms, and allows staff to mark a room’s cleaning status with a simple tap.

          1. Clean: Indicates the number of rooms that are clean and ready for occupancy.
          2. Clean Occupied: This shows how many rooms are currently clean and occupied.
          3. Dirty: Reflects the rooms that are dirty and need cleaning.
          4. Dirty Stayover: Rooms that are occupied but require cleaning.
          5. Dirty Checkout: Rooms where the guest has checked out and the room needs cleaning.
          6. Out of Order: Unavailable rooms due to maintenance or other issues.
          7. Total Clean: Sum of all clean rooms (whether occupied or not).
          8. Total Dirty: Sum of all dirty rooms (stayover and checkout).

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          Understanding Housekeeping mobile app:

          1. Login to the Stayflexi mobile app:
            • Use your username and password to log in(as shown in Image 1).
            • Click on your hotel/property name (as shown in Image 2).
          2. Go to Housekeeping:
            • On the bottom right corner of the page, you will be able to see three horizontal lines, click on it (as shown in Image 3).
            • Now, click on the Housekeeping icon (as shown in Image 4).
            • You will be navigated to the housekeeping page.
          3. Viewing Room Status (as shown in Image 5):
            • At the top of the app, you can see an overview of the room status, scroll right to see more options:
              • Clean: Indicates the number of rooms that are clean and ready for occupancy.
              • Clean Occupied: This shows how many rooms are currently clean and occupied.
              • Dirty: Reflects the rooms that are dirty and need cleaning.
              • Dirty Stayover: Rooms that are occupied but require cleaning.
              • Dirty Checkout: Rooms where the guest has checked out and the room needs cleaning.
              • Out of Order: Unavailable rooms due to maintenance or other issues.
              • Total Clean: Sum of all clean rooms (occupied or not).
              • Total Dirty: Sum of all dirty rooms (stayover and checkout).
          4. Filter Rooms by Type (as shown in Image 5):
            • Under the status boxes, there are options to filter rooms by type:
              • Tap on any of these filters to display only the statuses of those room types.
          5. Room Cleaning Status (as shown in Image 5):
            • Below the filters, you can see room numbers in boxes with small colored flags at the top:
              • Green flags indicate the room is clean.
              • Red flags indicate the room is dirty.
          6. Updating Room Status:
            • To update the status of a room:
              • Tap the room number (e.g., 1, 2, D1).
            • A pop-up will appear allowing you to mark the room as clean or dirty (as shown in Image 6)
          7. Once updated, the flag at the top of the room number will change accordingly (green for clean, red for dirty).

          By following this guide you can easily understand the Housekeeping mobile app.

          Understanding the reservations section in dashboard.

          The Reservation Section in Stayflexi offers an all-in-one glance at the status of your property for the day. It is designed to provide key information about your reservations in a single, consolidated view, helping you quickly understand and manage your property’s bookings.

          The image below illustrates the Layout of the Reservations page, giving you a clear understanding of how it looks and functions:

          Welcome Message: At the top, you will see a personalized welcome message such as “Good afternoon”, which indicates that the data is updated in real-time.

          Navigation Menu: Right next to the greeting, two tabs let you switch between sections like Reservations and Performance.

          Next to the date, you will find a Calendar icon. Clicking on this icon allows you to toggle between past, present, and future bookings, making it easy to view reservations across different periods. With just one click, you can access the information about your property’s booking history, current occupancy, or upcoming reservations.

          Reservation Overview: This section presents several tiles, each representing a key metric for the day. These tiles allow property managers to gauge the day’s activities quickly. The tiles include:

          1. New bookings—These are all the reservations that happened today, in other words, these are room sales that occurred today. Reservations can be of current date or future date.
          2. In-house – All the reservations are in check-in status, and the guests are staying currently on the property.
          3. Arrivals – The guests who are scheduled to check in or arrived today.
          4. Departures – The guest who are scheduled to check out today.
          5. Cancellations – The reservations that the guests have canceled.
          6. On hold—Reservations that have not yet been finalized and may require further steps before they are confirmed or canceled.
          7. No-show – Indicates reservations where the guest did not arrive on the check-in date and staff had marked them manually No- show.
          8. Magic link – It is a unique feature that sends a URL to the guest via email, whatsapp or SMS allowing them to perform specific actions such as self-check-in,request for early check-in and late check-out as well as access add-ons.

          Search Bar: Located directly below the Tiles, the search bar allows you to quickly find specific bookings to organize better and manage reservations. Simply type in a guest name, phone number or stayflexi booking number starting with SFBOOKING_XXXXX_54321 or last 5 digit unique number i.e 54321, to instantly locate the reservation you’re looking for. This search bar makes it effortless to manage a large volume of bookings and find specific booking details at a moment’s notice.

          Detailed Booking Information: Below the tiles and search bar, individual bookings details are listed, including:

          1. Guest Name
          2. Booking Source [e.g., OTA channel icon or walk-in symbol]
          3. Room id along with the Room type
          4. Check-in and Check-out dates
          5. Payment status: Total and balance due.

          Next to the Search bar, there’s a Download Report button. By clicking on this option, you can download a detailed report of the day’s reservations. This feature allows you to export the data for further analysis or record-keeping.

          Sort and Search Feature: Stayflexi allows you to sort the displayed bookings by different criteria, such as guest name, check-in, check-out, etc. Sorting makes it easier to organize your view based on your needs.

          On the right side of the screen, you will find the “Availability Today“. This box provides a quick view of room availability for the current day, including details on room types and base prices. It allows you to quickly respond to guest enquiries regarding room availability and base price.

          Usage Tip: Regularly check this box throughout the day to stay updated on room availability.

          Recommendations Section: On the right side of the page, you will find a dedicated area for all the recommendations from Stayflexi. This section provides updates and suggestions, helping you optimize your usage of the platform.

          Additionally, this section houses a YouTube icon that allows you to easily stay updated with what’s new in Stayflexi. With just a click, it redirects you to our YouTube channel, where you can find product videos and updates. 

          /

          What is send magic link in dashboard?

          Stayflexi has introduced a new and unique feature, The Magic Link. The image below provides a clear guide on how to locate the Send Magic Link.

          The Send Magic Link feature in Stayflexi allows hotel staff to send guests a secure, personalized link that grants them access to their booking details without needing a password. With this link, the guests can easily manage their reservations, check in, or complete payments. This feature enhances convenience and saves time for both hotel staff and guests.

          Some key highlights of this feature include :

          1. Convenience: Guests can access their reservation instantly, with just one click.
          2. Security: Each link is unique and exclusively accessible by the authorized recipient.
          3. Efficiency: It simplifies the check in process and various booking-related tasks.
          4. No Password Needed: Guests don’t have to worry about remembering login credentials.

          How to Use the “Send Magic Link” Feature

          1. Open the Reservation Calendar: Navigate to the Stayflexi dashboard and open the reservation calendar where you can see the current bookings.
          2. Select a Reservation: Click on the specific booking for which you want to spend the Magic Link. This opens a detailed booking view on the right side of the screen.
          3. Locate the Send Magic Link: In the booking information section, find the “Send Magic Link” button.
          4. Click on Send Magic Link: Click the “Send Magic Link” button. The system will immediately send a secure link to the guest via their email or phone number registered with the booking.
          5. Guest Received the Magic Link via WhatsApp/email: The guest will receive a link via WhatsApp or email and can click it to view their booking details, check-in status, or payment options without entering login credentials.
          6. Confirmation: After sending the link, you’ll receive a notification on the screen, confirming that the link was successfully sent.

          The image below provides a visual representation of the Magic Link for your reference.

          Conversations

          Streamline your guest communications with Stayflexi’s Conversations feature. Effortlessly manage all guest interactions from a single platform, as our system integrates chats from leading OTAs like Expedia, Booking.com, and Airbnb. No more juggling multiple extranet logins—respond to enquiries, confirm reservations, and address guest concerns in real time, all within the Stayflexi dashboard. Whether it’s a quick question or a detailed request, Stayflexi ensures seamless communication, helping you enhance guest satisfaction and boost efficiency. Simplify your workflow and deliver exceptional service, every time.

          Articles

          what is the conversation feature in Stayflexi and how can it help a property

          The Conversations feature in Stayflexi is specifically designed to streamline communication with guests by linking chats from multiple channels Expedia, Booking.com, and Airbnb directly into the Stayflexi platform. This centralization simplifies guest communication management by allowing staff to handle all queries from these major OTAs without the need to access each OTA’s extranet.

          • Benefits of the Conversations Feature in Stayflexi:
          1. Single Platform for OTA chats:
            • With Expedia, Booking.com, and Airbnb chats integrated into Stayflexi, the property staff can manage all guest communication in one place. This reduces the time and effort needed to log into each OTA extranet to respond to guests.
          2. Efficient Guest Communication:
            • Since all messages from these platforms are collected in Stayflexi, staff can respond to guest inquiries in real-time, helping to resolve issues faster and providing a better guest experience.
          3. Consistent and Seamless Replies:
            • Responses sent through Stayflexi are automatically synced with the OTA platform, ensuring smooth and timely communication without switching between systems.
          4. Improved Productivity:
            • By centralizing OTA chats, staff can focus on providing better service without worrying about missed messages or delayed responses due to logging in multiple extranets.
          • How It works:
          1. Staff can access the Conversations tab from the Stayflexi Dashboard .
          2. Here, they will see all messages from guests who booked through Expedia, Booking.com, or Airbnb.
          3. They can reply to guests directly from Stayflexi, and the messages will be automatically sent to the correct platform.

          Can I reply online travel portal / channel guest messages from Stayflexi and what are the steps to do so ?

          YES, you can reply to guest messages or query through Stayflexi, and managing responses is streamlined through the platform’s Conversations feature. Here’s how it works and how responses are managed:

          • Direct Guest Replies:
            • When you send messages to guests via Stayflexi, whether it’s through integrated OTAs like Booking.com, Expedia, or Airbnb, guests can respond to these messages directly from their OTA account.
            • Their replies appear instantly in the Stayflexi under the Conversations section, where staff can view and respond to them without logging into individual OTA platforms extranet.
          • Managing Guest Responses:
            • Centralized Dashboard: All incoming guest messages, whether pre-arrival during the stay or post-checkout, are displayed in a single, centralized dashboard within Stayflexi. This allows property staff to manage all communication from one place.
            • Real-Time Notifications: When a guest replies, the system sends real-time notifications, ensuring that staff are alerted promptly and can respond to enquiries or issues as soon as they arise.
            • Responding to Multiple Guests: For properties managing multiple guests, the Conversations feature organizes messages by guest or booking, helping staff handle responses efficiently and without confusion.
          • Enhancing Guest Experience:
            • Timely Responses: Since all messages are centralized and tracked, property staff can respond quickly, providing guests with prompt answers to their questions or requests. This enhances guest satisfaction and reduces response times.
            • Improved Staff Efficiency: By managing all guest communication in one place, property staff save time and avoid the hassle of logging into different OTA platforms to respond to messages. This boosts operational efficiency while maintaining consistent communication with guests.

          Can a property communicate on real time basis with OTA guest with the help of conversations

          YES, with Stayflexi’s Conversations feature, a property can communicate with OTA [Online Travel Agency] guests in real time. This feature integrates directly with major OTAs like Booking.com, Expedia, and Airbnb, allowing property staff to respond to guest enquiries, messages, and requests without logging into each OTA extranet.

          How It Helps:

          1. Real-Time Communication:
            • Messages sent by guests through the OTA are instantly received in Stayflexi’s Conversations feature, enabling staff to reply in real-time. This ensures quick responses, improving guest satisfaction.
            • Staff can respond directly from within Stayflexi, and the message is immediately sent to the guest via the corresponding OTA. This real-time messaging ensures that guests get prompt replies, whether they have questions about their booking, special requests, or other concerns.
          2. Automated Updates and Notifications:
            • With real-time notifications, staff are alerted as soon as a new message arrives, ensuring timely responses. They can see all the necessary information in one interface, such as the guest’s name, booking details, and the source of the message.
          3. Operational Efficiency:
            • Since all communication channels are integrated into Stayflexi, staff can focus on responding promptly without logging into multiple OTA systems.
            • It also helps with consistency and accuracy in communication, ensuring that all guest interactions are documented in one place for better tracking and follow-up.

          Can I track the history of messages sent to guests through Stayflexi?

          YES, Stayflexi enables you to track the entire history of messages sent to guests using its Conversations feature: Here is how it works:

          • Comprehensive Message Logging:
            • Every message you send to guests, whether it’s through OTA platforms like Booking.com, Expedia, or Airbnb or directly from Stayflexi, is automatically This creates a detailed log of all communications for each guest.
            • The communication log includes all types of messages, such as booking confirmations, payment requests, pre-arrival details, and in-stay or post-stay conversations.
          • Accessing the Message History:
            • You can easily access the entire message history by navigating to the guest’s reservation within Stayflexi. Each conversation is saved and organized, allowing you to view previous messages and responses in one continuous thread.
            • This gives you a clear view of all interactions with the guest, including when the messages were sent and what content was shared.

          Why Message History Tracking is Helpful:

          1. Consistency: Having a complete communication record ensures you can continue conversations with guests without losing context. You can refer back to earlier messages if there are questions or follow-ups.
          2. Problem Solving: If any issues or disputes arise, the message history provides clear evidence of past communications, helping resolve situations quickly.
          3. Better Team Coordination: Since all staff members can see the conversation history, it’s easier for multiple team members to manage guest communication without duplication or missed details.
          4. Improved Guest Experience: Guests receive timely and informed responses because the staff can quickly refer back to previous communications, making interactions smoother and more efficient.

          How does Stayflexi enable communication with guests before, during, and after their stay?

          Stayflexi offers a comprehensive communication solution that allows properties to engage with guests before, during, and after their stay. This ensures guests have a seamless experience at every touchpoint, improving service and satisfaction. Here’s how Stayflexi enables communication throughout the guest journey:

          1. Before the Stay:
            • Pre-Arrival Communication:
              • Stayflexi allows properties to send automated pre-arrival emails or messages to guests, providing them with important details about their booking, check-in times, and property policies. If a guest sends any inquiry message on Airbnb to property that messages also come to Stayflexi and from Stayflexi you can reply to the guest.
            • Real-Time Messaging via OTAs:
              • For guests who book through OTAs such as Booking.com, Expedia, or Airbnb, the Stayflexi Conversations feature connects directly to these platforms. This integration lets property staff Conversations feature connect directly to these platforms. This integration lets property staff respond to any pre-stay questions, such as requests for airport transfers, early check-in, any enquiry or clarification of booking details, all from one central platform.
          2. During the Stay:
            • Instant Messaging and Real-Time Support:
              • During a guest’s stay, Stayflexi enables properties to communicate directly with guests for requests or enquiries. Guests can reach out for extra amenities, housekeeping, or room service, and property staff can reply in real time.
            • Special Requests Management:
              • Whether it’s a request for a room change, extended stay, or any other specific needs, Stayflexi allows staff to handle and communicate these changes seamlessly. All communication is logged in the platform for easy tracking.
            • On-Demand Services:
              • Guests can use the Stayflexi platform to request additional services or upgrades during their stay, such as spa bookings, and late check-outs, enhancing their overall experience.
          3. After the Stay:
            • Post-Checkout Messages:
              • After the guest checks out, Stayflexi can automatically send a thank you email, ensuring the guest feels appreciated. This post-stay communication can include helpful details like an invitation to review the property or a summary of their charges.
            • Feedback Collection:
              • Properties can send requests for feedback or encourage guests to leave reviews, helping the property gather insights to improve services and boost online visibility. Stayflexi’s platform helps manage guest feedback efficiently.

          How to check new reservations?

          To check new reservations in Stayflexi, follow the steps below:

          1. Login: Start by logging into your Stayflexi dashboard using your credentials.
          2. Front Page : You will land on the front page of the dashboard
          3. New Bookings : From the displayed tiles, click on New Bookings.
          4. Booking Folio: Under this section, you can find the folio for each new reservation.

          Review management

          Enhance your property’s reputation with Stayflexi’s Review Management feature. Effortlessly manage guest reviews from top platforms like Booking.com, Expedia, and Airbnb, all within the Stayflexi dashboard. Consolidate feedback and respond to reviews in real time, ensuring a seamless and efficient review management process. Stayflexi helps you stay on top of guest feedback, allowing you to address concerns quickly and showcase your commitment to excellent service. Strengthen your online presence and build lasting guest relationships with ease.

          Articles

          Overview of Review Management

          Review Management is the process of monitoring, analyzing, and responding to guest feedback left on various online booking platforms, such as Booking.com, Airbnb, and Expedia. For property managers, it’s an essential way to gain insights into guest experiences, address feedback, and enhance the property’s reputation. Stayflexi’s AI-powered review management simplifies this process by consolidating reviews from multiple channels into a single interface. This centralization allows you to view and respond to feedback more efficiently, ultimately helping improve guest satisfaction and increase bookings.

          Step-by-Step Guide to Using Stayflexi’s Review Management:

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          1. Accessing the Review Management:
            • Log in to the Stayflexi dashboard and navigate to the Review Management section(as shown in Image 1). This is where you can access and manage guest reviews from different booking platforms, all in one place.
          2. Viewing Reviews Across Multiple Channels(as shown in Image 1):
            • In the left sidebar, you’ll see a list of integrated booking platforms (such as Booking.com, Airbnb, and Expedia).
            • Select a specific platform to view all guest reviews from that channel.
            • This consolidation saves you time by providing a single location to manage reviews, rather than logging into each platform separately.
          3. Detailed Rating Breakdown(as shown in Images 1 and 2):
            • Each review provides a rating breakdown across different categories, such as Location, Comfort, Cleanliness, Facilities, Value for Money, and Staff.
            • For instance, if a guest rates their experience, you’ll see individual scores for each aspect (e.g., Location rated at 8, Cleanliness at 7.5).
            • This breakdown helps you quickly pinpoint specific areas for improvement or highlight positive aspects to maintain, offering actionable insights to enhance the guest experience.
          4. Generating AI-Powered Responses to Reviews(as shown in Images 2 and 3):
            • To respond to a guest review, click the Reply button. A popup will appear, allowing you to type your reply directly or use the AI-generated response option, Generate reply with FlexiGPT.
            • FlexiGPT’s AI will draft a professional, relevant response based on the review content. For example, if the review mentions cleanliness concerns, the AI can generate a response acknowledging the feedback and assuring the guest of improvements.
            • This feature helps ensure that your responses are prompt, thoughtful, and address guest concerns effectively.
          5. Customizing and Sending Your Response(as shown in Image 3):
            • Once the AI has generated a response, you have the option to edit the reply before posting, allowing you to add personal touches or specific details.
            • After finalizing your response, click the Send button to publish it directly to the guest review on the respective platform.

          Benefits of Using Stayflexi’s Review Management:

          • Centralized Management: Access reviews from multiple channels in one place, saving time and effort.
          • Actionable Insights: The rating breakdown provides clear visibility into areas of success and improvement.
          • Prompt, Professional Responses: AI-generated replies help you respond quickly and effectively to guest feedback.
          • Enhanced Guest Satisfaction: By addressing reviews promptly and thoughtfully, you can improve guest satisfaction and build a positive property reputation.

          Stayflexi’s Review management makes managing reviews simple and efficient. It helps property managers respond quickly to guest feedback, use insights to improve the property, and enhance the guest experience overall.

          What is Stayflexi’s AI-powered review management, and how can it help my property?

          Stayflexi’s AI-powered review management tool is designed to help property managers monitor, analyze, and respond to guest reviews efficiently. Here’s how it works and the benefits it can bring to your property:

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          1. Review Management Across Multiple Channels (as shown in Image 1):
            • The tool gathers guest reviews from multiple booking channels, such as Booking.com, Airbnb, and Expedia, into a single interface.
            • You can switch between these channels easily, where each platform (Booking.com, Airbnb, Expedia) is accessible on the left sidebar.
            • This feature saves time by allowing you to view all reviews in one place instead of logging into each platform separately.
          2. Detailed Rating Breakdown (as shown in Images 1 and 2):
            • Stayflexi’s review management displays a breakdown of guest ratings for different aspects of their stay, including Location, Comfort, Cleanliness, Facilities, Value for Money, and Staff.
            • Each aspect is rated on a scale (e.g., out of 10), with sliders visually representing guest satisfaction levels. For instance, in the screenshot, the guest rated Staff at 7.5 and other categories at 5.
            • This breakdown helps you quickly understand which areas are performing well and which may need improvement, allowing you to make data-driven decisions to enhance guest experience.
          3. AI-Generated Responses for Reviews(as shown in Image 2 and 3):
            • With the Reply button provided within each review, the AI can generate an appropriate response based on the content of the guest’s review.
            • The AI takes into account the feedback, positive or negative, and crafts a suitable response to address the guest’s comments. For instance, if a guest mentions a negative experience with cleanliness, the AI might respond with an apology and a reassurance that the property will work to resolve the issue.
              • For example, refer to Image 3: So after clicking on the Reply button, a popup will appear where you can type a reply to the review yourself or can click on the Generate reply with FlexiGPT button, where the FlexiGPT will automatically generate the response or reply for that particular guest’s review.
              • Then, you can click on the Send button to send the reply to the guest.
              • This automated response feature saves time and ensures that responses are prompt, professional, and appropriately address the guest’s feedback, which helps improve guest satisfaction and reputation management.
          4. Improving Property Reputation and Guest Satisfaction:
            • By addressing feedback proactively and using AI to ensure prompt responses, your property can enhance its online reputation. Better ratings and responsive communication can lead to more bookings, as potential guests are influenced by recent reviews.
            • Identifying and acting on common issues, like the “bad smell” example, allows you to make necessary improvements, enhancing the overall guest experience.
          5. How It Benefits Your Property:
            • Centralized Review Management: View and manage reviews from multiple channels in one place.
            • Actionable Insights: Get clear visibility into ratings and guest feedback for targeted improvements.
            • AI-Generated Responses: Respond to reviews automatically, ensuring a prompt, professional reply.
            • Enhanced Guest Experience: Use feedback to continuously improve and provide a better guest experience, boosting your reputation and bookings.

          Stayflexi’s AI-powered review management tool is an invaluable resource for properties looking to stay on top of guest feedback, resolve issues proactively, and build a positive reputation across booking platforms with the help of automated, AI-generated responses.

          Can I respond directly to guest reviews posted on online travel portals through Stayflexi?

          Yes, you can respond directly to guest reviews posted on online travel portals through Stayflexi’s AI powered review management.

          Stayflexi’s review management centralizes reviews from multiple booking platforms (like Booking.com, Airbnb, and Expedia), allowing you to manage and respond to reviews all from one interface. Here’s how it works:

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          1. Log in to Your Stayflexi Dashboard:
            • Use your username and password to log in.
          2. Go to Review management (as shown in Image 1):
            • Click on the Review Management section to see guest reviews from multiple channels in one place(6th from the left on the top menu).
          3. Choose the Platform(as shown in Image 1):
            • In the sidebar, select a specific booking platform (like Booking.com, Airbnb, and Expedia) to view its reviews without needing to log in separately to this OTA extranet.
          4. Check the Rating Breakdown:
            • Each review includes a breakdown of ratings for different aspects of the stay, helping you understand guest feedback.
          5. Reply to the Review(as shown in Images 2 and 3):
            • Click the Reply button on any review.
            • You can type a response yourself or use the “Generate reply with FlexiGPT” option to have AI draft a response for you.
          6. Customize and Send(as shown in Image 3):
            • You can modify the AI-generated reply or send it as is, posting your response directly to the original booking platform.

          This setup helps you save time, manage feedback efficiently, and ensures timely, professional responses, enhancing your property’s online reputation and guest satisfaction.

          Shops/POS

          Streamline your property’s retail and sales operations with Stayflexi’s Shops/POS feature. Easily manage all point-of-sale transactions, track inventory, and generate detailed sales reports from a single platform. Whether you’re operating a shop, restaurant, or spa, Stayflexi’s POS system simplifies billing and enhances operational efficiency. Designed for ease of use, the Shops/POS feature integrates seamlessly with your existing Stayflexi system, providing real-time updates and accurate records. Improve your workflow, reduce manual errors, and offer a smooth experience for both your staff and guests.

          Articles

          How do I set up the shop to start taking orders?

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          Below is the step-by-step guide to setting up the shop to start taking orders:

          1. Log in to Your Stayflexi Dashboard:
            • Enter your username and password to log in.
          2. Access Shops/POS:
            • After logging in, click the “More Apps” icon (represented by four boxes or blocks) in the top right corner.
            • From the dropdown menu, select Shops(as shown in Image 1).
            • Shops or outlets page will appear.
          3. Set up the shop:
            • On the shops page, at the top of the page, you will be able to see the Add Shop option (as shown in Image 2).
            • Once clicked, it will navigate you to the page where you can create or set up the shop for your property.
            • Fill in the below details (as shown in Image 3):
              • Outlet name: Name of your shop or outlet
              • Outlet address: Fill in the address details where your shop is located.
              • Outlet Phone: Provide the shop phone number
              • Outlet email: Provide the shop email ID
              • Outlet Description: Provide a brief description of your shop
            • Click on the Next button at the bottom of the page (as shown in Image 3).
            • Some more details related to creating a shop will appear.
            • Fill in the below details (as shown in Image 4):
              • Shop Tax Section:
                • There is a dropdown labeled “Shop tax” where you can select the applicable tax rate. This is likely required for the shop’s transactions.
                • If no tax rate is selected, it will display as “Select tax [0%].” You need to select the appropriate tax percentage for your shop.
              • Service Charge:
                • Below the tax field, there is an option to choose the type of service charge. The dropdown allows selecting the type, such as “Percentage” or “Fixed”.
                • In the next field, labeled “Service charge,” you can input the actual service charge value. This determines how much service charge will be applied on top of the base price.
              • Self-Service Section:
                • You can enable or disable the “Self-service” option through a dropdown, which includes the following option:
                  • Enable self-service
                  • Disable self-service
              • Tax Identification number:
                • Here the Tax identification number is required. This likely indicates that you need to provide additional tax details or a tax ID before proceeding.
              • Outlet Type:
                • Users can select the type of outlet (such as F&B, Food & Beverage) from the “Outlet type” dropdown. This helps categorize the type of business or service offered at the shop.
              • Add Images and Back Buttons:
                • There are two buttons at the bottom: one to go Back to the previous page and another to Add Images, which allows you to upload images for the shop or menu.
                • Click on the Add Images option after filling in all the details on this page to go to the next page (as shown in Image 4).
                • In the Add Images page, you can click on the Click here to upload the images option. (Note: Adding Images is not mandatory, but to enhance your experience at least add one image).
              • Create Shop:
                • Create the shop by clicking on the Create Shop option at the bottom of the page (as shown in Image 5).
                • Your shop or outlet is successfully created and will be visible on the Shops page (as shown in Image 6).
              • Shop configuration:
                • To start taking the order, you need to configure the following :
                  • Firstly, click on the shop to navigate to the Dashboard of the shop (as shown in Image 7).
                  • On the left-hand side of the page, you can see the following options:
                    • Dashboard
                    • Place orders
                    • View orders
                    • Reports
                    • Configuration
                  • Click on the Configuration dropdown option (as shown in Image 8).
                • The configuration option is where you can configure the following for your shop or outlet:
                  • Outlet: Configure and edit your outlet information, like description, default shop tax, order details, tax identification number, etc (as shown in Image 8).
                  • Menu items: Add or Bulk upload menu items you need to configure for your shop (as shown in Image 9).
                  • Categories: Add food categories to configure for your shop (as shown in Image 10).
                  • Discounts: Add discounts based on food categories or menu items (as shown in Image 11).
                  • Table/Area: Configure tables by clicking on the Add new table option (as shown in Image 12).
                    • Table name: Give names for the tables.
                      • Note: You can enter multiple table no. , as well as the table range
                        • Table range – A10:A20 (by this you can add many tables at once by using “:”.
                        • Multiple tables – 1,2,3
                        • Avoid whitespaces to get the desired result.
                    • Table description: Give table description in the table description section
                    • Seating Area
                    • No. of persons: Add how many people can sit at that particular table.
                    • Click on the Save button to add tables.
                  • Staff: To add staff details like staff email ID, staff name, and description (as shown in Image 13).
              • After setting up all the details you can easily start placing orders by going to the place orders option.
          4. Understanding the “Place Order” Page (as shown in Image 14):
            • On the Place Order page, you will find:
              • Tables Section: Displays all available, running, and printed tables.
              • Occupied Rooms Section: Displays all occupied or checked-in rooms.
          5. Placing an Order for a Specific Table:
            • Under the Tables Section, you will see a list of available tables.
            • Click on the table number or table ID for the table where you want to place an order (as shown in Image 14).
            • Once selected, a list of food categories (e.g., Veg, Non-Veg) whatever you have created from the configuration.
            • Select your desired category and add menu items to the order (as shown in Image 15).
          6. Save and Confirm the Order:
            • After adding the menu items, click on the Save Order button to save and confirm your order (as shown in Image 16).
            • If you want to print KOT then configure KOT with the Stayflexi system and click on KOT & Print (as shown in Image 16).
          7. Settling the Payment:
            If you’re ready to settle the bill for the order, click on the Settle Order button to complete the payment (as shown in Image 16).

          By following these steps you can easily set up the shop and start taking orders.

          How do I bulk upload POS menu items? What should I check before uploading?

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          Image 7 (format to bulk upload menu items):

          1. Log in to Your Stayflexi Dashboard:
            • Enter your username and password to log in.
          2. Access Shops/POS:
            • After logging in, click the “More Apps” icon (represented by four boxes or blocks) in the top right corner.
            • From the dropdown menu, select Shops (as shown in Image 1).
            • A page showing all available shops or outlets will appear.
            • Choose the shop or outlet by clicking on the shop or outlet name (as shown in Image 2).
          3. Navigate to the “Configuration” Page:
            • Once you select a shop or outlet, you will be taken to its Dashboard.
            • On the left-hand side of the page, you will see various options, including:
              • Dashboard
              • Place Orders
              • View Orders
              • Reports
              • Configuration
            • Click on Configuration dropdown to proceed (as shown in Image 3).
          4. Go to Menu items:
            • On the Configuration dropdown, you will see a list of options including:
              • Outlet
              • Menu items
              • Categories
              • Discounts
              • Table/Area
              • Staff
            • Click on the Menu items option (as shown in Image 3).
            • A list of all the menu items will appear along with the details.
          5. Bulk upload POS menu items (as shown in Images 4,5,6, and 7):
            • At the top of the Menu items page, an option called Bulk upload items will be visible.
            • You can click on this option and upload the Excel sheet from your system to the POS menu items.
            • But before uploading the menu items, you need to check the format in which you need to upload the menu items.
            • Just below the Bulk upload items option, the Download bulk upload template file option will be visible.
            • Click on this option to download the template to bulk upload the items and upload the items according to the bulk upload template.
            • When you click on the Download bulk upload template file option, a pop-up with a warning message will be displayed.
            • Read the instructions carefully and click on the Download template file button.
            • The template file will be downloaded to your system.
            • Open the template file and check on which format you need to upload the menu items.
            • If the template instructions are not followed you will not be able to bulk upload the menu items to POS.
            • After following the template, you can click on the Bulk upload items button to upload the menu items.

          By following these steps you can easily bulk-upload menu items.

          When settling a POS bill, if remarks (like “payment collected via net banking”) are added, where can I view these remarks in the reports?

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          Below are the step-by-step guidelines for placing an order for a specific table from Shops/POS:

          1. Log in to Your Stayflexi Dashboard:
            • Enter your username and password to log in.
          2. Access Shops/POS:
            • After logging in, click the “More Apps” icon (represented by four boxes or blocks) in the top right corner.
            • From the dropdown menu, select Shops(as shown in Image 1).
            • A page showing all available shops or outlets will appear.
            • Choose the shop or outlet where you want to place an order by clicking on its name (as shown in Image 2).
          3. Navigate to the “Place Order” Page:
            • Once you select a shop or outlet, you will be taken to its Dashboard.
            • On the left-hand side of the page, you will see various options, including:
              • Dashboard
              • Place Orders
              • View Orders
              • Reports
              • Configuration
            • Click on Place Orders to proceed (as shown in Image 3).
          4. Understanding the “Place Order” Page:
            • On the Place Order page, you will find:
              • Tables Section: Displays all available, running, and printed tables.
              • Occupied Rooms Section: Displays all occupied or checked-in rooms.
          5. Placing an Order for a Specific Table:
            • Under the Tables Section, you will see a list of available tables.
            • Click on the table number or table ID for the table where you want to place an order (as shown in Image 4).
            • Once selected, a list of food categories (e.g., Veg, Non-Veg) whatever you have created from the configuration.
            • Select your desired category and add menu items to the order (as shown in Image 5).
          6. Save and Confirm the Order:
            • After adding the menu items, click on the Save Order button to save and confirm your order (as shown in Image 6).
            • If you want to print KOT then configure KOT with the Stayflexi system and click on KOT & Print (as shown in Image 6).
          7. Settling the Payment:
            If you’re ready to settle the bill for the order, click on the Settle Order button to complete the payment (as shown in Image 6).
          8. Settle and Save:
            • Click on the Settle order button(as shown in Image 6).
            • A pop-up to settle and save the amount with all other details will appear, like:
              • Payment type:
                • Cash
                • Offline card
                • Wallet
                • Other
              • Click on Other.
              • Write the remark like “payment collected via net banking” in the remark section (as shown in Image 7).
              • Now, Click on Settle and Save.
          9. Go to the Reports page in POS:
            • Click on the Reports option.
            • You will see various options on the reports page.
            • Click on the order-wise sales summary report.
            • Scroll right to the last column of the order-wise sales summary report.
            • You will find the Remarks column, this is where you can view the remarks if you have added any after settling the order (as shown in Images 8 and 9).

          How can I configure a service charge, and can it be automatically added to each order?

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          The service charge can be manually applied to each order. After placing an order in the Place Orders section, you will need to manually select the Apply Service Charge option under the Taxes section for each order.

          Below are the step-by-step guidelines on how to configure service charges from Shops/POS:

          1. Log in to Your Stayflexi Dashboard:
            • Enter your username and password to log in.
          2. Access Shops/POS:
            • After logging in, click the “More Apps” icon (represented by four boxes or blocks) in the top right corner.
            • From the dropdown menu, select Shops.
            • A page showing all available shops or outlets will appear (as shown in Image 1).
            • Choose the shop or outlet by clicking on the shop or outlet name (as shown in Image 2).
          3. Navigate to the “Configuration” Page:
            • Once you select a shop or outlet, you will be taken to its Dashboard.
            • On the left-hand side of the page, you will see various options, including:
              • Dashboard
              • Place Orders
              • View Orders
              • Reports
              • Configuration
            • Click on Configuration dropdown to proceed (as shown in Image 3).
          4. Go to Outlet:
            • On the Configuration dropdown, you will see a list of options including:
              • Outlet
              • Menu items
              • Categories
              • Discounts
              • Table/Area
              • Staff
            • Click on the Outlet option (as shown in Image 3).
            • On the Outlet details block, click Edit to manage your outlet’s information, such as name, address, and email (as shown in Image 3).
          5. Configure a service charge (as shown in Image 4):
            • Add service charge:
              • In the Outlet edit page, find the Service Charge option just below the Tax Identification Number textbox.
              • Select the service charge type from the dropdown:
                • Percentage
                • Fixed
              • Enter the service charge value in the textbox next to the dropdown.
              • Click Save to store the changes.
          6. Go to the Place Orders page (as shown in Image 5):
            • Click on the Place Orders option.
            • On the Place Order page, you will find:
              • Tables Section: Displays all available, running, and printed tables.
              • Occupied Rooms Section: Displays all occupied or checked-in rooms.
          7. Create an order:
            • Under the Tables Section, you will see a list of available tables.
            • Click on the table number or table ID for the table where you want to place an order (as shown in Image 5).
            • Once selected, a list of food categories (e.g., Veg, Non-Veg) whatever you have created from the configuration.
            • Select your desired category and add menu items to the order.
          8. Apply service charge:
            • Below the Taxes section, you’ll find the Apply Service Charge option (as shown in Image 6).
            • Manually apply the service charge by clicking on it.
            • After applying the service charge if you wish to remove the service charge, do the following:
              • To remove the service charge, select the Remove option below the Service Charge section (as shown in Image 7).
          9. Save and Confirm the Order:
            • After adding the menu items and applying the service charge, click on the Save Order button to save and confirm your order.
            • If you want to print KOT then configure KOT with the Stayflexi system and click on KOT & Print.
          10. Settling the Payment:
            If you’re ready to settle the bill for the order, click on the Settle Order button to complete the payment.

          By following these organized steps, you can easily apply service charges to the particular order through the Shops/POS!!

          How do I place an order for a specific table?

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          Below are the step-by-step guidelines for placing an order for a specific table from Shops/POS:

          1. Log in to Your Stayflexi Dashboard:
            • Enter your username and password to log in.
          2. Access Shops/POS:
            • After logging in, click the “More Apps” icon (represented by four boxes or blocks) in the top right corner.
            • From the dropdown menu, select Shops(as shown in Image 1).
            • A page showing all available shops or outlets will appear.
            • Choose the shop or outlet where you want to place an order by clicking on its name (as shown in Image 2).
          3. Navigate to the “Place Order” Page:
            • Once you select a shop or outlet, you will be taken to its Dashboard.
            • On the left-hand side of the page, you will see various options, including:
              • Dashboard
              • Place Orders
              • View Orders
              • Reports
              • Configuration
            • Click on Place Orders to proceed (as shown in Image 3).
          4. Understanding the “Place Order” Page:
            • On the Place Order page, you will find:
              • Tables Section: Displays all available, running, and printed tables.
              • Occupied Rooms Section: Displays all occupied or checked-in rooms.
          5. Placing an Order for a Specific Table:
            • Under the Tables Section, you will see a list of available tables.
            • Click on the table number or table ID for the table where you want to place an order (as shown in Image 4).
            • Once selected, a list of food categories (e.g., Veg, Non-Veg) whatever you have created from the configuration.
            • Select your desired category and add menu items to the order (as shown in Image 5).
          6. Save and Confirm the Order:
            • After adding the menu items, click on the Save Order button to save and confirm your order (as shown in Image 6).
            • If you want to print KOT then configure KOT with the Stayflexi system and click on KOT & Print (as shown in Image 6).
          7. Settling the Payment:
            If you’re ready to settle the bill for the order, click on the Settle Order button to complete the payment (as shown in Image 6).

          By following these organized steps, you can easily place an order for a specific table through the Shops/POS!!

          How do I place an order for a guest staying in a specific room?

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          Below are the step-by-step guidelines to place an order for guest staying in a specific room from Shops/POS:

          Step-by-Step Guide to Place an Order for a Specific Room in Stayflexi:

          1. Log in to Your Stayflexi Dashboard:
            • Enter your username and password to log in.
          2. Access Shops/POS:
            • After logging in, click the “More Apps” icon (represented by four boxes or blocks) in the top right corner.
            • From the dropdown menu, select Shops (as shown in Image 1).
            • A page showing all available shops or outlets will appear.
            • Choose the shop or outlet where you want to place an order by clicking on its name (as shown in Image 2).
          3. Navigate to the “Place Order” Page:
            • Once you select a shop or outlet, you will be taken to its Dashboard.
            • On the left-hand side of the page, you will see various options, including:
              • Dashboard
              • Place Orders
              • View Orders
              • Reports
              • Configuration
            • Click on Place Orders to proceed (as shown in Image 3).
          4. Understanding the “Place Order” Page:
            • On the Place Order page, you will find:
              • Tables Section: Displays all available, running, and printed tables.
              • Occupied Rooms Section: Displays all occupied or checked-in rooms.
          5. Placing an Order for a Specific Room:
            • Under the Occupied Rooms section, you will see a list of available rooms (occupied or checked-in rooms).
            • Click on the room number or room ID for the room where you want to place an order (as shown in Image 4).
            • A pop-up displaying the guest or customer details for the room will appear, giving you the option to either Proceed or Cancel (as shown in Image 5).
            • Once you click on Proceed, a list of food categories (e.g., Veg, Non-Veg) will appear.
            • Select your desired category and add menu items to the order (as shown in Image 6).
          6. Save and Confirm the Order:
            • After adding the menu items, click on the Save Order button to save and confirm your order (as shown in Image 6).

          By following these steps, you can easily place an order for a specific room through the Shops/POS!!

          How can I track orders coming from QR code in shops?

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          Below are the step-by-step guidelines to track orders coming from QR code from Shops/POS:

          1. Log in to Your Stayflexi Dashboard:
            • Enter your username and password to log in.
          2. Access Shops/POS:
            • After logging in, click the “More Apps” icon (represented by four boxes or blocks) in the top right corner.
            • From the dropdown menu, select Shops (as shown in Image 1).
            • A page showing all available shops or outlets will appear.
            • Choose the shop or outlet by clicking on the shop or outlet name (as shown in Image 2).
          3. Navigate to the “View Orders” Page:
            • Once you select a shop or outlet, you will be taken to its Dashboard.
            • On the left-hand side of the page, you will see various options, including:
              • Dashboard
              • Place Orders
              • View Orders
              • Reports
              • Configuration
            • Click on View Orders to proceed (as shown in Image 3).
          4. Identifying QR Code Orders (as shown in Image 3):
            • On the View Orders page, you will see a table listing all the orders.
            • There will be a column labeled QR Code.
              • If the status in the QR Code column is NO, it means the order was not placed using a QR code.
              • If the status is YES, the order was placed through a QR code.

          These steps help you quickly log in, navigate through the shops, and identify whether an order was placed via a QR code.

          How can I transfer a bill from one table to another in shop / POS?

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          Below are the step-by-step guidelines to transfer bills from one table to another from Shops/POS:

          1. Log in to Your Stayflexi Dashboard:
            • Enter your username and password to log in.
          2. Access Shops/POS:
            • After logging in, click the “More Apps” icon (represented by four boxes or blocks) in the top right corner.
            • From the dropdown menu, select Shops (as shown in Image 1).
            • A page showing all available shops or outlets will appear.
            • Choose the shop or outlet where you want to place an order by clicking on its name (as shown in Image 2).
          3. Navigate to the “Place Order” Page:
            • Once you select a shop or outlet, you will be taken to its Dashboard.
            • On the left-hand side of the page, you will see various options, including:
              • Dashboard
              • Place Orders
              • View Orders
              • Reports
              • Configuration
            • Click on Place Orders to proceed(as shown in Image 3).
          4. Understanding the “Place Order” Page:
            • On the Place Order page, you will find:
              • Tables Section: Displays all available, running, and printed tables.
              • Occupied Rooms Section: Displays all occupied or checked-in rooms.
          5. Place an order from the Table:
            • Under the Tables Section, you will see a list of available tables.
            • Click on the table number or table ID for the table where you want to place an order (as shown in Image 4).
            • Once selected, a list of food categories (e.g., Veg, Non-Veg) will appear.
            • Select your desired category and add menu items to the order (as shown in Image 5).
          6. Save and Confirm the Order:
            • After adding the menu items and customer information, click on the Save Order button to save and confirm your order (as shown in Image 5).
          7. Navigating to the View Order Page:
            • After confirming your order, click on the shop name located at the top left corner of the screen(as shown in Image 6).
            • This will take you back to the page where you can place orders.
            • To view your orders, click on the “View Orders” option on the left side just below the Place Orders option(as shown in Image 7).
          8. Moving a Bill to Another Table:
            • On the “View Orders” page, select the order whose bill you wish to move (as shown in Image 8).
            • Find and click on the “Move Bill” button (as shown in Image 7).
            • A pop-up will appear, displaying all available tables.
            • Select the table number or ID to which you want to move the bill (as shown in Image 8).
            • Finally, click the “Confirm Move Table” button (as shown in Image 8).
            • The guest bill will now be successfully moved to the selected table.

          How do I apply a discount to an entire food category or a specific item?

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          Below are the step-by-step guidelines to apply the discount to an entire food category or a specific item from Shops/POS:

          1. Log in to Your Stayflexi Dashboard:
            • Enter your username and password to log in.
          2. Access Shops/POS:
            • After logging in, click the “More Apps” icon (represented by four boxes or blocks) in the top right corner.
            • From the dropdown menu, select Shops (as shown in Image 1).
            • A page showing all available shops or outlets will appear.
            • Choose the shop or outlet by clicking on the shop or outlet name (as shown in Image 2).
          3. Navigate to the “Configuration” Page:
            • Once you select a shop or outlet, you will be taken to its Dashboard.
            • On the left-hand side of the page, you will see various options, including:
              • Dashboard
              • Place Orders
              • View Orders
              • Reports
              • Configuration
            • Click on the Configuration dropdown to proceed (as shown in Images 3 and 4).
          4. Go to Discount:
            • On the Configuration dropdown, you will see a list of options including:
              • Outlet
              • Menu items
              • Categories
              • Discounts
              • Table/Area
              • Staff
            • Click on the Discounts option (as shown in Image 4).
          5. Create a Discount (as shown in Images 5,6, and 7):
            • To create a new discount, click the Add Discount button.
            • Fill in the following details:
              • Discount Name: Enter a name for the discount.
              • Discount Type: Choose between:
                • Percentage: Discount will be applied as a percentage of the item or category price.
                • Fixed: A fixed amount will be discounted.
              • Discount Value: Enter the value or percentage of the discount.
              • Discount Applied On: Select where the discount should apply:
                • Category: Choose categories (e.g., Veg, Non-Veg) from the dropdown to apply the discount to all items in these categories.
                • Item: Choose specific items (e.g., Veg Biryani, Chicken Biryani) from the dropdown to apply the discount to those items only.
                • Once all the details are filled in, save your discount settings. The discount option will then be available for the specific item, allowing you to select the desired discount when placing an order if needed (as shown in Images 8 and 9).

          Can I print a KOT or an A4-sized bill for the guest?

          Yes, you can print a KOT or an A4-sized bill for the guest.

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          Below are the step-by-step guidelines to print KOT or an A4-sized bill for the guest from Shops/POS:

          1. Log in to Your Stayflexi Dashboard:
            • Enter your username and password to log in.
          2. Access Shops/POS:
            • After logging in, click the “More Apps” icon (represented by four boxes or blocks) in the top right corner.
            • From the dropdown menu, select Shops (as shown in Image 1).
            • A page showing all available shops or outlets will appear.
            • Choose the shop or outlet where you want to place an order by clicking on its name (as shown in Image 2).
          3. Navigate to the “Place Order” Page:
            • Once you select a shop or outlet, you will be taken to its Dashboard.
            • On the left-hand side of the page, you will see various options, including:
              • Dashboard
              • Place Orders
              • View Orders
              • Reports
              • Configuration
            • Click on Place Orders to proceed (as shown in Image 3).
          4. Understanding the “Place Order” Page:
            • On the Place Order page, you will find:
              • Tables Section: Displays all available, running, and printed tables.
              • Occupied Rooms Section: Displays all occupied or checked-in rooms.
          5. Place an order from the Table:
            • Under the Tables Section, you will see a list of available tables.
            • Click on the table number or table ID for the table where you want to place an order (as shown in Image 4).
            • Once selected, a list of food categories (e.g., Veg, Non-Veg) will appear.
            • Select your desired category and add menu items to the order(as shown in Image 5).
          6. Save and Confirm the Order:
            • After adding the menu items and customer information, click on the Save Order button to save and confirm your order (as shown in Image 5).
          7. Enter Customer Information:
            • To add customer details, click on the customer information icon at the top. Enter the required information and save it (as shown in Images 6 and 7).
            • Note: If you’re placing an order from a table, customer information is mandatory to print the A4 bill.
          8. Print KOT:
            • After saving the order, click the KOT & Print button next to the Save Order button. This will print the Kitchen Order Ticket (KOT), and you’ll see the KOT ID displayed above the ordered or menu items (as shown in Image 8).
            • If you need to add more items later, save the order again and print a new KOT. The newly added items will have a different KOT ID.
          9. Print Bill (A4 or KOT Bill):
            • To print the bill, click on the Print Bill button located next to the KOT & Print button. A pop-up will appear with two options:
              • A4 Bill
              • KOT Bill View
            • Choose the type of bill you’d like to print, and it will include all the order details (as shown in Images 9,10, and 11).

          Does the shop support KOT (Kitchen Order Tickets), and how does it work?

          Yes, shops/POS support KOT(Kitchen Order Tickets).

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          Below are the step-by-step guidelines to show how KOT works from Shops/POS:

          1. Log in to Your Stayflexi Dashboard:
            • Enter your username and password to log in.
          2. Access Shops/POS:
            • After logging in, click the “More Apps” icon (represented by four boxes or blocks) in the top right corner.
            • From the dropdown menu, select Shops (as shown in Image 1).
            • A page showing all available shops or outlets will appear.
            • Choose the shop or outlet where you want to place an order by clicking on its name (as shown in Image 2).
          3. Navigate to the “Place Order” Page:
            • Once you select a shop or outlet, you will be taken to its Dashboard.
            • On the left-hand side of the page, you will see various options, including:
              • Dashboard
              • Place Orders
              • View Orders
              • Reports
              • Configuration
            • Click on Place Orders to proceed (as shown in Image 3).
          4. Understanding the “Place Order” Page:
            • On the Place Order page, you will find:
              • Tables Section: Displays all available, running, and printed tables.
              • Occupied Rooms Section: Displays all occupied or checked-in rooms.
          5. Place an order from the Table:
            • Under the Tables Section, you will see a list of available tables.
            • Click on the table number or table ID for the table where you want to place an order (as shown in Image 4).
            • Once selected, a list of food categories (e.g., Veg, Non-Veg) will appear, basically whatever you have configured under categories and menu items.
            • Select your desired category and add menu items to the order (as shown in Image 5).
          6. Save and Confirm the Order:
            • After adding the items, click Save Order to confirm the order (as shown in Image 5).
            • Note: The KOT & Print button will only be clickable after saving the order (as shown in Image 6).
          7. Print KOT:
            • Once the order is saved, click the KOT & Print button next to the Save Order button.
            • The Kitchen Order Ticket (KOT) will be printed, and you’ll see the KOT ID above the ordered items (as shown in Image 7).
            • If you need to add more items later, you can do so, save the order again, and print a new KOT. The newly added items will have a different KOT ID (as shown in the Images 8,9 and 10).

          That’s how the KOT process works in the Shops/POS module!

          Can I partially settle a POS bill? What steps are required to do so?

          Yes, you can partially settle the POS bill.

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          Below are the step-by-step guidelines to partially settle POS bills from Shops/POS:

          1. Log in to Your Stayflexi Dashboard:
            • Enter your username and password to log in.
          2. Access Shops/POS:
            • After logging in, click the “More Apps” icon (represented by four boxes or blocks) in the top right corner.
            • From the dropdown menu, select Shops (as shown in Image 1).
            • A page showing all available shops or outlets will appear.
            • Choose the shop or outlet where you want to place an order by clicking on its name (as shown in Image 2).
          3. Navigate to the “Place Order” Page:
            • Once you select a shop or outlet, you will be taken to its Dashboard.
            • On the left-hand side of the page, you will see various options, including:
              • Dashboard
              • Place Orders
              • View Orders
              • Reports
              • Configuration
            • Click on Place Orders to proceed (as shown in Image 3).
          4. Understanding the “Place Order” Page:
            • On the Place Order page, you will find:
              • Tables Section: Displays all available, running, and printed tables.
              • Occupied Rooms Section: Displays all occupied or checked-in rooms.
          5. Place an order from the Table:
            • Under the Tables Section, you will see a list of available tables.
            • Click on the table number or table ID for the table where you want to place an order (as shown in Image 4).
            • Once selected, a list of food categories (e.g., Veg, Non-Veg) will appear.
            • Select your desired category and add menu items to the order (as shown in Image 5).
          6. Save and Confirm the Order:
            • After adding the menu items and customer information, click on the Save Order button to save and confirm your order(as shown in Image 5).
          7. Enter Customer Information:
            • To add customer details, click on the customer information icon at the top. Enter the required information and save it (as shown in the Image 6 and 7).
            • Note: If you’re placing an order from the table, customer information is mandatory for partial bill payment.
          8. Partial bill payment:
            • Click on the Settle order button(as shown in Image 8).
            • A pop-up to settle and save the amount with all other details will appear, like:
              • Payment type:
                • Cash
                • Offline card
                • Wallet
                • Other
              • Calculate amount textbox
              • Remarks
              • Settlement amount textbox
            • Click on the Settlement amount textbox and edit the actual amount with the amount you want to settle the order.
            • Now, Settle and Save the amount (as shown in Image 9).
            • Navigate to the View Orders page and check the status of the order.
            • The order status will be displayed as DUE as the order is partially settled (as shown in Image 10).
            • If you want to settle the remaining bill in the future, click on the settle dues option under the view orders page and collect the remaining payment.

          By following these steps, you can partially settle the POS bill for a particular order.

          How do I mark an item as out of stock in the shop?

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          Below are the step-by-step guidelines to mark an item out of stock from Shops/POS:

          1. Log in to Your Stayflexi Dashboard:
            • Enter your username and password to log in.
          2. Access Shops/POS:
            • After logging in, click the “More Apps” icon (represented by four boxes or blocks) in the top right corner.
            • From the dropdown menu, select Shops (as shown in Image 1).
            • A page showing all available shops or outlets will appear.
            • Choose the shop or outlet by clicking on the shop or outlet name (as shown in Image 2).
          3. Navigate to the “Configuration” Page:
            • Once you select a shop or outlet, you will be taken to its Dashboard.
            • On the left-hand side of the page, you will see various options, including:
              • Dashboard
              • Place Orders
              • View Orders
              • Reports
              • Configuration
            • Click on Configuration dropdown to proceed (as shown in Image 3).
          4. Go to Menu items:
            • On the Configuration dropdown, you will see a list of options including:
              • Outlet
              • Menu items
              • Categories
              • Discounts
              • Table/Area
              • Staff
            • Click on the Menu items option (as shown in Image 3).
            • A list of all the menu items will appear along with the details.
          5. Mark menu items out of stock (as shown in Images 4 and 5):
            • To mark menu items out of stock, do the following:
              • There is a Yes or No dropdown under the In Stock column for each menu item.
              • Just click on the dropdown, select NO, and click it.
              • The item is now marked as out of stock.
              • You can verify this by selecting the In-stock items option in the top right of the page.
              • It takes you to the Out Of Stock items page.
              • This displays all the out-of-stock items.

          By following these steps you can mark all the items as out of stock.

          If an order is settled, where can I find the payment method used?

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          Below are the step-by-step guidelines to check the payment method used from Shops/POS:

          1. Log in to Your Stayflexi Dashboard:
            • Enter your username and password to log in.
          2. Access Shops/POS:
            • After logging in, click the “More Apps” icon (represented by four boxes or blocks) in the top right corner.
            • From the dropdown menu, select Shops (as shown in Image 1).
            • A page showing all available shops or outlets will appear.
            • Choose the shop or outlet by clicking on the shop or outlet name (as shown in Image 2).
          3. Navigate to the “View Orders” Page:
            • Once you select a shop or outlet, you will be taken to its Dashboard.
            • On the left-hand side of the page, you will see various options, including:
              • Dashboard
              • Place Orders
              • View Orders
              • Reports
              • Configuration
            • Click on View Orders to proceed (as shown in Image 3).
          4. View payment method :
            • After selecting View Orders, a page with all the order details with table ID, room ID, order source, Settled amount, etc will be displayed.
            • Click on the row where the order is Settled (as shown in Image 3).
            • After clicking, different options will appear.
            • Click on the Detailed Payment View option (as shown in Image 4).
            • Payment type with the payment amount will be displayed (as shown in Image 5).

          By following these steps, you can view the payment method used to settle a particular order.

          What types of reports are available in the shop?

          Below are the types of reports available in the Shops/POS:

          • Outlet Day-Wise Sales Summary
            • Purpose: Provides a consolidated sales summary of all transactions made at your outlet, broken down by date wise.
            • Usage: Useful for tracking daily revenue and performance over a period.
          • Outlet Day-Wise Balance Summary
            • Purpose: Displays a day-wise balance summary for your outlet, likely showing remaining financial balances.
            • Usage: Helps in reviewing financial consistency and ensuring no discrepancies.
          • Hourly Item Sales Summary Report
            • Purpose: Presents item sales data broken down by the hour.
            • Usage: Allows users to identify peak sales hours and optimize staffing and inventory.
          • Item-Wise Category Summary Report
            • Purpose: Provides a summary of sales based on individual items.
            • Usage: Assists in understanding the performance of different product categories and managing stock accordingly.
          • Order-Wise Sales Summary
            • Purpose: Summarizes sales based on individual orders, providing insights into order trends.
            • Usage: Useful for analyzing how many orders were placed, average order value, and item preferences.
          • KOT Modification
            • Purpose: Shows a summary of all modifications made to Kitchen Order Tickets (KOT).
            • Usage: Important for tracking any changes made to orders in the kitchen and ensuring order accuracy.
          • KOT Report
            • Purpose: Displays a summary of all Kitchen Order Tickets (KOT) punched for the shop.
            • Usage: Useful for tracking kitchen workload and ensuring all orders have been processed.
          • Day-Wise Item Sales Summary Report
            • Purpose: It provides a day-wise breakdown of items punched into the system for the shop.
            • Usage: Useful for tracking daily item-level sales performance and managing inventory.

          Viewing arrivals and departures

          1. Login : Log into your Stayflexi dashboard with your credentials.
          2. Front Page: On the dashboard’s front page, you will see a list of tiles displaying various metrics like New bookings, In-house, Arrivals, Departures, etc.
          3. Arrivals/Departures: click on the Arrivals or Departures tab to view the list of upcoming guest check-ins or expected check-outs.
          4. Booking Details: For each entry, you can click to view more details about the guest and their reservation.

          What is pending departure and pending arrival?

          Pending Arrival: This refers to reservations where the guest is expected to arrive but has not yet checked in. These are upcoming bookings that are awaiting the guest’s arrival.

          Pending Departures: This refers to reservations where the guest is due to check out but has not yet completed the check-out process. These are active stays that are approaching their scheduled departure date.

          Both sections help property managers track the status of reservations and manage arrivals and departures efficiently.

          Below are the step-by-step guidelines on how to check pending departures in Stayflexi:

          1. Login : Log into your Stayflexi dashboard with your credentials.
          2. Front Page: On the dashboard’s front page, you will see a list of tiles displaying various metrics like New bookings, In-house, Arrivals, Departures, etc.
          3. Click on the Departure: On the Stayflexi dashboard, locate and click on the “Departures” tile.
          4. View the List of Guests: Below the tile, you will see a list of guests who are scheduled to depart. These are the pending departures.

          Below are the step-by-step guidelines on how to check pending Arrivals in Stayflexi:

          1. Login : Log into your Stayflexi dashboard with your credentials.
          2. Front Page: On the dashboard’s front page, you will see a list of tiles displaying various metrics like New bookings, In-house, Arrivals, Departures, etc.
          3. Click on the Arrivals: On the Stayflexi dashboard, locate and click on the “Arrivals” tile.
          4. View the List of Guests: Below the tile, you will see a list of guests who are scheduled to arrive. These are the pending arrivals.

          Reports

          Unlock powerful insights into your property’s operations with Stayflexi’s Reports feature. Access a variety of detailed, customizable reports, including occupancy, financials, guest demographics, and booking patterns. These reports are designed to help you monitor your property’s performance, spot trends, and make informed, strategic decisions. With real-time data at your fingertips, Stayflexi Reports allow you to evaluate key metrics and streamline your decision-making process, ensuring better control over your property performance.

          Articles

          Overview Of reports and what are important reports to refer in Stayflexi ?

          What are Stayflexi Reports?

          The Reports feature in Stayflexi provides property managers with essential insights into their property’s operations. It offers a range of detailed reports on revenue, tax filing, occupancy, booking sources, sales performance, and guest demographics. These reports allow users to monitor trends, optimize room pricing, adjust marketing strategies, and improve overall property performance. By analyzing these data points, property managers can make informed decisions that enhance profitability and guest experience, supporting both day-to-day management and long-term strategic planning.

          Why Use Stayflexi Reports?

          Reports are essential for understanding various aspects of your property’s operations, such as:

          1. Tracking Revenue: Track financial performance, analyze income sources, and identify high-performing channels.
          2. Optimize Occupancy: Adjust room availability based on occupancy trends and prevent under utilisation.
          3. Manage Sales Performance: Monitor bookings, cancellations, and modifications to better understand guest behavior.
          4. Enhance Marketing Strategies: Evaluate booking sources to focus on effective distribution channels.
          5. Set Competitive Pricing: Utilize average daily rate[ADR] and revenue per available room [RevPar] insights to develop profitable pricing.

          Using these reports enables data-driven decisions, leading to increased occupancy, revenue, and guest satisfaction.

          How to Access and Use Stayflexi Reports?

          1. Accessing Reports:
            • Log in to your Stayflexi dashboard using your credentials.
            • From the dashboard, click on the 4-dots square icon labeled “More Apps”, located on the right side of the screen.
            • From the listed apps, locate and click on the Reports.

          In Stayflexi, when you access the Reports feature, a new page opens where you can view a comprehensive list of reports, each providing valuable insights into property performance.

          • The Key Reports to focus on include:
            • Flash Manager Report: This report provides a quick, high-level overview of essential metrics, offering insights that help in daily decision-making, which include:
              • Property Report: Provides insights into overall property performance, summarizing key metrics.
              • Revenue Report: Details revenue generated from various sources, helping track income flow.
              • Tax Revenue Report: Shows total tax collected on revenues, aiding in tax management.
              • Taxes Report: Breaks down specific tax categories and amounts, useful for accounting.
              • Payments Summary Report: Summarizes all payments received, giving a quick snapshot of cash flow.
              • Payments Detailed Report: Offers a more granular view of each transaction, ideal for payment tracking.
              • Expense Report: Lists all expenses, helping manage property costs effectively.
              • Inventory Report: Tracks available room Inventory, ensuring room availability and allocation.
              • House Report: Summarizes room statuses, occupancy, and other essential house operations.
            • Room Revenue Report: Focused on revenue generated per room, this report is critical for understanding how room sales contribute to overall income.
            • Night Audit Report: Summarizes daily transactions, occupancy, and revenue, ensuring all records are accurate and balanced at the end of each day.

          The Flash Manager Report, Room Revenue Report, and Night Audit Report in Stayflexi collectively offer a property’s performance. Together, they cover almost every crucial aspect of property management, including revenue tracking, occupancy levels, tax breakdowns, payments, expenses, inventory, and room status.

          Is there a way to generate a report for POS transactions (restaurant, spa, etc.) within the property?

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          YES, here’s a step-by-step guide on how to generate reports for transactions across various property outlets like restaurants, spas, etc., in Stayflexi:

          1. Log in to your Stayflexi dashboard using your credentials.
          2. From the dashboard, click on the 4-dots square icon labeled “More Apps”, located on the right side of the screen.
          3. From the listed apps, locate and click on the Reports.
          4. On the left side of the dashboard, you will see a list of different reports.
          5. From the list of available reports, click on All Outlets Itemwise Category Summary Report.
          6. View the Report:
            • The report will open on your screen, displaying transaction details.
            • Data is organized with headers horizontally, such as:
              • Outlet Name
              • Item Category
              • Item Name
              • Quantity Sold
              • Total Sales
          7. Below each column, you’ll find the corresponding data categorized by outlet.
          8. Filter by Date Range:
            • Use the Date Range Selector to choose the desired time period:
            • For current date transactions, select today’s date.
            • For previous date transactions, adjust the date range accordingly.
          9. Analyze and Export:
            • Review the report on-screen or export it for further analysis, depending on your needs.
          10. This process ensures you can quickly access detailed sales and transaction data for each outlet within your property.

          How can I generate an expense report to track operational costs?

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          To generate an expense report to track operational costs of your property in Stayflexi, follow the below-mentioned steps:

          1. Log in to your Stayflexi dashboard using your credentials.
          2. From the dashboard, click on the 4-dots square icon labeled “More Apps”, located on the right side of the screen.
          3. From the listed apps, locate and click on the Reports.
          4. On the left side of the dashboard, you will see a list of different reports.
          5. From the list of displayed reports, locate and select the Expense Manager Report.
          6. View the Report Details:
            • The report will open, showing your property’s expenses.
          7. Data is structured as follows:
            • Horizontal Headers include:
              • Type of Expense (e.g., maintenance, utilities)
              • ID (unique identifier for each expense)
              • Reason/Entity Name (why or who the expense was for)
              • Description (details of the expense)
            • Vertical Columns list the corresponding data under each header.
          8. Analyze the Data:
            • Scroll through the report to review detailed expense entries.
            • Use this report to track and manage your property’s expenditures.

          This report provides a clear overview of your expenses, helping you monitor and control costs efficiently.

          How can I generate a report of all the charged virtual cards from Expedia or Booking.com?

          To generate a report of all the charged virtual cards from Expedia or Booking.com, Follow the below-mentioned guidelines.

          1. Log in to your Stayflexi dashboard using your credentials.
          2. From the dashboard, click on the 4-dots square icon labeled “More Apps”, located on the right side of the screen.
          3. From the listed apps, locate and click on the Reports.
          4. On the left side of the dashboard, you will see a list of different reports.
          5. Click on Payment Reports: Go to the Reports section and select Payment Reports.
          6. Click on the Payment Gateway Report option.
          7. Select the desired date range in the open report to view the relevant data.
          8. Review the columns provided in the report, such as the Gateway and Booking Source columns.
          9. Use the filter option in the Booking Source column to display data specific to a selected OTA, like Expedia or Booking.com. [Refer to the provided image to clearly understand the filtering process.]

          How can I generate a tax report to track the taxes collected from bookings?

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          To generate a tax report to track the taxes collected from bookings, follow the below-mentioned steps:

          1. Log in to your Stayflexi dashboard using your credentials.
          2. From the dashboard, click on the 4-dots square icon labeled “More Apps”, located on the right side of the screen.
          3. From the listed apps, locate and click on the Reports.
          4. On the left side of the dashboard, you will see a list of different reports.
          5. Access Property Reports: At the top of the Reports section, you’ll see Property Reports. The reports under this section will already be displayed on the screen.
          6. Click on Room Bookings Report :
            • Click on “Room Bookings Reports” from the displayed reports.
          7. View the Report:
            • A report will open displaying the booking information.
          8. View the Tax:
            • Scroll to the far right of the report to view the tax charged for each booking.

          This report provides a clear breakdown of taxes associated with each booking.

          How can I generate a booking source report to track where my reservations are coming from (e.g., OTA, direct bookings)?

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          To generate a booking source report to track where your reservations are coming from, follow the below-explained steps:

          1. Log in to your Stayflexi dashboard using your credentials.
          2. From the dashboard, click on the 4-dots square icon labeled “More Apps”, located on the right side of the screen.
          3. From the listed apps, locate and click on the Reports.
          4. On the left side of the dashboard, you will see a list of different reports.
          5. Access Property Reports: At the top of the Reports section, you’ll see Property Reports. The reports under this section will already be displayed on the screen.
          6. Click on the Room Bookings Report from the list of displayed reports on the screen.
          7. A report will open, Locate the ‘Booking Source’ column heading, displayed horizontally. You can apply filter for a specific OTA booking source.
          8. Below this heading, you’ll find the information on the source of each booking.

          Can I view a report of all reservations made during a specific period?

          To view a report of all reservations made during a specific period, follow the below mentioned steps:

          1. Log in to your Stayflexi dashboard using your credentials.
          2. From the dashboard, click on the 4-dots square icon labeled “More Apps”, located on the right side of the screen.
          3. From the listed apps, locate and click on the Reports.
          4. On the left side of the dashboard, you will see a list of different reports.
          5. Access Property Reports: At the top of the Reports section, you’ll see Property Reports. The reports under this section will already be displayed on the screen.
          6. Open the Master Report:
            • Click on Master Report to open the detailed booking report.
          7. Select the Date Range:
            • In the reports section, locate the Date Range Selector to set the dates.
          8. Choose Your Dates:
            • Click on any specific dates for which you want to view all reservations made during that period.
          9. Apply the Date Range:
            • Once you’ve selected the desired dates, click the “Apply” button to confirm your date range.

          This will display a report showing all reservations made within the specified period.

          Is there a way to generate a report for discounts or promotions applied to bookings?

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          To generate a report for discounts or promotions applied to bookings, follow the below-mentioned guidelines:

          1. Log in to your Stayflexi dashboard using your credentials.
          2. From the dashboard, click on the 4-dots square icon labeled “More Apps”, located on the right side of the screen.
          3. From the listed apps, locate and click on the Reports.
          4. On the left side of the dashboard, you will see a list of different reports.
          5. Access Property Reports: At the top of the Reports section, you’ll see Property Reports. The reports under this section will already be displayed on the screen.
          6. Open the Master Report:
            • Click on Master Report to open the detailed booking report.
          7. Add the Coupons/Discounts Column:
            • By default, the report does not show applied coupon codes or discounts.
            • To add this information, go to the columns list on the right side of the report.
            • Scroll through the options, find “Applied Coupons/Discounts,” and check the box next to it.
          8. View the Updated Report:
            • The selected column will now appear in your report, displaying any coupon codes or discounts applied to each booking.

          This way, you can easily see details about any promotional offers associated with each reservation.

          How can I generate a report of room revenue by room type or category?

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          To generate a report of room revenue by room type or category, follow the below-mentioned steps:

          1. Log in to your Stayflexi dashboard using your credentials.
          2. From the dashboard, click on the 4-dots square icon labeled “More Apps”, located on the right side of the screen.
          3. From the listed apps, locate and click on the Reports.
          4. On the left side of the dashboard, you will see a list of different reports.
          5. Access Property Reports: At the top of the Reports section, you’ll see Property Reports. The reports under this section will already be displayed on the screen.
          6. Open Room Bookings Report:
            • Click on “Room Bookings Report” in your Stayflexi dashboard.
          7. Customize Columns:
            • On the right side of the report, click on the column options listed vertically.
            • Find “Room Category” in the options and check the box next to it.
          8. Adjust Column Placement:
            • The “Room Category” column will now appear in your report.
            • You can move it by dragging it to place it next to any other column of your choice.

          This customization allows you to organize and view the report in a way that best suits your needs.

          How can I download a guest history report?

          To download a guest history report in Stayflexi, follow the below-mentioned guidelines:

          1. Log in to your Stayflexi dashboard using your credentials.
          2. From the dashboard, click on the 4-dots square icon labeled “More Apps”, located on the right side of the screen.
          3. From the listed apps, locate and click on the Reports.
          4. On the left side of the dashboard, you will see a list of different reports.
          5. Access the Customer Report:
            • Go to the dashboard and click on the Customers Report section.
            • From the page that opens, click on Customers Report again from the two options presented.
          6. View Guest Details:
            • A detailed report will open, displaying guest details in horizontal rows and vertical columns.
          7. Set the Date Range:
            • At the top of the report, locate the Date Range Selector and click on it to open a calendar.
            • The calendar allows you to select date ranges by weekly, monthly, or yearly intervals, as well as options for days up to today and days starting today.
            • Choose the date range that suits your needs and click on the Apply button within the calendar.
          8. Use Filters for Easy Navigation:
            • Next to the Date Range Selector, find the Filters option. Click on it to open a dropdown with filter choices.
            • Apply any necessary filters to refine the report and make it easier to navigate.
          9. Export the Report:
            • To the right of the Filters column, click on the Export Report dropdown menu.
            • Select your preferred format (PDF, CSV, or Excel) to export the report.

          By following these steps, you can download a guest history report.

          How do I analyze my property's monthly or yearly room booking performance report compared to the previous year?

          To analyze your property’s monthly or yearly performance report compared to the previous year, follow the below-mentioned guidelines:

          1. Log in to your Stayflexi dashboard using your credentials.
          2. From the dashboard, click on the 4-dots square icon labeled “More Apps”, located on the right side of the screen.
          3. From the listed apps, locate and click on the Reports.
          4. On the left side of the dashboard, you will see a list of different reports.
          5. Go to Flash Manager Report:
            • In your dashboard, click on the Flash Manager Report section. This report gives you an overview of property performance metrics.
          6. Set the Date Range:
            • At the top of the page, locate the Date Range Selector to choose the period [monthly or yearly] you want to analyze.
          7. Enable Comparison Mode:
            • Next to the date range selector, the report will display comparative data, allowing you to see key metrics from the current period alongside those from the previous year [e.g., this month vs. the same month last year, or this year vs. last year].
          8. Analyze the Report:
            • In comparison mode, all key performance indicators [KPIs] will show side-by-side comparisons, helping you analyze growth, trends, and any notable changes in performance over time.

          This setup provides a clear view of your property’s performance against the previous, making it easier to assess improvements or areas that need attention.

          Is there a report to track cancellations and no-shows?

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          To track cancellations in Stayflexi, follow the below-mentioned steps:

          1. Log in to your Stayflexi dashboard using your credentials.
          2. From the dashboard, click on the 4-dots square icon labeled “More Apps”, located on the right side of the screen.
          3. From the listed apps, locate and click on the Reports.
          4. On the left side of the dashboard, you will see a list of different reports.
          5. Access Property Reports: At the top of the Reports section, you’ll see Property Reports. The reports under this section will already be displayed on the screen.
          6. Open the Master Report:
            • Click on Master Report to open the detailed booking report.
          7. Locate the Booking Status Column:
            • In the report, find the Booking Status column displayed horizontally. This column shows the status of each booking, such as confirmed, checked out, and cancelled.
          8. Filter for Cancelled Bookings:
            • Click on the Filter option beneath the Booking Status column.
            • A popup will appear, allowing you to select specific statuses.
            • Choose Cancelled to display only the bookings with a cancelled status.

          Following these steps will filter the report to show only cancelled bookings, making it easy to track cancellations.

          To track no shows in Stayflexi, follow the below-mentioned steps:

          1. Log in to your Stayflexi dashboard using your credentials.
          2. From the dashboard, click on the 4-dots square icon labeled “More Apps”, located on the right side of the screen.
          3. From the listed apps, locate and click on the Reports.
          4. On the left side of the dashboard, you will see a list of different reports.
          5. Open the Front Desk Report:
            • On the dashboard, click on Front Desk Report to access a range of front desk-related reports.
          6. Select the No-Show Report:
            • From the reports displayed, locate and click on No-Show Report.
          7. View No-Show Details:
            • The No-Show Report page will open, showing information about guests who did not show up at your property. This report includes guest details and reservation specifics.

          This process allows you to easily view and track all no-show bookings for better management and follow-up.

          How do I view an overdue payments or pending balance report?

          To view an overdue payments or pending balance report, follow the below-mentioned steps in Stayflexi:

          1. Log in to your Stayflexi dashboard using your credentials.
          2. From the dashboard, click on the 4-dots square icon labeled “More Apps”, located on the right side of the screen.
          3. From the listed apps, locate and click on the Reports.
          4. On the left side of the dashboard, you will see a list of different reports.
          5. Access Property Reports: At the top of the Reports section, you’ll see Property Reports. The reports under this section will already be displayed on the screen.
          6. Open the Room Revenue Reports:
            • Click on the Room Revenue Report section. This report provides detailed information about guest transactions and room revenue, both with and without taxes.
          7. Navigate to the Pending Balance Column:
            • Once the report opens, scroll or use the arrow keys to move to the extreme right of the report sheet.
          8. Check the Balance Amount:
            • Look for the Balance Amount column on the fair right. This column reflects any pending balances for guests, showing any overdue payments or remaining amounts.

          This process allows you to quickly identify and review any outstanding payments directly within the report.

          How can I view logs of any changes made to room pricing, inventory, or a specific reservation ID in the system?

          Below are the step-by-step guidelines to view logs of any changes made to room pricing, inventory, or a specific reservation ID in the system in Stayflexi:

          Accessing Reports:

          • Log in to your Stayflexi dashboard using your credentials.
          • From the dashboard, click on the 4-dots square icon labeled “More Apps”, located on the right side of the screen.
          • From the listed apps, locate and click on the Reports.
          • On the left side of the dashboard, you will see a list of different reports.

          “Log Reports” section :

          1. On the main dashboard, find and click on the log reports option. This section keeps a record of all changes in the system.
          2. View User Log Report:
            • Once on the Log Reports page, you’ll see a detailed user log report appear on your screen.
          3. Open the Report:
            • Click on the report to open it and view the information.
          4. Explore the Columns:
            • The report displays various columns across the screen, such as change type, date, user name, and specific details of the modification. These columns allow you to filter and search for specific changes based on your requirements.
          5. Filter Information:
            • To find the exact log details you need, filter by date, user, or other criteria based on the columns available.

          This process will help you access logs on any modifications to room pricing, inventory, or reservations as needed.

          How do I schedule a daily revenue report for my property?

          To generate a daily revenue report for your property, Follow the below-mentioned steps:

          1. Log in to your Stayflexi dashboard using your credentials.
          2. From the dashboard, click on the 4-dots square icon labeled “More Apps”, located on the right side of the screen.
          3. From the listed apps, locate and click on the Reports.
          4. Once the reports page opens, look to the right side and click on Schedule Reports.
          5. On Schedule Reports page, click on Add New Report Schedule to start configuring your report.
          6. Configure the Report:
            • A report configuration page will appear on the right.
            • Fill in the details, including the Name of the Report Schedule [e.g.,”Daily Revenue Report”].
            • Select Report Type as Revenue Report.
            • Set Schedule Frequency by clicking on the dropdown. Choose Daily from the default options.
          7. Click the Save button at the bottom to complete the setup.

          You have successfully scheduled a Daily Revenue Report in Stayflexi. The system will automatically generate the report daily based on your configuration.

          How can I view the occupancy report for a specific date?

          To view the occupancy report for a specific date range, Follow the below-mentioned guidelines:

          1. Log in to your Stayflexi dashboard using your credentials.
          2. From the dashboard, click on the 4-dots square icon labeled “More Apps”, located on the right side of the screen.
          3. From the listed apps, locate and click on the Reports.
          4. On the left side of the dashboard, you will see a list of different reports.
          5. From the list, locate and click on Channel Manager Reports.
          6. Three reports will open. Click on Occupancy Report to proceed.
          7. In the center of the page, find the date selection area. Click on the calendar icon to open the dropdown calendar.
          8. From the dropdown calendar, select the specific date for which you want to view the occupancy report.

          You will now receive the Occupancy Report for that particular date, providing insights into the room utilization and occupancy levels.

          How do I generate a report to track the booking sources by OTA channel manager, such a Booking.com, Expedia, etc.?

          To track where your reservations are coming from (e.g., OTA, direct bookings), follow the below-mentioned steps:

          1. Log in to your Stayflexi dashboard using your credentials.
          2. From the dashboard, click on the 4-dots square icon labeled “More Apps”, located on the right side of the screen.
          3. From the listed apps, locate and click on the Reports.
          4. On the left side of the dashboard, you will see a list of different reports.
          5. From the list, locate and click on Channel Manager Reports.
          6. Three reports appear on the screen, click on CM Bookings Report.
          7. The report will open on the same page, displaying a list of bookings received from various channels.
          8. Within the report, find the Booking Source column.
          9. Here you’ll see the source of each booking, showing where each guest reservation originated.

          How do I check a detailed room status report (occupied, available, out of service)?

          To create a detailed room status report (occupied, available, out of service), follow the below-mentioned steps:

          1. Log in to your Stayflexi dashboard using your credentials.
          2. From the dashboard, click on the 4-dots square icon labeled “More Apps”, located on the right side of the screen.
          3. From the listed apps, locate and click on the Reports.
          4. On the left side of the dashboard, you will see a list of different reports.
          5. Access Property Reports: At the top of the Reports section, you’ll see Property Reports. The reports under this section will already be displayed on the screen.
          6. Select Room Inventory Report: Locate and click on Room Inventory Report.
          7. View Report Details: A new page will open, displaying a table at the top with columns like Blocked Rooms, Net Rooms, Available Rooms, etc.
          8. Explore More Columns: To see additional columns, click on the small arrow icon on the right side to scroll forward.
          9. Review the Inventory Report: Below the columns, you’ll find detailed data for your room inventory, showing a breakdown of each room’s status.

          How do I check a report of payments made through different methods (e.g., cash, card, bank transfer)?

          To create a report for payments made via different methods (cash, card, online, etc.), follow the below-mentioned steps:

          1. Log in to your Stayflexi dashboard using your credentials.
          2. From the dashboard, click on the 4-dots square icon labeled “More Apps”, located on the right side of the screen.
          3. From the listed apps, locate and click on the Reports.
          4. On the left side of the dashboard, you will see a list of different reports.
          5. Click on Payment Reports: Go to the Reports section and select Payment Reports.
          6. Select Counter Report by Payment Type: From the list of available reports, locate and click on Counter Report by Payment Type.
          7. View the Report: A new page will open, displaying the report. At the top, you’ll see columns with names indicating different payment categories.
          8. Check Payment Type Data: Under each column, you’ll find data showing the amounts received by various payment types, such as credit card, cash, bank transfer, etc.

          How to print in-house and arrivals guest list?

          You can print in-house and arrivals reports from the dashboard. Below is the step-by-step guide

          1. Click the dashboard icon on top right
          2. You will see the Arrivals and Departures sections as highlighted in the screenshot.
          3. You can see the ‘Download’ option below this section on the right side.
          4. To print arrivals – You just need to click the ‘Arrivals‘ tab and click ‘Download.‘
          5. To print departures – Click the ‘Departures‘ tab and click ‘Download.‘
          6. All the downloads are in PDF format.

          Direct Billing

          Simplify your billing process with Stayflexi’s Direct Billing feature. This tool allows you to efficiently manage invoices and payments for corporate clients, travel agents, or any other partners requiring direct billing. Generate detailed invoices, track payment statuses, and manage credit limits all from one centralized platform. Stayflexi’s Direct Billing streamlines financial operations, reducing manual effort and ensuring accurate records. Provide your partners with a seamless billing experience while maintaining full control over your property’s financial workflows.

          Articles

          How do I create a ''Direct Billing'' account in Stayflexi?

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          Below is the step-by-step guide to creating a direct billing account in Stayflexi:

          1. Log in to Your Stayflexi Dashboard:
            • Use your username and password to log in.
          2. Go to Direct Billing:
            • After logging in, click the icon with four boxes (more apps) in the top right corner(as shown in Image 1).
            • A dropdown menu will appear.
            • Select “Direct Billing” from the list (as shown in Image 1).
          3. Click on ‘Add New’:
            • In the Direct Billing section, click the ‘Add new’ button, which will open a form on the right-hand side of the screen(as shown in Image 2).
          4. Fill in Basic Information (as shown in Image 2):
            • Account Name: Enter the name of the company or travel agent.
            • Account Number: Enter the corresponding account number.
            • Account Type: Select the appropriate account type from the dropdown.
              • The Account type dropdown includes the following types:
                • Corporate
                • Travel Agent
                • House Account
              • Select the type based on the account you are creating.
            • Tax ID: Enter the Tax ID.
            • Account Email: Provide a valid email address for the account so that travel agents should receive email.
            • Account Phone: Enter the contact phone number, starting with the country code (e.g., +1 for USA).
          5. Enter Address Details(as shown in Image 2):
            • Address Line 1: Enter the main address for the account.
            • Address Line 2: Fill in additional address details (optional).
            • City: Provide the city where the business is located.
            • State: Enter the state or region.
            • Country: Select the country from the dropdown list.
            • Postal Code: Enter the postal code for the address.
          6. Configure IGST Status (Optional only for Indian Property):
            • If applicable, toggle the IGST status switch for integrated tax setup(as shown in Image 2).
          7. Save the Information(as shown in Image 2):
            • After filling in all required details, click the ‘Save’ button at the bottom of the form to create the Direct Billing account.
            • Once saved, the new Direct Billing account will appear in the list, where you can manage or edit the information as needed (as shown in Image 3).
          • This process allows you to create and manage accounts for direct billing in Stayflexi, making it easy to handle payments directly with travel agents or corporate companies.

          How do I view all bookings for a specific Direct Billing account?

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          Below is the step-by-step guide to view all bookings for a specific Direct billing account:

          1. Log in to Your Stayflexi Dashboard:
            • Use your username and password to log in.
          2. Go to Direct Billing:
            • After logging in, click the icon with four boxes (more apps) in the top right corner(as shown in Image 1).
            • A dropdown menu will appear.
            • Select “Direct Billing” from the list (as shown in Image 1).
          3. View Bookings:
            • Click on the View booking option on the Direct billing account you want to view the bookings(as shown in Image 2).
            • A page with all the bookings made on this particular direct billing account will be displayed (as shown in Image 3).
            • You can settle the balance amount from here by clicking on the Settle Dues option (as shown in Image 3).
            • If you want to display only the Unsettled bookings, enable the Unsettled-only switch to display the Unsettled bookings list (as shown in Image 3).

          By following the steps you will be easily able to view all bookings for a specific Direct billing account.

          How can I see only unsettled folios or reservations for a given Direct Billing account?

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          Below is the step-by-step guide to see unsettled folios or reservations for a given direct billing account:

          1. Log in to Your Stayflexi Dashboard:
            • Use your username and password to log in.
          2. Go to Direct Billing:
            • After logging in, click the icon with four boxes (more apps) in the top right corner(as shown in Image 1).
            • A dropdown menu will appear.
            • Select “Direct Billing” from the list (as shown in Image 1).
          3. View Bookings:
            • Click on the View booking option on the Direct billing account you want to view the bookings(as shown in Image 2).
            • A page with all the bookings made on this particular direct billing account will be displayed (as shown in Image 3).
            • If you want to display only the Unsettled folios or bookings, enable the Unsettled-only switch to display the Unsettled bookings/reservations list (as shown in Image 4).

          By following these steps you can easily see the unsettled folio or reservations for a given Direct Billing account.

          How do I settle a folio after receiving payment from a Direct Billing account?

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          Below is the step-by-step guide to settling a folio after receiving payment from a Direct billing account:

          1. Log in to Your Stayflexi Dashboard:
            • Use your username and password to log in.
          2. Go to Direct Billing:
            • After logging in, click the icon with four boxes (more apps) in the top right corner(as shown in Image 1).
            • A dropdown menu will appear.
            • Select “Direct Billing” from the list (as shown in Image 1).
          3. View Bookings:
            • Click on the View booking option on the Direct billing account you want to view the bookings(as shown in Image 2).
            • A page with all the bookings made on this particular direct billing account will be displayed (as shown in Image 3).
            • If you want to display only the Unsettled folios or bookings, enable the Unsettled-only switch to display the Unsettled bookings/reservations list (as shown in Image 4).
          4. Setlle Dues:
            • Click on the checkbox next to the booking or reservation you want to settle the booking.
            • You can settle the balance amount by clicking on the Settle Dues option (as shown in Image 3).
            • A list of payment methods will be displayed select the payment method you want to make the payment(as shown in Image 4).
            • A pop-up with the amount details and a Bulk settle button will appear(as shown in Image 5).
            • Click on the Bulk settle option to settle the dues(as shown in Image 5).

          How can I edit or update a Direct Billing account?

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          Below is the step-by-step guide to editing or updating a Direct billing account:

          1. Log in to Your Stayflexi Dashboard:
            • Use your username and password to log in.
          2. Go to Direct Billing:
            • After logging in, click the icon with four boxes (more apps) in the top right corner(as shown in Image 1).
            • A dropdown menu will appear.
            • Select “Direct Billing” from the list (as shown in Image 1).
          3. Edit/Update Direct Billing account:
            • Click on the edit icon beside the View Bookings button for the particular direct billing account you want to edit or update the details(as shown in Image 2).
            • A page to edit or update the details of the particular direct billing account will be displayed(as shown in Image 3).
          4. Save the details:
            • After editing or updating the direct billing account details, click on the Save button to save the updated information(as shown in Image 3).

          How do I download a report of all bookings under a Direct Billing account?

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          Below is the step-by-step guide to download a report of all bookings under a Direct billing account:

          1. Log in to Your Stayflexi Dashboard:
            • Use your username and password to log in.
          2. Go to Direct Billing:
            • After logging in, click the icon with four boxes (more apps) in the top right corner(as shown in Image 1).
            • A dropdown menu will appear.
            • Select “Direct Billing” from the list (as shown in Image 1).
          3. View Bookings:
            • Click on the View booking option on the Direct billing account you want to download the report(as shown in Image 2).
            • A page with all the bookings made on this particular direct billing account will be displayed (as shown in Image 3).
            • Click on the Export report dropdown at the top next to the settle dues option.
            • The Export report dropdown contains(as shown in Image 3):
              • Export as CSV
              • Export as PDF
              • Export as Excel
            • You can download the report of the bookings in any of the formats you wish by clicking on the above-mentioned options.

          How do I view the pending balance for a Direct Billing account?

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          Below is the step-by-step guide to viewing all the pending balances for a specific Direct billing account:

          1. Log in to Your Stayflexi Dashboard:
            • Use your username and password to log in.
          2. Go to Direct Billing:
            • After logging in, click the icon with four boxes (more apps) in the top right corner(as shown in Image 1).
            • A dropdown menu will appear.
            • Select “Direct Billing” from the list (as shown in Image 1).
          3. View Bookings:
            • Click on the View Booking option on the Direct billing account you want to view the pending balance(as shown in Image 2).
            • A page with all the bookings made on this particular direct billing account will be displayed (as shown in Image 3).
            • By scrolling right, at the end of the table, you can see the Direct Billing Balance Due and Folio Balance Due columns where you can view all the pending balances for a Direct Billing account(as shown in Image 3).

          By following these steps you can easily view all the pending balances for a specific direct billing account.

          How can I make a walk-in booking under a Direct Billing account?

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          1. Log in to Your Stayflexi Dashboard:
            • Use your username and password to log in.
          2. Go to Reservation calendar:
            • After logging in, click the Reservation Calendar icon second icon from the left(as shown in Image 1).
          3. Create a Walk-in booking:
            • Select the Create dropdown on the right(as shown in Image 2).
            • Click on the Walk-in option (as shown in Image 2).
            • Fill in the customer details.
            • Click on the Segment dropdown on the right-hand side of the page(as shown in Image 3).
            • Select the DIRECT_BILLING option (as shown in Image 3).
            • Click on the Sub-segment dropdown(as shown in Image 4).
            • Select the Direct billing account under which you want to create the walk-in booking.
            • Click on the Create Reservation button to successfully create a walk-in booking.

          By following these steps you can make a walk-in booking under a Direct Billing account.

          Revenue Management

          Optimize your property’s profitability with Stayflexi’s Revenue Management feature. Leverage advanced tools to adjust pricing dynamically, track demand patterns, and forecast future trends. Stayflexi enables you to implement data-driven pricing strategies that maximize revenue while maintaining optimal occupancy levels. With real-time analytics and automated rate adjustments, Stayflexi’s Revenue Management helps you stay competitive in a constantly changing market. Take the guesswork out of pricing and ensure your property reaches its full revenue potential.

          Articles

          Can dynamic pricing be set to run at a specific time, regardless of occupancy changes?

          Yes, dynamic pricing can be set to run at a specific time regardless of occupancy changes in Stayflexi.

          When you enable Time Slot Configuration, you can pick certain times during the day for your pricing rules to take effect. Once this mode is on, the system will only adjust prices based on occupancy at those chosen times, not continuously throughout the day. This makes it easier to manage pricing.

          For example, if you set a time for 10:00 AM, the system will check the occupancy and apply the pricing rules at that exact time. This way, you have clear control over when your prices change.

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          Here’s a simpler guide to setting dynamic pricing at specific times using Time Slot Configuration in Stayflexi:

          1. Log in to Your Stayflexi Dashboard:
            • Use your username and password to log in.
          2. Go to Revenue Management:
            • After logging in, click the four boxes icon (more apps) in the top right corner(as shown in Image 1).
            • A dropdown menu will appear.
            • Select “Revenue Management” from the list (as shown in Image 1).
          3. Go to Dynamic Pricing:
            • Click the “Dynamic Pricing” dropdown icon (3rd option on the left sidebar).
          4. Open Time-based pricing (as shown in Image 2):
            • On the left side, under Dynamic Pricing, you will see options like:
              • Demand-based pricing
              • Rule-based pricing
              • Time-based pricing
            • Click on Time-based pricing.
          5. Turn on Time Slot Mode :
            • You will see a switch asking, “Do you want to enable a time slot?”
            • Turn this switch on (as shown in Image 2).
          6. Set a Time for Dynamic Pricing (as shown in Image 2):
            • Under the switch, you will see a field to choose a time (e.g., 10:00 AM).
            • Pick the time you want the dynamic pricing rules to apply.
            • Click Add to set the time for more time slots.
          7. Save Your Settings (as shown in Image 2):
            • After adding the time, click Save.
            • The time will now be listed on the screen.
          8. Confirm or Adjust:
            • Check if the time slot appears correctly.
            • If you need to change or remove it, click the Delete button next to the time (as shown in Image 2).
            • Once this is set up, dynamic pricing will run at the time you choose, based on occupancy at that moment, instead of adjusting in real-time. This helps you control when pricing changes happen.

          Can the occupancy percentages in dynamic pricing overlap across different rules?

          In Stayflexi, occupancy percentages for dynamic pricing rules cannot overlap.

          Each rule must have its own unique occupancy percentage range. For example, if one rule covers 50% to 80% occupancy, you cannot create another rule that overlaps with any part of that range, such as 60% to 90%. The ranges need to be distinct so the system knows exactly which rule to apply.

          If you attempt to create overlapping rules, Stayflexi will alert you and ask you to change the ranges to ensure they don’t overlap, avoiding any confusion when applying the correct rule.

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          Here’s a step-by-step guide to check if occupancy percentages overlap between different dynamic pricing rules in Stayflexi:

          1. Log in to Your Stayflexi Dashboard:
            • Use your username and password to log in.
          2. Go to Revenue Management:
            • After logging in, click the four boxes icon (more apps) in the top right corner(as shown in Image 1).
            • A dropdown menu will appear.
            • Select “Revenue Management” from the list (as shown in Image 1).
          3. Go to Dynamic Pricing (as shown in Image 2):
            • Click the “Dynamic Pricing” dropdown icon (3rd option on the left sidebar).
            • Select the “Rule-based pricing” option from the dropdown.
          4. Create an Overlapping Rule:
            • Let’s say you already have a rule called “Rule 1” that applies to occupancy percentages between 50% and 80% (as shown in Image 2).
            • Now, try to create another rule “Rule 2” by clicking the Add new dynamic pricing rule button, with an occupancy range of 60% and 90% (as shown in Image 3).
          5. Receive the Error:
            • The system will prevent you from saving “Rule 2” because its occupancy range overlaps with “Rule 1”.
            • An error message will pop up, stating: “Invalid rule specified, occupancy range is overlapping. Please enable if the previous rule is disabled.” (as shown in Image 3).

          By following these steps, you can ensure that your dynamic pricing rules do not have overlapping occupancy percentages.


          Can dynamic pricing be applied to only one specific room category?

          Yes, in Stayflexi, you can apply dynamic pricing to just one specific room category. This allows you to adjust prices for that room type based on occupancy, without affecting the prices of other room categories.

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          Below are the step-by-step guidelines on dynamic pricing being applied to only one specific room category from Revenue Management:

          1. Log in to Your Stayflexi Dashboard:
            • Use your username and password to log in.
          2. Go to Revenue Management:
            • After logging in, click the four boxes icon (more apps) in the top right corner(as shown in Image 1).
            • A dropdown menu will appear.
            • Select “Revenue Management” from the list (as shown in Image 1).
          3. Go to Dynamic Pricing:
            • Click the “Dynamic Pricing” dropdown icon (3rd option on the left sidebar).
            • Select the “Rule-based pricing” option from the dropdown(as shown in Image 2).
          4. Create or Edit a Pricing Rule:
            • To apply a rule to a specific room category, you can:
              • Create a new rule by clicking the Add new dynamic pricing rule button.
              • Or edit an existing rule by selecting it from the list of rules on the rule-based pricing page.
          5. Enable Room Type-Based Occupancy:
            • In the rule setup window, you will see an option to Enable Room Type-Based Occupancy (as shown in Image 3).
            • Turn this option ON. This will let you apply the pricing rule to specific room categories instead of the entire property.
          6. Select the Room Category (as shown in Image 3):
            • After enabling room-type-based occupancy, you will see a dropdown menu “Room types” under the “Select room types?” section.
            • Click on the dropdown and select the room category you want (e.g., Deluxe Room, Suite, etc.).
            • You can choose one or more categories, but to apply the rule to a single room category, just select that one.
          7. Define the Pricing Rule (as shown in Image 3):
            • Now, set the conditions for your dynamic pricing:
              • Occupancy Percentage Range: Enter the range of occupancy for when the rule should apply (e.g. if occupancy is between 90% and 100%).
              • Price Adjustment: Choose how much you want to increase or decrease the price when occupancy falls within that range (you can set it as a percentage or a fixed amount).
          8. Rule Name (as shown in Image 3):
            • Name the Dynamic Pricing rule (e.g., Rule 2).
          9. Save the Rule (as shown in Image 3):
            • Once you have set everything up, click on the “Add Event” button to apply the rule.
            • The dynamic pricing rule will now apply only to the room category you selected.

          Can dynamic pricing and rate templates function simultaneously?

          Yes, you can use both rate templates and dynamic pricing at the same time in Stayflexi. Rate templates let you set seasonal prices, while dynamic pricing adjusts rates based on real-time occupancy levels. When you set up seasonal prices, dynamic pricing will still work, making sure your rates reflect market conditions.
          Here’s a simple guide on how to use them together:

          1. What Are Rate Templates?
            • What They Do: Rate templates allow you to set specific prices for certain times of the year, like during busy seasons or holidays. You can schedule these rates in advance.
            • Why Use Them: They help you plan by setting fixed prices for high-demand periods like summer or festival seasons and it can be used multiple times.
          2. What is Dynamic Pricing?
            • What It Does: Dynamic pricing automatically adjusts your room rates based on demand and how full your hotel is.
            • Why Use It: It helps you maximize revenue by adjusting rates in real time based on current demand.
            • Dynamic pricing adjusts the rates based on the overall occupancy of the entire property. However, if you want to set dynamic pricing for a specific room type, you can do that by enabling the ‘Enable room type-based occupancy’ option when creating the pricing rule.
          3. How Do They Work Together?
            • Work Simultaneously: When you set a seasonal rate using a rate template (like for a holiday), dynamic pricing still works. The seasonal rate will be your base price.
            • Adjust Automatically: If demand changes during that season (for example, if your hotel starts filling up), dynamic pricing will increase or decrease the rate based on occupancy.
          • How to Set Them Up?
            • Set Up a Rate Template:
              • Log in to the Stayflexi Dashboard.
              • Click the four boxes icon (more apps) in the top right corner.
              • A dropdown will appear.
              • Select “Revenue Management” from the list.
              • Click on “Rate Template” (second option on the left sidebar).
              • Click “Add New Template.”
              • Fill in the required fields (template name, color, and description).
              • Define the start and end dates for the season by using the template calendar button in the top right corner of the Rate template page (refer to the above Images).
          • Configure Dynamic Pricing (refer to the above Images):
            • Go to “Dynamic Pricing” (third option on the left sidebar under Revenue Management).
            • Select “Rule-based Pricing.”
            • Set rules for price changes (for example, “If occupancy is above 80%, increase rates by 10%”) by clicking “Add New Dynamic Pricing Rule.”
          • Why Use Both?
            • Maximize Earnings: Rate templates give you a plan for high-demand times, while dynamic pricing helps you adjust based on real-time changes. This way, you can always charge the best rates.
            • Stay Competitive: Using both strategies ensures your prices stay competitive no matter the season or occupancy level.

          By following these steps, you can easily set up rate templates and dynamic pricing in Stayflexi, ensuring your rates are always optimized to help you earn more while staying flexible with market changes.

          How do I create predefined Coupon Code/ offers in the system?

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          Below are the step-by-step guidelines to create predefined Coupon Code/offers in the system from Revenue Management:

          1. Log in to Your Stayflexi Dashboard:
            • Use your username and password to log in.
          2. Go to Revenue Management:
            • After logging in, click the four boxes icon (more apps) in the top right corner(as shown in Image 1).
            • A dropdown menu will appear.
            • Select “Revenue Management” from the list (as shown in Image 1).
          3. Go to Coupon/Offers:
            • On the left sidebar, click on “Coupon Code / Offers” (the 5th option) to view the Coupon Code/ Offers page. (as shown in Image 2).
          4. Add a Coupon/Offers:
            • Click the “Add Coupon Code / Offers” button to start creating a new Coupon Code / Offers (as shown in Image 2).
          5. Enter Coupon Code / Offer Name:
            • Provide a descriptive name for your coupon code/offer to help identify it easily (as shown in Image 3).
          6. Describe Coupon Code / Offer:
            • Provide a brief description of your coupon code/ offer for better understanding (as shown in Image 3).
          7. Choose the type (as shown in Image 3):
            • From the dropdown in the “Choose type of your coupon code/offer” section, either of the following types:
              • OFFER
              • COUPON CODE
          8. Set Room Booking Criteria (as shown in Image 3):
            • In the section “How many rooms do guests need to book to get this coupon code or offer?”, input:
              • Minimum number of rooms guests need to book.
              • Maximum number of rooms guests can book.
          9. Set Stay Duration Criteria (as shown in Image 3):
            • In the section “How long do guests need to stay to get this coupon code or offer?”, enter the following:
              • Minimum number of nights required for guests to stay to qualify for the coupon code/ offer.
              • Maximum number of nights guests can stay to qualify.
          10. Set the Discount (as shown in Image 4):
            • In the section “How much of a discount do you want to give?”, enter the desired discount and select the type of discount (Percentage or Flat ) from the dropdown.
          11. Set the Date Range for Discounted Stays (as shown in Image 4):
            • In the “When can guests check in using the discounted rate?” section, specify the date range for when guests can use the Coupon code/offer.
          12. Select Days of the Week for Discount Availability:
            • Choose the days of the week that the discounted rate will be available. You can select all days or specific days as needed (as shown in Image 4).
          13. Valid Booking Period:
            • In the section “When can bookings be shown?”, select the date range during which the coupon code/offer is valid for bookings (as shown in Image 4).
          14. Coupon Code/Offer Usage Limit:
            • In the section “How many times can the coupon code/offer be used? (leave blank for no limit)”:
              • The coupon code or offer can be used as many times as you want unless a limit is set (as shown in Image 4).
          15. Save the Coupon code/ offer:
            • Once you have entered all the details, review them carefully.
            • Click the “Save” button to finalize and activate your Coupon code/ offer (as shown in Image 4).

          How do I create predefined promotions in the system?

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          Below are the step-by-step guidelines to create predefined promotions in the system from Revenue Management:

          1. Log in to Your Stayflexi Dashboard:
            • Use your username and password to log in.
          2. Go to Revenue Management:
            • After logging in, click the four boxes icon (more apps) in the top right corner(as shown in Image 1).
            • A dropdown menu will appear.
            • Select “Revenue Management” from the list (as shown in Image 1).
          3. Go to Promotions:
            • On the left sidebar, click on “Promotions” (the 4th option) to view the promotions page (as shown in Image 2).
          4. Add a New Promotion:
            • Click the “Add new promotion” button to start creating a new promotion (as shown in Image 2).
          5. Set Stay Duration Criteria (as shown in Image 3):
            • In the section “How long do guests need to stay to get this promotion?”, enter the following:
              • Minimum number of nights required for guests to stay to qualify for the promotion.
              • Maximum number of nights guests can stay to qualify.
          6. Set Room Booking Criteria (as shown in Image 3):
            • In the section “How many rooms do guests need to book to get this promotion?”, input:
              • Minimum number of rooms guests need to book.
              • Maximum number of rooms guests can book.
          7. Set the Discount Percentage (as shown in Image 3):
            • In the section “How much of a discount do you want to give?”, enter the desired discount percentage.
          8. Choose the Rate Plan (as shown in Image 3):
            • From the dropdown in the “Which Rate?” section, select the rate plan that the discount applies to (e.g., EP).
          9. Set the Date Range for Discounted Stays:
            • Specify the date range for when guests can use the promotion (as shown in Image 4).
          10. Select Days of the Week for Discount Availability:
            • Choose the days of the week that the discounted rate will be available. You can select all days or specific days as needed (as shown in Image 4).
          11. Make Promotion Available Online (as shown in Image 4):
            • Decide whether to make the promotion available online():
              • Turn On the Toggle: Promotion will be available on the Stayflexi direct booking engine.
              • Turn Off the Toggle: Promotion will not be available for the Stayflexi booking engine.
          12. Enter Promotion Name (as shown in Image 4):
            • Provide a descriptive name for your promotion to help identify it easily().
          13. Save the Promotion (as shown in Image 4):
            • Once you have entered all the details, review them carefully.
            • Click the “Save” button to finalize and activate your promotion().

          Will the rates automatically revert to the base price if the dynamic pricing rule is disabled or deleted after it has been applied?

          No, the rates will not automatically revert to the base price if the dynamic pricing rule is disabled or deleted after it has been applied.

          • Disabling the rule stops it from affecting future bookings, but any bookings made while the rule was active will keep the modified rates.
          • Deleting the rule permanently removes it, but again, it only affects future bookings. Existing bookings will retain the rates applied during the rule’s active period.

          To return the rates to their original base price, you must change them manually.

          Understanding Dynamic Pricing Rules:

          Dynamic pricing rules in Stayflexi help you change room prices automatically based on things like demand, special promotions, or seasonal changes. When these rules are active, they change the prices for all relevant bookings automatically.

          1. Applying a Dynamic Pricing Rule:
            • When you activate a dynamic pricing rule, it instantly applies to all bookings during the time the rule is active.
            • The system will show the modified prices for all reservations made while the rule is in place.
          2. Disabling or Deleting a Dynamic Pricing Rule:
            • Disabling the Rule:
              • If you disable the dynamic pricing rule, it stops changing prices for future bookings.
              • However, any bookings made while the rule was active will still keep the modified rates. These rates will not automatically go back to the base price.
            • Deleting the Rule:
              • Deleting the rule removes it from your settings entirely.
              • This only impacts future bookings, meaning no new bookings will use the deleted rule.
              • Existing bookings will still have the prices that were set when the rule was active.
          3. Impact on Existing Bookings:
            • Any bookings made while the dynamic pricing rule was active will keep the modified rates.
            • These rates will not go back to the original base price automatically, even after disabling or deleting the rule.
            • To reset these prices to the base rate, you need to manually adjust them.

          How to Manually Update Prices:

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          To adjust the prices back to the base price (or set a new price), follow these steps:

          1. Go to the Rates and Inventory Page (as shown in Image 1):
            • In the Stayflexi dashboard, click on the Rates and Inventory icon (it’s the 3rd icon from the left in the top menu).
          2. Select Rates and Inventory:
            • In the Rates and Inventory page, select the checkbox for Rates and Inventory from the dropdown menu in the top left corner (as shown in Image 2).
          3. Use Bulk Update:
            • Click on the Bulk update button (as shown in Image 2).
          4. Set Pricing Option:
            • From the dropdown options, select Set pricing (as shown in Image 3).
          5. Choose Room Types:
            • Select the room types where you want to adjust the prices (as shown in Image 3).
          6. Choose the Rate plans:
            • Select the rate plans where you want to adjust the prices (as shown in Image 4).
          7. Manually Enter the Base Price:
            • Enter the base price (or a new price) for those room types in the provided field (as shown in Image 5).
          8. Save Your Changes:
            • Click the Set Pricing button to save and apply your new pricing (as shown in Image 5).

          By following these steps, you can ensure that prices for existing bookings are manually updated to the base price or any price you prefer, even if the dynamic pricing rule is disabled or deleted.

          I want to raise a concern or contact my relationship manager via chat, phone, or email. Where can I find the helpline contact information?

          Below are the step-by-step guidelines to find the helpline contact information to reach your relationship manager:

          1. Log in: Log in with your credentials, you’ll be taken to the first page, which is the dashboard.
          2. Locate the “Need help?” option: On the dashboard, top right, find the Need help? option located on the right side of the screen. This icon represents the support option.
          3. Click on the Support option: Click on the Need help? [support] icon.
          4. Support Page Opens: A page will open to the right-hand side.
          5. Click on Contact Support Team: On this page, you will see an option that says Contact Support Team, accompanied by a small arrow.
          6. View Relationship Manager Details: Click on this option to view the contact details of your relationship manager, including their email and phone number.
          7. Contact Your Support: Once the details appear, you can reach out to your relationship manager by phone, email, or chat, depending on the provided options.

          Expense manager

          Keep your property’s finances in check with Stayflexi’s Expense Manager feature. This tool enables you to record, categorize, and monitor all operational expenses in real time. From utility bills to maintenance costs, Stayflexi provides a clear, organized view of your spending. With detailed reporting and analytics, you can track trends, manage budgets, and make informed financial decisions. Stayflexi’s Expense Manager simplifies expense tracking, helping you maintain profitability and control over your property’s financial health.

          Articles

          What is the Expense Manager feature in Stayflexi, and how does it benefit to a property?

          The Expense Manager feature in Stayflexi is designed to help property managers efficiently track, manage, and log daily expenses, withdrawals, and top-ups for their hotel or vacation rental. By providing clear categories and logging capabilities, the tool simplifies financial management and ensures greater accuracy in tracking cash flows.

          Here’s a breakdown of how it benefits your property and how to use it:

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          1. Configuring Expenses: This is the first and most crucial step. With Stayflexi’s Expense Manager, you can define custom expense categories that suit the needs of your property. These categories are used to log expenses like housekeeping supplies, repairs, office utilities, etc.
            • Steps to Configure Expenses:
              • Logging into Your Stayflexi Dashboard:
                • Enter your username and password to log in.
              • Navigate to the Expense Manager Page:
                • Once logged in, click on the More Apps icon (represented by four blocks) in the top right corner.
                • From the dropdown menu, select Expense Manager (as shown in Image 1).
                • On the left-hand menu, select Configuration dropdown, and under that, click Configure Expense.
                • You will be taken to the Expense Master page (as shown in Image 2).
                • Click “Create Expense”:
                  • To add a new expense category, click on the Create Expense button.
                  • A pop-up window will appear, prompting you to enter the name of the new expense type.
                • Enter Expense Name:
                  • In the text field, type the name of the expense category you wish to create. For example, you could add “Housekeeping”, “Maintenance”, or “Food and Beverages”.
                  • This name will be used later when recording expenses to ensure proper categorization.
                • Save the Expense:
                  • Once you’ve entered the expense name, click Save.
                  • The new expense type will be available for use when logging any related costs in the future.
            • By configuring your expenses ahead of time, you ensure that your property has a predefined set of expense categories, which helps maintain consistency and accountability when managing finances.
          2. Configuring Withdrawals: Withdrawals usually refer to cash taken out from the cash drawer for purposes like petty cash use, paying daily wages, or emergency cash-outs. Properly tracking withdrawals ensures your cash flow remains transparent and well-documented.
            • Steps to Configure Withdrawals (as shown in Image 3):
              • Go to Configure Withdrawal:
                • Under the Configuration menu, click Configure Withdrawal.
              • Create Withdrawal Types:
                • Just like with expenses, you can create different categories for withdrawals by clicking on the Create withdrawal button. For instance, “Daily Wages”, “Vendor Payment”, or “Cash for Emergencies”.
              • Log Withdrawals:
                • After configuration, these withdrawal types will be available when you log cash withdrawals. This helps you keep a clear record of cash movements.
          3. Configuring Cash Top-Ups: Top-ups allow you to manage the process of adding cash to your cash drawer. This feature helps ensure your daily operations have enough cash flow to cover expenses and withdrawals.
            • Steps to Configure and Log Top-Ups (as shown in Image 4):
              • Go to Configure Top-Up:
                • Under Configuration, select Configure Top-Up.
                • Here, you can create various top-up types like “Morning Cash Load” or “Emergency Top-Up” by clicking on the Create cash top-up button.
              • Log Top-Ups:
                • When you need to add cash into the drawer, such as at the start of the day, you can easily log the top-up in the system using one of the predefined top-up types.
              • Maintain Cash Flow:
                • This ensures that every time cash is added to the drawer, it is recorded, making it easy to track and balance the funds at the end of the day.
          4. Configuring Employees: Stayflexi’s Expense Manager also allows you to assign different employees to handle specific actions, ensuring transparency and accountability.
            • Steps to Configure Employees(as shown in Image 5):
              • Go to Configure Employee:
                • Under the Configuration menu, click Create Employee.
              • Assign Employees:
                • You can log and track the activities of each individual handling expenses, withdrawals, and top-ups.
                • This feature is vital for maintaining accountability and understanding who is responsible for specific financial actions.
          5. Logging Daily Expenses: After configuring the categories, you can now log your daily expenses. This is crucial for tracking where your funds are going and ensuring that everything is accounted for.
            • Steps to Log Expenses (as shown in Image 6):
              • Navigate to Add Expense:
                • On the left-hand menu, click Add Expense.
              • Select Expense Category:
                • Choose from the predefined expense categories you created earlier (e.g., Housekeeping, Maintenance, etc.).
              • Enter Expense Details:
                • You’ll be prompted to enter the date of the expense, the expense amount, and any relevant notes.
              • Save the Expense:
                • After entering the details, click Save to log the expense into the system.
            • This ensures that your daily operating costs are tracked and managed efficiently.
          6. Logging Withdrawals: For cases where cash needs to be withdrawn from the drawer (e.g., to pay for emergency supplies or staff wages), the withdrawal logging feature comes in handy.
            • Steps to Log Withdrawals (as shown in Image 7):
              • Navigate to Add Withdrawal:
                • On the left-hand menu, click Add Withdrawal.
              • Select Withdrawal Category:
                • Choose from the predefined withdrawal categories, like “Petty Cash” or “Emergency Fund”.
              • Enter Details:
                • Input the withdrawal amount, date, and any necessary notes for clarity.
              • Save the Withdrawal:
                • Click Save to log the withdrawal and ensure accurate tracking.
          7. Logging Cash Top-Ups: To maintain adequate cash flow for your property’s daily operations, you may need to add cash into the drawer using the Top-Up feature.
            • Steps to Log Top-Ups (as shown in Image 8):
              • Navigate to Add Top-Up:
                • Click on Add Top-Up from the menu.
              • Select Top-Up Category:
                • Choose from the predefined top-up categories (e.g., Morning Cash Load).
              • Enter Top-Up Details:
                • Enter the amount and any additional notes (such as why the top-up was necessary).
              • Save the Top-Up:
                • After entering the required details, click Save.

          Stayflexi’s Expense Manager is a powerful tool designed to simplify financial management for property managers. By pre-configuring expenses, withdrawals, top-ups, and tracking employee activities, this feature ensures transparency, accuracy, and accountability in managing a property’s daily cash flow.

          With easy-to-use logging functions, property managers can maintain a clear record of all financial movements, allowing them to make informed decisions and manage operational expenses more effectively

          Where can I see report for Expense Manager?

          You can see the reports for Expense Manager by navigating to the Expense Reports section in the Reports.

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          Below is the step-by-step guide to see the Expense Manager reports:

          • Logging into Your Stayflexi Dashboard:
            • Enter your username and password to log in.
          • Navigate to Reports:
            • Once logged in, click on the More Apps icon (represented by four blocks) in the top right corner.
            • From the dropdown menu, select Reports (as shown in Image 1).
            • On the left-hand menu, select Expense Reports (the last option in the reports).
          • Go to Expense Manager Reports:
            • After selecting the Expense Reports option, the Expense Manager Reports option will be displayed(as shown in Image 2).
            • Click on the Expense Manager reports block (as shown in Image 2).
            • This will navigate you to the page where you can see all the Expense Manager reports, including(as shown in Image 3):
              • The date the expense was created
              • Type of expense( Expense, withdrawal, or top-up)
              • Issued to details.
              • Reason – entity name
              • Description
              • Amount.

          By following these steps you can see all the Expense Manager report details.

          How do I set up the Expense Manager in Stayflexi?

          Below is the step-by-step guide to setting up Expense manager in Stayflexi:

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          1. Log in to Stayflexi
            • Log into your Stayflexi account with your credentials.
            • Once logged in, click on the More Apps icon (represented by four blocks) in the top right corner.
            • From the dropdown menu, select Expense Manager (as shown in Image 1).
          2. Set Up Expense Categories
            • Before logging any expenses, you need to define your expense categories. These categories will help you track where your money is going.
            • Go to the “Configuration” Section:
              • From the left-hand menu, expand the Configuration section and click on Configure Expense (as shown in Image 2).
            • Create an Expense Category:
              • Click the Create Expense button(as shown in Image 2).
              • A pop-up will appear where you need to enter the name of the expense category (e.g., “Housekeeping”, “Repairs”, “Food & Beverage”, etc.).
            • Save the Expense:
              • Once you have entered the expense name, click Save.
              • Repeat this step to create multiple categories for the various types of expenses your property might have.
          3. Set Up Withdrawal Categories:
            • To track cash withdrawals (e.g., petty cash or emergency cash outs), you need to set up specific categories for withdrawals.
            • Go to “Configure Withdrawal”:
              • Again, under the Configuration section, click on Configure Withdrawal (as shown in Image 3).
            • Create Withdrawal Categories:
              • Just like with expenses, click the option to Create Withdrawal and input the type of withdrawal (e.g., “Daily Wages”, “Vendor Payments”, etc.).
            • Save the Withdrawal:
              • Click Save to store the new category for future use.
          4. Set Up Cash Top-Up Categories (as shown in Image 4):
            • If you frequently add cash to your property’s cash drawer or safe, it’s important to categorize these top-ups.
            • Go to “Configure Top-Up”:
              • Under the Configuration section, select Configure Top-Up.
            • Create Top-Up Categories:
              • Define different types of top-ups, like “Morning Cash Load” or “Emergency Top-Up”.
              • Add the name in the pop-up and click Save.
          5. Set Up Employee Roles(as shown in Image 5):
            • To track which employees are responsible for certain financial actions, you can configure employee roles in the system.
            • Go to “Configure Employee”:
              • Under Configuration, click Configure Employee.
            • Add Employees:
              • Assign employees who will be involved in expense management by clicking on the Create employee button. This ensures accountability and helps track who logs expenses, withdrawals, and top-ups.
          6. Add and Track Expenses (as shown in Image 6):
            • Now that your categories are set up, you can start logging expenses.
            • Navigate to Add Expense:
              • From the left-hand menu, click Add Expense.
            • Select an Expense Category:
              • Choose from the categories you created earlier (e.g., Housekeeping, Repairs, etc.).
            • Enter Expense Details:
              • Enter the amount, date, and any additional notes for the expense.
            • Save the Expense:
              • Click Save to log the expense.
          7. Log Withdrawals (as shown in Image 7):
            • For any cash withdrawals, follow these steps:
            • Go to Add Withdrawal:
              • Click on Add Withdrawal from the left-hand menu.
            • Select a Withdrawal Category:
              • Choose a withdrawal type from the list you set up earlier.
            • Enter Withdrawal Details:
              • Input the amount, date, and any relevant notes.
            • Save the Withdrawal:
              • Click Save to record the withdrawal.
          8. Log Cash Top-Ups(as shown in Image 8):
            • To keep your property’s cash flow steady, you may need to log top-ups.
            • Navigate to Add Top-Up:
              • Select Add Top-Up from the left-hand menu.
            • Select a Top-Up Category:
              • Choose a top-up category (e.g., Morning Cash Load).
            • Enter Top-Up Details:
              • Add the top-up amount and any necessary notes.
            • Save the Top-Up:
              • Once complete, click Save to record the cash addition.

          By following these steps, you can successfully set up the Expense Manager in Stayflexi. This setup allows you to efficiently track and manage all daily expenses, withdrawals, and cash top-ups, providing better financial control over your property.

          Where can I see report for Expense Manager?

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          Below is the step-by-step guide to see the Expense manager reports:

          1. Logging into Your Stayflexi Dashboard:
            • Enter your username and password to log in.
          2. Go to Reports:
            • Once logged in, click on the More Apps icon (represented by four blocks) in the top right corner.
            • From the dropdown menu, select Reports (as shown in Image 1).
          3. Go to Expense manager reports:
            • On the left sidebar in the Reports page, click on the Expense reports option(as shown in Image 2).
            • Now, click on the Expense Manager report option to view all the expense reports(as shown in Image 2).
            • Now do the following(as shown in Image 3):
              • View the Report Details:
                • The report will open, showing your property’s expenses.
              • Data is structured as follows:
                • Horizontal Headers include:
                  • Type of Expense (e.g., maintenance, utilities)
                  • ID (unique identifier for each expense)
                  • Reason/Entity Name (why or who the expense was for)
                  • Description (details of the expense)
                • Vertical Columns list the corresponding data under each header.
              • Analyze the Data:
                • Scroll through the report to review detailed expense entries.
                • Use this report to track and manage your property’s expenses

          By following these steps you can see the reports for the expense manager.

            How can I add daily expenses or record withdrawals in the Expense Manager?

            Here’s a step-by-step guide to help you add expenses or record withdrawals:

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            1. Log in to Stayflexi
              • Start by logging into your Stayflexi account with your credentials.
              • Once logged in, click on the More Apps icon (represented by four blocks) in the top right corner.
              • From the dropdown menu, select Expense Manager (as shown in Image 1).
            2. Add Daily Expenses:
              • To record any daily expenses, follow these simple steps:
              • Navigate to “Add Expense”:
                • In the left-hand menu, under the Expense Manager, click on Add Expense (as shown in Image 2).
              • Choose an Expense Category:
                • A drop-down menu will appear showing the categories of expenses you created earlier.
                • Select the appropriate category that matches the type of expense you’re logging.
              • Enter Expense Details:
                • Fill in the necessary details such as the expense amount, date, and any additional notes that describe the expense.
              • Save the Expense:
                • After entering all the information, click Save to log the expense into the system.
                • The recorded expense will now be stored and available for tracking in your Expense Manager.
            3. Record Withdrawals (as shown in Image 3):
              • To log any cash withdrawals (such as withdrawals for petty cash, emergency funds, etc.), here’s what you need to do:
              • Navigate to “Add Withdrawal”:
                • In the left-hand menu, under the Expense Manager, click on Add Withdrawal.
              • Select a Withdrawal Category:
                • A list of withdrawal categories will be available from the drop-down.
                • Choose the appropriate category for the withdrawal you’re recording.
              • Enter Withdrawal Details:
                • Provide the withdrawal amount, date, and any relevant notes (e.g., reason for the withdrawal or other details).
              • Save the Withdrawal:
                • Once the information is filled in, click Save to log the withdrawal in the system.
            4. Review Your Entries:
              • Once you’ve added your daily expenses or withdrawals:
              • Track Expenses & Withdrawals:
                • You can view a summary of all logged expenses and withdrawals by navigating back to the Expense Manager dashboard.
                • This gives you a clear overview of the financial activities of your property.

            By following these steps, you can effectively track and manage your property’s financial activities, ensuring better financial control and transparency.

            What is the 'Top-up' feature in the Expense Manager, and how is it used?

            The Top-up feature in Stayflexi’s Expense Manager allows property owners and managers to load cash into their cash drawer at the beginning of the day or at any other time when additional cash is required for daily operations, such as covering expenses or withdrawals. This feature ensures that there is always enough cash available to manage operations smoothly.

            Here’s how to use it step by step:

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            1. Log in to Stayflexi
              • Log into your Stayflexi account with your credentials.
              • Once logged in, click on the More Apps icon (represented by four blocks) in the top right corner.
              • From the dropdown menu, select Expense Manager (as shown in Image 1).
            2. Navigate to ‘Add Top-Up’ (as shown in Image 2):
              • In the left-hand menu under Expense Manager, select Add Top-Up.
              • This will open the section where you can add cash to your cash drawer.
            3. Select the Top-Up Category (as shown in Image 2):
              • Once in the Add Top-Up screen, you’ll see a drop-down menu to choose the Top-Up Type.
              • Select the relevant category for the top-up. Examples could include categories like “Daily Cash Start” or “Emergency Funds”.
            4. Enter the Top-Up Amount and Details(as shown in Image 2):
              • Enter the Top-Up Amount:
                • Input the exact amount of cash you are adding to your cash drawer for the day.
              • Add Date and Notes (Optional):
                • You will be prompted to enter the date of the top-up. By default, the current date will be selected, but you can change it if needed.
                • You can also add any notes (optional) to describe the purpose of the top-up or any relevant details.
            5. Save the Top-Up (as shown in Image 2):
              • After entering the necessary details, click Save.
                • This action will log the top-up to the system, ensuring that the added cash is tracked for your property’s operations.

            How can I view the number of available rooms in each category and the base price from the dashboard?

            To view how many rooms are available in each category and what the base price is from the dashboard, follow the below-mentioned steps:

            1. Log in to Stayflexi: Use the provided credentials to log into the Stayflexi dashboard.
            2. View Availability: Once on the opened page, look to the right side of the screen.
            3. Check Availability Today: In this column, you will see the availability for today. Here, you can view:
              • Room Category Inventory: The number of rooms available in each category.
              • Base Price: The base price for each room category for the current day.

            How it can be useful?

            For Example: If a guest calls wanting to book a room for the night, you can log in, glance at the column, and see that you have Two Queen Bed rooms available at $76 each and two double bed accessible, King bed accessible, King bed at $76 each. This enables you to respond promptly with accurate information and efficiently secure the booking.

            Payments

            Simplify your payment management with Stayflexi’s Payments feature. Effortlessly process payments from bookings, deposits, and additional services through a secure and integrated platform. Accept a wide range of payment methods, including credit cards, debit cards, and online wallets, giving your guests flexibility and ease. Stayflexi’s Payments feature ensures smooth transactions with automatic invoicing, payment tracking, and detailed reports. With everything in one place, you can streamline your financial processes and provide a hassle-free experience for both staff and guests.

            Articles

            What is Payment Automation and how does it work in Stayflexi?

            Payment automation in Stayflexi helps hotels handle payments smoothly and automatically. This feature ensures that guests’ payments are collected on time, making the booking process more efficient for property owners.

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            Below is the step-by-step guide on Payment Automation:

            1. Log in to Your Stayflexi Dashboard:
              • Enter your username and password to log in.
            2. Go to Payments:
              • After logging in, click the “More Apps” icon (represented by four boxes or blocks) in the top right corner.
              • From the dropdown menu, select Payments(as shown in Image 1).
              • Click on the Payment Configuration option(as shown in Image 2).
            3. Enable Payment Automation(as shown in Image 2):
              • What it does: When this feature is turned on, Stayflexi automates the payment collection process for all reservations. This is particularly useful for properties that allow guests to pay during check-in or via online platforms like Booking.com, Expedia, or other OTAs (Online Travel Agencies).
                • How it works:
                  • The system automatically processes payments when guests make a reservation if payment automation is enabled.
                  • If the payment fails, the system can notify the guest to update their card details.
                  • This automation reduces cancellations and ensures that hotels receive payments promptly.
                • Why you should enable it: It saves you time and effort in manually managing payments and reduces the chances of cancellations due to payment failures.
                • How to enable: Simply toggle the switch to the “on” position to activate payment automation for your property.
            4. Apply Payment Automation to These Channels(as shown in Image 2):
              • What it does: This setting allows you to apply payment automation to specific booking channels, such as Booking.com, Expedia, and other OTAs.
                • How it works:
                  • When guests book through these channels, the system will automatically charge their card details if they have selected the “pay later” option.
                  • If the guest’s card is invalid, the system will send an email requesting updated payment information. The room inventory will be held until the payment is successfully processed.
                • How to set it up: Use the dropdown menu to select the channels you want to apply payment automation.
            5. Enable Cancellation Policy(as shown in Image 3):
              • What it does: This feature automatically applies your hotel’s cancellation policy to the booking. If enabled, it charges the guest based on the rules of your cancellation policy, such as charging upfront for non-refundable bookings or after the cancellation window for partially refundable bookings.
              • How it works:
                • For non-refundable policies, the full booking amount is charged immediately after the booking is made.
                • For partially refundable policies, the system will automatically handle the payment after the refundable time period for the booking is over.
              • Why you should enable it: Automating the cancellation policy helps avoid manual intervention and ensures guests are charged according to the booking rules.
              • How to enable: Toggle the switch to enable or disable the cancellation policy automation.
            6. Convert Booking into an Enquiry when Payment Fails(as shown in Images 3 and 4):
              • What it does: This option allows you to convert a booking into an Enquiry booking if the guest’s payment fails. This holds the booking temporarily, without canceling it outright, giving the guest time to resolve their payment issues.
              • How it works:
                • If the payment doesn’t go through, the booking is changed to an Enquiry, and the room inventory is reserved for a set period.
                • During this time, the guest can update their payment details, and the booking will be confirmed once payment is successful.
                • If the guest fails to complete the payment within the expiry time, the Enquiry is canceled, and the room is released for other guests.
              • Why you should use it: This feature gives the guest a second chance to complete the payment and ensures that rooms aren’t lost too quickly due to temporary payment failures.
              • How to enable: Select “YES” to convert failed payment bookings into Enquiries, or “NO” if you want the booking to remain in confirmed status or be canceled right away.
            7. Set Expiry for Enquiry Bookings(as shown in Image 4):
              • What it does: This setting lets you decide how long a booking will remain in an Enquiry state before it expires. During this time, the room is held for the guest, and the payment can still be completed.
              • How it works:
                • You can set the Expiry Hours to specify how long the booking will stay as an Enquiry.
                • There are two Expiry Types:
                  • From the time of booking creation: The expiry countdown starts as soon as the booking is made.
                  • Before check-in: The expiry countdown is based on the check-in date and time.
              • Why you should use it: It gives flexibility on how long to hold a room for guests who haven’t completed their payments. Setting this appropriately ensures you can free up rooms for other bookings if the payment isn’t completed in time.
              • How to set it up: Enter the number of hours for the expiry and select whether the timer starts from the time of booking or before check-in.
            8. Partial Payment Setting(as shown in Image 4):
              • What it does: This feature allows you to charge a percentage of the booking amount upfront instead of the full amount.
              • How it works:
                • You can set a specific percentage (e.g., 50%, 100%) of the total booking amount to be collected at the time of booking.
                • For example, if you set the percentage to 50%, guests will be charged half the total amount when they book, and the remaining amount can be charged later (e.g., at check-in).
              • Why you should use it: This can help secure bookings with a smaller payment upfront, giving guests more flexibility while still confirming the reservation.
              • How to set it up: Use the slider to choose the percentage of the booking amount you wish to charge when the booking is made.

            Payment automation in Stayflexi helps properties manage payments more efficiently by automating processes like payment collection, applying cancellation policies, and handling failed payments. Each of these settings provides flexibility in how payments are handled, ensuring that hotel owners can streamline operations while providing guests with a smooth booking experience


            What is the Payment Automation Dashboard and what can I monitor there?

            The Payment Automation Dashboard in Stayflexi is designed to give hotel owners and managers a clear and detailed overview of their payment activities. This dashboard allows you to monitor various aspects of payments, including automated payments, manual payments, and payments by type (like cash, card, etc.). By using this dashboard, you can track how payments are processed daily, understand the volume by payment methods, and see important details related to failed or successful payments.

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            • What Can You Monitor on the Dashboard?
              • Total Payments (Automated vs. Manual)
                • Top section: You can see the total volume of payments processed, divided between automated and manual payments. This helps you understand the extent to which payment automation is being used and how much manual intervention is needed.
              • Payments by Day
                • Top middle section: A graph shows the volume of payments for each day of the month, giving you insights into daily payment trends. This can help you spot patterns, such as when guests tend to make more payments (e.g., weekends vs. weekdays).
              • Payment by Type
                • Top right graph: This section breaks down payments by different methods—cash, card, bank transfers, and online payments. You can easily see which payment methods are most popular among guests.
              • Manual vs. Automated Payments
                • Middle section: This chart distinguishes between payments that are handled automatically (through booking engines or payment processors) and those handled manually. It shows the total revenue from each method.
              • Gateway Payments by Day
                • Bottom right graph: This shows payments that went through various gateways (such as Stripe, Razorpay, etc.) over specific days. It helps you track gateway performance and identify any issues related to specific payment providers.
              • Table for payments, refunds, transfers, and reversals (Detailed View)
                • Bottom section: This table shows a detailed list of individual transactions, including date, amount booking ID, guest name, payment type, gateway name, payment gateway ID, and source of payment.
            • Step-by-Step Explanation:
              • Log in to Your Stayflexi Dashboard:
                • Enter your username and password to log in.
              • Go to Dashboard:
                • After logging in, click the “More Apps” icon (represented by four boxes or blocks) in the top right corner.
                  • From the dropdown menu, select Payments(as shown in Image 1).
                    • You will see the Dashboard option with various graphs and data tables.
                  • Review Total Payments (as shown in Image 2):
                    • At the top of the dashboard, you’ll see the total payments processed today. This includes both automated and manual payments, so you can quickly gauge how much revenue has been collected.
                  • Check Payments by Day(as shown in Image 3):
                    • Look at the “Payments by Day” graph to understand payment trends over the month. The taller bars indicate days with higher payment volumes.
                    • This helps you predict busier times or peak days for payments.
                  • Analyze Payments by Type(as shown in Image 3):
                    • The “Payments by Type” graph gives you a breakdown of the payment methods used (cash, card, etc.). This is useful for understanding guest preferences and ensuring your payment methods are adequately supported.
                  • Compare Automated vs. Manual Payments(as shown in Image 4):
                    • Check the graph that compares manual and automated payments. If you notice that manual payments are higher, you might want to adjust your settings to enable more automation.
                  • View Gateway Payments by Day(as shown in Image 4):
                    • The “Gateway Payments by Day” chart tracks the payments processed through payment gateways like Stripe and Razorpay. This shows which payment providers are being used most often and allows you to monitor gateway-specific trends.
                  • Monitor Individual Transactions(as shown in Images 5 and 6):
                    • At the bottom, you will see a table with details of each payment, refunds, transfers, and reversal. Use this table to:
                      • Confirm amounts.
                      • Check the booking IDs
                      • Payment gateway IDs etc.

            The Payment Automation Dashboard gives you a clear and comprehensive overview of how payments are being processed for your hotel. By monitoring this dashboard, you can ensure smooth operations, identify any issues quickly, and make informed decisions to improve your payment processes.

            How do I configure Payment Automation in Stayflexi?

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            Below is the step-by-step guide to configuring payment automation in Staflexi:

            1. Login to Stayflexi Dashboard:
              • Start by logging into your Stayflexi account using your credentials.
            2. Go to Payment Configuration:
              • After logging in, click the “More Apps” icon (represented by four boxes or blocks) in the top right corner.
              • From the dropdown menu, select Payments(as shown in Image 1).
                • On the Payment page, click the Payment Configuration option(as shown in Image 2).
            3. Enable Payment Automation(as shown in Image 2):
              • Toggle the switch next to the Enable Payment Automation section to activate this feature.
              • What it does: This enables automatic payment collection from guests at the time of booking or during check-in, depending on the OTA (Online Travel Agent) or the type of payment selected.
              • Benefit: Streamlines the payment process and reduces the chances of failed payments going unnoticed.
            4. Choose Channels for Payment Automation(as shown in Image 2):
              • In the Apply Payment Automation to These Channels section, select the OTAs (e.g., Booking.com, Expedia) where you want payment automation enabled.
              • Use the dropdown menu to choose one or multiple channels.
              • What it does: Ensures that for the selected channels, the system automatically attempts to charge the guest’s credit card at the time of booking or check-in.
              • Benefit: You can control which channels are enabled for automated payment, providing flexibility in handling different OTA payment rules.
            5. Enable or Disable the Cancellation Policy(as shown in Image 3):
              • Toggle the switch next to Enable Cancellation Policy.
              • What it does: When this feature is enabled, the system automatically charges the guest for non-refundable bookings right after the booking is confirmed. For partially refundable bookings, payments are processed after the refundable period expires.
              • Benefit: Automates cancellation charges, ensuring properties comply with their cancellation policies without manual involvement.
            6. Configure Failed Payment Handling(as shown in Image 3):
              • In the section labelled Convert Booking into an Enquiry When Payment Fails, you can decide what happens when a guest’s payment fails.
              • Select “YES”: If you want the booking to be converted into an enquiry, which will hold the room inventory for a certain period (defined by expiry hours) while waiting for the guest to make a successful payment.
              • Select “NO”: If you want the booking to remain confirmed even if the payment fails, keep the room inventory locked for the guest.
              • What it does: Helps you manage failed payments by either downgrading the booking to an enquiry (with time limits) or keeping it confirmed, giving flexibility to your booking management process.
              • Benefit: Avoids the risk of overbooking and allows you to retain control over room inventory in case of payment failures.
            7. Set Expiry Time for Enquiry Bookings (Optional):
              • If you’ve opted to convert failed payments into enquiries, you’ll need to set the expiry time for the enquiry(as shown in Image 4).
              • In the Expiry Hours field, specify how long (in hours) you want to hold the booking as an enquiry before releasing the inventory.
              • In the Expiry Type dropdown, choose the reference point (e.g., from the time of enquiry) for calculating expiry.
              • What it does: Ensures that room inventory isn’t held indefinitely, releasing it if the guest does not make the payment within the set time.
              • Benefit: Ensures rooms are available to other potential guests if payments aren’t completed within a reasonable time frame.
            8. Save Your Settings(as shown in Image 4):
              • After configuring all the options, make sure to Save the settings to apply the changes to your property’s payment automation system.
              • Benefit: Your property will now automatically handle payments and cancellation policies based on the rules you’ve set, helping you manage bookings and payments more efficiently.

            What happens if the payment fails due to an invalid guest card?

            If a guest’s payment fails due to an invalid credit card, Stayflexi offers automated processes to handle the situation. Follow this step-by-step breakdown of what happens next and how the system manages the failed payment.

            1. System Tries to Process Payment(refer the above given Image):
              • When a guest makes a booking, Stayflexi’s payment automation system attempts to charge the credit card provided by the guest during the booking process (either at the time of booking or during check-in depending on the channel and configuration).
            2. Payment Failure:
              • If the guest’s credit card details are invalid or the payment is declined, the system automatically detects the failure.
            3. Email Notification to Guest (refer the above given Image):
              • The system sends an automated email to the guest informing them that their payment could not be processed.
              • The email will contain a request for updated card information, urging the guest to provide new, valid payment details.
              • Benefit: This ensures that the guest is promptly informed and allowed to resolve the issue without delay.
            4. Booking Converted to Enquiry (refer the above given Image):
              • If you have enabled the Convert Booking into an Enquiry When Payment Fails option, the booking will be converted into an enquiry status.
              • What does this mean?: An enquiry status means that the room is held in the system, but the booking is not confirmed until the payment is completed.
              • The room inventory will be reserved for a specific period (defined by expiry hours) to give the guest time to resolve their payment issue.
              • Example: If you have set the enquiry expiry to 24 hours, the guest has 24 hours to update their card information before the room is released for other bookings.
            5. Expiry Hours for Enquiry Bookings(refer the above given Image):
              • You can configure the expiry hours for the enquiry under the Set Expiry for Enquiry Bookings section.
              • After the defined expiry time (e.g., 24 hours), if the guest does not provide updated payment information, the room will be automatically released back into inventory, making it available for other guests to book.
              • Benefit: This ensures that rooms aren’t blocked indefinitely by bookings with failed payments, allowing the property to maximize room availability.
            6. Booking Remains Confirmed (refer the above given Image):
              • If the Convert Booking into Enquiry option is disabled, the booking will remain confirmed even if the payment fails.
              • The system will continue to hold the room for the guest, but the payment will still need to be resolved before check-in.
              • Benefit: This gives flexibility in managing bookings for important guests, and keeping their reservations confirmed while they work on resolving payment issues.
            • By the above options, if a guest’s payment fails due to an invalid credit card in Stayflexi, the system will:
              • Automatically send an email to the guest requesting updated card details.
              • Convert the booking into an enquiry (if configured), holding the room for a specific period.
              • Allow you to set an expiry time for enquiry bookings, releasing the room if no payment is made within the time frame.
              • Keep the booking confirmed (if you choose not to convert it to an enquiry), allowing the guest time to resolve the payment issue.

            This automation ensures that failed payments are handled efficiently while protecting your property’s inventory from being blocked by unconfirmed bookings.

            How is the guest’s card charged? Is it based on the cancellation policy set in Stayflexi?

            Yes, the guest’s card is charged based on the cancellation policy that you have configured in Stayflexi. The system automates the payment process, taking into account the specific terms of your cancellation policy, which determines how and when the guest is charged. Below is a step-by-step explanation of how the guest’s card is charged and how the cancellation policy influences this process.

            1. Set Up Cancellation Policy:
              • In Stayflexi, you can set up different cancellation policies (e.g., non-refundable, partially refundable) for your property through Property configuration.
              • Non-refundable policy: The entire booking amount will be charged upfront after the booking is confirmed.
              • Partially refundable policy: The system will process the payment based on the refundable time period you have set.
              • Example:
                • Non-refundable: Guests are charged immediately and cannot get a refund if they cancel.
                • Refundable up to 48 hours before check-in: Guests are charged after the refundable period expires (48 hours before check-in).
            2. Guest Makes a Booking:
              • When the guest makes a booking through your property, Stayflexi’s system attempts to charge the guest’s card according to the payment automation settings and the specific cancellation policy applied to the booking.
            3. Charging the Guest’s Card Based on Cancellation Policy
              • Depending on the cancellation policy configured:
                • For Non-Refundable Policies:
                  • The system will automatically charge the full amount immediately after booking confirmation.
                  • Since the booking is non-refundable, the guest won’t be able to cancel for a refund.
                  • This helps ensure that you secure payment for the room regardless of any cancellation requests from the guest.
                • For Partially or Fully Refundable Policies:
                  • If you have set a refundable window (e.g., cancel within 48 hours before check-in), the system does not charge the guest’s card immediately.
                  • Instead, the card will be charged after the refundable window expires.
                  • For example, if the guest cancels within the allowable window, they won’t be charged, but if they cancel after the window, the card will be charged as per the policy.
                • Example:
                  • If the cancellation policy allows free cancellation up to 48 hours before check-in, the system will automatically charge the guest’s card 48 hours before the check-in time.
                  • If the guest cancels before that time, no charge is made.
            4. Handling Failed Charges:
              • In cases where the guest’s card is invalid or the payment fails, Stayflexi’s automated email system will notify the guest and request updated card information.
              • If the payment cannot be processed, the booking can be converted to an Enquiry booking (based on your configuration), and the room inventory will be held for a specific period until the issue is resolved.
            5. After Cancellation Window Expires:
              • If the guest’s booking falls under a refundable policy and the cancellation window expires without cancellation, the system will automatically charge the guest’s card according to the policy.
              • If you enable Payment Automation, this entire process happens automatically without manual intervention.
            6. Tracking Charges:
              • All charges (whether automated or manual) can be tracked and reviewed in Stayflexi’s dashboard, allowing property managers to monitor payments for each booking.

            Does Stayflexi offer the option to charge a booking partially or in full?

            Yes, Stayflexi allows properties to charge a booking either partially or in full, depending on how you configure the payment and cancellation policies. The system offers flexibility to property owners, enabling automated payment handling based on your preferences. Below is a step-by-step explanation of how you can configure partial or full charges for a booking in Stayflexi.

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            1. Log in to Your Stayflexi Dashboard:
              • Enter your username and password to log in.
            2. Go to Payments(as shown in Image 1):
              • After logging in, click the “More Apps” icon (represented by four boxes or blocks) in the top right corner.
              • From the dropdown menu, select Payments(as shown in Image 1).
              • Click on the Payment Configuration option(as shown in Image 2).
            3. Navigate to Payment Automation Configuration:
              • In the Payment Configuration page, you should see the following options Enable Payment Automation, Apply Payment Automation to These Channels, and Enable Cancellation Policy.
            4. Enable Payment Automation(as showing in Images 2 and 3):
              • Toggle the switch to Enable Payment Automation.
              • This ensures that the system will handle payments automatically without manual intervention.
              • Once enabled, the system will automatically charge guests based on the rules you define, whether partially or fully.
            5. Choose the Payment Automation Channels:
              • In the Apply Payment Automation to These Channels section, you can select which online channels will apply these automation rules (e.g., Booking.com, Expedia).
              • If the channel supports partial payment, you can apply the settings to that channel, ensuring seamless payment processing for bookings coming from different platforms.
            6. Configure Partial or Full Charges:
              • Full Charge Setup (For Non-Refundable Bookings)
                • If you want to charge the guest the full amount immediately:
                  • Ensure that your Cancellation Policy is set to non-refundable (this usually indicates the booking is fully charged at the time of booking).
                  • You can configure this under the Enable Cancellation Policy toggle. Turn it on, and set the full charge as the default for non-refundable bookings.
                  • Once the booking is confirmed, the guest’s card will be charged for the entire amount, guaranteeing full payment upfront.
              • Partial Charge Setup (For Refundable Bookings):
                • If you want to charge only a portion of the booking amount upfront:
                  • Set the Cancellation Policy to allow for refundable bookings.
                  • In the Payment Settings, configure the system to charge a partial deposit. This could be a percentage of the total (e.g., 20% upfront).
                  • Under the payment rules, set the remaining balance to be charged closer to the check-in date.
            7. Set Triggers for Payments:
              • You can configure specific triggers for payments:
                • Full charge at the time of booking for non-refundable reservations.Partial charge (e.g., a deposit) when the booking is made, and set the system to collect the remaining amount before check-in or when the refundable window closes.
            8. Monitor and Track Payments:
              • In the dashboard, you can track the status of payments, whether they were charged partially or in full.
              • If the guest’s card fails or if a partial payment is pending, Stayflexi will display this information, allowing you to follow up if necessary.
            9. Handling Failed Payments:
              • If a payment fails (e.g., invalid card details), Stayflexi will automatically notify the guest and prompt them to update their card information.
              • Depending on your policy, the booking can be converted to an Enquiry, and the room will be held for a set number of hours until the guest resolves the payment issue.
            10. Save Your Configuration:
              • After setting all payment policies (whether full or partial), make sure to save your settings.
              • The system will then automatically apply these rules to all future bookings that meet the criteria.

            Stayflexi PMS password- How to reset your password

            To reset your password in Stayflexi, follow the below steps:

            1. Open the Stayflexi Welcome Page:
              • Go to the Stayflexi login page.
            2. Enter your Email ID:
              • In the email field, enter the email ID you use for your Stayflexi login.
            3. Click on Sign In:
              • This will take you to a page with the password field.
            4. Click on Forgot your Password:
              • You’ll see a confirmation message saying, “We will send you a link to create a new password”.
            5. Re-enter your Email Id:
              • Enter the same email id associated with your Stayflexi account.
            6. Click on “Submit”.
              • This will send a reset link to your email.
            7. Open the Email and Use the Reset Link:
              • Check your inbox for the reset email. [If you don’t see it, check your Spam or Junk folder.]
              • Click on the reset link provided in the email.
            8. Create a New Password:
              • Follow the link to a secure page where you can enter a new password. Choose a new password and confirm the change.
            • You should be now be able to log in with your new password.

            1. Click on “Submit”:

            Property Configuration

            Easily customize your property’s setup with Stayflexi’s Property Configuration feature. From room configurations to pricing and policies, this feature gives you full control over how your property operates. Adjust settings, manage amenities, and define special rules to match your specific needs, all from one centralized platform. Stayflexi’s Property Configuration simplifies the setup process, ensuring your property’s details are accurate and aligned with your operational goals, with complete control at your fingertips.

            Articles

            Overview of Property Configuration

            In Stayflexi, Property Configuration is a module that enables hotel administrators to set up and manage various operational and customizable aspects of their property within the Stayflexi system.

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            1. Property Setup(as shown in Image 1):
              • It consists of various options, including:
                • Property details
                  • Includes editing address details, phone numbers, emails, defining property’s star rating, and amenities property images.
                  • Also managing room type details like room occupancy prices amenities and images.
                • Folio setup
                  • This page allows customizing the appearance of PDF or printouts of folio with settings like font size, page layout, headers, footers, and color schemes. It helps create professional-looking and visually appealing documents.
                • Shift setup
                  • The Shift setup feature helps property managers easily manage staff shifts by defining working hours and assigning staff to those shifts. Staff outside his shift hour won’t be able to log into Stayflexi PMS and access any information from PMS.
                  • It ensures a clear schedule for operational efficiency and data privacy.
                • Hotel addons
                  • This page is used to create a different kind of add-ons or amenities available on the property. These add-ons are useful for upselling hotel services to guests.
                • Hourly price config
                  • Configure hourly prices for your room types and rate plans, this will help you to drive more revenues from early check-ins, late check-outs, and flexible bookings.
                • Flexible slot
                  • View the Flexible Slots data for all your room types. You can only view one week’s data at a time. You can edit the Timings for a given day
                • Other settings
                  • In the “Other settings” for Property Configuration in Stayflexi, you have the following options:
                    • Reservations Auto-Assign Mode: When enabled (set to ON), rooms are automatically assigned to incoming reservations. If disabled (set to OFF), room assignments must be handled manually.
                    • Multi Room Mode: When enabled, folio items and payments are tracked at the room level, allowing more detailed tracking of charges and payments associated with individual rooms.
                    • Disable Automatic Room Movement: When enabled, the system will not automatically move future reservations to accommodate other reservations. This can help ensure that room assignments remain stable and are not altered automatically.
                    • Disable Current Reservation Check-in Before Checkout: When enabled, guests cannot check in to a room if the previous guest has not yet checked out, preventing overlapping check-ins.
                    • Check-in Time Configuration: This allows you to set a specific check-in time (e.g., 9 AM) for your property. The system will prevent check-ins before the designated time, ensuring that guests cannot check in earlier than intended.
                    • These settings allow for more control over room assignment, check-in, and room movement policies, helping to manage reservations and guest stays effectively in a property management context.
            2. Policies(as shown in Image 2):
              • Cancellation policies:
                • Use this page to create and edit hotel policies. For example, you can create a cancellation/refund policy.
              • Amendment policies:
                • Use this page to create and edit hotel policies. For example, you can create an amendment policy.
              • Hotel policies(Terms and conditions):
                • Use this page to create and delete hotel policies and terms and conditions. For example, you can create policies or terms and conditions for hotels.
            3. Tax and fee categories(as shown in Image 3):
              • Tax categories:
                • Use this page to create and edit hotel tax categories. A Tax category can used to calculate and apply tax in a variety of places. For example, defining tax for a room type, tax for an item being added to an invoice, or tax for products in a shop.
              • Group tax categories:
                • Use this page to create and edit hotel group tax categories. You can combine two or more Tax Categories to create a Group Tax Category.
              • Custom tax categories:
                • Use this page to create and edit custom tax categories.
              • Fee categories:
                • Use this page to create and edit hotel fee categories. A Fee category can used to calculate and apply a fee in a variety of places. For example, defining a fee for a room type, fee for an item being added to an invoice.
              • Group fee categories:
                • Use this page to create and edit hotel group fee categories. You can combine two or more fee Categories to create a Group Fee Category.
            4. Notifications(as shown in Image 4):
              • Guest Notifications:
                • Control the email and WhatsApp notifications sent to guests.
              • Hotelier notifications:
                • Control the email and WhatsApp notifications sent to hotels.
              • Guest review:
                • Use this page to get guest reviews feedback. When the toggle is enabled, the Stayflexi system will send an automated email to guests after check-out, requesting their feedback on Google Reviews. The email will include the hotel Google Review URL for convenient review submission.
            5. Channel manager(as shown in Image 5):
              • Channel mapping:
                • Channel mapping is the process of linking a hotel’s room types in Stayflexi’s Property Management System to specific online distribution channels or travel agencies. This ensures that the same room type is listed with the same name, description, and rate across all channels. By mapping a channel, a direct link is created with the Stayflexi system, ensuring that inventory, price, and restrictions are always up-to-date and accurately reflected across all distribution channels.
              • Rentals united:
                • Push Property data to RU (Rentals United).
              • Custom booking sources
                • Use this page to create user-defined booking sources. This will help the hotelier to analyze the revenue more accurately based on sources.
            6. Booking engine(as shown in Image 6):
              • Use this page to configure the booking engine.
            7. Magic link and kiosk(as shown in Image 7):
              • Configuration:
                • Configure your self-service link to offer a range of customizable options such as self-check-in, early check-in, and many more, granting guests more control over their experience at the property.
              • Common area lock code:
                • Manage your lock codes here.
              • Roomwise check-in instructions:
                • The room specified instructions, if specified, will be shown instead of the general self-check-in instructions.
            8. Users and access controls(as shown in Image 8):
              • Roles and Access:
                • Use this page to create new roles and define what access each role will have based on the user’s responsibilities. You can also edit existing roles if needed. These roles can be assigned to multiple users, and it helps to control what each person can see or do in a system.
              • User:
                • Use this page to create and edit user access.
              • Active users:
                • Use this page to view all active users.
            9. Booking import(as shown in Image 9):
              • Stayflexi now offers a convenient way to import your existing room booking reservations from another PMS! This functionality allows you to seamlessly migrate your bookings to Stayflexi in manageable batches.
              • Here is how it works:
                • Import in Batches:
                  • You can upload reservations in batches of 500 bookings at a time. This allows for easier management and processing of large datasets. please be aware that uploading the same booking data twice will result in the bookings being marked as unassigned. This can cause confusion and issues, So avoid uploading the same data twice.

            How can I show actual check-in and check-out times on invoices?

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            Below is the step-by-step guide to show actual check-in and check-out times on invoices:

            1. Log in to Your Stayflexi Dashboard:
              • Enter your username and password to log in.
            2. Go to Property configuration:
              • After logging in, click the “More Apps” icon (represented by four boxes or blocks) in the top right corner.
              • From the dropdown menu, select Property Configuration (as shown in Image 1).
              • On the left-hand side of the Property Configuration page, you will see various options.
              • Click on the Property setup dropdown icon (as shown in Image 2):
                • A list of different options will be displayed in the dropdown, including:
                  • Property details
                  • Folio setup
                  • Shift setup
                  • Hotel addons
                  • Hourly price config
                  • Flexible slot
                  • Other settings
                • Click on the Folio setup option (as shown in Image 2).
                • The Folio configuration page will be displayed.
            3. Setting up actual check-in and check-out times on invoices(as shown in Image 3):
              • In the Folio setup page, scroll to the below option:
                • Show Actual Check-in and Checkout:
                  • Choose “YES” to display the actual check-in and check-out times on the folio, which may differ from the scheduled times. whenever a property marks check-in and check-out to the guest it will show that time in the room folio along with the property’s standard check-in and check-out time.
                  • You can go to a particular folio of a booking and check the invoice to see the actual check-in and check-out times.

            By this, you can show the actual check-in and check-out times on the invoices.

            How do I configure room dependency pricing?

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            Below is the step-by-step guide to configuring room dependency pricing in Property Configuration:

            1. Logging into Your Stayflexi Dashboard
              • Enter your username and password to access your Stayflexi dashboard.
            2. Accessing Property Configuration
              • After logging in, click on the More Apps icon (shown as four blocks) located in the top-right corner.
              • From the dropdown, select Property Configuration (as illustrated in Image 1).
            3. Navigating to Property Setup
              • On the left side of the Property Configuration page, you’ll see a menu with various options.
              • Click on the Property Setup dropdown to reveal additional options, including:
                • Property Details
                • Folio Setup
                • Shift Setup
                • Hotel Addons
                • Hourly Price Config
                • Flexible Slot
                • Other Settings
              • Select Property Details (as shown in Image 2).
            4. Setting Up Room Dependency Pricing
              • On the Property Details page, locate the Manage Room Types section, where all room types are listed.
              • For each room type, click the three-dot menu to view options such as:
                • Edit Amenities
                • Edit Room
              • Select Edit Room to access the room’s details (as illustrated in Image 3).
              • A section to edit room details will appear. Scroll down to the Derived Pricing – Room Category section:
                • Choose a Parent Room from the dropdown to set the base room for dependency pricing (as shown in Image 4).
                • In the Dependency dropdown, select Yes to enable pricing dependence on the selected parent room(as shown in Image 5).
                • In the Direction dropdown, specify whether to increase (+) or decrease (-) the price based on the parent room(as shown in Image 6).
                • Enter a Value for the price adjustment(as shown in Image 7).
                • Choose the Type of adjustment [percentage (%) or INR](as shown in Image 7).
              • Click Save to apply your changes.

            By this, you can configure the room dependency pricing.

            Where can I configure all notifications sent to guests?

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            Below are the step-by-step guidelines to configure notifications sent to guests from Property Configuration:

            1. Logging into Your Stayflexi Dashboard:
              • Enter your username and password to log in.
            2. Go to Property Configuration:
              • Once logged in, click on the More Apps icon (represented by four blocks) in the top right corner.
              • From the dropdown menu, select Property Configuration.
            3. Got to Notifications:
              • You’ll see various options on the left side of the Property Configuration page.
              • Click on the Notifications dropdown to reveal more options, including:
                • Guest notifications
                • Hotelier notifications.
                • Guest review
              • Click on the Guest notifications option.
            4. Guest notifications:
              • In the Guest notifications page, you can control email and WhatsApp notifications sent to guests.
              • Email notifications:
                • It includes the following options and the Enable disable switch next to each option:
                  • Notification when a booking is made
                  • Notification when a booking check-in happens
                  • Notification when a booking checkout happens
                  • Notification when a booking cancellation happens
                  • Notification when a booking modification happens
                  • Notification when an online payment for a booking happens
                  • Notification when a payment for a booking happens via a generated payment link
                  • Notification when a Flex Collect payment fails
                  • Notification when a Self Service check-in happens
                  • Notification when a Self Service checkout happens
                  • Notification when a Self Service early check-in/late checkout happens
                  • Notification when a POS order is finished
                  • Notification when a self-service POS order is created
                  • Notification when an OTA booking is made
                  • Direct Notification to Customers on check-in/Checkout for OTA Booking.
                • You can enable or disable any options by clicking ON an OFF switch next to each option.
              • WhatsApp notifications:
                • It includes the following options and the Enable disable switch next to each option:
                  • Booking Confirmation
                  • Self Checkin Notification
                  • Early Checkin Notification
                  • Late Checkout Notification.
                • You can enable or disable any options by clicking ON an OFF switch next to each option.
            5. Save the configuration:
              • By clicking on the Save option, you can save the changes you have configured.

            Can I bulk upload bookings from another PMS into Stayflexi? What are the requirements?

            Yes, You can bulk upload bookings from another PMS into Stayflexi by following the below-given steps:

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            1. Log into Your Stayflexi Dashboard:
              • Enter your username and password to sign in.
            2. Navigate to Property Configuration:
              • Once logged in, click on the “More Apps” icon (four small blocks) in the top-right corner.
              • Select “Property Configuration” from the dropdown menu (as shown in Image 1).
            3. Go to Booking Imports:
              • In the left-hand menu, click on “Booking imports.” (as shown in Image 2).
              • This will take you to the page for uploading bookings in bulk.
            4. Download and Fill Out the Template(as shown in Images 2 and 3):
              • Click on the “Download template” button to get the file needed for bulk uploading.
              • Open the template and add all booking details in the format provided.
            5. Upload Your Booking Data(as shown in Images 4 and 5):
              • Once you’ve filled out the template, go back to the booking imports page.
              • Click on “Bulk import bookings” and follow the instructions that appear in the pop-up window.
              • Set the date format as needed, then click “Bulk upload booking.”
              • Finally, upload your completed file.

            Your bookings will now be imported into Stayflexi!

            This functionality allows you to seamlessly migrate your bookings to Stayflexi in manageable batches. Here is how it works: Import in Batches: You can upload reservations in batches of 500 bookings at a time. This allows for easier management and processing of large datasets. please be aware that uploading the same booking data twice will result in the bookings being marked as unassigned. This can cause confusion and issues.

            What are custom booking sources, how can I create them, and how are they useful?

            Custom booking sources allow property managers to define and track specific booking channels that aren’t part of the standard, integrated sources. For example, instead of only capturing bookings from well-known Online Travel Agencies (OTAs) or direct website bookings, custom booking sources let you track referrals from unique sources like local agencies, social media campaigns, corporate partnerships, or other specific sources.

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            1. Logging into Your Stayflexi Dashboard:
              • Enter your username and password to log in.
            2. Go to Property Configuration:
              • Once logged in, click on the More Apps icon (represented by four blocks) in the top right corner.
              • From the dropdown menu, select Property Configuration (as shown in Image 1).
            3. Go to the Custom Booking sources(as shown in Image 2):
              • Navigate to the “Channel Manager” section in the left-hand menu.
              • Select “Custom booking sources”.
            4. Add a New Source(as shown in Image 2):
              • On the Custom Booking Sources page, click on Add New Source. This will open a pop-up form for adding a new source.
            5. Enter Source Details:
              • Segment: Select the category or segment that best represents your source, such as OTA if it’s an Online Travel Agency(as shown in Images 2 and 3).
              • Sub-source: Select or type the name of the specific source within the chosen segment. This could be the name of a referral agency, a corporate client, or another unique channel(as shown in Images 4 and 5).
            6. Save the New Booking Source (as shown in Image 6):
              • Click Save to add this source to your list of custom booking sources.
              • If you change your mind, you can click Cancel to exit without saving.
            • How Custom Booking Sources Are Useful:
              • Track and analyze revenue more accurately by understanding where your bookings are coming from. Once custom booking sources are created, you can select them when creating a reservation in Stayflexi PMS.

            By following these steps, you can define and organize new booking sources that will make your revenue analysis more detailed and meaningful.

            Uploading Room/Hotel Images: How can a property upload images of rooms and hotel facilities for the website?

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            Below are the step-by-step guidelines to upload images of rooms and hotel facilities for the website from Property Configuration:

            1. Log in to Your Stayflexi Dashboard:
              • Enter your username and password to log in.
            2. Go to Property configuration:
              • After logging in, click the “More Apps” icon (represented by four boxes or blocks) in the top right corner.
              • From the dropdown menu, select Property Configuration (as shown in Image 1).
              • On the left-hand side of the Property Configuration page, you will see various options.
              • Click on the Property setup dropdown icon (as shown in Image 2):
                • A list of different options will be displayed in the dropdown, including:
                  • Property details
                  • Folio setup
                  • Shift setup
                  • Hotel addons
                  • Hourly price config
                  • Flexible slot
                  • Other settings
                • Click on the Property details option (as shown in Image 2).
                • A page with all the details of the property and the details of room categories will be displayed.
            3. Upload Hotel Images:
              • Once the Property Details page is displayed, you can see the Images at the beginning of the page.
              • Click the Edit icon on the first Image (as shown in Image 2).
              • A pop-up will appear to upload the hotel image.
              • Select the Click or Drop here option.
              • Select the Images from your system and add them here or you can just drag and drop the Images.
              • Click on the Save option to save the Hotel Images.
              • You can also remove the Images by clicking on the cross option on the Image (as shown in Image 3).
            4. Upload Room Images:
              • On the Property Details page, find the Manage Room Types section, where all room types are listed.
              • On room type, click the edit icon on the left-hand side of the room type (as shown in Image 4).
              • A pop-up will appear to upload Room-type images.
              • Select the Click or Drop here option(as shown in Image 5).
              • Select the Images from your system and add them here or you can just drag and drop the Images.
              • Click on the Save option to save the Room Images.
              • You can also remove the Images by clicking on the cross option on the Image (as shown in Image 6).

            How do I update hotel details like website URL, address, description, logo, or phone number?

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            Below are the step-by-step guidelines to update hotel details like website URL, address, description, logo, or phone number from Property Configuration:

            1. Log in to Your Stayflexi Dashboard:
              • Enter your username and password to log in.
            2. Go to Property configuration:
              • After logging in, click the “More Apps” icon (represented by four boxes or blocks) in the top right corner.
              • From the dropdown menu, select Property Configuration (as shown in Image 1).
              • On the left-hand side of the Property Configuration page, you will see various options.
              • Click on the Property setup dropdown icon (as shown in Image 2):
                • A list of different options will be displayed in the dropdown, including:
                  • Property details
                  • Folio setup
                  • Shift setup
                  • Hotel addons
                  • Hourly price config
                  • Flexible slot
                  • Other settings
                • Click on the Property details option (as shown in Image 2).
                • A page with all the details of the property and the details of room categories will be displayed.
            3. Update or Edit Hotel Details:
              • In the Property details page, click on the Edit details option just above the property name (as shown in Image 2).
              • All the Hotel details are displayed in the Edit Hotel Details section.
              • In this section, you can edit or update the details of the property/hotel, including:
                • Property Name
                • Property Official Website (for updating website URL)
                • Address
                • Property Description
                • Logo
                • Phone number
                • Total room count
              • By clicking on any of the textboxes, you can edit or update the Property details and click on the Save button to save the changes made(as shown in Image 3 and Image 4).

            Setting Room Occupancy: How do I define maximum occupancy, including adults, children, and infants, along with age limits for rooms?

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            Below are the step-by-step guidelines for setting room occupancy:

            1. Logging into Your Stayflexi Dashboard:
              • Enter your username and password to log in.
            2. Go to Property Configuration:
              • Once logged in, click on the More Apps icon (represented by four blocks) in the top right corner.
              • From the dropdown menu, select Property Configuration (as shown in Image 1).
            3. Navigating Property Setup:
              • On the left side of the Property Configuration page, you’ll see various options.
              • Click on the Property Setup dropdown to reveal more options, including:
                • Property Details
                • Folio Setup
                • Shift Setup
                • Hotel Addons
                • Hourly Price Config
                • Flexible Slot
                • Other Settings
              • Click on the Property Setup option (as shown in Image 2).
            4. Setting up room occupancy:
              • On the Property Details page, find the Manage Room Types section, where all room types are listed.
              • On room type, click the three-dot menu on the room type to display the following options:
                • Edit Amenities
                • Edit Room
              • Select Edit Room to see room details (as shown in Image 3).
              • A section to edit room details appears, where you can see various options:
              • To set room occupancy for maximum occupancy, including adults, children, and infants, along with age limits, do the following:
                • To set max room occupancy: Click on the Room max occupancy field.
                  • For adults: Click on the Max adults field.
                  • For children: Click on Max children(7-12 years) field
                  • For infant: Click on the Max infant (0-6 years) field
                  • For minimum and maximum child age: Click on the Min child age and Max child age field
                  • For minimum and maximum infant age: Click on the Min child age and Max infant age field
                • After setting up everything, click on the Save button to save all the defined occupancy (as shown in Image 4).

            By following these steps you can define room occupancy.

            What is folio configuration, and what can I do with it?

            • Folio configuration:
              • This page lets you customize how your folios (invoices or receipts) will look when printed or saved as a PDF. You can adjust settings like:
                • Font size: Change the size of the text.
                • Page layout: Choose the arrangement of content on the page.
                • Headers and footers: Add or edit information like your business name or page numbers at the top and bottom of each page.
                • Color schemes: Pick colors to match your branding.
              • These options help you create clean and professional-looking documents for your customers.

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            Below is the step-by-step guideline on how to use folio configuration:

            1. Log in to Your Stayflexi Dashboard:
              • Enter your username and password to log in.
            2. Go to Property configuration:
              • After logging in, click the “More Apps” icon (represented by four boxes or blocks) in the top right corner.
              • From the dropdown menu, select Property Configuration (as shown in Image 1).
              • On the left-hand side of the Property Configuration page, you will see various options.
              • Click on the Property setup dropdown icon (as shown in Image 2):
                • A list of different options will be displayed in the dropdown, including:
                  • Property details
                  • Folio setup
                  • Shift setup
                  • Hotel addons
                  • Hourly price config
                  • Flexible slot
                  • Other settings
                • Click on the Folio setup option (as shown in Image 2).
                • The Folio configuration page will be displayed.
            3. Folio configuration (as shown in Images 2 and 3):
              • This page consists of various settings to configure PDF or printouts of folio:
                • Booking Folio Prefix:
                  • This field allows you to set a prefix for your booking folios, helping you easily identify or categorize them (e.g., “BK-12345” where “BK” is the prefix).
                • Booking Folio Sequence Start:
                  • This specifies the starting sequence number for your booking folios. For example, if you enter “1000”, the first folio generated will be numbered 1000, followed by 1001, and so on.
                • Booking Folio Suffix:
                  • You can enter a suffix for your booking folios, similar to the prefix, but placed at the end of the folio number (e.g., “12345-HT” where “HT” is the suffix).
                • Generate Custom ID for Cancelled and No Show Bookings:
                  • This dropdown allows you to choose whether to generate a custom invoice ID for bookings that were either canceled or marked as no-shows. If set to “YES”, it will generate a unique ID for such cases.
                • Show Cancellation Policy in Folio:
                  • Choose whether to display the cancellation policy on the folio. Select “YES” to include the details of your cancellation policy, or “NO” to hide it.
                • Show Signature:
                  • This option determines whether to display signatures on the folio. If set to “YES”, both the hotel and guest signatures will appear on the folio and registration card. If set to “NO”, signatures will not be displayed.
                • Folio Logo:
                  • Select whether the hotel logo should be shown on the folio. “YES” displays the logo, while “NO” hides it.
                • Folio Terms and Conditions:
                  • Choose “YES” to display the terms and conditions of the booking on the folio, or “NO” to exclude them.
                • Folio Display Phone Number:
                  • This is the phone number that will appear on all guest communications, including the folio and registration card. Enter the contact number you wish to display.
                • Folio Display Email:
                  • This is the email address that will appear in all guest communications, including the folio and registration card. You can set a specific contact email here.
                • Booking Folio Header:
                  • Enter the text to be displayed as the header on your booking folios (e.g., “Tax Invoice” or “Booking Confirmation”).
                • Hide Stayflexi BookingID:
                  • If set to “YES”, the Stayflexi Booking ID will be hidden on the reservation card and folio print. This is useful if you only want to show custom folio numbers instead of the Stayflexi-generated ones.
                • Hide Room Booking Charges in Registration Card for OTA Bookings:
                  • Select “YES” to hide the room booking charges on the registration card for bookings made via Online Travel Agencies (OTAs). The charges will appear as “0” for these bookings.
                • Show Terms on Guest Emails:
                  • Configure this to “YES” if you want the hotel’s terms and conditions to be displayed in booking confirmation emails sent to guests.
                • Show Actual Check-in and Checkout:
                  • Choose “YES” to display the actual check-in and check-out times on the folio, which may differ from the scheduled times. whenever a property marks check-in and check-out to the guest it will show that time in the room folio along with the property’s standard check-in and check-out time.
                • Choose the Folio Header Color:
                  • Select the color for the folio header. The default is black, but you can change it to match your branding.
                • Choose the Folio Content Color:
                  • Choose the color for the folio content. The default is black, but you can customize this to align with your design preferences.
                • Choose the Logo Size:
                  • Define the width of your logo when it’s displayed in the PDF invoice. The allowed range is between 50 to 85 pixels.
                • Choose the Invoice PDF Font Size:
                  • Select the font size for the content in the invoice PDF. The size should be between 7 and 12 to ensure legibility.
                • Choose the Margin Top:
                  • Set the top margin size (in pixels) for the PDF when generating invoices. This controls the spacing between the top of the page and the content.
                • Invoice Date Rule:
                  • This dropdown lets you configure how the invoice date is shown. For example, you can set it to show the current date or to show the actual checkout date depending on your operational needs.
                • Show Cancellation Policy on Registration Card:
                  • Choose “YES” to display the cancellation policy on the registration card, or “NO” to hide it.
                • Show Terms & Conditions on Registration Card:
                  • Configure “YES” to include the terms and conditions of the booking on the registration card. Set to “NO” to omit this information.
                • Registration Card Preference:
                  • This option allows you to select a version for the layout or format of the registration card (e.g., “Version 1”). Different versions may have varying layouts, fields, or designs.
                • Show Room Tariff on Registration Card:
                  • Selecting “YES” will display the room tariff (rate) on the registration card, while “NO” will hide the room tariff from the card.
                  • Purpose: This is useful when you want to withhold pricing information from guests during check-in.
                • Show Registration Card Number:
                  • If set to “YES,” a unique registration card number will be displayed on the registration card. If set to “NO,” this number will be hidden.
                  • Purpose: Hotels can choose to display or hide the registration card number for administrative purposes.
                • Choose the Reg. Card PDF Font Size:
                  • This option allows you to set the font size for the content in the PDF version of the registration card. The value can be adjusted (for example, to size 10 as shown in the screenshot).
                  • Purpose: This gives flexibility to hotels in terms of how large or small the text should appear on the printed or PDF version of the registration card.
                • Show HSN Code:
                  • Selecting “YES” will display the HSN (Harmonized System of Nomenclature) code on the registration card. HSN codes are generally used for categorizing goods for taxation purposes.
                  • Purpose: This option is particularly useful for hotels that need to display HSN codes for compliance with tax regulations. This is beneficial only for Indian properties as per govt. compliance.
                • High Balance Alert Configuration:
                  • Here, you can set a threshold amount (e.g., 0, 500, 1000, etc.) to trigger a high-balance alert. When a guest’s balance due exceeds this threshold, a red balance-due icon will appear on the reservation calendar.
                  • Purpose: This setting helps hotel staff keep track of outstanding balances and take necessary actions before the balance gets too high.
                • Save the configuration:
                  • Click on the Save button at the bottom of the page to save the Folio configuration.

            By following these steps you can understand how Folio configuration works.

            How do I set up property tax, custom tax, and fee categories?

            Tax categories: A Tax category can be used to calculate and apply tax in a variety of places. For example, defining tax for a room type, tax for an item being added to an invoice or tax for products in a shop.

            Custom tax categories: A Custom tax property is used to define and configure specific tax rules for their property.

            Fee categories: A Fee category can be used to calculate and apply fees in a variety of places. For example, defining fee for a room type, fee for an item being added to an invoice, or fee for products in a shop.

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            Below are the step-by-step guidelines for amenities both at the property and room level from Property configuration:

            1. Logging into Your Stayflexi Dashboard:
              • Enter your username and password to log in.
            2. Go to Property Configuration:
              • Once logged in, click on the More Apps icon (represented by four blocks) in the top right corner.
              • From the dropdown menu, select Property Configuration (as shown in Image 1).
            3. Navigating Tax and fee categories:
              • On the left side of the Property Configuration page, you’ll see various options.
              • Click on the Tax and fee categories dropdown (as shown in Image 2) to reveal more options, including:
                • Tax categories
                • Group tax categories
                • Custom tax categories
                • Fee categories
                • Group fee categories
            4. Create Tax category:
              • Click on the Tax Categories option from the Tax and Fee Categories dropdown.
              • Click on the Add New Tax Category button(as shown in Image 2) at the top of the Tax Categories page.
              • Tax category section will appear (as shown in Image 3):
                • Enter the Tax name and Tax percentage.
                • Click on the Save button to save the Tax category.
            5. Create Custom tax category(as shown in Image 4):
              • Click on the Custom Tax Categories option from the Tax and Fee Categories dropdown.
              • Click on the Add New Custom tax button at the top of the Custom tax Categories page
              • Create custom taxes based on various factors such as:
                • Tax Name: The name of the custom tax (e.g., service tax).
                • Tax Value: The percentage or fixed amount for the tax.
                • Room Type: The types of rooms or accommodations the tax applies to.
                • Per Person/Per Night: Option to apply the tax on a per-person or per-night basis.
                • OTA, Booking Engine, Walk-in: The ability to specify whether the tax applies to bookings from Online Travel Agencies (OTAs), the booking engine, or walk-in customers.
                • Click on the Save button to save the Custom tax category.
            6. Create Fee category (as shown in Image 5):
              • Click on the Fee Categories option from the Tax and Fee Categories dropdown.
              • Click on the Add New Fee Category button at the top of the Fee Categories page.
              • The fee category section will appear:
                • Enter:
                  • Fee category name
                  • Fee value
                  • Value type dropdown which consists of:
                    • ABSOLUTE
                    • PERCENT
                  • Fee type dropdown which consists of:
                    • Per Booking
                    • Per Room
                    • Per Room Night
                • You can select the checkbox next to Apply for walk-ins section if required.
                • Click the Save button to save the Fee category.

            Managing Property and Room Amenities: How do I control amenities at both the property and room level?

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            Below are the step-by-step guidelines to amenities both at the property and room level from Property Configuration:

            1. Logging into Your Stayflexi Dashboard:
              • Enter your username and password to log in.
            2. Go to Property Configuration:
              • Once logged in, click on the More Apps icon (represented by four blocks) in the top right corner.
              • From the dropdown menu, select Property Configuration.
            3. Navigating Property Setup:
              • On the left side of the Property Configuration page, you’ll see various options.
              • Click on the Property Setup dropdown to reveal more options, including:
                • Property Details
                • Folio Setup
                • Shift Setup
                • Hotel Addons
                • Hourly Price Config
                • Flexible Slot
                • Other Settings
            4. Viewing and Editing Property Details:
              • Select Property Details (the first option on the left).
              • A page will open showing all your property information, including room categories.
            5. Managing Property Amenities:
              • On the Property Details page, look to the right side for the Amenities section.
              • Click the icon next to Amenities.
              • A list of all available property-level amenities will appear.
              • You can:
                • Add or remove amenities.
                • Mark amenities as free or paid by using the buttons next to each amenity.
            6. Managing Room Amenities:
              • On the Property Details page, find the Manage Room Types section, where all room types are listed.
              • On room type, click the three-dot menu on the room type to display the following options:
                • Edit Amenities
                • Edit Room
              • Select Edit Amenities to see all room-level amenities.
              • You can:
                • Add or remove amenities.
                • Make amenities free or paid by clicking the buttons next to each one.

            This guide helps you quickly and easily manage both property-level and room-level amenities.

            What is a fee category, and how can I use it?

            A fee category in Stayflexi is used to define and apply various fees for room types and items being added to invoices. It allows you to set up different types of fees, such as room type, that will be automatically applied during the booking process.

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            Below is the Step-by-step guide on the Fee category in Property configuration:

            1. Logging into Your Stayflexi Dashboard:
              • Enter your username and password to log in.
            2. Go to Property Configuration:
              • Once logged in, click on the More Apps icon (represented by four blocks) in the top right corner.
              • From the dropdown menu, select Property Configuration (as shown in Image 1).
            3. Access the Fee Category Page:
              • Click on the “Tax and Fee Categories” section.
              • Click on “Fee Categories” to add the fee categories (as shown in Image 2).
            4. Add a New Fee Category:
              • Click on the “Add New Fee Category” button (as shown in Image 2).
              • A new form will pop up on the right side.
            5. Provide a Fee Category Name:
              • In the “Fee category name?” field, enter a descriptive name for the fee. For example, you might call it a “Room Booking Fee” or “Entertainment Fee” (as shown in Image 2).
              • This will appear in invoices automatically when creating a room reservation.
            6. Set the Fee Value :
              • Under “Fee value?“, enter the amount for the fee (as shown in Image 3).
              • Choose the Value Type from the dropdown (as shown in Image 3):
                • Absolute: A fixed fee, like Rs.150 per booking.
                • Percentage: A percentage of the total amount, like 10% of the total amount.
              • Choose the Fee Type from the dropdown (as shown in Image 4):
                • Per Booking: Applied for each booking.
                • Per Room: Applied for each room in a booking.
                • Per Room night: The fee will be applied for each room night. This means if a guest stays in one room for three nights, the fee will be applied three times (once per room night).
            7. Save the Fee Category:
              • Once you’ve filled in all the necessary details, click the “Save” button (as shown in Image 4).
              • The fee category will now be available and can be applied across the property for various services.

            Creating Hotel Add-on Services: Where do I add extra services offered by my hotel?

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            Below are the step-by-step guidelines to create hotel add-ons from Property Configuration:

            1. Logging into Your Stayflexi Dashboard:
              • Enter your username and password to log in.
            2. Go to Property Configuration:
              • Once logged in, click on the More Apps icon (represented by four blocks) in the top right corner.
              • From the dropdown menu, select Property Configuration (as shown in Image 1).
            3. Navigating Property Setup:
              • On the left side of the Property Configuration page, you’ll see various options.
              • Click on the Property Setup dropdown to reveal more options, including:
                • Property Details
                • Folio Setup
                • Shift Setup
                • Hotel Addons
                • Hourly Price Config
                • Flexible Slot
                • Other Settings
              • Click on the Hotel Addons option (as shown in Image 2).
            4. Add Hotel Addons:
              • To create Hotel addons, click on the Add new hotel addon button on the top of the Hotel Addons page (as shown in Image 2).
              • A section to fill in the required details to create a Hotel addon will appear.
              • Fill in the following to create the hotel addon (as shown in Image 3):
                • Addon name
                • Addon description
                • Addon applicable at room types:
                  • Click on the dropdown to select room types
                  • You can select multiple rooms from the dropdown(For example: Suite, Deluxe rooms)
                • Tax category:
                  • Select tax categories from the dropdown(.eg., Food tax or Alcohol tax, etc)
                • Addon value:
                  • In the Addon value field, enter the price for the extra service your property offers.
                  • For example, if airport pick-up costs Rs.150, enter 150.
                • Date Range: Select the date range you want to apply the addon to.
              • Do you want to apply per night?
                • Click the Yes or No switch.
              • Do you want to apply at the booking level?
                • Click the Yes or No switch.
            5. Save to create the Addon:
              • Click on the Save button to create the Hotel Addon.

            By following these steps you can easily create the hotel add-ons.

            What is User and Access Control, and what is its purpose?

            User and Access Control is a feature within the Stayflexi platform designed to manage the permissions and roles of users. The goal is to regulate what actions each user can perform and what parts of the system they can access based on their assigned roles.

            Below is a step-by-step explanation of how this system works for end users:

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            1. Accessing User and Access Control:
              • Log into your Stayflexi account with your credentials.
              • Once logged in, click on the More Apps icon (represented by four blocks) in the top right corner.
              • From the dropdown menu, select Property Configuration (as shown in Image 1).
              • Under Property configuration, the are various options.
              • Click on Users and Access Controls to reveal the following key sections:
                • Roles and Access
                • User
                • Active Users
            2. Roles and Access (as shown in Images 3 and 4):
              This section lets you manage roles, which define specific permissions for users in the system. Here’s how it works:
              • Viewing Roles:
                • When you click on Roles and Access, you will see a list of predefined roles with a description and the access permissions granted to that role.
              • Creating a New Role:
                • You can add a new role by clicking Add a new role for general users or Add a new mobile role for mobile-specific roles.
                • In the role creation window, you can define the role name, and description, and specify which features or areas of the system the role should have access to (e.g., housekeeping reports, room management, etc.).
              • Editing Roles:
                • Existing roles can be modified by clicking the edit icon (pencil) next to the role name.
                • You can adjust permissions or make changes to reflect new responsibilities for that role.
            3. Users (as shown in Images 5 and 6):
              • This section allows you to manage users who have access to the Stayflexi platform. You can view, add, and edit user access details.
              • Add new user:
                • Click on the Add new user button.
                • A page will be displayed.
                • This page lets you create a new user in a system and assign multiple roles based on their responsibilities. You can adjust the user’s access level or revoke access at any time.
                • Enter the email ID and password of the user you want to create.
                • Enable the toggle net to the role which you want to assign to the user.
                • Click on the Save button to create the User.
              • You can also edit the user role, reset the password, and force logout the user respectively.
            4. Active Users (as shown in Image 7):
              • This section shows users who are currently active and logged into the software in real time.
              • It includes:
                • Search Bar: You can search for specific users who are actively logged in by entering their email ID.
                • Active Users List: Currently, the list of active users is empty, suggesting that no users are currently logged in.
                • Log Out All Users: This button allows you to log out all active users at once. This might be useful during maintenance or to ensure security by enforcing re-logins.
            5. Purpose of User and Access Control:
              • Security: Limits access to sensitive information based on user roles, ensuring that only authorized personnel can view or modify critical data.
              • Operational Efficiency: By providing tailored access to different areas of the platform, employees can quickly and efficiently perform tasks relevant to their jobs.
              • Accountability: Role-based permissions help track which users are responsible for certain actions, providing a clear audit trail in case of errors or issues.

            How can I edit user roles or access, reset passwords, or log out users?

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            Below are the step-by-step guidelines to edit user roles and access, reset passwords, or log out users from Property Configuration:

            1. Logging into Your Stayflexi Dashboard:
              • Enter your username and password to log in.
            2. Go to Property Configuration:
              • After logging in, click the “More Apps” icon in the top right corner (represented by four boxes or blocks).
              • From the dropdown menu, select Property Configuration (as shown in Image 1).
              • On the left-hand side of the Property Configuration page, you’ll see various options.
            3. Managing Roles and Access:(as shown in Image 2)
              • Click the “Users and Access Control” dropdown icon.
              • A list of options will appear, including:
                • Roles and Access
                • User
                • Active Users
              • Select Roles and Access to view all existing roles.
            4. Editing Roles and Access:
              • Click the Edit role icon next to the role you want to modify (as shown in Image 3).
              • A list of features and restrictions will be displayed.
              • Enable or disable access by toggling the switch next to each feature name as needed.
              • Once you’re done, scroll down and click the Save button to apply the changes (as shown in Image 4).
            5. Resetting a User’s Password:
              • Click the User option under “Users and Access Control” to view all existing users.
              • Next to each user email, there are three icons:
                • 1st icon: Force logout user
                • 2nd icon: Edit password
                • 3rd icon: Edit user role
              • To reset a user’s password, click the 2nd icon (Edit password).
              • Update the password in the Password section.
              • Click Save to confirm the new password (as shown in Images 5 and 6).
            6. Logging Out a User:
              • To force a user to log out from the Stayflexi system, click the 1st icon (Force logout user) next to the user’s email.
              • A pop-up will appear with the message: “Please reset the password before logging out the user”, along with CLOSE and Yes, logout buttons.
              • Click Yes, logout to logout user (as shown in Images 7 and 8).

            What are different type of policies I can configured in Stayflexi

            In Stayflexi, you can configure various types of hotel policies, which include:

            1. Cancellation Policies: Rules for handling booking cancellations and associated refunds.
            2. Amendment Policies: Guidelines for making changes or amendments to existing bookings.
            3. Hotel Policies (Terms and Conditions): General hotel rules like check-in/out times, usage of facilities, guest behavior, etc.

            Below is the step-by-step guide to configure policies:

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            1. Logging into Your Stayflexi Dashboard:
              • Enter your username and password to log in.
            2. Go to Property Configuration:
              • After logging in, click the “More Apps” icon in the top right corner (represented by four boxes or blocks).
              • From the dropdown menu, select Property Configuration (as shown in Image 1).
              • On the left-hand side of the Property Configuration page, you’ll see various options.
            3. Got to Policies:
              • Click on the Policies option.
              • Under Policies, you will see options like Cancellation Policies, Amendment Policies, and Hotel Policies (Terms and Conditions).
            4. Cancellation policies (as shown in Images 2 and 3):
              • Under the Cancellation policy, click on the Add new policy button.
              • You can create a cancellation/refund policy in this by filling in the below details:
                • Policy name: Give a name for the policy.
                • Policy description: Describe the policy.
                  • Note: If the Add policy rule is created and the above checkbox beside the description section is not selected then this rule will reflect everywhere i.e. Booking Engine, Email, Room folio.
                • Enable toggle to apply the rule for all channels(optional).
              • Save the policy by clicking on the Save button.
              • You can also edit or disable the policies.
            5. Amendment policies (as shown in Image 4):
              • Select Amendment policies.
              • Here, you can create or edit amendment policies that govern how amendments to bookings will be charged.
              • Add a New Policy
                • Click on the Add New Policy button to create a new amendment policy.
              • Days Range
                • In this section, you set the days before the check-in date when amendments will not be allowed. You define the following:
                  • Amendment not permitted within X and Y days prior to arrival date.
                    • Enter the number of days (e.g., “10 and 5”) to specify the range within which amendments to bookings are not allowed.
              • Amendment Charges
                • You can set different charges for amendments, depending on how many times the booking is amended:
                  • For first amendment: Specify the percentage (e.g., “0%”) of the booking amount that will be charged for the first amendment.
                  • For the second amendment: Set a charge for the second amendment by entering a percentage (e.g., “5%”) of the booking amount.
                  • For subsequent amendments: Set a percentage (e.g., “10%”) for any amendments beyond the second one.
              • Note: Modification can be allowed for the dates-This means users may modify the booking dates, and charges will be applied according to the set amendment policy.
              • Saving the Policy:
                • Once you’ve filled in all the necessary details (days range and amendment charges), click the Save button to save the policy.
                • This allows users to control how booking changes will be handled, including when they can be made and the cost for each amendment.
            6. Hotel policies(terms and conditions) (as shown in Image 5):
              • Click on the Hotel policies(terms and conditions) option.
              • On this page, you can provide hotel rules like usage of facilities, guest behavior, etc.
              • Click on the Add new T&C button.
              • Here you can add the Hotel policy or Terms and conditions.
              • Click on the Save option.

            Setting Minimum Room Price: How can I set a minimum price for a room category to avoid lower price updates?

            Yes. You can set a minimum price for a room category by using Stayflexi’s Property configuration settings.

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            Below are the step-by-step guidelines for setting up minimum room price:

            1. Logging into Your Stayflexi Dashboard:
              • Enter your username and password to log in.
            2. Go to Property Configuration:
              • Once logged in, click on the More Apps icon (represented by four blocks) in the top right corner.
              • From the dropdown menu, select Property Configuration (as shown in Image 1).
            3. Navigating Property Setup:
              • On the left side of the Property Configuration page, you’ll see various options.
              • Click on the Property Setup dropdown to reveal more options, including:
                • Property Details
                • Folio Setup
                • Shift Setup
                • Hotel Addons
                • Hourly Price Config
                • Flexible Slot
                • Other Settings
              • Click on the Property Details option (as shown in Image 2).
            4. Setting up room occupancy:
              • On the Property Details page, find the Manage Room Types section, where all room types are listed.
              • On room type, click the three-dot menu on the room type to display the following options:
                • Edit Amenities
                • Edit Room
              • Select Edit Room to see room details (as shown in Image 3).
              • A section to edit room details appears, where you can see various options.
              • To set minimum room price:
                • Click on the Minimum Room Price field (as shown in Image 4).
                • After setting up the minimum room price, click on the Save button to save the minimum room price.

            By following these steps you can set the Minimum room price.

            How can I send automatic emails to guests after checkout to collect reviews?

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            Below are the steps to send automatic emails to guests after checkout to collect the reviews:

            1. Logging into Your Stayflexi Dashboard:
              • Enter your username and password to log in.
            2. Go to Property Configuration:
              • Once logged in, click on the More Apps icon (represented by four blocks) in the top right corner.
              • From the dropdown menu, select Property Configuration (as shown in Image 1).
            3. Got to Notification
              • On the left side of the Property Configuration page, you’ll see various options.
              • Click on the Notifications dropdown to reveal more options, including:
                • Guest notifications
                • Hotelier notifications.
                • Guest review
              • Click on the Guest review option (as shown in Image 2).
              • This is where you can control review request emails.
            4. Enable Guest Review Feedback (as shown in Image 2):
              • On the “Guest Review” page, you will see an option for “Guest Review Feedback.”
              • Toggle the switch next to this option to enable it. Once enabled, the system will send an automated email to guests after they check out.
            5. Set the Mode to Automatic (as shown in Image 2):
              • There are two modes:
                • AUTOMATIC
                • MANUAL
              • Ensure that the Mode is set to “AUTOMATIC”. This ensures that the email will be sent automatically without any manual intervention after the guest checks out.
            6. Enter Your Google Review/Feedback URL (as shown in Image 2):
              • In the input field labeled “Paste your Google review/docs URL”, paste the URL for your property’s Google Review page.
              • You can obtain this URL by navigating to your property’s listing on Google, copying the review link, and pasting it into this field.
              • Alternatively, you can use a Google Docs form if you’d like to gather reviews through a custom form instead of Google Reviews.
            7. Save and Confirm:
              • Once you’ve pasted the URL and enabled the review feedback toggle, ensure all changes are saved by clicking on the Update option.
              • The system will now send an email with the provided review link to guests after their checkout.

            What are hotelier notifications, and how do they help?

            Hotelier notifications are communication features of Stayflexi that allow hotel operators to receive important updates and reports related to their property. These notifications can be sent via email or messaging platforms like WhatsApp to keep the hotelier informed about key operations, such as daily reports, property updates, rate alerts, and more.

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            Below is a Step-by-Step Guide for End Users:

            1. Logging into Your Stayflexi Dashboard:
              • Enter your username and password to log in.
            2. Go to Property Configuration:
              • Once logged in, click on the More Apps icon (represented by four blocks) in the top right corner.
              • From the dropdown menu, select Property Configuration.
            3. Go to the Notifications:
              • Navigate to the “Notifications” section in the left-hand menu.
              • Select “Hotelier notifications” to configure notifications sent to the hotel.
            4. Configure Email Notifications:
              • Night Audit Report:
                • In the “Emails” section, locate the “Night audit report” field.
                • Enter one or more email addresses (separated by commas) to receive daily night audit reports. These reports provide a summary of property performance and operations for the day.
                • Make sure not to include any spaces before or after the commas when entering multiple email addresses.
            5. Set Up WhatsApp Notifications:
              • WhatsApp Daily Report:
                • In the “Whatsapp” section, you can enable WhatsApp notifications to receive daily reports about the property.
                • Toggle the switch to activate WhatsApp notifications for reports and alerts.
              • Property Report via WhatsApp:
                • Enter your WhatsApp number(s) in the “Configure your WhatsApp numbers to receive the property report” field. Multiple numbers can be entered, separated by commas.
              • Rate Shopper Price Alerts via WhatsApp:
                • In the second WhatsApp configuration field, enter the numbers to receive price alerts for competitive properties or rate changes. This ensures that hoteliers can react quickly to market shifts.
              • After entering the required information, click “Save” to apply the changes.
            6. Saving Changes:
              • Once you’ve set up your email and WhatsApp notifications, make sure to click the “Save” button at the bottom of the page. This will save your configuration and activate the notifications according to the inputted details.
            7. Benefits for Hoteliers:
              • Timely Updates: Receive critical reports such as the night audit summary and property performance via email and WhatsApp.
              • Quick Response: Stay updated with rate shopper price alerts to react quickly to market conditions.
              • Customization: Control where and how notifications are sent by entering multiple recipients and contact numbers, ensuring key personnel are informed.

            This guide will help you ensure that notifications are properly set up so you can stay on top of essential hotel operations.

            What is shift setup, and how is it beneficial for my property?

            Image 1:

            Image 2:

            Image 3:

            Below is the step-by-step guide for Shift setup:

            1. Logging into Your Stayflexi Dashboard:
              • Enter your username and password to log in.
            2. Go to Property Configuration:
              • Once logged in, click on the More Apps icon (represented by four blocks) in the top right corner.
              • From the dropdown menu, select Property Configuration (as shown in Image 1).
            3. Go to Shift setup:
              • From the Property configuration, click on the Property setup option from the dropdown and navigate to Shift Setup.
              • Click on Shift Setup to open the shift setup page (as shown in Image 2).
            4. Add a New Shift (as shown in Image 3):
              • At the top of the shift setup page, you’ll see a button labeled Add New Shift (as shown in Image 2).
              • Click this button to create a new shift for your staff.
            5. Enter Shift Name (as shown in Image 3):
              • In the Shift Name? field, enter a name for the shift (e.g., Morning Shift, Evening Shift, etc.). This helps identify the shift later.
            6. Set Start Time (as shown in Image 3):
              • Under the Start Time? section set the shift’s start time.
              • Use the dropdown menus to select the start hour and start minute. For example, selecting 00 for both will set the shift to start at midnight.
            7. Set End Time (as shown in Image 3):
              • Similarly, under the End Time? section set the time when the shift ends.
              • Choose the end hour and end minute. For instance, selecting 23 for hours and 59 for minutes will set the shift to end at 11:59 PM.
            8. Set Shift Status (as shown in Image 3):
              • In the Status? dropdown, choose whether the shift is ENABLED or DISABLED.
              • If the shift is enabled, it will be active and available in the system.
            9. Assign Staff Members (as shown in Image 3):
              • In the Staff Names? field, enter the email addresses of staff members assigned to this shift.
              • You can list multiple staff members in the dropdown and can add multiple staff by clicking on the staff email ID.
            10. Save the Shift Configuration (as shown in Image 3):
              • After filling out the required fields (shift name, times, status, staff names), ensure all details are correct.
              • Click the Save to finalize and save the shift configuration.

            Benefits of Shift setup for properties:

            • The Shift setup feature helps property managers easily manage staff shifts by defining working hours and assigning staff to those shifts. Staff outside his shift hour won’t be able to login into stayflexi PMS and access any information from PMS.
            • It ensures a clear schedule for operational efficiency and data privacy.

            Single Slot vs. 3 Slots: What are single slot and 3 slots, and which option should I select for my property?

            Image 1:

            Image 2:

            Image 3:

            In the Stayflexi system, “Single Slot” and “3 Slots” refer to the way time blocks are allocated for bookings. The main difference lies in the flexibility and duration of the booking periods available.

            1. Logging into Your Stayflexi Dashboard:
              • Enter your username and password to log in.
            2. Go to Property Configuration:
              • Once logged in, click on the More Apps icon (represented by four blocks) in the top right corner.
              • From the dropdown menu, select Property Configuration (as shown in Image 1).
            3. Navigating Property Setup:
              • On the left side of the Property Configuration page, you’ll see various options.
              • Click on the Property Setup dropdown to reveal more options, including:
                • Property Details
                • Folio Setup
                • Shift Setup
                • Hotel Addons
                • Hourly Price Config
                • Flexible Slot
                • Other Settings
              • Click on the Flexible Slot option (as shown in Image 2).
              • Go to the Edit slot mode option where you can set the slots to either Single slot or the Three slots (as shown in Images 2 and 3).
            • Single Slot:
              • Definition: A “Single Slot” refers to fix check-in and check-out time a property can be booked. For example, if you select a single slot for a property, it might represent a booking window such as 12 PM check-in time to 11 AM check-out time (24 hours), which guests can book as one uninterrupted time block.
              • Usage: This option is commonly used for properties that want to offer straightforward, full-day, or fixed-period bookings without breaking the day into smaller chunks.
              • Best For:
                • Properties that offer standard check-in and check-out times (e.g., hotels, hostels).
            • Three Slots:
              • Definition: The “Three Slots” option divides the day into three distinct time slots, allowing the property to be booked multiple times throughout the day. For example, the day may be split into:
                • Morning slot: 8 AM to 4 PM
                • Evening slot: 4 PM to 12 AM
                • Night slot: 12 AM to 8 AM
              • Usage: This gives the property more flexibility to accommodate multiple guests during different parts of the day. It allows for more frequent bookings by splitting the availability into smaller blocks.
              • Best For:
                • Properties that offer short-stay or day-use options (e.g., hourly hotels, lounges, co-working spaces).
                • Maximizing revenue by booking the same property multiple times in a day.
            • Which Option to Select?
              • Single Slot: Choose this if your property typically handles longer stays or if you prefer simpler management with one guest per day.
              • Three Slots: Choose this if you want to maximize occupancy and revenue by accommodating multiple bookings per day. This is great for day use, hourly stays, or situations where flexibility is key.
              • Consider how often your property is booked and the type of guests you cater to when making the decision.

            How can I set hourly rates for my property?

            Image 1:

            Image 2:

            Image 3:

            Below is the step-by-step guide to set hourly rates from Property configuration:

            1. Logging into Your Stayflexi Dashboard:
              • Enter your username and password to log in.
            2. Go to Property Configuration:
              • Once logged in, click on the More Apps icon (represented by four blocks) in the top right corner.
              • From the dropdown menu, select Property Configuration.
            3. Navigate to Property setup:
              • On the left side of the Property Configuration page, you’ll see various options.
              • Click on the Property Setup dropdown to reveal more options, including (as shown in Image 2):
                • Property Details
                • Folio Setup
                • Shift Setup
                • Hotel Addons
                • Hourly Price Config
                • Flexible Slot
                • Other Settings
              • Click on the Hourly Price Config option (as shown in Image 2).
            4. Configure Hourly Booking
              • Click on the Configure option on the right side of the page (as shown in Image 2).
              • A new window will appear titled Configure hourly booking.
              • Enter the Date range during which the hourly rates will apply by selecting the start and end dates using the calendar picker (as shown in Image 3).
              • In the example, the date range is from 17 Oct 2024 to 24 Oct 2024.
            5. Set Room Types and Rate Plans (as shown in Image 3)
              • Choose the Room types from the dropdown (you can select multiple Room types from the dropdown). This will apply hourly rates to the specific rooms.
              • Select a Rate plan from the dropdown (you can select multiple Rate plans from the dropdown). This will apply hourly rates to that specific rate plan.
              • Define Your Hourly Pricing (as shown in Image 3).
                • In the Set your price section, specify the hourly Price.
                • Enter the rate value (for example, 30$) in the price input field.
                • Select whether this price is a Percent or a Flat value from the dropdown.
                • Define how long this rate is applicable by selecting the number of hours.
                • For example, this could be for “6 hours”.
            6. Advanced Settings (Optional) (as shown in Image 3)
              • If you need advanced settings for managing multiple rates or different room types, click on the Click here button next to “If you need advanced settings for all your rates.”
              • This will open additional configurations, allowing you to fine-tune the pricing.
            7. Save Your Settings(as shown in Image 3)
              • After setting up your hourly pricing, click on the Save button at the bottom.
              • The hourly rates will now be applied based on the configuration you’ve set.

            Following these steps will ensure that your property’s hourly rates are properly configured and visible to customers booking for specific hours.

            How to proceed if I can't find the email with reset link?

            If you’re a user or sub-user in Stayflexi and can’t find the password reset link, here’s what to do:

            1. Contact the Main Admin:
              • Only the main admin has access to reset links for users and subusers. Reach out to them, and they can initiate the reset process on your behalf.
            2. Follow Up with Admin:
              • Once the admin initiate the reset, they’ll provide you with the necessary information to complete the process.
              • If you don’t see the reset email within a few minutes, check your Spam or Junk folders just in case.
            3. Follow-Up for Additional Assistance:
              • If you still don’t receive the reset link, or if there’s any issue, ask the main admin to contact Stayflexi support. The support team can help ensure the email is delivered correctly or assist with any technical issues on the account.

            Understanding Stayflexi reservation calendar layout

            The Stayflexi Reservation Calendar is designed for ease of use, with all key features conveniently located in one place.

            At the top, you’ll find the Date Range Selector. By clicking on the calendar icon, you can quickly view past, present, and future booking data, making it simple to navigate through different periods and manage your reservations efficiently.

            On the right, there’s a View Mode option, allowing you to switch between day, week, or month views for your convenience. By default, the calendar is set to the weekly view for optimal visibility of upcoming reservations.

            On the left, there’s Room Listings where you’ll see a list of all your rooms, whether you have 5 or 50. Everything is displayed in one place for easy management.

            At the top of your room list, you’ll find a toggle. Enabling it will show the Room Type next to each room number.

            If a room is marked with a red dot in the room number column, it indicates that the room is dirty.

            On the left side of the page, you’ll find the Filter option, which gives you multiple choices. For example, if you want to see available rooms under the Deluxe Room Category, you can easily filter and get the desired information with a just a few clicks.

            Create Button [Right side of the page]:

            1. On the right-hand of the calendar, you will find a create button. Clicking on it provides four options:
              • Walk-in: For creating immediate bookings.
              • Enquiry: For creating guest inquiries that have not yet been confirmed.
              • Block Room: For blocking rooms due to maintenance or other needs.
              • Group Booking: For handling multiple room reservations under a single booking id or group.

            Reservation Blocks:

            1. Each reservation is represented as a block [or grid] within the calendar.
            2. The blocks are color-coded based on the status of the reservation, providing a quick visual reference:
              • Light Yellow: Indicates a Confirmed Reservation.
              • Green: Represents a reservation that has been Checked In.
              • Purple: Indicates a Checked-out reservation.
              • Grey: Represents an Enquiry, signifying that the reservation is not yet confirmed.

            If you click on any reservation, a pop-up will appear on the right side of the screen displaying the booking and customer information.

            Below that, you will see multiple actions depending on the reservation you selected, offering quick access to options like View Folio, Settle Dues, Hold booking, Modify, Check-in/out, and more.

            Night Audit

            Simplify your end-of-day processes with Stayflexi’s Night Audit feature. This powerful tool automates daily reconciliations, including revenue tracking, payment verification, and occupancy reports. It ensures your financial data is accurate and up to date, reducing manual effort and errors. Stayflexi’s Night Audit gives you a comprehensive overview of your property’s daily performance, helping you close the day efficiently and start the next one with confidence. Perfect for properties of all sizes, it’s the seamless solution for managing your nightly operations.

            Articles

            Overview of Night Audit

            The Night Audit is a key daily process in property management that ensures all transactions are accurately recorded and the property is ready for the next day. In Stayflexi, this process is streamlined to help properties efficiently manage their financials and operations at the end of each day.

            Purpose of the Night Audit:

            • Check Financial Records:
              • Verifies all payments, room charges, and services used during the day.
            • Update Guest Accounts:
              • Makes sure that all charges and payments for each guest are correct.
            • Prepare for the Next Day:
              • Adjusts room availability and other details to ensure smooth operations.

            Key Tasks in Stayflexi:

            • Review Transactions:
              • Automatically reviews all daily transactions, like room bookings and service charges.
            • Guest Account Review:
              • Ensures all guest folios are accurate, showing the correct room rates, services used, and payments received.
            • Report Generation:
              • Generates key reports such as revenue summaries, occupancy rates, and transaction summaries for the day.

            How the Process Works:

            • End-of-Day Closure:
              • The night audit begins when the front desk is closed, ensuring all daily activities are finalized in the system.
            • System Updates:
              • Stayflexi’s system automatically updates financial records and generates daily reports or you can manually do Night Audit.
            • Final Adjustments:
              • Any errors or discrepancies found are corrected to ensure accurate records.

            Importance of the Night Audit:

            • Financial Accuracy:
              • The audit helps ensure financial records are correct, which is important for budgeting and forecasting.
            • Operational Readiness:
              • By updating room inventory and reconciling accounts, the audit prepares the property for the next day, ensuring a smooth operation.
            • Performance Insights:
              • The audit provides valuable reports that offer insights into trends, helping management make strategic decisions.

            Can I access Night Audit reports of previous days using Stayflexi?

            YES, you can access night audit reports of previous days in Stayflexi.

            Below is the explanation of how to access night audit reports from previous days using Stayflexi:

            1. Go to the Night Audit Section:
              • From the Stayflexi dashboard, select the Night Audit option.
            2. Access the Date Range Selector :
              • On the Night Audit page, find the Data Range field at the top of the page. Click on this field to open a calendar view.
            3. Select the Desired Date:
              • In the Calendar, navigate to the date range you’re interested in.
              • Select a Single date for a specific past day’s report, or choose a date range if you want to see reports over multiple days.
            4. View the Night Audit Data:
              • Once you’ve selected the date, the system will automatically display the night audit data for that period.

            By following these steps, you can efficiently retrieve and review night audit reports from any previous date.

            How do I ensure that my property’s financial data is accurate before completing the Night Audit in Stayflexi?

            To ensure your property’s financial data is accurate before completing the night audit in Stayflexi, follow these steps:

            1. Locate the Run Night Audit Button:
              • On the Night Audit page, find the Run Night Audit button on the right-hand side (RHS) of the screen. This button initiates the audit process.
            2. Review Pending Actions:
              • Stayflexi will display any pending actions that need resolution, including:
                • Pending Arrivals: Verify check-ins for all expected guests.
                • Pending Departures: Confirm that all check-outs are complete.
                • Pending Balances: Review any balance dues across reservations.
            3. Confirm and Complete Actions:
              • For each pending item, go through and complete the required actions. For example: Ensure all arrivals and departures are finalized.
              • If there are balance dues, the system will show them here, allowing you to quickly identify any unresolved charges.
            4. Settle Pending Balances in Folios:
              • For any dues, navigate to the Folio of the particular reservation, and settle the balance. This could involve posting payments, correcting charges, Ensuring all folio balances are zero will enable a smooth audit run.
            5. Run the Night Audit:
              • Once all pending items are addressed and balances are settled, click Run Night Audit to complete the process. This final step will lock in all financial data for the day, ensuring accurate records and reports.

            By completing these checks and settlements, you can confirm that your property’s financial data is accurate, making the night audit run smoothly without any interruptions due to unresolved balances or pending actions.

            Can Stayflexi automate the Night Audit for my property?

            YES, Stayflexi can automate the Night Audit process for your property, making it easier to manage daily operations without manual intervention. Here how it works:

            To automate the Night Audit for your property in Stayflexi, follow the below-mentioned steps:

            1. Login to Stayflexi: Start by logging into your Stayflexi dashboard using your credentials.
            2. Access More Apps: From the dashboard, click on the 4-dots square icon labeled “More Apps”, located on the right side of the screen.
            3. Locate Night Audit: From the listed apps, locate and click on the “Night Audit” option.
            4. Open Night Audit Page: A new page will open that displays the night audit settings.
            5. Find Configuration Options: On the right side of the screen, you’ll see two options:
              • Night Audit History
              • Night Audit Configuration – “Click on it”.
            6. Open Configuration Page: The configuration page will appear, where you can manage night audit settings.
            7. Select Auto Mode: Look for the third setting from the top labeled “What mode you prefer”. Click the small arrow next to it to open the dropdown options.
            8. Choose Auto: From the dropdown, select the “Auto” option.
            9. Save Settings: Once you’ve selected “Auto”, the system will now automatically run the night audit.

            With the above steps, you’ve successfully configured Stayflexi to automatically perform the night audit each day without manual intervention.

            How does Stayflexi handle the Night Audit process?

            To know how Stayflexi handle the Night Audit process, go through the below mentioned steps to understand better:

            1. Login to Stayflexi: Start by logging into your Stayflexi dashboard using your credentials.
            2. Access More Apps: From the dashboard, click on the 4-dots square icon labeled “More Apps”, located on the right side of the screen.
            3. Locate Night Audit: From the listed apps, locate and click on the “Night Audit” option.
            4. Open Night Audit Page: A new page will open that displays the night audit settings.
            5. Find Configuration Options: On the right side of the screen, you’ll see two options:
              • Night Audit History
              • Night Audit Configuration – “Click on it”.
            6. Open Configuration Page: The configuration page will appear, where you can manage night audit settings.
            7. Understanding the Night Audit Process: On this page, you can review how the night audit works and the options available to ensure it runs smoothly . Before proceeding, you need to configure the settings properly.
            8. Enable Night Audit: Start by enabling the night audit feature. Click on the toggle to activate it, as indicated in the visual guide.
            9. Select Audit Mode: Choose your preferred mode for running the night audit- either Auto or Manual. This option determines whether the system will automatically conduct the audit or if you’ll initiate it manually.
            10. Set the Audit Time: Specify the time you want the night audit to run. Click on the tiny arrow next to the time setting to view default time slots. Select any time that fits your property’s schedule, We advise you to select a time when property operation end for the given day ideally it can be 12 to 1 am at night.
            11. Manage Cancellations, No Shows, and Pending Departures: Each of these sections has specific principles that guide how they are handled during the night audit.
              • Cancellations: You will see options to enable or disable toggles for cancellations. Read the descriptions below each option to understand their implications and choose accordingly.
              • No Shows: Similarly, manage no show settings by enabling or disabling the appropriate toggles based on your policy.
              • Pending Departures: Adjust the settings for pending departures in the same manner, ensuring you align with your operational procedures.
            12. Set Up Notifications: Finally, in the notifications section, enter multiple email addresses to receive the night audit report. This ensures that relevant staff members stay informed about the audit outcomes.

            By configuring these settings, you allow Stayflexi to handle the night audit process smoothly and efficiently.

            What happens if a reservation or payment is missing during the Night Audit?

            If a reservation or payment is missing during the night audit in Stayflexi, the system will identify the issue, prompting the property staff to take corrective actions. Here’s what happens:

            1. Missing Data Alert: The system will flag any discrepancies, such as missing reservations or payments. This alert will show up in the night audit report, making it clear where the issue lies.
            2. Manual Investigation: The property staff will need to investigate the missing reservation or payment. This may involve checking guest folios, payment records, or third-party OTA integrations to identify why the data is missing.
            3. Corrective Actions: Once the issue is identified, the staff can take corrective measures, such as entering the missing reservation or processing the payment manually. If the payment is delayed from an OTA, they may need to wait for the funds to be transferred or confirmed.
            4. Reconciliation: After resolving the issue, the night audit can be re-run to ensure that all financial and reservation data is accurately reconciled for the day.
            • In the Night Audit history of Stayflexi, if you see a “Pending” status, it means the audit process has not been completed successfully. By clicking on the “Pending” status, a page will appear, covering half of your screen. This page will list the specific reasons why the audit was unsuccessful, providing you with details to address the issues and successfully complete the audit.

            What reports does Stayflexi generate during the Night Audit?

            During the Night Audit in Stayflexi, various reports are generated based on your property’s configuration. These typically include:

            1. Audit Reports
            2. Room Revenue Reports
            3. Payments Reports
            4. Front Desk Reports
            5. Daily Intelligence Reports, etc.
            • You can receive all the reports as a single attachment or access them individually, depending on how they are configured.

            In the Audit email, you’ll mainly see:

            1. Today’s Performance, including total payments
            2. Monthly Performance, summarizing total payments for the month.

            The picture beside is a reference to help you understand the report that is sent to your email. This is how the main context would look, followed by the attachments mentioned below.

            Click on the “View Report”, as highlighted in the picture, to access all the reports in a single view.

            The above picture shows the result of clicking on the “View Report” button in the email. If you click on it, you will be redirected to the Stayflexi platform, where you can view all the reports in a single snapshot.

            • The mail will include an attachment containing all the individual reports for detailed reference, just as shown in the picture below.

              Understanding the filters in reservation calendar

              The Stayflexi reservation calendar offers filtering options to help users quickly access the specific room and booking information they need.

              Imagine your front desk team receives a call from a guest interested in booking a superior king room for the upcoming weekend. To quickly check the availability of this specific room type [OR] Let’s say it’s a busy day at your property, and the housekeeping team needs to clean rooms that have just been vacated. You want to quickly find which rooms are Dirty and need attention. Don’t worry, Stayflexi is going to make your job much easier with this filter option. Enjoy each step mentioned below!

              Below are the step-by-step guidelines for using the filter options:

              1. Login to Stayflexi: Start by logging into your Stayflexi dashboard using your credentials.
              2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar.
              3. Locate the Filter Option: On the top-left corner [as shown in the image], click the Filter dropdown to reveal a list of available filters.
              4. Available Filters: The following options can be selected from the filter dropdown menu.
                • Available Rooms: Displays all rooms that are vacant and ready for booking.
                • Blocked Rooms: Shows the rooms that are temporarily blocked.
                • Dirty Rooms: Displays rooms that are marked for cleaning.
                • Clean Rooms: Rooms that are cleaned and ready for new guests.
                • Occupied Rooms: Shows all rooms currently occupied by guests.
                • Room Types: You can filter rooms based on their room type such as: Superior King, Super Deluxe, standard etc.
                • All: Shows all rooms regardless of status or type.
                • Unselect: Clears all active filters to display all rooms again.

              Stock Management

              Efficiently manage your property’s inventory with Stayflexi’s Stock Management feature. Track and control your stock levels in real time, whether it’s for housekeeping supplies, maintenance materials, or guest amenities. Stayflexi makes it easy to monitor stock usage, set reorder alerts, and ensure you never run out of essentials. With detailed reporting and automatic updates, Stayflexi’s Stock Management feature helps you stay organized, reduce waste, and optimize your supply chain, ensuring your property runs smoothly and efficiently at all times.

              Articles

              Overview of Stock Management

              Stayflexi’s Stock Management system helps properties track and manage their inventory, orders, and suppliers. It offers tools to monitor stock levels in real time, create purchase orders, and receive alerts for low stock. This system helps reduce waste, improve efficiency, and keep operations running smoothly, particularly in the hospitality industry.

              Stock management consists of the following option:

              • Dashboard:
                • The Dashboard consists of the following options:
                  • Consumption Report: Shows real-time data on the usage of raw materials.
                  • Current Stock Report: Provides an overview of stock levels for each item.
                  • Purchase Order Report: Lists pending and recent purchase orders.
                  • Wastage Report: Displays wastage data to help control costs and minimize losses.
                  • Notifications Column: Centralized alerts for stock status.
              • Reports:
                • The Reports consist of the following reports:
                  • Warehouse Cumulative Report: Provides an overall summary of warehouse stock and activities.
                  • Purchase Order Received Report: Displays details of purchase orders received by the warehouse.
                  • Closing Stock for Warehouse Report: Shows the closing stock levels for the warehouse at the end of a specified period.
                  • Warehouse Consumption Report: Tracks the consumption of stock in the warehouse.
                  • Food Costing Report: Analyzes the cost breakdown of food-related inventory.
              • Purchase:
                • This page displays your orders from a specific supplier, along with order dates and payment status.
                • You can track orders using a request number and view items yet to be received. Once received, orders are removed.
              • Consumption:
              • Closing stock:
                • The Closing Stock feature in Stayflexi enables properties to track and record end-of-day inventory levels for raw materials, ensuring accurate stock management across various categories and outlets. Users can select a date, outlet type, and raw material category, then input specific quantities and units for each item in stock.
              • Raw material wastage:
                • The Raw Material Wastage option in stock management is a feature that helps businesses track and manage the loss or spoilage of raw materials. In any inventory system, wastage can occur due to various reasons such as spoilage, expiration, handling errors, or production processes.
                • Overall, this feature aids in minimizing waste, optimizing stock levels, and ultimately lowering operational costs by providing clear insights into how raw materials are used and where losses occur.
              • Raw material:
                • The Raw Material in stock management allows efficient tracking of inventory by category, showing details like quantity, units, conversion ratio, and stock levels. Users can manage costs, monitor wastage, and update inventory easily with options to add, receive, edit, or delete items from a centralised stock.
              • Configuration:
                • The Configuration includes:
                  • Vendors: Stores information about suppliers, making it easier to order materials from trusted vendors.
                  • Raw materials – Centralised: This centralised warehouse serves as the central hub for all raw materials, from which they are distributed to the appropriate outlets.
                  • Item recipes: By creating recipes with precise ingredient quantities, businesses can streamline operations, minimise wastage, and enhance overall efficiency.
                  • Outlet configuration: To ensure easy configuration with a specific shop and effective tracking of raw material data, it is recommended that the outlet be named the same as the shop.

              How do I configure an outlet in stock management and map it with a restaurant? Why is mapping stock management outlets important with restaurant outlets?

              Below is the step-by-step guide to configure an outlet in stock management and map with a restaurant:

              Image 1:

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              Image 3:

              Image 4:

              Image 5:

              Image 6:

              Image 7:

              Image 8:

              Image 9:

              Image 10:

              1. Log in to Your Stayflexi Dashboard:
                • Enter your username and password to log in.
              2. Go to Stock management:
                • After logging in, click the “More Apps” icon (represented by four boxes or blocks) in the top right corner.
                • From the dropdown menu, select Stock management (as shown in Image 1).
              3. Go to Configuration:
                • Click on the three horizontal lines in the top right corner of the Stock management (as shown in Image 2).
                • Click on the Configuration dropdown(as shown in Image 3).
              4. Go to Outlet configuration:
                • In the Configuration dropdown, you can see the following options:
                  • Vendors
                  • Raw materials – Centralized
                  • Item recipes
                  • Outlet configuration
                • Click on the Outlet Configuration option (as shown in Image 3).
              5. Add the Outlet:
                • On the Outlet configuration page, click on the Add outlet configuration button(as shown in Image 4).
                • A page to add the outlet configuration appears.
                • Type the name of the shop outlet you want to add in the Shop outlet name field[Note: It is recommended to use the same name for the outlet as that of the shop] (as shown in Image 4.)
                • Click on the Type dropdown, which includes the following options(as shown in Image 4):
                  • SINGLE
                  • MULTIPLE
                • Select the particular type of outlet either Single or multiple.
                • Enter the closing stock time from the Closing stock time dropdown(as shown in Images 4 and 5).
                • Now click on the Confirm button to add the Outlet configuration (as shown in Image 6).
              6. Map the outlet with the restaurant/shop:
                • To map the outlet you created with the restaurant/shops of your property, click on the Item recipes option from the Configuration dropdown(as shown in Image 7).
                • The recipe management page appears.
                • Click on the Add new recipe button(as shown in Image 7)
                • All the shops or restaurants in your property will be displayed from the Shop name dropdown(as shown in Image 8).
                • You can select the shop you want to map with the outlet you created in the Stock management configuration.
                • Click on the Outlet dropdown where all the outlets you added from the outlet configuration in the stock management will be displayed (as shown in Image 9).
                • You can select whichever outlet you want to map with the shop or restaurant.
                • Select the raw material and then click on the Confirm button to add the recipe and also to successfully map the restaurant or shop to the outlet in the Stock management(as shown in Image 10).

              Mapping stock management outlets with restaurant outlets ensures smooth operations by accurately tracking inventory, reducing waste, and making sure the right stock is available at the right place. It helps manage resources efficiently, keeps recipes consistent, and provides clear reports for better decision-making. This process simplifies multi-outlet management and ensures everything runs seamlessly.

              What kinds of reports are available in stock management?

              The following reports are available in Stock Management:

              1. Warehouse Cumulative Report
              2. Purchase Order Received Report
              3. Closing Stock for Warehouse Report
              4. Warehouse Consumption Report
              5. Food Costing Report

              Follow the below-given steps to understand the reports that are available in Stayflexi’s stock management:

              1. Log in to Stayflexi:
                • Access your Stayflexi account using your credentials.
              2. Go to Stock management:
                • After logging in, click the “More Apps” icon (represented by four boxes or blocks) in the top right corner.
                • From the dropdown menu, select Stock Management (as shown in Image 1).
              3. Navigate to the Reports Section
                • On the left-hand side menu, click on the Reports tab under Stock Management.
              4. View Available Reports
                • Once you are in the Reports section, you will see a list of report cards. Each card represents a different type of report.
              5. Understand Each Report’s Purpose
                • The available reports are:
                  • Warehouse Cumulative Report: Provides an overall summary of warehouse stock and activities.
                  • Purchase Order Received Report: Displays details of purchase orders received by the warehouse.
                  • Closing Stock for Warehouse Report: Shows the closing stock levels for the warehouse at the end of a specified period.
                  • Warehouse Consumption Report: Tracks the consumption of stock in the warehouse.
                  • Food Costing Report: Analyzes the cost breakdown of food-related inventory.
              6. Access a Report
                • Click the View button on the corresponding report card to open and view the detailed data for that report.

              How do I place a purchase order to a vendor and receive it in Stayflexi once the vendor delivers it?

              Below is the step-by-step guide to placing a purchase order with a vendor and receiving it in Stayflexi’s Stock management once the vendor delivers it:

              Image 1:

              Image 2:

              Image 3:

              Image 4:

              Image 5:

              Image 6:

              Image 7:

              Image 8:

              1. Log in to Your Stayflexi Dashboard:
                • Enter your username and password to log in.
              2. Go to Stock management:
                • After logging in, click the “More Apps” icon (represented by four boxes or blocks) in the top right corner.
                • From the dropdown menu, select Stock management (as shown in Image 1).
              3. Go to Configuration to add the vendor details:
                • Click on the three horizontal lines in the top right corner of the Stock management (as shown in Image 2).
                • First, you need to configure the vendor details by clicking on the Add new vendor button in the Vendors option under Configuration to purchase an order with a vendor (as shown in Image 3).
              4. Purchase an order from the Vendor:
                • Click on the Purchase option in the left-sidebar on the Stock Management page(as shown in Image 4).
                • Click the Add Purchase Order button on the right of the Purchase Order list page(as shown in Image 4).
                • Add items for purchase from your chosen vendor, then confirm your selection by following the below-given steps(as shown in Images 5 and 6):
                • Supplier Dropdown:
                  • Purpose: Select the vendor or supplier from whom the materials are being purchased.
                  • Action: Click the dropdown arrow, then choose the supplier’s name.
                • Delivery Charge Included in Invoice (FLAT):
                  • Purpose: Enter the fixed delivery charge amount that will be included in the invoice.
                  • Action: Input the flat amount (e.g., “0” if no delivery charges apply).
                • Payment Type:
                  • Purpose: Select whether the order will be paid immediately (“PAID”) or later (“UNPAID”).
                  • Action: Click the dropdown arrow and choose the appropriate option.
                • Item Details Section:
                  • Raw Material Name
                    • Purpose: Choose the raw material or item to be ordered.
                    • Action: Use the dropdown to select an item.
                  • Quantity
                    • Purpose: Specify the number of units of the selected item.
                    • Action: Input the desired quantity (e.g., “0” if no items are currently being ordered).
                  • Unit
                    • Purpose: The unit of measurement for the item (e.g., kilograms, liters, or pieces). This may be pre-defined.
                  • Price Per Unit
                    • Purpose: Enter the cost per unit of the item.
                    • Action: Input the price (e.g., “0” for no cost yet).
                  • Tax Percentage
                    • Purpose: Enter the applicable tax percentage for the item.
                    • Action: Input the percentage (e.g., “0”).
                  • Tax Amount
                    • Purpose: This field auto-calculates the tax amount based on the tax percentage and unit price.
                    • Action: No manual input is required here.
                  • Total
                    • Purpose: Displays the total cost of the item, including quantity, unit price, and taxes.
                    • Action: Automatically calculated.
                  • Description
                    • Purpose: Optionally provide additional notes or details about the item.
                    • Action: Input a short description, if needed.
                • Add Purchase Order
                  • Purpose: Add another item to the order if you are purchasing multiple goods.
                  • Action: Click this button to open a new row for adding a new item.
                • Cancel
                  • Purpose: Discard the current purchase order and return to the previous screen.
                  • Action: Click the Cancel link.
                • Confirm
                  • Purpose: Finalize the purchase order.
                  • Action: Click the Confirm button to save and submit the purchase order.
                • This page displays your orders from a specific supplier, order dates and payment status. You can track orders using a request number and view items that have not been received. Once received, orders are removed.
                • To obtain raw materials, visit Configuration Raw Material Centralized and select Receive Raw Material Vendor.
              5. Receive the Purchase order (as shown in Images 7 and 8):
                • Click on the Configuration dropdown and click on the Raw Material – Centralized option.
                • In the Centralized Raw Material List page, click on the Receive Raw Material – Vendor button on the right side of the page.
                • To receive the raw materials from the vendor, do the following:
                  • Select Supplier:
                    • Click on the dropdown under Supplier and choose the vendor.
                  • Choose Date:
                    • Confirm the delivery date range. This may already be pre-filled.
                  • Select Raw Material:
                    • Click on the dropdown under Raw Material and pick the item.
                  • Check Unit:
                    • Verify the unit.
                  • Enter Quantity:
                    • Type the quantity received.
                  • Confirm or Cancel:
                    • Click Confirm to save the details or Cancel to discard and exit.

              By following the above steps you can purchase an order from the vendor and receive it in Stayflexi’s Stock management.

              Can I track daily wastage due to any reason? How do I do that in Stayflexi?

              Yes, you can track daily wastage in Stayflexi.

              Below is the step-by-step guide to track the daily wastage:

              Image 1:

              Image 2:

              Image 3:

              Steps to Track Daily Wastage in Stayflexi:

              1. Log in to Stayflexi:
                • Access your Stayflexi account using your credentials.
              2. Go to Stock management:
                • After logging in, click the “More Apps” icon (represented by four boxes or blocks) in the top right corner.
                • From the dropdown menu, select Stock Management (as shown in Image 1).
              3. Navigate to the ‘Raw Material Wastage’ Section(as shown in Image 2):
                • From the left-hand menu, go to Consumption.
                • Under the Consumption menu, click on Raw Material Wastage.
              4. View the Wastage List:
                • The Wastage List screen will appear, as shown in the screenshot. Here, you can view details like:
                  • Wastage Date
                  • Raw Material Category
                  • Raw Material
                  • Quantity
                  • Unit
                  • Average Purchase Price
                  • Total
                  • Description
              5. Filter by Date or Outlet Type:
                • Use the Date field to select the specific day you want to track.
                • Use the Outlet Type dropdown to filter by a specific outlet if applicable.
              6. Add Wastage details:
                • Click the Add Wastage button on the top-right corner of the screen(as shown in Image 2).
                • Fill the following details(as shown in Image 3):
                  • Select Outlet Type:
                    • In the dropdown field labeled “Raw Material Wastage For”, select the outlet type where the wastage occurred (e.g., Centralised Outlet).
                  • Enter Raw Material Details:
                    • Use the fields to provide details about the wastage:
                      • Raw Material Name: Choose the raw material from the dropdown.
                      • Raw Material Category: Select the category of the raw material (e.g., Food, Beverages, etc.).
                      • Quantity: Specify the amount of raw material wasted.
                      • Raw Material Unit: Choose the unit of measurement (e.g., Kg, L, etc.).
                        • Note: The In-hand stock is shown below the quantity field, helping you track available stock.
                  • Add Cost Details:
                    • Average Purchase Price: Enter the average cost of purchasing the raw material.
                    • Total Amount: This field might auto-calculate based on quantity and purchase price. Otherwise, input the total cost manually.
                  • Provide a Description:
                    • In the Description field, specify the reason for the wastage (e.g., expired stock, spillage, or over-preparation). This helps in tracking patterns and minimizing future losses.
                  • Add Additional Wastage (Optional):
                    • If you have multiple items to report, click the Add Wastage button and fill in the details for the next item.
                  • Save the Wastage Record:
                    • Once all details are added, click Confirm to save the wastage record.

              What is recipe management, and why is it important?

              What is Recipe Management?

              Recipe management is the process of defining, organising, and maintaining recipes for food or beverage preparation in a structured manner. It ensures the efficient use of raw materials, reduces wastage, and improves overall cost and operational management. This functionality is essential for properties to maintain consistency in product quality and optimise resources.

              Why is Recipe Management Important?

              1. Accuracy in Resource Planning:
                By specifying the required raw materials and quantities for each recipe, businesses can plan inventory effectively.
              2. Minimized Wastage:
                Accurate recipes prevent over- or under-utilization of raw materials.
              3. Cost Efficiency:
                Standardized recipes help in determining precise costs for preparation, enabling proper pricing and profitability.
              4. Consistency:
                Recipes ensure that products are prepared with the same quality and taste across outlets or branches.
              5. Improved Reporting and Tracking:
                Linking recipes to raw material usage provides insights into consumption trends and helps identify areas for improvement.

              Step-by-Step Guide for Using Recipe Management:

              Image 1:

              Image 2:

              Image 3:

              Image 4:

              Image 5:

              Image 6:

              Image 7:

              1. Log in to Your Stayflexi Dashboard:
                • Enter your username and password to log in.
              2. Go to Stock management:
                • After logging in, click the “More Apps” icon (represented by four boxes or blocks) in the top right corner.
                • From the dropdown menu, select Stock management (as shown in Image 1).
              3. Go to Configuration:
                • Click on the three horizontal lines in the top right corner of the Stock management (as shown in Image 2).
                • Click on the Configuration dropdown(as shown in Image 3).
              4. Go to Item recipes:
                • In the Configuration dropdown, you can see the following options:
                  • Vendors
                  • Raw materials – Centralized
                  • Item recipes
                  • Outlet configuration
                • Click on the Item Recipes option to open the recipe management page (as shown in Image 3).
              5. Add a New Recipe:
                • Click the “Add New Recipe” button to create a new recipe(as shown in Image 3).
                • All the shops or restaurants in your property will be displayed from the Shop name dropdown(as shown in Image 4).
                • You can select the shop you want to map with the outlet you created in the Stock management configuration.
                • Click on the Outlet dropdown where all the outlets you added from the outlet configuration in the stock management will be displayed (as shown in Image 5).
                • You can select whichever outlet you want to map with the shop or restaurant.
                • Select the raw material and then click on the Confirm button to add the recipe and also to successfully map the restaurant or shop to the outlet in the Stock management(as shown in Image 6).
              6. Edit or Delete Recipes(as shown in Image 7)
                • The newly created recipe will appear in the list under the Recipe Management dashboard.
                • Click on the edit option to edit that particular recipe’s details, such as updating raw materials or quantities.
                • If you want to delete that particular recipe, you can click on the delete option beside the edit option to delete the recipe.

              By following the above-given steps, you can understand the recipe management in Stayflexi’s Stock management.

              Does Stayflexi provide a dashboard in stock management to view all important data?

              Yes, Stayflexi provides a dashboard in the stock management module to view and monitor all important data. The dashboard displays various reports such as consumption, current stock, wastage, and purchase orders, giving a clear overview of inventory performance and usage.

              Step-by-Step guide for Stock management Dashboard:

              Image 1:

              Image 2:

              1. Log in to Your Stayflexi Dashboard:
                • Enter your username and password to log in.
              2. Go to Stock management:
                • After logging in, click the “More Apps” icon (represented by four boxes or blocks) in the top right corner.
                • From the dropdown menu, select Stock Management (as shown in Image 1).
                • Navigate to the Dashboard (as shown in Image 2).
              3. Consumption Report:
                • Located at the top of the dashboard, this section shows the consumption data of raw materials categorized by time periods: Today, Yesterday, Last 7 Days, and Last 30 Days.
                • Example: The consumption for items like Onion, Tomato, Rice, and Chicken is displayed in kilograms (KG).
              4. Current Stock Report:
                • This section displays the current quantity of stock for each item available in the inventory.
                • Data includes Item Name, Category, Unit, and Quantity.
                • Example: The stock shows 81 KG of Onion, 1 KG of Tomato, 1000 KG of Rice, and 1000 KG of Chicken.
              5. Wastage Report:
                • This report highlights wastage data over various time periods (e.g., Today, Yesterday, Last 7 Days, Last 30 Days).
                • The user can filter by Raw Material Wise or other available categories.
              6. Purchase Order Report
                • Located on the right side, it lists purchase orders with a date range filter.
                • Displays information like Request Number, Total Amount, and Date.
              7. Notifications Section
                • Provides notifications or important messages for low stock levels etc related to the selected date range.

              Folio

              Welcome to Stayflexi’s Folio management feature! In this video, we explore how our advanced folio system simplifies billing and improves the guest experience. Learn how to manage guest charges, payments, and invoices effortlessly, all in one place. Stayflexi’s Folio module ensures accurate and transparent billing, enhancing both operational efficiency and guest satisfaction. Watch now to discover how you can streamline your hotel’s financial operations and provide a seamless experience for your guests. Don’t forget to like, subscribe, and click the bell icon for more updates on innovative hospitality solutions!

              Overview Part 2: In this video, we demonstrate how our Folio feature consolidates all charges, payments, and adjustments into a single, easy-to-manage document. Learn how to efficiently handle guest invoices, track expenses, and ensure accurate billing with Stayflexi’s intuitive platform. Perfect for enhancing transparency and reducing manual errors, our Folio module streamlines financial management for your hotel. Watch now to discover how you can simplify your billing processes and improve guest satisfaction! Don’t forget to like, subscribe, and hit the notification bell for more updates on innovative hospitality solutions!

              Articles

              How to capture guest signature with my payment terminal

              To Delete a card from a booking in Stayflexi, follow the below steps:

              1) Go to folio

              2) Click on 3 dots just beside the booking ID

              3) Click on Capture guest signature

              4) This will light up the payment terminal and the guest can signature. This signature will be digitally recorded into the folio

              I am unable to charge or authorize the guest credit card or the virtual card provided by the OTA. What can or should I do next?

              If and when the card charge or authorization fails, you will see a clear error message on the same popup and the folio log. This happens because your payment gateway has declined the charge. You can use the displayed information to follow up with your payment gateway provider

              Understanding folio layout in Stayflexi

              How to See the Folio of a Reservation?

              1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
              2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
              3. Select the Reservation: Choose the reservation for which you want to see the folio by clicking on it
              4. View Reservation Details: A pop-up window will appear on the right side of the screen, showing the booking and customer information.
              5. Find the Folio Option: Scroll down to the section with multiple actions. Look for the option labeled View Folio and click on it.

              Folio Layout Overview: At the top of the folio, you will find easily accessible actions for efficient management:

              1. Print Registration Card: You can print the guest’s registration card.
              2. Print Invoice: Provides an option to generate and print the guest’s invoice.
              3. Checkout: Facilitates a smooth and fast checkout process for guests directly from the folio.
              4. Add Hotel Add-Ons: Enables you to add any extra services or amenities the guest has availed during their stay.

              Below the Action Buttons, you will see a section displaying the Booking ID and the guest’s status, such as Checked In, along with the Guest’s name and the source of the booking.

              Next to this, there’s an Alphabet indicator, representing the guest’s initials, and icons that allow you to:

              1. Add a guest to the folio.
              2. Add notes for the guest
              3. View the detailed folio.

              On the right side of the screen, you will find a summary of the folio, including a clear tax breakdown.

              On the left side of the screen, you can switch between three methods of viewing the folio:

              1. Master Folio: A summary view that consolidates all charges and payments for the guest, giving you a quick overview of their billing.
              2. Detailed Folio: This view breaks down the charges and payments, showing specific details for each transaction made during the guest’s stay.
              3. Itemized Folio: A fully itemized list of every charge, including services, and taxes offering the most detailed look at all transactions.
                • [Note: Most hotels prefer using the Master Folio for its simplicity and consolidated information]

              By clicking on the More Folio Actions button, which appears in green at the top of the folio, you will access a list of additional options for managing the guest’s stay:

              1. Add Hotel Add-Ons: The Hotel Add-Ons feature allows you to include additional services, such as spa, room service, cab, or any special requests, directly to the guest’s folio. This ensures all extra charges are accurately reflected.
              2. Apply Promo and Discount: This feature allows you to enter promo codes or apply discounts to a booking, ensuring that the adjusted pricing is reflected instantly and accurately on the guest’s folio.
              3. Assign Room: The Assign Room feature allows you to allocate a specific room to a guest’s reservation.
              4. Add/Remove Guest: The Add/Remove Guest feature allows you to quickly adjust the guest count in a reservation. When the number of guests is updated, the system automatically recalculates and adjusts the pricing accordingly, ensuring accurate billing.
              5. Email Folio Details: Email the folio details to the guest.
              6. Modify Checkout: Make changes to the guest’s checkout time or date.
              7. Roll Back Booking: Undo the booking to a previous state if needed.
              8. Tax Exempt Status: This feature enables you to mark specific bookings as tax-exempt, ensuring that taxes are automatically removed from the invoice for clear and accurate billing.
              9. Split Room: If guests stay for a longer duration and due to any reason they want to change room so with the help of a split room you can do it, the system will split the guest stay into 2 different categories.
              10. Move Room: The Move Room feature allows you to easily and quickly change a reservation to a different room or room category, making it easy to accommodate guest requests.

              Additional actions are also available to cover various guest management tasks.

              Difference between Master, Detailed, and itemized folio versions

              Stayflexi provides three distinct folio types – Master, Detailed, and Itemized to enhance the management of guest accounts. Each folio type is designed to meet specific needs, allowing property staff to navigate billing with ease.

              1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
              2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
              3. Select the Reservation: Choose the reservation for which you want to see the folio by clicking on it
              4. View Reservation Details: A pop-up window will appear on the right side of the screen, showing the booking and customer information.
              5. Find the Folio Option: Scroll down to the section with multiple actions. Look for the option labeled View Folio and click on it.

              To the left, you have three folio types listed. Click on your selected type to view it

              1. Master Folio: A concise summary of the guest’s total charges and payments, offering a clear overview of their financial transactions in one place.

              EXAMPLE: A guest checks into a hotel for a five-night stay. At checkout, they receive a Master Folio that summarizes their total charges, including the room rate, taxes, and any additional services. The folio shows a total payment of $1,200, which includes the room cost and taxes. This summary simplifies the checkout process.

              The Detailed Folio provides a comprehensive breakdown of all charges and payments for an individual booking daily with and without taxes.

              EXAMPLE: A guest books a hotel room for two nights. At checkout, they receive a Detailed Folio showing the room rate, charges for services, and applicable taxes. The folio clearly outlines the total cost of the stay, enabling the guest to review each charge before finalizing payment.

              The Itemized Folio breaks down individual charges related to a specific booking, categorizing expenses and showing prices for each item or service.

              EXAMPLE: A guest stays at a resort for 3 days, and incurs charges for parking and spa treatments. Upon checkout, they can choose to receive an Itemized Folio detailing all expenses.

              This comprehensive view helps the guest easily understand their total expenses, ensuring transparency and clarity regarding the final bill.

              How to print folio to pdf

              To print folio to pdf, follow the below-mentioned steps :

              1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
              2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
              3. Select the Reservation: Choose the reservation you want to see the view folio history or log.
              4. View Reservation Details: A pop-up window will appear on the right side of the screen.
              5. Click on the “View Folio” option from the reservation calendar.
              6. Click on Print Invoice:
                • On the top of the page, click the Print Invoice button.
                • A panel will open on the right side of the screen.
              7. Click on the Print Icon:
                • In the newly opened panel, click on the Print Icon.
                • This will open a new page displaying the invoice form.
              8. Print the Invoice:
                • On the extreme right of this page, click the Print Icon again.
                • A new print window will open in the center of the screen.
              9. Choose your preferred print options
              10. Save as PDF: If you want a digital copy.
              11. After selecting, click the Print button at the bottom of the page.

              This process ensures a smooth and customizable invoice printing experience.

                How do I mark a booking as a no-show, and can I do this for all OTAs?

                To mark a booking as a no-show, follow the below-mentioned steps:

                1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
                2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
                3. Select the Reservation: Choose the reservation for which you wish to mark as a no-show.
                4. View Reservation Details: A pop-up window will appear on the right side of the screen, showing the booking and customer information.
                5. Locate and Click on “Set to no show” from the displayed actions.
                6. You will be redirected to a Set to No-Show page. Here, select the cancellation policy appropriate for your property.
                7. Click on the Set button after selecting the policy to finalize the no-shows status.

                Once these steps are completed, the booking will be marked as a no-shows in Stayflexi.

                Can I do this for all OTAs?

                Stayflexi marks “No Show” only for Booking.com bookings because of a direct integration through the Booking.com API. This integration is crucial since Booking.com charges a commission based on completed bookings. If a “No Show” is not properly marked, Booking.com will still apply a commission charge, even if the guest didn’t actually check in.

                All Booking.com bookings with Stayflexi are set up as “pay at hotel,” meaning guests pay directly upon arrival. By marking “No Show” in Stayflexi, the system can automatically update the status on Booking.com’s side, preventing unnecessary commission charges for guests who didn’t show up.

                For other OTAs, Stayflexi doesn’t support a “No Show” update.

                How to add GST number to folio

                To add GST number to folio in Stayflexi, follow the below-mentioned steps:

                1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
                2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
                3. Select the Reservation: Choose the reservation you want to add GST number to folio.
                4. View Reservation Details: A pop-up window will appear on the right side of the screen.
                5. Click on the “View Folio” option from the reservation calendar.
                6. On the folio page, find the invoice related to the booking.
                7. Click on the tiny drop-down arrow next to the invoice to expand it.
                8. A list containing guest details will appear.
                9. Add or Edit GST Number
                  • Locate the GST Number field and click on it.
                  • Enter a new GST number or edit the existing one.
                  • Save Changes
                10. Click Update to save the changes successfully.

                The GST number will now be updated for the booking.

                Where can we get the invoice with per night breakup?

                To get the invoice with per night breakup in Stayflexi, follow the below-mentioned steps:

                1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
                2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
                3. Select the Reservation: Choose the reservation you want to see the view folio history or log.
                4. View Reservation Details: A pop-up window will appear on the right side of the screen.
                5. Click on the “View Folio” option from the reservation calendar.
                6. By default, the folio opens in Master Folio Mode, displaying the entire invoice summary.
                7. Select Folio Type:
                  • On the extreme left of the folio page, you’ll find options to choose from three types of folios:
                    • Master Folio
                    • Detailed Folio
                    • Itemized Folio
                8. View Detailed Folio:
                  • Click on Detailed Folio to switch views.
                9. The invoice will now display a per-night breakdown, showing charges and details for each night of the reservation.

                This view allows you to analyze the charges more granularly, helping with detailed billing.

                  How to edit booking source in the folio

                  To edit booking source in the folio in Stayflexi, follow the below steps:

                  1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
                  2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
                  3. Select the Reservation: Choose the reservation you want to edit booking source in the folio.
                  4. View Reservation Details: A pop-up window will appear on the right side of the screen.
                  5. Click on the “View Folio” option from the reservation calendar.
                  6. Open More Folio Actions:
                    • From the folio page, click on More Folio Actions.
                  7. Change Booking Source
                    • Select Change Booking Source from the drop-down menu.
                    • A side panel will appear on the right with two options.
                  8. Select New Source and Segment
                    • Use the drop-down menu to click on the tiny arrows next to the options.
                    • Choose the new Source and Segment.
                  9. Click Add Segment to finalize the changes.

                  Your booking source has now been updated.

                  How to settle dues in folio?

                  1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
                  2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
                  3. Select the Reservation: Choose the reservation for which you want to see the folio by clicking on it
                  4. View Reservation Details: A pop-up window will appear on the right side of the screen, showing the booking and customer information.
                  5. Find the Folio Option: Scroll down to the section with multiple actions. Look for the option labeled View Folio and click on it.

                  How to Settle Dues in the Folio?

                  1. At the top of the page, locate the Settle Dues button.
                  2. Click on it to view the available options.
                  3. On the right side, select the Room ID for which you want to settle the dues.
                  4. Below that, you will see a list of payment methods available.
                  5. Choose the payment method the guest prefer to pay.
                  6. Fill in the required payment details.
                  7. Click the Record button to complete the action.
                  8. You will receive a confirmation message indicating that the dues have been successfully settled.

                  How to modify check in or check out date and time for a given booking.

                  To modify check in date and time in Folio, follow the below steps:

                  1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
                  2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
                  3. Select the Reservation: Choose the reservation you want to modify check in date in the folio.
                  4. A new page will open.
                  5. Click on More Folio Actions.
                  6. From the options listed, locate and click on Modify Check-in.
                  7. The panel will appear on the right-hand side of the screen.
                  8. To modify the date, click on the calendar icon, then select the new check-in date.
                    • The panel will include the following options:
                      • Room ID
                      • New Check-In Date
                      • Time Slot
                      • Per Night Price
                      • Tax
                  9. After confirming the data you’ve entered, click on Modify Check-In at the bottom of the page to complete the action.

                  To modify check out date and time in Folio, follow the below steps:

                  1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
                  2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
                  3. Select the Reservation: Choose the reservation you want to modify check out date in the folio.
                  4. A new page will open.
                  5. Click on More Folio Actions.
                  6. From the options listed, locate and click on Modify Check-Out.
                  7. The panel will appear on the right-hand side of the screen.
                  8. To modify the date, click on the calendar icon, then select the new check-out date.
                    • The panel will include the following options:
                      • Room ID
                      • New Check-In Date
                      • Time Slot
                      • Per Night Price
                      • Tax
                  9. After confirming the data you’ve entered, click on Modify Check-Out at the bottom of the page to complete the action.

                  How to edit folio amount?

                  Below are the step-by-step guidelines on how to edit the Folio Amount in Stayflexi:

                  1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
                  2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
                  3. Select the Reservation: Choose the reservation you want to edit the amount in the folio.
                  4. View Reservation Details: A pop-up window will appear on the right side of the screen, showing the booking and customer information.
                  5. Find the Folio Option: Scroll down to the section with multiple actions. Look for the option labeled View Folio and click on it.

                  How to Edit the Folio Amount in Stayflexi:

                  1. Click the Folio button to access the billing information.
                  2. Check Subtotal and Total:
                    • The Subtotal displays the charges before taxes are applied.
                    • The Total shows the charges with taxes included.
                  3. Modify Prices:
                    • Identify the charge you want to change.
                    • Click on the Edit button, to modify the price.
                  4. Instant Update:
                    • Any changes you make will automatically reflect in the folio.
                    • The updated price will adjust both the subtotal and total accordingly.
                  5. Finalize and Save: After editing, review the changes and click Save to apply the updates to the folio.

                  How to print folio to pdf and give it to guest ?

                  To print a folio in Stayflexi, follow the step-by-step guidelines mentioned below:

                  1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
                  2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
                  3. Select the Reservation: Choose the reservation you want to see the view folio history or log.
                  4. View Reservation Details: A pop-up window will appear on the right side of the screen.
                  5. Click on the “View Folio” option from the reservation calendar.
                  6. From the opened page, click on “More Folio Actions”.
                  7. From the listed options, locate and click on “Print Invoice”.
                  8. A page will open on the right-hand side.
                  9. Click on the black printer icon to print the folio.

                  How can we modify the Booking price after the reservation is created?

                  In Stayflexi, you can modify the booking price after the reservation is confirmed using three methods. Each method ensures you can easily update the price post-confirmation.

                  Through the Reservation Calendar:

                  1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
                  2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
                  3. Select the Reservation: Choose the reservation for which you want to modify the booking price.
                  4. View Reservation Details: A pop-up window will appear on the right side of the screen.
                  5. Locate and click on “Edit Reservation”.
                  6. On the next page, modify the desired price in the appropriate field.
                  7. Click on the “Edit Reservation” button below to complete the action.
                  8. A confirmation message will appear on the screen.

                  Through View Folio:

                  1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
                  2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
                  3. Select the Reservation: Choose the reservation for which you want to modify the booking price.
                  4. View Reservation Details: A pop-up window will appear on the right side of the screen.
                  5. Click on the “View Folio” option from the reservation calendar.
                  6. On the opened page, click on “Edit Reservation”.
                  7. A new page will open on the RHS.
                  8. Modify the price in the given fields.
                  9. Click on Edit Reservation to complete the action.
                  10. You will receive a confirmation message.

                  Through More Folio Actions:

                  1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
                  2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
                  3. Select the Reservation: Choose the reservation for which you want to modify the booking price.
                  4. View Reservation Details: A pop-up window will appear on the right side of the screen.
                  5. Click on the “View Folio” option from the reservation calendar.
                  6. In the “View Folio” page, click on “More Folio Actions”.
                  7. From the listed options, locate and click on Edit Reservation.
                  8. A page will open on the RHS.
                  9. Modify the prices in the respective fields.
                  10. Click on the “Edit Reservation” button to complete the action.
                  11. A confirmation message will appear on the screen.

                  How to edit the rate plan on the folio

                  To Edit a Rate Plan in Stayflexi, Follow the below-mentioned steps:

                  1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
                  2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
                  3. Select the Reservation: Choose the reservation you want to edit the rate plan on the folio.
                  4. View Reservation Details: A pop-up window will appear on the right side of the screen.
                  5. Click on the “View Folio” option from the reservation calendar.
                  6. From the opened page, click on “More Folio Actions”.
                  7. From the listed options, locate and click on “Edit Rate Plan”.
                  8. A page will open on the Right-hand side.
                  9. Click on the small arrow to open a list of available rate plans for your property.
                  10. Select the desired rate plan. The amount will automatically update in the amount column based on the chosen rate plan.
                  11. Click the Confirm button to complete the action.

                  How to provide discounts on a Flat / Percentage basis for the existing reservations?

                  To Provide discounts on a flat or percentage basis for existing reservations in Stayflexi:

                  1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
                  2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
                  3. Select the Reservation: Choose the reservation for which you want to modify the booking price.
                  4. View Reservation Details: A pop-up window will appear on the right side of the screen.
                  5. Click on the “View Folio” option from the reservation calendar.
                  6. In the “View Folio” page, click on “More Folio Actions”.
                  7. From the listed options, locate and click on Apply Promo and Discount.
                  8. A page will open on the right-hand side.
                  9. In the “Select Discount Type” column, click the tiny arrow to view the options.
                  10. Choose your desired discount basis [flat or percentage].
                  11. Click on the “Validate Discount” button to complete the action.
                  12. A confirmation message will appear on the screen.

                  How to apply a coupon code , Discount, Offer from room folio for a given reservation ?

                  To apply a Coupon code, discount, or offer in folio, follow the below-mentioned steps:

                  1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
                  2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
                  3. Select the Reservation: Choose the reservation for which you want to modify the booking price.
                  4. View Reservation Details: A pop-up window will appear on the right side of the screen.
                  5. Click on the “View Folio” option from the reservation calendar.
                  6. In the “View Folio” page, click on “More Folio Actions”.
                  7. From the listed options, locate and click on Apply Promo and Discount.
                  8. A page will open on the right-hand side.
                  9. In the “Select Discount Type” column, click the tiny arrow to view the options.
                  10. Choose your desired type among Coupon codes, Offers, and Discounts.
                  11. Choose your desired discount basis [flat or percentage].
                  12. Click on the “Validate Discount” button to complete the action.
                  13. A confirmation message will appear on the screen.

                  How to release a booking from Hold Bookings in Stayflexi?

                  If a booking is placed on hold, releasing it and assigning it to a room is simple. Here’s how you can do it from the reservation calendar:

                  Below are the step-by-step guidelines on how to release a booking from Hold Bookings:

                  1. Access the Reservation Calendar: Log in to the dashboard and navigate to the Reservation Calendar.
                  2. Locate Unassigned and On-Hold Bookings: On the right-hand side of the screen, click on the UA [unassigned] section. This will display any Unassigned bookings, On-Hold bookings, and inquiries.
                  3. Select On-Hold Bookings: From the list, click on the On-Hold Bookings section to view details of guests with bookings on hold.
                  4. Assign the Booking: Select the booking you want to release from hold, then click on Assign.
                  5. Fill in Room Details: A pop-up window will appear where you can fill in the room details you’d like to assign. Complete all required fields and click Assign.
                  6. Confirm the Assignment: The guest’s name will now reflect on the reservation calendar grid in the selected room.
                    • You will receive confirmation that the booking has been successfully released from hold and assigned to a room.

                  Where can we modify the Rate plan after the reservation is confirmed?

                  To Modify the Rate Plan after a reservation is confirmed in Stayflexi, follow the below mentioned steps:

                  1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
                  2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
                  3. Select the Reservation: Choose the reservation for which you want to modify the booking price.
                  4. View Reservation Details: A pop-up window will appear on the right side of the screen.
                  5. Click on the “View Folio” option from the reservation calendar.
                  6. In the “View Folio” page, click on “More Folio Actions”.
                  7. From the listed options, locate and click on “Edit Rate Plan”.
                  8. A page will open on the right-hand side of the screen.
                  9. In the Rate Plan column, click the tiny arrow to view all available rate plans for your property.
                  10. Choose the desired rate plan and edit it.
                  11. Click the “Confirm” button to complete the action.
                  12. You will receive a confirmation message.

                  How to unassign a booking from a room number from the reservation calendar or room folio ?

                  In Stayflexi, you can unassign a booking from a room number using two methods. Below is the explanation of two methods:

                  • Through the Reservation Calendar:
                  1. Go to the Reservation Calendar: Navigate to the reservation calendar in Stayflexi.
                  2. Select the Reservation Calendar: Click on the reservation you want to unassign from a room.
                  3. Access Room Options: In the opened window on the right-hand side, you will see multiple options.
                  4. Unassign the Room: Locate and click on “Unassign Room”.
                  5. Confirm the Action: A confirmation page will appear to the right.
                  6. Complete the Action: Click “Yes, Unassign” to finalize the process
                  • Through Folio:
                  1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
                  2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
                  3. Select the Reservation: Choose the reservation you want to Unassign from a room.
                  4. View Reservation Details: A pop-up window will appear on the right side of the screen.
                  5. Click on the “View Folio” option from the reservation calendar.
                  6. From the opened page, click on “More Folio Actions”.
                  7. Locate and click on Unassign room
                  8. A pop-up will appear on the Right Hand Side as a confirmation.
                  9. Complete the action by clicking Unassign Room below.

                  How to release a booking inventory by putting booking on hold from folio or reservation calendar

                  In Stayflexi, you can put a booking on hold using two methods: through the reservation calendar or the folio.

                  Below is a step-by-step explanation of both methods:

                  Through Reservation Calendar:

                  1. Step 1: Navigate to the Reservation Calendar.
                  2. Step 2: Click on the Reservation you want to put on hold.
                  3. Step 3: A page will open on the right-hand side.
                  4. Step 4: From the listed options, select “Hold Booking”.
                  5. Step 5: A confirmation page will open
                  6. Step 6: Click “Yes, hold booking.”

                  You will receive a confirmation message that the action has been successfully completed.

                  • Through Folio:
                  1. Step 1: Click on the Reservation you want to put on hold.
                  2. Step 2: A page will open on the right-hand side.
                  3. Step 3: Locate and click on “View Folio” from the listed actions.
                  4. Step 4: On the folio page, click on “More Folio Actions”.
                  5. Step 5: Locate Hold Booking from the multiple listed actions.
                  6. Step 6: Click on “Hold Booking” to proceed further.
                  7. Step 7: A confirmation page will open on the right side of the screen.
                  8. Step 8: Click “Confirm” to complete the action.

                  You will receive a confirmation message that the booking has been successfully placed on hold.

                  Can I delete a particular reservation from system

                  YES, you can delete a particular reservation in Stayflexi by following the below steps:

                  1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
                  2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
                  3. Select the Reservation: Choose the reservation for which you want to see the folio by clicking on it
                  4. View Reservation Details: A pop-up window will appear on the right side of the screen, showing the booking and customer information.
                  5. Find the Folio Option: Scroll down to the section with multiple actions. Look for the option labeled View Folio and click on it.
                  6. Click on More Folio Actions: Inside the folio, locate and click on the “More Folio Actions” button.
                  7. Delete Folio: In the dropdown menu, find the “Delete Folio” option and click on it.
                  8. Review the Confirmation Page: A page with a confirmation alert will open on the right. The message will warn you that it cannot be rolled back or retrieved once the folio is deleted.
                  9. Confirm Deletion: To proceed, click on the “Confirm” button.
                  10. Completion Message: You will receive a confirmation message indicating that the folio has been successfully deleted. If you want to verify which user has deleted a folio you can check it from user logs under reports.

                  Please note, that once the reservation is deleted, it cannot be recovered, so ensure you want to permanently remove it before proceeding.

                  How to move a booking to a different room number or room category

                  In Stayflexi, You can move a booking to a different room number or room category using two methods:

                  Below is the explanation of moving a booking to a different room or room category through the reservation calendar:

                  1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
                  2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
                  3. Select the Reservation: Choose the confirmed reservation you want to move a booking to a different room number or category.
                  4. Click on Move Room: From the list of available actions, locate and click the Move Room button next to the reservation.
                  5. Open the Move Reservation Page: A page will open to the Right Hand Side.
                  6. Select Room and Category: Choose the new room number and room category based on the guest’s requirement.
                  7. Automatic Amount Update: The amount will automatically update in the relevant columns based on the new room.
                  8. Add a Remark: In the remarks column, provide the reason for moving the booking to another room.
                  9. Complete the Action: Click on “Move Reservation” at the bottom to finalize the move.
                  • Through View Folio:
                  1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
                  2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
                  3. Select the Reservation: Choose the confirmed reservation you want to move a booking to a different room number or category.
                  4. View Reservation Details: A pop-up window will appear on the right side of the screen, showing the booking and customer information.
                  5. Find the Folio Option: Scroll down to the section with multiple actions. Look for the option labeled View Folio and click on it.
                  6. Click on More Folio Actions: On the folio page, click the More Folio Actions button to view additional options.
                  7. Locate and click on Move Room: From the listed options, click on move room.
                  8. Open the Move Reservation Page: A page will open to the RHS.
                  9. Select Room and Category: Choose the new room number and room category based on the guest’s requirement.
                  10. Automatic Amount Update: The amount will automatically update in the relevant columns based on the new room.
                  11. Add a Remark: In the remarks column, provide the reason for moving the booking to another room.
                  12. Complete the Action: Click on “Upgrade room” at the bottom to finalize the move.

                  How to split a group booking ?

                  A split booking in Stayflexi allows you to break down a group reservation into individual bookings by separating a group room booking into individual rooms. This feature is especially useful when a group booking for multiple rooms needs to be split into separate reservations for each room. It offers flexibility by allowing each room to have its own folio, billing, and details after the split, while still retaining the original booking information. Once the booking is split, the group reservation ID will change to individual reservation IDs, and the room prices will be adjusted accordingly.

                  To Split a group booking in Stayflexi, follow the below steps:

                  1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
                  2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
                  3. Select the Group Booking: Click on the group booking that you want to split.
                  4. Navigate to the Folio: Open the folio of the selected booking.
                  5. Access More Folio Actions: Click on “More Folio Actions”.
                  6. Locate and Click on Split Bookings: From the list of actions, find and select “Split Bookings”.
                  7. Confirm the Action: A pop-up will appear asking for confirmation. Click “Yes, Split Booking”.

                  The group booking will now be split into individual bookings, and you will no longer see the group booking icon next to the reservations.

                  How to add company details to a folio in Stayflexi and apply them during billing?

                  Below are the step-by-step guidelines on how to find the Folio of a Reservation in Stayflexi:

                  1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
                  2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
                  3. Select the Reservation: Choose the reservation you want to add the company details.
                  4. View Reservation Details: A pop-up window will appear on the right side of the screen, showing the booking and customer information.
                  5. Find the Folio Option: Scroll down to the section with multiple actions. Look for the option labeled View Folio and click on it.

                  How to Add Company Details to a Folio:

                  1. Locate More Folio Actions: On the folio page, find the section called More Folio Actions.
                  2. Select Add Company: Click on the option to Add Company Details.
                  3. Fill in Company Details: A popup will appear where you need to fill in all the relevant company information.
                  4. Click Add Details: Once all the details are filled in, click the green Add Details button at the bottom to save the company information.
                  5. Confirmation Message: You will receive a confirmation message that the company details have been successfully added.

                  Billing with Company Details:

                  1. Booking Segment and Source:
                    • During billing, go to the folio. Next to the guest name, click on the Booking Segment column.
                    • Select Direct Billing to link the company to the folio.
                    • In the Booking Source column, select the appropriate company details.
                  2. Proceed with Billing:
                    • The bill will be processed with selected company details.

                  Sending Folio PDF: You can send the Folio PDF to:

                  1. The Guest
                  2. The Company.

                  Click on the print icon in black color at the top right-hand side to see the options for sending the folio.

                  How to set a booking to no show

                  In Stayflexi, you can set a booking no-show using two methods: through the reservation calendar or the folio.

                  Below are the explanations and guidelines for both methods:

                  • Through the Reservation Calendar:
                  1. Step 1: Go to Reservation Calendar.
                  2. Step 2: Click on the reservation you want to set a no show.
                  3. Step 3: A page will open on the right side with multiple actions.
                  4. Step 4: Locate and click on “Set to no show”.
                  5. Step 5: A page will open on the right side for selecting the no-show option.
                  6. Step 6: Select your options, such as:
                    • Apply Cancellation policy.
                    • Don’t void.
                    • Charge one night and void remaining.
                    • Void all remaining charges.
                  7. Step 7: Click “Yes” to complete the action.

                  You will receive a confirmation message that the booking has been successfully Set to no show.

                  • Through Folio:
                  1. Step 1: Click on the reservation you want to set to no-show.
                  2. Step 2: A page will open on the right side.
                  3. Step 3: Select “View Folio” from the available actions.
                  4. Step 4: On the Folio page, click on “More Folio Actions.”
                  5. Step 5: Locate and click on the” Set to no show option”.
                  6. Step 6: Select the void charge options according to your preference.
                  7. Step 7: Click on “Set to no show” to complete the action.

                  You will receive a confirmation message indicating that the booking has been successfully Set to no show.

                  How to view folio history or folio log ?

                  Below is the explanation of how to view folio history or log in Stayflexi:

                  1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
                  2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
                  3. Select the Reservation: Choose the reservation you want to see the view folio history or log.
                  4. View Reservation Details: A pop-up window will appear on the right side of the screen.
                  5. Click on the “View Folio” option from the reservation calendar.
                  6. From the opened page, click on “More Folio Actions”.
                  7. From the listed options, locate and click on “Folio Logs”.
                  8. A new page will open displaying the folio logs for the selected reservation.
                  9. You can see detailed information such as the log time, the user who made the action, and the logged action itself.

                  How to lock a booking a specific room so that system does not move it automatically

                  In Stayflexi, you can lock a booking to a specific room to prevent the system from moving it automatically. This can be done in two ways: through the reservation calendar or the folio. Below are the instructions for both methods.

                  • Through Reservation Calendar:
                  1. Step 1: Log in to the Stayflexi dashboard using your credentials.
                  2. Step 2: Click on the Second icon on top to open the reservation calendar.
                  3. Step 3: Select the reservation you want to lock to a specific room.
                  4. Step 4: A page will appear on the right-hand side with multiple actions.
                  5. Step 5: Locate and click on “Lock Booking”.
                  6. Step 6: A confirmation page will open.
                  7. Step 7: Click “Yes, lock” to complete the action.

                  You will receive a confirmation message that the room has been successfully locked to the booking.

                  • Through Folio:
                  1. Step 1: Log in to the Stayflexi dashboard using your credentials.
                  2. Step 2: Click on the Second icon on top to open the reservation calendar.
                  3. Step 3: Select the reservation you want to lock to a specific room.
                  4. Step 4: A page will appear on the right-hand side with multiple actions.
                  5. Step 5: Locate and click on “View Folio”.
                  6. Step 6: On the folio page, click on “More Folio Actions” in green.
                  7. Step 7: On the folio page, click on “Lock Booking”.
                  8. Step 8: A confirmation page will open on the right side.
                  9. Step 9: Click “Yes, lock room” to complete the action.

                  You will receive confirmation that the booking has been successfully locked to the specific room.

                  How to unlock a booking a specific room so that system can move it automatically

                  In Stayflexi, you can unlock a booking to a specific room to prevent the system from moving it automatically. This can be done in two ways: through the reservation calendar or the folio. Below are the instructions for both methods.

                  • Through Reservation Calendar:
                  1. Step 1: Log in to the Stayflexi dashboard using your credentials.
                  2. Step 2: Click on the Second icon on top to open the reservation calendar.
                  3. Step 3: Select the reservation you want to unlock for a specific room.
                  4. Step 4: A page will appear on the right-hand side with multiple actions.
                  5. Step 5: Locate and click on “Unlock Booking”.
                  6. Step 6: A confirmation page will open.
                  7. Step 7: Click “Yes, unlock” to complete the action.

                  You will receive a confirmation message that the room has been successfully unlocked for the booking.

                  • Through Folio:
                  1. Step 1: Log in to the Stayflexi dashboard using your credentials.
                  2. Step 2: Click on the Second icon on top to open the reservation calendar.
                  3. Step 3: Select the reservation you want to unlock for a specific room.
                  4. Step 4: A page will appear on the right-hand side with multiple actions.
                  5. Step 5: Locate and click on “View Folio”.
                  6. Step 6: On the folio page, click on “More Folio Actions” in green.
                  7. Step 7: On the folio page, click on “Unlock Booking”.
                  8. Step 8: A confirmation page will open on the right side.
                  9. Step 9: Click “Yes, unlock room” to complete the action.

                  You will receive confirmation that the booking has been successfully unlocked to the specific room.

                  How to add a new room to a group booking or remove a room from group booking

                  To add a new room to a group booking in Stayflexi, follow the below steps:

                  1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
                  2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
                  3. Select the Group Booking: Click on the group booking for which you want to add a new room.
                  4. Navigate to the Folio: Open the folio of the selected booking.
                  5. Access More Folio Actions: Click on “More Folio Actions”.
                  6. Locate and click on “Add New Room to Group Booking”.
                  7. A page will open on the right side. Fill in the guest details and room information you want to add.
                  8. The room price will automatically be generated based on the room’s rate.
                  9. Click on the “Add” button below to complete the action.

                  To delete a room from a group booking in Stayflexi, follow the below steps:

                  1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
                  2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
                  3. Select the Group Booking: Click on the group booking for which you want to add a new room.
                  4. Navigate to the Folio: Open the folio of the selected booking.
                  5. Access More Folio Actions: Click on “More Folio Actions”.
                  6. Locate and click on “Delete room from group booking”.
                  7. A page will open in the middle of the screen.
                  8. Click on the tiny arrow [as shown in the picture] to view the room ID list.
                  9. Select the room you want to delete.
                  10. Click on Cancel Booking to complete the action.

                  How to add Addons or any chargeable service in room folio ?

                  1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
                  2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
                  3. Select the Reservation: Choose the reservation for which you want to see the folio by clicking on it
                  4. View Reservation Details: A pop-up window will appear on the right side of the screen, showing the booking and customer information.
                  5. Find the Folio Option: Scroll down to the section with multiple actions. Look for the option labeled View Folio and click on it.

                  How to add Addons or any chargeable service in the room folio?

                  1. At the top of the page, locate the Add Hotel Addons button.
                  2. Click on it to proceed further.
                  3. On the right side, the add hotel addons page will open.
                  4. select the Room ID for which you want to add addons.
                  5. Click on Addons: When you click on Addons, you will see two options:
                    • Predefined Addons: A list of preset services [e.g., breakfast, spa, parking] with fixed pricing.
                    • Custom Addons: An option where the property can manually add any service or item not predefined, allowing you to input the description and price as needed.
                  6. Below that, you will see a list of details like date, payment mode, etc.
                  7. Fill in the mandatory column for the folio item name that you are adding.
                  8. Once completed, scroll down and click on the Add New Hotel Addon button below to finalize and save the addon.

                  How to add notes to a given booking ?

                  To Add Notes to a Booking in Stayflexi, follow the below-mentioned steps:

                  1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
                  2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
                  3. Select the Reservation: Choose the reservation you want to add the notes.
                  4. View Reservation Details: A pop-up window will appear on the right side of the screen.
                  5. Click on the “View Folio” option from the reservation calendar.
                  6. On the folio page, locate the Notes icon next to the guest alphabet and guest add icon [as shown in the image below].
                  7. Click on the Notes.
                  8. A panel will open on the right-hand side, displaying two sections:
                    • Customer Notes
                    • Booking Notes
                  9. Select the appropriate section where you want to add your notes.
                  10. After entering the notes, click the Add button to save.
                  11. Once you add notes to a reservation, the message icon in the reservation calendar will update and reflect that notes have been added to the particular reservation.
                    • Refer to the first image above to view the notes icon, circled in the reservation, which indicates that notes have been added to that specific reservation.

                  How to take different type of payments for a given booking

                  To take different types of payments for a booking in Stayflexi, follow the below-mentioned steps: Through the Reservation Calendar

                  1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
                  2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
                  3. Select the Reservation: Choose the reservation you want to take different types of payments.
                  4. View Reservation Details: A pop-up window will appear on the right side of the screen.
                  5. From the available options, click on Settle Dues.
                  6. A list of payment methods will appear.
                  7. Choose the guest’s preferred payment method.
                  8. A pop-up will appear in the middle of the screen.
                  9. Fill in the required payment details and click the submit button to complete the action.
                  • Through View Folio:
                  1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
                  2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
                  3. Select the Reservation: Choose the reservation for which you want to see the folio by clicking on it
                  4. View Reservation Details: A pop-up window will appear on the right side of the screen, showing the booking and customer information.
                  5. Find the Folio Option: Scroll down to the section with multiple actions. Look for the option labeled View Folio and click on it.
                  6. At the top of the page, locate the Settle Dues button.
                  7. Click on it to view the available options.
                  8. On the right side, select the Room ID for which you want to settle the dues.
                  9. Below that, you will see a list of payment methods available.
                  10. Choose the payment method the guest prefer to pay.
                  11. Fill in the required payment details.
                  12. Click the Record button to complete the action.
                  • Through More Folio Actions:
                  1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
                  2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
                  3. Select the Reservation: Choose the reservation for which you want to see the folio by clicking on it
                  4. View Reservation Details: A pop-up window will appear on the right side of the screen, showing the booking and customer information.
                  5. Find the Folio Option: Scroll down to the section with multiple actions. Look for the option labeled View Folio and click on it.
                  6. Click on More Folio Actions: From the listed options, locate and click on settle dues.
                  7. Click the Record button to complete the action.

                  How to take cash deposit for a given booking

                  The Cash Deposit feature in Stayflexi allows you to accept and record cash payments made by guests as deposits during their stay. This feature is handy for tracking advance payments or security deposits that guests may need to provide at check-in or before using certain services.

                  Here’s how it works:

                  1. The property can add a cash deposit against a guest’s booking.
                  2. The amount is recorded in the system, ensuring both the guest and the property can track the deposit.
                  3. The deposit can later be used to settle any dues or refund if necessary.

                  To take a cash deposit for a given booking in Stayflexi, follow the below-mentioned steps: Through the Reservation Calendar

                  1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
                  2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
                  3. Select the Reservation: Choose the reservation you want to take a cash deposit.
                  4. View Reservation Details: A pop-up window will appear on the right side of the screen.
                  5. From the available options, click on Settle Dues.
                  6. A list of payment methods will appear.
                  7. Choose Cash deposit.
                  8. A pop-up will appear in the middle of the screen.
                  9. Fill in the required payment details and additionally, you have a description column, where you can input specific notes or details about the transaction.
                  10. Click the submit button to complete the action.
                  • Through View Folio:
                  1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
                  2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
                  3. Select the Reservation: Choose the reservation for which you want to take a cash deposit.
                  4. View Reservation Details: A pop-up window will appear on the right side of the screen, showing the booking and customer information.
                  5. Find the Folio Option: Scroll down to the section with multiple actions. Look for the option labeled View Folio and click on it.
                  6. At the top of the page, locate the Settle Dues button.
                  7. Click on it to view the available options.
                  8. On the right side, select the Room ID for which you want to take cash deposit.
                  9. Below that, you will see a list of payment methods available.
                  10. Choose Cash deposit.
                  11. A pop-up will appear in the middle of the screen.
                  12. Fill in the required payment details and additionally, you have a description column, where you can input specific notes or details about the transaction.
                  13. Click the submit button to complete the action.

                  How to refund a payment to guest from Stayflexi PMS ?

                  To Refund a Payment in Stayflexi, follow the below steps:

                  1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
                  2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
                  3. Select the Reservation: Choose the reservation for which you want to modify the booking price.
                  4. View Reservation Details: A pop-up window will appear on the right side of the screen.
                  5. Click on the “View Folio” option from the reservation calendar.
                  6. From the opened page, in the payment mode column, you see the payment status.
                  7. Next to the payment status, You’ll find a “Refund” button- click on it.
                  8. A pop-up will appear. Enter the amount you want to refund.
                  9. Once the amount is entered, the “Refund” button will turn green.
                  10. Click on it to complete the action.

                  How to delete a saved card from given booking

                  To Delete a card from a booking in Stayflexi, follow the below steps:

                  1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
                  2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
                  3. Select the Reservation: Choose the reservation for which you want to add a card.
                  4. View Reservation Details: A pop-up window will appear on the right side of the screen.
                  5. Click on the Settle Dues to see the listed options.
                  6. Click on the card number to bring up the card with options.
                  7. A pop-up will appear, showing the card details with options.
                  8. Click on the “Delete Card” button to remove the card from the booking.
                  9. You have successfully deleted the card now.

                  How to add guest card details to a particular booking and charge it?

                  To add a card to a particular booking and charge it in Stayflexi, follow the below steps:

                  1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
                  2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
                  3. Select the Reservation: Choose the reservation for which you want to add a card.
                  4. View Reservation Details: A pop-up window will appear on the right side of the screen.
                  5. Click on the Settle Dues to see the listed options.
                  6. Locate and click on “Add Card”.
                  7. A pop-up will appear on the screen. Fill in the card details.
                  8. Click on “Add card” to complete the process.
                  9. Again, click on “Settle Dues” to see the added card.
                  10. Click on the card number to bring up the card with options.
                  11. Enter the amount you want to charge and click on “Charge” to complete the action
                  12. Once the card is charged amount will reflect under the payment made section in the room folio.

                  How to Change the booking segment or source ?

                  To change the Booking Segment or Source in Stayflexi, follow the below mentioned steps:

                  1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
                  2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
                  3. Select the Reservation: Choose the reservation for which you want to change the booking segment and source.
                  4. View Reservation Details: A pop-up window will appear on the right side of the screen.
                  5. Click on the “View Folio” option from the reservation calendar.
                  6. From the opened page, click on “More Folio Actions”.
                  7. Locate and click on “Change Booking Source”.
                  8. A page will open on the right-hand side.
                  9. Click on the tiny arrows in the two columns to view and change the booking segment and source.
                  10. Click on “Add Segment” below to complete the action.

                  How to edit the guest details in the folio

                  To edit the guest details in the folio, follow the below mentioned steps:

                  1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
                  2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
                  3. Select the Reservation: Choose the reservation for which you want to modify the booking price.
                  4. View Reservation Details: A pop-up window will appear on the right side of the screen.
                  5. Click on the “View Folio” option from the reservation calendar.
                  6. On the opened page, click on the alphabet icon with the guest’s name initial in the booking ID column.
                  7. A page will open on the right side.
                  8. Edit the guest details by filling the boxes one by one.
                  9. Click on “Save Guest” after making the changes to complete the action.

                  How to check-in a booking

                  In Stayflexi, you can check in a booking using three methods:

                  • Through the Reservation Calendar:

                  Below are the step by step guidelines for check-in a booking in Stayflexi:

                  1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
                  2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
                  3. Select the Reservation: Choose the confirmed reservation you want to check-in.
                  4. Click on Check-In: From the list of available actions, locate and click the Check-In button next to the reservation.
                  5. Confirmation Page: A panel will open on the right-hand side, confirming that you are checking in the guest with the displayed reservation ID.
                  6. Complete Check-In: To finalize the process, scroll down and click on the Check-In button at the bottom of the confirmation panel. This will complete the action and check the guest in.
                  7. Once you check in the guest by clicking the Check-In button, the reservation color will change from orange to green. This color change serves as a visual indicator for easy understanding, signifying that the guest has successfully checked in.
                  8. A confirmation message will appear on the screen.
                  • Through View Folio:
                  1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
                  2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
                  3. Select the Reservation: Choose the confirmed reservation you want to check-in.
                  4. View Reservation Details: A pop-up window will appear on the right side of the screen, showing the booking and customer information.
                  5. Find the Folio Option: Scroll down to the section with multiple actions. Look for the option labeled View Folio and click on it.
                  6. Locate the Check-In box: On the folio page, at the top, you’ll see the “Check-In” box [as shown in the above image].
                  7. Click on the Check-In Box: Click on the box to begin the check-in process.
                  8. Confirmation Page: A confirmation panel will open on the right-hand side, showing the booking ID.
                  9. Complete Check-In: Proceed by clicking the Check-In button on the panel to finalize and complete the action
                  10. Once you check in the guest by clicking the Check-In button, the reservation color will change from orange to green. This color change serves as a visual indicator for easy understanding, signifying that the guest has successfully checked in.
                  11. A confirmation message will appear on the screen.
                  • Through More Folio Actions:
                  1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
                  2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
                  3. Select the Reservation: Choose the confirmed reservation you want to check-in.
                  4. View Reservation Details: A pop-up window will appear on the right side of the screen, showing the booking and customer information.
                  5. Find the Folio Option: Scroll down to the section with multiple actions. Look for the option labeled View Folio and click on it.
                  6. Click on More Folio Actions: On the folio page, click the More Folio Actions button to view additional options.
                  7. Locate the Check-In Option: From the listed options, locate and click on the Check-In option.
                  8. Confirmation Page: A confirmation panel will open on the right-hand side, showing the booking ID.
                  9. Complete Check-In: Proceed by clicking the Check-In button on the panel to finalize and complete the action
                  10. Once you check in the guest by clicking the Check-In button, the reservation color will change from orange to green. This color change serves as a visual indicator for easy understanding, signifying that the guest has successfully checked in.
                  11. A confirmation message will appear on the screen.

                  How to checkout a booking

                  In Stayflexi, you can check-out a booking using three methods:

                  • Through the Reservation Calendar:

                  Below are the step by step guidelines for check-out a booking in Stayflexi:

                  1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
                  2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
                  3. Select the Reservation: Choose the confirmed reservation you want to check-out.
                  4. Click on Check-out: From the list of available actions, locate and click the check-out button next to the reservation.
                  5. Confirmation Page: A panel will open on the right-hand side, confirming that you are checking out the guest with the displayed reservation ID.
                  6. Complete Check-out: To finalize the process, scroll down and click on the Check-out button at the bottom of the confirmation panel. This will complete the action and check the guest out.
                  7. Once you check out the guest by clicking the Check-out button, the reservation color will change from green to violet. This color change serves as a visual indicator for easy understanding, signifying that the guest has successfully checked out.
                  8. A confirmation message will appear on the screen.
                  • Through View Folio:
                  1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
                  2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
                  3. Select the Reservation: Choose the confirmed reservation you want to check-out.
                  4. View Reservation Details: A pop-up window will appear on the right side of the screen, showing the booking and customer information.
                  5. Find the Folio Option: Scroll down to the section with multiple actions. Look for the option labeled View Folio and click on it.
                  6. Locate the Check-out box: On the folio page, at the top, you’ll see the “Check-out” box [as shown in the above image].
                  7. Click on the Check-out Box: Click on the box to begin the check-out process.
                  8. Confirmation Page: A confirmation panel will open on the right-hand side, showing the booking ID.
                  9. Complete Check-out: Proceed by clicking the Check-Out button on the panel to finalize and complete the action
                  10. Once you check out the guest by clicking the Check-out button, the reservation color will change from green to violet. This color change serves as a visual indicator for easy understanding, signifying that the guest has successfully checked out.
                  11. A confirmation message will appear on the screen.
                  • Through More Folio Actions:
                  1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
                  2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
                  3. Select the Reservation: Choose the confirmed reservation you want to check-in.
                  4. View Reservation Details: A pop-up window will appear on the right side of the screen, showing the booking and customer information.
                  5. Find the Folio Option: Scroll down to the section with multiple actions. Look for the option labeled View Folio and click on it.
                  6. Click on More Folio Actions: On the folio page, click the More Folio Actions button to view additional options.
                  7. Locate the Check-Out Option: From the listed options, locate and click on the Check-Out option.
                  8. Confirmation Page: A confirmation panel will open on the right-hand side, showing the booking ID.
                  9. Complete Check-Out: Proceed by clicking the Check-out button on the panel to finalize and complete the action
                  10. Once you check out the guest by clicking the Check-out button, the reservation color will change from green to violet. This color change serves as a visual indicator for easy understanding, signifying that the guest has successfully checked out.
                  11. A confirmation message will appear on the screen.

                  How to cancel a booking

                  In Stayflexi, you can cancel a booking using two methods: through the reservation calendar or via the folio.

                  Below are the explanations and guidelines for both methods:

                  • Through the Reservation Calendar:
                  1. Step 1: Go to Reservation Calendar.
                  2. Step 2: Click on the reservation you want to cancel.
                  3. Step 3: A page will open on the right side with multiple actions.
                  4. Step 4: Locate and click on “Cancel Booking”.
                  5. Step 5: A page will open on the right side for cancellation options.
                  6. Step 6: Select your options, such as:
                    • Apply Cancellation policy:- It will cancel the booking and apply the amount as per cancellation policy configured.
                    • Don’t void.
                    • Charge one night and void remaining:- It will charge one night prices only and void remaining night prices.
                    • Void all remaining charges:- It will make the room amount zero for the given booking id.
                  7. Step 7: Click “Yes, Cancel booking”.

                  You will receive a confirmation message that the booking has been successfully canceled.

                  • Through Folio:
                  1. Step 1: Click on the reservation you want to cancel.
                  2. Step 2: A page will open on the right side.
                  3. Step 3: Select “View Folio” from the available actions.
                  4. Step 4: On the Folio page, click on “More Folio Actions.”
                  5. Step 5: Locate and click on “Cancel Booking”.
                  6. Step 6: Select the void charge options according to your preference.
                  7. Step 7: Click “Confirm Cancel” to complete the action.

                  You will receive a confirmation message indicating that the booking has been successfully canceled.

                  Note: To cancel an online travel portal or channel booking, Kindly reach out to the respective online travel portal or channel.

                  How to email guest folio and confirmation voucher?

                  To email a guest folio in Stayflexi, you can quickly send a detailed breakdown of the guest’s charges, payments, and any adjustments directly to their email.

                  Below are the step-by-step guidelines for emailing a guest folio in Stayflexi:

                  1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
                  2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
                  3. Select the Reservation: Choose the reservation for which you want to send the folio by clicking on it
                  4. View Reservation Details: A pop-up window will appear on the right side of the screen, showing the booking and customer information.
                  5. Find the Folio Option: Scroll down to the section with multiple actions. Look for the option labeled View Folio and click on it.
                  6. Access More Folio Options: This will open the folio page. On this page, click on the More Folio Options button.
                  7. Select Email Folio: A pop-up will appear with various options. Find and click on Email Folio.
                  8. Review Guest Email: A new pop-up will appear on the right side of the screen, automatically filled with guest’s email address.
                  9. Send the Folio: Click on Send to email the folio to the guest.
                  10. Confirmation: You will now receive a confirmation message indicating the folio has been successfully sent.

                  how to send a Confirmation voucher?

                  To email a confirmation voucher in Stayflexi, you can send guests an official document confirming their reservation details, including dates, room type, and any associated charges.

                  Here are the step-by-step guidelines for sending a confirmation voucher:

                  1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
                  2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
                  3. Select the Reservation: Choose the reservation for which you want to send the folio by clicking on it
                  4. View Reservation Details: A pop-up window will appear on the right side of the screen, showing the booking and customer information.
                  5. Find the Folio Option: Scroll down to the section with multiple actions. Look for the option labeled View Folio and click on it.
                  6. Access More Folio Options: This will open the folio page. On this page, click on the More Folio Options button.
                  7. Email Confirmation: From the options that pop up, select Email Booking Confirmation.
                  8. Confirm Email: Another pop-up will appear to the right, where the guest’s email address will automatically be displayed, You can also edit it in case you want to send it to the different email id.
                  9. Send the Email: Click on the Send button below the email field to send the confirmation voucher.
                  10. Confirmation Message: You will receive a confirmation message indicating that the email has been successfully sent to the guest.

                  How to exempt taxes from a particular reservation?

                  1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
                  2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
                  3. Select the Reservation: Choose the reservation for which you want to see the folio by clicking on it
                  4. View Reservation Details: A pop-up window will appear on the right side of the screen, showing the booking and customer information.
                  5. Find the Folio Option: Scroll down to the section with multiple actions. Look for the option labeled View Folio and click on it.

                  How to Apply for Tax Exemption?

                  1. Click on More Folio Actions: At the top of the folio, click the green More Folio Actions button.
                  2. A popup window will appear with multiple actions listed.
                  3. Locate and click on Tax-Exempt Status: Select this option from the list.
                  4. Another popup will appear on the right side.
                  5. Enable the toggle to check for tax exemption , or uncheck it to revoke the exemption.
                  6. Enter the Tax Exemption ID and specify the types of taxes to exempt.
                  7. Click the Tax Exempt button to complete the action successfully.

                  What is Scanty Baggage Feature?

                  The Scanty Baggage feature in Stayflexi marks reservations where guests arrive with minimal or no luggage. This is typically an indicator for the hotel staff to be cautious, as it may signify a higher risk of the guest leaving without paying. When a guest is flagged as “Scanty Baggage”, it helps the hotel staff take necessary precautions, such as requesting advance payment or ensuring payment guarantees before allowing further services.

                  How to find Folio:

                  1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
                  2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
                  3. Select the Reservation: Choose the reservation for which you want to see the folio by clicking on it
                  4. View Reservation Details: A pop-up window will appear on the right side of the screen, showing the booking and customer information.
                  5. Find the Folio Option: Scroll down to the section with multiple actions. Look for the option labeled View Folio and click on it.

                  How to find and mark Scanty Baggage in Stayflexi:

                  1. Click on “More Folio Actions”.
                  2. Locate “Scanty Baggage” and click on it.
                  3. A pop-up window will appear on the right-hand side.
                  4. The default option will be “Yes/No”. Select “Yes” to mark the reservation as having Scanty Baggage.
                  5. Click the “Confirm” button below.

                  After confirming, you will see a red luggage icon in the middle of the folio page, next to the booking ID and status of the reservation, indicating that the reservation has been marked as having Scanty Baggage.

                  Adding or removing guests from a reservation

                  1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
                  2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
                  3. Select the Reservation: Choose the reservation for which you want to see the folio by clicking on it
                  4. View Reservation Details: A pop-up window will appear on the right side of the screen, showing the booking and customer information.
                  5. Find the Folio Option: Scroll down to the section with multiple actions. Look for the option labeled View Folio and click on it.

                  How to Add a Guest in Folio:

                  1. Click on the icon to the right side next to the alphabet icon.
                  2. A guest details form will appear. Fill in all the required details.
                  3. Click on the green “Add Guest” button.
                  4. Once added, you will see two initials representing the guest’s name

                  You have successfully added the guest.

                  How to Remove a Guest in Folio:

                  1. Click on the guest’s alphabet icon corresponding to the guest you want to remove.
                  2. You will be taken to the guest information page.
                  3. Click on “More” option.
                  4. Select “Delete customer” to remove them from the folio.

                  You have successfully removed the guest.

                  How to add / remove room on existing reservation?

                  1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
                  2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
                  3. Select the Reservation: Choose the reservation for which you want to see the folio by clicking on it
                  4. View Reservation Details: A pop-up window will appear on the right side of the screen, showing the booking and customer information.
                  5. Find the Folio Option: Scroll down to the section with multiple actions. Look for the option labeled View Folio and click on it.

                  How to Add a Room to an Existing Reservation:

                  1. Click on “Add New Room to Group Booking” in the “More Folio Actions” menu.
                  2. A new page will open on the right side of the screen displaying room and guest details.
                  3. Fill in the necessary details, then click the “Save” button to complete the action.
                  4. The added room number will reflect on the left-hand side, along with the existing room number.

                  You have successfully added a room to the existing reservation.

                  How to Remove a Room from an Existing Reservation:

                  1. Click on the room folio for the room you want to remove.
                  2. Select “More Folio Actions.”
                  3. Find Delete Room from Group Booking, or search for it using the search bar.
                  4. A confirmation page will appear on the right side. Click Remove Room from Booking to complete the action.

                  You have successfully removed the room from the booking.

                  How to view reservations by room type?

                  1. Login to Stayflexi: Log into your Stayflexi dashboard with your credentials.
                  2. Go to the Reservation Calendar: From the main dashboard, click on Reservation Calendar. Here you can see available rooms and dates.
                  3. Locate the Filter Dropdown: At the top-left corner of the calendar, you will see a Filter dropdown. Click on this to open the filter options.
                  4. Select a Room Type: From the list of filter options, scroll down to find room types like Superior King, Superior Twin, or any specific room categories that your property has. Click on the room type you wish to filter by.
                  5. View Filtered Results: The reservation calendar will automatically refresh to display only the reservations for the selected room type. You will now be able to see all reservations for the chosen room type.

                  How to create a walk-in reservation?

                  Stayflexi provides two convenient ways to create Walk-in Reservation:

                  1. Drag-and-Drop [super friendly]
                  2. Walk-in Reservation

                  Below is the Drag-and-Drop method for checking in a reservation.

                  1. Login to your Stayflexi dashboard.
                  2. On the left panel, click on the Reservation Calendar [the second icon] to view all your reservations.
                  3. Select the desired date from the calendar.
                    • Drag the booking from the Check-in date to the desired check-out date.
                  4. A pop-up window will appear covering the entire screen, where you can complete the guest’s details.

                  Guest Information Section:

                  1. Enter the guest’s Name, Email, and Phone Number.
                  2. You can also add any special requests from the guest.
                  3. ID Proof: Upload the guest’s ID Proof with Front and Back photos options
                  4. Address details: Enter the guest’s address, and select the number of adults and children for the reservation.

                  Price and Room Details:

                  1. On the right side, the system will automatically update the Room Prices, including Taxes, once the room type is selected.
                  2. After reviewing all the details, click the Create Reservation button at the bottom right of the window.
                  3. Your Walk-in reservation is now confirmed, and you’ll receive a confirmation message on the screen.

                  In addition to the drag-and-drop method, Stayflexi also offers the option to create Walk-in reservations for guests who book a room on the spot. Follow the steps below:

                  Method: 2 – To Create Walk-in Reservation:

                  1. Login to your Stayflexi dashboard.
                  2. On the left panel, click on the Reservation Calendar [the second icon] to view all your reservations.
                  3. On the top-right corner of the calendar, you will see a Create button. Click on it, and a list of 4 options will appear.
                  4. From the list, Select Walk-in.
                  5. A pop-up window will appear, covering the entire screen. Here, you’ll be prompted to enter all the necessary guest details.

                  Guest Information Section [Same as Drag and Drop Method]:

                  1. Enter the guest’s Name, Email, and Phone Number.
                  2. You can also add any special requests from the guest.
                  3. ID Proof: Upload the guest’s ID P roof with Front and Back photos options
                  4. Address details: Enter the guest’s address, and select the number of adults and children for the reservation.

                  Price and Room Details:

                  The system will automatically update room prices, including taxes, based on the selected room type.

                  1. After entering all the details, click on Create Reservation at the bottom of the window.
                  2. A confirmation message will appear, indicating that your Walk-in reservation has been completed.

                  Booking Engine

                  Boost your property’s direct bookings with Stayflexi’s Booking Engine feature. This powerful tool integrates seamlessly into your website, allowing guests to easily check availability, view rates, and make secure bookings in just a few clicks. With a user-friendly interface and mobile optimization, your guests can book anytime, anywhere.

                  Stayflexi’s Booking Engine also provides real-time updates on room availability and pricing, ensuring your property stays competitive. Reduce reliance on third-party platforms and increase your revenue by capturing more direct bookings, all while offering a smooth and hassle-free booking experience for your guests.

                  Articles

                  Stayflexi Booking Engine - Everything you need to know

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                  Stayflexi’s Booking Engine makes it easy to reserve your stay online. Follow these simple steps to book your room smoothly:

                  1. Open the Booking Page
                    • Go to the hotel website where Stayflexi is set up.
                    • Click on the booking section on the main page to start.
                  2. Choose Your Dates
                    • Pick your check-in and check-out dates on the calendar.
                    • Flexible options let you choose convenient arrival and departure times.
                  3. Select Your Room
                    • Browse the available rooms with photos and details.
                    • The system shows rooms that match your selected dates.
                  4. Enter Guest Info
                    • Fill in your name and contact details.
                    • Double-check for accuracy to ensure a smooth check-in process.
                  5. Review Your Booking
                    • Review your booking summary to confirm dates, room type, extras, and the total price.
                    • If you have any promo codes, enter them now.
                  6. Make Payment
                    • Choose a payment method (credit card, Apple Pay, etc.).
                    • Enter your details safely. Stayflexi supports quick, secure payment.
                  7. Receive Confirmation
                    • After payment, a confirmation email will be sent to you.
                    • This includes a booking reference and check-in instructions.

                  Step-by-step guide for booking engine configuration:

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                  1. Logging into Your Stayflexi Dashboard:
                    • Enter your username and password to log in.
                  2. Go to Property Configuration:
                    • Once logged in, click on the More Apps icon (represented by four blocks) in the top right corner.
                    • From the dropdown menu, select Property Configuration(as shown in Image 1).
                  3. Go to Booking engine:
                    • You’ll see various options on the left side of the Property Configuration page.
                    • Click on the Booking engine option (as shown in Image 2).
                    • This will navigate you to the booking engine settings or configuration page.
                  4. Booking Engine URL(as shown in Image 2):
                    • This field holds the URL of the booking engine page that guests will be directed to when making a reservation. Ensure it has the correct hotel ID included in the URL.
                  5. Header Color(as shown in Image 2):
                    • This option allows you to choose the color for the header of the booking engine page. Select a color that matches your brand identity.
                  6. Main Body Color(as shown in Image 2):
                    • Sets the main background color for the body section of the booking engine page. Pick a color that complements the header and maintains readability.
                  7. Room Type and Summary Cart Color(as shown in Image 2):
                    • Controls the color for the sections displaying room types and the booking summary cart. This can help highlight these areas for better user navigation.
                  8. Lowest Price Color(as shown in Image 2):
                    • Sets the color for the lowest price displayed on the booking engine, making it more prominent to attract attention to special rates or discounts.
                  9. Font Color(as shown in Image 2):
                    • Specifies the text color used across the booking engine page. Ensure this color contrasts well with the background for readability.
                  10. Phone Number(as shown in Image 2):
                    • Enter the contact number that guests can use for inquiries. This should be a direct line to the hotel’s reservations or customer support team.
                  11. Email(as shown in Image 3):
                    • The email address provided here will be visible to guests, offering an alternative contact method for support or booking assistance.
                  12. Add Your Website Link to Booking Engine Logo(as shown in Image 3):
                    • Toggle this option to add a clickable link to your website on the booking engine’s logo, providing guests a way to navigate back to your main site from the booking engine.
                  13. Run Booking Engine in Stayflexi’s Unique 3-Slot Mode(as shown in Image 3):
                    • Stayflexi’s 3-slot mode organizes booking times into distinct slots (e.g., morning, afternoon, evening). Toggle this feature based on your property’s needs.
                  14. Rate Check Widget(as shown in Image 3):
                    • Enables or disables the rate check widget, a tool that helps guests quickly view rates and availability across dates.
                  15. Can Users Make Booking Without Addons?(as shown in Image 3):
                    • This option allows users to book a room without adding optional services or amenities (add-ons). If set to “No,” guests must select at least one add-on.
                  16. Do You Want to Allow Partial Payment?(as shown in Image 3):
                    • Enables guests to make a partial payment at the time of booking instead of paying in full. The percentage slider lets you set the minimum partial payment amount.
                  17. Manually Approve Bookings for a Given Time Before Check-In?(as shown in Image 3):
                    • This setting allows you to require manual approval for bookings made within a specific time frame before check-in. The hours field specifies how close to check-in this applies (set to 0 hrs here, meaning no time restriction).
                  18. Allow Booking Engine Widget to Add Rooms by Default?(as shown in Image 3):
                    • When enabled, the booking engine widget automatically adds a default room for guests, simplifying the booking process for users.
                  19. Save Button(as shown in Image 3):
                    • Click “Save” after configuring the settings to apply the changes to your booking engine.

                  These are the settings for the Booking engine.

                  Stayflexi Booking Engine configurations which you should know.

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                  1. Logging into Your Stayflexi Dashboard:
                    • Enter your username and password to log in.
                  2. Go to Property Configuration:
                    • Once logged in, click on the More Apps icon (represented by four blocks) in the top right corner.
                    • From the dropdown menu, select Property Configuration(as shown in Image 1).
                  3. Got to Booking engine:
                    • You’ll see various options on the left side of the Property Configuration page.
                    • Click on the Booking engine option (as shown in Image 2).
                    • This will navigate you to the booking engine settings or configuration page.
                  4. Booking Engine URL(as shown in Image 2):
                    • This field holds the URL of the booking engine page that guests will be directed to when making a reservation. Ensure it has the correct hotel ID included in the URL.
                  5. Header Color(as shown in Image 2):
                    • This option allows you to choose the color for the header of the booking engine page. Select a color that matches your brand identity.
                  6. Main Body Color(as shown in Image 2):
                    • Sets the main background color for the body section of the booking engine page. Pick a color that complements the header and maintains readability.
                  7. Room Type and Summary Cart Color(as shown in Image 2):
                    • Controls the color for the sections displaying room types and the booking summary cart. This can help highlight these areas for better user navigation.
                  8. Lowest Price Color(as shown in Image 2):
                    • Sets the color for the lowest price displayed on the booking engine, making it more prominent to attract attention to special rates or discounts.
                  9. Font Color(as shown in Image 2):
                    • Specifies the text color used across the booking engine page. Ensure this color contrasts well with the background for readability.
                  10. Phone Number(as shown in Image 2):
                    • Enter the contact number that guests can use for inquiries. This should be a direct line to the hotel’s reservations or customer support team.
                  11. Email(as shown in Image 3):
                    • The email address provided here will be visible to guests, offering an alternative contact method for support or booking assistance.
                  12. Add Your Website Link to Booking Engine Logo(as shown in Image 3):
                    • Toggle this option to add a clickable link to your website on the booking engine’s logo, providing guests a way to navigate back to your main site from the booking engine.
                  13. Run Booking Engine in Stayflexi’s Unique 3-Slot Mode(as shown in Image 3):
                    • Stayflexi’s 3-slot mode organizes booking times into distinct slots (e.g., morning, afternoon, evening). Toggle this feature based on your property’s needs.
                  14. Rate Check Widget(as shown in Image 3):
                    • Enables or disables the rate check widget, a tool that helps guests quickly view rates and availability across dates.
                  15. Can Users Make Booking Without Addons?(as shown in Image 3):
                    • This option allows users to book a room without adding optional services or amenities (add-ons). If set to “No,” guests must select at least one add-on.
                  16. Do You Want to Allow Partial Payment?(as shown in Image 3):
                    • Enables guests to make a partial payment at the time of booking instead of paying in full. The percentage slider lets you set the minimum partial payment amount.
                  17. Manually Approve Bookings for a Given Time Before Check-In?(as shown in Image 3):
                    • This setting allows you to require manual approval for bookings made within a specific time frame before check-in. The hours field specifies how close to check-in this applies (set to 0 hrs here, meaning no time restriction).
                  18. Allow Booking Engine Widget to Add Rooms by Default?(as shown in Image 3):
                    • When enabled, the booking engine widget automatically adds a default room for guests, simplifying the booking process for users.
                  19. Save Button(as shown in Image 3):
                    • Click “Save” after configuring the settings to apply the changes to your booking engine.

                  These are the settings for the Booking engine.

                  Stayflexi Booking Engine - How to Sell specific Rooms with Rate Plans on Booking Engine

                  To sell specific rooms with Rate Plans on the Booking Engine, you need to configure the rate plan in the PMS.

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                  Below is the step-by-step guide to configure or create a Rate Plan in Stayflexi’s Revenue Management:

                  1. Log in to Your Stayflexi Dashboard:
                    • Use your username and password to log in.
                  2. Go to Revenue Management:
                    • After logging in, click the four boxes icon (more apps) in the top right corner(as shown in Image 1).
                    • A dropdown menu will appear.
                    • Select “Revenue Management” from the list (as shown in Image 1).
                  3. Create a Rate plan(as shown in Image 2):
                    • Go to the “Rate plans” section on the left menu.
                    • Click “Add new rate plan” to open the rate plan creation form.
                  4. Filling in Rate Plan Details(as shown in Image 2):
                    • What’s the name of your rate category?
                      • This is where you enter the name of your rate plan.
                      • This name will be used internally to identify the rate plan.
                    • What’s the plan Display Name of your rate category?
                      • This is the name that will be displayed to customers.
                      • Make sure the name is clear and descriptive for customers.
                  5. Set your rates(as shown in Image 2):
                    • Select Rate: Choose an existing base rate plan from the dropdown (e.g., “Standard Plan”).
                    • Percentage or Amount Adjustment: Select whether the adjustment to the base rate should be in % (percentage) or $ (fixed amount).
                      • Value: Enter the adjustment amount (e.g., “20” if you’re offering a 20% discount).
                    • Dependency: Choose if this rate plan is dependent on another rate plan.
                      • Hard Dependency Toggle: Set this to “Yes” if this rate plan should only be available when its base rate plan is available.
                      • Dependency Dropdown: Select “YES” if you want this rate plan to be strictly tied to the base rate.
                  6. Selecting Additional Policies and Settings(as shown in Image 2):
                    • Select a Policy: Choose a cancellation policy or other policy that applies to this rate plan (e.g., “Cancellation Policy”).
                      • This ensures the selected policy rules apply to reservations made under this rate plan.
                  7. Configuring Visibility and Payment Options(as shown in Image 2):
                    • Show this rate plan on front desk kiosk?
                      • No/Yes Toggle: Choose whether this rate plan should appear on the front desk kiosk.
                        • No: The rate plan will not be visible on the kiosk, meaning staff won’t see it for walk-in or front desk bookings.
                        • Yes: The rate plan will be visible at the kiosk, allowing it to be used for on-the-spot bookings.
                    • Allow pay at property?
                      • No/Yes Toggle: Decide if customers are allowed to pay directly at the property or if only online payments are accepted.
                        • No: Only online payments will be allowed; customers must pay in advance.
                        • Yes: Guests can choose to pay when they arrive at the property.
                    • Hide this rate plan on the booking engine?
                      • No/Yes Toggle: Determine if this rate plan should be hidden from the online booking engine.
                        • No: The rate plan will be shown and available on the booking engine.
                        • Yes: The rate plan will be hidden, meaning it won’t appear to guests booking online.
                    • Is this rate plan for OTA mapping only?
                      • No/Yes Toggle: Specify if this rate plan is exclusively for OTA (Online Travel Agency) mapping and should not be visible elsewhere.
                        • No: The rate plan will be available across different channels, including the booking engine and front desk kiosk.
                        • Yes: The rate plan will only be used for OTA mapping. It won’t show up on the Stayflexi booking engine or for front desk reservations.
                  8. Assigning Room Types and Adding Description(as shown in Image 2):
                    • Which room types?
                      • Select the specific room types to which this rate plan applies. Only the selected rooms will offer this rate to guests.
                    • Describe the rate category in a few words?
                      • Enter a brief description of the rate plan to help staff and customers understand what this rate plan includes or why it might be beneficial (e.g., “20% discount for stays of 3 nights or more”).
                  9. Saving the Rate Plan(as shown in Image 2):
                    • Once all details and settings have been configured, click “Save” at the bottom of the form to create the rate plan.

                  According to the above configuration, the Rate plan will either be visible on the Booking engine or will be hidden at the time of booking creation for the guests.

                  Below is the step-by-step guide on how to sell specific rooms with rate plans in the Stayflexi Booking Engine :

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                  1. Access the Booking Engine(as shown in Image 1):
                    • Go to the Stayflexi booking engine for the hotel or property you’re interested in.
                    • You may find this link on the hotel’s website or by searching directly for the property on Stayflexi.
                  2. Select Dates and Room Preferences(as shown in Image 1):
                    • Choose your Check-In and Check-Out dates.
                    • Specify the number of rooms, adults, and children to filter the available rooms accordingly.
                  3. Browse Available Room Types(as shown in Image 1):
                    • Scroll to the “Choose your room(s)” section. Each room type, such as “Suite” or “Deluxe Room,” is listed here.
                    • Click on a room type to view additional details like maximum occupancy, bed configuration, and amenities (e.g., soundproofing, hardwood floors, private bathrooms).
                  4. Select a Rate Plan(as shown in Image 1):
                    • Each room type has multiple rate plans, such as Standard Plan, AP (American Plan), MAP (Modified American Plan), and CP (Continental Plan).
                    • Review the rate plan options and prices. Each rate plan may come with specific inclusions, like meals or cancellation policies.
                  5. Choose Quantity(as shown in Image 1):
                    • Use the quantity selector next to the desired rate plan (the +/- buttons) to choose the number of rooms you want to book under that plan.
                    • Click Add to confirm your selection. The selected room and rate plan will appear in your booking summary on the right.
                  6. Review Your Booking Summary(as shown in Image 1):
                    • On the right side of the screen, you’ll see a summary of your booking. This includes:
                      • Room type and rate plan (e.g., Suite – Standard Plan).
                      • The number of adults and children.
                      • Room price and any applicable taxes.
                  7. Proceed to Book(as shown in Image 1):
                    • Once you’re satisfied with your selections, click on Continue to Book.
                    • This will take you to the next steps, where you’ll enter guest information and payment details.
                  8. Complete the Payment(as shown in Image 1):
                    • Enter your details and follow the prompts to complete the payment.
                    • After payment, you’ll receive a booking confirmation with all the details of your reservation.

                  Coupon code option on stayflexi Booking Engine and how it is useful

                  The “Coupon code” option on the Stayflexi booking engine allows users to apply discount codes or promotional offers to reduce the booking cost. This option is useful for guests who have received a coupon from the hotel or as part of a promotional campaign. By entering the code and clicking “Apply,” guests can see the updated price with the discount reflected in the total.

                  • Creating a Coupon Code in Stayflexi PMS
                    • Before guests can use a coupon code on the booking engine, you must set it up in the Stayflexi Dashboard.

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                  1. Log in to Your Stayflexi Dashboard:
                    • Use your username and password to log in.
                  2. Go to Revenue Management:
                    • After logging in, click the four boxes icon (more apps) in the top right corner(as shown in Image 1).
                    • A dropdown menu will appear.
                    • Select “Revenue Management” from the list (as shown in Image 1).
                  3. Go to Coupon/Offers:
                    • On the left sidebar, click on “Coupon Code / Offers” (the 5th option) to view the Coupon Code/ Offers page. (as shown in Image 2).
                  4. Add a Coupon/Offers:
                    • Click the “Add Coupon Code / Offers” button to start creating a new Coupon Code / Offers (as shown in Image 2).
                  5. Enter Coupon Code / Offer Name:
                    • Provide a descriptive name for your coupon code/offer to help identify it easily (as shown in Image 3).
                  6. Describe Coupon Code / Offer:
                    • Provide a brief description of your coupon code/ offer for better understanding (as shown in Image 3).
                  7. Choose the type (as shown in Image 3):
                    • From the dropdown in the “Choose type of your coupon code/offer” section, either of the following types:
                      • OFFER
                      • COUPON CODE
                  8. Set Room Booking Criteria (as shown in Image 3):
                    • In the section “How many rooms do guests need to book to get this coupon code or offer?”, input:
                      • Minimum number of rooms guests need to book.
                      • Maximum number of rooms guests can book.
                  9. Set Stay Duration Criteria (as shown in Image 3):
                    • In the section “How long do guests need to stay to get this coupon code or offer?”, enter the following:
                      • Minimum number of nights required for guests to stay to qualify for the coupon code/ offer.
                      • Maximum number of nights guests can stay to qualify.
                  10. Set the Discount (as shown in Image 4):
                    • In the section “How much of a discount do you want to give?”, enter the desired discount and select the type of discount (Percentage or Flat ) from the dropdown.
                  11. Set the Date Range for Discounted Stays (as shown in Image 4):
                    • In the “When can guests check in using the discounted rate?” section, specify the date range for when guests can use the Coupon code/offer.
                  12. Select Days of the Week for Discount Availability:
                    • Choose the days of the week that the discounted rate will be available. You can select all days or specific days as needed (as shown in Image 4).
                  13. Valid Booking Period:
                    • In the section “When can bookings be shown?”, select the date range during which the coupon code/offer is valid for bookings (as shown in Image 4).
                  14. Coupon Code/Offer Usage Limit:
                    • In the section “How many times can the coupon code/offer be used? (leave blank for no limit)”:
                      • The coupon code or offer can be used as many times as you want unless a limit is set (as shown in Image 4).
                  15. Save the Coupon code/ offer:
                    • Once you have entered all the details, review them carefully.
                    • Click the “Save” button to finalize and activate your Coupon code/ offer (as shown in Image 4).
                  • Using the Coupon Code on the Stayflexi Booking Engine
                    • Now that the coupon code is set up, guests can apply it during the booking process.

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                  1. Select Room and Start Booking
                    • On the Stayflexi booking engine, guests should select a room and click Continue to Book.
                  2. Locate the Coupon Code Field
                    • In the booking details section, they’ll see a field labeled Coupon Code with an Apply button.
                  3. Enter and Apply the Coupon Code
                    • Guests can enter their coupon code carefully (avoiding extra spaces).
                    • They then click Apply to activate the discount.
                  4. View the Discounted Total
                    • If the coupon code is valid, the total booking amount will update to reflect the discount.
                  5. Complete the Booking
                    • After reviewing the discounted price, guests can fill in their booking details, and click Pay Now to complete the reservation at the discounted rate.
                  6. Enjoy the Savings!
                    • Guests save on their booking, enjoying a more affordable stay thanks to the coupon code.

                  Following these steps, you can efficiently set up and manage Coupon codes/offers, enhancing guest experience and boosting bookings.

                  How to create a group reservation?

                  Follow these steps to create a group reservation in Stayflexi:

                  1. Login to your Stayflexi dashboard.
                  2. On the left panel, click on the Reservation Calendar [the second icon] to view all your reservations.
                  3. On the top-right corner, click on the Create button. A list of 4 options will appear. Select Group Booking.

                  4. A pop-up window will appear. In this window:

                  • Select the Check-in and Check-out dates and times for the group booking.
                  • Specify the number of rooms needed and the occupancy details [number of adults and children for each room].

                  5. Once the room and occupancy details are filled, click the Add [+] button located at the bottom-right of the page.

                  • After clicking the Add button, the Next button at the top of the window will be enabled. Click on it to proceed.

                  6. Another pop-up will appear for entering guest details, room-wise. The system will automatically pre-fill the check-in, check-out, occupancy, and price summary.

                  7. Scroll down to find the section for Accompanying Guest Details:

                  • You can either fill in the guest information for each room or select the option to copy the details from the Group Owner. This will auto-fill the respective columns with the same information.

                  8. There is also an Additional Details section where you can add any special requests from the guest, and confirmation will go to the guest via email.

                  • Example: The guest has requested to decorate the room for a birthday celebration or other special requirements.

                  9. At the bottom of the page, you will find a section for applying Coupon Codes, Offers, and Discounts. Apply or remove them as needed.

                  10. Once all details are reviewed and completed, click the Create Reservation button at the top-right corner.

                  11. You will receive a confirmation message indicating that the group booking has been successfully created.

                  Note: Once a group booking is created, you can easily identify it on the reservation calendar by the presence of three icons next to the guest’s name.

                  Rate Shopper

                  Stay ahead of the competition with Stayflexi’s Rate Shopper feature. Effortlessly track and compare competitor pricing across multiple channels and OTAs in real-time. Gain valuable insights into market trends, demand shifts, and competitor strategies to help you make informed pricing decisions. With Stayflexi’s Rate Shopper, you can automatically adjust your rates to remain competitive, optimize your pricing strategy, and maximize revenue. Stay flexible, stay competitive, and ensure your property’s pricing is always aligned with the market.

                  Articles

                  How do I add competitor properties in Rate Shopper?

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                  Below is the step-by-step guide to add competitor properties in Rate Shopper:

                  1. Log in to Your Stayflexi Dashboard:
                    • Use your username and password to log in.
                  2. Go to Revenue Management:
                    • After logging in, click the icon with four boxes (more apps) in the top right corner(as shown in Image 1).
                    • A dropdown menu will appear.
                    • Select “Revenue Management” from the list (as shown in Image 1).
                  3. Go to Rate Shopper:
                    • Click the “Rate Shopper” dropdown [6th option on the left sidebar] (as shown in Image 2).
                  4. Got to Configuration:
                    • In the dropdown, there are two options:
                      • Report
                      • Configuration
                    • Click on the Configuration option to configure or add the competitors (as shown in Image 2).
                  5. Add Competitors:
                    • Click on the Configure Competitors button on the right side of the page(as shown in Image 2).
                    • This will navigate to the competitor configuration page with a list of competitors where you can add the competitors(as shown in Image 3).
                    • If you want to configure your competitors who are not on the list, do the following:
                      • Click on the Custom Add option on the right side of the page(as shown in Image 3).
                      • A field to add the competitor property URL will be displayed(as shown in Image 4).
                      • Paste the URL of the property into the field displayed.
                      • There are steps below the URL field on how to add the URL into the field, you can follow those steps(as shown in Image 4).
                      • After pasting the property URL, click the Add button next to the URL field.
                      • The competitor property is added successfully.
                      • You can either add or remove the properties by clicking on the Add or Remove button visible on the configured Properties(as shown in Image 5).
                      • Click on the cross button on the left side of the page to navigate back to the configuration page(as shown in Image 5).
                      • Now you can view, compare, and map rates of all the properties you have configured(as shown in Image 6).

                  By following these steps you can add competitor properties in Rate Shopper.

                  How do I map my room categories with competitor room categories to get accurate price comparisons?

                  Image 1:

                  Image 2:

                  Below is the step-by-step guide to map your property room categories with the room categories of the competitor to get accurate price comparisons:

                  1. Log in to Your Stayflexi Dashboard:
                    • Use your username and password to log in.
                  2. Go to Revenue Management:
                    • After logging in, click the icon with four boxes (more apps) in the top right corner(as shown in Image 1).
                    • A dropdown menu will appear.
                    • Select “Revenue Management” from the list (as shown in Image 1).
                  3. Go to Rate Shopper:
                    • Click the “Rate Shopper” dropdown [6th option on the left sidebar] (as shown in Image 2).
                  4. Got to Configuration:
                    • In the dropdown, there are two options:
                      • Report
                      • Configuration
                    • Click on the Configuration option (as shown in Image 2).
                  5. Map the room categories(as shown in Image 2):
                    • On the Configuration page, you can see the room category of your competitor’s property on the left and the room category dropdown of your property on the right.
                    • From the dropdown, you can map or unmap whichever room category you want to map of your property with the room category of your competitor’s property.
                    • Click on the Save button on the left side of the page to successfully map the room categories.
                    • You can also clear all the mapped room categories by clicking on the Clear all option on the left side of the page above the room category field.

                  By following these steps you can map your room categories with the competitor’s room category to get an accurate price comparison.

                  Where can I view the rates of my competitor properties?

                  Image 1:

                  Image 2:

                  Below is the step-by-step guide to viewing the rates of your property’s competitor properties:

                  1. Log in to Your Stayflexi Dashboard:
                    • Use your username and password to log in.
                  2. Go to Revenue Management:
                    • After logging in, click the icon with four boxes (more apps) in the top right corner(as shown in Image 1).
                    • A dropdown menu will appear.
                    • Select “Revenue Management” from the list (as shown in Image 1).
                  3. Go to Rate Shopper:
                    • Click the “Rate Shopper” dropdown [6th option on the left sidebar] (as shown in Image 2).
                  4. Got to Report:
                    • In the dropdown, there are two options:
                      • Report
                      • Configuration
                    • Click on the Report option (as shown in Image 2).
                    • This will show the rate comparison table for competitor properties.
                  5. Filter by Channel and Competitors:
                    • In the Rate Shopper report section, you can use the dropdown filters to select specific channels (e.g., Booking.com) or competitor properties from the dropdown filters(as shown in Image 2).
                    • If you want to view all competitors across all channels, leave the filters to “All.”
                  6. View Competitor Prices:
                    • The table lists competitors along with their room rates for specific dates (e.g., Oct 23rd, Oct 24th, and 25th 2024).
                    • For example, Red Carpet Inn and Suites Monmouth Junction have a rate of $ 103 on Oct 23rd.
                  7. Check Key Metrics:
                    • Below the rate table, important statistics are shown, such as:
                      • Average competitor set price: The average rate of competitor properties.
                      • Lowest competitor set price: The lowest rate among competitors.
                      • Your BAR price: Your best available rate (BAR) on the same days.
                      • Deviation from Average and Deviation from Lowest: These show how your rates compare with competitor averages and the lowest competitor price in percentage terms.
                  8. Download the Report (Optional):
                    • If you need a detailed offline report, click the Export CSV button in the top-right corner to download the rate comparison data as a CSV file.

                  By following these steps, you can effectively track and compare your property’s pricing strategy with competitor properties in real time.

                  Magic link

                  Simplify guest access with Stayflexi’s Magic Link feature. This innovative tool allows guests to quickly and securely log in to their reservations or accounts with just a single click. No passwords or complicated steps—guests receive a personalized link via email or SMS, making the process seamless and convenient. Whether for checking in, viewing bookings, or accessing special offers, Stayflexi’s Magic Link enhances the guest experience by providing quick, secure, and hassle-free access, all while reducing administrative workload for your staff.

                  Articles

                  How do I create an enquiry booking and collect payment using a payment link?

                  1. Login to Stayflexi: Log into your Stayflexi dashboard with your credentials.
                  2. Go to the Reservation Calendar: From the main dashboard, click on Reservation Calendar. Here you can see available rooms and dates.
                  3. Locate the “Create” column: On the right side of the page, you will see the Create column. This column offers four booking options Walk-in, Enquiry, Block room, and Group booking.
                  4. Select Enquiry: click on Enquiry to open a pop-up form.
                  5. Fill in the Required Details: In the pop-up window, enter the necessary details for the enquiry, including Check-in and Check-out Dates, Guest Names, Room Type, Prices, and more.
                  6. Set Enquiry Expiry Time: You can set an expiry time for the enquiry. This can be in minutes, hours, or days, based on your preference.
                  7. Create the Enquiry: Once all details are entered, click Create enquiry at the bottom right corner of the page.
                  8. Confirmation Message: You will receive a confirmation message indicating that the enquiry was created successfully, and the guest will receive all the booking details along with a payment link. Once guest makes the payment through the provided payment link, the enquiry’s booking status will automatically update in the PMS, and the booking will be confirmed.

                  How to block or unblock rooms from reservation calendar?

                  Below are the step-by-step guidelines to block a room from the reservation calendar:

                  1. Login to Stayflexi: Start by logging into your Stayflexi dashboard using your credentials.
                  2. Navigate to the Reservation Calendar Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to view all your reservations.
                  3. Click the Create Column: On the top right corner of the calendar, you will see the Create button. Click on it to view a dropdown menu.
                  4. Select “Block Room”: In the dropdown, you will see four options: Walk-in, Enquiry, Block Room, and Group Booking. Click on Block Room.
                  5. Fill in the Blocking Details: A pop-up window will appear on the right side of the screen. Enter the required details such as Room type, Room ID, and Date Range. There is also an optional field to provide the Reason for Blocking the room.
                  6. Confirm Blocking: After entering the details, click the Block Room button at the bottom of the pop-up.
                  7. Confirmation Message: You will see a confirmation message indicating that the room has been successfully blocked. To view the block reason, click on the blocked room, and it will display the reason you entered at the time of blocking the room.

                  Below are the step-by-step guidelines to Unblock a room from the reservation calendar:

                  1. Locate the Blocked Room: In the reservation calendar, the blocked room will be displayed in grey.
                  2. Click on the Blocked Rooms: Select the blocked room from the calendar. A pop-up window will appear on the right side of the screen.
                  3. Select the Date Range: In the pop-up window, you can adjust the Date Range for the room block if needed.
                  4. Unblock the Room: You will see an option to Unblock the room. Click on the Unblock button.
                  5. Confirmation Message: After unblocking, you will receive a confirmation message that the room has been successfully unblocked.

                  How to Modify Check in and Check date of a reservations ?

                  Below is the step-by-step explanation of the modification of check in and check out date for a reservation in Stayflexi:

                  1. Login to Stayflexi: Start by logging into your Stayflexi dashboard using your credentials.
                  2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to view all your reservations.
                  3. Select the Desired Reservation: Click on the desired reservation, that you wish to modify.
                  4. Reservation Information Pop-up: A pop-up will appear on the right side of the screen, providing the key details about the selected reservation. Below the information, you’ll see several actionable options.
                  5. Modification Option: You will see options to modify the check-in and check-out dates, allowing you to adjust the reservation as per your needs.

                  What are unassigned reservations? how to assign room?

                  Unassigned reservations are bookings that haven’t been allocated to a specific room yet. They appear in the Unassigned Reservations column in the Stayflexi reservation calendar, waiting to be assigned to a room. They could be from guest enquiries, online bookings, or other sources that need manual room assignments.

                  Follow the steps mentioned below to assign unassigned reservations from the Stayflexi reservation calendar:

                  1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
                  2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
                  3. Find the Unassigned Tab: In the top middle of the calendar, next to the Date Range Selector, you’ll see the Unassigned tab. This tab automatically displays all reservations that have not been assigned to rooms.
                  4. Click to View Details: When you click on the Unassigned tab, a pop-up will appear on the right side of the screen.
                  5. The Pop-up is divided into three sections:
                    • Unassigned Reservations: Shows reservations waiting to be assigned.
                    • On Hold Bookings: Displays reservations that are temporarily on hold. These are not confirmed bookings system will not hold inventory.
                    • Enquiries: Lists enquiries made by guests that need further action before becoming confirmed reservations.
                  6. Select a Reason: Click on any reservation under these categories to view details.
                  7. View Guest Information: Detailed information about the guest will be displayed after selecting a reservation.
                  8. Click the Assign Button: You’ll see an Assign button next to the guest details. Click the Assign button to allocate the reservation to a suitable room.
                  9. Confirmation Message: Once the reservation is assigned, a confirmation message will appear, confirming that the booking has been successfully assigned a room.

                  Can I create a booking enquiry with an automatic expiration if payment is not received, and auto-confirm it upon payment?

                  Yes, In Stayflexi, you can create a booking enquiry that is based on minutes, hours, or days, and it will automatically expire if the guest doesn’t make the payment within the specified time. Here’s how it works in more detail:

                  1. Create Time-Sensitive Booking enquiries:
                    • When you create a booking enquiry, you have the flexibility to set an expiration window that fits your needs. This could be in minutes [for short-term bookings like hourly stays], hours, or even days [for longer enquiries].
                    • The booking enquiry will hold the room or service for the guest during that period. However, it will not be confirmed until payment is received.
                    • The system automatically tracks the time and, if the payment is not made within the set period, the inquiry will expire and the room will be released back into availability. This prevents rooms from being blocked indefinitely without any payment.
                  2. Automatic Expiry Without Payment:
                    • If the guest does not complete the payment within the specified time, the enquiry expires automatically, and the booking request is canceled.
                    • This ensures that rooms don’t remain held for too long, improving your occupancy management. You no longer need to manually track unpaid inquiries or release rooms, as the system handles this automatically.
                  3. Automatic Confirmation With Payment:
                    • If the guest completes the payment within the expiration window, the system will automatically confirm the booking.
                    • This means there’s no need for manual confirmation or additional follow-up. The enquiry is seamlessly converted into a confirmed reservation, streamlining your operations and saving time for both property staff and guests.

                  Can I capture and upload a guest’s photo directly from the device camera in the Stayflexi PMS?

                  YES, Stayflexi allows you to capture and upload a guest’s photo directly from your device’s camera through the software. This feature is especially useful during check-in or when updating guest profiles.

                  • How It Works:
                    • When check-in a guest, you can use the device’s camera [such as a tablet or computer with a webcam] to take their photo instantly.
                    • The photo is then uploaded directly into the guest’s profile or booking record, eliminating the need for manual uploads or external devices.
                  • Benefits:
                    • seamless Process: No need to upload images from external devices, making the process faster and more efficient.
                    • Better Guest Identification: Storing the guest’s photo ensures accurate identification, helping to avoid any mix-ups.
                    • Improved Security: It adds an extra layer of security to your operations by visually verifying the guest’s identity during check-in.
                    • Enhanced Record-Keeping: Photos are stored within the system along with the guest’s information, making them easily accessible for future reference or for the record purpose.

                  What is the difference between "Move" and "Swap" rooms in the reservation calendar?

                  In Stayflexi’s reservation calendar, both move and swap room actions allow flexibility in managing guest reservations, but they serve different purposes and operate in distinct ways. Below is the detailed breakdown:

                  • MOVE ROOM:
                    • What It Means: Moving a room involves relocating a reservation from one room to another. This action is typically done when a guest needs to be reassigned to a different room and involves only one reservation at a time.
                    • When to Use It:
                      • When there’s a maintenance issue in the current room, the guest must be placed in a different room.
                      • When a guest requests an upgrade or downgrade to another room.
                      • When you want to free up a particular room for operational reasons [e.g., preparing for a VIP guest or a specific room type request]
                    • How It Works:
                      • The reservation’s details stay the same [like the dates and guest information], but the room assignment changes.
                      • The original room becomes available for new bookings or other uses.
                    • Example:
                      • A guest is booked in Room 105, but due to an upgrade request, you move the reservation to Room 201. The booking is now linked to Room 201, and Room 105 becomes available for another guest.
                    • Benefits:
                      • Efficient Room Management.
                      • Quick Problem-Solving.
                      • No need to Recreate Bookings.
                  • SWAP ROOM:
                    • What It Means: Swapping rooms refers to exchanging room assignments between two different reservations. Instead of just moving one reservation, this involves two reservations that trade places in terms of room assignment.
                    • When to Use It:
                      • When two guests need to exchange rooms for reasons such as preference for specific room types or locations.
                      • To balance room allocations [e.g., if a guest booked a more expensive room but the current room is not available, and another guest’s room can be swapped].
                    • How It Works:
                      • In the reservation calendar, you select the two reservations you want to swap.
                      • Both reservations retain all other details [like guest information, check-in and check-out dates], but their room assignments switch.
                    • Example: Guest A is staying in room 202, and guest B is staying in Room 203. If you swap the rooms, Guest A will now stay in Room 203, and Guest B will move to Room 202.
                    • Benefits:
                      • Efficient Room Adjustments.
                      • Guest Satisfaction.
                      • Save Time and Effort.

                  Key Differences:

                  1. Move Room: Only affects one reservation and relocates it to a new room. It’s a one-way shift.
                  2. Swap Rooms: Affects two reservations and switches their room assignments, essentially making a direct trade between two rooms.

                  How to upgrade or downgrade a reservation?

                  Upgrade a Reservation in Stayflexi:

                  If a guest wants to upgrade their room, they are moving from their current room to a better one, which typically includes more amenities and a higher price.

                  • Example: Upon arrival, a guest originally booked a standard room but decides they want more luxury and requests to move to a deluxe suite with a better view and added amenities. The hotel can easily process this request in Stayflexi by upgrading the reservation and adjusting the rate accordingly.

                  Downgrade a Reservation in Stayflexi:

                  If a guest wants to downgrade their room, they wish to move from their current room to one of a lower category, usually at a lower price.

                  • Example: A guest initially booked a deluxe room but decides that the standard room will suffice for their stay, perhaps due to a change in budget or preference. The hotel can easily accommodate this request by downgrading the reservation, and Stayflexi will adjust the room rate to reflect the new booking.

                  How to Upgrade or Downgrade Reservation in Stayflexi:

                  1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
                  2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
                  3. Select the Reservation that you want to Upgrade or Downgrade.
                  4. A pop-up window will appear on the right side of the screen showing the Booking and Customer Information.
                  5. Scroll down to see multiple actions you can perform, and find the Move Room option. Click on it.
                  6. Another pop-up will appear, displaying the room details:
                    • On the left side, you will see the existing room type, room ID, and current price.
                    • On the right side, you will find the new room options for Upgrading or Downgrading.
                  7. If you select opt for higher room category [Upgrade], the price will automatically adjust, and the system will show the price difference with a” + ” sign, indicating the additional amount the guest will need to pay.
                  8. If the guest opts for a lower room category [Downgrade], the system will show the price difference with a ” – ” sign, indicating the refund or reduced cost.
                  9. Once you fill in the required details according to the guest’s preference, click on the Move Reservation button located at the bottom-right corner of the screen.
                  10. You have successfully Upgraded or Downgraded the reservation, you will now receive a confirmation message.

                  When upgrading a reservation from a lower room category to a higher one, should I input the entire charge or only the additional amount?

                  When upgrading a reservation in Stayflexi, the system is designed to make the process easy and accurate. Once you select a new room type for an upgrade, the system automatically calculates the difference in price between the original room and the upgraded room.

                  Here’s how it works:

                  1. Original Booking: The guest has already booked a room at a specific rate, for example, a Standard Room at $100 per night for 3 nights, totaling $300.
                  2. Selecting the Upgrade: When you choose a new room type, such as upgrading to a Deluxe Room at $150 per night, you don’t need to manually calculate the additional cost.
                  3. Automatic Price Update: The system instantly calculates the difference between the original rate and the new rate. In this case, it will calculate the $50 difference per night ($150 – $100). For a 3-night stay, the system will automatically add $150 (3 nights x $50) to the original total, generating a new total of $450.
                  4. Final Charge: The system updates the reservation total, ensuring that the guest is charged only the additional amount for the upgraded room. This process avoids manual errors and makes sure the correct price is applied.

                  This automated feature ensures that the property can quickly and accurately process upgrades, while the guest is charged with the correct amount for their stay based on the new room selection.

                  How can I upload guest ID proof in the PMS while creating or editing a reservation?

                  Below are the guidelines on how to upload guest ID proof in the PMS while creating or editing a reservation.

                  1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
                  2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
                  3. Select and click on the Reservation that you want to upload guest ID proof in the PMS.
                  4. A pop-up window will appear on the right side of the screen showing the Booking and Customer Information.
                  5. Move to Customer Information: This is the page where you can see the guest information, where their details will be displayed.
                  6. Upload Image Section: At the bottom of the customer information screen, you’ll find an option labeled Upload Image.
                  7. Select Camera or Device Upload: Click on this option, and you’ll see two choices- Camera Upload or Device Upload.
                    • Camera Upload lets you capture an image directly from your camera.
                    • Device Upload allows you to upload images from your device.
                  8. Select Device Upload: Choose Device Upload if you have the images saved on your computer or device.
                  9. ID Image Upload: You will see two fields: ID Front and ID Back.
                    • Upload the front side of the guest’s ID in the ID front section.
                    • Upload the back side of the ID in the ID Back section.
                    • Use the file selection options to choose images from your device’s gallery or desktop.
                  10. Save the Customer Information: After uploading both images, click the Save Customer button to complete the process. This will store the images and update the customer’s information in Stayflexi.

                  Can I import booking data from another PMS, and what steps are required for that?

                  YES, you can import booking data from another PMS into Stayflexi. Here’s how you can do it:

                  To import booking data from another PMS to Stayflexi, follow the below-mentioned guidelines:

                  1. Login to Stayflexi: Start by logging into your Stayflexi dashboard using your credentials.
                  2. Access More Apps: From the dashboard, click on the 4-dots square icon labeled More Apps, located on the right side of the screen.
                  3. Open Property Configuration: Locate and click on Property Configuration from the list of available apps.
                  4. Navigate to Booking Import: A new page will open. On the left side, a list of options will appear, locate and click on Booking Import.
                  5. Understand Bulk Upload: A new page will appear titled Bulk Upload Bookings from Other PMS with a description of how to use the feature.
                    • Read through the description carefully.
                  6. Download the Template: Click on Download Template File to get the format required for bulk uploads.
                  7. Import Bookings: After filling out the template, click on Bulk Import Bookings to migrate your bookings from another PMS.

                  NOTE: Uploading the same booking data twice will mark the bookings a Unassigned, which may cause confusion or issues. Be cautious to avoid duplicate uploads.

                  How can I edit guest details in the Stayflexi?

                  To edit the guest details in the system, follow the below-explained steps:

                  1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
                  2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
                  3. Select the Reservation: Find and click on the reservation for which you want to edit the details.
                  4. View the Reservation Details: A pop-up window displaying the booking and customer information will appear on the right side of the screen.
                  5. Click on the Customer Information tab to view the editable columns.
                  6. Modify the information that is already stored as needed.
                  7. Click the Save Customer button below to complete the action.

                  How to move a reservation from one room to another?

                  Follow the steps mentioned below to Move a reservation from one room to another in Stayflexi:

                  1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
                  2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
                  3. Select the Reservation: Find and click on the reservation you wish to move by clicking on it.
                  4. View the Reservation Details: A pop-up window will appear on the right side of the screen, displaying the guest’s booking information.
                  5. Access Action Options: Under the booking information, you will find multiple options for managing the reservation. Locate and click on Move Room.
                  6. Fill in the New Room Details: A new page will appear showing two sections:
                    • Previous Room ID [pre-filled with the current room]
                    • Current Room ID [you need to fill this with the new room information].
                    • Below this, you will need to fill in the Room Type, Price, and Tax details.

                      Note: Based on the room type you select, the system will automatically calculate the difference in amount. For example, if the guest is upgrading from a lower room category to a higher one, the system will prompt you to collect the additional amount.
                  7. Add Remarks: There is a column provided for adding remarks about the room change. This is optional but can be useful to understand why move room was done for a given reservation.
                  8. Move Reservation: Once all details are entered, click on Move Reservation at the bottom of the page.
                  9. Confirmation: A confirmation message will appear, notifying you that the reservation has been successfully moved to the new room.

                  How do I create a reservation for past dates?

                  To Create a reservation for past dates, follow the below-mentioned methods:

                  • Navigate to Previous Weeks:
                    • In the reservation Calendar, locate the arrow pointing left in the top-left corner.
                    • Click on it to view the calendar for the previous week. This is useful when you want quick access to earlier dates within a week.
                  • Select Specific Dates:
                    • Alternatively, you can click on the calendar icon located in the middle at the top of the reservation calendar page.
                    • From here, you can select any date across any month to easily make a booking for that specific date.

                  Follow the below mentioned steps to create a booking for past dates.

                  1. Navigate to the Desired Date:
                    • Use the left arrow to access previous weeks or click on the calendar icon to select any specific date across different months.
                  2. Drag and Drop a Reservation:
                    • Once on the desired date, click and drag on an available room slot.
                    • A booking window will appear where you can enter guest details, room type, rate, and other relevant information.
                  3. Save the Reservation:
                    • After filling in the necessary details, click Save to finalize the booking.

                  How can I send an email confirmation to a guest if they have selected certain services and are requesting confirmation from the property?

                  To add special requests and send a confirmation to a guest in Stayflexi, follow these steps below:

                  1. Login to your Stayflexi dashboard.
                  2. On the left panel, click on the Reservation Calendar [the second icon] to view all your reservations.
                  3. Select the desired date from the calendar.
                    • Drag the booking from the Check-in date to the desired check-out date.
                  4. A pop-up window will appear covering the entire screen, where you can complete the guest’s details.
                  5. Enter the guest’s Name, Email, and Phone Number.
                  6. Enter any special requests made by the guest, [such as birthday cake, flowers, anniversary surprises].
                  7. ID Proof: Upload the guest’s ID Proof with Front and Back photos options.
                  8. Address details: Enter the guest’s address, and select the number of adults and children for the reservation.
                  9. Once all details are entered, confirm the reservation by clicking on the “Create reservation” button at the bottom of the page.
                  10. After confirming the Reservation, Stayflexi will automatically trigger an email confirmation to the guest.
                    • Email sent to guest will include their selected services and any special requests made.
                  11. Verify Email Notifications: Check that the guest’s email address is correctly listed in the reservation details to ensure they receive the confirmation.
                  12. A confirmation message will appear, indicating that your Walk-in reservation has been completed.

                  The picture below is a reference for you to understand how the sent email would look with the special request included.

                  How do I cancel a reservation in the system?

                  To cancel a reservation in Stayflexi, follow the below-mentioned guidelines:

                  1. Login to Stayflexi: Start by logging into your Stayflexi dashboard using your credentials.
                  2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to view all your reservations.
                  3. Select the Desired Reservation: Click on the desired reservation, that you want to cancel.
                  4. Booking Information Page: A page will appear on the right side of the screen displaying the booking and customer information.
                  5. Locate Cancel Booking Option: Below the customer details, a list of actions will be displayed. Find and click on Cancel Booking.
                  6. Choose Cancellation Policy:
                    • A new page will open on the right side.
                    • In the Please Select column, click on the tiny arrow to open the dropdown menu.
                    • Select the applicable Cancellation Policy based on your property’s rules.
                  7. Complete the Cancellation: After selecting the policy, click the Yes, Cancel Booking button at the bottom to finalize the action.

                  Can I mark a same-day booking as checked-in while creating the reservation?

                  YES, in Stayflexi, you can mark a same-day booking as checked-in while creating the reservation. When you create the booking, there will be an option to directly check in the guest during the reservation process. This allows you to streamline the process for walk-ins or last-minute bookings, ensuring that the reservation is both created and checked in at the same time.

                  To mark a same-day booking as checked-in while creating the reservation, follow the below-explained step guidelines:

                  1. Login to your Stayflexi dashboard.
                  2. On the left panel, click on the Reservation Calendar [the second icon] to view all your reservations.
                  3. Select the today’s date from the calendar.
                    • Drag the booking from the Check-in date to the desired check-out date.
                  4. A pop-up window will appear covering the entire screen, where you can complete the guest’s details.
                  5. Enter the guest’s Name, Email, and Phone Number.
                  6. You can also add any special requests from the guest.
                  7. ID Proof: Upload the guest’s ID Proof with Front and Back photos options
                  8. Address details: Enter the guest’s address, and select the number of adults and children for the reservation.
                  9. Review Guest Details: After reviewing all the guest details, you will find the Create Reservation button. To the right of this button, there is a Check-in button, which allows you to check in the guest during the reservation process.
                  10. Select the Check-in Option: click on the tiny square checkbox next to the Check-in option. By selecting this, the guest will be automatically checked in once the reservation is created.
                  11. Click the Create Reservation button at the bottom right of the window.
                  12. Your reservation and check-in are completed and you’ll receive a confirmation message on the screen.

                  I have different rate plans with varying room prices. How do I select a specific rate plan while creating a booking?

                  To select a specific rate plan while creating a booking, follow the below-mentioned guidelines:

                  1. Start the Drag–and-Drop Booking:
                    • In the Reservation Calendar, click and drag on the room and date you want to book.
                    • A new booking page will appear on the screen.
                  2. Enter Guest and Price Details:
                    • On the left side, fill in the guest details.
                    • On the right side, you’ll be prompted to set the prices.
                  3. Select a Rate Plan:
                    • At the top of the right side, you’ll see the Rate Plan option.
                    • Click on the small arrow to open the dropdown menu.
                    • All rate plans offered by your property will be listed.
                    • Select the rate plan preferred by your guest.
                  4. Auto-fill Pricing:
                    • Once a rate plan is selected, the prices for that specific plan will automatically populate the amount columns.
                  5. Complete the Booking:
                    • After filling out all the necessary details, click the Create Reservation button at the bottom to finalize the booking.

                  How to check-in a reservation?

                  Follow these steps to check-in a confirmed reservation:

                  1. Login to your Stayflexi dashboard.
                  2. On the left panel, click on the Reservation Calendar [the second icon] to view all your reservations.

                  Identifying Confirmed Reservations: All confirmed reservations are marked in light orange. These are confirmed reservations and on arrival dates you can mark check-in.

                  1. Click on the specific booking you wish to check-in. A pop-up window will appear on the right side of the screen, displaying booking and customer information.
                  2. Below the booking details, you will see multiple action options as mentioned in the screenshot. Locate the check-in option and click on it.
                  3. Another pop-up window will appear to confirm the check-in. Ensure you are checking in the correct guest by verifying the booking ID.
                  4. Once verified, click on Check-in to confirm.
                  5. You will receive a confirmation message, and the reservation status will change.
                    • The Reservation that was previously colored in light orange will now turn green, indicating the guest has successfully checked in.

                  How to print registration card?

                  Below is the Step to Step guide for printing a registration card in Stayflexi:

                  1. Log into Stayflexi: Start by logging into your Stayflexi dashboard using your credentials.
                  2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to view all your reservations.
                  3. Select the Desired Reservation: Click on the specific reservation for the guest whose registration card you want to print.
                  4. Open Guest Details: When you click on the desired reservation, a pop-up will appear on the right side of the screen. This pop-up displays the selected booking information along with multiple options for further actions.
                  5. Locate the Print Registration Card: Among the multiple options provided, one of them is a Print Registration Card, accompanied by a print icon.
                  6. Click the Print Registration Card: Click on this button to initiate the printing process. This action will open a new popup displaying the registration card.
                  7. Review the Registration Card: Ensure all the guest details are accurate, including name, date, and any special requests.
                  8. Choose your Print Option: From the preview screen, you can choose to print directly by clicking on the print button.

                  How do I navigate the reservation calendar to view bookings for specific dates?

                  Follow these steps to navigate through the reservation calendar in Stayflexi:

                  1. Login to your Stayflexi dashboard with your credentials.
                  2. Click on the Reservation Calendar icon [the second icon on the left panel] to access the calendar, where you will see all your reservations.
                  3. In the middle of the page, you will find the Date Range Selector, which allows you to view reservations within a specific time.
                    • Right next to the date range selector, there is a small calendar icon.
                  4. By clicking on the calendar icon, a pop-up calendar will appear. You can then select any dates according to your requirements.
                    • You can easily navigate between Past, Present, and Future dates to access the desired reservation details.

                  Understanding booking info and customer info sections

                  To understand the Booking Information and Customer Information sections in Stayflexi, follow the below mentioned steps:

                  1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
                  2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
                  3. Select the Reservation: Click on the reservation you wish to see the booking and customer information.
                  4. View the Reservation Details: A pop-up window will appear on the right side of the screen, displaying the guest’s booking and customer information.
                  5. Click on the Reservation: Find and click on the reservation for which you want to view booking or customer information.
                  6. View Booking and Customer Information: A pop-up will appear on the right-hand side displaying both the booking and customer information.
                  7. Booking Information: This section contains details such as:
                    • Booking ID
                    • Source of the booking
                    • Guest name
                    • Room type
                    • Rate plan
                    • Final amount
                    • Payment made
                  8. Customer Information: This section includes the guest’s personal details such as:
                    • Name
                    • Phone number
                    • Email address
                    • Date of Birth [optional]
                    • ID upload [optional]
                  9. Save Customer Details: If you make any changes to the customer information, click on “Save Customer” to save the updated details.

                  This helps in efficiently managing both the reservation and guest-related information.

                  How to add booking and customer notes?

                  1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
                  2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
                  3. Select a Reservation: Click on the Reservation where you want to add Booking or Customer Notes.
                  4. View the Reservation Details: A pop-up window will appear on the right side of the screen, displaying three categories:
                    • Booking Information
                    • Customer Information
                    • Notes
                  5. Access the Notes Section: Click on the Notes section to view Booking Notes and Customer Notes.
                    • Choose the one you want to add or edit based on your needs.
                  6. Add a Note: Below the notes section, You’ll see a plus [+] symbol. Click on it to add a new note.
                  7. Type your Note: A pop-up window will appear in the middle of the screen, allowing you to type the note.
                  8. Save the Note: Once you’ve typed the note, click on Save at the bottom of the window.
                  9. Confirmation: Your note will be added and saved. You can easily identify that the reservation has a note by the Message Icon appearing next to the reservation in the calendar.

                  Where can I view close rate plan restrictions applied to specific OTAs?

                  To view Closed Rate Plan Restrictions for Specific OTAs in Stayflexi, follow the below-mentioned steps:

                  1. Log in to the Stayflexi Dashboard with your credentials.
                  2. Click on the ” Rates & Inventory ” icon at the dashboard’s top [third icon from the left].
                  3. Enable Restrictions View:
                    • On the opened page, locate the column options on the left side.
                    • Tick the Restrictions box under Sort and View Rates, Inventory, and Restrictions.
                    • This will display all the restrictions applied across OTAs, including Stayflexi.
                  4. Filter by Source:
                    • Next to the Date Range Selector, click on the Source column. To know on which source or channel restriction is applied you need to select a specific source.
                    • Use the filter to select the specific OTA or source you wish to view.
                  5. Review Restrictions:
                    • From the displayed data, check if any Close Rate Plan Restrictions are applied for the selected source.

                  This allows you to easily identify close rate plan restrictions for individual OTAs or sources.

                  Can OTA bookings be canceled directly from Stayflexi?

                  OTA bookings CANNOT be cancelled directly from Stayflexi.

                  • To cancel an OTA booking, you need to complete the process through the respective OTA’s extranet (like Booking.com, Expedia, or Airbnb), as direct cancellations from Stayflexi are not supported.
                  • This ensures the cancellation is officially processed within the OTA system, maintaining accurate records and communication with the guest. Start by identifying the booking details in Stayflexi, then log in to the OTA extranet, locate the reservation, and cancel it there.
                  • The cancellation status will then sync back to Stayflexi, keeping your records consistent and up-to-date across all platforms.

                  How can I change rates for a specific day?

                  To change rates for a specific day in Stayflexi, follow these steps:

                  1. Log into the Stayflexi Dashboard.
                  2. Click on the third icon from the top, which is Rates and Inventory.
                  3. Locate the green “Bulk Update” on the right side of the screen and click on it.
                  4. Locate and click on Set Pricing from the listed options.
                  5. On the opened page, look to the right-hand side and find the Date Range column.
                  6. A calendar will open; select the specific date you need.
                  7. Apply the selected date.
                  8. Set the desired price for that date.
                  9. Finally, click on Set Pricing to complete the action.
                  10. This process will update the pricing for the selected date across your connected channels.

                  Can OTA bookings be canceled directly from Stayflexi?

                  OTA bookings CANNOT be cancelled directly from Stayflexi.

                  • To cancel an OTA booking, you need to complete the process through the respective OTA’s extranet (like Booking.com, Expedia, or Airbnb), as direct cancellations from Stayflexi are not supported.
                  • This ensures the cancellation is officially processed within the OTA system, maintaining accurate records and communication with the guest.
                  • Start by identifying the booking details in Stayflexi, then log in to the OTA extranet, locate the reservation, and cancel it there.
                  • The cancellation status will then sync back to Stayflexi, keeping your records consistent and up-to-date across all platforms.

                  Is it possible to manually sync rates and inventory from Stayflexi?

                  YES, you can manually sync rates and inventory from Stayflexi. The platform provides an option to manually update or sync this information with connected OTAs [Online Travel Agencies].

                  To sync rates and inventory from Stayflexi, follow the below mentioned steps:

                  1. Log in to the Stayflexi Dashboard with your credentials.
                  2. Click on the ” Rates & Inventory ” icon at the dashboard’s top [third icon from the left].
                  3. On the right side of the screen, click on the three dots to open more options.
                  4. Select “Bulk Sync.”
                  5. In the Bulk Sync window, you will see the following fields:
                    • Room Type
                    • Rate Plan
                    • Channels/ OTAs
                    • Date Range
                  6. To proceed with syncing, click on Sync Type and select either Rate Sync or Inventory Sync based on your needs. Once you’ve chosen, follow the remaining steps specific to the selected sync type.
                  7. Fill in the required details for each field as per your needs.
                  8. Once completed, click the “Save” button.
                  9. A confirmation message will show that the rates have been successfully synced across all selected OTAs.

                  Can I update rates and inventory on OTAs once the channel manager is connected?

                  To update rates and inventory for connected OTAs in Stayflexi, follow the below-mentioned steps:

                  1. Log in to the Stayflexi Dashboard with your credentials.
                  2. Click on the ” Rates & Inventory ” icon at the dashboard’s top [third icon from the left].
                  3. Click on the Rates/Inventory/Restrictions column on the left side of the screen (the first column).
                  4. Select the Rates and Inventory checkboxes.
                  5. A list of your connected OTAs will appear on the screen, reflecting current rates and inventory details.
                  6. The data displayed is editable—simply update the prices or inventory levels as needed.
                  7. Once updated, Stayflexi will automatically sync these changes with your connected OTAs, ensuring that your latest rates and inventory are reflected across all platforms.

                  Understanding rates & inventory layout

                  This image has an empty alt attribute; its file name is WhatsApp-Image-2024-10-14-at-17.49.03_bb46862b-1024x382.jpg
                  1. Log in to Stayflexi Dashboard: Use you credentials to log into the Stayflexi dashboard.
                  2. Access Rates and Inventory: Click on the third icon, which represents “Rates and Inventory”.
                  3. Top Columns Overview: At the top, you’ll see a column labeled “Rates/Inventory/Restrictions”.
                    • Click on this column to reveal the listed options.
                  4. Select view: Choose “Rates”, “Inventory”, or “Restrictions” depending on what you want to display.
                    • You can set the page to view only rates, only inventories, only restrictions, or display all at once.

                  This flexible layout allows you to tailor the view to match your needs, making it easier to manage rates, inventory, and restrictions efficiently.

                  Next to the Rates/Inventory/Restrictions column, you will find the Date Range Selector.

                  1. Click on the Date Range Selector: This will open a calendar view.
                  2. Set the Date Range: Select the start and end dates according to your requirements to display the rates and inventory for the chosen period.

                  This feature allows you to customize the view based on the specific dates you want to manage or review.

                  Next to the Date Range selector, You’ll see the Source column.

                  1. Click on the Source Column: This will display a list of booking sources [Such as OTAs or direct bookings].
                  2. Select a Source: Click on any specific source to view the rates and inventory data associated with that particular booking source.

                  This helps you manage and analyze data for bookings from various sources effectively.

                  Next to the Source Column, you’ll find the Days Column.

                  1. Click on the Days Column: This allows you to set the view for the specified number of days.
                  2. Select the Desired Duration: Choose whether you want to display data for 8 days or 15 days in the displayed screen.

                  This feature enables you to customize the timeframe for which you want to review rates and inventory.

                  Next to the Days column, You’ll find the Room Categories column.

                  1. Click on the Room Categories Column: This allows you to filter the displayed data by room category.
                  2. Select the Room Categories: You can choose a specific room category or select all categories to view the data for multiple or all room types.

                  This feature helps you to focus on specific room categories or view the entire property’s room data at once.

                  Next to the Room Categories column, you’ll see the Rate Plan column.

                  1. Click on the Rate Plan Column: This will display a list of available rate plans for your property.
                  2. Select Rate Plans: You can click on any specific rate plan or select all of them according to your requirements.

                  This functionality allows you to filter and view data based on the selected rate plans, helping you manage pricing strategies effectively.

                  Next to the Rate Plan column, you’ll find the Bulk Update feature, which is one the most dynamic and versatile tools in Stayflexi.

                  1. Click on Bulk Update: This opens a menu with multiple action options, such as:
                    • Set Pricing
                    • Rate Multiplier
                    • Inventory Capping
                    • Block/Unblock Rooms
                  2. Select a Feature: Choose any of these features to perform your required actions, whether it’s updating rates, managing inventory, or adjusting room availability.

                  This feature offers comprehensive solution for bulk changes, making property management more efficient.

                  Next to the Bulk Update column, you’ll see three dots (more Options).

                  1. Click on Three Dots: This will display additional options like:
                    • Bulk Sync: Sync the prices and inventory across all OTAs and Stayflexi to ensure consistency.
                    • Logs: View the status of the rates and inventory updates. If the status shows “Success” the updates have been synced ;if not, further action is needed.

                  These options help you manage your property’s rates and inventory efficiently and ensure they are in sync across all platforms.

                  Next to Three Dots, you’ll find the Switch Calendar option.

                  1. Click on the Switch Calendar: This will open a list of options, including:
                    • Rates and Inventory: View and manage your property’s rates and inventory.
                    • Base Price: Set and adjust the base price for your rooms.
                    • OTA Price Compare: Compare your rates with those listed on OTAs.
                    • Competitor Rates: Track and analyze the rates of your competitors.

                  These options allow for easy navigation and management of your pricing strategy and market comparison from a single view.

                  Below all the key options mentioned above, You’ll see a Dates Row.

                  1. This Dates Row displays the selected date range, showing the specific days within your chosen timeframe.
                  2. It provides a clear overview of how rates, inventory, and other settings apply to each day within the selected range, making it easy to monitor and adjust details for particular dates.

                  This feature helps you ensure that all rate and inventory updates are aligned with your desired scheduling.

                  Under the Dates Row, on the left side vertically, you’ll find key occupancy metrics:

                  1. Occupancy in 1%: This shows the percentage of rooms occupied for each date in the selected range.
                  2. Total Available: Displays the total number of rooms available for booking.
                  3. Total Booked: Indicates the total number of rooms already booked.

                  These metrics give you a quick overview of your property’s occupancy status, helping you manage availability and maximize occupancy efficiently.

                  Under the Occupancy Metrics, you’ll find a list of Room Categories with their associated Rate Plans:

                  1. Room Categories and Rate Plans: This section displays the various room types available at your property, along with the corresponding rate plans for each.
                  2. Data for Respective Dates: Next to each room category and rate plan, you’ll see the specific rates, inventory levels, and other relevant data for the selected dates.

                  This layout provides a clear and organised way to view and manage pricing, room availability, and rate plans across different dates.

                  How to capture guest signature with my payment terminal

                  To Delete a card from a booking in Stayflexi, follow the below steps:

                  1) Go to folio

                  2) Click on 3 dots just beside the booking ID

                  3) Click on Capture guest signature

                  4) This will light up the payment terminal and the guest can signature. This signature will be digitally recorded into the folio

                  Is it possible to change the category of a specific room number or reassign it to a new room type?

                  YES, you can change the category of a specific room number or reassign it to a new room type in Stayflexi: Here’s how to it:

                  Below are the step-by-step guidelines for changing the category of a specific room number or reassign it to a new room type in Stayflexi:

                  1. Log into the Stayflexi Dashboard.
                  2. Click on the third icon from the top, which is Rates and Inventory.
                  3. Locate the green “Bulk Update” on the right side of the screen and click on it.
                  4. From the listed options, Locate and click on Reassign Room Type.
                  5. A page will open on the right side of the screen. On this page, click on the Room Types column at the top to access a drop-down menu.
                  6. In the drop-down menu, choose the room type that corresponds to the room ID you want to change.
                  7. Choose the room number ID.
                  8. Below the selected room number, click on New Room Types. A drop-down menu will appear where you can select the new room type.
                  9. After selecting the room type and room number, click on the Reassign Rooms button at the bottom to complete the process.

                  I am unable to charge or authorize the guest credit card or the virtual card provided by the OTA. What can or should I do next?

                  If and when the card charge or authorization fails, you will see a clear error message on the same popup and the folio log. This happens because your payment gateway has declined the charge. You can use the displayed information to follow up with your payment gateway provider

                  How do I restrict a specific rate plan on OTAs?

                  To restrict a specific rate plan on OTAs, follow the below-mentioned steps:

                  1. Log into the Stayflexi Dashboard.
                  2. Click on the third icon from the top, which is Rates and Inventory.
                  3. Navigate to Bulk Update: Click on the “Bulk Update” option in the dashboard.
                  4. Select Close/Open Rate Plan:
                    • From the list of actions, locate and click on Close/Open Rate Plan.
                    • A new page will appear on the right side of the screen.
                  5. Set the Restrictions:
                    • Select the desired days and date range for the restriction.
                    • Choose the Source [OTAs] where you want to apply the restriction.
                    • Select the Direct Billing Accounts if applicable.
                  6. Toggle Room Type and Rate Plan Selection:
                    • You’ll see a toggle option:
                      • Enable the toggle to apply the restriction to all room types and rate plans.
                      • Disable the toggle if you want to select individual room types and rate plans.
                  7. Select Room Type and Rate Plan:
                    • Below the toggle, select the Room Type.
                    • Once the room type is selected, the Rate Plan column will become editable.
                    • Choose whether to Close or Open the rate plan for that room type.
                    • Close [restricting the rate plan] or Open [making it available to all OTAs].
                  8. Save the Changes:
                    • After filling in all necessary details, click the Save button at the bottom to complete the action.

                  How do I restrict a particular room category on OTAs?

                  To restrict a particular room category on OTAs, follow the below-mentioned steps:

                  1. Log into the Stayflexi Dashboard.
                  2. Click on the third icon from the top, which is Rates and Inventory.
                  3. Navigate to Bulk Update: Click on the “Bulk Update” option in the dashboard.
                  4. Select Close/Open Rate Plan:
                    • From the list of actions, locate and click on Close/Open Room Type.
                    • A new page will appear on the right side of the screen.
                  5. Set the Restrictions:
                    • Select the desired days and date range for the restriction.
                    • Choose the Source [OTAs] where you want to apply the restriction.
                    • Select the Direct Billing Accounts if applicable.
                  6. Toggle Room Type and Rate Plan Selection:
                    • You’ll see a toggle option:
                      • Enable the toggle to apply the restriction to all room types and rate plans.
                      • Disable the toggle if you want to select individual room types and rate plans.
                  7. Select Room Type and Rate Plan:
                    • Below the toggle, select the Room Type.
                    • Once the room type is selected, the Rate Plan column will become editable.
                    • Choose whether to Close or Open the room type.
                    • Close [restricting the room type] or Open [making it available to all OTAs].
                  8. Save the Changes:
                    • After filling in all necessary details, click the Save button at the bottom to complete the action.

                  What is bulk update?

                  Bulk Update in Stayflexi is a feature designed to simplify the management of multiple rooms, rates, and settings across all OTAs [Online Travel Agencies] and direct booking channels. Instead of manually adjusting rates, inventory, or room availability one by one, Bulk Update allows you to make these changes in a single action for multiple rooms or rate plans, ensuring consistency across all platforms.

                  What Makes Bulk Update Unique in Stayflexi:

                  1. All-in-one Management: Bulk Update covers a wide range of actions, such as setting rates, updating inventory, applying rate multipliers, etc, all from a single interface.
                  2. Instant Synchronization: Any changes you make using Bulk Update are automatically synced across all your OTAs and direct booking channels, ensuring consistent pricing and availability without the need for manual entry on each platform.
                  3. Easy to Use: Stayflexi’s Bulk Update lets users quickly perform complex actions with just a few clicks, simplifying the management process for even the largest properties with multiple room types and rate plans.
                  4. Error Reduction: By allowing bulk actions, Stayflexi reduces the chance of inconsistencies or mistakes when managing inventory and rates, as everything is updated uniformly across channels.

                  Here’s a simple and easy-to-understand example of using Bulk Update in Stayflexi:

                  Scenario: Your hotel has 10 rooms under maintenance, and you want to block these rooms from being booked across all OTAs for the next two weeks.

                  Without Bulk Update: You would need to go into each OTA or channel and manually block these rooms one by one for the specific dates, which could be time-consuming and prone to error.

                  With Bulk Update: Using the Bulk Update feature, you can quickly select the room types that are under maintenance, choose the Block Rooms option, and set the dates for the next two weeks. With just a few clicks, these rooms will be blocked from being on all OTAs or channels.

                  Similarly, Bulk Update allows you to perform various other actions easily, such as: Deleting rooms, Setting Inventory, setting rooms online or offline, etc.

                  Below are the step-by-step guidelines on how to operate Bulk Update:

                  1. Log into the Stayflexi Dashboard.
                  2. Click on the third icon from the top, which is Rates and Inventory.
                  3. Locate the green “Bulk Update” on the right side of the screen and click on it.
                  4. A menu will appear with the following actions:
                    • Set Pricing: Allows you to update the room rates across various OTAs or channels for a specific date range. You can adjust pricing for individual room types or rate plans.
                    • Set Inventory: This lets you adjust the number of available room types over a defined date range. This ensures that the correct room availability is synced across all cahnnels.
                    • Rate Multiplier: This feature allows you to apply a percentage increase or decrease to the existing rates for specific room types or rate plans. For example, you could increase the rate by 10% for a peak season.
                    • Inventory Capping: This enables you to set limits on the number of rooms that can be sold through OTAs or specific channels, ensuring you retain control over the direct sales on your website.
                    • Set Online/ Set Offline: This allows you to make certain room types or rate plans available [set online] or Unavailable [Set offline] for booking across your connected OTAs or channels.
                    • Block Rooms/ Unblock Rooms: Provides the option to temporarily block rooms, making them unavailable for booking, or unblock previously blocked rooms, making them available again.
                    • Delete Rooms/ Restore Deleted Rooms: This lets you permanently remove rooms from your inventory, or restore rooms that have been deleted, bringing them back into your active inventory.
                    • Close/ Open Rate Plan and Room Type: This action allows you to close [make unavailable] or open [make available] specific rate plans or room types for booking on OTAs or direct channels.
                    • Min/Max Length of Stay: Sets the minimum or maximum number of nights a guest must book for a particular room type or rate plan. For Instance: You might require a minimum stay of 2 nights during weekends.
                    • Set Sold Out: Marks certain room types as fully booked [sold out] across your channels, even if there are still rooms available, to control availability manually.
                    • Min/Max Advanced Booking Offset: Allows you to specify how far in advance or how close to check-in a guest can book. For example, you may require bookings to be made at least 2 days in advance or set a maximum window of 6 months.

                  How to change prices or inventory for specific channel / OTA?

                  To change prices for a specific channel/OTA in Stayflexi, follow the below steps:

                  1. Log into the Stayflexi Dashboard.
                  2. Click on the third icon from the top, which is Rates and Inventory.
                  3. Locate the green “Bulk Update” on the right side of the screen and click on it.
                  4. Set Pricing: Locate and click on the “Set Pricing” option.
                    • A page will open on the RHS.
                  5. Select the OTA/ Channel: To set the price for a specific channel, select the arrow at the top right corner of the page to choose the OTA or Channel.
                    • You can select multiple channels or just one.
                  6. Select Days: In the “Days” column, choose the specific days you want to apply the price changes.
                  7. Set Date Range: Choose the date range for which you want the price changes to take effect.
                  8. Select Room Types: Under “Room Types”, click on “Add Room Type” to select the rooms for which you want to update the pricing.
                    • You can add multiple room types one by one.
                  9. Click on Set Pricing: Once all the selections are made, click the green “Set Pricing” button at the bottom of the page.
                  10. Review and Confirm: A confirmation page will appear where you can recheck the data you have updated.
                    • If everything is correct, click “Confirm” to apply the changes.
                  11. Receive Confirmation: You will get a confirmation message indicating that the pricing has been successfully updated.

                  To change inventory for a specific channel/OTA in Stayflexi, follow the below steps:

                  1. Log into the Stayflexi Dashboard.
                  2. Click on the third icon from the top, which is Rates and Inventory.
                  3. Locate the green “Bulk Update” on the right side of the screen and click on it.
                  4. Locate Inventory Capping and click on it.
                  5. Popup Window: A popup will appear on the right-hand side of the screen.
                  6. Select Room Types: Choose the Room Types you want to apply the cap on.
                  7. Specify days: select the days for which you want to apply the inventory cap.
                  8. Set Date Range: Select the date range during which the cap will be in effect.
                  9. Source of Booking: Select the source of Booking for which the inventory cap applies, and select the arrow at the top-right corner of the page to choose the OTA or channel.
                  10. Select Cap Value: Enter the Cap Value you want to set.
                  11. Choose Type: Specify whether the cap is in Count [number of rooms] or Percentage.
                  12. Applying Capping: Click on the Apply Capping button to complete the process.
                  13. Confirmation Message: A confirmation message will appear, indicating that the inventory capping has been successfully applied.

                  How can I set a cut-off time for a specific OTA?

                  Follow the below steps to set a cut-off time for a specific OTA:

                  1. Log into the Stayflexi Dashboard.
                  2. Click on the third icon from the top, which is Rates and Inventory.
                  3. Locate the green “Bulk Update” on the right side of the screen and click on it.
                  4. Locate Min/Max Advanced Booking Offset: From the listed options, find and click on Min/Max Advanced Booking Offset.
                  5. A page will open on the right side of the screen.
                  6. Select Days: Choose the days for which you want to apply the booking offset.
                  7. Select Date Range: Specify the date range for the cut-off time.
                  8. Select the OTA/Source: From the source list, select the specific OTA for which you want to set the restrictions.
                  9. Enable/Disable Toggle: You’ll see a toggle option. If you enable it, the restrictions will apply to all room types and rate plans. If you disable it, you can set restrictions individually.
                  10. Select Room Types: Choose the room types for which you want to set the cut-off time.
                  11. Set Min/Max Hours: In the respective columns, input the minimum and maximum hours:
                    • Min Hours: Set this when you want to prevent bookings within a certain number of hours before check-in.
                    • Max Hours: Set this when you want to restrict bookings after a certain number of hours from the current time.

                  How to sync rates across all OTAs or Channels?

                  Below are the step-by-step guidelines on how to sync rates across all OTAs or Channels:

                  1. Log in to the Stayflexi Dashboard with your credentials.
                  2. Click on the ” Rates & Inventory ” icon at the dashboard’s top [third icon from the left].
                  3. On the right side of the screen, click on the three dots to open more options.
                  4. Select “Bulk Sync.”
                  5. In the Bulk Sync window, you will see the following fields:
                    • Room Type
                    • Rate Plan
                    • Channels/ OTAs
                    • Date Range
                  6. Fill in the required details for each field as per your needs.
                  7. Once completed, click the “Save” button.
                  8. A confirmation message will show that the rates have been successfully synced across all selected OTAs.

                  Close / open room type and rate plan.

                  In Stayflexi, Closing or Opening room types and rate plans refer to controlling the availability of specific rooms and pricing options for bookings.

                  Close Room Type: When a room type is closed, it becomes unavailable for booking. Even if rooms of that type exist, they won’t appear as options for guests to book.

                  Close Rate Plan: Closing a rate plan means that the pricing or promotional offer attached to that rate plan is no longer available for booking. Guests won’t see or be able to select that specific rate plan.

                  Open Room Type: When a room type is opened, it becomes available again for bookings. Guests will see the room types as an option when making reservations.

                  Open Rate Plan: means making a specific pricing structure or offer available for bookings again, allowing guests to see and book rooms at those rates.

                  Below are the guidelines on how to use the feature Close/Open Room Type and Rate Plan:

                  1. Log into the Stayflexi Dashboard.
                  2. Click on the third icon from the top, which is Rates and Inventory.
                  3. Locate the green “Bulk Update” on the right side of the screen and click on it.
                  4. Locate Close/Open Room Type and Rate Plan in the bulk update settings.
                  5. A popup window will open with various options.
                  6. Select Days and Date Range: Choose the specific days and date range for which you want to apply the action [close/open room types or rate plans].
                  7. Choose Booking Source: Select the source or channel of booking for which you want to apply the restriction [e.g., OTA, direct bookings].
                  8. Select Direct Billing Accounts [if applicable]: You can apply the restrictions to specific direct billing accounts.
                  9. Enable/Disable the Toggle: There will be a toggle option:
                    • Enable it to apply the action to all room types and rate plans.
                    • Disable it if you want to select individual room types or rate plans.
                  10. Click Save: Once you’ve selected, click the Save button to complete the action.
                  11. Confirmation Message: You will receive a confirmation message indicating that the action has been successfully applied.

                  How to check OTA specific rates?

                  Below are the step-by-step guidelines on how to check OTA specific rates:

                  1. Log in to the Stayflexi Dashboard with your credentials.
                  2. Click on the ” Rates & Inventory ” icon at the dashboard’s top [third icon from the left].
                  3. In the middle of the screen, you will see the Source column, which displays all the sources of bookings [OTAs and direct channels].
                  4. Click on any specific source [e.g., Booking.com, Expedia] to view the rates associated with that OTA or channel.

                  How can I check if the rates updated in Stayflexi have synced with the OTAs?

                  To check if the rates updated in Stayflexi have synced with the OTAs, follow these steps:

                  1. Log in to the Stayflexi Dashboard with your credentials.
                  2. Click on the ” Rates & Inventory ” icon at the dashboard’s top [third icon from the left].
                  3. On the right side of the screen, click on the three dots to open more options.
                  4. Select Logs: From the list of options, click on “Logs”.
                  5. Check the Sync Status: On the opened page, review the status. If it shows “Success”, the updated rates have been successfully synced with the OTAs.
                    • If it does not show “Success” the rates have not been synced, and further action may be needed.

                  This process ensures that your rates are aligned across Stayflexi and the OTAs.

                  How do I increase or decrease prices for a specific OTA?

                  Below are the step by step guidelines on how to increase or decrease prices for a specific OTA in Stayflexi:

                  1. Log into the Stayflexi Dashboard.
                  2. Click on the third icon from the top, which is Rates and Inventory.
                  3. Locate the green “Bulk Update” on the right side of the screen and click on it.
                  4. Locate and click on “Set Pricing” from the listed options.
                  5. On the next page, go to the right-hand-side and select the source to adjust the prices for the specific OTA.
                  6. Choose the days and set the date range for which the price adjustments apply.
                  7. Select the appropriate room types from the list.
                  8. When you select a room type, the pricing details for each rate plan will appear. Adjust the prices per person as needed.
                  9. If needed, click on “Add Room Type” to include additional room types for price setting.
                  10. Click on “Set Pricing” at the bottom.
                  11. Review and Confirm: A confirmation page will appear where you can recheck the data you have updated.
                  12. Receive Confirmation: You will get a confirmation message indicating that the pricing has been successfully updated.

                  How do I apply minimum and maximum length of stay restrictions?

                  In Stayflexi, Minimum/Maximum Length of Stay refers to the restrictions you can set on a booking to control how long guests must or can stay at your property.
                  For Example:

                  1. If you set a 2-night minimum, guests cannot book for just 1 night.
                  2. If you set a 7-night maximum, guests cannot book for more than 7 consecutive nights.

                  Below are the step-by-step guidelines for Applying Minimum/Maximum Length of Stay Restrictions:

                  1. Log in to the Stayflexi Dashboard with your credentials.
                  2. Click on the ” Rates & Inventory ” icon at the dashboard’s top [third icon from the left].
                  3. Access the Bulk Update: On the right-hand side of the screen, click the Bulk Update button.
                  4. Select Min/Max Length of Stay: A list of bulk actions will appear. Select either Minimum Length of Stay or Maximum Length of Stay depending on your requirement.
                  5. Configure the Restriction Details:
                    • A popup will appear where you can configure the restriction
                    • Select the specific days and date range for the restriction.
                    • Choose the source [e.g., OTA channels or Direct Bookings].
                  6. Apply to All Room Types and Rate Plans [Optional]: If you want to apply the restriction across all room types and rate plans, toggle the Apply for all room types and rate plans option.
                  7. Select Specific Room Types: If you do not want to apply the restriction to all rooms, choose the specific room types that you want the restriction to apply to.
                  8. Enter the Minimum or Maximum Length of Stay: Set the Minimum or Maximum length of stay you want to apply.
                  9. Confirm the Action:
                    • Click the Min/Max Length of Stay button at the bottom of the popup to apply the restriction.
                    • A confirmation message will appear to confirm that the restrictions have been successfully applied.

                  How to find rate parities reported by OTAs?

                  Below are the step-by-step guidelines on how to find rate parities by OTAs in Stayflexi:

                  1. Log into the Stayflexi Dashboard.
                  2. Click on the third icon from the top, which is Rates and Inventory.
                  3. On the right-hand side, locate the Switch Calendar option.
                  4. Click on it to open more options.
                  5. From the listed options, find and click on “OTA Price Compare”.
                  6. You will now see the rate parities reported by different OTAs.

                  Note: In some Scenarios, OTAs may show varying prices due to promotions or discounts. If the rates differ from Stayflexi, adjust them in the respective OTA extranet to ensure price parity across platforms.

                  What is inventory capping, and how does it work ?

                  Inventory Capping in Stayflexi refers to the practice of setting limits on the number of rooms available for booking within a specified timeframe. This feature allows property managers to control how many rooms can be sold at a given time on given source, helping them manage demand, optimize pricing, and avoid overbooking.

                  Benefits:

                  1. Avoid Overbooking: Reduces the risk of having guests show up with no available rooms.
                  2. Manage Demand: Adjusts room availability based on expected occupancy.
                  3. Maximize Revenue: Helps in strategic pricing and availability management.
                  4. Flexibility: Easy to adjust limits in response to changes in demand or booking patterns.

                  Example of Use:

                  1. If a property wants to allocate a specific number of rooms to online channels, they can use inventory capping. For example, if a property has 20 rooms in a category and wants to make only 5 rooms available to online channels, they can set the cap value to 5, select the desired channels, and specify the date range.

                  How to use the feature Inventory Capping in Stayflexi:

                  1. Log into the Stayflexi Dashboard.
                  2. Click on the third icon from the top, which is Rates and Inventory.
                  3. Locate the green “Bulk Update” on the right side of the screen and click on it.
                  4. Locate Inventory Capping and click on it.
                  5. Popup Window: A popup will appear on the right-hand side of the screen.
                  6. Select Room Types: Choose the Room Types you want to apply the cap on.
                  7. Specify days: select the days for which you want to apply the inventory cap.
                  8. Set Date Range: Select the date range during which the cap will be in effect.
                  9. Source of Booking: Select the source of Booking for which the inventory cap applies.
                  10. Select Cap Value: Enter the Cap Value you want to set.
                  11. Choose Type: Specify whether the cap is in Count [number of rooms] or Percentage.
                  12. Applying Capping: Click on the Apply Capping button to complete the process.
                  13. Confirmation Message: A confirmation message will appear, indicating that the inventory capping has been successfully applied.

                  How can I adjust the inventory for a specific day?

                  Below are the step by step guidelines on how to adjust the inventory for a specific day:

                  1. Log into the Stayflexi Dashboard.
                  2. Click on the third icon from the top, which is Rates and Inventory.
                  3. Locate the green “Bulk Update” on the right side of the screen and click on it.
                  4. Locate and click on “Set Inventory” from the listed options.
                  5. On the next page, go to the Days column and select the specific day for which you want adjust the inventory.
                  6. Select the date range to apply the changes.
                  7. Choose the appropriate room type from the list.
                  8. Enter the desired room count for that day.
                  9. If needed, click on the “Add Room Type” button to add inventory for additional room types.
                  10. Finally, click on “Set Inventory” to complete the adjustment.

                  How do I set rooms to offline status?

                  The main purpose of setting rooms’ Offline Status in Stayflexi is to keep certain rooms unavailable for online bookings while still allowing them to be manually booked for offline purposes.

                  Here’s a step-by-step guide on how to find the feature Setting a Room Offline:

                  1. Log into the Stayflexi Dashboard.
                  2. Click on the third icon from the top, which is Rates and Inventory.
                  3. Locate the “Bulk Update” option on the top right side of the screen and click on it.
                  4. Locate Set Offline: In the list of actions that appears, find and select set Offline option.
                  5. Select Room Types: Choose the Room Types and then you can select room numbers you want to set offline from the options provided.
                  6. Toggle Selection:
                    • There is a toggle option available:
                    • Enable the toggle to select all rooms at once and make it offline.
                    • Disable it to set rooms offline on a room-by-room basis.
                  7. Select the Date Range: Don’t forget to specify the “Date Range” during which the rooms will be offline.
                  8. Set Offline: After making your selections, click on the Set Offline button located below.
                  9. Confirmation Message: You will receive a confirmation message indicating that the selected rooms have been successfully Set Offline.

                  Can I copy rates from one online channel and apply them to another channel or travel portal?

                  To copy rates from one online channel and apply them to another channel or travel portal, follow the below-mentioned steps:

                  1. Log into the Stayflexi Dashboard.
                  2. Click on the third icon from the top, which is Rates and Inventory.
                  3. Locate the green “Bulk Update” on the right side of the screen and click on it.
                  4. From the listed options, Locate and click on “Update Rates from OTA”.
                  5. A page will open on the RHS of the screen.
                  6. In the respective column, select the Source [OTA] from which you want to update the rates.
                  7. Select the specific days for which you want to update the rates from OTA.
                  8. Choose the date range for which the rates should be updated.
                  9. Depending upon your need, select either Previous Year or Next Year to apply the rates accordingly.
                    • The previous year or next year options allow you to apply rate updates based on historical or future data. Here’s a brief overview:
                      • Previous Year: This option lets you copy and apply rates from the same period in the previous year. It’s useful for maintaining consistency in pricing strategies based on past performance.
                      • Next Year: This option allows you to set or adjust rates for the upcoming year. It’s beneficial for planning ahead and ensuring your rates are competitive and aligned with your revenue management strategy.
                  10. Once all selections are made, proceed with updating the rates to complete the action.

                  How to set sold out entire property ?

                  Below are the step-by-step guidelines on how to Set Sold Out:

                  1. Log in to the Stayflexi Dashboard with your credentials.
                  2. Click on the ” Rates & Inventory ” icon at the dashboard’s top [third icon from the left].
                  3. Click on the “Bulk Update” button located on the right side of the screen.
                  4. From the list of actions, select “Set Sold Out.”
                  5. A pop-up will appear on the right side of the screen. Select the Specific days you want to mark as sold out.
                  6. Choose the date range during which you want to set rooms as sold out.
                  7. Click the “Set Sold Out” button to complete the action.
                  8. You will receive a Confirmation message and the entire property will be marked as sold out.

                  How do I set rooms to online status?

                  The main purpose of setting a room to Online Status in Stayflexi is to make it available for bookings across online channels, such as OTAs [Online Travel Agencies] and the property’s website.

                  Here’s a step-by-step guide on how to find the feature Setting a Room Online status:

                  1. Log into the Stayflexi Dashboard.
                  2. Click on the third icon from the top, which is Rates and Inventory.
                  3. Locate the “Bulk Update” option on the top right side of the screen and click on it.
                  4. Locate Set Online: In the list of actions that appears, find and select set Online option.
                  5. Select Room Types: Choose the Room Types and then you can select room numbers you want to set online from the options provided.
                  6. Toggle Selection:
                    • There is a toggle option available:
                    • Enable the toggle to select all rooms at once and make it online.
                    • Disable it to set rooms online on a room-by-room basis.
                  7. Select the Date Range: Don’t forget to specify the “Date Range” during which the rooms will be online.
                  8. Set Online: After making your selections, click on the Set Online button located below.
                  9. Confirmation Message: You will receive a confirmation message indicating that the selected rooms have been successfully Set Online.

                  Blocking and unblocking the rooms.

                  In Stayflexi, managing room availability is quick and effortless with the Block/Unblock feature. Whether you need to temporarily remove rooms from inventory for maintenance, or permanently block them due to long unavailability, Stayflexi allows you to do so in just a few clicks.

                  EXAMPLE: Consider a hotel undergoing renovations on one of its floors. The manager needs to keep the rooms on that floor unavailable for an extended period while the work is completed. Using Stayflexi’s block/unblock feature, the manager can permanently block those rooms, ensuring they don’t appear in the booking system.

                  Once the renovations are done, the manager can simply unblock the rooms with a few clicks, instantly making them available for reservations. This streamlined process helps the hotel avoid any booking mishaps while keeping inventory up to date.

                  Below are the step-by-step guidelines on blocking and unblocking the rooms:

                  1. Log in to the Stayflexi Dashboard with your credentials.
                  2. Click on the ” Rates & Inventory ” icon at the dashboard’s top [third icon from the left].
                  3. On the opened page, click on Bulk Update. A popup will appear displaying multiple actions you can perform.
                  4. Select Block/Unblock Rooms: From the list of actions, choose Block/Unblock Rooms based on your requirements.
                  5. Choose Room Types: You will see a page displaying rooms on the right side. Under Room Types, select the rooms you wish to block or unblock.
                  6. Select All or Individual Rooms: You will find a toggle below the room types
                    • Enable the toggle to Select all rooms for the action.
                    • Disable it to select rooms individually.
                  7. Set Date Range: Below the room selection, choose the date range during which you want the rooms to be blocked or unblocked.
                  8. Add a Reason [Optional]: There’s an optional field where you can type the reason for blocking the rooms, if necessary.
                  9. Complete the Action: Click on Block/Unblock Rooms to execute the action.
                  10. Confirmation: A confirmation message will appear, indicating the completed process.

                    Note: Once rooms are blocked, they will also appear in the “Out of Order” reports under the Housekeeping tab, ensuring the housekeeping team is aware of the status.

                  What happens when a room is set offline?

                  When a room is set to Offline Status in Stayflexi, it becomes unavailable for booking online platforms like OTAs and the property’s official website. However, the room remains available for offline bookings, such as walk-ins or direct reservations made by phone or at the front desk. The inventory is not blocked on online channels like OTAs, but the property purposefully keeps it offline for various reasons, such as maintenance or keeping a few rooms aside for VIP guests.

                  EXAMPLE: A property may set a room to offline status during a local festival. They anticipate that many guests will walk in without prior bookings, so they reserve some rooms exclusively for offline bookings, ensuring they can accommodate last-minute guests.

                  What happens when a room is set online?

                  When a room is Set Online in Stayflexi, it becomes available for booking across all connected channels, including the property’s own website and OTAs [Online Travel Agencies]. This is commonly done after the room has been offline due to maintenance, cleaning, or other operational reasons. The room’s availability is instantly updated across all platforms, making it open for new reservations.

                  EXAMPLE: Let’s say Kevin, a property manager, had previously set Room 301 offline for a week due to to plumbing repairs. After the repairs are completed and the room is ready for guests, Kevin logs into Stayflexi and sets Room 301 back Online. Immediately, the room becomes available for booking across all connected OTAs like Booking.com and Airbnb.

                  Later that day, a guest visiting the property’s official website sees Room 301 available for their desired dates and makes a booking. Since Stayflexi automatically syncs inventory across all platforms, the room is also available on all OTA platforms.

                  By setting the room online, Kevin ensures that the guests have access to the most up-to-date availability, all while avoiding any manual work to update each booking channel individually.

                  How can I update prices for all or multiple room categories at once for both offline and online travel portals using the software?

                  Below are the step-by-step guidelines on how to set pricing in Stayflexi:

                  1. Log into the Stayflexi Dashboard.
                  2. Click on the third icon from the top, which is Rates and Inventory.
                  3. Locate the green “Bulk Update” on the right side of the screen and click on it.
                  4. From the list of actions, Locate and click on Set Pricing to adjust rates.
                    • A pop-up will appear on the right-hand with options:
                  5. Select the Source of booking e.g., OTA, Direct, etc.. for which you want to set the rates. You can choose one, multiple, or all sources at once.
                  6. Choose the Days for which you want to adjust the rates, similar to the source selection.
                  7. Select the Date Range during which the price changes will apply.
                  8. Choose the Room Type and rate Plan you wish to adjust.
                  9. Set the Price per Person under the room type and rate plan.
                  10. Add the Child and Infant prices, if applicable.
                  11. Click on ‘Add Room Type’ on the left side of the pop-up page and repeat the process for each new room type.
                  12. After setting all prices, click on ‘Set Pricing’.
                    • You will see a summary of the changes:
                  13. Review the updated data and pricing details.
                  14. Click on ‘Confirm’ to complete the action.

                  A confirmation message will appear, indicating that the rates have been successfully updated.

                  How can I check my competitor's property pricing for online channels?

                  The Competitor Rates Tracking feature in Stayflexi provides property managers with a powerful tool to keep an eye on their Competition’s pricing. This feature allows properties to view and compare competitor rates daily, ensuring they remain competitive in the market.

                  Below are the step-by-step guidelines for Tracking Competitor Rates:

                  1. Log into the Stayflexi Dashboard.
                  2. Click on the third icon from the top, which is Rates and Inventory.
                  3. On the right-hand side, locate the Switch Calendar option.
                  4. Click on it to open more options.
                  5. Select Competitors’ Rates from the list.

                  You will then see a date-wise comparison of your competitors’ rates against your property’s rates.

                  What is the difference between setting room offline and blocking a room?

                  Setting a Room Offline in Stayflexi: This action temporarily removes a room from online availability, making it unavailable for booking through any online channels. The room can only be booked for walk-in guests. The room will not be shown as available on the online booking platform, and no online reservations can be made for that room until inventory is set back online.

                  Blocking a Room: Blocking a room in Stayflexi allows a property manager to block a particular room number for a specific guest. This action prevents the room from being booked by other guests during the specified period.

                  Blocking a room can happen for property management needs also, If renovations, maintenance, or any other changes are needed, property managers can block the room to prevent bookings during that duration.

                  When a room is blocked, it remains visible on the reservation calendar but is labeled as a blocked room in grey color. This visual indication helps front desk staff quickly identify which rooms are unavailable for new bookings.

                  Here’s a step-by-step guide on how to find the feature Setting a Room Offline:

                  1. Log into the Stayflexi Dashboard.
                  2. Click on the third icon from the top, which is Rates and Inventory.
                  3. Locate the “Bulk Update” option on the top right side of the screen and click on it.
                  4. Locate Set Offline: In the list of actions that appears, find and select set Offline option.
                  5. Select Room Types: Choose the Room Types and then you can select room numbers you want to set offline from the options provided.
                  6. Toggle Selection:
                    • There is a toggle option available:
                    • Enable the toggle to select all rooms at once and make it offline.
                    • Disable it to set rooms offline on a room-by-room basis.
                  7. Select the Date Range: Don’t forget to specify the “Date Range” during which the rooms will be offline.
                  8. Set Offline: After making your selections, click on the Set Offline button located below.
                  9. Confirmation Message: You will receive a confirmation message indicating that the selected rooms have been successfully Set Offline.

                  Here’s a step-by-step guide on how to find the feature Block Room:

                  1. Log into the Stayflexi Dashboard.
                  2. Click on the third icon from the top, which is Rates and Inventory.
                  3. Locate the “Bulk Update” option on the top right side of the screen and click on it.
                  4. Locate Block Room: In the list of actions, find and select Block Rooms.
                  5. Popup Window: A popup will appear on the right-hand side of the screen.
                  6. Select Room Types: Choose the Room Types you want to block.
                  7. Select Room ID Grids: You can individually select the room ID grids for the rooms you wish to block.
                  8. Toggle Selection:
                    • Enable the toggle to block all rooms at once.
                    • Disable the toggle to block rooms individually.
                  9. Select Date Range: Don’t forget to specify the “Date Range” during which the rooms will be blocked.
                  10. Provide a Reason: There is an optional Reason box where you can type the reason for blocking the room.
                  11. Block Room: After making your selections, click on the Block Room button located below.
                  12. Confirmation Message: A confirmation message will appear, indicating that the selected rooms have been successfully blocked.

                  How can I change a room number or room ID within the software?

                  Below are the step-by-step guidelines on how to change room numbers in Stayflexi:

                  1. Log into the Stayflexi Dashboard.
                  2. Click on the third icon from the top, which is Rates and Inventory.
                  3. Locate the “Bulk Update” option on the right side of the screen and click on it.
                  4. Locate Edit Room IDs: In the list of actions, find and select Edit Room IDs.
                  5. Popup Window: A page will appear on the right-hand side of the screen.
                  6. Select Room Types: Choose the Room Types you want to edit.
                  7. Edit Room IDs: Below the room type selection, you will see the current room IDs. Enter your desired new room IDs in the corresponding fields.
                  8. Confirm Edit: After entering the new room IDs, click on the Edit Room IDs button below to complete the action.
                  9. Confirmation Message: You will receive a confirmation message indicating that the room numbers have been successfully changed.

                  How to change prices for multiple date ranges and across multiple room types?

                  To change prices for Multiple Date Ranges and across Multiple Room Types, follow the below steps:

                  1. Log into the Stayflexi Dashboard.
                  2. Click on the third icon from the top, which is Rates and Inventory.
                  3. Locate the green “Bulk Update” on the right side of the screen and click on it.
                  4. Set Pricing: Locate and click on the “Set Pricing” option.
                    • A page will open on the RHS.
                  5. Select the OTA/ Channel: To set the price for a specific channel, select the arrow at the top right corner of the page to choose the OTA or Channel.
                    • You can select multiple channels or just one.
                  6. Select Days: In the “Days” column, choose the specific days you want to apply the price changes.
                  7. Set Date Range: Choose the date range for which you want the price changes to take effect.
                    • Click on the date range field to open the calendar.
                    • Choose the start and end dates for the specified range.
                  8. Select Room Types: select the arrow at the top right corner of the page in the Select Room Types column. Under “Room Types”, click on “Add Room Type” to select the rooms for which you want to update the pricing.
                    • Note:- You can add multiple room types one by one and accordingly you can update prices in 1 go.
                  9. Click on Set Pricing: Once all the selections are made, click the green “Set Pricing” button at the bottom of the page.
                  10. Review and Confirm: A confirmation page will appear where you can recheck the data you have updated.
                    • If everything is correct, click “Confirm” to apply the changes.
                  11. Receive Confirmation: You will get a confirmation message indicating that the pricing has been successfully updated.

                  How to check what room types and rate plans connected to what channels/OTAs?

                  Below are the step-by-step guidelines on how to check what Room Types and Rate plans are connected to what channels:

                  1. Log in to the Stayflexi Dashboard with your credentials.
                  2. Click on the ” Rates & Inventory ” icon at the dashboard’s top [third icon from the left].
                  3. You will see Room Types and Rate Plans listed individually on the page.
                  4. Next to each Room Type, there is an option labeled “View Connected Channels”. Click on this option.
                  5. A pop-up will appear, displaying the OTAs and channels connected to that specific Room Type and Rate Plan.

                  How to delete rooms ?

                  Below are the guidelines on how to Delete rooms:

                  1. Log into the Stayflexi Dashboard.
                  2. Click on the third icon from the top, which is Rates and Inventory.
                  3. Locate the “Bulk Update” option on the right side of the screen and click on it.
                  4. Locate Delete Rooms: In the list of actions, find and select Delete Rooms option.
                  5. Popup Window: A popup will appear on the right-hand side of the screen.
                  6. Select Room Type: Choose the Room Types from which you want to delete.
                  7. Select Room IDs: Select the specific Room IDs, which are displayed in grid form.
                  8. Delete Rooms: After making your selections, click on the Delete Rooms button below.
                  9. Confirmation Message: You will receive a confirmation message indicating that the selected rooms have been successfully deleted.

                    Note: If a given room id has booking in it then system won’t allow you to delete that room. First move the booking to some other room id and then delete the room.

                  Follow the same steps as mentioned above for deleting rooms. Choose the Room IDs you want to Restore. After making your selections, click on the Restore Rooms button located below. You will receive a confirmation message indicating that the selected rooms have been successfully restored.

                  Understanding the housekeeping layout.

                  Overview:

                  The layout is designed to provide a comprehensive view of the housekeeping status of the rooms on the property. It shows a grid of rooms, and their current status, and allows for various actions related to cleaning and staff assignment. The main dashboard displays key housekeeping statistics, while the bottom section lists the individual rooms with detailed information.

                  Image 1:

                  Image 2:

                  Image 3:

                  Image 4:

                  Image 5:

                  Image 6:

                  Image 7:

                  Understanding Housekeeping layout:
                  On the top menu, click the Housekeeping icon (4th icon from the left) to view a list of rooms and their current status (as shown in Image 1).

                  1. Housekeeping Status Cards (as shown in Image 2):
                    • At the beginning of the Housekeeping page, you can the the status tiles or boxes, including:
                      • Clean: Indicates the number of rooms that are clean and ready for occupancy.
                      • Clean Occupied: This shows how many rooms are currently clean and occupied.
                      • Dirty: Reflects the rooms that are dirty and need cleaning.
                      • Dirty Stayover: Rooms that are occupied but require cleaning.
                      • Dirty Checkout: Rooms where the guest has checked out and the room needs cleaning.
                      • Out of Order: Rooms that are unavailable due to maintenance or other issues.
                      • Total Clean: Sum of all clean rooms (whether occupied or not).
                      • Total Dirty: Sum of all dirty rooms (stayover and checkout).
                      • All Rooms: Total number of rooms in the property.
                  2. Filters and Date Selection (as shown in Image 2):
                    • Search Bar: Allows searching for specific room IDs or types.
                    • Pick Your Date: This lets users filter rooms and actions based on a specific date.
                  3. Actions Dropdown: This section provides multiple actions for managing rooms (as shown in Image 2):
                    • Mark Clean: Updates the status of the selected room(s) as clean.
                    • Mark Dirty: Marks the room(s) as dirty.
                    • Mark assigns staff for cleaning room: Assigns cleaning staff to specific rooms.
                    • Mark Out of Order: Marks rooms that are unavailable due to repairs or maintenance.
                    • Mark ‘Available’ for out-of-order rooms: Returns rooms previously marked out-of-order back to availability.
                    • Assign a room to a supervisor and add a remark: Assign the room to a supervisor, with the option to add a remark.
                    • Add staff remark: Allows adding notes or remarks related to staff actions or the room status.
                  4. Room List: Each row in the table displays details about individual rooms, such as:
                    • Room ID: The unique identifier for each room.
                    • Room Type: The category of the room (e.g., Deluxe, Suite).
                    • Status: The current state of the room (e.g., Clean, Dirty, Checked-In, etc.).
                    • Staff Name and Email: The staff member responsible for cleaning or managing the room.
                    • Staff Remark: Any additional notes or comments added by the staff.
                  5. Exporting reports:
                    • If you need a summary of the housekeeping activities, use the Export Report dropdown button to download a detailed report of the room statuses in either PDF, CSV, or Excel format (as shown in Image 2).
                  6. Room Assignment (as shown in Images 3 and 4):
                    • This page is used when the admin wants to assign/unassign a room number to the housekeeping staff forever.
                    • If any staff is not assigned in the future for that particular room when a room is dirty then the staff who is assigned from here will automatically be allocated to that room.
                  7. Out-of-Order Report (as shown in Images 5 and 6):
                    • This report gives an idea of which all rooms are Out Of Order with reasons if added at the time of blocking rooms.
                    • Also, it gives a log of the operation performed.
                  8. Housekeeping Grid (as shown in Image 7):
                    • Click on the toggle next to the housekeeping grid, to enable the housekeeping grid view.
                    • This navigates to the Housekeeping grid view page.
                    • Key Features:
                      • Select Staff: The dropdown lets you choose the staff responsible for housekeeping duties.
                      • Select Room Type: You can filter rooms by different room types, or select “All Rooms” to view every room.
                      • Room Grid: Each box represents a hotel room with its room number displayed prominently.
                      • Mark it Dirty: Below each room number is a checkbox labeled “Mark it Dirty.” By checking this box, you indicate that the room needs cleaning.
                      • Color Indicators: Each room box has a small colored marker in the corner, which likely signifies the current status of the room (e.g., clean, occupied, or dirty).

                  By following this guide you can easily understand the Housekeeping layout.

                  Is there a simple and efficient way to mark all dirty room as clean with just one click from the housekeeping interface? How user-friendly is this process?

                  Image 1:

                  Image 2:

                  Image 3:

                  Image 4:

                  1. Log in to Your Stayflexi Dashboard:
                    • Use your username and password to log in.
                  2. Go to Housekeeping:
                    • On the top menu, click the Housekeeping icon (4th icon from the left) to view a list of rooms and their current status (as shown in Image 1).
                    • Click on the Dirty status box or tile at the top to display all the dirty rooms(as shown in Image 2).
                  3. Select Rooms:
                    • To select individual rooms, click the checkbox next to each room.
                    • To select all rooms at once, click the checkbox in the header row(highlighted in red in Image 2).
                  4. Open the Actions Menu:
                    • Once rooms are selected, click on the Actions dropdown menu at the top of the Housekeeping Dashboard (as shown in Image 3).
                    • A list of bulk action options will appear.
                  5. Choose an Action:
                    • Mark Rooms as Clean:
                      • From the Actions menu, choose the “Mark as Clean” option(as shown in Image 3).
                      • A confirmation pop-up will appear with all the dirty rooms you selected (as shown in Image 4).
                      • Once confirmed, the selected rooms will be marked as clean.

                  By following these steps you can easily mark rooms as clean from the housekeeping interface.

                  Where can I find a comprehensive view of all rooms and their current statuses (dirty, clean, out of order, dirty occupied)?

                  Image 1:

                  Image 2:

                  Below is the step-by-step guide to view all rooms and current status in Stayflexi Housekeeping:

                  1. Log In: Start by logging into your Stayflexi dashboard with your username and password.
                  2. Go to Housekeeping: Once you’re logged in, look at the top navigation menu. Click on the fourth icon (Housekeeping) to view a list of all rooms and their current status (as shown in Image 1).
                  3. Check Room Status: At the top of the Housekeeping page, you’ll see several status boxes, including:
                    • Clean
                    • Clean Occupied
                    • Dirty
                    • Dirty Stayover
                    • Dirty Checkout
                    • Out of Order
                    • Total Clean
                  4. Filter Rooms by Status: Click on any of these status boxes to filter the rooms (as shown in Image 2):
                    • Click Clean to see rooms that are ready and clean.
                    • Click Out of Order to view rooms that are unavailable or blocked.
                    • Click Dirty for rooms that need cleaning.
                    • Click Dirty Occupied to see rooms occupied by guests but still in need of cleaning.
                  5. View Updated Room List: After selecting a status, the room list below will automatically update to show only the rooms matching your chosen status.

                  How do I assign housekeeping staff to specific rooms for cleaning?

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                  Image 5:

                  Below are the step-by-step guidelines to assign Housekeeping staff to rooms from the Stayflexi Housekeeping:

                  1. Log in to Your Stayflexi Dashboard:
                    • Use your username and password to log in.
                  2. Go to Housekeeping (as shown in Image 1):
                    • Click the Housekeeping icon (4th from the left on the top menu) to view a list of rooms and their status.
                  3. Select Rooms:
                    • To select a room, click the checkbox next to each Room ID (as shown in Image 2).
                    • To select all rooms at once, click the checkbox at the top of the list.
                  4. Open Actions Menu:
                    • Once you have selected the rooms, click the “Actions” dropdown at the top of the Housekeeping Dashboard (as shown in Image 3).
                  5. Choose an Action:
                    • Select “Mark assign staff for cleaning room” from the dropdown menu (see Image 3). To create housekeeping staff, navigate to “User and Access Control” under Property Configuration, create a new user, and assign them housekeeping access based on their role
                  6. Assign Staff:
                    • A pop-up will appear with a list of housekeeping staff (as shown in Image 4).
                    • Choose the staff member you want to assign and click “Save”.
                    • Now the selected rooms are assigned to that staff for cleaning (as shown in Image 5).

                  How can I easily assign dirty rooms to housekeeping staff for cleaning ?

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                  Image 3:

                  Image 4:

                  Image 5:

                  Below are the step-by-step guidelines to assign dirty rooms to Housekeeping staff for cleaning from the Stayflexi Housekeeping:

                  1. Log in to Your Stayflexi Dashboard:
                    • Use your username and password to log in.
                  2. Go to Housekeeping (as shown in Image 1):
                    • Click the Housekeeping icon (4th from the left on the top menu) to view a list of rooms and their status.
                  3. Select Rooms:
                    • To select a room, click the checkbox next to each Room ID (as shown in Image 2).
                    • To select all rooms at once, click the checkbox at the top of the list.
                  4. Open Actions Menu:
                    • Once you have selected the rooms, click the “Actions” dropdown at the top of the Housekeeping Dashboard (as shown in Image 3).
                  5. Choose an Action:
                    • Select “Mark assign staff for cleaning room” from the dropdown menu (see Image 3).
                    • To create housekeeping staff, navigate to “User and Access Control” under Property Configuration, create a new user, and assign them housekeeping access based on their role
                  6. Assign Staff:
                    • A pop-up will appear with a list of housekeeping staff (as shown in Image 4).
                    • Choose the staff member you want to assign and click “Save”.
                    • Now the selected rooms are assigned to that staff for cleaning (as shown in Image 5).

                  How to bulk mark rooms dirty / clean?

                  Image 1:

                  Image 2:

                  Image 3:

                  Below are the step-by-step guidelines to bulk mark rooms as dirty/clean from the Stayflexi Housekeeping:

                  1. Log in to Your Stayflexi Dashboard:
                    • Use your username and password to log in.
                  2. Go to Housekeeping:
                    • On the top menu, click the Housekeeping icon (4th icon from the left) to view a list of rooms and their current status (as shown in Image 1).
                  3. Select Rooms:
                    • To select individual rooms, click the checkbox next to each room.
                    • To select all rooms at once, click the checkbox in the header row(highlighted in red in Image 2).
                  4. Open the Actions Menu:
                    • Once rooms are selected, click on the Actions dropdown menu at the top of the Housekeeping Dashboard (as shown in Image 2).
                    • A list of bulk action options will appear.
                  5. Choose an Action:
                    • Mark Rooms as Dirty:
                      • From the Actions menu, choose the “Mark as Dirty” option.
                      • A confirmation pop-up will appear (as shown in Image 3).
                      • Once confirmed, the selected rooms will be marked as dirty.
                    • Mark Rooms as Clean:
                      • To mark rooms from dirty to clean, follow the same steps by selecting the “Mark as Clean” option from the Actions menu.
                      • Other actions available in the menu include:
                        • Assigning Staff to rooms.
                        • Marking Rooms as Out of Order.
                        • Adding Remarks to Specific Rooms.
                  6. Once you’ve chosen an action and clicked Confirm, the status of the rooms will be updated. You can see the changes on the Housekeeping Dashboard.

                  Is there a system to add specific remarks or instructions for staff on individual rooms, ensuring they have all the necessary information?

                  Image 1:

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                  Image 3:

                  Below are the step-by-step guidelines to add remarks or instructions for staff on individual rooms from the Stayflexi Housekeeping:

                  1. Log in to Your Stayflexi Dashboard:
                    • Use your username and password to log in.
                  2. Go to Housekeeping:
                    • On the top menu, click the Housekeeping icon (4th icon from the left) to view a list of rooms and their current status (as shown in Image 1).
                  3. Select the Rooms:
                    • To select individual rooms, click the checkbox next to each room (as shown in Image 2).
                    • To select all rooms at once, click the checkbox in the header row.
                  4. Open the Actions Menu:
                    • Once rooms are selected, click on the Actions dropdown menu at the top of the Housekeeping Dashboard (as shown in Image 2).
                    • A list of bulk action options will appear.
                  5. Choose the Action:
                    • Choose the option “Assign a room to supervisor and add a remark.” (as shown in Image 2).
                  6. Assign Staff:
                    • In the pop-up window that appears, select the staff member from the dropdown by entering their email address (as shown in Image 3). This will assign the selected rooms to that specific staff member.
                  7. Add Remarks:
                    • Supervisor Remark:
                      • Enter any important notes or instructions that the supervisor needs to be aware of for the selected rooms in the Supervisor Remark text box (as shown in Image 3).
                    • Staff Remark:
                      • Add specific instructions or comments for the housekeeping staff, such as tasks to be completed or special requirements for the room in the Staff Remark text box (as shown in Image 3).
                  8. Save the Remark:
                    • After reviewing the details, click the “Save” button (as shown in Image 3).
                    • This will ensure that the assigned staff members receive the rooms and the remarks you added.

                  How can I quickly identify and access information about all out-of-order rooms?

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                  Below is the Step-by-step guide to identifying and accessing information about all out-of-order rooms in Stayflexi Housekeeping:

                  1. Log In:
                    • Start by logging into your Stayflexi dashboard with your username and password.
                  2. Go to Housekeeping:
                    • On the top menu, click the Housekeeping icon (4th icon from the left) to view a list of rooms and their current status (as shown in Image 1).
                  3. Check Out-Of-Order Rooms status:
                    • At the top of the Housekeeping page, you’ll see several status boxes, including:
                      • Clean
                      • Clean Occupied
                      • Dirty
                      • Dirty Stayover
                      • Dirty Checkout
                      • Out of Order
                      • Total Clean
                    • Filter out-of-order rooms: Click on the out-of-order status box to filter the rooms:
                      • After selecting, the rooms that are Out of Order or unavailable will be displayed.
                  4. Click the Three-Dot Menu:
                    • In the top-right corner of the housekeeping page (as shown in Image 3), you will find a three-dot menu.
                    • After clicking on this three-dot menu, a drop-down menu appears with a list of options.
                  5. Select “Out of Order Report”:
                    • From the drop-down menu, choose the Out of Order Report option (as shown in Image 3).
                    • This will direct you to a page where you can view or access information about all the rooms that are marked as “Out of Order” (as shown in Image 4).

                  What is the difference between dirty stayover and dirty?

                  • Dirty:
                    • A Dirty Room is a room that has been vacated by a guest after checkout and needs to be cleaned before it is ready for the next guest. These rooms are marked as “Dirty” and advisable not to be assigned to a new guest until housekeeping has cleaned them.
                  • Dirty Stayover:
                    • A Dirty Stayover Room is a room that is still being used by a guest but needs some cleaning during their stay. The guest hasn’t checked out yet, but the room requires housekeeping attention.

                  Here’s a step-by-step guide on how to check the dirty rooms in the Housekeeping:

                  1. Log in to Your Stayflexi Dashboard:
                    • Use your username and password to log in.
                  2. Go to Housekeeping:
                    • On the top menu, click the Housekeeping icon (4th icon from the left) to view a list of rooms and their current status (as shown in Image 1).
                  3. Check Room Status: At the top of the Housekeeping page, you’ll see several status boxes or tiles, including:
                    • Clean
                    • Clean Occupied
                    • Dirty
                    • Dirty Stayover
                    • Dirty Checkout
                    • Out of Order
                    • Total Clean
                  4. Filter Dirty Rooms by Status: Click on the Dirty status box/tile to filter the rooms:
                    • All the rooms that are checked out, Dirty, and need cleaning will be displayed.

                  Here’s a step-by-step guide on how to check the dirty rooms in the Housekeeping:

                  1. Log in to Your Stayflexi Dashboard:
                    • Use your username and password to log in.
                  2. Go to Housekeeping:
                    • On the top menu, click the Housekeeping icon (4th icon from the left) to view a list of rooms and their current status (as shown in Image 1).
                  3. Check Room Status: At the top of the Housekeeping page, you’ll see several status boxes or tiles, including:
                    • Clean
                    • Clean Occupied
                    • Dirty
                    • Dirty Stayover
                    • Dirty Checkout
                    • Out of Order
                    • Total Clean
                  4. Filter Dirty Stayover Rooms by Status: Click on the Dirty Stayover status box/tile to filter the rooms:
                    • All the rooms still being used by the guests that are Dirty and need cleaning will be displayed.

                  How can I export housekeeping data?

                  Image 1:

                  Image 2:

                  Image 3:

                  Below are the step-by-step guidelines to export the housekeeping charter from Stayflexi Housekeeping:

                  1. Log in to Your Stayflexi Dashboard:
                    • Use your username and password to log in.
                  2. Go to Housekeeping:
                    • On the top menu, click the Housekeeping icon (4th icon from the left) to view a list of rooms and their current status (as shown in Image 1).
                  3. Open the Export Options:
                    • Click on the Export Report dropdown menu at the top of the Housekeeping Dashboard (as shown in Image 2).
                  4. Choose the Export Format:
                    • You will see three options to export the housekeeping data (as shown in Image 3):
                      • Export as CSV
                      • Export as PDF
                      • Export as Excel
                    • For Example:
                      • Select Export as PDF to export the report in PDF format.
                  5. Download and View the Report:
                    • Once you select Export as PDF, the file will automatically download to your system.
                    • Open the PDF to view the housekeeping charter in a document format with all the details.

                  Understanding housekeeping on mobile app.

                  Overview:

                  The housekeeping mobile app is designed to help housekeeping staff manage room cleanliness statuses in real time. The interface shows the total number of clean, clean occupied, dirty, dirty stayover, dirty checkout, and Out-Of-order rooms, and allows staff to mark a room’s cleaning status with a simple tap.

                  1. Clean: Indicates the number of rooms that are clean and ready for occupancy.
                  2. Clean Occupied: This shows how many rooms are currently clean and occupied.
                  3. Dirty: Reflects the rooms that are dirty and need cleaning.
                  4. Dirty Stayover: Rooms that are occupied but require cleaning.
                  5. Dirty Checkout: Rooms where the guest has checked out and the room needs cleaning.
                  6. Out of Order: Unavailable rooms due to maintenance or other issues.
                  7. Total Clean: Sum of all clean rooms (whether occupied or not).
                  8. Total Dirty: Sum of all dirty rooms (stayover and checkout).

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                  Image 6:

                  Understanding Housekeeping mobile app:

                  1. Login to the Stayflexi mobile app:
                    • Use your username and password to log in(as shown in Image 1).
                    • Click on your hotel/property name (as shown in Image 2).
                  2. Go to Housekeeping:
                    • On the bottom right corner of the page, you will be able to see three horizontal lines, click on it (as shown in Image 3).
                    • Now, click on the Housekeeping icon (as shown in Image 4).
                    • You will be navigated to the housekeeping page.
                  3. Viewing Room Status (as shown in Image 5):
                    • At the top of the app, you can see an overview of the room status, scroll right to see more options:
                      • Clean: Indicates the number of rooms that are clean and ready for occupancy.
                      • Clean Occupied: This shows how many rooms are currently clean and occupied.
                      • Dirty: Reflects the rooms that are dirty and need cleaning.
                      • Dirty Stayover: Rooms that are occupied but require cleaning.
                      • Dirty Checkout: Rooms where the guest has checked out and the room needs cleaning.
                      • Out of Order: Unavailable rooms due to maintenance or other issues.
                      • Total Clean: Sum of all clean rooms (occupied or not).
                      • Total Dirty: Sum of all dirty rooms (stayover and checkout).
                  4. Filter Rooms by Type (as shown in Image 5):
                    • Under the status boxes, there are options to filter rooms by type:
                      • Tap on any of these filters to display only the statuses of those room types.
                  5. Room Cleaning Status (as shown in Image 5):
                    • Below the filters, you can see room numbers in boxes with small colored flags at the top:
                      • Green flags indicate the room is clean.
                      • Red flags indicate the room is dirty.
                  6. Updating Room Status:
                    • To update the status of a room:
                      • Tap the room number (e.g., 1, 2, D1).
                    • A pop-up will appear allowing you to mark the room as clean or dirty (as shown in Image 6)
                  7. Once updated, the flag at the top of the room number will change accordingly (green for clean, red for dirty).

                  By following this guide you can easily understand the Housekeeping mobile app.

                  what is the conversation feature in Stayflexi and how can it help a property

                  The Conversations feature in Stayflexi is specifically designed to streamline communication with guests by linking chats from multiple channels Expedia, Booking.com, and Airbnb directly into the Stayflexi platform. This centralization simplifies guest communication management by allowing staff to handle all queries from these major OTAs without the need to access each OTA’s extranet.

                  • Benefits of the Conversations Feature in Stayflexi:
                  1. Single Platform for OTA chats:
                    • With Expedia, Booking.com, and Airbnb chats integrated into Stayflexi, the property staff can manage all guest communication in one place. This reduces the time and effort needed to log into each OTA extranet to respond to guests.
                  2. Efficient Guest Communication:
                    • Since all messages from these platforms are collected in Stayflexi, staff can respond to guest inquiries in real-time, helping to resolve issues faster and providing a better guest experience.
                  3. Consistent and Seamless Replies:
                    • Responses sent through Stayflexi are automatically synced with the OTA platform, ensuring smooth and timely communication without switching between systems.
                  4. Improved Productivity:
                    • By centralizing OTA chats, staff can focus on providing better service without worrying about missed messages or delayed responses due to logging in multiple extranets.
                  • How It works:
                  1. Staff can access the Conversations tab from the Stayflexi Dashboard .
                  2. Here, they will see all messages from guests who booked through Expedia, Booking.com, or Airbnb.
                  3. They can reply to guests directly from Stayflexi, and the messages will be automatically sent to the correct platform.

                  Can I reply online travel portal / channel guest messages from Stayflexi and what are the steps to do so ?

                  YES, you can reply to guest messages or query through Stayflexi, and managing responses is streamlined through the platform’s Conversations feature. Here’s how it works and how responses are managed:

                  • Direct Guest Replies:
                    • When you send messages to guests via Stayflexi, whether it’s through integrated OTAs like Booking.com, Expedia, or Airbnb, guests can respond to these messages directly from their OTA account.
                    • Their replies appear instantly in the Stayflexi under the Conversations section, where staff can view and respond to them without logging into individual OTA platforms extranet.
                  • Managing Guest Responses:
                    • Centralized Dashboard: All incoming guest messages, whether pre-arrival during the stay or post-checkout, are displayed in a single, centralized dashboard within Stayflexi. This allows property staff to manage all communication from one place.
                    • Real-Time Notifications: When a guest replies, the system sends real-time notifications, ensuring that staff are alerted promptly and can respond to enquiries or issues as soon as they arise.
                    • Responding to Multiple Guests: For properties managing multiple guests, the Conversations feature organizes messages by guest or booking, helping staff handle responses efficiently and without confusion.
                  • Enhancing Guest Experience:
                    • Timely Responses: Since all messages are centralized and tracked, property staff can respond quickly, providing guests with prompt answers to their questions or requests. This enhances guest satisfaction and reduces response times.
                    • Improved Staff Efficiency: By managing all guest communication in one place, property staff save time and avoid the hassle of logging into different OTA platforms to respond to messages. This boosts operational efficiency while maintaining consistent communication with guests.

                  Can a property communicate on real time basis with OTA guest with the help of conversations

                  YES, with Stayflexi’s Conversations feature, a property can communicate with OTA [Online Travel Agency] guests in real time. This feature integrates directly with major OTAs like Booking.com, Expedia, and Airbnb, allowing property staff to respond to guest enquiries, messages, and requests without logging into each OTA extranet.

                  How It Helps:

                  1. Real-Time Communication:
                    • Messages sent by guests through the OTA are instantly received in Stayflexi’s Conversations feature, enabling staff to reply in real-time. This ensures quick responses, improving guest satisfaction.
                    • Staff can respond directly from within Stayflexi, and the message is immediately sent to the guest via the corresponding OTA. This real-time messaging ensures that guests get prompt replies, whether they have questions about their booking, special requests, or other concerns.
                  2. Automated Updates and Notifications:
                    • With real-time notifications, staff are alerted as soon as a new message arrives, ensuring timely responses. They can see all the necessary information in one interface, such as the guest’s name, booking details, and the source of the message.
                  3. Operational Efficiency:
                    • Since all communication channels are integrated into Stayflexi, staff can focus on responding promptly without logging into multiple OTA systems.
                    • It also helps with consistency and accuracy in communication, ensuring that all guest interactions are documented in one place for better tracking and follow-up.

                  Can I track the history of messages sent to guests through Stayflexi?

                  YES, Stayflexi enables you to track the entire history of messages sent to guests using its Conversations feature: Here is how it works:

                  • Comprehensive Message Logging:
                    • Every message you send to guests, whether it’s through OTA platforms like Booking.com, Expedia, or Airbnb or directly from Stayflexi, is automatically This creates a detailed log of all communications for each guest.
                    • The communication log includes all types of messages, such as booking confirmations, payment requests, pre-arrival details, and in-stay or post-stay conversations.
                  • Accessing the Message History:
                    • You can easily access the entire message history by navigating to the guest’s reservation within Stayflexi. Each conversation is saved and organized, allowing you to view previous messages and responses in one continuous thread.
                    • This gives you a clear view of all interactions with the guest, including when the messages were sent and what content was shared.

                  Why Message History Tracking is Helpful:

                  1. Consistency: Having a complete communication record ensures you can continue conversations with guests without losing context. You can refer back to earlier messages if there are questions or follow-ups.
                  2. Problem Solving: If any issues or disputes arise, the message history provides clear evidence of past communications, helping resolve situations quickly.
                  3. Better Team Coordination: Since all staff members can see the conversation history, it’s easier for multiple team members to manage guest communication without duplication or missed details.
                  4. Improved Guest Experience: Guests receive timely and informed responses because the staff can quickly refer back to previous communications, making interactions smoother and more efficient.

                  How does Stayflexi enable communication with guests before, during, and after their stay?

                  Stayflexi offers a comprehensive communication solution that allows properties to engage with guests before, during, and after their stay. This ensures guests have a seamless experience at every touchpoint, improving service and satisfaction. Here’s how Stayflexi enables communication throughout the guest journey:

                  1. Before the Stay:
                    • Pre-Arrival Communication:
                      • Stayflexi allows properties to send automated pre-arrival emails or messages to guests, providing them with important details about their booking, check-in times, and property policies. If a guest sends any inquiry message on Airbnb to property that messages also come to Stayflexi and from Stayflexi you can reply to the guest.
                    • Real-Time Messaging via OTAs:
                      • For guests who book through OTAs such as Booking.com, Expedia, or Airbnb, the Stayflexi Conversations feature connects directly to these platforms. This integration lets property staff Conversations feature connect directly to these platforms. This integration lets property staff respond to any pre-stay questions, such as requests for airport transfers, early check-in, any enquiry or clarification of booking details, all from one central platform.
                  2. During the Stay:
                    • Instant Messaging and Real-Time Support:
                      • During a guest’s stay, Stayflexi enables properties to communicate directly with guests for requests or enquiries. Guests can reach out for extra amenities, housekeeping, or room service, and property staff can reply in real time.
                    • Special Requests Management:
                      • Whether it’s a request for a room change, extended stay, or any other specific needs, Stayflexi allows staff to handle and communicate these changes seamlessly. All communication is logged in the platform for easy tracking.
                    • On-Demand Services:
                      • Guests can use the Stayflexi platform to request additional services or upgrades during their stay, such as spa bookings, and late check-outs, enhancing their overall experience.
                  3. After the Stay:
                    • Post-Checkout Messages:
                      • After the guest checks out, Stayflexi can automatically send a thank you email, ensuring the guest feels appreciated. This post-stay communication can include helpful details like an invitation to review the property or a summary of their charges.
                    • Feedback Collection:
                      • Properties can send requests for feedback or encourage guests to leave reviews, helping the property gather insights to improve services and boost online visibility. Stayflexi’s platform helps manage guest feedback efficiently.

                  Overview of Review Management

                  Review Management is the process of monitoring, analyzing, and responding to guest feedback left on various online booking platforms, such as Booking.com, Airbnb, and Expedia. For property managers, it’s an essential way to gain insights into guest experiences, address feedback, and enhance the property’s reputation. Stayflexi’s AI-powered review management simplifies this process by consolidating reviews from multiple channels into a single interface. This centralization allows you to view and respond to feedback more efficiently, ultimately helping improve guest satisfaction and increase bookings.

                  Step-by-Step Guide to Using Stayflexi’s Review Management:

                  Image 1:

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                  Image 3:

                  Image 4:

                  1. Accessing the Review Management:
                    • Log in to the Stayflexi dashboard and navigate to the Review Management section(as shown in Image 1). This is where you can access and manage guest reviews from different booking platforms, all in one place.
                  2. Viewing Reviews Across Multiple Channels(as shown in Image 1):
                    • In the left sidebar, you’ll see a list of integrated booking platforms (such as Booking.com, Airbnb, and Expedia).
                    • Select a specific platform to view all guest reviews from that channel.
                    • This consolidation saves you time by providing a single location to manage reviews, rather than logging into each platform separately.
                  3. Detailed Rating Breakdown(as shown in Images 1 and 2):
                    • Each review provides a rating breakdown across different categories, such as Location, Comfort, Cleanliness, Facilities, Value for Money, and Staff.
                    • For instance, if a guest rates their experience, you’ll see individual scores for each aspect (e.g., Location rated at 8, Cleanliness at 7.5).
                    • This breakdown helps you quickly pinpoint specific areas for improvement or highlight positive aspects to maintain, offering actionable insights to enhance the guest experience.
                  4. Generating AI-Powered Responses to Reviews(as shown in Images 2 and 3):
                    • To respond to a guest review, click the Reply button. A popup will appear, allowing you to type your reply directly or use the AI-generated response option, Generate reply with FlexiGPT.
                    • FlexiGPT’s AI will draft a professional, relevant response based on the review content. For example, if the review mentions cleanliness concerns, the AI can generate a response acknowledging the feedback and assuring the guest of improvements.
                    • This feature helps ensure that your responses are prompt, thoughtful, and address guest concerns effectively.
                  5. Customizing and Sending Your Response(as shown in Image 3):
                    • Once the AI has generated a response, you have the option to edit the reply before posting, allowing you to add personal touches or specific details.
                    • After finalizing your response, click the Send button to publish it directly to the guest review on the respective platform.

                  Benefits of Using Stayflexi’s Review Management:

                  • Centralized Management: Access reviews from multiple channels in one place, saving time and effort.
                  • Actionable Insights: The rating breakdown provides clear visibility into areas of success and improvement.
                  • Prompt, Professional Responses: AI-generated replies help you respond quickly and effectively to guest feedback.
                  • Enhanced Guest Satisfaction: By addressing reviews promptly and thoughtfully, you can improve guest satisfaction and build a positive property reputation.

                  Stayflexi’s Review management makes managing reviews simple and efficient. It helps property managers respond quickly to guest feedback, use insights to improve the property, and enhance the guest experience overall.

                  What is Stayflexi’s AI-powered review management, and how can it help my property?

                  Stayflexi’s AI-powered review management tool is designed to help property managers monitor, analyze, and respond to guest reviews efficiently. Here’s how it works and the benefits it can bring to your property:

                  Image 1:

                  Image 2:

                  1. Review Management Across Multiple Channels (as shown in Image 1):
                    • The tool gathers guest reviews from multiple booking channels, such as Booking.com, Airbnb, and Expedia, into a single interface.
                    • You can switch between these channels easily, where each platform (Booking.com, Airbnb, Expedia) is accessible on the left sidebar.
                    • This feature saves time by allowing you to view all reviews in one place instead of logging into each platform separately.
                  2. Detailed Rating Breakdown (as shown in Images 1 and 2):
                    • Stayflexi’s review management displays a breakdown of guest ratings for different aspects of their stay, including Location, Comfort, Cleanliness, Facilities, Value for Money, and Staff.
                    • Each aspect is rated on a scale (e.g., out of 10), with sliders visually representing guest satisfaction levels. For instance, in the screenshot, the guest rated Staff at 7.5 and other categories at 5.
                    • This breakdown helps you quickly understand which areas are performing well and which may need improvement, allowing you to make data-driven decisions to enhance guest experience.
                  3. AI-Generated Responses for Reviews(as shown in Image 2 and 3):
                    • With the Reply button provided within each review, the AI can generate an appropriate response based on the content of the guest’s review.
                    • The AI takes into account the feedback, positive or negative, and crafts a suitable response to address the guest’s comments. For instance, if a guest mentions a negative experience with cleanliness, the AI might respond with an apology and a reassurance that the property will work to resolve the issue.
                      • For example, refer to Image 3: So after clicking on the Reply button, a popup will appear where you can type a reply to the review yourself or can click on the Generate reply with FlexiGPT button, where the FlexiGPT will automatically generate the response or reply for that particular guest’s review.
                      • Then, you can click on the Send button to send the reply to the guest.
                      • This automated response feature saves time and ensures that responses are prompt, professional, and appropriately address the guest’s feedback, which helps improve guest satisfaction and reputation management.
                  4. Improving Property Reputation and Guest Satisfaction:
                    • By addressing feedback proactively and using AI to ensure prompt responses, your property can enhance its online reputation. Better ratings and responsive communication can lead to more bookings, as potential guests are influenced by recent reviews.
                    • Identifying and acting on common issues, like the “bad smell” example, allows you to make necessary improvements, enhancing the overall guest experience.
                  5. How It Benefits Your Property:
                    • Centralized Review Management: View and manage reviews from multiple channels in one place.
                    • Actionable Insights: Get clear visibility into ratings and guest feedback for targeted improvements.
                    • AI-Generated Responses: Respond to reviews automatically, ensuring a prompt, professional reply.
                    • Enhanced Guest Experience: Use feedback to continuously improve and provide a better guest experience, boosting your reputation and bookings.

                  Stayflexi’s AI-powered review management tool is an invaluable resource for properties looking to stay on top of guest feedback, resolve issues proactively, and build a positive reputation across booking platforms with the help of automated, AI-generated responses.

                  Can I respond directly to guest reviews posted on online travel portals through Stayflexi?

                  Yes, you can respond directly to guest reviews posted on online travel portals through Stayflexi’s AI powered review management.

                  Stayflexi’s review management centralizes reviews from multiple booking platforms (like Booking.com, Airbnb, and Expedia), allowing you to manage and respond to reviews all from one interface. Here’s how it works:

                  Image 1:

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                  1. Log in to Your Stayflexi Dashboard:
                    • Use your username and password to log in.
                  2. Go to Review management (as shown in Image 1):
                    • Click on the Review Management section to see guest reviews from multiple channels in one place(6th from the left on the top menu).
                  3. Choose the Platform(as shown in Image 1):
                    • In the sidebar, select a specific booking platform (like Booking.com, Airbnb, and Expedia) to view its reviews without needing to log in separately to this OTA extranet.
                  4. Check the Rating Breakdown:
                    • Each review includes a breakdown of ratings for different aspects of the stay, helping you understand guest feedback.
                  5. Reply to the Review(as shown in Images 2 and 3):
                    • Click the Reply button on any review.
                    • You can type a response yourself or use the “Generate reply with FlexiGPT” option to have AI draft a response for you.
                  6. Customize and Send(as shown in Image 3):
                    • You can modify the AI-generated reply or send it as is, posting your response directly to the original booking platform.

                  This setup helps you save time, manage feedback efficiently, and ensures timely, professional responses, enhancing your property’s online reputation and guest satisfaction.

                  How do I set up the shop to start taking orders?

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                  Below is the step-by-step guide to setting up the shop to start taking orders:

                  1. Log in to Your Stayflexi Dashboard:
                    • Enter your username and password to log in.
                  2. Access Shops/POS:
                    • After logging in, click the “More Apps” icon (represented by four boxes or blocks) in the top right corner.
                    • From the dropdown menu, select Shops(as shown in Image 1).
                    • Shops or outlets page will appear.
                  3. Set up the shop:
                    • On the shops page, at the top of the page, you will be able to see the Add Shop option (as shown in Image 2).
                    • Once clicked, it will navigate you to the page where you can create or set up the shop for your property.
                    • Fill in the below details (as shown in Image 3):
                      • Outlet name: Name of your shop or outlet
                      • Outlet address: Fill in the address details where your shop is located.
                      • Outlet Phone: Provide the shop phone number
                      • Outlet email: Provide the shop email ID
                      • Outlet Description: Provide a brief description of your shop
                    • Click on the Next button at the bottom of the page (as shown in Image 3).
                    • Some more details related to creating a shop will appear.
                    • Fill in the below details (as shown in Image 4):
                      • Shop Tax Section:
                        • There is a dropdown labeled “Shop tax” where you can select the applicable tax rate. This is likely required for the shop’s transactions.
                        • If no tax rate is selected, it will display as “Select tax [0%].” You need to select the appropriate tax percentage for your shop.
                      • Service Charge:
                        • Below the tax field, there is an option to choose the type of service charge. The dropdown allows selecting the type, such as “Percentage” or “Fixed”.
                        • In the next field, labeled “Service charge,” you can input the actual service charge value. This determines how much service charge will be applied on top of the base price.
                      • Self-Service Section:
                        • You can enable or disable the “Self-service” option through a dropdown, which includes the following option:
                          • Enable self-service
                          • Disable self-service
                      • Tax Identification number:
                        • Here the Tax identification number is required. This likely indicates that you need to provide additional tax details or a tax ID before proceeding.
                      • Outlet Type:
                        • Users can select the type of outlet (such as F&B, Food & Beverage) from the “Outlet type” dropdown. This helps categorize the type of business or service offered at the shop.
                      • Add Images and Back Buttons:
                        • There are two buttons at the bottom: one to go Back to the previous page and another to Add Images, which allows you to upload images for the shop or menu.
                        • Click on the Add Images option after filling in all the details on this page to go to the next page (as shown in Image 4).
                        • In the Add Images page, you can click on the Click here to upload the images option. (Note: Adding Images is not mandatory, but to enhance your experience at least add one image).
                      • Create Shop:
                        • Create the shop by clicking on the Create Shop option at the bottom of the page (as shown in Image 5).
                        • Your shop or outlet is successfully created and will be visible on the Shops page (as shown in Image 6).
                      • Shop configuration:
                        • To start taking the order, you need to configure the following :
                          • Firstly, click on the shop to navigate to the Dashboard of the shop (as shown in Image 7).
                          • On the left-hand side of the page, you can see the following options:
                            • Dashboard
                            • Place orders
                            • View orders
                            • Reports
                            • Configuration
                          • Click on the Configuration dropdown option (as shown in Image 8).
                        • The configuration option is where you can configure the following for your shop or outlet:
                          • Outlet: Configure and edit your outlet information, like description, default shop tax, order details, tax identification number, etc (as shown in Image 8).
                          • Menu items: Add or Bulk upload menu items you need to configure for your shop (as shown in Image 9).
                          • Categories: Add food categories to configure for your shop (as shown in Image 10).
                          • Discounts: Add discounts based on food categories or menu items (as shown in Image 11).
                          • Table/Area: Configure tables by clicking on the Add new table option (as shown in Image 12).
                            • Table name: Give names for the tables.
                              • Note: You can enter multiple table no. , as well as the table range
                                • Table range – A10:A20 (by this you can add many tables at once by using “:”.
                                • Multiple tables – 1,2,3
                                • Avoid whitespaces to get the desired result.
                            • Table description: Give table description in the table description section
                            • Seating Area
                            • No. of persons: Add how many people can sit at that particular table.
                            • Click on the Save button to add tables.
                          • Staff: To add staff details like staff email ID, staff name, and description (as shown in Image 13).
                      • After setting up all the details you can easily start placing orders by going to the place orders option.
                  4. Understanding the “Place Order” Page (as shown in Image 14):
                    • On the Place Order page, you will find:
                      • Tables Section: Displays all available, running, and printed tables.
                      • Occupied Rooms Section: Displays all occupied or checked-in rooms.
                  5. Placing an Order for a Specific Table:
                    • Under the Tables Section, you will see a list of available tables.
                    • Click on the table number or table ID for the table where you want to place an order (as shown in Image 14).
                    • Once selected, a list of food categories (e.g., Veg, Non-Veg) whatever you have created from the configuration.
                    • Select your desired category and add menu items to the order (as shown in Image 15).
                  6. Save and Confirm the Order:
                    • After adding the menu items, click on the Save Order button to save and confirm your order (as shown in Image 16).
                    • If you want to print KOT then configure KOT with the Stayflexi system and click on KOT & Print (as shown in Image 16).
                  7. Settling the Payment:
                    If you’re ready to settle the bill for the order, click on the Settle Order button to complete the payment (as shown in Image 16).

                  By following these steps you can easily set up the shop and start taking orders.

                  How do I bulk upload POS menu items? What should I check before uploading?

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                  Image 7 (format to bulk upload menu items):

                  1. Log in to Your Stayflexi Dashboard:
                    • Enter your username and password to log in.
                  2. Access Shops/POS:
                    • After logging in, click the “More Apps” icon (represented by four boxes or blocks) in the top right corner.
                    • From the dropdown menu, select Shops (as shown in Image 1).
                    • A page showing all available shops or outlets will appear.
                    • Choose the shop or outlet by clicking on the shop or outlet name (as shown in Image 2).
                  3. Navigate to the “Configuration” Page:
                    • Once you select a shop or outlet, you will be taken to its Dashboard.
                    • On the left-hand side of the page, you will see various options, including:
                      • Dashboard
                      • Place Orders
                      • View Orders
                      • Reports
                      • Configuration
                    • Click on Configuration dropdown to proceed (as shown in Image 3).
                  4. Go to Menu items:
                    • On the Configuration dropdown, you will see a list of options including:
                      • Outlet
                      • Menu items
                      • Categories
                      • Discounts
                      • Table/Area
                      • Staff
                    • Click on the Menu items option (as shown in Image 3).
                    • A list of all the menu items will appear along with the details.
                  5. Bulk upload POS menu items (as shown in Images 4,5,6, and 7):
                    • At the top of the Menu items page, an option called Bulk upload items will be visible.
                    • You can click on this option and upload the Excel sheet from your system to the POS menu items.
                    • But before uploading the menu items, you need to check the format in which you need to upload the menu items.
                    • Just below the Bulk upload items option, the Download bulk upload template file option will be visible.
                    • Click on this option to download the template to bulk upload the items and upload the items according to the bulk upload template.
                    • When you click on the Download bulk upload template file option, a pop-up with a warning message will be displayed.
                    • Read the instructions carefully and click on the Download template file button.
                    • The template file will be downloaded to your system.
                    • Open the template file and check on which format you need to upload the menu items.
                    • If the template instructions are not followed you will not be able to bulk upload the menu items to POS.
                    • After following the template, you can click on the Bulk upload items button to upload the menu items.

                  By following these steps you can easily bulk-upload menu items.

                  When settling a POS bill, if remarks (like “payment collected via net banking”) are added, where can I view these remarks in the reports?

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                  Below are the step-by-step guidelines for placing an order for a specific table from Shops/POS:

                  1. Log in to Your Stayflexi Dashboard:
                    • Enter your username and password to log in.
                  2. Access Shops/POS:
                    • After logging in, click the “More Apps” icon (represented by four boxes or blocks) in the top right corner.
                    • From the dropdown menu, select Shops(as shown in Image 1).
                    • A page showing all available shops or outlets will appear.
                    • Choose the shop or outlet where you want to place an order by clicking on its name (as shown in Image 2).
                  3. Navigate to the “Place Order” Page:
                    • Once you select a shop or outlet, you will be taken to its Dashboard.
                    • On the left-hand side of the page, you will see various options, including:
                      • Dashboard
                      • Place Orders
                      • View Orders
                      • Reports
                      • Configuration
                    • Click on Place Orders to proceed (as shown in Image 3).
                  4. Understanding the “Place Order” Page:
                    • On the Place Order page, you will find:
                      • Tables Section: Displays all available, running, and printed tables.
                      • Occupied Rooms Section: Displays all occupied or checked-in rooms.
                  5. Placing an Order for a Specific Table:
                    • Under the Tables Section, you will see a list of available tables.
                    • Click on the table number or table ID for the table where you want to place an order (as shown in Image 4).
                    • Once selected, a list of food categories (e.g., Veg, Non-Veg) whatever you have created from the configuration.
                    • Select your desired category and add menu items to the order (as shown in Image 5).
                  6. Save and Confirm the Order:
                    • After adding the menu items, click on the Save Order button to save and confirm your order (as shown in Image 6).
                    • If you want to print KOT then configure KOT with the Stayflexi system and click on KOT & Print (as shown in Image 6).
                  7. Settling the Payment:
                    If you’re ready to settle the bill for the order, click on the Settle Order button to complete the payment (as shown in Image 6).
                  8. Settle and Save:
                    • Click on the Settle order button(as shown in Image 6).
                    • A pop-up to settle and save the amount with all other details will appear, like:
                      • Payment type:
                        • Cash
                        • Offline card
                        • Wallet
                        • Other
                      • Click on Other.
                      • Write the remark like “payment collected via net banking” in the remark section (as shown in Image 7).
                      • Now, Click on Settle and Save.
                  9. Go to the Reports page in POS:
                    • Click on the Reports option.
                    • You will see various options on the reports page.
                    • Click on the order-wise sales summary report.
                    • Scroll right to the last column of the order-wise sales summary report.
                    • You will find the Remarks column, this is where you can view the remarks if you have added any after settling the order (as shown in Images 8 and 9).

                  How can I configure a service charge, and can it be automatically added to each order?

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                  The service charge can be manually applied to each order. After placing an order in the Place Orders section, you will need to manually select the Apply Service Charge option under the Taxes section for each order.

                  Below are the step-by-step guidelines on how to configure service charges from Shops/POS:

                  1. Log in to Your Stayflexi Dashboard:
                    • Enter your username and password to log in.
                  2. Access Shops/POS:
                    • After logging in, click the “More Apps” icon (represented by four boxes or blocks) in the top right corner.
                    • From the dropdown menu, select Shops.
                    • A page showing all available shops or outlets will appear (as shown in Image 1).
                    • Choose the shop or outlet by clicking on the shop or outlet name (as shown in Image 2).
                  3. Navigate to the “Configuration” Page:
                    • Once you select a shop or outlet, you will be taken to its Dashboard.
                    • On the left-hand side of the page, you will see various options, including:
                      • Dashboard
                      • Place Orders
                      • View Orders
                      • Reports
                      • Configuration
                    • Click on Configuration dropdown to proceed (as shown in Image 3).
                  4. Go to Outlet:
                    • On the Configuration dropdown, you will see a list of options including:
                      • Outlet
                      • Menu items
                      • Categories
                      • Discounts
                      • Table/Area
                      • Staff
                    • Click on the Outlet option (as shown in Image 3).
                    • On the Outlet details block, click Edit to manage your outlet’s information, such as name, address, and email (as shown in Image 3).
                  5. Configure a service charge (as shown in Image 4):
                    • Add service charge:
                      • In the Outlet edit page, find the Service Charge option just below the Tax Identification Number textbox.
                      • Select the service charge type from the dropdown:
                        • Percentage
                        • Fixed
                      • Enter the service charge value in the textbox next to the dropdown.
                      • Click Save to store the changes.
                  6. Go to the Place Orders page (as shown in Image 5):
                    • Click on the Place Orders option.
                    • On the Place Order page, you will find:
                      • Tables Section: Displays all available, running, and printed tables.
                      • Occupied Rooms Section: Displays all occupied or checked-in rooms.
                  7. Create an order:
                    • Under the Tables Section, you will see a list of available tables.
                    • Click on the table number or table ID for the table where you want to place an order (as shown in Image 5).
                    • Once selected, a list of food categories (e.g., Veg, Non-Veg) whatever you have created from the configuration.
                    • Select your desired category and add menu items to the order.
                  8. Apply service charge:
                    • Below the Taxes section, you’ll find the Apply Service Charge option (as shown in Image 6).
                    • Manually apply the service charge by clicking on it.
                    • After applying the service charge if you wish to remove the service charge, do the following:
                      • To remove the service charge, select the Remove option below the Service Charge section (as shown in Image 7).
                  9. Save and Confirm the Order:
                    • After adding the menu items and applying the service charge, click on the Save Order button to save and confirm your order.
                    • If you want to print KOT then configure KOT with the Stayflexi system and click on KOT & Print.
                  10. Settling the Payment:
                    If you’re ready to settle the bill for the order, click on the Settle Order button to complete the payment.

                  By following these organized steps, you can easily apply service charges to the particular order through the Shops/POS!!

                  How do I place an order for a specific table?

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                  Below are the step-by-step guidelines for placing an order for a specific table from Shops/POS:

                  1. Log in to Your Stayflexi Dashboard:
                    • Enter your username and password to log in.
                  2. Access Shops/POS:
                    • After logging in, click the “More Apps” icon (represented by four boxes or blocks) in the top right corner.
                    • From the dropdown menu, select Shops(as shown in Image 1).
                    • A page showing all available shops or outlets will appear.
                    • Choose the shop or outlet where you want to place an order by clicking on its name (as shown in Image 2).
                  3. Navigate to the “Place Order” Page:
                    • Once you select a shop or outlet, you will be taken to its Dashboard.
                    • On the left-hand side of the page, you will see various options, including:
                      • Dashboard
                      • Place Orders
                      • View Orders
                      • Reports
                      • Configuration
                    • Click on Place Orders to proceed (as shown in Image 3).
                  4. Understanding the “Place Order” Page:
                    • On the Place Order page, you will find:
                      • Tables Section: Displays all available, running, and printed tables.
                      • Occupied Rooms Section: Displays all occupied or checked-in rooms.
                  5. Placing an Order for a Specific Table:
                    • Under the Tables Section, you will see a list of available tables.
                    • Click on the table number or table ID for the table where you want to place an order (as shown in Image 4).
                    • Once selected, a list of food categories (e.g., Veg, Non-Veg) whatever you have created from the configuration.
                    • Select your desired category and add menu items to the order (as shown in Image 5).
                  6. Save and Confirm the Order:
                    • After adding the menu items, click on the Save Order button to save and confirm your order (as shown in Image 6).
                    • If you want to print KOT then configure KOT with the Stayflexi system and click on KOT & Print (as shown in Image 6).
                  7. Settling the Payment:
                    If you’re ready to settle the bill for the order, click on the Settle Order button to complete the payment (as shown in Image 6).

                  By following these organized steps, you can easily place an order for a specific table through the Shops/POS!!

                  How do I place an order for a guest staying in a specific room?

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                  Below are the step-by-step guidelines to place an order for guest staying in a specific room from Shops/POS:

                  Step-by-Step Guide to Place an Order for a Specific Room in Stayflexi:

                  1. Log in to Your Stayflexi Dashboard:
                    • Enter your username and password to log in.
                  2. Access Shops/POS:
                    • After logging in, click the “More Apps” icon (represented by four boxes or blocks) in the top right corner.
                    • From the dropdown menu, select Shops (as shown in Image 1).
                    • A page showing all available shops or outlets will appear.
                    • Choose the shop or outlet where you want to place an order by clicking on its name (as shown in Image 2).
                  3. Navigate to the “Place Order” Page:
                    • Once you select a shop or outlet, you will be taken to its Dashboard.
                    • On the left-hand side of the page, you will see various options, including:
                      • Dashboard
                      • Place Orders
                      • View Orders
                      • Reports
                      • Configuration
                    • Click on Place Orders to proceed (as shown in Image 3).
                  4. Understanding the “Place Order” Page:
                    • On the Place Order page, you will find:
                      • Tables Section: Displays all available, running, and printed tables.
                      • Occupied Rooms Section: Displays all occupied or checked-in rooms.
                  5. Placing an Order for a Specific Room:
                    • Under the Occupied Rooms section, you will see a list of available rooms (occupied or checked-in rooms).
                    • Click on the room number or room ID for the room where you want to place an order (as shown in Image 4).
                    • A pop-up displaying the guest or customer details for the room will appear, giving you the option to either Proceed or Cancel (as shown in Image 5).
                    • Once you click on Proceed, a list of food categories (e.g., Veg, Non-Veg) will appear.
                    • Select your desired category and add menu items to the order (as shown in Image 6).
                  6. Save and Confirm the Order:
                    • After adding the menu items, click on the Save Order button to save and confirm your order (as shown in Image 6).

                  By following these steps, you can easily place an order for a specific room through the Shops/POS!!

                  How can I track orders coming from QR code in shops?

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                  Below are the step-by-step guidelines to track orders coming from QR code from Shops/POS:

                  1. Log in to Your Stayflexi Dashboard:
                    • Enter your username and password to log in.
                  2. Access Shops/POS:
                    • After logging in, click the “More Apps” icon (represented by four boxes or blocks) in the top right corner.
                    • From the dropdown menu, select Shops (as shown in Image 1).
                    • A page showing all available shops or outlets will appear.
                    • Choose the shop or outlet by clicking on the shop or outlet name (as shown in Image 2).
                  3. Navigate to the “View Orders” Page:
                    • Once you select a shop or outlet, you will be taken to its Dashboard.
                    • On the left-hand side of the page, you will see various options, including:
                      • Dashboard
                      • Place Orders
                      • View Orders
                      • Reports
                      • Configuration
                    • Click on View Orders to proceed (as shown in Image 3).
                  4. Identifying QR Code Orders (as shown in Image 3):
                    • On the View Orders page, you will see a table listing all the orders.
                    • There will be a column labeled QR Code.
                      • If the status in the QR Code column is NO, it means the order was not placed using a QR code.
                      • If the status is YES, the order was placed through a QR code.

                  These steps help you quickly log in, navigate through the shops, and identify whether an order was placed via a QR code.

                  How can I transfer a bill from one table to another in shop / POS?

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                  Below are the step-by-step guidelines to transfer bills from one table to another from Shops/POS:

                  1. Log in to Your Stayflexi Dashboard:
                    • Enter your username and password to log in.
                  2. Access Shops/POS:
                    • After logging in, click the “More Apps” icon (represented by four boxes or blocks) in the top right corner.
                    • From the dropdown menu, select Shops (as shown in Image 1).
                    • A page showing all available shops or outlets will appear.
                    • Choose the shop or outlet where you want to place an order by clicking on its name (as shown in Image 2).
                  3. Navigate to the “Place Order” Page:
                    • Once you select a shop or outlet, you will be taken to its Dashboard.
                    • On the left-hand side of the page, you will see various options, including:
                      • Dashboard
                      • Place Orders
                      • View Orders
                      • Reports
                      • Configuration
                    • Click on Place Orders to proceed(as shown in Image 3).
                  4. Understanding the “Place Order” Page:
                    • On the Place Order page, you will find:
                      • Tables Section: Displays all available, running, and printed tables.
                      • Occupied Rooms Section: Displays all occupied or checked-in rooms.
                  5. Place an order from the Table:
                    • Under the Tables Section, you will see a list of available tables.
                    • Click on the table number or table ID for the table where you want to place an order (as shown in Image 4).
                    • Once selected, a list of food categories (e.g., Veg, Non-Veg) will appear.
                    • Select your desired category and add menu items to the order (as shown in Image 5).
                  6. Save and Confirm the Order:
                    • After adding the menu items and customer information, click on the Save Order button to save and confirm your order (as shown in Image 5).
                  7. Navigating to the View Order Page:
                    • After confirming your order, click on the shop name located at the top left corner of the screen(as shown in Image 6).
                    • This will take you back to the page where you can place orders.
                    • To view your orders, click on the “View Orders” option on the left side just below the Place Orders option(as shown in Image 7).
                  8. Moving a Bill to Another Table:
                    • On the “View Orders” page, select the order whose bill you wish to move (as shown in Image 8).
                    • Find and click on the “Move Bill” button (as shown in Image 7).
                    • A pop-up will appear, displaying all available tables.
                    • Select the table number or ID to which you want to move the bill (as shown in Image 8).
                    • Finally, click the “Confirm Move Table” button (as shown in Image 8).
                    • The guest bill will now be successfully moved to the selected table.

                  How do I apply a discount to an entire food category or a specific item?

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                  Below are the step-by-step guidelines to apply the discount to an entire food category or a specific item from Shops/POS:

                  1. Log in to Your Stayflexi Dashboard:
                    • Enter your username and password to log in.
                  2. Access Shops/POS:
                    • After logging in, click the “More Apps” icon (represented by four boxes or blocks) in the top right corner.
                    • From the dropdown menu, select Shops (as shown in Image 1).
                    • A page showing all available shops or outlets will appear.
                    • Choose the shop or outlet by clicking on the shop or outlet name (as shown in Image 2).
                  3. Navigate to the “Configuration” Page:
                    • Once you select a shop or outlet, you will be taken to its Dashboard.
                    • On the left-hand side of the page, you will see various options, including:
                      • Dashboard
                      • Place Orders
                      • View Orders
                      • Reports
                      • Configuration
                    • Click on the Configuration dropdown to proceed (as shown in Images 3 and 4).
                  4. Go to Discount:
                    • On the Configuration dropdown, you will see a list of options including:
                      • Outlet
                      • Menu items
                      • Categories
                      • Discounts
                      • Table/Area
                      • Staff
                    • Click on the Discounts option (as shown in Image 4).
                  5. Create a Discount (as shown in Images 5,6, and 7):
                    • To create a new discount, click the Add Discount button.
                    • Fill in the following details:
                      • Discount Name: Enter a name for the discount.
                      • Discount Type: Choose between:
                        • Percentage: Discount will be applied as a percentage of the item or category price.
                        • Fixed: A fixed amount will be discounted.
                      • Discount Value: Enter the value or percentage of the discount.
                      • Discount Applied On: Select where the discount should apply:
                        • Category: Choose categories (e.g., Veg, Non-Veg) from the dropdown to apply the discount to all items in these categories.
                        • Item: Choose specific items (e.g., Veg Biryani, Chicken Biryani) from the dropdown to apply the discount to those items only.
                        • Once all the details are filled in, save your discount settings. The discount option will then be available for the specific item, allowing you to select the desired discount when placing an order if needed (as shown in Images 8 and 9).

                  Can I print a KOT or an A4-sized bill for the guest?

                  Yes, you can print a KOT or an A4-sized bill for the guest.

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                  Below are the step-by-step guidelines to print KOT or an A4-sized bill for the guest from Shops/POS:

                  1. Log in to Your Stayflexi Dashboard:
                    • Enter your username and password to log in.
                  2. Access Shops/POS:
                    • After logging in, click the “More Apps” icon (represented by four boxes or blocks) in the top right corner.
                    • From the dropdown menu, select Shops (as shown in Image 1).
                    • A page showing all available shops or outlets will appear.
                    • Choose the shop or outlet where you want to place an order by clicking on its name (as shown in Image 2).
                  3. Navigate to the “Place Order” Page:
                    • Once you select a shop or outlet, you will be taken to its Dashboard.
                    • On the left-hand side of the page, you will see various options, including:
                      • Dashboard
                      • Place Orders
                      • View Orders
                      • Reports
                      • Configuration
                    • Click on Place Orders to proceed (as shown in Image 3).
                  4. Understanding the “Place Order” Page:
                    • On the Place Order page, you will find:
                      • Tables Section: Displays all available, running, and printed tables.
                      • Occupied Rooms Section: Displays all occupied or checked-in rooms.
                  5. Place an order from the Table:
                    • Under the Tables Section, you will see a list of available tables.
                    • Click on the table number or table ID for the table where you want to place an order (as shown in Image 4).
                    • Once selected, a list of food categories (e.g., Veg, Non-Veg) will appear.
                    • Select your desired category and add menu items to the order(as shown in Image 5).
                  6. Save and Confirm the Order:
                    • After adding the menu items and customer information, click on the Save Order button to save and confirm your order (as shown in Image 5).
                  7. Enter Customer Information:
                    • To add customer details, click on the customer information icon at the top. Enter the required information and save it (as shown in Images 6 and 7).
                    • Note: If you’re placing an order from a table, customer information is mandatory to print the A4 bill.
                  8. Print KOT:
                    • After saving the order, click the KOT & Print button next to the Save Order button. This will print the Kitchen Order Ticket (KOT), and you’ll see the KOT ID displayed above the ordered or menu items (as shown in Image 8).
                    • If you need to add more items later, save the order again and print a new KOT. The newly added items will have a different KOT ID.
                  9. Print Bill (A4 or KOT Bill):
                    • To print the bill, click on the Print Bill button located next to the KOT & Print button. A pop-up will appear with two options:
                      • A4 Bill
                      • KOT Bill View
                    • Choose the type of bill you’d like to print, and it will include all the order details (as shown in Images 9,10, and 11).

                  Does the shop support KOT (Kitchen Order Tickets), and how does it work?

                  Yes, shops/POS support KOT(Kitchen Order Tickets).

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                  Below are the step-by-step guidelines to show how KOT works from Shops/POS:

                  1. Log in to Your Stayflexi Dashboard:
                    • Enter your username and password to log in.
                  2. Access Shops/POS:
                    • After logging in, click the “More Apps” icon (represented by four boxes or blocks) in the top right corner.
                    • From the dropdown menu, select Shops (as shown in Image 1).
                    • A page showing all available shops or outlets will appear.
                    • Choose the shop or outlet where you want to place an order by clicking on its name (as shown in Image 2).
                  3. Navigate to the “Place Order” Page:
                    • Once you select a shop or outlet, you will be taken to its Dashboard.
                    • On the left-hand side of the page, you will see various options, including:
                      • Dashboard
                      • Place Orders
                      • View Orders
                      • Reports
                      • Configuration
                    • Click on Place Orders to proceed (as shown in Image 3).
                  4. Understanding the “Place Order” Page:
                    • On the Place Order page, you will find:
                      • Tables Section: Displays all available, running, and printed tables.
                      • Occupied Rooms Section: Displays all occupied or checked-in rooms.
                  5. Place an order from the Table:
                    • Under the Tables Section, you will see a list of available tables.
                    • Click on the table number or table ID for the table where you want to place an order (as shown in Image 4).
                    • Once selected, a list of food categories (e.g., Veg, Non-Veg) will appear, basically whatever you have configured under categories and menu items.
                    • Select your desired category and add menu items to the order (as shown in Image 5).
                  6. Save and Confirm the Order:
                    • After adding the items, click Save Order to confirm the order (as shown in Image 5).
                    • Note: The KOT & Print button will only be clickable after saving the order (as shown in Image 6).
                  7. Print KOT:
                    • Once the order is saved, click the KOT & Print button next to the Save Order button.
                    • The Kitchen Order Ticket (KOT) will be printed, and you’ll see the KOT ID above the ordered items (as shown in Image 7).
                    • If you need to add more items later, you can do so, save the order again, and print a new KOT. The newly added items will have a different KOT ID (as shown in the Images 8,9 and 10).

                  That’s how the KOT process works in the Shops/POS module!

                  Can I partially settle a POS bill? What steps are required to do so?

                  Yes, you can partially settle the POS bill.

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                  Below are the step-by-step guidelines to partially settle POS bills from Shops/POS:

                  1. Log in to Your Stayflexi Dashboard:
                    • Enter your username and password to log in.
                  2. Access Shops/POS:
                    • After logging in, click the “More Apps” icon (represented by four boxes or blocks) in the top right corner.
                    • From the dropdown menu, select Shops (as shown in Image 1).
                    • A page showing all available shops or outlets will appear.
                    • Choose the shop or outlet where you want to place an order by clicking on its name (as shown in Image 2).
                  3. Navigate to the “Place Order” Page:
                    • Once you select a shop or outlet, you will be taken to its Dashboard.
                    • On the left-hand side of the page, you will see various options, including:
                      • Dashboard
                      • Place Orders
                      • View Orders
                      • Reports
                      • Configuration
                    • Click on Place Orders to proceed (as shown in Image 3).
                  4. Understanding the “Place Order” Page:
                    • On the Place Order page, you will find:
                      • Tables Section: Displays all available, running, and printed tables.
                      • Occupied Rooms Section: Displays all occupied or checked-in rooms.
                  5. Place an order from the Table:
                    • Under the Tables Section, you will see a list of available tables.
                    • Click on the table number or table ID for the table where you want to place an order (as shown in Image 4).
                    • Once selected, a list of food categories (e.g., Veg, Non-Veg) will appear.
                    • Select your desired category and add menu items to the order (as shown in Image 5).
                  6. Save and Confirm the Order:
                    • After adding the menu items and customer information, click on the Save Order button to save and confirm your order(as shown in Image 5).
                  7. Enter Customer Information:
                    • To add customer details, click on the customer information icon at the top. Enter the required information and save it (as shown in the Image 6 and 7).
                    • Note: If you’re placing an order from the table, customer information is mandatory for partial bill payment.
                  8. Partial bill payment:
                    • Click on the Settle order button(as shown in Image 8).
                    • A pop-up to settle and save the amount with all other details will appear, like:
                      • Payment type:
                        • Cash
                        • Offline card
                        • Wallet
                        • Other
                      • Calculate amount textbox
                      • Remarks
                      • Settlement amount textbox
                    • Click on the Settlement amount textbox and edit the actual amount with the amount you want to settle the order.
                    • Now, Settle and Save the amount (as shown in Image 9).
                    • Navigate to the View Orders page and check the status of the order.
                    • The order status will be displayed as DUE as the order is partially settled (as shown in Image 10).
                    • If you want to settle the remaining bill in the future, click on the settle dues option under the view orders page and collect the remaining payment.

                  By following these steps, you can partially settle the POS bill for a particular order.

                  How do I mark an item as out of stock in the shop?

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                  Below are the step-by-step guidelines to mark an item out of stock from Shops/POS:

                  1. Log in to Your Stayflexi Dashboard:
                    • Enter your username and password to log in.
                  2. Access Shops/POS:
                    • After logging in, click the “More Apps” icon (represented by four boxes or blocks) in the top right corner.
                    • From the dropdown menu, select Shops (as shown in Image 1).
                    • A page showing all available shops or outlets will appear.
                    • Choose the shop or outlet by clicking on the shop or outlet name (as shown in Image 2).
                  3. Navigate to the “Configuration” Page:
                    • Once you select a shop or outlet, you will be taken to its Dashboard.
                    • On the left-hand side of the page, you will see various options, including:
                      • Dashboard
                      • Place Orders
                      • View Orders
                      • Reports
                      • Configuration
                    • Click on Configuration dropdown to proceed (as shown in Image 3).
                  4. Go to Menu items:
                    • On the Configuration dropdown, you will see a list of options including:
                      • Outlet
                      • Menu items
                      • Categories
                      • Discounts
                      • Table/Area
                      • Staff
                    • Click on the Menu items option (as shown in Image 3).
                    • A list of all the menu items will appear along with the details.
                  5. Mark menu items out of stock (as shown in Images 4 and 5):
                    • To mark menu items out of stock, do the following:
                      • There is a Yes or No dropdown under the In Stock column for each menu item.
                      • Just click on the dropdown, select NO, and click it.
                      • The item is now marked as out of stock.
                      • You can verify this by selecting the In-stock items option in the top right of the page.
                      • It takes you to the Out Of Stock items page.
                      • This displays all the out-of-stock items.

                  By following these steps you can mark all the items as out of stock.

                  If an order is settled, where can I find the payment method used?

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                  Below are the step-by-step guidelines to check the payment method used from Shops/POS:

                  1. Log in to Your Stayflexi Dashboard:
                    • Enter your username and password to log in.
                  2. Access Shops/POS:
                    • After logging in, click the “More Apps” icon (represented by four boxes or blocks) in the top right corner.
                    • From the dropdown menu, select Shops (as shown in Image 1).
                    • A page showing all available shops or outlets will appear.
                    • Choose the shop or outlet by clicking on the shop or outlet name (as shown in Image 2).
                  3. Navigate to the “View Orders” Page:
                    • Once you select a shop or outlet, you will be taken to its Dashboard.
                    • On the left-hand side of the page, you will see various options, including:
                      • Dashboard
                      • Place Orders
                      • View Orders
                      • Reports
                      • Configuration
                    • Click on View Orders to proceed (as shown in Image 3).
                  4. View payment method :
                    • After selecting View Orders, a page with all the order details with table ID, room ID, order source, Settled amount, etc will be displayed.
                    • Click on the row where the order is Settled (as shown in Image 3).
                    • After clicking, different options will appear.
                    • Click on the Detailed Payment View option (as shown in Image 4).
                    • Payment type with the payment amount will be displayed (as shown in Image 5).

                  By following these steps, you can view the payment method used to settle a particular order.

                  What types of reports are available in the shop?

                  Below are the types of reports available in the Shops/POS:

                  • Outlet Day-Wise Sales Summary
                    • Purpose: Provides a consolidated sales summary of all transactions made at your outlet, broken down by date wise.
                    • Usage: Useful for tracking daily revenue and performance over a period.
                  • Outlet Day-Wise Balance Summary
                    • Purpose: Displays a day-wise balance summary for your outlet, likely showing remaining financial balances.
                    • Usage: Helps in reviewing financial consistency and ensuring no discrepancies.
                  • Hourly Item Sales Summary Report
                    • Purpose: Presents item sales data broken down by the hour.
                    • Usage: Allows users to identify peak sales hours and optimize staffing and inventory.
                  • Item-Wise Category Summary Report
                    • Purpose: Provides a summary of sales based on individual items.
                    • Usage: Assists in understanding the performance of different product categories and managing stock accordingly.
                  • Order-Wise Sales Summary
                    • Purpose: Summarizes sales based on individual orders, providing insights into order trends.
                    • Usage: Useful for analyzing how many orders were placed, average order value, and item preferences.
                  • KOT Modification
                    • Purpose: Shows a summary of all modifications made to Kitchen Order Tickets (KOT).
                    • Usage: Important for tracking any changes made to orders in the kitchen and ensuring order accuracy.
                  • KOT Report
                    • Purpose: Displays a summary of all Kitchen Order Tickets (KOT) punched for the shop.
                    • Usage: Useful for tracking kitchen workload and ensuring all orders have been processed.
                  • Day-Wise Item Sales Summary Report
                    • Purpose: It provides a day-wise breakdown of items punched into the system for the shop.
                    • Usage: Useful for tracking daily item-level sales performance and managing inventory.

                  Overview Of reports and what are important reports to refer in Stayflexi ?

                  What are Stayflexi Reports?

                  The Reports feature in Stayflexi provides property managers with essential insights into their property’s operations. It offers a range of detailed reports on revenue, tax filing, occupancy, booking sources, sales performance, and guest demographics. These reports allow users to monitor trends, optimize room pricing, adjust marketing strategies, and improve overall property performance. By analyzing these data points, property managers can make informed decisions that enhance profitability and guest experience, supporting both day-to-day management and long-term strategic planning.

                  Why Use Stayflexi Reports?

                  Reports are essential for understanding various aspects of your property’s operations, such as:

                  1. Tracking Revenue: Track financial performance, analyze income sources, and identify high-performing channels.
                  2. Optimize Occupancy: Adjust room availability based on occupancy trends and prevent under utilisation.
                  3. Manage Sales Performance: Monitor bookings, cancellations, and modifications to better understand guest behavior.
                  4. Enhance Marketing Strategies: Evaluate booking sources to focus on effective distribution channels.
                  5. Set Competitive Pricing: Utilize average daily rate[ADR] and revenue per available room [RevPar] insights to develop profitable pricing.

                  Using these reports enables data-driven decisions, leading to increased occupancy, revenue, and guest satisfaction.

                  How to Access and Use Stayflexi Reports?

                  1. Accessing Reports:
                    • Log in to your Stayflexi dashboard using your credentials.
                    • From the dashboard, click on the 4-dots square icon labeled “More Apps”, located on the right side of the screen.
                    • From the listed apps, locate and click on the Reports.

                  In Stayflexi, when you access the Reports feature, a new page opens where you can view a comprehensive list of reports, each providing valuable insights into property performance.

                  • The Key Reports to focus on include:
                    • Flash Manager Report: This report provides a quick, high-level overview of essential metrics, offering insights that help in daily decision-making, which include:
                      • Property Report: Provides insights into overall property performance, summarizing key metrics.
                      • Revenue Report: Details revenue generated from various sources, helping track income flow.
                      • Tax Revenue Report: Shows total tax collected on revenues, aiding in tax management.
                      • Taxes Report: Breaks down specific tax categories and amounts, useful for accounting.
                      • Payments Summary Report: Summarizes all payments received, giving a quick snapshot of cash flow.
                      • Payments Detailed Report: Offers a more granular view of each transaction, ideal for payment tracking.
                      • Expense Report: Lists all expenses, helping manage property costs effectively.
                      • Inventory Report: Tracks available room Inventory, ensuring room availability and allocation.
                      • House Report: Summarizes room statuses, occupancy, and other essential house operations.
                    • Room Revenue Report: Focused on revenue generated per room, this report is critical for understanding how room sales contribute to overall income.
                    • Night Audit Report: Summarizes daily transactions, occupancy, and revenue, ensuring all records are accurate and balanced at the end of each day.

                  The Flash Manager Report, Room Revenue Report, and Night Audit Report in Stayflexi collectively offer a property’s performance. Together, they cover almost every crucial aspect of property management, including revenue tracking, occupancy levels, tax breakdowns, payments, expenses, inventory, and room status.

                  Is there a way to generate a report for POS transactions (restaurant, spa, etc.) within the property?

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                  YES, here’s a step-by-step guide on how to generate reports for transactions across various property outlets like restaurants, spas, etc., in Stayflexi:

                  1. Log in to your Stayflexi dashboard using your credentials.
                  2. From the dashboard, click on the 4-dots square icon labeled “More Apps”, located on the right side of the screen.
                  3. From the listed apps, locate and click on the Reports.
                  4. On the left side of the dashboard, you will see a list of different reports.
                  5. From the list of available reports, click on All Outlets Itemwise Category Summary Report.
                  6. View the Report:
                    • The report will open on your screen, displaying transaction details.
                    • Data is organized with headers horizontally, such as:
                      • Outlet Name
                      • Item Category
                      • Item Name
                      • Quantity Sold
                      • Total Sales
                  7. Below each column, you’ll find the corresponding data categorized by outlet.
                  8. Filter by Date Range:
                    • Use the Date Range Selector to choose the desired time period:
                    • For current date transactions, select today’s date.
                    • For previous date transactions, adjust the date range accordingly.
                  9. Analyze and Export:
                    • Review the report on-screen or export it for further analysis, depending on your needs.
                  10. This process ensures you can quickly access detailed sales and transaction data for each outlet within your property.

                  How can I generate an expense report to track operational costs?

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                  To generate an expense report to track operational costs of your property in Stayflexi, follow the below-mentioned steps:

                  1. Log in to your Stayflexi dashboard using your credentials.
                  2. From the dashboard, click on the 4-dots square icon labeled “More Apps”, located on the right side of the screen.
                  3. From the listed apps, locate and click on the Reports.
                  4. On the left side of the dashboard, you will see a list of different reports.
                  5. From the list of displayed reports, locate and select the Expense Manager Report.
                  6. View the Report Details:
                    • The report will open, showing your property’s expenses.
                  7. Data is structured as follows:
                    • Horizontal Headers include:
                      • Type of Expense (e.g., maintenance, utilities)
                      • ID (unique identifier for each expense)
                      • Reason/Entity Name (why or who the expense was for)
                      • Description (details of the expense)
                    • Vertical Columns list the corresponding data under each header.
                  8. Analyze the Data:
                    • Scroll through the report to review detailed expense entries.
                    • Use this report to track and manage your property’s expenditures.

                  This report provides a clear overview of your expenses, helping you monitor and control costs efficiently.

                  How can I generate a report of all the charged virtual cards from Expedia or Booking.com?

                  To generate a report of all the charged virtual cards from Expedia or Booking.com, Follow the below-mentioned guidelines.

                  1. Log in to your Stayflexi dashboard using your credentials.
                  2. From the dashboard, click on the 4-dots square icon labeled “More Apps”, located on the right side of the screen.
                  3. From the listed apps, locate and click on the Reports.
                  4. On the left side of the dashboard, you will see a list of different reports.
                  5. Click on Payment Reports: Go to the Reports section and select Payment Reports.
                  6. Click on the Payment Gateway Report option.
                  7. Select the desired date range in the open report to view the relevant data.
                  8. Review the columns provided in the report, such as the Gateway and Booking Source columns.
                  9. Use the filter option in the Booking Source column to display data specific to a selected OTA, like Expedia or Booking.com. [Refer to the provided image to clearly understand the filtering process.]

                  How can I generate a tax report to track the taxes collected from bookings?

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                  To generate a tax report to track the taxes collected from bookings, follow the below-mentioned steps:

                  1. Log in to your Stayflexi dashboard using your credentials.
                  2. From the dashboard, click on the 4-dots square icon labeled “More Apps”, located on the right side of the screen.
                  3. From the listed apps, locate and click on the Reports.
                  4. On the left side of the dashboard, you will see a list of different reports.
                  5. Access Property Reports: At the top of the Reports section, you’ll see Property Reports. The reports under this section will already be displayed on the screen.
                  6. Click on Room Bookings Report :
                    • Click on “Room Bookings Reports” from the displayed reports.
                  7. View the Report:
                    • A report will open displaying the booking information.
                  8. View the Tax:
                    • Scroll to the far right of the report to view the tax charged for each booking.

                  This report provides a clear breakdown of taxes associated with each booking.

                  How can I generate a booking source report to track where my reservations are coming from (e.g., OTA, direct bookings)?

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                  To generate a booking source report to track where your reservations are coming from, follow the below-explained steps:

                  1. Log in to your Stayflexi dashboard using your credentials.
                  2. From the dashboard, click on the 4-dots square icon labeled “More Apps”, located on the right side of the screen.
                  3. From the listed apps, locate and click on the Reports.
                  4. On the left side of the dashboard, you will see a list of different reports.
                  5. Access Property Reports: At the top of the Reports section, you’ll see Property Reports. The reports under this section will already be displayed on the screen.
                  6. Click on the Room Bookings Report from the list of displayed reports on the screen.
                  7. A report will open, Locate the ‘Booking Source’ column heading, displayed horizontally. You can apply filter for a specific OTA booking source.
                  8. Below this heading, you’ll find the information on the source of each booking.

                  Can I view a report of all reservations made during a specific period?

                  To view a report of all reservations made during a specific period, follow the below mentioned steps:

                  1. Log in to your Stayflexi dashboard using your credentials.
                  2. From the dashboard, click on the 4-dots square icon labeled “More Apps”, located on the right side of the screen.
                  3. From the listed apps, locate and click on the Reports.
                  4. On the left side of the dashboard, you will see a list of different reports.
                  5. Access Property Reports: At the top of the Reports section, you’ll see Property Reports. The reports under this section will already be displayed on the screen.
                  6. Open the Master Report:
                    • Click on Master Report to open the detailed booking report.
                  7. Select the Date Range:
                    • In the reports section, locate the Date Range Selector to set the dates.
                  8. Choose Your Dates:
                    • Click on any specific dates for which you want to view all reservations made during that period.
                  9. Apply the Date Range:
                    • Once you’ve selected the desired dates, click the “Apply” button to confirm your date range.

                  This will display a report showing all reservations made within the specified period.

                  Is there a way to generate a report for discounts or promotions applied to bookings?

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                  To generate a report for discounts or promotions applied to bookings, follow the below-mentioned guidelines:

                  1. Log in to your Stayflexi dashboard using your credentials.
                  2. From the dashboard, click on the 4-dots square icon labeled “More Apps”, located on the right side of the screen.
                  3. From the listed apps, locate and click on the Reports.
                  4. On the left side of the dashboard, you will see a list of different reports.
                  5. Access Property Reports: At the top of the Reports section, you’ll see Property Reports. The reports under this section will already be displayed on the screen.
                  6. Open the Master Report:
                    • Click on Master Report to open the detailed booking report.
                  7. Add the Coupons/Discounts Column:
                    • By default, the report does not show applied coupon codes or discounts.
                    • To add this information, go to the columns list on the right side of the report.
                    • Scroll through the options, find “Applied Coupons/Discounts,” and check the box next to it.
                  8. View the Updated Report:
                    • The selected column will now appear in your report, displaying any coupon codes or discounts applied to each booking.

                  This way, you can easily see details about any promotional offers associated with each reservation.

                  How can I generate a report of room revenue by room type or category?

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                  To generate a report of room revenue by room type or category, follow the below-mentioned steps:

                  1. Log in to your Stayflexi dashboard using your credentials.
                  2. From the dashboard, click on the 4-dots square icon labeled “More Apps”, located on the right side of the screen.
                  3. From the listed apps, locate and click on the Reports.
                  4. On the left side of the dashboard, you will see a list of different reports.
                  5. Access Property Reports: At the top of the Reports section, you’ll see Property Reports. The reports under this section will already be displayed on the screen.
                  6. Open Room Bookings Report:
                    • Click on “Room Bookings Report” in your Stayflexi dashboard.
                  7. Customize Columns:
                    • On the right side of the report, click on the column options listed vertically.
                    • Find “Room Category” in the options and check the box next to it.
                  8. Adjust Column Placement:
                    • The “Room Category” column will now appear in your report.
                    • You can move it by dragging it to place it next to any other column of your choice.

                  This customization allows you to organize and view the report in a way that best suits your needs.

                  How can I download a guest history report?

                  To download a guest history report in Stayflexi, follow the below-mentioned guidelines:

                  1. Log in to your Stayflexi dashboard using your credentials.
                  2. From the dashboard, click on the 4-dots square icon labeled “More Apps”, located on the right side of the screen.
                  3. From the listed apps, locate and click on the Reports.
                  4. On the left side of the dashboard, you will see a list of different reports.
                  5. Access the Customer Report:
                    • Go to the dashboard and click on the Customers Report section.
                    • From the page that opens, click on Customers Report again from the two options presented.
                  6. View Guest Details:
                    • A detailed report will open, displaying guest details in horizontal rows and vertical columns.
                  7. Set the Date Range:
                    • At the top of the report, locate the Date Range Selector and click on it to open a calendar.
                    • The calendar allows you to select date ranges by weekly, monthly, or yearly intervals, as well as options for days up to today and days starting today.
                    • Choose the date range that suits your needs and click on the Apply button within the calendar.
                  8. Use Filters for Easy Navigation:
                    • Next to the Date Range Selector, find the Filters option. Click on it to open a dropdown with filter choices.
                    • Apply any necessary filters to refine the report and make it easier to navigate.
                  9. Export the Report:
                    • To the right of the Filters column, click on the Export Report dropdown menu.
                    • Select your preferred format (PDF, CSV, or Excel) to export the report.

                  By following these steps, you can download a guest history report.

                  How do I analyze my property's monthly or yearly room booking performance report compared to the previous year?

                  To analyze your property’s monthly or yearly performance report compared to the previous year, follow the below-mentioned guidelines:

                  1. Log in to your Stayflexi dashboard using your credentials.
                  2. From the dashboard, click on the 4-dots square icon labeled “More Apps”, located on the right side of the screen.
                  3. From the listed apps, locate and click on the Reports.
                  4. On the left side of the dashboard, you will see a list of different reports.
                  5. Go to Flash Manager Report:
                    • In your dashboard, click on the Flash Manager Report section. This report gives you an overview of property performance metrics.
                  6. Set the Date Range:
                    • At the top of the page, locate the Date Range Selector to choose the period [monthly or yearly] you want to analyze.
                  7. Enable Comparison Mode:
                    • Next to the date range selector, the report will display comparative data, allowing you to see key metrics from the current period alongside those from the previous year [e.g., this month vs. the same month last year, or this year vs. last year].
                  8. Analyze the Report:
                    • In comparison mode, all key performance indicators [KPIs] will show side-by-side comparisons, helping you analyze growth, trends, and any notable changes in performance over time.

                  This setup provides a clear view of your property’s performance against the previous, making it easier to assess improvements or areas that need attention.

                  Is there a report to track cancellations and no-shows?

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                  To track cancellations in Stayflexi, follow the below-mentioned steps:

                  1. Log in to your Stayflexi dashboard using your credentials.
                  2. From the dashboard, click on the 4-dots square icon labeled “More Apps”, located on the right side of the screen.
                  3. From the listed apps, locate and click on the Reports.
                  4. On the left side of the dashboard, you will see a list of different reports.
                  5. Access Property Reports: At the top of the Reports section, you’ll see Property Reports. The reports under this section will already be displayed on the screen.
                  6. Open the Master Report:
                    • Click on Master Report to open the detailed booking report.
                  7. Locate the Booking Status Column:
                    • In the report, find the Booking Status column displayed horizontally. This column shows the status of each booking, such as confirmed, checked out, and cancelled.
                  8. Filter for Cancelled Bookings:
                    • Click on the Filter option beneath the Booking Status column.
                    • A popup will appear, allowing you to select specific statuses.
                    • Choose Cancelled to display only the bookings with a cancelled status.

                  Following these steps will filter the report to show only cancelled bookings, making it easy to track cancellations.

                  To track no shows in Stayflexi, follow the below-mentioned steps:

                  1. Log in to your Stayflexi dashboard using your credentials.
                  2. From the dashboard, click on the 4-dots square icon labeled “More Apps”, located on the right side of the screen.
                  3. From the listed apps, locate and click on the Reports.
                  4. On the left side of the dashboard, you will see a list of different reports.
                  5. Open the Front Desk Report:
                    • On the dashboard, click on Front Desk Report to access a range of front desk-related reports.
                  6. Select the No-Show Report:
                    • From the reports displayed, locate and click on No-Show Report.
                  7. View No-Show Details:
                    • The No-Show Report page will open, showing information about guests who did not show up at your property. This report includes guest details and reservation specifics.

                  This process allows you to easily view and track all no-show bookings for better management and follow-up.

                  How do I view an overdue payments or pending balance report?

                  To view an overdue payments or pending balance report, follow the below-mentioned steps in Stayflexi:

                  1. Log in to your Stayflexi dashboard using your credentials.
                  2. From the dashboard, click on the 4-dots square icon labeled “More Apps”, located on the right side of the screen.
                  3. From the listed apps, locate and click on the Reports.
                  4. On the left side of the dashboard, you will see a list of different reports.
                  5. Access Property Reports: At the top of the Reports section, you’ll see Property Reports. The reports under this section will already be displayed on the screen.
                  6. Open the Room Revenue Reports:
                    • Click on the Room Revenue Report section. This report provides detailed information about guest transactions and room revenue, both with and without taxes.
                  7. Navigate to the Pending Balance Column:
                    • Once the report opens, scroll or use the arrow keys to move to the extreme right of the report sheet.
                  8. Check the Balance Amount:
                    • Look for the Balance Amount column on the fair right. This column reflects any pending balances for guests, showing any overdue payments or remaining amounts.

                  This process allows you to quickly identify and review any outstanding payments directly within the report.

                  How can I view logs of any changes made to room pricing, inventory, or a specific reservation ID in the system?

                  Below are the step-by-step guidelines to view logs of any changes made to room pricing, inventory, or a specific reservation ID in the system in Stayflexi:

                  Accessing Reports:

                  • Log in to your Stayflexi dashboard using your credentials.
                  • From the dashboard, click on the 4-dots square icon labeled “More Apps”, located on the right side of the screen.
                  • From the listed apps, locate and click on the Reports.
                  • On the left side of the dashboard, you will see a list of different reports.

                  “Log Reports” section :

                  1. On the main dashboard, find and click on the log reports option. This section keeps a record of all changes in the system.
                  2. View User Log Report:
                    • Once on the Log Reports page, you’ll see a detailed user log report appear on your screen.
                  3. Open the Report:
                    • Click on the report to open it and view the information.
                  4. Explore the Columns:
                    • The report displays various columns across the screen, such as change type, date, user name, and specific details of the modification. These columns allow you to filter and search for specific changes based on your requirements.
                  5. Filter Information:
                    • To find the exact log details you need, filter by date, user, or other criteria based on the columns available.

                  This process will help you access logs on any modifications to room pricing, inventory, or reservations as needed.

                  How do I schedule a daily revenue report for my property?

                  To generate a daily revenue report for your property, Follow the below-mentioned steps:

                  1. Log in to your Stayflexi dashboard using your credentials.
                  2. From the dashboard, click on the 4-dots square icon labeled “More Apps”, located on the right side of the screen.
                  3. From the listed apps, locate and click on the Reports.
                  4. Once the reports page opens, look to the right side and click on Schedule Reports.
                  5. On Schedule Reports page, click on Add New Report Schedule to start configuring your report.
                  6. Configure the Report:
                    • A report configuration page will appear on the right.
                    • Fill in the details, including the Name of the Report Schedule [e.g.,”Daily Revenue Report”].
                    • Select Report Type as Revenue Report.
                    • Set Schedule Frequency by clicking on the dropdown. Choose Daily from the default options.
                  7. Click the Save button at the bottom to complete the setup.

                  You have successfully scheduled a Daily Revenue Report in Stayflexi. The system will automatically generate the report daily based on your configuration.

                  How can I view the occupancy report for a specific date?

                  To view the occupancy report for a specific date range, Follow the below-mentioned guidelines:

                  1. Log in to your Stayflexi dashboard using your credentials.
                  2. From the dashboard, click on the 4-dots square icon labeled “More Apps”, located on the right side of the screen.
                  3. From the listed apps, locate and click on the Reports.
                  4. On the left side of the dashboard, you will see a list of different reports.
                  5. From the list, locate and click on Channel Manager Reports.
                  6. Three reports will open. Click on Occupancy Report to proceed.
                  7. In the center of the page, find the date selection area. Click on the calendar icon to open the dropdown calendar.
                  8. From the dropdown calendar, select the specific date for which you want to view the occupancy report.

                  You will now receive the Occupancy Report for that particular date, providing insights into the room utilization and occupancy levels.

                  How do I generate a report to track the booking sources by OTA channel manager, such a Booking.com, Expedia, etc.?

                  To track where your reservations are coming from (e.g., OTA, direct bookings), follow the below-mentioned steps:

                  1. Log in to your Stayflexi dashboard using your credentials.
                  2. From the dashboard, click on the 4-dots square icon labeled “More Apps”, located on the right side of the screen.
                  3. From the listed apps, locate and click on the Reports.
                  4. On the left side of the dashboard, you will see a list of different reports.
                  5. From the list, locate and click on Channel Manager Reports.
                  6. Three reports appear on the screen, click on CM Bookings Report.
                  7. The report will open on the same page, displaying a list of bookings received from various channels.
                  8. Within the report, find the Booking Source column.
                  9. Here you’ll see the source of each booking, showing where each guest reservation originated.

                  How do I check a detailed room status report (occupied, available, out of service)?

                  To create a detailed room status report (occupied, available, out of service), follow the below-mentioned steps:

                  1. Log in to your Stayflexi dashboard using your credentials.
                  2. From the dashboard, click on the 4-dots square icon labeled “More Apps”, located on the right side of the screen.
                  3. From the listed apps, locate and click on the Reports.
                  4. On the left side of the dashboard, you will see a list of different reports.
                  5. Access Property Reports: At the top of the Reports section, you’ll see Property Reports. The reports under this section will already be displayed on the screen.
                  6. Select Room Inventory Report: Locate and click on Room Inventory Report.
                  7. View Report Details: A new page will open, displaying a table at the top with columns like Blocked Rooms, Net Rooms, Available Rooms, etc.
                  8. Explore More Columns: To see additional columns, click on the small arrow icon on the right side to scroll forward.
                  9. Review the Inventory Report: Below the columns, you’ll find detailed data for your room inventory, showing a breakdown of each room’s status.

                  How do I check a report of payments made through different methods (e.g., cash, card, bank transfer)?

                  To create a report for payments made via different methods (cash, card, online, etc.), follow the below-mentioned steps:

                  1. Log in to your Stayflexi dashboard using your credentials.
                  2. From the dashboard, click on the 4-dots square icon labeled “More Apps”, located on the right side of the screen.
                  3. From the listed apps, locate and click on the Reports.
                  4. On the left side of the dashboard, you will see a list of different reports.
                  5. Click on Payment Reports: Go to the Reports section and select Payment Reports.
                  6. Select Counter Report by Payment Type: From the list of available reports, locate and click on Counter Report by Payment Type.
                  7. View the Report: A new page will open, displaying the report. At the top, you’ll see columns with names indicating different payment categories.
                  8. Check Payment Type Data: Under each column, you’ll find data showing the amounts received by various payment types, such as credit card, cash, bank transfer, etc.

                  How do I create a ''Direct Billing'' account in Stayflexi?

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                  Below is the step-by-step guide to creating a direct billing account in Stayflexi:

                  1. Log in to Your Stayflexi Dashboard:
                    • Use your username and password to log in.
                  2. Go to Direct Billing:
                    • After logging in, click the icon with four boxes (more apps) in the top right corner(as shown in Image 1).
                    • A dropdown menu will appear.
                    • Select “Direct Billing” from the list (as shown in Image 1).
                  3. Click on ‘Add New’:
                    • In the Direct Billing section, click the ‘Add new’ button, which will open a form on the right-hand side of the screen(as shown in Image 2).
                  4. Fill in Basic Information (as shown in Image 2):
                    • Account Name: Enter the name of the company or travel agent.
                    • Account Number: Enter the corresponding account number.
                    • Account Type: Select the appropriate account type from the dropdown.
                      • The Account type dropdown includes the following types:
                        • Corporate
                        • Travel Agent
                        • House Account
                      • Select the type based on the account you are creating.
                    • Tax ID: Enter the Tax ID.
                    • Account Email: Provide a valid email address for the account so that travel agents should receive email.
                    • Account Phone: Enter the contact phone number, starting with the country code (e.g., +1 for USA).
                  5. Enter Address Details(as shown in Image 2):
                    • Address Line 1: Enter the main address for the account.
                    • Address Line 2: Fill in additional address details (optional).
                    • City: Provide the city where the business is located.
                    • State: Enter the state or region.
                    • Country: Select the country from the dropdown list.
                    • Postal Code: Enter the postal code for the address.
                  6. Configure IGST Status (Optional only for Indian Property):
                    • If applicable, toggle the IGST status switch for integrated tax setup(as shown in Image 2).
                  7. Save the Information(as shown in Image 2):
                    • After filling in all required details, click the ‘Save’ button at the bottom of the form to create the Direct Billing account.
                    • Once saved, the new Direct Billing account will appear in the list, where you can manage or edit the information as needed (as shown in Image 3).
                  • This process allows you to create and manage accounts for direct billing in Stayflexi, making it easy to handle payments directly with travel agents or corporate companies.

                  How do I view all bookings for a specific Direct Billing account?

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                  Below is the step-by-step guide to view all bookings for a specific Direct billing account:

                  1. Log in to Your Stayflexi Dashboard:
                    • Use your username and password to log in.
                  2. Go to Direct Billing:
                    • After logging in, click the icon with four boxes (more apps) in the top right corner(as shown in Image 1).
                    • A dropdown menu will appear.
                    • Select “Direct Billing” from the list (as shown in Image 1).
                  3. View Bookings:
                    • Click on the View booking option on the Direct billing account you want to view the bookings(as shown in Image 2).
                    • A page with all the bookings made on this particular direct billing account will be displayed (as shown in Image 3).
                    • You can settle the balance amount from here by clicking on the Settle Dues option (as shown in Image 3).
                    • If you want to display only the Unsettled bookings, enable the Unsettled-only switch to display the Unsettled bookings list (as shown in Image 3).

                  By following the steps you will be easily able to view all bookings for a specific Direct billing account.

                  How can I see only unsettled folios or reservations for a given Direct Billing account?

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                  Below is the step-by-step guide to see unsettled folios or reservations for a given direct billing account:

                  1. Log in to Your Stayflexi Dashboard:
                    • Use your username and password to log in.
                  2. Go to Direct Billing:
                    • After logging in, click the icon with four boxes (more apps) in the top right corner(as shown in Image 1).
                    • A dropdown menu will appear.
                    • Select “Direct Billing” from the list (as shown in Image 1).
                  3. View Bookings:
                    • Click on the View booking option on the Direct billing account you want to view the bookings(as shown in Image 2).
                    • A page with all the bookings made on this particular direct billing account will be displayed (as shown in Image 3).
                    • If you want to display only the Unsettled folios or bookings, enable the Unsettled-only switch to display the Unsettled bookings/reservations list (as shown in Image 4).

                  By following these steps you can easily see the unsettled folio or reservations for a given Direct Billing account.

                  How do I settle a folio after receiving payment from a Direct Billing account?

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                  Image 5:

                  Below is the step-by-step guide to settling a folio after receiving payment from a Direct billing account:

                  1. Log in to Your Stayflexi Dashboard:
                    • Use your username and password to log in.
                  2. Go to Direct Billing:
                    • After logging in, click the icon with four boxes (more apps) in the top right corner(as shown in Image 1).
                    • A dropdown menu will appear.
                    • Select “Direct Billing” from the list (as shown in Image 1).
                  3. View Bookings:
                    • Click on the View booking option on the Direct billing account you want to view the bookings(as shown in Image 2).
                    • A page with all the bookings made on this particular direct billing account will be displayed (as shown in Image 3).
                    • If you want to display only the Unsettled folios or bookings, enable the Unsettled-only switch to display the Unsettled bookings/reservations list (as shown in Image 4).
                  4. Setlle Dues:
                    • Click on the checkbox next to the booking or reservation you want to settle the booking.
                    • You can settle the balance amount by clicking on the Settle Dues option (as shown in Image 3).
                    • A list of payment methods will be displayed select the payment method you want to make the payment(as shown in Image 4).
                    • A pop-up with the amount details and a Bulk settle button will appear(as shown in Image 5).
                    • Click on the Bulk settle option to settle the dues(as shown in Image 5).

                  How can I edit or update a Direct Billing account?

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                  Below is the step-by-step guide to editing or updating a Direct billing account:

                  1. Log in to Your Stayflexi Dashboard:
                    • Use your username and password to log in.
                  2. Go to Direct Billing:
                    • After logging in, click the icon with four boxes (more apps) in the top right corner(as shown in Image 1).
                    • A dropdown menu will appear.
                    • Select “Direct Billing” from the list (as shown in Image 1).
                  3. Edit/Update Direct Billing account:
                    • Click on the edit icon beside the View Bookings button for the particular direct billing account you want to edit or update the details(as shown in Image 2).
                    • A page to edit or update the details of the particular direct billing account will be displayed(as shown in Image 3).
                  4. Save the details:
                    • After editing or updating the direct billing account details, click on the Save button to save the updated information(as shown in Image 3).

                  How do I download a report of all bookings under a Direct Billing account?

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                  Below is the step-by-step guide to download a report of all bookings under a Direct billing account:

                  1. Log in to Your Stayflexi Dashboard:
                    • Use your username and password to log in.
                  2. Go to Direct Billing:
                    • After logging in, click the icon with four boxes (more apps) in the top right corner(as shown in Image 1).
                    • A dropdown menu will appear.
                    • Select “Direct Billing” from the list (as shown in Image 1).
                  3. View Bookings:
                    • Click on the View booking option on the Direct billing account you want to download the report(as shown in Image 2).
                    • A page with all the bookings made on this particular direct billing account will be displayed (as shown in Image 3).
                    • Click on the Export report dropdown at the top next to the settle dues option.
                    • The Export report dropdown contains(as shown in Image 3):
                      • Export as CSV
                      • Export as PDF
                      • Export as Excel
                    • You can download the report of the bookings in any of the formats you wish by clicking on the above-mentioned options.

                  How do I view the pending balance for a Direct Billing account?

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                  Below is the step-by-step guide to viewing all the pending balances for a specific Direct billing account:

                  1. Log in to Your Stayflexi Dashboard:
                    • Use your username and password to log in.
                  2. Go to Direct Billing:
                    • After logging in, click the icon with four boxes (more apps) in the top right corner(as shown in Image 1).
                    • A dropdown menu will appear.
                    • Select “Direct Billing” from the list (as shown in Image 1).
                  3. View Bookings:
                    • Click on the View Booking option on the Direct billing account you want to view the pending balance(as shown in Image 2).
                    • A page with all the bookings made on this particular direct billing account will be displayed (as shown in Image 3).
                    • By scrolling right, at the end of the table, you can see the Direct Billing Balance Due and Folio Balance Due columns where you can view all the pending balances for a Direct Billing account(as shown in Image 3).

                  By following these steps you can easily view all the pending balances for a specific direct billing account.

                  How can I make a walk-in booking under a Direct Billing account?

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                  1. Log in to Your Stayflexi Dashboard:
                    • Use your username and password to log in.
                  2. Go to Reservation calendar:
                    • After logging in, click the Reservation Calendar icon second icon from the left(as shown in Image 1).
                  3. Create a Walk-in booking:
                    • Select the Create dropdown on the right(as shown in Image 2).
                    • Click on the Walk-in option (as shown in Image 2).
                    • Fill in the customer details.
                    • Click on the Segment dropdown on the right-hand side of the page(as shown in Image 3).
                    • Select the DIRECT_BILLING option (as shown in Image 3).
                    • Click on the Sub-segment dropdown(as shown in Image 4).
                    • Select the Direct billing account under which you want to create the walk-in booking.
                    • Click on the Create Reservation button to successfully create a walk-in booking.

                  By following these steps you can make a walk-in booking under a Direct Billing account.

                  Can dynamic pricing be set to run at a specific time, regardless of occupancy changes?

                  Yes, dynamic pricing can be set to run at a specific time regardless of occupancy changes in Stayflexi.

                  When you enable Time Slot Configuration, you can pick certain times during the day for your pricing rules to take effect. Once this mode is on, the system will only adjust prices based on occupancy at those chosen times, not continuously throughout the day. This makes it easier to manage pricing.

                  For example, if you set a time for 10:00 AM, the system will check the occupancy and apply the pricing rules at that exact time. This way, you have clear control over when your prices change.

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                  Here’s a simpler guide to setting dynamic pricing at specific times using Time Slot Configuration in Stayflexi:

                  1. Log in to Your Stayflexi Dashboard:
                    • Use your username and password to log in.
                  2. Go to Revenue Management:
                    • After logging in, click the four boxes icon (more apps) in the top right corner(as shown in Image 1).
                    • A dropdown menu will appear.
                    • Select “Revenue Management” from the list (as shown in Image 1).
                  3. Go to Dynamic Pricing:
                    • Click the “Dynamic Pricing” dropdown icon (3rd option on the left sidebar).
                  4. Open Time-based pricing (as shown in Image 2):
                    • On the left side, under Dynamic Pricing, you will see options like:
                      • Demand-based pricing
                      • Rule-based pricing
                      • Time-based pricing
                    • Click on Time-based pricing.
                  5. Turn on Time Slot Mode :
                    • You will see a switch asking, “Do you want to enable a time slot?”
                    • Turn this switch on (as shown in Image 2).
                  6. Set a Time for Dynamic Pricing (as shown in Image 2):
                    • Under the switch, you will see a field to choose a time (e.g., 10:00 AM).
                    • Pick the time you want the dynamic pricing rules to apply.
                    • Click Add to set the time for more time slots.
                  7. Save Your Settings (as shown in Image 2):
                    • After adding the time, click Save.
                    • The time will now be listed on the screen.
                  8. Confirm or Adjust:
                    • Check if the time slot appears correctly.
                    • If you need to change or remove it, click the Delete button next to the time (as shown in Image 2).
                    • Once this is set up, dynamic pricing will run at the time you choose, based on occupancy at that moment, instead of adjusting in real-time. This helps you control when pricing changes happen.

                  How do I link or create dependencies across rate plans (also known as setting up Rate Plan Dependency)?

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                  Below are the step-by-step guidelines to link or create dependencies across rate plans from Revenue Management:

                  1. Log in to Your Stayflexi Dashboard:
                    • Use your username and password to log in.
                  2. Go to Revenue Management:
                    • After logging in, click the icon with four boxes (more apps) in the top right corner(as shown in Image 1).
                    • A dropdown menu will appear.
                    • Select “Revenue Management” from the list (as shown in Image 1).
                  3. Go to Rate Plans:
                    • Click the “Rate plans” icon (1st option on the left sidebar) to view the list of available rate plans (as shown in Image 2).
                  4. Select Rate Plans:
                    • To create a new rate plan, click the “Add New Rate Plan” option (shown in Image 3).
                    • To modify or reorder existing rate plans, click “Reorder Rate Plan” (as shown in Image 3).
                    • You can create a new rate plan with a dependency or edit an existing one to add a dependency.
                  5. Steps to Create Rate Plan Dependency:
                    • Create or Edit a Rate Plan: Start by creating a new rate plan or editing an existing one. For example, click the edit icon on an existing rate plan (as shown in Image 4).
                    • Choose Base Plan: After clicking the edit icon on an existing rate plan, go to the “Set your rates?” section and select the base rate plan (e.g., Standard Plan) from the dropdown menu (as shown in Image 5).
                    • Set Rate Difference: Enter the dependent plan’s percentage or flat amount difference. For example, to make the dependent plan 10% cheaper, set it to “-10%” and select either “%” or “Flat” from the dropdown (as shown in Image 6).
                    • Choose Hard Dependency (as shown in Image 6)
                      • “Hard Dependency” means that one rate plan is directly linked to another, such as the “Standard Plan.” This connection ensures that if the price of the base rate plan (the “Standard Plan”) changes, it will automatically affect the dependent rate plan.
                      • For example, if you set the “Continental Plan” to be hard-dependent (Hard Dependency as “YES”) on the “Standard Plan” with a 10% increase, any price change in the “Standard Plan” will automatically adjust the price of the “Continental Plan” by the same percentage. This helps maintain consistent pricing across related plans.
                    • Choose Room type: Use the Which room types? dropdown to select the room type to which you want to apply the rate plan.
                  6. Save and Apply Dependency:
                    • Once you have set the dependency, click the “Save” option to apply the rate plan dependency (as shown in Image 7). The dependent rate will now adjust automatically based on the changes in the base rate.

                  Can the occupancy percentages in dynamic pricing overlap across different rules?

                  In Stayflexi, occupancy percentages for dynamic pricing rules cannot overlap.

                  Each rule must have its own unique occupancy percentage range. For example, if one rule covers 50% to 80% occupancy, you cannot create another rule that overlaps with any part of that range, such as 60% to 90%. The ranges need to be distinct so the system knows exactly which rule to apply.

                  If you attempt to create overlapping rules, Stayflexi will alert you and ask you to change the ranges to ensure they don’t overlap, avoiding any confusion when applying the correct rule.

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                  Here’s a step-by-step guide to check if occupancy percentages overlap between different dynamic pricing rules in Stayflexi:

                  1. Log in to Your Stayflexi Dashboard:
                    • Use your username and password to log in.
                  2. Go to Revenue Management:
                    • After logging in, click the four boxes icon (more apps) in the top right corner(as shown in Image 1).
                    • A dropdown menu will appear.
                    • Select “Revenue Management” from the list (as shown in Image 1).
                  3. Go to Dynamic Pricing (as shown in Image 2):
                    • Click the “Dynamic Pricing” dropdown icon (3rd option on the left sidebar).
                    • Select the “Rule-based pricing” option from the dropdown.
                  4. Create an Overlapping Rule:
                    • Let’s say you already have a rule called “Rule 1” that applies to occupancy percentages between 50% and 80% (as shown in Image 2).
                    • Now, try to create another rule “Rule 2” by clicking the Add new dynamic pricing rule button, with an occupancy range of 60% and 90% (as shown in Image 3).
                  5. Receive the Error:
                    • The system will prevent you from saving “Rule 2” because its occupancy range overlaps with “Rule 1”.
                    • An error message will pop up, stating: “Invalid rule specified, occupancy range is overlapping. Please enable if the previous rule is disabled.” (as shown in Image 3).

                  By following these steps, you can ensure that your dynamic pricing rules do not have overlapping occupancy percentages.


                  Can dynamic pricing be applied to only one specific room category?

                  Yes, in Stayflexi, you can apply dynamic pricing to just one specific room category. This allows you to adjust prices for that room type based on occupancy, without affecting the prices of other room categories.

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                  Below are the step-by-step guidelines on dynamic pricing being applied to only one specific room category from Revenue Management:

                  1. Log in to Your Stayflexi Dashboard:
                    • Use your username and password to log in.
                  2. Go to Revenue Management:
                    • After logging in, click the four boxes icon (more apps) in the top right corner(as shown in Image 1).
                    • A dropdown menu will appear.
                    • Select “Revenue Management” from the list (as shown in Image 1).
                  3. Go to Dynamic Pricing:
                    • Click the “Dynamic Pricing” dropdown icon (3rd option on the left sidebar).
                    • Select the “Rule-based pricing” option from the dropdown(as shown in Image 2).
                  4. Create or Edit a Pricing Rule:
                    • To apply a rule to a specific room category, you can:
                      • Create a new rule by clicking the Add new dynamic pricing rule button.
                      • Or edit an existing rule by selecting it from the list of rules on the rule-based pricing page.
                  5. Enable Room Type-Based Occupancy:
                    • In the rule setup window, you will see an option to Enable Room Type-Based Occupancy (as shown in Image 3).
                    • Turn this option ON. This will let you apply the pricing rule to specific room categories instead of the entire property.
                  6. Select the Room Category (as shown in Image 3):
                    • After enabling room-type-based occupancy, you will see a dropdown menu “Room types” under the “Select room types?” section.
                    • Click on the dropdown and select the room category you want (e.g., Deluxe Room, Suite, etc.).
                    • You can choose one or more categories, but to apply the rule to a single room category, just select that one.
                  7. Define the Pricing Rule (as shown in Image 3):
                    • Now, set the conditions for your dynamic pricing:
                      • Occupancy Percentage Range: Enter the range of occupancy for when the rule should apply (e.g. if occupancy is between 90% and 100%).
                      • Price Adjustment: Choose how much you want to increase or decrease the price when occupancy falls within that range (you can set it as a percentage or a fixed amount).
                  8. Rule Name (as shown in Image 3):
                    • Name the Dynamic Pricing rule (e.g., Rule 2).
                  9. Save the Rule (as shown in Image 3):
                    • Once you have set everything up, click on the “Add Event” button to apply the rule.
                    • The dynamic pricing rule will now apply only to the room category you selected.

                  Can dynamic pricing and rate templates function simultaneously?

                  Yes, you can use both rate templates and dynamic pricing at the same time in Stayflexi. Rate templates let you set seasonal prices, while dynamic pricing adjusts rates based on real-time occupancy levels. When you set up seasonal prices, dynamic pricing will still work, making sure your rates reflect market conditions.
                  Here’s a simple guide on how to use them together:

                  1. What Are Rate Templates?
                    • What They Do: Rate templates allow you to set specific prices for certain times of the year, like during busy seasons or holidays. You can schedule these rates in advance.
                    • Why Use Them: They help you plan by setting fixed prices for high-demand periods like summer or festival seasons and it can be used multiple times.
                  2. What is Dynamic Pricing?
                    • What It Does: Dynamic pricing automatically adjusts your room rates based on demand and how full your hotel is.
                    • Why Use It: It helps you maximize revenue by adjusting rates in real time based on current demand.
                    • Dynamic pricing adjusts the rates based on the overall occupancy of the entire property. However, if you want to set dynamic pricing for a specific room type, you can do that by enabling the ‘Enable room type-based occupancy’ option when creating the pricing rule.
                  3. How Do They Work Together?
                    • Work Simultaneously: When you set a seasonal rate using a rate template (like for a holiday), dynamic pricing still works. The seasonal rate will be your base price.
                    • Adjust Automatically: If demand changes during that season (for example, if your hotel starts filling up), dynamic pricing will increase or decrease the rate based on occupancy.
                  • How to Set Them Up?
                    • Set Up a Rate Template:
                      • Log in to the Stayflexi Dashboard.
                      • Click the four boxes icon (more apps) in the top right corner.
                      • A dropdown will appear.
                      • Select “Revenue Management” from the list.
                      • Click on “Rate Template” (second option on the left sidebar).
                      • Click “Add New Template.”
                      • Fill in the required fields (template name, color, and description).
                      • Define the start and end dates for the season by using the template calendar button in the top right corner of the Rate template page (refer to the above Images).
                  • Configure Dynamic Pricing (refer to the above Images):
                    • Go to “Dynamic Pricing” (third option on the left sidebar under Revenue Management).
                    • Select “Rule-based Pricing.”
                    • Set rules for price changes (for example, “If occupancy is above 80%, increase rates by 10%”) by clicking “Add New Dynamic Pricing Rule.”
                  • Why Use Both?
                    • Maximize Earnings: Rate templates give you a plan for high-demand times, while dynamic pricing helps you adjust based on real-time changes. This way, you can always charge the best rates.
                    • Stay Competitive: Using both strategies ensures your prices stay competitive no matter the season or occupancy level.

                  By following these steps, you can easily set up rate templates and dynamic pricing in Stayflexi, ensuring your rates are always optimized to help you earn more while staying flexible with market changes.

                  How do I create predefined Coupon Code/ offers in the system?

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                  Below are the step-by-step guidelines to create predefined Coupon Code/offers in the system from Revenue Management:

                  1. Log in to Your Stayflexi Dashboard:
                    • Use your username and password to log in.
                  2. Go to Revenue Management:
                    • After logging in, click the four boxes icon (more apps) in the top right corner(as shown in Image 1).
                    • A dropdown menu will appear.
                    • Select “Revenue Management” from the list (as shown in Image 1).
                  3. Go to Coupon/Offers:
                    • On the left sidebar, click on “Coupon Code / Offers” (the 5th option) to view the Coupon Code/ Offers page. (as shown in Image 2).
                  4. Add a Coupon/Offers:
                    • Click the “Add Coupon Code / Offers” button to start creating a new Coupon Code / Offers (as shown in Image 2).
                  5. Enter Coupon Code / Offer Name:
                    • Provide a descriptive name for your coupon code/offer to help identify it easily (as shown in Image 3).
                  6. Describe Coupon Code / Offer:
                    • Provide a brief description of your coupon code/ offer for better understanding (as shown in Image 3).
                  7. Choose the type (as shown in Image 3):
                    • From the dropdown in the “Choose type of your coupon code/offer” section, either of the following types:
                      • OFFER
                      • COUPON CODE
                  8. Set Room Booking Criteria (as shown in Image 3):
                    • In the section “How many rooms do guests need to book to get this coupon code or offer?”, input:
                      • Minimum number of rooms guests need to book.
                      • Maximum number of rooms guests can book.
                  9. Set Stay Duration Criteria (as shown in Image 3):
                    • In the section “How long do guests need to stay to get this coupon code or offer?”, enter the following:
                      • Minimum number of nights required for guests to stay to qualify for the coupon code/ offer.
                      • Maximum number of nights guests can stay to qualify.
                  10. Set the Discount (as shown in Image 4):
                    • In the section “How much of a discount do you want to give?”, enter the desired discount and select the type of discount (Percentage or Flat ) from the dropdown.
                  11. Set the Date Range for Discounted Stays (as shown in Image 4):
                    • In the “When can guests check in using the discounted rate?” section, specify the date range for when guests can use the Coupon code/offer.
                  12. Select Days of the Week for Discount Availability:
                    • Choose the days of the week that the discounted rate will be available. You can select all days or specific days as needed (as shown in Image 4).
                  13. Valid Booking Period:
                    • In the section “When can bookings be shown?”, select the date range during which the coupon code/offer is valid for bookings (as shown in Image 4).
                  14. Coupon Code/Offer Usage Limit:
                    • In the section “How many times can the coupon code/offer be used? (leave blank for no limit)”:
                      • The coupon code or offer can be used as many times as you want unless a limit is set (as shown in Image 4).
                  15. Save the Coupon code/ offer:
                    • Once you have entered all the details, review them carefully.
                    • Click the “Save” button to finalize and activate your Coupon code/ offer (as shown in Image 4).

                  How do I create predefined promotions in the system?

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                  Below are the step-by-step guidelines to create predefined promotions in the system from Revenue Management:

                  1. Log in to Your Stayflexi Dashboard:
                    • Use your username and password to log in.
                  2. Go to Revenue Management:
                    • After logging in, click the four boxes icon (more apps) in the top right corner(as shown in Image 1).
                    • A dropdown menu will appear.
                    • Select “Revenue Management” from the list (as shown in Image 1).
                  3. Go to Promotions:
                    • On the left sidebar, click on “Promotions” (the 4th option) to view the promotions page (as shown in Image 2).
                  4. Add a New Promotion:
                    • Click the “Add new promotion” button to start creating a new promotion (as shown in Image 2).
                  5. Set Stay Duration Criteria (as shown in Image 3):
                    • In the section “How long do guests need to stay to get this promotion?”, enter the following:
                      • Minimum number of nights required for guests to stay to qualify for the promotion.
                      • Maximum number of nights guests can stay to qualify.
                  6. Set Room Booking Criteria (as shown in Image 3):
                    • In the section “How many rooms do guests need to book to get this promotion?”, input:
                      • Minimum number of rooms guests need to book.
                      • Maximum number of rooms guests can book.
                  7. Set the Discount Percentage (as shown in Image 3):
                    • In the section “How much of a discount do you want to give?”, enter the desired discount percentage.
                  8. Choose the Rate Plan (as shown in Image 3):
                    • From the dropdown in the “Which Rate?” section, select the rate plan that the discount applies to (e.g., EP).
                  9. Set the Date Range for Discounted Stays:
                    • Specify the date range for when guests can use the promotion (as shown in Image 4).
                  10. Select Days of the Week for Discount Availability:
                    • Choose the days of the week that the discounted rate will be available. You can select all days or specific days as needed (as shown in Image 4).
                  11. Make Promotion Available Online (as shown in Image 4):
                    • Decide whether to make the promotion available online():
                      • Turn On the Toggle: Promotion will be available on the Stayflexi direct booking engine.
                      • Turn Off the Toggle: Promotion will not be available for the Stayflexi booking engine.
                  12. Enter Promotion Name (as shown in Image 4):
                    • Provide a descriptive name for your promotion to help identify it easily().
                  13. Save the Promotion (as shown in Image 4):
                    • Once you have entered all the details, review them carefully.
                    • Click the “Save” button to finalize and activate your promotion().

                  Will the rates automatically revert to the base price if the dynamic pricing rule is disabled or deleted after it has been applied?

                  No, the rates will not automatically revert to the base price if the dynamic pricing rule is disabled or deleted after it has been applied.

                  • Disabling the rule stops it from affecting future bookings, but any bookings made while the rule was active will keep the modified rates.
                  • Deleting the rule permanently removes it, but again, it only affects future bookings. Existing bookings will retain the rates applied during the rule’s active period.

                  To return the rates to their original base price, you must change them manually.

                  Understanding Dynamic Pricing Rules:

                  Dynamic pricing rules in Stayflexi help you change room prices automatically based on things like demand, special promotions, or seasonal changes. When these rules are active, they change the prices for all relevant bookings automatically.

                  1. Applying a Dynamic Pricing Rule:
                    • When you activate a dynamic pricing rule, it instantly applies to all bookings during the time the rule is active.
                    • The system will show the modified prices for all reservations made while the rule is in place.
                  2. Disabling or Deleting a Dynamic Pricing Rule:
                    • Disabling the Rule:
                      • If you disable the dynamic pricing rule, it stops changing prices for future bookings.
                      • However, any bookings made while the rule was active will still keep the modified rates. These rates will not automatically go back to the base price.
                    • Deleting the Rule:
                      • Deleting the rule removes it from your settings entirely.
                      • This only impacts future bookings, meaning no new bookings will use the deleted rule.
                      • Existing bookings will still have the prices that were set when the rule was active.
                  3. Impact on Existing Bookings:
                    • Any bookings made while the dynamic pricing rule was active will keep the modified rates.
                    • These rates will not go back to the original base price automatically, even after disabling or deleting the rule.
                    • To reset these prices to the base rate, you need to manually adjust them.

                  How to Manually Update Prices:

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                  To adjust the prices back to the base price (or set a new price), follow these steps:

                  1. Go to the Rates and Inventory Page (as shown in Image 1):
                    • In the Stayflexi dashboard, click on the Rates and Inventory icon (it’s the 3rd icon from the left in the top menu).
                  2. Select Rates and Inventory:
                    • In the Rates and Inventory page, select the checkbox for Rates and Inventory from the dropdown menu in the top left corner (as shown in Image 2).
                  3. Use Bulk Update:
                    • Click on the Bulk update button (as shown in Image 2).
                  4. Set Pricing Option:
                    • From the dropdown options, select Set pricing (as shown in Image 3).
                  5. Choose Room Types:
                    • Select the room types where you want to adjust the prices (as shown in Image 3).
                  6. Choose the Rate plans:
                    • Select the rate plans where you want to adjust the prices (as shown in Image 4).
                  7. Manually Enter the Base Price:
                    • Enter the base price (or a new price) for those room types in the provided field (as shown in Image 5).
                  8. Save Your Changes:
                    • Click the Set Pricing button to save and apply your new pricing (as shown in Image 5).

                  By following these steps, you can ensure that prices for existing bookings are manually updated to the base price or any price you prefer, even if the dynamic pricing rule is disabled or deleted.

                  What is the Expense Manager feature in Stayflexi, and how does it benefit to a property?

                  The Expense Manager feature in Stayflexi is designed to help property managers efficiently track, manage, and log daily expenses, withdrawals, and top-ups for their hotel or vacation rental. By providing clear categories and logging capabilities, the tool simplifies financial management and ensures greater accuracy in tracking cash flows.

                  Here’s a breakdown of how it benefits your property and how to use it:

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                  1. Configuring Expenses: This is the first and most crucial step. With Stayflexi’s Expense Manager, you can define custom expense categories that suit the needs of your property. These categories are used to log expenses like housekeeping supplies, repairs, office utilities, etc.
                    • Steps to Configure Expenses:
                      • Logging into Your Stayflexi Dashboard:
                        • Enter your username and password to log in.
                      • Navigate to the Expense Manager Page:
                        • Once logged in, click on the More Apps icon (represented by four blocks) in the top right corner.
                        • From the dropdown menu, select Expense Manager (as shown in Image 1).
                        • On the left-hand menu, select Configuration dropdown, and under that, click Configure Expense.
                        • You will be taken to the Expense Master page (as shown in Image 2).
                        • Click “Create Expense”:
                          • To add a new expense category, click on the Create Expense button.
                          • A pop-up window will appear, prompting you to enter the name of the new expense type.
                        • Enter Expense Name:
                          • In the text field, type the name of the expense category you wish to create. For example, you could add “Housekeeping”, “Maintenance”, or “Food and Beverages”.
                          • This name will be used later when recording expenses to ensure proper categorization.
                        • Save the Expense:
                          • Once you’ve entered the expense name, click Save.
                          • The new expense type will be available for use when logging any related costs in the future.
                    • By configuring your expenses ahead of time, you ensure that your property has a predefined set of expense categories, which helps maintain consistency and accountability when managing finances.
                  2. Configuring Withdrawals: Withdrawals usually refer to cash taken out from the cash drawer for purposes like petty cash use, paying daily wages, or emergency cash-outs. Properly tracking withdrawals ensures your cash flow remains transparent and well-documented.
                    • Steps to Configure Withdrawals (as shown in Image 3):
                      • Go to Configure Withdrawal:
                        • Under the Configuration menu, click Configure Withdrawal.
                      • Create Withdrawal Types:
                        • Just like with expenses, you can create different categories for withdrawals by clicking on the Create withdrawal button. For instance, “Daily Wages”, “Vendor Payment”, or “Cash for Emergencies”.
                      • Log Withdrawals:
                        • After configuration, these withdrawal types will be available when you log cash withdrawals. This helps you keep a clear record of cash movements.
                  3. Configuring Cash Top-Ups: Top-ups allow you to manage the process of adding cash to your cash drawer. This feature helps ensure your daily operations have enough cash flow to cover expenses and withdrawals.
                    • Steps to Configure and Log Top-Ups (as shown in Image 4):
                      • Go to Configure Top-Up:
                        • Under Configuration, select Configure Top-Up.
                        • Here, you can create various top-up types like “Morning Cash Load” or “Emergency Top-Up” by clicking on the Create cash top-up button.
                      • Log Top-Ups:
                        • When you need to add cash into the drawer, such as at the start of the day, you can easily log the top-up in the system using one of the predefined top-up types.
                      • Maintain Cash Flow:
                        • This ensures that every time cash is added to the drawer, it is recorded, making it easy to track and balance the funds at the end of the day.
                  4. Configuring Employees: Stayflexi’s Expense Manager also allows you to assign different employees to handle specific actions, ensuring transparency and accountability.
                    • Steps to Configure Employees(as shown in Image 5):
                      • Go to Configure Employee:
                        • Under the Configuration menu, click Create Employee.
                      • Assign Employees:
                        • You can log and track the activities of each individual handling expenses, withdrawals, and top-ups.
                        • This feature is vital for maintaining accountability and understanding who is responsible for specific financial actions.
                  5. Logging Daily Expenses: After configuring the categories, you can now log your daily expenses. This is crucial for tracking where your funds are going and ensuring that everything is accounted for.
                    • Steps to Log Expenses (as shown in Image 6):
                      • Navigate to Add Expense:
                        • On the left-hand menu, click Add Expense.
                      • Select Expense Category:
                        • Choose from the predefined expense categories you created earlier (e.g., Housekeeping, Maintenance, etc.).
                      • Enter Expense Details:
                        • You’ll be prompted to enter the date of the expense, the expense amount, and any relevant notes.
                      • Save the Expense:
                        • After entering the details, click Save to log the expense into the system.
                    • This ensures that your daily operating costs are tracked and managed efficiently.
                  6. Logging Withdrawals: For cases where cash needs to be withdrawn from the drawer (e.g., to pay for emergency supplies or staff wages), the withdrawal logging feature comes in handy.
                    • Steps to Log Withdrawals (as shown in Image 7):
                      • Navigate to Add Withdrawal:
                        • On the left-hand menu, click Add Withdrawal.
                      • Select Withdrawal Category:
                        • Choose from the predefined withdrawal categories, like “Petty Cash” or “Emergency Fund”.
                      • Enter Details:
                        • Input the withdrawal amount, date, and any necessary notes for clarity.
                      • Save the Withdrawal:
                        • Click Save to log the withdrawal and ensure accurate tracking.
                  7. Logging Cash Top-Ups: To maintain adequate cash flow for your property’s daily operations, you may need to add cash into the drawer using the Top-Up feature.
                    • Steps to Log Top-Ups (as shown in Image 8):
                      • Navigate to Add Top-Up:
                        • Click on Add Top-Up from the menu.
                      • Select Top-Up Category:
                        • Choose from the predefined top-up categories (e.g., Morning Cash Load).
                      • Enter Top-Up Details:
                        • Enter the amount and any additional notes (such as why the top-up was necessary).
                      • Save the Top-Up:
                        • After entering the required details, click Save.

                  Stayflexi’s Expense Manager is a powerful tool designed to simplify financial management for property managers. By pre-configuring expenses, withdrawals, top-ups, and tracking employee activities, this feature ensures transparency, accuracy, and accountability in managing a property’s daily cash flow.

                  With easy-to-use logging functions, property managers can maintain a clear record of all financial movements, allowing them to make informed decisions and manage operational expenses more effectively

                  Where can I see report for Expense Manager?

                  You can see the reports for Expense Manager by navigating to the Expense Reports section in the Reports.

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                  Below is the step-by-step guide to see the Expense Manager reports:

                  • Logging into Your Stayflexi Dashboard:
                    • Enter your username and password to log in.
                  • Navigate to Reports:
                    • Once logged in, click on the More Apps icon (represented by four blocks) in the top right corner.
                    • From the dropdown menu, select Reports (as shown in Image 1).
                    • On the left-hand menu, select Expense Reports (the last option in the reports).
                  • Go to Expense Manager Reports:
                    • After selecting the Expense Reports option, the Expense Manager Reports option will be displayed(as shown in Image 2).
                    • Click on the Expense Manager reports block (as shown in Image 2).
                    • This will navigate you to the page where you can see all the Expense Manager reports, including(as shown in Image 3):
                      • The date the expense was created
                      • Type of expense( Expense, withdrawal, or top-up)
                      • Issued to details.
                      • Reason – entity name
                      • Description
                      • Amount.

                  By following these steps you can see all the Expense Manager report details.

                  How do I set up the Expense Manager in Stayflexi?

                  Below is the step-by-step guide to setting up Expense manager in Stayflexi:

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                  1. Log in to Stayflexi
                    • Log into your Stayflexi account with your credentials.
                    • Once logged in, click on the More Apps icon (represented by four blocks) in the top right corner.
                    • From the dropdown menu, select Expense Manager (as shown in Image 1).
                  2. Set Up Expense Categories
                    • Before logging any expenses, you need to define your expense categories. These categories will help you track where your money is going.
                    • Go to the “Configuration” Section:
                      • From the left-hand menu, expand the Configuration section and click on Configure Expense (as shown in Image 2).
                    • Create an Expense Category:
                      • Click the Create Expense button(as shown in Image 2).
                      • A pop-up will appear where you need to enter the name of the expense category (e.g., “Housekeeping”, “Repairs”, “Food & Beverage”, etc.).
                    • Save the Expense:
                      • Once you have entered the expense name, click Save.
                      • Repeat this step to create multiple categories for the various types of expenses your property might have.
                  3. Set Up Withdrawal Categories:
                    • To track cash withdrawals (e.g., petty cash or emergency cash outs), you need to set up specific categories for withdrawals.
                    • Go to “Configure Withdrawal”:
                      • Again, under the Configuration section, click on Configure Withdrawal (as shown in Image 3).
                    • Create Withdrawal Categories:
                      • Just like with expenses, click the option to Create Withdrawal and input the type of withdrawal (e.g., “Daily Wages”, “Vendor Payments”, etc.).
                    • Save the Withdrawal:
                      • Click Save to store the new category for future use.
                  4. Set Up Cash Top-Up Categories (as shown in Image 4):
                    • If you frequently add cash to your property’s cash drawer or safe, it’s important to categorize these top-ups.
                    • Go to “Configure Top-Up”:
                      • Under the Configuration section, select Configure Top-Up.
                    • Create Top-Up Categories:
                      • Define different types of top-ups, like “Morning Cash Load” or “Emergency Top-Up”.
                      • Add the name in the pop-up and click Save.
                  5. Set Up Employee Roles(as shown in Image 5):
                    • To track which employees are responsible for certain financial actions, you can configure employee roles in the system.
                    • Go to “Configure Employee”:
                      • Under Configuration, click Configure Employee.
                    • Add Employees:
                      • Assign employees who will be involved in expense management by clicking on the Create employee button. This ensures accountability and helps track who logs expenses, withdrawals, and top-ups.
                  6. Add and Track Expenses (as shown in Image 6):
                    • Now that your categories are set up, you can start logging expenses.
                    • Navigate to Add Expense:
                      • From the left-hand menu, click Add Expense.
                    • Select an Expense Category:
                      • Choose from the categories you created earlier (e.g., Housekeeping, Repairs, etc.).
                    • Enter Expense Details:
                      • Enter the amount, date, and any additional notes for the expense.
                    • Save the Expense:
                      • Click Save to log the expense.
                  7. Log Withdrawals (as shown in Image 7):
                    • For any cash withdrawals, follow these steps:
                    • Go to Add Withdrawal:
                      • Click on Add Withdrawal from the left-hand menu.
                    • Select a Withdrawal Category:
                      • Choose a withdrawal type from the list you set up earlier.
                    • Enter Withdrawal Details:
                      • Input the amount, date, and any relevant notes.
                    • Save the Withdrawal:
                      • Click Save to record the withdrawal.
                  8. Log Cash Top-Ups(as shown in Image 8):
                    • To keep your property’s cash flow steady, you may need to log top-ups.
                    • Navigate to Add Top-Up:
                      • Select Add Top-Up from the left-hand menu.
                    • Select a Top-Up Category:
                      • Choose a top-up category (e.g., Morning Cash Load).
                    • Enter Top-Up Details:
                      • Add the top-up amount and any necessary notes.
                    • Save the Top-Up:
                      • Once complete, click Save to record the cash addition.

                  By following these steps, you can successfully set up the Expense Manager in Stayflexi. This setup allows you to efficiently track and manage all daily expenses, withdrawals, and cash top-ups, providing better financial control over your property.

                  Where can I see report for Expense Manager?

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                  Below is the step-by-step guide to see the Expense manager reports:

                  1. Logging into Your Stayflexi Dashboard:
                    • Enter your username and password to log in.
                  2. Go to Reports:
                    • Once logged in, click on the More Apps icon (represented by four blocks) in the top right corner.
                    • From the dropdown menu, select Reports (as shown in Image 1).
                  3. Go to Expense manager reports:
                    • On the left sidebar in the Reports page, click on the Expense reports option(as shown in Image 2).
                    • Now, click on the Expense Manager report option to view all the expense reports(as shown in Image 2).
                    • Now do the following(as shown in Image 3):
                      • View the Report Details:
                        • The report will open, showing your property’s expenses.
                      • Data is structured as follows:
                        • Horizontal Headers include:
                          • Type of Expense (e.g., maintenance, utilities)
                          • ID (unique identifier for each expense)
                          • Reason/Entity Name (why or who the expense was for)
                          • Description (details of the expense)
                        • Vertical Columns list the corresponding data under each header.
                      • Analyze the Data:
                        • Scroll through the report to review detailed expense entries.
                        • Use this report to track and manage your property’s expenses

                  By following these steps you can see the reports for the expense manager.

                    How can I add daily expenses or record withdrawals in the Expense Manager?

                    Here’s a step-by-step guide to help you add expenses or record withdrawals:

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                    1. Log in to Stayflexi
                      • Start by logging into your Stayflexi account with your credentials.
                      • Once logged in, click on the More Apps icon (represented by four blocks) in the top right corner.
                      • From the dropdown menu, select Expense Manager (as shown in Image 1).
                    2. Add Daily Expenses:
                      • To record any daily expenses, follow these simple steps:
                      • Navigate to “Add Expense”:
                        • In the left-hand menu, under the Expense Manager, click on Add Expense (as shown in Image 2).
                      • Choose an Expense Category:
                        • A drop-down menu will appear showing the categories of expenses you created earlier.
                        • Select the appropriate category that matches the type of expense you’re logging.
                      • Enter Expense Details:
                        • Fill in the necessary details such as the expense amount, date, and any additional notes that describe the expense.
                      • Save the Expense:
                        • After entering all the information, click Save to log the expense into the system.
                        • The recorded expense will now be stored and available for tracking in your Expense Manager.
                    3. Record Withdrawals (as shown in Image 3):
                      • To log any cash withdrawals (such as withdrawals for petty cash, emergency funds, etc.), here’s what you need to do:
                      • Navigate to “Add Withdrawal”:
                        • In the left-hand menu, under the Expense Manager, click on Add Withdrawal.
                      • Select a Withdrawal Category:
                        • A list of withdrawal categories will be available from the drop-down.
                        • Choose the appropriate category for the withdrawal you’re recording.
                      • Enter Withdrawal Details:
                        • Provide the withdrawal amount, date, and any relevant notes (e.g., reason for the withdrawal or other details).
                      • Save the Withdrawal:
                        • Once the information is filled in, click Save to log the withdrawal in the system.
                    4. Review Your Entries:
                      • Once you’ve added your daily expenses or withdrawals:
                      • Track Expenses & Withdrawals:
                        • You can view a summary of all logged expenses and withdrawals by navigating back to the Expense Manager dashboard.
                        • This gives you a clear overview of the financial activities of your property.

                    By following these steps, you can effectively track and manage your property’s financial activities, ensuring better financial control and transparency.

                    What is the 'Top-up' feature in the Expense Manager, and how is it used?

                    The Top-up feature in Stayflexi’s Expense Manager allows property owners and managers to load cash into their cash drawer at the beginning of the day or at any other time when additional cash is required for daily operations, such as covering expenses or withdrawals. This feature ensures that there is always enough cash available to manage operations smoothly.

                    Here’s how to use it step by step:

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                    1. Log in to Stayflexi
                      • Log into your Stayflexi account with your credentials.
                      • Once logged in, click on the More Apps icon (represented by four blocks) in the top right corner.
                      • From the dropdown menu, select Expense Manager (as shown in Image 1).
                    2. Navigate to ‘Add Top-Up’ (as shown in Image 2):
                      • In the left-hand menu under Expense Manager, select Add Top-Up.
                      • This will open the section where you can add cash to your cash drawer.
                    3. Select the Top-Up Category (as shown in Image 2):
                      • Once in the Add Top-Up screen, you’ll see a drop-down menu to choose the Top-Up Type.
                      • Select the relevant category for the top-up. Examples could include categories like “Daily Cash Start” or “Emergency Funds”.
                    4. Enter the Top-Up Amount and Details(as shown in Image 2):
                      • Enter the Top-Up Amount:
                        • Input the exact amount of cash you are adding to your cash drawer for the day.
                      • Add Date and Notes (Optional):
                        • You will be prompted to enter the date of the top-up. By default, the current date will be selected, but you can change it if needed.
                        • You can also add any notes (optional) to describe the purpose of the top-up or any relevant details.
                    5. Save the Top-Up (as shown in Image 2):
                      • After entering the necessary details, click Save.
                        • This action will log the top-up to the system, ensuring that the added cash is tracked for your property’s operations.

                    What is Payment Automation and how does it work in Stayflexi?

                    Payment automation in Stayflexi helps hotels handle payments smoothly and automatically. This feature ensures that guests’ payments are collected on time, making the booking process more efficient for property owners.

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                    Below is the step-by-step guide on Payment Automation:

                    1. Log in to Your Stayflexi Dashboard:
                      • Enter your username and password to log in.
                    2. Go to Payments:
                      • After logging in, click the “More Apps” icon (represented by four boxes or blocks) in the top right corner.
                      • From the dropdown menu, select Payments(as shown in Image 1).
                      • Click on the Payment Configuration option(as shown in Image 2).
                    3. Enable Payment Automation(as shown in Image 2):
                      • What it does: When this feature is turned on, Stayflexi automates the payment collection process for all reservations. This is particularly useful for properties that allow guests to pay during check-in or via online platforms like Booking.com, Expedia, or other OTAs (Online Travel Agencies).
                        • How it works:
                          • The system automatically processes payments when guests make a reservation if payment automation is enabled.
                          • If the payment fails, the system can notify the guest to update their card details.
                          • This automation reduces cancellations and ensures that hotels receive payments promptly.
                        • Why you should enable it: It saves you time and effort in manually managing payments and reduces the chances of cancellations due to payment failures.
                        • How to enable: Simply toggle the switch to the “on” position to activate payment automation for your property.
                    4. Apply Payment Automation to These Channels(as shown in Image 2):
                      • What it does: This setting allows you to apply payment automation to specific booking channels, such as Booking.com, Expedia, and other OTAs.
                        • How it works:
                          • When guests book through these channels, the system will automatically charge their card details if they have selected the “pay later” option.
                          • If the guest’s card is invalid, the system will send an email requesting updated payment information. The room inventory will be held until the payment is successfully processed.
                        • How to set it up: Use the dropdown menu to select the channels you want to apply payment automation.
                    5. Enable Cancellation Policy(as shown in Image 3):
                      • What it does: This feature automatically applies your hotel’s cancellation policy to the booking. If enabled, it charges the guest based on the rules of your cancellation policy, such as charging upfront for non-refundable bookings or after the cancellation window for partially refundable bookings.
                      • How it works:
                        • For non-refundable policies, the full booking amount is charged immediately after the booking is made.
                        • For partially refundable policies, the system will automatically handle the payment after the refundable time period for the booking is over.
                      • Why you should enable it: Automating the cancellation policy helps avoid manual intervention and ensures guests are charged according to the booking rules.
                      • How to enable: Toggle the switch to enable or disable the cancellation policy automation.
                    6. Convert Booking into an Enquiry when Payment Fails(as shown in Images 3 and 4):
                      • What it does: This option allows you to convert a booking into an Enquiry booking if the guest’s payment fails. This holds the booking temporarily, without canceling it outright, giving the guest time to resolve their payment issues.
                      • How it works:
                        • If the payment doesn’t go through, the booking is changed to an Enquiry, and the room inventory is reserved for a set period.
                        • During this time, the guest can update their payment details, and the booking will be confirmed once payment is successful.
                        • If the guest fails to complete the payment within the expiry time, the Enquiry is canceled, and the room is released for other guests.
                      • Why you should use it: This feature gives the guest a second chance to complete the payment and ensures that rooms aren’t lost too quickly due to temporary payment failures.
                      • How to enable: Select “YES” to convert failed payment bookings into Enquiries, or “NO” if you want the booking to remain in confirmed status or be canceled right away.
                    7. Set Expiry for Enquiry Bookings(as shown in Image 4):
                      • What it does: This setting lets you decide how long a booking will remain in an Enquiry state before it expires. During this time, the room is held for the guest, and the payment can still be completed.
                      • How it works:
                        • You can set the Expiry Hours to specify how long the booking will stay as an Enquiry.
                        • There are two Expiry Types:
                          • From the time of booking creation: The expiry countdown starts as soon as the booking is made.
                          • Before check-in: The expiry countdown is based on the check-in date and time.
                      • Why you should use it: It gives flexibility on how long to hold a room for guests who haven’t completed their payments. Setting this appropriately ensures you can free up rooms for other bookings if the payment isn’t completed in time.
                      • How to set it up: Enter the number of hours for the expiry and select whether the timer starts from the time of booking or before check-in.
                    8. Partial Payment Setting(as shown in Image 4):
                      • What it does: This feature allows you to charge a percentage of the booking amount upfront instead of the full amount.
                      • How it works:
                        • You can set a specific percentage (e.g., 50%, 100%) of the total booking amount to be collected at the time of booking.
                        • For example, if you set the percentage to 50%, guests will be charged half the total amount when they book, and the remaining amount can be charged later (e.g., at check-in).
                      • Why you should use it: This can help secure bookings with a smaller payment upfront, giving guests more flexibility while still confirming the reservation.
                      • How to set it up: Use the slider to choose the percentage of the booking amount you wish to charge when the booking is made.

                    Payment automation in Stayflexi helps properties manage payments more efficiently by automating processes like payment collection, applying cancellation policies, and handling failed payments. Each of these settings provides flexibility in how payments are handled, ensuring that hotel owners can streamline operations while providing guests with a smooth booking experience


                    What is the Payment Automation Dashboard and what can I monitor there?

                    The Payment Automation Dashboard in Stayflexi is designed to give hotel owners and managers a clear and detailed overview of their payment activities. This dashboard allows you to monitor various aspects of payments, including automated payments, manual payments, and payments by type (like cash, card, etc.). By using this dashboard, you can track how payments are processed daily, understand the volume by payment methods, and see important details related to failed or successful payments.

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                    • What Can You Monitor on the Dashboard?
                      • Total Payments (Automated vs. Manual)
                        • Top section: You can see the total volume of payments processed, divided between automated and manual payments. This helps you understand the extent to which payment automation is being used and how much manual intervention is needed.
                      • Payments by Day
                        • Top middle section: A graph shows the volume of payments for each day of the month, giving you insights into daily payment trends. This can help you spot patterns, such as when guests tend to make more payments (e.g., weekends vs. weekdays).
                      • Payment by Type
                        • Top right graph: This section breaks down payments by different methods—cash, card, bank transfers, and online payments. You can easily see which payment methods are most popular among guests.
                      • Manual vs. Automated Payments
                        • Middle section: This chart distinguishes between payments that are handled automatically (through booking engines or payment processors) and those handled manually. It shows the total revenue from each method.
                      • Gateway Payments by Day
                        • Bottom right graph: This shows payments that went through various gateways (such as Stripe, Razorpay, etc.) over specific days. It helps you track gateway performance and identify any issues related to specific payment providers.
                      • Table for payments, refunds, transfers, and reversals (Detailed View)
                        • Bottom section: This table shows a detailed list of individual transactions, including date, amount booking ID, guest name, payment type, gateway name, payment gateway ID, and source of payment.
                    • Step-by-Step Explanation:
                      • Log in to Your Stayflexi Dashboard:
                        • Enter your username and password to log in.
                      • Go to Dashboard:
                        • After logging in, click the “More Apps” icon (represented by four boxes or blocks) in the top right corner.
                          • From the dropdown menu, select Payments(as shown in Image 1).
                            • You will see the Dashboard option with various graphs and data tables.
                          • Review Total Payments (as shown in Image 2):
                            • At the top of the dashboard, you’ll see the total payments processed today. This includes both automated and manual payments, so you can quickly gauge how much revenue has been collected.
                          • Check Payments by Day(as shown in Image 3):
                            • Look at the “Payments by Day” graph to understand payment trends over the month. The taller bars indicate days with higher payment volumes.
                            • This helps you predict busier times or peak days for payments.
                          • Analyze Payments by Type(as shown in Image 3):
                            • The “Payments by Type” graph gives you a breakdown of the payment methods used (cash, card, etc.). This is useful for understanding guest preferences and ensuring your payment methods are adequately supported.
                          • Compare Automated vs. Manual Payments(as shown in Image 4):
                            • Check the graph that compares manual and automated payments. If you notice that manual payments are higher, you might want to adjust your settings to enable more automation.
                          • View Gateway Payments by Day(as shown in Image 4):
                            • The “Gateway Payments by Day” chart tracks the payments processed through payment gateways like Stripe and Razorpay. This shows which payment providers are being used most often and allows you to monitor gateway-specific trends.
                          • Monitor Individual Transactions(as shown in Images 5 and 6):
                            • At the bottom, you will see a table with details of each payment, refunds, transfers, and reversal. Use this table to:
                              • Confirm amounts.
                              • Check the booking IDs
                              • Payment gateway IDs etc.

                    The Payment Automation Dashboard gives you a clear and comprehensive overview of how payments are being processed for your hotel. By monitoring this dashboard, you can ensure smooth operations, identify any issues quickly, and make informed decisions to improve your payment processes.

                    How do I configure Payment Automation in Stayflexi?

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                    Below is the step-by-step guide to configuring payment automation in Staflexi:

                    1. Login to Stayflexi Dashboard:
                      • Start by logging into your Stayflexi account using your credentials.
                    2. Go to Payment Configuration:
                      • After logging in, click the “More Apps” icon (represented by four boxes or blocks) in the top right corner.
                      • From the dropdown menu, select Payments(as shown in Image 1).
                        • On the Payment page, click the Payment Configuration option(as shown in Image 2).
                    3. Enable Payment Automation(as shown in Image 2):
                      • Toggle the switch next to the Enable Payment Automation section to activate this feature.
                      • What it does: This enables automatic payment collection from guests at the time of booking or during check-in, depending on the OTA (Online Travel Agent) or the type of payment selected.
                      • Benefit: Streamlines the payment process and reduces the chances of failed payments going unnoticed.
                    4. Choose Channels for Payment Automation(as shown in Image 2):
                      • In the Apply Payment Automation to These Channels section, select the OTAs (e.g., Booking.com, Expedia) where you want payment automation enabled.
                      • Use the dropdown menu to choose one or multiple channels.
                      • What it does: Ensures that for the selected channels, the system automatically attempts to charge the guest’s credit card at the time of booking or check-in.
                      • Benefit: You can control which channels are enabled for automated payment, providing flexibility in handling different OTA payment rules.
                    5. Enable or Disable the Cancellation Policy(as shown in Image 3):
                      • Toggle the switch next to Enable Cancellation Policy.
                      • What it does: When this feature is enabled, the system automatically charges the guest for non-refundable bookings right after the booking is confirmed. For partially refundable bookings, payments are processed after the refundable period expires.
                      • Benefit: Automates cancellation charges, ensuring properties comply with their cancellation policies without manual involvement.
                    6. Configure Failed Payment Handling(as shown in Image 3):
                      • In the section labelled Convert Booking into an Enquiry When Payment Fails, you can decide what happens when a guest’s payment fails.
                      • Select “YES”: If you want the booking to be converted into an enquiry, which will hold the room inventory for a certain period (defined by expiry hours) while waiting for the guest to make a successful payment.
                      • Select “NO”: If you want the booking to remain confirmed even if the payment fails, keep the room inventory locked for the guest.
                      • What it does: Helps you manage failed payments by either downgrading the booking to an enquiry (with time limits) or keeping it confirmed, giving flexibility to your booking management process.
                      • Benefit: Avoids the risk of overbooking and allows you to retain control over room inventory in case of payment failures.
                    7. Set Expiry Time for Enquiry Bookings (Optional):
                      • If you’ve opted to convert failed payments into enquiries, you’ll need to set the expiry time for the enquiry(as shown in Image 4).
                      • In the Expiry Hours field, specify how long (in hours) you want to hold the booking as an enquiry before releasing the inventory.
                      • In the Expiry Type dropdown, choose the reference point (e.g., from the time of enquiry) for calculating expiry.
                      • What it does: Ensures that room inventory isn’t held indefinitely, releasing it if the guest does not make the payment within the set time.
                      • Benefit: Ensures rooms are available to other potential guests if payments aren’t completed within a reasonable time frame.
                    8. Save Your Settings(as shown in Image 4):
                      • After configuring all the options, make sure to Save the settings to apply the changes to your property’s payment automation system.
                      • Benefit: Your property will now automatically handle payments and cancellation policies based on the rules you’ve set, helping you manage bookings and payments more efficiently.

                    What happens if the payment fails due to an invalid guest card?

                    If a guest’s payment fails due to an invalid credit card, Stayflexi offers automated processes to handle the situation. Follow this step-by-step breakdown of what happens next and how the system manages the failed payment.

                    1. System Tries to Process Payment(refer the above given Image):
                      • When a guest makes a booking, Stayflexi’s payment automation system attempts to charge the credit card provided by the guest during the booking process (either at the time of booking or during check-in depending on the channel and configuration).
                    2. Payment Failure:
                      • If the guest’s credit card details are invalid or the payment is declined, the system automatically detects the failure.
                    3. Email Notification to Guest (refer the above given Image):
                      • The system sends an automated email to the guest informing them that their payment could not be processed.
                      • The email will contain a request for updated card information, urging the guest to provide new, valid payment details.
                      • Benefit: This ensures that the guest is promptly informed and allowed to resolve the issue without delay.
                    4. Booking Converted to Enquiry (refer the above given Image):
                      • If you have enabled the Convert Booking into an Enquiry When Payment Fails option, the booking will be converted into an enquiry status.
                      • What does this mean?: An enquiry status means that the room is held in the system, but the booking is not confirmed until the payment is completed.
                      • The room inventory will be reserved for a specific period (defined by expiry hours) to give the guest time to resolve their payment issue.
                      • Example: If you have set the enquiry expiry to 24 hours, the guest has 24 hours to update their card information before the room is released for other bookings.
                    5. Expiry Hours for Enquiry Bookings(refer the above given Image):
                      • You can configure the expiry hours for the enquiry under the Set Expiry for Enquiry Bookings section.
                      • After the defined expiry time (e.g., 24 hours), if the guest does not provide updated payment information, the room will be automatically released back into inventory, making it available for other guests to book.
                      • Benefit: This ensures that rooms aren’t blocked indefinitely by bookings with failed payments, allowing the property to maximize room availability.
                    6. Booking Remains Confirmed (refer the above given Image):
                      • If the Convert Booking into Enquiry option is disabled, the booking will remain confirmed even if the payment fails.
                      • The system will continue to hold the room for the guest, but the payment will still need to be resolved before check-in.
                      • Benefit: This gives flexibility in managing bookings for important guests, and keeping their reservations confirmed while they work on resolving payment issues.
                    • By the above options, if a guest’s payment fails due to an invalid credit card in Stayflexi, the system will:
                      • Automatically send an email to the guest requesting updated card details.
                      • Convert the booking into an enquiry (if configured), holding the room for a specific period.
                      • Allow you to set an expiry time for enquiry bookings, releasing the room if no payment is made within the time frame.
                      • Keep the booking confirmed (if you choose not to convert it to an enquiry), allowing the guest time to resolve the payment issue.

                    This automation ensures that failed payments are handled efficiently while protecting your property’s inventory from being blocked by unconfirmed bookings.

                    How is the guest’s card charged? Is it based on the cancellation policy set in Stayflexi?

                    Yes, the guest’s card is charged based on the cancellation policy that you have configured in Stayflexi. The system automates the payment process, taking into account the specific terms of your cancellation policy, which determines how and when the guest is charged. Below is a step-by-step explanation of how the guest’s card is charged and how the cancellation policy influences this process.

                    1. Set Up Cancellation Policy:
                      • In Stayflexi, you can set up different cancellation policies (e.g., non-refundable, partially refundable) for your property through Property configuration.
                      • Non-refundable policy: The entire booking amount will be charged upfront after the booking is confirmed.
                      • Partially refundable policy: The system will process the payment based on the refundable time period you have set.
                      • Example:
                        • Non-refundable: Guests are charged immediately and cannot get a refund if they cancel.
                        • Refundable up to 48 hours before check-in: Guests are charged after the refundable period expires (48 hours before check-in).
                    2. Guest Makes a Booking:
                      • When the guest makes a booking through your property, Stayflexi’s system attempts to charge the guest’s card according to the payment automation settings and the specific cancellation policy applied to the booking.
                    3. Charging the Guest’s Card Based on Cancellation Policy
                      • Depending on the cancellation policy configured:
                        • For Non-Refundable Policies:
                          • The system will automatically charge the full amount immediately after booking confirmation.
                          • Since the booking is non-refundable, the guest won’t be able to cancel for a refund.
                          • This helps ensure that you secure payment for the room regardless of any cancellation requests from the guest.
                        • For Partially or Fully Refundable Policies:
                          • If you have set a refundable window (e.g., cancel within 48 hours before check-in), the system does not charge the guest’s card immediately.
                          • Instead, the card will be charged after the refundable window expires.
                          • For example, if the guest cancels within the allowable window, they won’t be charged, but if they cancel after the window, the card will be charged as per the policy.
                        • Example:
                          • If the cancellation policy allows free cancellation up to 48 hours before check-in, the system will automatically charge the guest’s card 48 hours before the check-in time.
                          • If the guest cancels before that time, no charge is made.
                    4. Handling Failed Charges:
                      • In cases where the guest’s card is invalid or the payment fails, Stayflexi’s automated email system will notify the guest and request updated card information.
                      • If the payment cannot be processed, the booking can be converted to an Enquiry booking (based on your configuration), and the room inventory will be held for a specific period until the issue is resolved.
                    5. After Cancellation Window Expires:
                      • If the guest’s booking falls under a refundable policy and the cancellation window expires without cancellation, the system will automatically charge the guest’s card according to the policy.
                      • If you enable Payment Automation, this entire process happens automatically without manual intervention.
                    6. Tracking Charges:
                      • All charges (whether automated or manual) can be tracked and reviewed in Stayflexi’s dashboard, allowing property managers to monitor payments for each booking.

                    Does Stayflexi offer the option to charge a booking partially or in full?

                    Yes, Stayflexi allows properties to charge a booking either partially or in full, depending on how you configure the payment and cancellation policies. The system offers flexibility to property owners, enabling automated payment handling based on your preferences. Below is a step-by-step explanation of how you can configure partial or full charges for a booking in Stayflexi.

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                    1. Log in to Your Stayflexi Dashboard:
                      • Enter your username and password to log in.
                    2. Go to Payments(as shown in Image 1):
                      • After logging in, click the “More Apps” icon (represented by four boxes or blocks) in the top right corner.
                      • From the dropdown menu, select Payments(as shown in Image 1).
                      • Click on the Payment Configuration option(as shown in Image 2).
                    3. Navigate to Payment Automation Configuration:
                      • In the Payment Configuration page, you should see the following options Enable Payment Automation, Apply Payment Automation to These Channels, and Enable Cancellation Policy.
                    4. Enable Payment Automation(as showing in Images 2 and 3):
                      • Toggle the switch to Enable Payment Automation.
                      • This ensures that the system will handle payments automatically without manual intervention.
                      • Once enabled, the system will automatically charge guests based on the rules you define, whether partially or fully.
                    5. Choose the Payment Automation Channels:
                      • In the Apply Payment Automation to These Channels section, you can select which online channels will apply these automation rules (e.g., Booking.com, Expedia).
                      • If the channel supports partial payment, you can apply the settings to that channel, ensuring seamless payment processing for bookings coming from different platforms.
                    6. Configure Partial or Full Charges:
                      • Full Charge Setup (For Non-Refundable Bookings)
                        • If you want to charge the guest the full amount immediately:
                          • Ensure that your Cancellation Policy is set to non-refundable (this usually indicates the booking is fully charged at the time of booking).
                          • You can configure this under the Enable Cancellation Policy toggle. Turn it on, and set the full charge as the default for non-refundable bookings.
                          • Once the booking is confirmed, the guest’s card will be charged for the entire amount, guaranteeing full payment upfront.
                      • Partial Charge Setup (For Refundable Bookings):
                        • If you want to charge only a portion of the booking amount upfront:
                          • Set the Cancellation Policy to allow for refundable bookings.
                          • In the Payment Settings, configure the system to charge a partial deposit. This could be a percentage of the total (e.g., 20% upfront).
                          • Under the payment rules, set the remaining balance to be charged closer to the check-in date.
                    7. Set Triggers for Payments:
                      • You can configure specific triggers for payments:
                        • Full charge at the time of booking for non-refundable reservations.Partial charge (e.g., a deposit) when the booking is made, and set the system to collect the remaining amount before check-in or when the refundable window closes.
                    8. Monitor and Track Payments:
                      • In the dashboard, you can track the status of payments, whether they were charged partially or in full.
                      • If the guest’s card fails or if a partial payment is pending, Stayflexi will display this information, allowing you to follow up if necessary.
                    9. Handling Failed Payments:
                      • If a payment fails (e.g., invalid card details), Stayflexi will automatically notify the guest and prompt them to update their card information.
                      • Depending on your policy, the booking can be converted to an Enquiry, and the room will be held for a set number of hours until the guest resolves the payment issue.
                    10. Save Your Configuration:
                      • After setting all payment policies (whether full or partial), make sure to save your settings.
                      • The system will then automatically apply these rules to all future bookings that meet the criteria.

                    Overview of Property Configuration

                    In Stayflexi, Property Configuration is a module that enables hotel administrators to set up and manage various operational and customizable aspects of their property within the Stayflexi system.

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                    1. Property Setup(as shown in Image 1):
                      • It consists of various options, including:
                        • Property details
                          • Includes editing address details, phone numbers, emails, defining property’s star rating, and amenities property images.
                          • Also managing room type details like room occupancy prices amenities and images.
                        • Folio setup
                          • This page allows customizing the appearance of PDF or printouts of folio with settings like font size, page layout, headers, footers, and color schemes. It helps create professional-looking and visually appealing documents.
                        • Shift setup
                          • The Shift setup feature helps property managers easily manage staff shifts by defining working hours and assigning staff to those shifts. Staff outside his shift hour won’t be able to log into Stayflexi PMS and access any information from PMS.
                          • It ensures a clear schedule for operational efficiency and data privacy.
                        • Hotel addons
                          • This page is used to create a different kind of add-ons or amenities available on the property. These add-ons are useful for upselling hotel services to guests.
                        • Hourly price config
                          • Configure hourly prices for your room types and rate plans, this will help you to drive more revenues from early check-ins, late check-outs, and flexible bookings.
                        • Flexible slot
                          • View the Flexible Slots data for all your room types. You can only view one week’s data at a time. You can edit the Timings for a given day
                        • Other settings
                          • In the “Other settings” for Property Configuration in Stayflexi, you have the following options:
                            • Reservations Auto-Assign Mode: When enabled (set to ON), rooms are automatically assigned to incoming reservations. If disabled (set to OFF), room assignments must be handled manually.
                            • Multi Room Mode: When enabled, folio items and payments are tracked at the room level, allowing more detailed tracking of charges and payments associated with individual rooms.
                            • Disable Automatic Room Movement: When enabled, the system will not automatically move future reservations to accommodate other reservations. This can help ensure that room assignments remain stable and are not altered automatically.
                            • Disable Current Reservation Check-in Before Checkout: When enabled, guests cannot check in to a room if the previous guest has not yet checked out, preventing overlapping check-ins.
                            • Check-in Time Configuration: This allows you to set a specific check-in time (e.g., 9 AM) for your property. The system will prevent check-ins before the designated time, ensuring that guests cannot check in earlier than intended.
                            • These settings allow for more control over room assignment, check-in, and room movement policies, helping to manage reservations and guest stays effectively in a property management context.
                    2. Policies(as shown in Image 2):
                      • Cancellation policies:
                        • Use this page to create and edit hotel policies. For example, you can create a cancellation/refund policy.
                      • Amendment policies:
                        • Use this page to create and edit hotel policies. For example, you can create an amendment policy.
                      • Hotel policies(Terms and conditions):
                        • Use this page to create and delete hotel policies and terms and conditions. For example, you can create policies or terms and conditions for hotels.
                    3. Tax and fee categories(as shown in Image 3):
                      • Tax categories:
                        • Use this page to create and edit hotel tax categories. A Tax category can used to calculate and apply tax in a variety of places. For example, defining tax for a room type, tax for an item being added to an invoice, or tax for products in a shop.
                      • Group tax categories:
                        • Use this page to create and edit hotel group tax categories. You can combine two or more Tax Categories to create a Group Tax Category.
                      • Custom tax categories:
                        • Use this page to create and edit custom tax categories.
                      • Fee categories:
                        • Use this page to create and edit hotel fee categories. A Fee category can used to calculate and apply a fee in a variety of places. For example, defining a fee for a room type, fee for an item being added to an invoice.
                      • Group fee categories:
                        • Use this page to create and edit hotel group fee categories. You can combine two or more fee Categories to create a Group Fee Category.
                    4. Notifications(as shown in Image 4):
                      • Guest Notifications:
                        • Control the email and WhatsApp notifications sent to guests.
                      • Hotelier notifications:
                        • Control the email and WhatsApp notifications sent to hotels.
                      • Guest review:
                        • Use this page to get guest reviews feedback. When the toggle is enabled, the Stayflexi system will send an automated email to guests after check-out, requesting their feedback on Google Reviews. The email will include the hotel Google Review URL for convenient review submission.
                    5. Channel manager(as shown in Image 5):
                      • Channel mapping:
                        • Channel mapping is the process of linking a hotel’s room types in Stayflexi’s Property Management System to specific online distribution channels or travel agencies. This ensures that the same room type is listed with the same name, description, and rate across all channels. By mapping a channel, a direct link is created with the Stayflexi system, ensuring that inventory, price, and restrictions are always up-to-date and accurately reflected across all distribution channels.
                      • Rentals united:
                        • Push Property data to RU (Rentals United).
                      • Custom booking sources
                        • Use this page to create user-defined booking sources. This will help the hotelier to analyze the revenue more accurately based on sources.
                    6. Booking engine(as shown in Image 6):
                      • Use this page to configure the booking engine.
                    7. Magic link and kiosk(as shown in Image 7):
                      • Configuration:
                        • Configure your self-service link to offer a range of customizable options such as self-check-in, early check-in, and many more, granting guests more control over their experience at the property.
                      • Common area lock code:
                        • Manage your lock codes here.
                      • Roomwise check-in instructions:
                        • The room specified instructions, if specified, will be shown instead of the general self-check-in instructions.
                    8. Users and access controls(as shown in Image 8):
                      • Roles and Access:
                        • Use this page to create new roles and define what access each role will have based on the user’s responsibilities. You can also edit existing roles if needed. These roles can be assigned to multiple users, and it helps to control what each person can see or do in a system.
                      • User:
                        • Use this page to create and edit user access.
                      • Active users:
                        • Use this page to view all active users.
                    9. Booking import(as shown in Image 9):
                      • Stayflexi now offers a convenient way to import your existing room booking reservations from another PMS! This functionality allows you to seamlessly migrate your bookings to Stayflexi in manageable batches.
                      • Here is how it works:
                        • Import in Batches:
                          • You can upload reservations in batches of 500 bookings at a time. This allows for easier management and processing of large datasets. please be aware that uploading the same booking data twice will result in the bookings being marked as unassigned. This can cause confusion and issues, So avoid uploading the same data twice.

                    How can I show actual check-in and check-out times on invoices?

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                    Below is the step-by-step guide to show actual check-in and check-out times on invoices:

                    1. Log in to Your Stayflexi Dashboard:
                      • Enter your username and password to log in.
                    2. Go to Property configuration:
                      • After logging in, click the “More Apps” icon (represented by four boxes or blocks) in the top right corner.
                      • From the dropdown menu, select Property Configuration (as shown in Image 1).
                      • On the left-hand side of the Property Configuration page, you will see various options.
                      • Click on the Property setup dropdown icon (as shown in Image 2):
                        • A list of different options will be displayed in the dropdown, including:
                          • Property details
                          • Folio setup
                          • Shift setup
                          • Hotel addons
                          • Hourly price config
                          • Flexible slot
                          • Other settings
                        • Click on the Folio setup option (as shown in Image 2).
                        • The Folio configuration page will be displayed.
                    3. Setting up actual check-in and check-out times on invoices(as shown in Image 3):
                      • In the Folio setup page, scroll to the below option:
                        • Show Actual Check-in and Checkout:
                          • Choose “YES” to display the actual check-in and check-out times on the folio, which may differ from the scheduled times. whenever a property marks check-in and check-out to the guest it will show that time in the room folio along with the property’s standard check-in and check-out time.
                          • You can go to a particular folio of a booking and check the invoice to see the actual check-in and check-out times.

                    By this, you can show the actual check-in and check-out times on the invoices.

                    How do I configure room dependency pricing?

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                    Below is the step-by-step guide to configuring room dependency pricing in Property Configuration:

                    1. Logging into Your Stayflexi Dashboard
                      • Enter your username and password to access your Stayflexi dashboard.
                    2. Accessing Property Configuration
                      • After logging in, click on the More Apps icon (shown as four blocks) located in the top-right corner.
                      • From the dropdown, select Property Configuration (as illustrated in Image 1).
                    3. Navigating to Property Setup
                      • On the left side of the Property Configuration page, you’ll see a menu with various options.
                      • Click on the Property Setup dropdown to reveal additional options, including:
                        • Property Details
                        • Folio Setup
                        • Shift Setup
                        • Hotel Addons
                        • Hourly Price Config
                        • Flexible Slot
                        • Other Settings
                      • Select Property Details (as shown in Image 2).
                    4. Setting Up Room Dependency Pricing
                      • On the Property Details page, locate the Manage Room Types section, where all room types are listed.
                      • For each room type, click the three-dot menu to view options such as:
                        • Edit Amenities
                        • Edit Room
                      • Select Edit Room to access the room’s details (as illustrated in Image 3).
                      • A section to edit room details will appear. Scroll down to the Derived Pricing – Room Category section:
                        • Choose a Parent Room from the dropdown to set the base room for dependency pricing (as shown in Image 4).
                        • In the Dependency dropdown, select Yes to enable pricing dependence on the selected parent room(as shown in Image 5).
                        • In the Direction dropdown, specify whether to increase (+) or decrease (-) the price based on the parent room(as shown in Image 6).
                        • Enter a Value for the price adjustment(as shown in Image 7).
                        • Choose the Type of adjustment [percentage (%) or INR](as shown in Image 7).
                      • Click Save to apply your changes.

                    By this, you can configure the room dependency pricing.

                    Where can I configure all notifications sent to guests?

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                    Below are the step-by-step guidelines to configure notifications sent to guests from Property Configuration:

                    1. Logging into Your Stayflexi Dashboard:
                      • Enter your username and password to log in.
                    2. Go to Property Configuration:
                      • Once logged in, click on the More Apps icon (represented by four blocks) in the top right corner.
                      • From the dropdown menu, select Property Configuration.
                    3. Got to Notifications:
                      • You’ll see various options on the left side of the Property Configuration page.
                      • Click on the Notifications dropdown to reveal more options, including:
                        • Guest notifications
                        • Hotelier notifications.
                        • Guest review
                      • Click on the Guest notifications option.
                    4. Guest notifications:
                      • In the Guest notifications page, you can control email and WhatsApp notifications sent to guests.
                      • Email notifications:
                        • It includes the following options and the Enable disable switch next to each option:
                          • Notification when a booking is made
                          • Notification when a booking check-in happens
                          • Notification when a booking checkout happens
                          • Notification when a booking cancellation happens
                          • Notification when a booking modification happens
                          • Notification when an online payment for a booking happens
                          • Notification when a payment for a booking happens via a generated payment link
                          • Notification when a Flex Collect payment fails
                          • Notification when a Self Service check-in happens
                          • Notification when a Self Service checkout happens
                          • Notification when a Self Service early check-in/late checkout happens
                          • Notification when a POS order is finished
                          • Notification when a self-service POS order is created
                          • Notification when an OTA booking is made
                          • Direct Notification to Customers on check-in/Checkout for OTA Booking.
                        • You can enable or disable any options by clicking ON an OFF switch next to each option.
                      • WhatsApp notifications:
                        • It includes the following options and the Enable disable switch next to each option:
                          • Booking Confirmation
                          • Self Checkin Notification
                          • Early Checkin Notification
                          • Late Checkout Notification.
                        • You can enable or disable any options by clicking ON an OFF switch next to each option.
                    5. Save the configuration:
                      • By clicking on the Save option, you can save the changes you have configured.

                    Can I bulk upload bookings from another PMS into Stayflexi? What are the requirements?

                    Yes, You can bulk upload bookings from another PMS into Stayflexi by following the below-given steps:

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                    1. Log into Your Stayflexi Dashboard:
                      • Enter your username and password to sign in.
                    2. Navigate to Property Configuration:
                      • Once logged in, click on the “More Apps” icon (four small blocks) in the top-right corner.
                      • Select “Property Configuration” from the dropdown menu (as shown in Image 1).
                    3. Go to Booking Imports:
                      • In the left-hand menu, click on “Booking imports.” (as shown in Image 2).
                      • This will take you to the page for uploading bookings in bulk.
                    4. Download and Fill Out the Template(as shown in Images 2 and 3):
                      • Click on the “Download template” button to get the file needed for bulk uploading.
                      • Open the template and add all booking details in the format provided.
                    5. Upload Your Booking Data(as shown in Images 4 and 5):
                      • Once you’ve filled out the template, go back to the booking imports page.
                      • Click on “Bulk import bookings” and follow the instructions that appear in the pop-up window.
                      • Set the date format as needed, then click “Bulk upload booking.”
                      • Finally, upload your completed file.

                    Your bookings will now be imported into Stayflexi!

                    This functionality allows you to seamlessly migrate your bookings to Stayflexi in manageable batches. Here is how it works: Import in Batches: You can upload reservations in batches of 500 bookings at a time. This allows for easier management and processing of large datasets. please be aware that uploading the same booking data twice will result in the bookings being marked as unassigned. This can cause confusion and issues.

                    What are custom booking sources, how can I create them, and how are they useful?

                    Custom booking sources allow property managers to define and track specific booking channels that aren’t part of the standard, integrated sources. For example, instead of only capturing bookings from well-known Online Travel Agencies (OTAs) or direct website bookings, custom booking sources let you track referrals from unique sources like local agencies, social media campaigns, corporate partnerships, or other specific sources.

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                    1. Logging into Your Stayflexi Dashboard:
                      • Enter your username and password to log in.
                    2. Go to Property Configuration:
                      • Once logged in, click on the More Apps icon (represented by four blocks) in the top right corner.
                      • From the dropdown menu, select Property Configuration (as shown in Image 1).
                    3. Go to the Custom Booking sources(as shown in Image 2):
                      • Navigate to the “Channel Manager” section in the left-hand menu.
                      • Select “Custom booking sources”.
                    4. Add a New Source(as shown in Image 2):
                      • On the Custom Booking Sources page, click on Add New Source. This will open a pop-up form for adding a new source.
                    5. Enter Source Details:
                      • Segment: Select the category or segment that best represents your source, such as OTA if it’s an Online Travel Agency(as shown in Images 2 and 3).
                      • Sub-source: Select or type the name of the specific source within the chosen segment. This could be the name of a referral agency, a corporate client, or another unique channel(as shown in Images 4 and 5).
                    6. Save the New Booking Source (as shown in Image 6):
                      • Click Save to add this source to your list of custom booking sources.
                      • If you change your mind, you can click Cancel to exit without saving.
                    • How Custom Booking Sources Are Useful:
                      • Track and analyze revenue more accurately by understanding where your bookings are coming from. Once custom booking sources are created, you can select them when creating a reservation in Stayflexi PMS.

                    By following these steps, you can define and organize new booking sources that will make your revenue analysis more detailed and meaningful.

                    Uploading Room/Hotel Images: How can a property upload images of rooms and hotel facilities for the website?

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                    Below are the step-by-step guidelines to upload images of rooms and hotel facilities for the website from Property Configuration:

                    1. Log in to Your Stayflexi Dashboard:
                      • Enter your username and password to log in.
                    2. Go to Property configuration:
                      • After logging in, click the “More Apps” icon (represented by four boxes or blocks) in the top right corner.
                      • From the dropdown menu, select Property Configuration (as shown in Image 1).
                      • On the left-hand side of the Property Configuration page, you will see various options.
                      • Click on the Property setup dropdown icon (as shown in Image 2):
                        • A list of different options will be displayed in the dropdown, including:
                          • Property details
                          • Folio setup
                          • Shift setup
                          • Hotel addons
                          • Hourly price config
                          • Flexible slot
                          • Other settings
                        • Click on the Property details option (as shown in Image 2).
                        • A page with all the details of the property and the details of room categories will be displayed.
                    3. Upload Hotel Images:
                      • Once the Property Details page is displayed, you can see the Images at the beginning of the page.
                      • Click the Edit icon on the first Image (as shown in Image 2).
                      • A pop-up will appear to upload the hotel image.
                      • Select the Click or Drop here option.
                      • Select the Images from your system and add them here or you can just drag and drop the Images.
                      • Click on the Save option to save the Hotel Images.
                      • You can also remove the Images by clicking on the cross option on the Image (as shown in Image 3).
                    4. Upload Room Images:
                      • On the Property Details page, find the Manage Room Types section, where all room types are listed.
                      • On room type, click the edit icon on the left-hand side of the room type (as shown in Image 4).
                      • A pop-up will appear to upload Room-type images.
                      • Select the Click or Drop here option(as shown in Image 5).
                      • Select the Images from your system and add them here or you can just drag and drop the Images.
                      • Click on the Save option to save the Room Images.
                      • You can also remove the Images by clicking on the cross option on the Image (as shown in Image 6).

                    How do I update hotel details like website URL, address, description, logo, or phone number?

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                    Below are the step-by-step guidelines to update hotel details like website URL, address, description, logo, or phone number from Property Configuration:

                    1. Log in to Your Stayflexi Dashboard:
                      • Enter your username and password to log in.
                    2. Go to Property configuration:
                      • After logging in, click the “More Apps” icon (represented by four boxes or blocks) in the top right corner.
                      • From the dropdown menu, select Property Configuration (as shown in Image 1).
                      • On the left-hand side of the Property Configuration page, you will see various options.
                      • Click on the Property setup dropdown icon (as shown in Image 2):
                        • A list of different options will be displayed in the dropdown, including:
                          • Property details
                          • Folio setup
                          • Shift setup
                          • Hotel addons
                          • Hourly price config
                          • Flexible slot
                          • Other settings
                        • Click on the Property details option (as shown in Image 2).
                        • A page with all the details of the property and the details of room categories will be displayed.
                    3. Update or Edit Hotel Details:
                      • In the Property details page, click on the Edit details option just above the property name (as shown in Image 2).
                      • All the Hotel details are displayed in the Edit Hotel Details section.
                      • In this section, you can edit or update the details of the property/hotel, including:
                        • Property Name
                        • Property Official Website (for updating website URL)
                        • Address
                        • Property Description
                        • Logo
                        • Phone number
                        • Total room count
                      • By clicking on any of the textboxes, you can edit or update the Property details and click on the Save button to save the changes made(as shown in Image 3 and Image 4).

                    Setting Room Occupancy: How do I define maximum occupancy, including adults, children, and infants, along with age limits for rooms?

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                    Below are the step-by-step guidelines for setting room occupancy:

                    1. Logging into Your Stayflexi Dashboard:
                      • Enter your username and password to log in.
                    2. Go to Property Configuration:
                      • Once logged in, click on the More Apps icon (represented by four blocks) in the top right corner.
                      • From the dropdown menu, select Property Configuration (as shown in Image 1).
                    3. Navigating Property Setup:
                      • On the left side of the Property Configuration page, you’ll see various options.
                      • Click on the Property Setup dropdown to reveal more options, including:
                        • Property Details
                        • Folio Setup
                        • Shift Setup
                        • Hotel Addons
                        • Hourly Price Config
                        • Flexible Slot
                        • Other Settings
                      • Click on the Property Setup option (as shown in Image 2).
                    4. Setting up room occupancy:
                      • On the Property Details page, find the Manage Room Types section, where all room types are listed.
                      • On room type, click the three-dot menu on the room type to display the following options:
                        • Edit Amenities
                        • Edit Room
                      • Select Edit Room to see room details (as shown in Image 3).
                      • A section to edit room details appears, where you can see various options:
                      • To set room occupancy for maximum occupancy, including adults, children, and infants, along with age limits, do the following:
                        • To set max room occupancy: Click on the Room max occupancy field.
                          • For adults: Click on the Max adults field.
                          • For children: Click on Max children(7-12 years) field
                          • For infant: Click on the Max infant (0-6 years) field
                          • For minimum and maximum child age: Click on the Min child age and Max child age field
                          • For minimum and maximum infant age: Click on the Min child age and Max infant age field
                        • After setting up everything, click on the Save button to save all the defined occupancy (as shown in Image 4).

                    By following these steps you can define room occupancy.

                    What is folio configuration, and what can I do with it?

                    • Folio configuration:
                      • This page lets you customize how your folios (invoices or receipts) will look when printed or saved as a PDF. You can adjust settings like:
                        • Font size: Change the size of the text.
                        • Page layout: Choose the arrangement of content on the page.
                        • Headers and footers: Add or edit information like your business name or page numbers at the top and bottom of each page.
                        • Color schemes: Pick colors to match your branding.
                      • These options help you create clean and professional-looking documents for your customers.

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                    Below is the step-by-step guideline on how to use folio configuration:

                    1. Log in to Your Stayflexi Dashboard:
                      • Enter your username and password to log in.
                    2. Go to Property configuration:
                      • After logging in, click the “More Apps” icon (represented by four boxes or blocks) in the top right corner.
                      • From the dropdown menu, select Property Configuration (as shown in Image 1).
                      • On the left-hand side of the Property Configuration page, you will see various options.
                      • Click on the Property setup dropdown icon (as shown in Image 2):
                        • A list of different options will be displayed in the dropdown, including:
                          • Property details
                          • Folio setup
                          • Shift setup
                          • Hotel addons
                          • Hourly price config
                          • Flexible slot
                          • Other settings
                        • Click on the Folio setup option (as shown in Image 2).
                        • The Folio configuration page will be displayed.
                    3. Folio configuration (as shown in Images 2 and 3):
                      • This page consists of various settings to configure PDF or printouts of folio:
                        • Booking Folio Prefix:
                          • This field allows you to set a prefix for your booking folios, helping you easily identify or categorize them (e.g., “BK-12345” where “BK” is the prefix).
                        • Booking Folio Sequence Start:
                          • This specifies the starting sequence number for your booking folios. For example, if you enter “1000”, the first folio generated will be numbered 1000, followed by 1001, and so on.
                        • Booking Folio Suffix:
                          • You can enter a suffix for your booking folios, similar to the prefix, but placed at the end of the folio number (e.g., “12345-HT” where “HT” is the suffix).
                        • Generate Custom ID for Cancelled and No Show Bookings:
                          • This dropdown allows you to choose whether to generate a custom invoice ID for bookings that were either canceled or marked as no-shows. If set to “YES”, it will generate a unique ID for such cases.
                        • Show Cancellation Policy in Folio:
                          • Choose whether to display the cancellation policy on the folio. Select “YES” to include the details of your cancellation policy, or “NO” to hide it.
                        • Show Signature:
                          • This option determines whether to display signatures on the folio. If set to “YES”, both the hotel and guest signatures will appear on the folio and registration card. If set to “NO”, signatures will not be displayed.
                        • Folio Logo:
                          • Select whether the hotel logo should be shown on the folio. “YES” displays the logo, while “NO” hides it.
                        • Folio Terms and Conditions:
                          • Choose “YES” to display the terms and conditions of the booking on the folio, or “NO” to exclude them.
                        • Folio Display Phone Number:
                          • This is the phone number that will appear on all guest communications, including the folio and registration card. Enter the contact number you wish to display.
                        • Folio Display Email:
                          • This is the email address that will appear in all guest communications, including the folio and registration card. You can set a specific contact email here.
                        • Booking Folio Header:
                          • Enter the text to be displayed as the header on your booking folios (e.g., “Tax Invoice” or “Booking Confirmation”).
                        • Hide Stayflexi BookingID:
                          • If set to “YES”, the Stayflexi Booking ID will be hidden on the reservation card and folio print. This is useful if you only want to show custom folio numbers instead of the Stayflexi-generated ones.
                        • Hide Room Booking Charges in Registration Card for OTA Bookings:
                          • Select “YES” to hide the room booking charges on the registration card for bookings made via Online Travel Agencies (OTAs). The charges will appear as “0” for these bookings.
                        • Show Terms on Guest Emails:
                          • Configure this to “YES” if you want the hotel’s terms and conditions to be displayed in booking confirmation emails sent to guests.
                        • Show Actual Check-in and Checkout:
                          • Choose “YES” to display the actual check-in and check-out times on the folio, which may differ from the scheduled times. whenever a property marks check-in and check-out to the guest it will show that time in the room folio along with the property’s standard check-in and check-out time.
                        • Choose the Folio Header Color:
                          • Select the color for the folio header. The default is black, but you can change it to match your branding.
                        • Choose the Folio Content Color:
                          • Choose the color for the folio content. The default is black, but you can customize this to align with your design preferences.
                        • Choose the Logo Size:
                          • Define the width of your logo when it’s displayed in the PDF invoice. The allowed range is between 50 to 85 pixels.
                        • Choose the Invoice PDF Font Size:
                          • Select the font size for the content in the invoice PDF. The size should be between 7 and 12 to ensure legibility.
                        • Choose the Margin Top:
                          • Set the top margin size (in pixels) for the PDF when generating invoices. This controls the spacing between the top of the page and the content.
                        • Invoice Date Rule:
                          • This dropdown lets you configure how the invoice date is shown. For example, you can set it to show the current date or to show the actual checkout date depending on your operational needs.
                        • Show Cancellation Policy on Registration Card:
                          • Choose “YES” to display the cancellation policy on the registration card, or “NO” to hide it.
                        • Show Terms & Conditions on Registration Card:
                          • Configure “YES” to include the terms and conditions of the booking on the registration card. Set to “NO” to omit this information.
                        • Registration Card Preference:
                          • This option allows you to select a version for the layout or format of the registration card (e.g., “Version 1”). Different versions may have varying layouts, fields, or designs.
                        • Show Room Tariff on Registration Card:
                          • Selecting “YES” will display the room tariff (rate) on the registration card, while “NO” will hide the room tariff from the card.
                          • Purpose: This is useful when you want to withhold pricing information from guests during check-in.
                        • Show Registration Card Number:
                          • If set to “YES,” a unique registration card number will be displayed on the registration card. If set to “NO,” this number will be hidden.
                          • Purpose: Hotels can choose to display or hide the registration card number for administrative purposes.
                        • Choose the Reg. Card PDF Font Size:
                          • This option allows you to set the font size for the content in the PDF version of the registration card. The value can be adjusted (for example, to size 10 as shown in the screenshot).
                          • Purpose: This gives flexibility to hotels in terms of how large or small the text should appear on the printed or PDF version of the registration card.
                        • Show HSN Code:
                          • Selecting “YES” will display the HSN (Harmonized System of Nomenclature) code on the registration card. HSN codes are generally used for categorizing goods for taxation purposes.
                          • Purpose: This option is particularly useful for hotels that need to display HSN codes for compliance with tax regulations. This is beneficial only for Indian properties as per govt. compliance.
                        • High Balance Alert Configuration:
                          • Here, you can set a threshold amount (e.g., 0, 500, 1000, etc.) to trigger a high-balance alert. When a guest’s balance due exceeds this threshold, a red balance-due icon will appear on the reservation calendar.
                          • Purpose: This setting helps hotel staff keep track of outstanding balances and take necessary actions before the balance gets too high.
                        • Save the configuration:
                          • Click on the Save button at the bottom of the page to save the Folio configuration.

                    By following these steps you can understand how Folio configuration works.

                    How do I set up property tax, custom tax, and fee categories?

                    Tax categories: A Tax category can be used to calculate and apply tax in a variety of places. For example, defining tax for a room type, tax for an item being added to an invoice or tax for products in a shop.

                    Custom tax categories: A Custom tax property is used to define and configure specific tax rules for their property.

                    Fee categories: A Fee category can be used to calculate and apply fees in a variety of places. For example, defining fee for a room type, fee for an item being added to an invoice, or fee for products in a shop.

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                    Below are the step-by-step guidelines for amenities both at the property and room level from Property configuration:

                    1. Logging into Your Stayflexi Dashboard:
                      • Enter your username and password to log in.
                    2. Go to Property Configuration:
                      • Once logged in, click on the More Apps icon (represented by four blocks) in the top right corner.
                      • From the dropdown menu, select Property Configuration (as shown in Image 1).
                    3. Navigating Tax and fee categories:
                      • On the left side of the Property Configuration page, you’ll see various options.
                      • Click on the Tax and fee categories dropdown (as shown in Image 2) to reveal more options, including:
                        • Tax categories
                        • Group tax categories
                        • Custom tax categories
                        • Fee categories
                        • Group fee categories
                    4. Create Tax category:
                      • Click on the Tax Categories option from the Tax and Fee Categories dropdown.
                      • Click on the Add New Tax Category button(as shown in Image 2) at the top of the Tax Categories page.
                      • Tax category section will appear (as shown in Image 3):
                        • Enter the Tax name and Tax percentage.
                        • Click on the Save button to save the Tax category.
                    5. Create Custom tax category(as shown in Image 4):
                      • Click on the Custom Tax Categories option from the Tax and Fee Categories dropdown.
                      • Click on the Add New Custom tax button at the top of the Custom tax Categories page
                      • Create custom taxes based on various factors such as:
                        • Tax Name: The name of the custom tax (e.g., service tax).
                        • Tax Value: The percentage or fixed amount for the tax.
                        • Room Type: The types of rooms or accommodations the tax applies to.
                        • Per Person/Per Night: Option to apply the tax on a per-person or per-night basis.
                        • OTA, Booking Engine, Walk-in: The ability to specify whether the tax applies to bookings from Online Travel Agencies (OTAs), the booking engine, or walk-in customers.
                        • Click on the Save button to save the Custom tax category.
                    6. Create Fee category (as shown in Image 5):
                      • Click on the Fee Categories option from the Tax and Fee Categories dropdown.
                      • Click on the Add New Fee Category button at the top of the Fee Categories page.
                      • The fee category section will appear:
                        • Enter:
                          • Fee category name
                          • Fee value
                          • Value type dropdown which consists of:
                            • ABSOLUTE
                            • PERCENT
                          • Fee type dropdown which consists of:
                            • Per Booking
                            • Per Room
                            • Per Room Night
                        • You can select the checkbox next to Apply for walk-ins section if required.
                        • Click the Save button to save the Fee category.

                    Managing Property and Room Amenities: How do I control amenities at both the property and room level?

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                    Below are the step-by-step guidelines to amenities both at the property and room level from Property Configuration:

                    1. Logging into Your Stayflexi Dashboard:
                      • Enter your username and password to log in.
                    2. Go to Property Configuration:
                      • Once logged in, click on the More Apps icon (represented by four blocks) in the top right corner.
                      • From the dropdown menu, select Property Configuration.
                    3. Navigating Property Setup:
                      • On the left side of the Property Configuration page, you’ll see various options.
                      • Click on the Property Setup dropdown to reveal more options, including:
                        • Property Details
                        • Folio Setup
                        • Shift Setup
                        • Hotel Addons
                        • Hourly Price Config
                        • Flexible Slot
                        • Other Settings
                    4. Viewing and Editing Property Details:
                      • Select Property Details (the first option on the left).
                      • A page will open showing all your property information, including room categories.
                    5. Managing Property Amenities:
                      • On the Property Details page, look to the right side for the Amenities section.
                      • Click the icon next to Amenities.
                      • A list of all available property-level amenities will appear.
                      • You can:
                        • Add or remove amenities.
                        • Mark amenities as free or paid by using the buttons next to each amenity.
                    6. Managing Room Amenities:
                      • On the Property Details page, find the Manage Room Types section, where all room types are listed.
                      • On room type, click the three-dot menu on the room type to display the following options:
                        • Edit Amenities
                        • Edit Room
                      • Select Edit Amenities to see all room-level amenities.
                      • You can:
                        • Add or remove amenities.
                        • Make amenities free or paid by clicking the buttons next to each one.

                    This guide helps you quickly and easily manage both property-level and room-level amenities.

                    What is a fee category, and how can I use it?

                    A fee category in Stayflexi is used to define and apply various fees for room types and items being added to invoices. It allows you to set up different types of fees, such as room type, that will be automatically applied during the booking process.

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                    Below is the Step-by-step guide on the Fee category in Property configuration:

                    1. Logging into Your Stayflexi Dashboard:
                      • Enter your username and password to log in.
                    2. Go to Property Configuration:
                      • Once logged in, click on the More Apps icon (represented by four blocks) in the top right corner.
                      • From the dropdown menu, select Property Configuration (as shown in Image 1).
                    3. Access the Fee Category Page:
                      • Click on the “Tax and Fee Categories” section.
                      • Click on “Fee Categories” to add the fee categories (as shown in Image 2).
                    4. Add a New Fee Category:
                      • Click on the “Add New Fee Category” button (as shown in Image 2).
                      • A new form will pop up on the right side.
                    5. Provide a Fee Category Name:
                      • In the “Fee category name?” field, enter a descriptive name for the fee. For example, you might call it a “Room Booking Fee” or “Entertainment Fee” (as shown in Image 2).
                      • This will appear in invoices automatically when creating a room reservation.
                    6. Set the Fee Value :
                      • Under “Fee value?“, enter the amount for the fee (as shown in Image 3).
                      • Choose the Value Type from the dropdown (as shown in Image 3):
                        • Absolute: A fixed fee, like Rs.150 per booking.
                        • Percentage: A percentage of the total amount, like 10% of the total amount.
                      • Choose the Fee Type from the dropdown (as shown in Image 4):
                        • Per Booking: Applied for each booking.
                        • Per Room: Applied for each room in a booking.
                        • Per Room night: The fee will be applied for each room night. This means if a guest stays in one room for three nights, the fee will be applied three times (once per room night).
                    7. Save the Fee Category:
                      • Once you’ve filled in all the necessary details, click the “Save” button (as shown in Image 4).
                      • The fee category will now be available and can be applied across the property for various services.

                    Creating Hotel Add-on Services: Where do I add extra services offered by my hotel?

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                    Below are the step-by-step guidelines to create hotel add-ons from Property Configuration:

                    1. Logging into Your Stayflexi Dashboard:
                      • Enter your username and password to log in.
                    2. Go to Property Configuration:
                      • Once logged in, click on the More Apps icon (represented by four blocks) in the top right corner.
                      • From the dropdown menu, select Property Configuration (as shown in Image 1).
                    3. Navigating Property Setup:
                      • On the left side of the Property Configuration page, you’ll see various options.
                      • Click on the Property Setup dropdown to reveal more options, including:
                        • Property Details
                        • Folio Setup
                        • Shift Setup
                        • Hotel Addons
                        • Hourly Price Config
                        • Flexible Slot
                        • Other Settings
                      • Click on the Hotel Addons option (as shown in Image 2).
                    4. Add Hotel Addons:
                      • To create Hotel addons, click on the Add new hotel addon button on the top of the Hotel Addons page (as shown in Image 2).
                      • A section to fill in the required details to create a Hotel addon will appear.
                      • Fill in the following to create the hotel addon (as shown in Image 3):
                        • Addon name
                        • Addon description
                        • Addon applicable at room types:
                          • Click on the dropdown to select room types
                          • You can select multiple rooms from the dropdown(For example: Suite, Deluxe rooms)
                        • Tax category:
                          • Select tax categories from the dropdown(.eg., Food tax or Alcohol tax, etc)
                        • Addon value:
                          • In the Addon value field, enter the price for the extra service your property offers.
                          • For example, if airport pick-up costs Rs.150, enter 150.
                        • Date Range: Select the date range you want to apply the addon to.
                      • Do you want to apply per night?
                        • Click the Yes or No switch.
                      • Do you want to apply at the booking level?
                        • Click the Yes or No switch.
                    5. Save to create the Addon:
                      • Click on the Save button to create the Hotel Addon.

                    By following these steps you can easily create the hotel add-ons.

                    What is User and Access Control, and what is its purpose?

                    User and Access Control is a feature within the Stayflexi platform designed to manage the permissions and roles of users. The goal is to regulate what actions each user can perform and what parts of the system they can access based on their assigned roles.

                    Below is a step-by-step explanation of how this system works for end users:

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                    1. Accessing User and Access Control:
                      • Log into your Stayflexi account with your credentials.
                      • Once logged in, click on the More Apps icon (represented by four blocks) in the top right corner.
                      • From the dropdown menu, select Property Configuration (as shown in Image 1).
                      • Under Property configuration, the are various options.
                      • Click on Users and Access Controls to reveal the following key sections:
                        • Roles and Access
                        • User
                        • Active Users
                    2. Roles and Access (as shown in Images 3 and 4):
                      This section lets you manage roles, which define specific permissions for users in the system. Here’s how it works:
                      • Viewing Roles:
                        • When you click on Roles and Access, you will see a list of predefined roles with a description and the access permissions granted to that role.
                      • Creating a New Role:
                        • You can add a new role by clicking Add a new role for general users or Add a new mobile role for mobile-specific roles.
                        • In the role creation window, you can define the role name, and description, and specify which features or areas of the system the role should have access to (e.g., housekeeping reports, room management, etc.).
                      • Editing Roles:
                        • Existing roles can be modified by clicking the edit icon (pencil) next to the role name.
                        • You can adjust permissions or make changes to reflect new responsibilities for that role.
                    3. Users (as shown in Images 5 and 6):
                      • This section allows you to manage users who have access to the Stayflexi platform. You can view, add, and edit user access details.
                      • Add new user:
                        • Click on the Add new user button.
                        • A page will be displayed.
                        • This page lets you create a new user in a system and assign multiple roles based on their responsibilities. You can adjust the user’s access level or revoke access at any time.
                        • Enter the email ID and password of the user you want to create.
                        • Enable the toggle net to the role which you want to assign to the user.
                        • Click on the Save button to create the User.
                      • You can also edit the user role, reset the password, and force logout the user respectively.
                    4. Active Users (as shown in Image 7):
                      • This section shows users who are currently active and logged into the software in real time.
                      • It includes:
                        • Search Bar: You can search for specific users who are actively logged in by entering their email ID.
                        • Active Users List: Currently, the list of active users is empty, suggesting that no users are currently logged in.
                        • Log Out All Users: This button allows you to log out all active users at once. This might be useful during maintenance or to ensure security by enforcing re-logins.
                    5. Purpose of User and Access Control:
                      • Security: Limits access to sensitive information based on user roles, ensuring that only authorized personnel can view or modify critical data.
                      • Operational Efficiency: By providing tailored access to different areas of the platform, employees can quickly and efficiently perform tasks relevant to their jobs.
                      • Accountability: Role-based permissions help track which users are responsible for certain actions, providing a clear audit trail in case of errors or issues.

                    How can I edit user roles or access, reset passwords, or log out users?

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                    Below are the step-by-step guidelines to edit user roles and access, reset passwords, or log out users from Property Configuration:

                    1. Logging into Your Stayflexi Dashboard:
                      • Enter your username and password to log in.
                    2. Go to Property Configuration:
                      • After logging in, click the “More Apps” icon in the top right corner (represented by four boxes or blocks).
                      • From the dropdown menu, select Property Configuration (as shown in Image 1).
                      • On the left-hand side of the Property Configuration page, you’ll see various options.
                    3. Managing Roles and Access:(as shown in Image 2)
                      • Click the “Users and Access Control” dropdown icon.
                      • A list of options will appear, including:
                        • Roles and Access
                        • User
                        • Active Users
                      • Select Roles and Access to view all existing roles.
                    4. Editing Roles and Access:
                      • Click the Edit role icon next to the role you want to modify (as shown in Image 3).
                      • A list of features and restrictions will be displayed.
                      • Enable or disable access by toggling the switch next to each feature name as needed.
                      • Once you’re done, scroll down and click the Save button to apply the changes (as shown in Image 4).
                    5. Resetting a User’s Password:
                      • Click the User option under “Users and Access Control” to view all existing users.
                      • Next to each user email, there are three icons:
                        • 1st icon: Force logout user
                        • 2nd icon: Edit password
                        • 3rd icon: Edit user role
                      • To reset a user’s password, click the 2nd icon (Edit password).
                      • Update the password in the Password section.
                      • Click Save to confirm the new password (as shown in Images 5 and 6).
                    6. Logging Out a User:
                      • To force a user to log out from the Stayflexi system, click the 1st icon (Force logout user) next to the user’s email.
                      • A pop-up will appear with the message: “Please reset the password before logging out the user”, along with CLOSE and Yes, logout buttons.
                      • Click Yes, logout to logout user (as shown in Images 7 and 8).

                    What are different type of policies I can configured in Stayflexi

                    In Stayflexi, you can configure various types of hotel policies, which include:

                    1. Cancellation Policies: Rules for handling booking cancellations and associated refunds.
                    2. Amendment Policies: Guidelines for making changes or amendments to existing bookings.
                    3. Hotel Policies (Terms and Conditions): General hotel rules like check-in/out times, usage of facilities, guest behavior, etc.

                    Below is the step-by-step guide to configure policies:

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                    1. Logging into Your Stayflexi Dashboard:
                      • Enter your username and password to log in.
                    2. Go to Property Configuration:
                      • After logging in, click the “More Apps” icon in the top right corner (represented by four boxes or blocks).
                      • From the dropdown menu, select Property Configuration (as shown in Image 1).
                      • On the left-hand side of the Property Configuration page, you’ll see various options.
                    3. Got to Policies:
                      • Click on the Policies option.
                      • Under Policies, you will see options like Cancellation Policies, Amendment Policies, and Hotel Policies (Terms and Conditions).
                    4. Cancellation policies (as shown in Images 2 and 3):
                      • Under the Cancellation policy, click on the Add new policy button.
                      • You can create a cancellation/refund policy in this by filling in the below details:
                        • Policy name: Give a name for the policy.
                        • Policy description: Describe the policy.
                          • Note: If the Add policy rule is created and the above checkbox beside the description section is not selected then this rule will reflect everywhere i.e. Booking Engine, Email, Room folio.
                        • Enable toggle to apply the rule for all channels(optional).
                      • Save the policy by clicking on the Save button.
                      • You can also edit or disable the policies.
                    5. Amendment policies (as shown in Image 4):
                      • Select Amendment policies.
                      • Here, you can create or edit amendment policies that govern how amendments to bookings will be charged.
                      • Add a New Policy
                        • Click on the Add New Policy button to create a new amendment policy.
                      • Days Range
                        • In this section, you set the days before the check-in date when amendments will not be allowed. You define the following:
                          • Amendment not permitted within X and Y days prior to arrival date.
                            • Enter the number of days (e.g., “10 and 5”) to specify the range within which amendments to bookings are not allowed.
                      • Amendment Charges
                        • You can set different charges for amendments, depending on how many times the booking is amended:
                          • For first amendment: Specify the percentage (e.g., “0%”) of the booking amount that will be charged for the first amendment.
                          • For the second amendment: Set a charge for the second amendment by entering a percentage (e.g., “5%”) of the booking amount.
                          • For subsequent amendments: Set a percentage (e.g., “10%”) for any amendments beyond the second one.
                      • Note: Modification can be allowed for the dates-This means users may modify the booking dates, and charges will be applied according to the set amendment policy.
                      • Saving the Policy:
                        • Once you’ve filled in all the necessary details (days range and amendment charges), click the Save button to save the policy.
                        • This allows users to control how booking changes will be handled, including when they can be made and the cost for each amendment.
                    6. Hotel policies(terms and conditions) (as shown in Image 5):
                      • Click on the Hotel policies(terms and conditions) option.
                      • On this page, you can provide hotel rules like usage of facilities, guest behavior, etc.
                      • Click on the Add new T&C button.
                      • Here you can add the Hotel policy or Terms and conditions.
                      • Click on the Save option.

                    Setting Minimum Room Price: How can I set a minimum price for a room category to avoid lower price updates?

                    Yes. You can set a minimum price for a room category by using Stayflexi’s Property configuration settings.

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                    Below are the step-by-step guidelines for setting up minimum room price:

                    1. Logging into Your Stayflexi Dashboard:
                      • Enter your username and password to log in.
                    2. Go to Property Configuration:
                      • Once logged in, click on the More Apps icon (represented by four blocks) in the top right corner.
                      • From the dropdown menu, select Property Configuration (as shown in Image 1).
                    3. Navigating Property Setup:
                      • On the left side of the Property Configuration page, you’ll see various options.
                      • Click on the Property Setup dropdown to reveal more options, including:
                        • Property Details
                        • Folio Setup
                        • Shift Setup
                        • Hotel Addons
                        • Hourly Price Config
                        • Flexible Slot
                        • Other Settings
                      • Click on the Property Details option (as shown in Image 2).
                    4. Setting up room occupancy:
                      • On the Property Details page, find the Manage Room Types section, where all room types are listed.
                      • On room type, click the three-dot menu on the room type to display the following options:
                        • Edit Amenities
                        • Edit Room
                      • Select Edit Room to see room details (as shown in Image 3).
                      • A section to edit room details appears, where you can see various options.
                      • To set minimum room price:
                        • Click on the Minimum Room Price field (as shown in Image 4).
                        • After setting up the minimum room price, click on the Save button to save the minimum room price.

                    By following these steps you can set the Minimum room price.

                    How can I send automatic emails to guests after checkout to collect reviews?

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                    Below are the steps to send automatic emails to guests after checkout to collect the reviews:

                    1. Logging into Your Stayflexi Dashboard:
                      • Enter your username and password to log in.
                    2. Go to Property Configuration:
                      • Once logged in, click on the More Apps icon (represented by four blocks) in the top right corner.
                      • From the dropdown menu, select Property Configuration (as shown in Image 1).
                    3. Got to Notification
                      • On the left side of the Property Configuration page, you’ll see various options.
                      • Click on the Notifications dropdown to reveal more options, including:
                        • Guest notifications
                        • Hotelier notifications.
                        • Guest review
                      • Click on the Guest review option (as shown in Image 2).
                      • This is where you can control review request emails.
                    4. Enable Guest Review Feedback (as shown in Image 2):
                      • On the “Guest Review” page, you will see an option for “Guest Review Feedback.”
                      • Toggle the switch next to this option to enable it. Once enabled, the system will send an automated email to guests after they check out.
                    5. Set the Mode to Automatic (as shown in Image 2):
                      • There are two modes:
                        • AUTOMATIC
                        • MANUAL
                      • Ensure that the Mode is set to “AUTOMATIC”. This ensures that the email will be sent automatically without any manual intervention after the guest checks out.
                    6. Enter Your Google Review/Feedback URL (as shown in Image 2):
                      • In the input field labeled “Paste your Google review/docs URL”, paste the URL for your property’s Google Review page.
                      • You can obtain this URL by navigating to your property’s listing on Google, copying the review link, and pasting it into this field.
                      • Alternatively, you can use a Google Docs form if you’d like to gather reviews through a custom form instead of Google Reviews.
                    7. Save and Confirm:
                      • Once you’ve pasted the URL and enabled the review feedback toggle, ensure all changes are saved by clicking on the Update option.
                      • The system will now send an email with the provided review link to guests after their checkout.

                    What are hotelier notifications, and how do they help?

                    Hotelier notifications are communication features of Stayflexi that allow hotel operators to receive important updates and reports related to their property. These notifications can be sent via email or messaging platforms like WhatsApp to keep the hotelier informed about key operations, such as daily reports, property updates, rate alerts, and more.

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                    Below is a Step-by-Step Guide for End Users:

                    1. Logging into Your Stayflexi Dashboard:
                      • Enter your username and password to log in.
                    2. Go to Property Configuration:
                      • Once logged in, click on the More Apps icon (represented by four blocks) in the top right corner.
                      • From the dropdown menu, select Property Configuration.
                    3. Go to the Notifications:
                      • Navigate to the “Notifications” section in the left-hand menu.
                      • Select “Hotelier notifications” to configure notifications sent to the hotel.
                    4. Configure Email Notifications:
                      • Night Audit Report:
                        • In the “Emails” section, locate the “Night audit report” field.
                        • Enter one or more email addresses (separated by commas) to receive daily night audit reports. These reports provide a summary of property performance and operations for the day.
                        • Make sure not to include any spaces before or after the commas when entering multiple email addresses.
                    5. Set Up WhatsApp Notifications:
                      • WhatsApp Daily Report:
                        • In the “Whatsapp” section, you can enable WhatsApp notifications to receive daily reports about the property.
                        • Toggle the switch to activate WhatsApp notifications for reports and alerts.
                      • Property Report via WhatsApp:
                        • Enter your WhatsApp number(s) in the “Configure your WhatsApp numbers to receive the property report” field. Multiple numbers can be entered, separated by commas.
                      • Rate Shopper Price Alerts via WhatsApp:
                        • In the second WhatsApp configuration field, enter the numbers to receive price alerts for competitive properties or rate changes. This ensures that hoteliers can react quickly to market shifts.
                      • After entering the required information, click “Save” to apply the changes.
                    6. Saving Changes:
                      • Once you’ve set up your email and WhatsApp notifications, make sure to click the “Save” button at the bottom of the page. This will save your configuration and activate the notifications according to the inputted details.
                    7. Benefits for Hoteliers:
                      • Timely Updates: Receive critical reports such as the night audit summary and property performance via email and WhatsApp.
                      • Quick Response: Stay updated with rate shopper price alerts to react quickly to market conditions.
                      • Customization: Control where and how notifications are sent by entering multiple recipients and contact numbers, ensuring key personnel are informed.

                    This guide will help you ensure that notifications are properly set up so you can stay on top of essential hotel operations.

                    What is shift setup, and how is it beneficial for my property?

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                    Below is the step-by-step guide for Shift setup:

                    1. Logging into Your Stayflexi Dashboard:
                      • Enter your username and password to log in.
                    2. Go to Property Configuration:
                      • Once logged in, click on the More Apps icon (represented by four blocks) in the top right corner.
                      • From the dropdown menu, select Property Configuration (as shown in Image 1).
                    3. Go to Shift setup:
                      • From the Property configuration, click on the Property setup option from the dropdown and navigate to Shift Setup.
                      • Click on Shift Setup to open the shift setup page (as shown in Image 2).
                    4. Add a New Shift (as shown in Image 3):
                      • At the top of the shift setup page, you’ll see a button labeled Add New Shift (as shown in Image 2).
                      • Click this button to create a new shift for your staff.
                    5. Enter Shift Name (as shown in Image 3):
                      • In the Shift Name? field, enter a name for the shift (e.g., Morning Shift, Evening Shift, etc.). This helps identify the shift later.
                    6. Set Start Time (as shown in Image 3):
                      • Under the Start Time? section set the shift’s start time.
                      • Use the dropdown menus to select the start hour and start minute. For example, selecting 00 for both will set the shift to start at midnight.
                    7. Set End Time (as shown in Image 3):
                      • Similarly, under the End Time? section set the time when the shift ends.
                      • Choose the end hour and end minute. For instance, selecting 23 for hours and 59 for minutes will set the shift to end at 11:59 PM.
                    8. Set Shift Status (as shown in Image 3):
                      • In the Status? dropdown, choose whether the shift is ENABLED or DISABLED.
                      • If the shift is enabled, it will be active and available in the system.
                    9. Assign Staff Members (as shown in Image 3):
                      • In the Staff Names? field, enter the email addresses of staff members assigned to this shift.
                      • You can list multiple staff members in the dropdown and can add multiple staff by clicking on the staff email ID.
                    10. Save the Shift Configuration (as shown in Image 3):
                      • After filling out the required fields (shift name, times, status, staff names), ensure all details are correct.
                      • Click the Save to finalize and save the shift configuration.

                    Benefits of Shift setup for properties:

                    • The Shift setup feature helps property managers easily manage staff shifts by defining working hours and assigning staff to those shifts. Staff outside his shift hour won’t be able to login into stayflexi PMS and access any information from PMS.
                    • It ensures a clear schedule for operational efficiency and data privacy.

                    Single Slot vs. 3 Slots: What are single slot and 3 slots, and which option should I select for my property?

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                    In the Stayflexi system, “Single Slot” and “3 Slots” refer to the way time blocks are allocated for bookings. The main difference lies in the flexibility and duration of the booking periods available.

                    1. Logging into Your Stayflexi Dashboard:
                      • Enter your username and password to log in.
                    2. Go to Property Configuration:
                      • Once logged in, click on the More Apps icon (represented by four blocks) in the top right corner.
                      • From the dropdown menu, select Property Configuration (as shown in Image 1).
                    3. Navigating Property Setup:
                      • On the left side of the Property Configuration page, you’ll see various options.
                      • Click on the Property Setup dropdown to reveal more options, including:
                        • Property Details
                        • Folio Setup
                        • Shift Setup
                        • Hotel Addons
                        • Hourly Price Config
                        • Flexible Slot
                        • Other Settings
                      • Click on the Flexible Slot option (as shown in Image 2).
                      • Go to the Edit slot mode option where you can set the slots to either Single slot or the Three slots (as shown in Images 2 and 3).
                    • Single Slot:
                      • Definition: A “Single Slot” refers to fix check-in and check-out time a property can be booked. For example, if you select a single slot for a property, it might represent a booking window such as 12 PM check-in time to 11 AM check-out time (24 hours), which guests can book as one uninterrupted time block.
                      • Usage: This option is commonly used for properties that want to offer straightforward, full-day, or fixed-period bookings without breaking the day into smaller chunks.
                      • Best For:
                        • Properties that offer standard check-in and check-out times (e.g., hotels, hostels).
                    • Three Slots:
                      • Definition: The “Three Slots” option divides the day into three distinct time slots, allowing the property to be booked multiple times throughout the day. For example, the day may be split into:
                        • Morning slot: 8 AM to 4 PM
                        • Evening slot: 4 PM to 12 AM
                        • Night slot: 12 AM to 8 AM
                      • Usage: This gives the property more flexibility to accommodate multiple guests during different parts of the day. It allows for more frequent bookings by splitting the availability into smaller blocks.
                      • Best For:
                        • Properties that offer short-stay or day-use options (e.g., hourly hotels, lounges, co-working spaces).
                        • Maximizing revenue by booking the same property multiple times in a day.
                    • Which Option to Select?
                      • Single Slot: Choose this if your property typically handles longer stays or if you prefer simpler management with one guest per day.
                      • Three Slots: Choose this if you want to maximize occupancy and revenue by accommodating multiple bookings per day. This is great for day use, hourly stays, or situations where flexibility is key.
                      • Consider how often your property is booked and the type of guests you cater to when making the decision.

                    How can I set hourly rates for my property?

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                    Below is the step-by-step guide to set hourly rates from Property configuration:

                    1. Logging into Your Stayflexi Dashboard:
                      • Enter your username and password to log in.
                    2. Go to Property Configuration:
                      • Once logged in, click on the More Apps icon (represented by four blocks) in the top right corner.
                      • From the dropdown menu, select Property Configuration.
                    3. Navigate to Property setup:
                      • On the left side of the Property Configuration page, you’ll see various options.
                      • Click on the Property Setup dropdown to reveal more options, including (as shown in Image 2):
                        • Property Details
                        • Folio Setup
                        • Shift Setup
                        • Hotel Addons
                        • Hourly Price Config
                        • Flexible Slot
                        • Other Settings
                      • Click on the Hourly Price Config option (as shown in Image 2).
                    4. Configure Hourly Booking
                      • Click on the Configure option on the right side of the page (as shown in Image 2).
                      • A new window will appear titled Configure hourly booking.
                      • Enter the Date range during which the hourly rates will apply by selecting the start and end dates using the calendar picker (as shown in Image 3).
                      • In the example, the date range is from 17 Oct 2024 to 24 Oct 2024.
                    5. Set Room Types and Rate Plans (as shown in Image 3)
                      • Choose the Room types from the dropdown (you can select multiple Room types from the dropdown). This will apply hourly rates to the specific rooms.
                      • Select a Rate plan from the dropdown (you can select multiple Rate plans from the dropdown). This will apply hourly rates to that specific rate plan.
                      • Define Your Hourly Pricing (as shown in Image 3).
                        • In the Set your price section, specify the hourly Price.
                        • Enter the rate value (for example, 30$) in the price input field.
                        • Select whether this price is a Percent or a Flat value from the dropdown.
                        • Define how long this rate is applicable by selecting the number of hours.
                        • For example, this could be for “6 hours”.
                    6. Advanced Settings (Optional) (as shown in Image 3)
                      • If you need advanced settings for managing multiple rates or different room types, click on the Click here button next to “If you need advanced settings for all your rates.”
                      • This will open additional configurations, allowing you to fine-tune the pricing.
                    7. Save Your Settings(as shown in Image 3)
                      • After setting up your hourly pricing, click on the Save button at the bottom.
                      • The hourly rates will now be applied based on the configuration you’ve set.

                    Following these steps will ensure that your property’s hourly rates are properly configured and visible to customers booking for specific hours.

                    Overview of Night Audit

                    The Night Audit is a key daily process in property management that ensures all transactions are accurately recorded and the property is ready for the next day. In Stayflexi, this process is streamlined to help properties efficiently manage their financials and operations at the end of each day.

                    Purpose of the Night Audit:

                    • Check Financial Records:
                      • Verifies all payments, room charges, and services used during the day.
                    • Update Guest Accounts:
                      • Makes sure that all charges and payments for each guest are correct.
                    • Prepare for the Next Day:
                      • Adjusts room availability and other details to ensure smooth operations.

                    Key Tasks in Stayflexi:

                    • Review Transactions:
                      • Automatically reviews all daily transactions, like room bookings and service charges.
                    • Guest Account Review:
                      • Ensures all guest folios are accurate, showing the correct room rates, services used, and payments received.
                    • Report Generation:
                      • Generates key reports such as revenue summaries, occupancy rates, and transaction summaries for the day.

                    How the Process Works:

                    • End-of-Day Closure:
                      • The night audit begins when the front desk is closed, ensuring all daily activities are finalized in the system.
                    • System Updates:
                      • Stayflexi’s system automatically updates financial records and generates daily reports or you can manually do Night Audit.
                    • Final Adjustments:
                      • Any errors or discrepancies found are corrected to ensure accurate records.

                    Importance of the Night Audit:

                    • Financial Accuracy:
                      • The audit helps ensure financial records are correct, which is important for budgeting and forecasting.
                    • Operational Readiness:
                      • By updating room inventory and reconciling accounts, the audit prepares the property for the next day, ensuring a smooth operation.
                    • Performance Insights:
                      • The audit provides valuable reports that offer insights into trends, helping management make strategic decisions.

                    Can I access Night Audit reports of previous days using Stayflexi?

                    YES, you can access night audit reports of previous days in Stayflexi.

                    Below is the explanation of how to access night audit reports from previous days using Stayflexi:

                    1. Go to the Night Audit Section:
                      • From the Stayflexi dashboard, select the Night Audit option.
                    2. Access the Date Range Selector :
                      • On the Night Audit page, find the Data Range field at the top of the page. Click on this field to open a calendar view.
                    3. Select the Desired Date:
                      • In the Calendar, navigate to the date range you’re interested in.
                      • Select a Single date for a specific past day’s report, or choose a date range if you want to see reports over multiple days.
                    4. View the Night Audit Data:
                      • Once you’ve selected the date, the system will automatically display the night audit data for that period.

                    By following these steps, you can efficiently retrieve and review night audit reports from any previous date.

                    How do I ensure that my property’s financial data is accurate before completing the Night Audit in Stayflexi?

                    To ensure your property’s financial data is accurate before completing the night audit in Stayflexi, follow these steps:

                    1. Locate the Run Night Audit Button:
                      • On the Night Audit page, find the Run Night Audit button on the right-hand side (RHS) of the screen. This button initiates the audit process.
                    2. Review Pending Actions:
                      • Stayflexi will display any pending actions that need resolution, including:
                        • Pending Arrivals: Verify check-ins for all expected guests.
                        • Pending Departures: Confirm that all check-outs are complete.
                        • Pending Balances: Review any balance dues across reservations.
                    3. Confirm and Complete Actions:
                      • For each pending item, go through and complete the required actions. For example: Ensure all arrivals and departures are finalized.
                      • If there are balance dues, the system will show them here, allowing you to quickly identify any unresolved charges.
                    4. Settle Pending Balances in Folios:
                      • For any dues, navigate to the Folio of the particular reservation, and settle the balance. This could involve posting payments, correcting charges, Ensuring all folio balances are zero will enable a smooth audit run.
                    5. Run the Night Audit:
                      • Once all pending items are addressed and balances are settled, click Run Night Audit to complete the process. This final step will lock in all financial data for the day, ensuring accurate records and reports.

                    By completing these checks and settlements, you can confirm that your property’s financial data is accurate, making the night audit run smoothly without any interruptions due to unresolved balances or pending actions.

                    Can Stayflexi automate the Night Audit for my property?

                    YES, Stayflexi can automate the Night Audit process for your property, making it easier to manage daily operations without manual intervention. Here how it works:

                    To automate the Night Audit for your property in Stayflexi, follow the below-mentioned steps:

                    1. Login to Stayflexi: Start by logging into your Stayflexi dashboard using your credentials.
                    2. Access More Apps: From the dashboard, click on the 4-dots square icon labeled “More Apps”, located on the right side of the screen.
                    3. Locate Night Audit: From the listed apps, locate and click on the “Night Audit” option.
                    4. Open Night Audit Page: A new page will open that displays the night audit settings.
                    5. Find Configuration Options: On the right side of the screen, you’ll see two options:
                      • Night Audit History
                      • Night Audit Configuration – “Click on it”.
                    6. Open Configuration Page: The configuration page will appear, where you can manage night audit settings.
                    7. Select Auto Mode: Look for the third setting from the top labeled “What mode you prefer”. Click the small arrow next to it to open the dropdown options.
                    8. Choose Auto: From the dropdown, select the “Auto” option.
                    9. Save Settings: Once you’ve selected “Auto”, the system will now automatically run the night audit.

                    With the above steps, you’ve successfully configured Stayflexi to automatically perform the night audit each day without manual intervention.

                    How does Stayflexi handle the Night Audit process?

                    To know how Stayflexi handle the Night Audit process, go through the below mentioned steps to understand better:

                    1. Login to Stayflexi: Start by logging into your Stayflexi dashboard using your credentials.
                    2. Access More Apps: From the dashboard, click on the 4-dots square icon labeled “More Apps”, located on the right side of the screen.
                    3. Locate Night Audit: From the listed apps, locate and click on the “Night Audit” option.
                    4. Open Night Audit Page: A new page will open that displays the night audit settings.
                    5. Find Configuration Options: On the right side of the screen, you’ll see two options:
                      • Night Audit History
                      • Night Audit Configuration – “Click on it”.
                    6. Open Configuration Page: The configuration page will appear, where you can manage night audit settings.
                    7. Understanding the Night Audit Process: On this page, you can review how the night audit works and the options available to ensure it runs smoothly . Before proceeding, you need to configure the settings properly.
                    8. Enable Night Audit: Start by enabling the night audit feature. Click on the toggle to activate it, as indicated in the visual guide.
                    9. Select Audit Mode: Choose your preferred mode for running the night audit- either Auto or Manual. This option determines whether the system will automatically conduct the audit or if you’ll initiate it manually.
                    10. Set the Audit Time: Specify the time you want the night audit to run. Click on the tiny arrow next to the time setting to view default time slots. Select any time that fits your property’s schedule, We advise you to select a time when property operation end for the given day ideally it can be 12 to 1 am at night.
                    11. Manage Cancellations, No Shows, and Pending Departures: Each of these sections has specific principles that guide how they are handled during the night audit.
                      • Cancellations: You will see options to enable or disable toggles for cancellations. Read the descriptions below each option to understand their implications and choose accordingly.
                      • No Shows: Similarly, manage no show settings by enabling or disabling the appropriate toggles based on your policy.
                      • Pending Departures: Adjust the settings for pending departures in the same manner, ensuring you align with your operational procedures.
                    12. Set Up Notifications: Finally, in the notifications section, enter multiple email addresses to receive the night audit report. This ensures that relevant staff members stay informed about the audit outcomes.

                    By configuring these settings, you allow Stayflexi to handle the night audit process smoothly and efficiently.

                    What happens if a reservation or payment is missing during the Night Audit?

                    If a reservation or payment is missing during the night audit in Stayflexi, the system will identify the issue, prompting the property staff to take corrective actions. Here’s what happens:

                    1. Missing Data Alert: The system will flag any discrepancies, such as missing reservations or payments. This alert will show up in the night audit report, making it clear where the issue lies.
                    2. Manual Investigation: The property staff will need to investigate the missing reservation or payment. This may involve checking guest folios, payment records, or third-party OTA integrations to identify why the data is missing.
                    3. Corrective Actions: Once the issue is identified, the staff can take corrective measures, such as entering the missing reservation or processing the payment manually. If the payment is delayed from an OTA, they may need to wait for the funds to be transferred or confirmed.
                    4. Reconciliation: After resolving the issue, the night audit can be re-run to ensure that all financial and reservation data is accurately reconciled for the day.
                    • In the Night Audit history of Stayflexi, if you see a “Pending” status, it means the audit process has not been completed successfully. By clicking on the “Pending” status, a page will appear, covering half of your screen. This page will list the specific reasons why the audit was unsuccessful, providing you with details to address the issues and successfully complete the audit.

                    What reports does Stayflexi generate during the Night Audit?

                    During the Night Audit in Stayflexi, various reports are generated based on your property’s configuration. These typically include:

                    1. Audit Reports
                    2. Room Revenue Reports
                    3. Payments Reports
                    4. Front Desk Reports
                    5. Daily Intelligence Reports, etc.
                    • You can receive all the reports as a single attachment or access them individually, depending on how they are configured.

                    In the Audit email, you’ll mainly see:

                    1. Today’s Performance, including total payments
                    2. Monthly Performance, summarizing total payments for the month.

                    The picture beside is a reference to help you understand the report that is sent to your email. This is how the main context would look, followed by the attachments mentioned below.

                    Click on the “View Report”, as highlighted in the picture, to access all the reports in a single view.

                    The above picture shows the result of clicking on the “View Report” button in the email. If you click on it, you will be redirected to the Stayflexi platform, where you can view all the reports in a single snapshot.

                    • The mail will include an attachment containing all the individual reports for detailed reference, just as shown in the picture below.

                      Overview of Stock Management

                      Stayflexi’s Stock Management system helps properties track and manage their inventory, orders, and suppliers. It offers tools to monitor stock levels in real time, create purchase orders, and receive alerts for low stock. This system helps reduce waste, improve efficiency, and keep operations running smoothly, particularly in the hospitality industry.

                      Stock management consists of the following option:

                      • Dashboard:
                        • The Dashboard consists of the following options:
                          • Consumption Report: Shows real-time data on the usage of raw materials.
                          • Current Stock Report: Provides an overview of stock levels for each item.
                          • Purchase Order Report: Lists pending and recent purchase orders.
                          • Wastage Report: Displays wastage data to help control costs and minimize losses.
                          • Notifications Column: Centralized alerts for stock status.
                      • Reports:
                        • The Reports consist of the following reports:
                          • Warehouse Cumulative Report: Provides an overall summary of warehouse stock and activities.
                          • Purchase Order Received Report: Displays details of purchase orders received by the warehouse.
                          • Closing Stock for Warehouse Report: Shows the closing stock levels for the warehouse at the end of a specified period.
                          • Warehouse Consumption Report: Tracks the consumption of stock in the warehouse.
                          • Food Costing Report: Analyzes the cost breakdown of food-related inventory.
                      • Purchase:
                        • This page displays your orders from a specific supplier, along with order dates and payment status.
                        • You can track orders using a request number and view items yet to be received. Once received, orders are removed.
                      • Consumption:
                      • Closing stock:
                        • The Closing Stock feature in Stayflexi enables properties to track and record end-of-day inventory levels for raw materials, ensuring accurate stock management across various categories and outlets. Users can select a date, outlet type, and raw material category, then input specific quantities and units for each item in stock.
                      • Raw material wastage:
                        • The Raw Material Wastage option in stock management is a feature that helps businesses track and manage the loss or spoilage of raw materials. In any inventory system, wastage can occur due to various reasons such as spoilage, expiration, handling errors, or production processes.
                        • Overall, this feature aids in minimizing waste, optimizing stock levels, and ultimately lowering operational costs by providing clear insights into how raw materials are used and where losses occur.
                      • Raw material:
                        • The Raw Material in stock management allows efficient tracking of inventory by category, showing details like quantity, units, conversion ratio, and stock levels. Users can manage costs, monitor wastage, and update inventory easily with options to add, receive, edit, or delete items from a centralised stock.
                      • Configuration:
                        • The Configuration includes:
                          • Vendors: Stores information about suppliers, making it easier to order materials from trusted vendors.
                          • Raw materials – Centralised: This centralised warehouse serves as the central hub for all raw materials, from which they are distributed to the appropriate outlets.
                          • Item recipes: By creating recipes with precise ingredient quantities, businesses can streamline operations, minimise wastage, and enhance overall efficiency.
                          • Outlet configuration: To ensure easy configuration with a specific shop and effective tracking of raw material data, it is recommended that the outlet be named the same as the shop.

                      How do I configure an outlet in stock management and map it with a restaurant? Why is mapping stock management outlets important with restaurant outlets?

                      Below is the step-by-step guide to configure an outlet in stock management and map with a restaurant:

                      Image 1:

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                      Image 3:

                      Image 4:

                      Image 5:

                      Image 6:

                      Image 7:

                      Image 8:

                      Image 9:

                      Image 10:

                      1. Log in to Your Stayflexi Dashboard:
                        • Enter your username and password to log in.
                      2. Go to Stock management:
                        • After logging in, click the “More Apps” icon (represented by four boxes or blocks) in the top right corner.
                        • From the dropdown menu, select Stock management (as shown in Image 1).
                      3. Go to Configuration:
                        • Click on the three horizontal lines in the top right corner of the Stock management (as shown in Image 2).
                        • Click on the Configuration dropdown(as shown in Image 3).
                      4. Go to Outlet configuration:
                        • In the Configuration dropdown, you can see the following options:
                          • Vendors
                          • Raw materials – Centralized
                          • Item recipes
                          • Outlet configuration
                        • Click on the Outlet Configuration option (as shown in Image 3).
                      5. Add the Outlet:
                        • On the Outlet configuration page, click on the Add outlet configuration button(as shown in Image 4).
                        • A page to add the outlet configuration appears.
                        • Type the name of the shop outlet you want to add in the Shop outlet name field[Note: It is recommended to use the same name for the outlet as that of the shop] (as shown in Image 4.)
                        • Click on the Type dropdown, which includes the following options(as shown in Image 4):
                          • SINGLE
                          • MULTIPLE
                        • Select the particular type of outlet either Single or multiple.
                        • Enter the closing stock time from the Closing stock time dropdown(as shown in Images 4 and 5).
                        • Now click on the Confirm button to add the Outlet configuration (as shown in Image 6).
                      6. Map the outlet with the restaurant/shop:
                        • To map the outlet you created with the restaurant/shops of your property, click on the Item recipes option from the Configuration dropdown(as shown in Image 7).
                        • The recipe management page appears.
                        • Click on the Add new recipe button(as shown in Image 7)
                        • All the shops or restaurants in your property will be displayed from the Shop name dropdown(as shown in Image 8).
                        • You can select the shop you want to map with the outlet you created in the Stock management configuration.
                        • Click on the Outlet dropdown where all the outlets you added from the outlet configuration in the stock management will be displayed (as shown in Image 9).
                        • You can select whichever outlet you want to map with the shop or restaurant.
                        • Select the raw material and then click on the Confirm button to add the recipe and also to successfully map the restaurant or shop to the outlet in the Stock management(as shown in Image 10).

                      Mapping stock management outlets with restaurant outlets ensures smooth operations by accurately tracking inventory, reducing waste, and making sure the right stock is available at the right place. It helps manage resources efficiently, keeps recipes consistent, and provides clear reports for better decision-making. This process simplifies multi-outlet management and ensures everything runs seamlessly.

                      What kinds of reports are available in stock management?

                      The following reports are available in Stock Management:

                      1. Warehouse Cumulative Report
                      2. Purchase Order Received Report
                      3. Closing Stock for Warehouse Report
                      4. Warehouse Consumption Report
                      5. Food Costing Report

                      Follow the below-given steps to understand the reports that are available in Stayflexi’s stock management:

                      1. Log in to Stayflexi:
                        • Access your Stayflexi account using your credentials.
                      2. Go to Stock management:
                        • After logging in, click the “More Apps” icon (represented by four boxes or blocks) in the top right corner.
                        • From the dropdown menu, select Stock Management (as shown in Image 1).
                      3. Navigate to the Reports Section
                        • On the left-hand side menu, click on the Reports tab under Stock Management.
                      4. View Available Reports
                        • Once you are in the Reports section, you will see a list of report cards. Each card represents a different type of report.
                      5. Understand Each Report’s Purpose
                        • The available reports are:
                          • Warehouse Cumulative Report: Provides an overall summary of warehouse stock and activities.
                          • Purchase Order Received Report: Displays details of purchase orders received by the warehouse.
                          • Closing Stock for Warehouse Report: Shows the closing stock levels for the warehouse at the end of a specified period.
                          • Warehouse Consumption Report: Tracks the consumption of stock in the warehouse.
                          • Food Costing Report: Analyzes the cost breakdown of food-related inventory.
                      6. Access a Report
                        • Click the View button on the corresponding report card to open and view the detailed data for that report.

                      How do I place a purchase order to a vendor and receive it in Stayflexi once the vendor delivers it?

                      Below is the step-by-step guide to placing a purchase order with a vendor and receiving it in Stayflexi’s Stock management once the vendor delivers it:

                      Image 1:

                      Image 2:

                      Image 3:

                      Image 4:

                      Image 5:

                      Image 6:

                      Image 7:

                      Image 8:

                      1. Log in to Your Stayflexi Dashboard:
                        • Enter your username and password to log in.
                      2. Go to Stock management:
                        • After logging in, click the “More Apps” icon (represented by four boxes or blocks) in the top right corner.
                        • From the dropdown menu, select Stock management (as shown in Image 1).
                      3. Go to Configuration to add the vendor details:
                        • Click on the three horizontal lines in the top right corner of the Stock management (as shown in Image 2).
                        • First, you need to configure the vendor details by clicking on the Add new vendor button in the Vendors option under Configuration to purchase an order with a vendor (as shown in Image 3).
                      4. Purchase an order from the Vendor:
                        • Click on the Purchase option in the left-sidebar on the Stock Management page(as shown in Image 4).
                        • Click the Add Purchase Order button on the right of the Purchase Order list page(as shown in Image 4).
                        • Add items for purchase from your chosen vendor, then confirm your selection by following the below-given steps(as shown in Images 5 and 6):
                        • Supplier Dropdown:
                          • Purpose: Select the vendor or supplier from whom the materials are being purchased.
                          • Action: Click the dropdown arrow, then choose the supplier’s name.
                        • Delivery Charge Included in Invoice (FLAT):
                          • Purpose: Enter the fixed delivery charge amount that will be included in the invoice.
                          • Action: Input the flat amount (e.g., “0” if no delivery charges apply).
                        • Payment Type:
                          • Purpose: Select whether the order will be paid immediately (“PAID”) or later (“UNPAID”).
                          • Action: Click the dropdown arrow and choose the appropriate option.
                        • Item Details Section:
                          • Raw Material Name
                            • Purpose: Choose the raw material or item to be ordered.
                            • Action: Use the dropdown to select an item.
                          • Quantity
                            • Purpose: Specify the number of units of the selected item.
                            • Action: Input the desired quantity (e.g., “0” if no items are currently being ordered).
                          • Unit
                            • Purpose: The unit of measurement for the item (e.g., kilograms, liters, or pieces). This may be pre-defined.
                          • Price Per Unit
                            • Purpose: Enter the cost per unit of the item.
                            • Action: Input the price (e.g., “0” for no cost yet).
                          • Tax Percentage
                            • Purpose: Enter the applicable tax percentage for the item.
                            • Action: Input the percentage (e.g., “0”).
                          • Tax Amount
                            • Purpose: This field auto-calculates the tax amount based on the tax percentage and unit price.
                            • Action: No manual input is required here.
                          • Total
                            • Purpose: Displays the total cost of the item, including quantity, unit price, and taxes.
                            • Action: Automatically calculated.
                          • Description
                            • Purpose: Optionally provide additional notes or details about the item.
                            • Action: Input a short description, if needed.
                        • Add Purchase Order
                          • Purpose: Add another item to the order if you are purchasing multiple goods.
                          • Action: Click this button to open a new row for adding a new item.
                        • Cancel
                          • Purpose: Discard the current purchase order and return to the previous screen.
                          • Action: Click the Cancel link.
                        • Confirm
                          • Purpose: Finalize the purchase order.
                          • Action: Click the Confirm button to save and submit the purchase order.
                        • This page displays your orders from a specific supplier, order dates and payment status. You can track orders using a request number and view items that have not been received. Once received, orders are removed.
                        • To obtain raw materials, visit Configuration Raw Material Centralized and select Receive Raw Material Vendor.
                      5. Receive the Purchase order (as shown in Images 7 and 8):
                        • Click on the Configuration dropdown and click on the Raw Material – Centralized option.
                        • In the Centralized Raw Material List page, click on the Receive Raw Material – Vendor button on the right side of the page.
                        • To receive the raw materials from the vendor, do the following:
                          • Select Supplier:
                            • Click on the dropdown under Supplier and choose the vendor.
                          • Choose Date:
                            • Confirm the delivery date range. This may already be pre-filled.
                          • Select Raw Material:
                            • Click on the dropdown under Raw Material and pick the item.
                          • Check Unit:
                            • Verify the unit.
                          • Enter Quantity:
                            • Type the quantity received.
                          • Confirm or Cancel:
                            • Click Confirm to save the details or Cancel to discard and exit.

                      By following the above steps you can purchase an order from the vendor and receive it in Stayflexi’s Stock management.

                      Can I track daily wastage due to any reason? How do I do that in Stayflexi?

                      Yes, you can track daily wastage in Stayflexi.

                      Below is the step-by-step guide to track the daily wastage:

                      Image 1:

                      Image 2:

                      Image 3:

                      Steps to Track Daily Wastage in Stayflexi:

                      1. Log in to Stayflexi:
                        • Access your Stayflexi account using your credentials.
                      2. Go to Stock management:
                        • After logging in, click the “More Apps” icon (represented by four boxes or blocks) in the top right corner.
                        • From the dropdown menu, select Stock Management (as shown in Image 1).
                      3. Navigate to the ‘Raw Material Wastage’ Section(as shown in Image 2):
                        • From the left-hand menu, go to Consumption.
                        • Under the Consumption menu, click on Raw Material Wastage.
                      4. View the Wastage List:
                        • The Wastage List screen will appear, as shown in the screenshot. Here, you can view details like:
                          • Wastage Date
                          • Raw Material Category
                          • Raw Material
                          • Quantity
                          • Unit
                          • Average Purchase Price
                          • Total
                          • Description
                      5. Filter by Date or Outlet Type:
                        • Use the Date field to select the specific day you want to track.
                        • Use the Outlet Type dropdown to filter by a specific outlet if applicable.
                      6. Add Wastage details:
                        • Click the Add Wastage button on the top-right corner of the screen(as shown in Image 2).
                        • Fill the following details(as shown in Image 3):
                          • Select Outlet Type:
                            • In the dropdown field labeled “Raw Material Wastage For”, select the outlet type where the wastage occurred (e.g., Centralised Outlet).
                          • Enter Raw Material Details:
                            • Use the fields to provide details about the wastage:
                              • Raw Material Name: Choose the raw material from the dropdown.
                              • Raw Material Category: Select the category of the raw material (e.g., Food, Beverages, etc.).
                              • Quantity: Specify the amount of raw material wasted.
                              • Raw Material Unit: Choose the unit of measurement (e.g., Kg, L, etc.).
                                • Note: The In-hand stock is shown below the quantity field, helping you track available stock.
                          • Add Cost Details:
                            • Average Purchase Price: Enter the average cost of purchasing the raw material.
                            • Total Amount: This field might auto-calculate based on quantity and purchase price. Otherwise, input the total cost manually.
                          • Provide a Description:
                            • In the Description field, specify the reason for the wastage (e.g., expired stock, spillage, or over-preparation). This helps in tracking patterns and minimizing future losses.
                          • Add Additional Wastage (Optional):
                            • If you have multiple items to report, click the Add Wastage button and fill in the details for the next item.
                          • Save the Wastage Record:
                            • Once all details are added, click Confirm to save the wastage record.

                      What is recipe management, and why is it important?

                      What is Recipe Management?

                      Recipe management is the process of defining, organising, and maintaining recipes for food or beverage preparation in a structured manner. It ensures the efficient use of raw materials, reduces wastage, and improves overall cost and operational management. This functionality is essential for properties to maintain consistency in product quality and optimise resources.

                      Why is Recipe Management Important?

                      1. Accuracy in Resource Planning:
                        By specifying the required raw materials and quantities for each recipe, businesses can plan inventory effectively.
                      2. Minimized Wastage:
                        Accurate recipes prevent over- or under-utilization of raw materials.
                      3. Cost Efficiency:
                        Standardized recipes help in determining precise costs for preparation, enabling proper pricing and profitability.
                      4. Consistency:
                        Recipes ensure that products are prepared with the same quality and taste across outlets or branches.
                      5. Improved Reporting and Tracking:
                        Linking recipes to raw material usage provides insights into consumption trends and helps identify areas for improvement.

                      Step-by-Step Guide for Using Recipe Management:

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                      Image 3:

                      Image 4:

                      Image 5:

                      Image 6:

                      Image 7:

                      1. Log in to Your Stayflexi Dashboard:
                        • Enter your username and password to log in.
                      2. Go to Stock management:
                        • After logging in, click the “More Apps” icon (represented by four boxes or blocks) in the top right corner.
                        • From the dropdown menu, select Stock management (as shown in Image 1).
                      3. Go to Configuration:
                        • Click on the three horizontal lines in the top right corner of the Stock management (as shown in Image 2).
                        • Click on the Configuration dropdown(as shown in Image 3).
                      4. Go to Item recipes:
                        • In the Configuration dropdown, you can see the following options:
                          • Vendors
                          • Raw materials – Centralized
                          • Item recipes
                          • Outlet configuration
                        • Click on the Item Recipes option to open the recipe management page (as shown in Image 3).
                      5. Add a New Recipe:
                        • Click the “Add New Recipe” button to create a new recipe(as shown in Image 3).
                        • All the shops or restaurants in your property will be displayed from the Shop name dropdown(as shown in Image 4).
                        • You can select the shop you want to map with the outlet you created in the Stock management configuration.
                        • Click on the Outlet dropdown where all the outlets you added from the outlet configuration in the stock management will be displayed (as shown in Image 5).
                        • You can select whichever outlet you want to map with the shop or restaurant.
                        • Select the raw material and then click on the Confirm button to add the recipe and also to successfully map the restaurant or shop to the outlet in the Stock management(as shown in Image 6).
                      6. Edit or Delete Recipes(as shown in Image 7)
                        • The newly created recipe will appear in the list under the Recipe Management dashboard.
                        • Click on the edit option to edit that particular recipe’s details, such as updating raw materials or quantities.
                        • If you want to delete that particular recipe, you can click on the delete option beside the edit option to delete the recipe.

                      By following the above-given steps, you can understand the recipe management in Stayflexi’s Stock management.

                      Does Stayflexi provide a dashboard in stock management to view all important data?

                      Yes, Stayflexi provides a dashboard in the stock management module to view and monitor all important data. The dashboard displays various reports such as consumption, current stock, wastage, and purchase orders, giving a clear overview of inventory performance and usage.

                      Step-by-Step guide for Stock management Dashboard:

                      Image 1:

                      Image 2:

                      1. Log in to Your Stayflexi Dashboard:
                        • Enter your username and password to log in.
                      2. Go to Stock management:
                        • After logging in, click the “More Apps” icon (represented by four boxes or blocks) in the top right corner.
                        • From the dropdown menu, select Stock Management (as shown in Image 1).
                        • Navigate to the Dashboard (as shown in Image 2).
                      3. Consumption Report:
                        • Located at the top of the dashboard, this section shows the consumption data of raw materials categorized by time periods: Today, Yesterday, Last 7 Days, and Last 30 Days.
                        • Example: The consumption for items like Onion, Tomato, Rice, and Chicken is displayed in kilograms (KG).
                      4. Current Stock Report:
                        • This section displays the current quantity of stock for each item available in the inventory.
                        • Data includes Item Name, Category, Unit, and Quantity.
                        • Example: The stock shows 81 KG of Onion, 1 KG of Tomato, 1000 KG of Rice, and 1000 KG of Chicken.
                      5. Wastage Report:
                        • This report highlights wastage data over various time periods (e.g., Today, Yesterday, Last 7 Days, Last 30 Days).
                        • The user can filter by Raw Material Wise or other available categories.
                      6. Purchase Order Report
                        • Located on the right side, it lists purchase orders with a date range filter.
                        • Displays information like Request Number, Total Amount, and Date.
                      7. Notifications Section
                        • Provides notifications or important messages for low stock levels etc related to the selected date range.

                      Understanding folio layout in Stayflexi

                      How to See the Folio of a Reservation?

                      1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
                      2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
                      3. Select the Reservation: Choose the reservation for which you want to see the folio by clicking on it
                      4. View Reservation Details: A pop-up window will appear on the right side of the screen, showing the booking and customer information.
                      5. Find the Folio Option: Scroll down to the section with multiple actions. Look for the option labeled View Folio and click on it.

                      Folio Layout Overview: At the top of the folio, you will find easily accessible actions for efficient management:

                      1. Print Registration Card: You can print the guest’s registration card.
                      2. Print Invoice: Provides an option to generate and print the guest’s invoice.
                      3. Checkout: Facilitates a smooth and fast checkout process for guests directly from the folio.
                      4. Add Hotel Add-Ons: Enables you to add any extra services or amenities the guest has availed during their stay.

                      Below the Action Buttons, you will see a section displaying the Booking ID and the guest’s status, such as Checked In, along with the Guest’s name and the source of the booking.

                      Next to this, there’s an Alphabet indicator, representing the guest’s initials, and icons that allow you to:

                      1. Add a guest to the folio.
                      2. Add notes for the guest
                      3. View the detailed folio.

                      On the right side of the screen, you will find a summary of the folio, including a clear tax breakdown.

                      On the left side of the screen, you can switch between three methods of viewing the folio:

                      1. Master Folio: A summary view that consolidates all charges and payments for the guest, giving you a quick overview of their billing.
                      2. Detailed Folio: This view breaks down the charges and payments, showing specific details for each transaction made during the guest’s stay.
                      3. Itemized Folio: A fully itemized list of every charge, including services, and taxes offering the most detailed look at all transactions.
                        • [Note: Most hotels prefer using the Master Folio for its simplicity and consolidated information]

                      By clicking on the More Folio Actions button, which appears in green at the top of the folio, you will access a list of additional options for managing the guest’s stay:

                      1. Add Hotel Add-Ons: The Hotel Add-Ons feature allows you to include additional services, such as spa, room service, cab, or any special requests, directly to the guest’s folio. This ensures all extra charges are accurately reflected.
                      2. Apply Promo and Discount: This feature allows you to enter promo codes or apply discounts to a booking, ensuring that the adjusted pricing is reflected instantly and accurately on the guest’s folio.
                      3. Assign Room: The Assign Room feature allows you to allocate a specific room to a guest’s reservation.
                      4. Add/Remove Guest: The Add/Remove Guest feature allows you to quickly adjust the guest count in a reservation. When the number of guests is updated, the system automatically recalculates and adjusts the pricing accordingly, ensuring accurate billing.
                      5. Email Folio Details: Email the folio details to the guest.
                      6. Modify Checkout: Make changes to the guest’s checkout time or date.
                      7. Roll Back Booking: Undo the booking to a previous state if needed.
                      8. Tax Exempt Status: This feature enables you to mark specific bookings as tax-exempt, ensuring that taxes are automatically removed from the invoice for clear and accurate billing.
                      9. Split Room: If guests stay for a longer duration and due to any reason they want to change room so with the help of a split room you can do it, the system will split the guest stay into 2 different categories.
                      10. Move Room: The Move Room feature allows you to easily and quickly change a reservation to a different room or room category, making it easy to accommodate guest requests.

                      Additional actions are also available to cover various guest management tasks.

                      Difference between Master, Detailed, and itemized folio versions

                      Stayflexi provides three distinct folio types – Master, Detailed, and Itemized to enhance the management of guest accounts. Each folio type is designed to meet specific needs, allowing property staff to navigate billing with ease.

                      1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
                      2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
                      3. Select the Reservation: Choose the reservation for which you want to see the folio by clicking on it
                      4. View Reservation Details: A pop-up window will appear on the right side of the screen, showing the booking and customer information.
                      5. Find the Folio Option: Scroll down to the section with multiple actions. Look for the option labeled View Folio and click on it.

                      To the left, you have three folio types listed. Click on your selected type to view it

                      1. Master Folio: A concise summary of the guest’s total charges and payments, offering a clear overview of their financial transactions in one place.

                      EXAMPLE: A guest checks into a hotel for a five-night stay. At checkout, they receive a Master Folio that summarizes their total charges, including the room rate, taxes, and any additional services. The folio shows a total payment of $1,200, which includes the room cost and taxes. This summary simplifies the checkout process.

                      The Detailed Folio provides a comprehensive breakdown of all charges and payments for an individual booking daily with and without taxes.

                      EXAMPLE: A guest books a hotel room for two nights. At checkout, they receive a Detailed Folio showing the room rate, charges for services, and applicable taxes. The folio clearly outlines the total cost of the stay, enabling the guest to review each charge before finalizing payment.

                      The Itemized Folio breaks down individual charges related to a specific booking, categorizing expenses and showing prices for each item or service.

                      EXAMPLE: A guest stays at a resort for 3 days, and incurs charges for parking and spa treatments. Upon checkout, they can choose to receive an Itemized Folio detailing all expenses.

                      This comprehensive view helps the guest easily understand their total expenses, ensuring transparency and clarity regarding the final bill.

                      How to print folio to pdf

                      To print folio to pdf, follow the below-mentioned steps :

                      1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
                      2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
                      3. Select the Reservation: Choose the reservation you want to see the view folio history or log.
                      4. View Reservation Details: A pop-up window will appear on the right side of the screen.
                      5. Click on the “View Folio” option from the reservation calendar.
                      6. Click on Print Invoice:
                        • On the top of the page, click the Print Invoice button.
                        • A panel will open on the right side of the screen.
                      7. Click on the Print Icon:
                        • In the newly opened panel, click on the Print Icon.
                        • This will open a new page displaying the invoice form.
                      8. Print the Invoice:
                        • On the extreme right of this page, click the Print Icon again.
                        • A new print window will open in the center of the screen.
                      9. Choose your preferred print options
                      10. Save as PDF: If you want a digital copy.
                      11. After selecting, click the Print button at the bottom of the page.

                      This process ensures a smooth and customizable invoice printing experience.

                        How do I mark a booking as a no-show, and can I do this for all OTAs?

                        To mark a booking as a no-show, follow the below-mentioned steps:

                        1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
                        2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
                        3. Select the Reservation: Choose the reservation for which you wish to mark as a no-show.
                        4. View Reservation Details: A pop-up window will appear on the right side of the screen, showing the booking and customer information.
                        5. Locate and Click on “Set to no show” from the displayed actions.
                        6. You will be redirected to a Set to No-Show page. Here, select the cancellation policy appropriate for your property.
                        7. Click on the Set button after selecting the policy to finalize the no-shows status.

                        Once these steps are completed, the booking will be marked as a no-shows in Stayflexi.

                        Can I do this for all OTAs?

                        Stayflexi marks “No Show” only for Booking.com bookings because of a direct integration through the Booking.com API. This integration is crucial since Booking.com charges a commission based on completed bookings. If a “No Show” is not properly marked, Booking.com will still apply a commission charge, even if the guest didn’t actually check in.

                        All Booking.com bookings with Stayflexi are set up as “pay at hotel,” meaning guests pay directly upon arrival. By marking “No Show” in Stayflexi, the system can automatically update the status on Booking.com’s side, preventing unnecessary commission charges for guests who didn’t show up.

                        For other OTAs, Stayflexi doesn’t support a “No Show” update.

                        How to add GST number to folio

                        To add GST number to folio in Stayflexi, follow the below-mentioned steps:

                        1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
                        2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
                        3. Select the Reservation: Choose the reservation you want to add GST number to folio.
                        4. View Reservation Details: A pop-up window will appear on the right side of the screen.
                        5. Click on the “View Folio” option from the reservation calendar.
                        6. On the folio page, find the invoice related to the booking.
                        7. Click on the tiny drop-down arrow next to the invoice to expand it.
                        8. A list containing guest details will appear.
                        9. Add or Edit GST Number
                          • Locate the GST Number field and click on it.
                          • Enter a new GST number or edit the existing one.
                          • Save Changes
                        10. Click Update to save the changes successfully.

                        The GST number will now be updated for the booking.

                        Where can we get the invoice with per night breakup?

                        To get the invoice with per night breakup in Stayflexi, follow the below-mentioned steps:

                        1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
                        2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
                        3. Select the Reservation: Choose the reservation you want to see the view folio history or log.
                        4. View Reservation Details: A pop-up window will appear on the right side of the screen.
                        5. Click on the “View Folio” option from the reservation calendar.
                        6. By default, the folio opens in Master Folio Mode, displaying the entire invoice summary.
                        7. Select Folio Type:
                          • On the extreme left of the folio page, you’ll find options to choose from three types of folios:
                            • Master Folio
                            • Detailed Folio
                            • Itemized Folio
                        8. View Detailed Folio:
                          • Click on Detailed Folio to switch views.
                        9. The invoice will now display a per-night breakdown, showing charges and details for each night of the reservation.

                        This view allows you to analyze the charges more granularly, helping with detailed billing.

                          How to edit booking source in the folio

                          To edit booking source in the folio in Stayflexi, follow the below steps:

                          1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
                          2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
                          3. Select the Reservation: Choose the reservation you want to edit booking source in the folio.
                          4. View Reservation Details: A pop-up window will appear on the right side of the screen.
                          5. Click on the “View Folio” option from the reservation calendar.
                          6. Open More Folio Actions:
                            • From the folio page, click on More Folio Actions.
                          7. Change Booking Source
                            • Select Change Booking Source from the drop-down menu.
                            • A side panel will appear on the right with two options.
                          8. Select New Source and Segment
                            • Use the drop-down menu to click on the tiny arrows next to the options.
                            • Choose the new Source and Segment.
                          9. Click Add Segment to finalize the changes.

                          Your booking source has now been updated.

                          How to settle dues in folio?

                          1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
                          2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
                          3. Select the Reservation: Choose the reservation for which you want to see the folio by clicking on it
                          4. View Reservation Details: A pop-up window will appear on the right side of the screen, showing the booking and customer information.
                          5. Find the Folio Option: Scroll down to the section with multiple actions. Look for the option labeled View Folio and click on it.

                          How to Settle Dues in the Folio?

                          1. At the top of the page, locate the Settle Dues button.
                          2. Click on it to view the available options.
                          3. On the right side, select the Room ID for which you want to settle the dues.
                          4. Below that, you will see a list of payment methods available.
                          5. Choose the payment method the guest prefer to pay.
                          6. Fill in the required payment details.
                          7. Click the Record button to complete the action.
                          8. You will receive a confirmation message indicating that the dues have been successfully settled.

                          How to modify check in or check out date and time for a given booking.

                          To modify check in date and time in Folio, follow the below steps:

                          1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
                          2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
                          3. Select the Reservation: Choose the reservation you want to modify check in date in the folio.
                          4. A new page will open.
                          5. Click on More Folio Actions.
                          6. From the options listed, locate and click on Modify Check-in.
                          7. The panel will appear on the right-hand side of the screen.
                          8. To modify the date, click on the calendar icon, then select the new check-in date.
                            • The panel will include the following options:
                              • Room ID
                              • New Check-In Date
                              • Time Slot
                              • Per Night Price
                              • Tax
                          9. After confirming the data you’ve entered, click on Modify Check-In at the bottom of the page to complete the action.

                          To modify check out date and time in Folio, follow the below steps:

                          1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
                          2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
                          3. Select the Reservation: Choose the reservation you want to modify check out date in the folio.
                          4. A new page will open.
                          5. Click on More Folio Actions.
                          6. From the options listed, locate and click on Modify Check-Out.
                          7. The panel will appear on the right-hand side of the screen.
                          8. To modify the date, click on the calendar icon, then select the new check-out date.
                            • The panel will include the following options:
                              • Room ID
                              • New Check-In Date
                              • Time Slot
                              • Per Night Price
                              • Tax
                          9. After confirming the data you’ve entered, click on Modify Check-Out at the bottom of the page to complete the action.

                          How to edit folio amount?

                          Below are the step-by-step guidelines on how to edit the Folio Amount in Stayflexi:

                          1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
                          2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
                          3. Select the Reservation: Choose the reservation you want to edit the amount in the folio.
                          4. View Reservation Details: A pop-up window will appear on the right side of the screen, showing the booking and customer information.
                          5. Find the Folio Option: Scroll down to the section with multiple actions. Look for the option labeled View Folio and click on it.

                          How to Edit the Folio Amount in Stayflexi:

                          1. Click the Folio button to access the billing information.
                          2. Check Subtotal and Total:
                            • The Subtotal displays the charges before taxes are applied.
                            • The Total shows the charges with taxes included.
                          3. Modify Prices:
                            • Identify the charge you want to change.
                            • Click on the Edit button, to modify the price.
                          4. Instant Update:
                            • Any changes you make will automatically reflect in the folio.
                            • The updated price will adjust both the subtotal and total accordingly.
                          5. Finalize and Save: After editing, review the changes and click Save to apply the updates to the folio.

                          How to print folio to pdf and give it to guest ?

                          To print a folio in Stayflexi, follow the step-by-step guidelines mentioned below:

                          1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
                          2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
                          3. Select the Reservation: Choose the reservation you want to see the view folio history or log.
                          4. View Reservation Details: A pop-up window will appear on the right side of the screen.
                          5. Click on the “View Folio” option from the reservation calendar.
                          6. From the opened page, click on “More Folio Actions”.
                          7. From the listed options, locate and click on “Print Invoice”.
                          8. A page will open on the right-hand side.
                          9. Click on the black printer icon to print the folio.

                          How can we modify the Booking price after the reservation is created?

                          In Stayflexi, you can modify the booking price after the reservation is confirmed using three methods. Each method ensures you can easily update the price post-confirmation.

                          Through the Reservation Calendar:

                          1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
                          2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
                          3. Select the Reservation: Choose the reservation for which you want to modify the booking price.
                          4. View Reservation Details: A pop-up window will appear on the right side of the screen.
                          5. Locate and click on “Edit Reservation”.
                          6. On the next page, modify the desired price in the appropriate field.
                          7. Click on the “Edit Reservation” button below to complete the action.
                          8. A confirmation message will appear on the screen.

                          Through View Folio:

                          1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
                          2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
                          3. Select the Reservation: Choose the reservation for which you want to modify the booking price.
                          4. View Reservation Details: A pop-up window will appear on the right side of the screen.
                          5. Click on the “View Folio” option from the reservation calendar.
                          6. On the opened page, click on “Edit Reservation”.
                          7. A new page will open on the RHS.
                          8. Modify the price in the given fields.
                          9. Click on Edit Reservation to complete the action.
                          10. You will receive a confirmation message.

                          Through More Folio Actions:

                          1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
                          2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
                          3. Select the Reservation: Choose the reservation for which you want to modify the booking price.
                          4. View Reservation Details: A pop-up window will appear on the right side of the screen.
                          5. Click on the “View Folio” option from the reservation calendar.
                          6. In the “View Folio” page, click on “More Folio Actions”.
                          7. From the listed options, locate and click on Edit Reservation.
                          8. A page will open on the RHS.
                          9. Modify the prices in the respective fields.
                          10. Click on the “Edit Reservation” button to complete the action.
                          11. A confirmation message will appear on the screen.

                          How to edit the rate plan on the folio

                          To Edit a Rate Plan in Stayflexi, Follow the below-mentioned steps:

                          1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
                          2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
                          3. Select the Reservation: Choose the reservation you want to edit the rate plan on the folio.
                          4. View Reservation Details: A pop-up window will appear on the right side of the screen.
                          5. Click on the “View Folio” option from the reservation calendar.
                          6. From the opened page, click on “More Folio Actions”.
                          7. From the listed options, locate and click on “Edit Rate Plan”.
                          8. A page will open on the Right-hand side.
                          9. Click on the small arrow to open a list of available rate plans for your property.
                          10. Select the desired rate plan. The amount will automatically update in the amount column based on the chosen rate plan.
                          11. Click the Confirm button to complete the action.

                          How to provide discounts on a Flat / Percentage basis for the existing reservations?

                          To Provide discounts on a flat or percentage basis for existing reservations in Stayflexi:

                          1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
                          2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
                          3. Select the Reservation: Choose the reservation for which you want to modify the booking price.
                          4. View Reservation Details: A pop-up window will appear on the right side of the screen.
                          5. Click on the “View Folio” option from the reservation calendar.
                          6. In the “View Folio” page, click on “More Folio Actions”.
                          7. From the listed options, locate and click on Apply Promo and Discount.
                          8. A page will open on the right-hand side.
                          9. In the “Select Discount Type” column, click the tiny arrow to view the options.
                          10. Choose your desired discount basis [flat or percentage].
                          11. Click on the “Validate Discount” button to complete the action.
                          12. A confirmation message will appear on the screen.

                          How to apply a coupon code , Discount, Offer from room folio for a given reservation ?

                          To apply a Coupon code, discount, or offer in folio, follow the below-mentioned steps:

                          1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
                          2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
                          3. Select the Reservation: Choose the reservation for which you want to modify the booking price.
                          4. View Reservation Details: A pop-up window will appear on the right side of the screen.
                          5. Click on the “View Folio” option from the reservation calendar.
                          6. In the “View Folio” page, click on “More Folio Actions”.
                          7. From the listed options, locate and click on Apply Promo and Discount.
                          8. A page will open on the right-hand side.
                          9. In the “Select Discount Type” column, click the tiny arrow to view the options.
                          10. Choose your desired type among Coupon codes, Offers, and Discounts.
                          11. Choose your desired discount basis [flat or percentage].
                          12. Click on the “Validate Discount” button to complete the action.
                          13. A confirmation message will appear on the screen.

                          How to release a booking from Hold Bookings in Stayflexi?

                          If a booking is placed on hold, releasing it and assigning it to a room is simple. Here’s how you can do it from the reservation calendar:

                          Below are the step-by-step guidelines on how to release a booking from Hold Bookings:

                          1. Access the Reservation Calendar: Log in to the dashboard and navigate to the Reservation Calendar.
                          2. Locate Unassigned and On-Hold Bookings: On the right-hand side of the screen, click on the UA [unassigned] section. This will display any Unassigned bookings, On-Hold bookings, and inquiries.
                          3. Select On-Hold Bookings: From the list, click on the On-Hold Bookings section to view details of guests with bookings on hold.
                          4. Assign the Booking: Select the booking you want to release from hold, then click on Assign.
                          5. Fill in Room Details: A pop-up window will appear where you can fill in the room details you’d like to assign. Complete all required fields and click Assign.
                          6. Confirm the Assignment: The guest’s name will now reflect on the reservation calendar grid in the selected room.
                            • You will receive confirmation that the booking has been successfully released from hold and assigned to a room.

                          Where can we modify the Rate plan after the reservation is confirmed?

                          To Modify the Rate Plan after a reservation is confirmed in Stayflexi, follow the below mentioned steps:

                          1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
                          2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
                          3. Select the Reservation: Choose the reservation for which you want to modify the booking price.
                          4. View Reservation Details: A pop-up window will appear on the right side of the screen.
                          5. Click on the “View Folio” option from the reservation calendar.
                          6. In the “View Folio” page, click on “More Folio Actions”.
                          7. From the listed options, locate and click on “Edit Rate Plan”.
                          8. A page will open on the right-hand side of the screen.
                          9. In the Rate Plan column, click the tiny arrow to view all available rate plans for your property.
                          10. Choose the desired rate plan and edit it.
                          11. Click the “Confirm” button to complete the action.
                          12. You will receive a confirmation message.

                          How to unassign a booking from a room number from the reservation calendar or room folio ?

                          In Stayflexi, you can unassign a booking from a room number using two methods. Below is the explanation of two methods:

                          • Through the Reservation Calendar:
                          1. Go to the Reservation Calendar: Navigate to the reservation calendar in Stayflexi.
                          2. Select the Reservation Calendar: Click on the reservation you want to unassign from a room.
                          3. Access Room Options: In the opened window on the right-hand side, you will see multiple options.
                          4. Unassign the Room: Locate and click on “Unassign Room”.
                          5. Confirm the Action: A confirmation page will appear to the right.
                          6. Complete the Action: Click “Yes, Unassign” to finalize the process
                          • Through Folio:
                          1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
                          2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
                          3. Select the Reservation: Choose the reservation you want to Unassign from a room.
                          4. View Reservation Details: A pop-up window will appear on the right side of the screen.
                          5. Click on the “View Folio” option from the reservation calendar.
                          6. From the opened page, click on “More Folio Actions”.
                          7. Locate and click on Unassign room
                          8. A pop-up will appear on the Right Hand Side as a confirmation.
                          9. Complete the action by clicking Unassign Room below.

                          How to release a booking inventory by putting booking on hold from folio or reservation calendar

                          In Stayflexi, you can put a booking on hold using two methods: through the reservation calendar or the folio.

                          Below is a step-by-step explanation of both methods:

                          Through Reservation Calendar:

                          1. Step 1: Navigate to the Reservation Calendar.
                          2. Step 2: Click on the Reservation you want to put on hold.
                          3. Step 3: A page will open on the right-hand side.
                          4. Step 4: From the listed options, select “Hold Booking”.
                          5. Step 5: A confirmation page will open
                          6. Step 6: Click “Yes, hold booking.”

                          You will receive a confirmation message that the action has been successfully completed.

                          • Through Folio:
                          1. Step 1: Click on the Reservation you want to put on hold.
                          2. Step 2: A page will open on the right-hand side.
                          3. Step 3: Locate and click on “View Folio” from the listed actions.
                          4. Step 4: On the folio page, click on “More Folio Actions”.
                          5. Step 5: Locate Hold Booking from the multiple listed actions.
                          6. Step 6: Click on “Hold Booking” to proceed further.
                          7. Step 7: A confirmation page will open on the right side of the screen.
                          8. Step 8: Click “Confirm” to complete the action.

                          You will receive a confirmation message that the booking has been successfully placed on hold.

                          Can I delete a particular reservation from system

                          YES, you can delete a particular reservation in Stayflexi by following the below steps:

                          1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
                          2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
                          3. Select the Reservation: Choose the reservation for which you want to see the folio by clicking on it
                          4. View Reservation Details: A pop-up window will appear on the right side of the screen, showing the booking and customer information.
                          5. Find the Folio Option: Scroll down to the section with multiple actions. Look for the option labeled View Folio and click on it.
                          6. Click on More Folio Actions: Inside the folio, locate and click on the “More Folio Actions” button.
                          7. Delete Folio: In the dropdown menu, find the “Delete Folio” option and click on it.
                          8. Review the Confirmation Page: A page with a confirmation alert will open on the right. The message will warn you that it cannot be rolled back or retrieved once the folio is deleted.
                          9. Confirm Deletion: To proceed, click on the “Confirm” button.
                          10. Completion Message: You will receive a confirmation message indicating that the folio has been successfully deleted. If you want to verify which user has deleted a folio you can check it from user logs under reports.

                          Please note, that once the reservation is deleted, it cannot be recovered, so ensure you want to permanently remove it before proceeding.

                          How to move a booking to a different room number or room category

                          In Stayflexi, You can move a booking to a different room number or room category using two methods:

                          Below is the explanation of moving a booking to a different room or room category through the reservation calendar:

                          1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
                          2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
                          3. Select the Reservation: Choose the confirmed reservation you want to move a booking to a different room number or category.
                          4. Click on Move Room: From the list of available actions, locate and click the Move Room button next to the reservation.
                          5. Open the Move Reservation Page: A page will open to the Right Hand Side.
                          6. Select Room and Category: Choose the new room number and room category based on the guest’s requirement.
                          7. Automatic Amount Update: The amount will automatically update in the relevant columns based on the new room.
                          8. Add a Remark: In the remarks column, provide the reason for moving the booking to another room.
                          9. Complete the Action: Click on “Move Reservation” at the bottom to finalize the move.
                          • Through View Folio:
                          1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
                          2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
                          3. Select the Reservation: Choose the confirmed reservation you want to move a booking to a different room number or category.
                          4. View Reservation Details: A pop-up window will appear on the right side of the screen, showing the booking and customer information.
                          5. Find the Folio Option: Scroll down to the section with multiple actions. Look for the option labeled View Folio and click on it.
                          6. Click on More Folio Actions: On the folio page, click the More Folio Actions button to view additional options.
                          7. Locate and click on Move Room: From the listed options, click on move room.
                          8. Open the Move Reservation Page: A page will open to the RHS.
                          9. Select Room and Category: Choose the new room number and room category based on the guest’s requirement.
                          10. Automatic Amount Update: The amount will automatically update in the relevant columns based on the new room.
                          11. Add a Remark: In the remarks column, provide the reason for moving the booking to another room.
                          12. Complete the Action: Click on “Upgrade room” at the bottom to finalize the move.

                          How to split a group booking ?

                          A split booking in Stayflexi allows you to break down a group reservation into individual bookings by separating a group room booking into individual rooms. This feature is especially useful when a group booking for multiple rooms needs to be split into separate reservations for each room. It offers flexibility by allowing each room to have its own folio, billing, and details after the split, while still retaining the original booking information. Once the booking is split, the group reservation ID will change to individual reservation IDs, and the room prices will be adjusted accordingly.

                          To Split a group booking in Stayflexi, follow the below steps:

                          1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
                          2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
                          3. Select the Group Booking: Click on the group booking that you want to split.
                          4. Navigate to the Folio: Open the folio of the selected booking.
                          5. Access More Folio Actions: Click on “More Folio Actions”.
                          6. Locate and Click on Split Bookings: From the list of actions, find and select “Split Bookings”.
                          7. Confirm the Action: A pop-up will appear asking for confirmation. Click “Yes, Split Booking”.

                          The group booking will now be split into individual bookings, and you will no longer see the group booking icon next to the reservations.

                          How to add company details to a folio in Stayflexi and apply them during billing?

                          Below are the step-by-step guidelines on how to find the Folio of a Reservation in Stayflexi:

                          1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
                          2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
                          3. Select the Reservation: Choose the reservation you want to add the company details.
                          4. View Reservation Details: A pop-up window will appear on the right side of the screen, showing the booking and customer information.
                          5. Find the Folio Option: Scroll down to the section with multiple actions. Look for the option labeled View Folio and click on it.

                          How to Add Company Details to a Folio:

                          1. Locate More Folio Actions: On the folio page, find the section called More Folio Actions.
                          2. Select Add Company: Click on the option to Add Company Details.
                          3. Fill in Company Details: A popup will appear where you need to fill in all the relevant company information.
                          4. Click Add Details: Once all the details are filled in, click the green Add Details button at the bottom to save the company information.
                          5. Confirmation Message: You will receive a confirmation message that the company details have been successfully added.

                          Billing with Company Details:

                          1. Booking Segment and Source:
                            • During billing, go to the folio. Next to the guest name, click on the Booking Segment column.
                            • Select Direct Billing to link the company to the folio.
                            • In the Booking Source column, select the appropriate company details.
                          2. Proceed with Billing:
                            • The bill will be processed with selected company details.

                          Sending Folio PDF: You can send the Folio PDF to:

                          1. The Guest
                          2. The Company.

                          Click on the print icon in black color at the top right-hand side to see the options for sending the folio.

                          How to set a booking to no show

                          In Stayflexi, you can set a booking no-show using two methods: through the reservation calendar or the folio.

                          Below are the explanations and guidelines for both methods:

                          • Through the Reservation Calendar:
                          1. Step 1: Go to Reservation Calendar.
                          2. Step 2: Click on the reservation you want to set a no show.
                          3. Step 3: A page will open on the right side with multiple actions.
                          4. Step 4: Locate and click on “Set to no show”.
                          5. Step 5: A page will open on the right side for selecting the no-show option.
                          6. Step 6: Select your options, such as:
                            • Apply Cancellation policy.
                            • Don’t void.
                            • Charge one night and void remaining.
                            • Void all remaining charges.
                          7. Step 7: Click “Yes” to complete the action.

                          You will receive a confirmation message that the booking has been successfully Set to no show.

                          • Through Folio:
                          1. Step 1: Click on the reservation you want to set to no-show.
                          2. Step 2: A page will open on the right side.
                          3. Step 3: Select “View Folio” from the available actions.
                          4. Step 4: On the Folio page, click on “More Folio Actions.”
                          5. Step 5: Locate and click on the” Set to no show option”.
                          6. Step 6: Select the void charge options according to your preference.
                          7. Step 7: Click on “Set to no show” to complete the action.

                          You will receive a confirmation message indicating that the booking has been successfully Set to no show.

                          How to view folio history or folio log ?

                          Below is the explanation of how to view folio history or log in Stayflexi:

                          1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
                          2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
                          3. Select the Reservation: Choose the reservation you want to see the view folio history or log.
                          4. View Reservation Details: A pop-up window will appear on the right side of the screen.
                          5. Click on the “View Folio” option from the reservation calendar.
                          6. From the opened page, click on “More Folio Actions”.
                          7. From the listed options, locate and click on “Folio Logs”.
                          8. A new page will open displaying the folio logs for the selected reservation.
                          9. You can see detailed information such as the log time, the user who made the action, and the logged action itself.

                          How to lock a booking a specific room so that system does not move it automatically

                          In Stayflexi, you can lock a booking to a specific room to prevent the system from moving it automatically. This can be done in two ways: through the reservation calendar or the folio. Below are the instructions for both methods.

                          • Through Reservation Calendar:
                          1. Step 1: Log in to the Stayflexi dashboard using your credentials.
                          2. Step 2: Click on the Second icon on top to open the reservation calendar.
                          3. Step 3: Select the reservation you want to lock to a specific room.
                          4. Step 4: A page will appear on the right-hand side with multiple actions.
                          5. Step 5: Locate and click on “Lock Booking”.
                          6. Step 6: A confirmation page will open.
                          7. Step 7: Click “Yes, lock” to complete the action.

                          You will receive a confirmation message that the room has been successfully locked to the booking.

                          • Through Folio:
                          1. Step 1: Log in to the Stayflexi dashboard using your credentials.
                          2. Step 2: Click on the Second icon on top to open the reservation calendar.
                          3. Step 3: Select the reservation you want to lock to a specific room.
                          4. Step 4: A page will appear on the right-hand side with multiple actions.
                          5. Step 5: Locate and click on “View Folio”.
                          6. Step 6: On the folio page, click on “More Folio Actions” in green.
                          7. Step 7: On the folio page, click on “Lock Booking”.
                          8. Step 8: A confirmation page will open on the right side.
                          9. Step 9: Click “Yes, lock room” to complete the action.

                          You will receive confirmation that the booking has been successfully locked to the specific room.

                          How to unlock a booking a specific room so that system can move it automatically

                          In Stayflexi, you can unlock a booking to a specific room to prevent the system from moving it automatically. This can be done in two ways: through the reservation calendar or the folio. Below are the instructions for both methods.

                          • Through Reservation Calendar:
                          1. Step 1: Log in to the Stayflexi dashboard using your credentials.
                          2. Step 2: Click on the Second icon on top to open the reservation calendar.
                          3. Step 3: Select the reservation you want to unlock for a specific room.
                          4. Step 4: A page will appear on the right-hand side with multiple actions.
                          5. Step 5: Locate and click on “Unlock Booking”.
                          6. Step 6: A confirmation page will open.
                          7. Step 7: Click “Yes, unlock” to complete the action.

                          You will receive a confirmation message that the room has been successfully unlocked for the booking.

                          • Through Folio:
                          1. Step 1: Log in to the Stayflexi dashboard using your credentials.
                          2. Step 2: Click on the Second icon on top to open the reservation calendar.
                          3. Step 3: Select the reservation you want to unlock for a specific room.
                          4. Step 4: A page will appear on the right-hand side with multiple actions.
                          5. Step 5: Locate and click on “View Folio”.
                          6. Step 6: On the folio page, click on “More Folio Actions” in green.
                          7. Step 7: On the folio page, click on “Unlock Booking”.
                          8. Step 8: A confirmation page will open on the right side.
                          9. Step 9: Click “Yes, unlock room” to complete the action.

                          You will receive confirmation that the booking has been successfully unlocked to the specific room.

                          How to add a new room to a group booking or remove a room from group booking

                          To add a new room to a group booking in Stayflexi, follow the below steps:

                          1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
                          2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
                          3. Select the Group Booking: Click on the group booking for which you want to add a new room.
                          4. Navigate to the Folio: Open the folio of the selected booking.
                          5. Access More Folio Actions: Click on “More Folio Actions”.
                          6. Locate and click on “Add New Room to Group Booking”.
                          7. A page will open on the right side. Fill in the guest details and room information you want to add.
                          8. The room price will automatically be generated based on the room’s rate.
                          9. Click on the “Add” button below to complete the action.

                          To delete a room from a group booking in Stayflexi, follow the below steps:

                          1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
                          2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
                          3. Select the Group Booking: Click on the group booking for which you want to add a new room.
                          4. Navigate to the Folio: Open the folio of the selected booking.
                          5. Access More Folio Actions: Click on “More Folio Actions”.
                          6. Locate and click on “Delete room from group booking”.
                          7. A page will open in the middle of the screen.
                          8. Click on the tiny arrow [as shown in the picture] to view the room ID list.
                          9. Select the room you want to delete.
                          10. Click on Cancel Booking to complete the action.

                          How to add Addons or any chargeable service in room folio ?

                          1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
                          2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
                          3. Select the Reservation: Choose the reservation for which you want to see the folio by clicking on it
                          4. View Reservation Details: A pop-up window will appear on the right side of the screen, showing the booking and customer information.
                          5. Find the Folio Option: Scroll down to the section with multiple actions. Look for the option labeled View Folio and click on it.

                          How to add Addons or any chargeable service in the room folio?

                          1. At the top of the page, locate the Add Hotel Addons button.
                          2. Click on it to proceed further.
                          3. On the right side, the add hotel addons page will open.
                          4. select the Room ID for which you want to add addons.
                          5. Click on Addons: When you click on Addons, you will see two options:
                            • Predefined Addons: A list of preset services [e.g., breakfast, spa, parking] with fixed pricing.
                            • Custom Addons: An option where the property can manually add any service or item not predefined, allowing you to input the description and price as needed.
                          6. Below that, you will see a list of details like date, payment mode, etc.
                          7. Fill in the mandatory column for the folio item name that you are adding.
                          8. Once completed, scroll down and click on the Add New Hotel Addon button below to finalize and save the addon.

                          How to add notes to a given booking ?

                          To Add Notes to a Booking in Stayflexi, follow the below-mentioned steps:

                          1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
                          2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
                          3. Select the Reservation: Choose the reservation you want to add the notes.
                          4. View Reservation Details: A pop-up window will appear on the right side of the screen.
                          5. Click on the “View Folio” option from the reservation calendar.
                          6. On the folio page, locate the Notes icon next to the guest alphabet and guest add icon [as shown in the image below].
                          7. Click on the Notes.
                          8. A panel will open on the right-hand side, displaying two sections:
                            • Customer Notes
                            • Booking Notes
                          9. Select the appropriate section where you want to add your notes.
                          10. After entering the notes, click the Add button to save.
                          11. Once you add notes to a reservation, the message icon in the reservation calendar will update and reflect that notes have been added to the particular reservation.
                            • Refer to the first image above to view the notes icon, circled in the reservation, which indicates that notes have been added to that specific reservation.

                          How to take different type of payments for a given booking

                          To take different types of payments for a booking in Stayflexi, follow the below-mentioned steps: Through the Reservation Calendar

                          1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
                          2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
                          3. Select the Reservation: Choose the reservation you want to take different types of payments.
                          4. View Reservation Details: A pop-up window will appear on the right side of the screen.
                          5. From the available options, click on Settle Dues.
                          6. A list of payment methods will appear.
                          7. Choose the guest’s preferred payment method.
                          8. A pop-up will appear in the middle of the screen.
                          9. Fill in the required payment details and click the submit button to complete the action.
                          • Through View Folio:
                          1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
                          2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
                          3. Select the Reservation: Choose the reservation for which you want to see the folio by clicking on it
                          4. View Reservation Details: A pop-up window will appear on the right side of the screen, showing the booking and customer information.
                          5. Find the Folio Option: Scroll down to the section with multiple actions. Look for the option labeled View Folio and click on it.
                          6. At the top of the page, locate the Settle Dues button.
                          7. Click on it to view the available options.
                          8. On the right side, select the Room ID for which you want to settle the dues.
                          9. Below that, you will see a list of payment methods available.
                          10. Choose the payment method the guest prefer to pay.
                          11. Fill in the required payment details.
                          12. Click the Record button to complete the action.
                          • Through More Folio Actions:
                          1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
                          2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
                          3. Select the Reservation: Choose the reservation for which you want to see the folio by clicking on it
                          4. View Reservation Details: A pop-up window will appear on the right side of the screen, showing the booking and customer information.
                          5. Find the Folio Option: Scroll down to the section with multiple actions. Look for the option labeled View Folio and click on it.
                          6. Click on More Folio Actions: From the listed options, locate and click on settle dues.
                          7. Click the Record button to complete the action.

                          How to take cash deposit for a given booking

                          The Cash Deposit feature in Stayflexi allows you to accept and record cash payments made by guests as deposits during their stay. This feature is handy for tracking advance payments or security deposits that guests may need to provide at check-in or before using certain services.

                          Here’s how it works:

                          1. The property can add a cash deposit against a guest’s booking.
                          2. The amount is recorded in the system, ensuring both the guest and the property can track the deposit.
                          3. The deposit can later be used to settle any dues or refund if necessary.

                          To take a cash deposit for a given booking in Stayflexi, follow the below-mentioned steps: Through the Reservation Calendar

                          1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
                          2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
                          3. Select the Reservation: Choose the reservation you want to take a cash deposit.
                          4. View Reservation Details: A pop-up window will appear on the right side of the screen.
                          5. From the available options, click on Settle Dues.
                          6. A list of payment methods will appear.
                          7. Choose Cash deposit.
                          8. A pop-up will appear in the middle of the screen.
                          9. Fill in the required payment details and additionally, you have a description column, where you can input specific notes or details about the transaction.
                          10. Click the submit button to complete the action.
                          • Through View Folio:
                          1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
                          2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
                          3. Select the Reservation: Choose the reservation for which you want to take a cash deposit.
                          4. View Reservation Details: A pop-up window will appear on the right side of the screen, showing the booking and customer information.
                          5. Find the Folio Option: Scroll down to the section with multiple actions. Look for the option labeled View Folio and click on it.
                          6. At the top of the page, locate the Settle Dues button.
                          7. Click on it to view the available options.
                          8. On the right side, select the Room ID for which you want to take cash deposit.
                          9. Below that, you will see a list of payment methods available.
                          10. Choose Cash deposit.
                          11. A pop-up will appear in the middle of the screen.
                          12. Fill in the required payment details and additionally, you have a description column, where you can input specific notes or details about the transaction.
                          13. Click the submit button to complete the action.

                          How to refund a payment to guest from Stayflexi PMS ?

                          To Refund a Payment in Stayflexi, follow the below steps:

                          1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
                          2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
                          3. Select the Reservation: Choose the reservation for which you want to modify the booking price.
                          4. View Reservation Details: A pop-up window will appear on the right side of the screen.
                          5. Click on the “View Folio” option from the reservation calendar.
                          6. From the opened page, in the payment mode column, you see the payment status.
                          7. Next to the payment status, You’ll find a “Refund” button- click on it.
                          8. A pop-up will appear. Enter the amount you want to refund.
                          9. Once the amount is entered, the “Refund” button will turn green.
                          10. Click on it to complete the action.

                          How to send a payment link to the guest from Stayflexi PMS?

                          To Send a Payment link to the guest in Stayflexi, follow the below steps:

                          1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
                          2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
                          3. Select the Reservation: Choose the reservation for which you want to send the payment link to.
                          4. View Reservation Details: A pop-up window will appear on the right side of the screen.
                          5. Click on the “View Folio” option from the reservation calendar.
                          6. From the opened page, click on “More Folio Actions”.
                          7. Locate and click on “Send Payment Link.”
                          8. In the opened page, fill in the guest’s email, mobile number, and the amount.
                            • By default, the guest details entered at the time of reservation will already be reflected in these columns.
                          9. Click on “Send Payment Link” to complete the action, Guest will receive the payment link.
                          10. A confirmed message will appear on the screen.

                          How to delete a saved card from given booking

                          To Delete a card from a booking in Stayflexi, follow the below steps:

                          1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
                          2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
                          3. Select the Reservation: Choose the reservation for which you want to add a card.
                          4. View Reservation Details: A pop-up window will appear on the right side of the screen.
                          5. Click on the Settle Dues to see the listed options.
                          6. Click on the card number to bring up the card with options.
                          7. A pop-up will appear, showing the card details with options.
                          8. Click on the “Delete Card” button to remove the card from the booking.
                          9. You have successfully deleted the card now.

                          How to add guest card details to a particular booking and charge it?

                          To add a card to a particular booking and charge it in Stayflexi, follow the below steps:

                          1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
                          2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
                          3. Select the Reservation: Choose the reservation for which you want to add a card.
                          4. View Reservation Details: A pop-up window will appear on the right side of the screen.
                          5. Click on the Settle Dues to see the listed options.
                          6. Locate and click on “Add Card”.
                          7. A pop-up will appear on the screen. Fill in the card details.
                          8. Click on “Add card” to complete the process.
                          9. Again, click on “Settle Dues” to see the added card.
                          10. Click on the card number to bring up the card with options.
                          11. Enter the amount you want to charge and click on “Charge” to complete the action
                          12. Once the card is charged amount will reflect under the payment made section in the room folio.

                          How to Change the booking segment or source ?

                          To change the Booking Segment or Source in Stayflexi, follow the below mentioned steps:

                          1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
                          2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
                          3. Select the Reservation: Choose the reservation for which you want to change the booking segment and source.
                          4. View Reservation Details: A pop-up window will appear on the right side of the screen.
                          5. Click on the “View Folio” option from the reservation calendar.
                          6. From the opened page, click on “More Folio Actions”.
                          7. Locate and click on “Change Booking Source”.
                          8. A page will open on the right-hand side.
                          9. Click on the tiny arrows in the two columns to view and change the booking segment and source.
                          10. Click on “Add Segment” below to complete the action.

                          How to edit the guest details in the folio

                          To edit the guest details in the folio, follow the below mentioned steps:

                          1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
                          2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
                          3. Select the Reservation: Choose the reservation for which you want to modify the booking price.
                          4. View Reservation Details: A pop-up window will appear on the right side of the screen.
                          5. Click on the “View Folio” option from the reservation calendar.
                          6. On the opened page, click on the alphabet icon with the guest’s name initial in the booking ID column.
                          7. A page will open on the right side.
                          8. Edit the guest details by filling the boxes one by one.
                          9. Click on “Save Guest” after making the changes to complete the action.

                          How to check-in a booking

                          In Stayflexi, you can check in a booking using three methods:

                          • Through the Reservation Calendar:

                          Below are the step by step guidelines for check-in a booking in Stayflexi:

                          1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
                          2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
                          3. Select the Reservation: Choose the confirmed reservation you want to check-in.
                          4. Click on Check-In: From the list of available actions, locate and click the Check-In button next to the reservation.
                          5. Confirmation Page: A panel will open on the right-hand side, confirming that you are checking in the guest with the displayed reservation ID.
                          6. Complete Check-In: To finalize the process, scroll down and click on the Check-In button at the bottom of the confirmation panel. This will complete the action and check the guest in.
                          7. Once you check in the guest by clicking the Check-In button, the reservation color will change from orange to green. This color change serves as a visual indicator for easy understanding, signifying that the guest has successfully checked in.
                          8. A confirmation message will appear on the screen.
                          • Through View Folio:
                          1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
                          2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
                          3. Select the Reservation: Choose the confirmed reservation you want to check-in.
                          4. View Reservation Details: A pop-up window will appear on the right side of the screen, showing the booking and customer information.
                          5. Find the Folio Option: Scroll down to the section with multiple actions. Look for the option labeled View Folio and click on it.
                          6. Locate the Check-In box: On the folio page, at the top, you’ll see the “Check-In” box [as shown in the above image].
                          7. Click on the Check-In Box: Click on the box to begin the check-in process.
                          8. Confirmation Page: A confirmation panel will open on the right-hand side, showing the booking ID.
                          9. Complete Check-In: Proceed by clicking the Check-In button on the panel to finalize and complete the action
                          10. Once you check in the guest by clicking the Check-In button, the reservation color will change from orange to green. This color change serves as a visual indicator for easy understanding, signifying that the guest has successfully checked in.
                          11. A confirmation message will appear on the screen.
                          • Through More Folio Actions:
                          1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
                          2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
                          3. Select the Reservation: Choose the confirmed reservation you want to check-in.
                          4. View Reservation Details: A pop-up window will appear on the right side of the screen, showing the booking and customer information.
                          5. Find the Folio Option: Scroll down to the section with multiple actions. Look for the option labeled View Folio and click on it.
                          6. Click on More Folio Actions: On the folio page, click the More Folio Actions button to view additional options.
                          7. Locate the Check-In Option: From the listed options, locate and click on the Check-In option.
                          8. Confirmation Page: A confirmation panel will open on the right-hand side, showing the booking ID.
                          9. Complete Check-In: Proceed by clicking the Check-In button on the panel to finalize and complete the action
                          10. Once you check in the guest by clicking the Check-In button, the reservation color will change from orange to green. This color change serves as a visual indicator for easy understanding, signifying that the guest has successfully checked in.
                          11. A confirmation message will appear on the screen.

                          How to checkout a booking

                          In Stayflexi, you can check-out a booking using three methods:

                          • Through the Reservation Calendar:

                          Below are the step by step guidelines for check-out a booking in Stayflexi:

                          1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
                          2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
                          3. Select the Reservation: Choose the confirmed reservation you want to check-out.
                          4. Click on Check-out: From the list of available actions, locate and click the check-out button next to the reservation.
                          5. Confirmation Page: A panel will open on the right-hand side, confirming that you are checking out the guest with the displayed reservation ID.
                          6. Complete Check-out: To finalize the process, scroll down and click on the Check-out button at the bottom of the confirmation panel. This will complete the action and check the guest out.
                          7. Once you check out the guest by clicking the Check-out button, the reservation color will change from green to violet. This color change serves as a visual indicator for easy understanding, signifying that the guest has successfully checked out.
                          8. A confirmation message will appear on the screen.
                          • Through View Folio:
                          1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
                          2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
                          3. Select the Reservation: Choose the confirmed reservation you want to check-out.
                          4. View Reservation Details: A pop-up window will appear on the right side of the screen, showing the booking and customer information.
                          5. Find the Folio Option: Scroll down to the section with multiple actions. Look for the option labeled View Folio and click on it.
                          6. Locate the Check-out box: On the folio page, at the top, you’ll see the “Check-out” box [as shown in the above image].
                          7. Click on the Check-out Box: Click on the box to begin the check-out process.
                          8. Confirmation Page: A confirmation panel will open on the right-hand side, showing the booking ID.
                          9. Complete Check-out: Proceed by clicking the Check-Out button on the panel to finalize and complete the action
                          10. Once you check out the guest by clicking the Check-out button, the reservation color will change from green to violet. This color change serves as a visual indicator for easy understanding, signifying that the guest has successfully checked out.
                          11. A confirmation message will appear on the screen.
                          • Through More Folio Actions:
                          1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
                          2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
                          3. Select the Reservation: Choose the confirmed reservation you want to check-in.
                          4. View Reservation Details: A pop-up window will appear on the right side of the screen, showing the booking and customer information.
                          5. Find the Folio Option: Scroll down to the section with multiple actions. Look for the option labeled View Folio and click on it.
                          6. Click on More Folio Actions: On the folio page, click the More Folio Actions button to view additional options.
                          7. Locate the Check-Out Option: From the listed options, locate and click on the Check-Out option.
                          8. Confirmation Page: A confirmation panel will open on the right-hand side, showing the booking ID.
                          9. Complete Check-Out: Proceed by clicking the Check-out button on the panel to finalize and complete the action
                          10. Once you check out the guest by clicking the Check-out button, the reservation color will change from green to violet. This color change serves as a visual indicator for easy understanding, signifying that the guest has successfully checked out.
                          11. A confirmation message will appear on the screen.

                          How to cancel a booking

                          In Stayflexi, you can cancel a booking using two methods: through the reservation calendar or via the folio.

                          Below are the explanations and guidelines for both methods:

                          • Through the Reservation Calendar:
                          1. Step 1: Go to Reservation Calendar.
                          2. Step 2: Click on the reservation you want to cancel.
                          3. Step 3: A page will open on the right side with multiple actions.
                          4. Step 4: Locate and click on “Cancel Booking”.
                          5. Step 5: A page will open on the right side for cancellation options.
                          6. Step 6: Select your options, such as:
                            • Apply Cancellation policy:- It will cancel the booking and apply the amount as per cancellation policy configured.
                            • Don’t void.
                            • Charge one night and void remaining:- It will charge one night prices only and void remaining night prices.
                            • Void all remaining charges:- It will make the room amount zero for the given booking id.
                          7. Step 7: Click “Yes, Cancel booking”.

                          You will receive a confirmation message that the booking has been successfully canceled.

                          • Through Folio:
                          1. Step 1: Click on the reservation you want to cancel.
                          2. Step 2: A page will open on the right side.
                          3. Step 3: Select “View Folio” from the available actions.
                          4. Step 4: On the Folio page, click on “More Folio Actions.”
                          5. Step 5: Locate and click on “Cancel Booking”.
                          6. Step 6: Select the void charge options according to your preference.
                          7. Step 7: Click “Confirm Cancel” to complete the action.

                          You will receive a confirmation message indicating that the booking has been successfully canceled.

                          Note: To cancel an online travel portal or channel booking, Kindly reach out to the respective online travel portal or channel.

                          How to email guest folio and confirmation voucher?

                          To email a guest folio in Stayflexi, you can quickly send a detailed breakdown of the guest’s charges, payments, and any adjustments directly to their email.

                          Below are the step-by-step guidelines for emailing a guest folio in Stayflexi:

                          1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
                          2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
                          3. Select the Reservation: Choose the reservation for which you want to send the folio by clicking on it
                          4. View Reservation Details: A pop-up window will appear on the right side of the screen, showing the booking and customer information.
                          5. Find the Folio Option: Scroll down to the section with multiple actions. Look for the option labeled View Folio and click on it.
                          6. Access More Folio Options: This will open the folio page. On this page, click on the More Folio Options button.
                          7. Select Email Folio: A pop-up will appear with various options. Find and click on Email Folio.
                          8. Review Guest Email: A new pop-up will appear on the right side of the screen, automatically filled with guest’s email address.
                          9. Send the Folio: Click on Send to email the folio to the guest.
                          10. Confirmation: You will now receive a confirmation message indicating the folio has been successfully sent.

                          how to send a Confirmation voucher?

                          To email a confirmation voucher in Stayflexi, you can send guests an official document confirming their reservation details, including dates, room type, and any associated charges.

                          Here are the step-by-step guidelines for sending a confirmation voucher:

                          1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
                          2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
                          3. Select the Reservation: Choose the reservation for which you want to send the folio by clicking on it
                          4. View Reservation Details: A pop-up window will appear on the right side of the screen, showing the booking and customer information.
                          5. Find the Folio Option: Scroll down to the section with multiple actions. Look for the option labeled View Folio and click on it.
                          6. Access More Folio Options: This will open the folio page. On this page, click on the More Folio Options button.
                          7. Email Confirmation: From the options that pop up, select Email Booking Confirmation.
                          8. Confirm Email: Another pop-up will appear to the right, where the guest’s email address will automatically be displayed, You can also edit it in case you want to send it to the different email id.
                          9. Send the Email: Click on the Send button below the email field to send the confirmation voucher.
                          10. Confirmation Message: You will receive a confirmation message indicating that the email has been successfully sent to the guest.

                          How to exempt taxes from a particular reservation?

                          1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
                          2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
                          3. Select the Reservation: Choose the reservation for which you want to see the folio by clicking on it
                          4. View Reservation Details: A pop-up window will appear on the right side of the screen, showing the booking and customer information.
                          5. Find the Folio Option: Scroll down to the section with multiple actions. Look for the option labeled View Folio and click on it.

                          How to Apply for Tax Exemption?

                          1. Click on More Folio Actions: At the top of the folio, click the green More Folio Actions button.
                          2. A popup window will appear with multiple actions listed.
                          3. Locate and click on Tax-Exempt Status: Select this option from the list.
                          4. Another popup will appear on the right side.
                          5. Enable the toggle to check for tax exemption , or uncheck it to revoke the exemption.
                          6. Enter the Tax Exemption ID and specify the types of taxes to exempt.
                          7. Click the Tax Exempt button to complete the action successfully.

                          What is Scanty Baggage Feature?

                          The Scanty Baggage feature in Stayflexi marks reservations where guests arrive with minimal or no luggage. This is typically an indicator for the hotel staff to be cautious, as it may signify a higher risk of the guest leaving without paying. When a guest is flagged as “Scanty Baggage”, it helps the hotel staff take necessary precautions, such as requesting advance payment or ensuring payment guarantees before allowing further services.

                          How to find Folio:

                          1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
                          2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
                          3. Select the Reservation: Choose the reservation for which you want to see the folio by clicking on it
                          4. View Reservation Details: A pop-up window will appear on the right side of the screen, showing the booking and customer information.
                          5. Find the Folio Option: Scroll down to the section with multiple actions. Look for the option labeled View Folio and click on it.

                          How to find and mark Scanty Baggage in Stayflexi:

                          1. Click on “More Folio Actions”.
                          2. Locate “Scanty Baggage” and click on it.
                          3. A pop-up window will appear on the right-hand side.
                          4. The default option will be “Yes/No”. Select “Yes” to mark the reservation as having Scanty Baggage.
                          5. Click the “Confirm” button below.

                          After confirming, you will see a red luggage icon in the middle of the folio page, next to the booking ID and status of the reservation, indicating that the reservation has been marked as having Scanty Baggage.

                          Adding or removing guests from a reservation

                          1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
                          2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
                          3. Select the Reservation: Choose the reservation for which you want to see the folio by clicking on it
                          4. View Reservation Details: A pop-up window will appear on the right side of the screen, showing the booking and customer information.
                          5. Find the Folio Option: Scroll down to the section with multiple actions. Look for the option labeled View Folio and click on it.

                          How to Add a Guest in Folio:

                          1. Click on the icon to the right side next to the alphabet icon.
                          2. A guest details form will appear. Fill in all the required details.
                          3. Click on the green “Add Guest” button.
                          4. Once added, you will see two initials representing the guest’s name

                          You have successfully added the guest.

                          How to Remove a Guest in Folio:

                          1. Click on the guest’s alphabet icon corresponding to the guest you want to remove.
                          2. You will be taken to the guest information page.
                          3. Click on “More” option.
                          4. Select “Delete customer” to remove them from the folio.

                          You have successfully removed the guest.

                          How to add / remove room on existing reservation?

                          1. Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
                          2. Navigate to the Reservations Tab: From the front page of the Stayflexi dashboard, locate the top navigation menu. The second icon is the Reservation Calendar. Click on the icon to see all your reservations.
                          3. Select the Reservation: Choose the reservation for which you want to see the folio by clicking on it
                          4. View Reservation Details: A pop-up window will appear on the right side of the screen, showing the booking and customer information.
                          5. Find the Folio Option: Scroll down to the section with multiple actions. Look for the option labeled View Folio and click on it.

                          How to Add a Room to an Existing Reservation:

                          1. Click on “Add New Room to Group Booking” in the “More Folio Actions” menu.
                          2. A new page will open on the right side of the screen displaying room and guest details.
                          3. Fill in the necessary details, then click the “Save” button to complete the action.
                          4. The added room number will reflect on the left-hand side, along with the existing room number.

                          You have successfully added a room to the existing reservation.

                          How to Remove a Room from an Existing Reservation:

                          1. Click on the room folio for the room you want to remove.
                          2. Select “More Folio Actions.”
                          3. Find Delete Room from Group Booking, or search for it using the search bar.
                          4. A confirmation page will appear on the right side. Click Remove Room from Booking to complete the action.

                          You have successfully removed the room from the booking.

                          Stayflexi Booking Engine - Everything you need to know

                          Image 1:

                          Image 2:

                          Image 3:

                          Stayflexi’s Booking Engine makes it easy to reserve your stay online. Follow these simple steps to book your room smoothly:

                          1. Open the Booking Page
                            • Go to the hotel website where Stayflexi is set up.
                            • Click on the booking section on the main page to start.
                          2. Choose Your Dates
                            • Pick your check-in and check-out dates on the calendar.
                            • Flexible options let you choose convenient arrival and departure times.
                          3. Select Your Room
                            • Browse the available rooms with photos and details.
                            • The system shows rooms that match your selected dates.
                          4. Enter Guest Info
                            • Fill in your name and contact details.
                            • Double-check for accuracy to ensure a smooth check-in process.
                          5. Review Your Booking
                            • Review your booking summary to confirm dates, room type, extras, and the total price.
                            • If you have any promo codes, enter them now.
                          6. Make Payment
                            • Choose a payment method (credit card, Apple Pay, etc.).
                            • Enter your details safely. Stayflexi supports quick, secure payment.
                          7. Receive Confirmation
                            • After payment, a confirmation email will be sent to you.
                            • This includes a booking reference and check-in instructions.

                          Step-by-step guide for booking engine configuration:

                          Image 1:

                          Image 2:

                          Image 3:

                          1. Logging into Your Stayflexi Dashboard:
                            • Enter your username and password to log in.
                          2. Go to Property Configuration:
                            • Once logged in, click on the More Apps icon (represented by four blocks) in the top right corner.
                            • From the dropdown menu, select Property Configuration(as shown in Image 1).
                          3. Go to Booking engine:
                            • You’ll see various options on the left side of the Property Configuration page.
                            • Click on the Booking engine option (as shown in Image 2).
                            • This will navigate you to the booking engine settings or configuration page.
                          4. Booking Engine URL(as shown in Image 2):
                            • This field holds the URL of the booking engine page that guests will be directed to when making a reservation. Ensure it has the correct hotel ID included in the URL.
                          5. Header Color(as shown in Image 2):
                            • This option allows you to choose the color for the header of the booking engine page. Select a color that matches your brand identity.
                          6. Main Body Color(as shown in Image 2):
                            • Sets the main background color for the body section of the booking engine page. Pick a color that complements the header and maintains readability.
                          7. Room Type and Summary Cart Color(as shown in Image 2):
                            • Controls the color for the sections displaying room types and the booking summary cart. This can help highlight these areas for better user navigation.
                          8. Lowest Price Color(as shown in Image 2):
                            • Sets the color for the lowest price displayed on the booking engine, making it more prominent to attract attention to special rates or discounts.
                          9. Font Color(as shown in Image 2):
                            • Specifies the text color used across the booking engine page. Ensure this color contrasts well with the background for readability.
                          10. Phone Number(as shown in Image 2):
                            • Enter the contact number that guests can use for inquiries. This should be a direct line to the hotel’s reservations or customer support team.
                          11. Email(as shown in Image 3):
                            • The email address provided here will be visible to guests, offering an alternative contact method for support or booking assistance.
                          12. Add Your Website Link to Booking Engine Logo(as shown in Image 3):
                            • Toggle this option to add a clickable link to your website on the booking engine’s logo, providing guests a way to navigate back to your main site from the booking engine.
                          13. Run Booking Engine in Stayflexi’s Unique 3-Slot Mode(as shown in Image 3):
                            • Stayflexi’s 3-slot mode organizes booking times into distinct slots (e.g., morning, afternoon, evening). Toggle this feature based on your property’s needs.
                          14. Rate Check Widget(as shown in Image 3):
                            • Enables or disables the rate check widget, a tool that helps guests quickly view rates and availability across dates.
                          15. Can Users Make Booking Without Addons?(as shown in Image 3):
                            • This option allows users to book a room without adding optional services or amenities (add-ons). If set to “No,” guests must select at least one add-on.
                          16. Do You Want to Allow Partial Payment?(as shown in Image 3):
                            • Enables guests to make a partial payment at the time of booking instead of paying in full. The percentage slider lets you set the minimum partial payment amount.
                          17. Manually Approve Bookings for a Given Time Before Check-In?(as shown in Image 3):
                            • This setting allows you to require manual approval for bookings made within a specific time frame before check-in. The hours field specifies how close to check-in this applies (set to 0 hrs here, meaning no time restriction).
                          18. Allow Booking Engine Widget to Add Rooms by Default?(as shown in Image 3):
                            • When enabled, the booking engine widget automatically adds a default room for guests, simplifying the booking process for users.
                          19. Save Button(as shown in Image 3):
                            • Click “Save” after configuring the settings to apply the changes to your booking engine.

                          These are the settings for the Booking engine.

                          Stayflexi Booking Engine configurations which you should know.

                          Image 1:

                          Image 2:

                          Image 3:

                          1. Logging into Your Stayflexi Dashboard:
                            • Enter your username and password to log in.
                          2. Go to Property Configuration:
                            • Once logged in, click on the More Apps icon (represented by four blocks) in the top right corner.
                            • From the dropdown menu, select Property Configuration(as shown in Image 1).
                          3. Got to Booking engine:
                            • You’ll see various options on the left side of the Property Configuration page.
                            • Click on the Booking engine option (as shown in Image 2).
                            • This will navigate you to the booking engine settings or configuration page.
                          4. Booking Engine URL(as shown in Image 2):
                            • This field holds the URL of the booking engine page that guests will be directed to when making a reservation. Ensure it has the correct hotel ID included in the URL.
                          5. Header Color(as shown in Image 2):
                            • This option allows you to choose the color for the header of the booking engine page. Select a color that matches your brand identity.
                          6. Main Body Color(as shown in Image 2):
                            • Sets the main background color for the body section of the booking engine page. Pick a color that complements the header and maintains readability.
                          7. Room Type and Summary Cart Color(as shown in Image 2):
                            • Controls the color for the sections displaying room types and the booking summary cart. This can help highlight these areas for better user navigation.
                          8. Lowest Price Color(as shown in Image 2):
                            • Sets the color for the lowest price displayed on the booking engine, making it more prominent to attract attention to special rates or discounts.
                          9. Font Color(as shown in Image 2):
                            • Specifies the text color used across the booking engine page. Ensure this color contrasts well with the background for readability.
                          10. Phone Number(as shown in Image 2):
                            • Enter the contact number that guests can use for inquiries. This should be a direct line to the hotel’s reservations or customer support team.
                          11. Email(as shown in Image 3):
                            • The email address provided here will be visible to guests, offering an alternative contact method for support or booking assistance.
                          12. Add Your Website Link to Booking Engine Logo(as shown in Image 3):
                            • Toggle this option to add a clickable link to your website on the booking engine’s logo, providing guests a way to navigate back to your main site from the booking engine.
                          13. Run Booking Engine in Stayflexi’s Unique 3-Slot Mode(as shown in Image 3):
                            • Stayflexi’s 3-slot mode organizes booking times into distinct slots (e.g., morning, afternoon, evening). Toggle this feature based on your property’s needs.
                          14. Rate Check Widget(as shown in Image 3):
                            • Enables or disables the rate check widget, a tool that helps guests quickly view rates and availability across dates.
                          15. Can Users Make Booking Without Addons?(as shown in Image 3):
                            • This option allows users to book a room without adding optional services or amenities (add-ons). If set to “No,” guests must select at least one add-on.
                          16. Do You Want to Allow Partial Payment?(as shown in Image 3):
                            • Enables guests to make a partial payment at the time of booking instead of paying in full. The percentage slider lets you set the minimum partial payment amount.
                          17. Manually Approve Bookings for a Given Time Before Check-In?(as shown in Image 3):
                            • This setting allows you to require manual approval for bookings made within a specific time frame before check-in. The hours field specifies how close to check-in this applies (set to 0 hrs here, meaning no time restriction).
                          18. Allow Booking Engine Widget to Add Rooms by Default?(as shown in Image 3):
                            • When enabled, the booking engine widget automatically adds a default room for guests, simplifying the booking process for users.
                          19. Save Button(as shown in Image 3):
                            • Click “Save” after configuring the settings to apply the changes to your booking engine.

                          These are the settings for the Booking engine.

                          Stayflexi Booking Engine - How to Sell specific Rooms with Rate Plans on Booking Engine

                          To sell specific rooms with Rate Plans on the Booking Engine, you need to configure the rate plan in the PMS.

                          Image 1:

                          Image 2:

                          Below is the step-by-step guide to configure or create a Rate Plan in Stayflexi’s Revenue Management:

                          1. Log in to Your Stayflexi Dashboard:
                            • Use your username and password to log in.
                          2. Go to Revenue Management:
                            • After logging in, click the four boxes icon (more apps) in the top right corner(as shown in Image 1).
                            • A dropdown menu will appear.
                            • Select “Revenue Management” from the list (as shown in Image 1).
                          3. Create a Rate plan(as shown in Image 2):
                            • Go to the “Rate plans” section on the left menu.
                            • Click “Add new rate plan” to open the rate plan creation form.
                          4. Filling in Rate Plan Details(as shown in Image 2):
                            • What’s the name of your rate category?
                              • This is where you enter the name of your rate plan.
                              • This name will be used internally to identify the rate plan.
                            • What’s the plan Display Name of your rate category?
                              • This is the name that will be displayed to customers.
                              • Make sure the name is clear and descriptive for customers.
                          5. Set your rates(as shown in Image 2):
                            • Select Rate: Choose an existing base rate plan from the dropdown (e.g., “Standard Plan”).
                            • Percentage or Amount Adjustment: Select whether the adjustment to the base rate should be in % (percentage) or $ (fixed amount).
                              • Value: Enter the adjustment amount (e.g., “20” if you’re offering a 20% discount).
                            • Dependency: Choose if this rate plan is dependent on another rate plan.
                              • Hard Dependency Toggle: Set this to “Yes” if this rate plan should only be available when its base rate plan is available.
                              • Dependency Dropdown: Select “YES” if you want this rate plan to be strictly tied to the base rate.
                          6. Selecting Additional Policies and Settings(as shown in Image 2):
                            • Select a Policy: Choose a cancellation policy or other policy that applies to this rate plan (e.g., “Cancellation Policy”).
                              • This ensures the selected policy rules apply to reservations made under this rate plan.
                          7. Configuring Visibility and Payment Options(as shown in Image 2):
                            • Show this rate plan on front desk kiosk?
                              • No/Yes Toggle: Choose whether this rate plan should appear on the front desk kiosk.
                                • No: The rate plan will not be visible on the kiosk, meaning staff won’t see it for walk-in or front desk bookings.
                                • Yes: The rate plan will be visible at the kiosk, allowing it to be used for on-the-spot bookings.
                            • Allow pay at property?
                              • No/Yes Toggle: Decide if customers are allowed to pay directly at the property or if only online payments are accepted.
                                • No: Only online payments will be allowed; customers must pay in advance.
                                • Yes: Guests can choose to pay when they arrive at the property.
                            • Hide this rate plan on the booking engine?
                              • No/Yes Toggle: Determine if this rate plan should be hidden from the online booking engine.
                                • No: The rate plan will be shown and available on the booking engine.
                                • Yes: The rate plan will be hidden, meaning it won’t appear to guests booking online.
                            • Is this rate plan for OTA mapping only?
                              • No/Yes Toggle: Specify if this rate plan is exclusively for OTA (Online Travel Agency) mapping and should not be visible elsewhere.
                                • No: The rate plan will be available across different channels, including the booking engine and front desk kiosk.
                                • Yes: The rate plan will only be used for OTA mapping. It won’t show up on the Stayflexi booking engine or for front desk reservations.
                          8. Assigning Room Types and Adding Description(as shown in Image 2):
                            • Which room types?
                              • Select the specific room types to which this rate plan applies. Only the selected rooms will offer this rate to guests.
                            • Describe the rate category in a few words?
                              • Enter a brief description of the rate plan to help staff and customers understand what this rate plan includes or why it might be beneficial (e.g., “20% discount for stays of 3 nights or more”).
                          9. Saving the Rate Plan(as shown in Image 2):
                            • Once all details and settings have been configured, click “Save” at the bottom of the form to create the rate plan.

                          According to the above configuration, the Rate plan will either be visible on the Booking engine or will be hidden at the time of booking creation for the guests.

                          Below is the step-by-step guide on how to sell specific rooms with rate plans in the Stayflexi Booking Engine :

                          Image 1:

                          1. Access the Booking Engine(as shown in Image 1):
                            • Go to the Stayflexi booking engine for the hotel or property you’re interested in.
                            • You may find this link on the hotel’s website or by searching directly for the property on Stayflexi.
                          2. Select Dates and Room Preferences(as shown in Image 1):
                            • Choose your Check-In and Check-Out dates.
                            • Specify the number of rooms, adults, and children to filter the available rooms accordingly.
                          3. Browse Available Room Types(as shown in Image 1):
                            • Scroll to the “Choose your room(s)” section. Each room type, such as “Suite” or “Deluxe Room,” is listed here.
                            • Click on a room type to view additional details like maximum occupancy, bed configuration, and amenities (e.g., soundproofing, hardwood floors, private bathrooms).
                          4. Select a Rate Plan(as shown in Image 1):
                            • Each room type has multiple rate plans, such as Standard Plan, AP (American Plan), MAP (Modified American Plan), and CP (Continental Plan).
                            • Review the rate plan options and prices. Each rate plan may come with specific inclusions, like meals or cancellation policies.
                          5. Choose Quantity(as shown in Image 1):
                            • Use the quantity selector next to the desired rate plan (the +/- buttons) to choose the number of rooms you want to book under that plan.
                            • Click Add to confirm your selection. The selected room and rate plan will appear in your booking summary on the right.
                          6. Review Your Booking Summary(as shown in Image 1):
                            • On the right side of the screen, you’ll see a summary of your booking. This includes:
                              • Room type and rate plan (e.g., Suite – Standard Plan).
                              • The number of adults and children.
                              • Room price and any applicable taxes.
                          7. Proceed to Book(as shown in Image 1):
                            • Once you’re satisfied with your selections, click on Continue to Book.
                            • This will take you to the next steps, where you’ll enter guest information and payment details.
                          8. Complete the Payment(as shown in Image 1):
                            • Enter your details and follow the prompts to complete the payment.
                            • After payment, you’ll receive a booking confirmation with all the details of your reservation.

                          Coupon code option on stayflexi Booking Engine and how it is useful

                          The “Coupon code” option on the Stayflexi booking engine allows users to apply discount codes or promotional offers to reduce the booking cost. This option is useful for guests who have received a coupon from the hotel or as part of a promotional campaign. By entering the code and clicking “Apply,” guests can see the updated price with the discount reflected in the total.

                          • Creating a Coupon Code in Stayflexi PMS
                            • Before guests can use a coupon code on the booking engine, you must set it up in the Stayflexi Dashboard.

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                          1. Log in to Your Stayflexi Dashboard:
                            • Use your username and password to log in.
                          2. Go to Revenue Management:
                            • After logging in, click the four boxes icon (more apps) in the top right corner(as shown in Image 1).
                            • A dropdown menu will appear.
                            • Select “Revenue Management” from the list (as shown in Image 1).
                          3. Go to Coupon/Offers:
                            • On the left sidebar, click on “Coupon Code / Offers” (the 5th option) to view the Coupon Code/ Offers page. (as shown in Image 2).
                          4. Add a Coupon/Offers:
                            • Click the “Add Coupon Code / Offers” button to start creating a new Coupon Code / Offers (as shown in Image 2).
                          5. Enter Coupon Code / Offer Name:
                            • Provide a descriptive name for your coupon code/offer to help identify it easily (as shown in Image 3).
                          6. Describe Coupon Code / Offer:
                            • Provide a brief description of your coupon code/ offer for better understanding (as shown in Image 3).
                          7. Choose the type (as shown in Image 3):
                            • From the dropdown in the “Choose type of your coupon code/offer” section, either of the following types:
                              • OFFER
                              • COUPON CODE
                          8. Set Room Booking Criteria (as shown in Image 3):
                            • In the section “How many rooms do guests need to book to get this coupon code or offer?”, input:
                              • Minimum number of rooms guests need to book.
                              • Maximum number of rooms guests can book.
                          9. Set Stay Duration Criteria (as shown in Image 3):
                            • In the section “How long do guests need to stay to get this coupon code or offer?”, enter the following:
                              • Minimum number of nights required for guests to stay to qualify for the coupon code/ offer.
                              • Maximum number of nights guests can stay to qualify.
                          10. Set the Discount (as shown in Image 4):
                            • In the section “How much of a discount do you want to give?”, enter the desired discount and select the type of discount (Percentage or Flat ) from the dropdown.
                          11. Set the Date Range for Discounted Stays (as shown in Image 4):
                            • In the “When can guests check in using the discounted rate?” section, specify the date range for when guests can use the Coupon code/offer.
                          12. Select Days of the Week for Discount Availability:
                            • Choose the days of the week that the discounted rate will be available. You can select all days or specific days as needed (as shown in Image 4).
                          13. Valid Booking Period:
                            • In the section “When can bookings be shown?”, select the date range during which the coupon code/offer is valid for bookings (as shown in Image 4).
                          14. Coupon Code/Offer Usage Limit:
                            • In the section “How many times can the coupon code/offer be used? (leave blank for no limit)”:
                              • The coupon code or offer can be used as many times as you want unless a limit is set (as shown in Image 4).
                          15. Save the Coupon code/ offer:
                            • Once you have entered all the details, review them carefully.
                            • Click the “Save” button to finalize and activate your Coupon code/ offer (as shown in Image 4).
                          • Using the Coupon Code on the Stayflexi Booking Engine
                            • Now that the coupon code is set up, guests can apply it during the booking process.

                          Image 1:

                          Image 2:

                          1. Select Room and Start Booking
                            • On the Stayflexi booking engine, guests should select a room and click Continue to Book.
                          2. Locate the Coupon Code Field
                            • In the booking details section, they’ll see a field labeled Coupon Code with an Apply button.
                          3. Enter and Apply the Coupon Code
                            • Guests can enter their coupon code carefully (avoiding extra spaces).
                            • They then click Apply to activate the discount.
                          4. View the Discounted Total
                            • If the coupon code is valid, the total booking amount will update to reflect the discount.
                          5. Complete the Booking
                            • After reviewing the discounted price, guests can fill in their booking details, and click Pay Now to complete the reservation at the discounted rate.
                          6. Enjoy the Savings!
                            • Guests save on their booking, enjoying a more affordable stay thanks to the coupon code.

                          Following these steps, you can efficiently set up and manage Coupon codes/offers, enhancing guest experience and boosting bookings.

                          How do I add competitor properties in Rate Shopper?

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                          Image 6:

                          Below is the step-by-step guide to add competitor properties in Rate Shopper:

                          1. Log in to Your Stayflexi Dashboard:
                            • Use your username and password to log in.
                          2. Go to Revenue Management:
                            • After logging in, click the icon with four boxes (more apps) in the top right corner(as shown in Image 1).
                            • A dropdown menu will appear.
                            • Select “Revenue Management” from the list (as shown in Image 1).
                          3. Go to Rate Shopper:
                            • Click the “Rate Shopper” dropdown [6th option on the left sidebar] (as shown in Image 2).
                          4. Got to Configuration:
                            • In the dropdown, there are two options:
                              • Report
                              • Configuration
                            • Click on the Configuration option to configure or add the competitors (as shown in Image 2).
                          5. Add Competitors:
                            • Click on the Configure Competitors button on the right side of the page(as shown in Image 2).
                            • This will navigate to the competitor configuration page with a list of competitors where you can add the competitors(as shown in Image 3).
                            • If you want to configure your competitors who are not on the list, do the following:
                              • Click on the Custom Add option on the right side of the page(as shown in Image 3).
                              • A field to add the competitor property URL will be displayed(as shown in Image 4).
                              • Paste the URL of the property into the field displayed.
                              • There are steps below the URL field on how to add the URL into the field, you can follow those steps(as shown in Image 4).
                              • After pasting the property URL, click the Add button next to the URL field.
                              • The competitor property is added successfully.
                              • You can either add or remove the properties by clicking on the Add or Remove button visible on the configured Properties(as shown in Image 5).
                              • Click on the cross button on the left side of the page to navigate back to the configuration page(as shown in Image 5).
                              • Now you can view, compare, and map rates of all the properties you have configured(as shown in Image 6).

                          By following these steps you can add competitor properties in Rate Shopper.

                          How do I map my room categories with competitor room categories to get accurate price comparisons?

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                          Below is the step-by-step guide to map your property room categories with the room categories of the competitor to get accurate price comparisons:

                          1. Log in to Your Stayflexi Dashboard:
                            • Use your username and password to log in.
                          2. Go to Revenue Management:
                            • After logging in, click the icon with four boxes (more apps) in the top right corner(as shown in Image 1).
                            • A dropdown menu will appear.
                            • Select “Revenue Management” from the list (as shown in Image 1).
                          3. Go to Rate Shopper:
                            • Click the “Rate Shopper” dropdown [6th option on the left sidebar] (as shown in Image 2).
                          4. Got to Configuration:
                            • In the dropdown, there are two options:
                              • Report
                              • Configuration
                            • Click on the Configuration option (as shown in Image 2).
                          5. Map the room categories(as shown in Image 2):
                            • On the Configuration page, you can see the room category of your competitor’s property on the left and the room category dropdown of your property on the right.
                            • From the dropdown, you can map or unmap whichever room category you want to map of your property with the room category of your competitor’s property.
                            • Click on the Save button on the left side of the page to successfully map the room categories.
                            • You can also clear all the mapped room categories by clicking on the Clear all option on the left side of the page above the room category field.

                          By following these steps you can map your room categories with the competitor’s room category to get an accurate price comparison.

                          Where can I view the rates of my competitor properties?

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                          Image 2:

                          Below is the step-by-step guide to viewing the rates of your property’s competitor properties:

                          1. Log in to Your Stayflexi Dashboard:
                            • Use your username and password to log in.
                          2. Go to Revenue Management:
                            • After logging in, click the icon with four boxes (more apps) in the top right corner(as shown in Image 1).
                            • A dropdown menu will appear.
                            • Select “Revenue Management” from the list (as shown in Image 1).
                          3. Go to Rate Shopper:
                            • Click the “Rate Shopper” dropdown [6th option on the left sidebar] (as shown in Image 2).
                          4. Got to Report:
                            • In the dropdown, there are two options:
                              • Report
                              • Configuration
                            • Click on the Report option (as shown in Image 2).
                            • This will show the rate comparison table for competitor properties.
                          5. Filter by Channel and Competitors:
                            • In the Rate Shopper report section, you can use the dropdown filters to select specific channels (e.g., Booking.com) or competitor properties from the dropdown filters(as shown in Image 2).
                            • If you want to view all competitors across all channels, leave the filters to “All.”
                          6. View Competitor Prices:
                            • The table lists competitors along with their room rates for specific dates (e.g., Oct 23rd, Oct 24th, and 25th 2024).
                            • For example, Red Carpet Inn and Suites Monmouth Junction have a rate of $ 103 on Oct 23rd.
                          7. Check Key Metrics:
                            • Below the rate table, important statistics are shown, such as:
                              • Average competitor set price: The average rate of competitor properties.
                              • Lowest competitor set price: The lowest rate among competitors.
                              • Your BAR price: Your best available rate (BAR) on the same days.
                              • Deviation from Average and Deviation from Lowest: These show how your rates compare with competitor averages and the lowest competitor price in percentage terms.
                          8. Download the Report (Optional):
                            • If you need a detailed offline report, click the Export CSV button in the top-right corner to download the rate comparison data as a CSV file.

                          By following these steps, you can effectively track and compare your property’s pricing strategy with competitor properties in real time.

                          What is the Magic Link feature in Stayflexi, and how can it benefit my property?

                          The Magic Link is a feature in Stayflexi which are used by hotels and properties to streamline the guest experience by providing a unique, secure URL that grants guests access to various self-service options along with all the booking details and a way to connect with properties directly. The link can be sent to guests via email, whatsapp and messaging allowing them to complete tasks like:

                          • Self-check-in: Guests can check in using a self-service link without assistance from the front desk.
                          • Early check-in/late check-out: Guests can request to check in early or check out late if the hotel offers these options.
                          • Room upgrades: Guests can view available room upgrades and choose to upgrade before arrival.
                          • Purchase add-ons: Guests can buy extra services like meals, spa treatments, tours or any add on services offered by properties.
                          • Payment options: Guests can pay for services either in advance or upon arrival, depending on the hotel’s configuration.

                          The Magic Link eliminates the need for guests to interact with the front desk directly for these services, providing convenience and flexibility. It simplifies the process of managing bookings and enhancing guest experience through an easy-to-use, web-based interface. The property benefits from a more efficient check-in/check-out process, reduced staff workload, and opportunities to upsell services or rooms.

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                          Here is a step-by-step guide for Magic link:

                          1. Log in to Your Stayflexi Dashboard:
                            • Enter your username and password to log in.
                          2. Go to Property configuration:
                            • After logging in, click the “More Apps” icon (represented by four boxes or blocks) in the top right corner.
                            • From the dropdown menu, select Property Configuration (as shown in Image 1).
                            • On the left-hand side of the Property Configuration page, you will see various options.
                            • Click on the Magic link and kiosk dropdown, you will see some more options (as shown in Image 2).
                            • Click on the Configuration option.
                            • This takes you to the Self-service configuration page.
                          3. Front Desk Kiosk URL (as shown in Image 2):
                            • Purpose: This URL is generated for the hotel’s self-service platform, allowing guests to access services such as check-in, check-out, and other options without needing to interact with hotel staff directly.
                            • Action: Guests can visit this link to use self-service features when check-in in at the property.
                          4. Do you want to allow guests to self-check in? (as shown in Image 2)
                            • Purpose: This option, when enabled, allows guests to check in using the self-service link without assistance from the front desk.
                            • Action: Toggle this switch to “Yes” to let guests check themselves in before their arrival.
                          5. Do you want to allow guests to perform early check-in? (as shown in Image 2)
                            • Purpose: This allows guests to check in earlier than the standard check-in time, providing more flexibility.
                            • Action: Toggle this to “Yes” to offer early check-in as an option, subject to hotel availability.
                          6. Do you want to allow guests to perform late check-out? (as shown in Image 2)
                            • Purpose: This option allows guests to check out later than the regular check-out time.
                            • Action: Enable this option if you wish to offer late check-out services.
                          7. Do you want to allow guests to purchase add-ons? (as shown in Image 2)
                            • Purpose: Enables guests to buy additional services or products, such as breakfast, spa services, or room upgrades, through the self-service platform.
                            • Action: Switch this to “Yes” to allow guests to purchase available add-ons.
                          8. Do you want to allow guests to pay at the hotel for add-ons? (as shown in Image 2)
                            • Purpose: If add-ons are enabled, this option determines whether guests must pay at the time of booking (PAY NOW) or the hotel (PAY AT HOTEL).
                            • Action: Select either “PAY NOW” or “PAY AT HOTEL” depending on how you want guests to complete payments for the add-ons.
                          9. Do you want guests to auto-upgrade their rooms? (as shown in Image 2)
                            • Purpose: This feature allows guests to automatically upgrade their room if a better room is available, usually at an additional charge. It helps properties in upselling rooms automatically and generate extra revenue.
                            • Action: Enable this if you want to give guests the option to upgrade their rooms through the self-service platform.
                          10. Do you want to send the self-service link email to guests and the hotel? (as shown in Image 2)
                            • Purpose: When this option is enabled, the system sends the self-service link via email to both the guest and the property.
                            • This makes the check-in process easier for the guest and helps the hotel manage the guest’s arrival.
                            • Action: Toggle this to “Yes” to enable the automatic sending of the self-service link via email.
                          11. Please specify check-in instructions for the guest (as shown in Image 2):
                            • Purpose: In this field, the property can provide detailed instructions for the check-in process that will be visible on the front desk kiosk and sent to the guest. These instructions guide the guest through self-check-in, ensuring they understand how to proceed.
                            • Action: Write specific check-in instructions, such as ID verification procedures or directions to the hotel, in the provided text box.
                          12. Final Step:
                            • Save Configuration: Once you have set your desired options, click the “Save” button at the bottom right to apply these configurations (as shown in Image 2).
                            • This ensures that the self-service settings are updated for your guests.

                          How do I configure or control the settings for the Magic Link?

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                          Below is the Step-by-step guide to control or configure settings for Magic Link:

                          1. Log in to Your Stayflexi Dashboard:
                            • Enter your username and password to log in.
                          2. Go to Property configuration:
                            • After logging in, click the “More Apps” icon (represented by four boxes or blocks) in the top right corner.
                            • From the dropdown menu, select Property Configuration (as shown in Image 1).
                            • On the left-hand side of the Property Configuration page, you will see various options.
                          3. Got to Magic link and kiosk:
                            • Click on the Magic link and kiosk dropdown, you will see some more options (as shown in Image 2).
                            • Click on the Configuration option.
                            • This takes you to the Self-service configuration page.
                          4. Front Desk Kiosk URL (as shown in Image 2):
                            • Purpose: This URL is generated for the hotel’s self-service platform, allowing guests to access services such as check-in, check-out, and other options without needing to interact with hotel staff directly.
                            • Action: Guests can visit this link to use self-service features when checking in at the property.
                          5. Do you want to allow guests to self-check in? (as shown in Image 2)
                            • Purpose: This option, when enabled, allows guests to check in using the self-service link without assistance from the front desk.
                            • Action: Toggle this switch to “Yes” to let guests check themselves in before their arrival.
                            • Once you toggle this switch to “Yes”, you get an option below it asking “What percentage of the balance due should be charged as the self-check-in cost?”.
                            • Configure the percentage amount of the booking’s balance due that is payable during self-check-ins. If set to 0, guests will be able to self-check in without payment(as shown in Image 3).
                          6. Do you want to allow guests to perform early check-in? (as shown in Image 2)
                            • Purpose: This allows guests to check in earlier than the standard check-in time, providing more flexibility.
                            • Action: Toggle this to “Yes” to offer early check-in as an option, subject to hotel availability.
                            • Once you toggle this switch to “Yes”, you get an option below it asking “How many hours before the check-in can the guest opt for early check-in?”.
                            • Configure the availability window to allow the guest to perform early check-in within the hours set before the actual check-in(as shown in Image 3).
                          7. Do you want to allow guests to perform late check-out? (as shown in Image 2)
                            • Purpose: This option allows guests to check out later than the regular check-out time.
                            • Action: Enable this option if you wish to offer late check-out services.
                            • Once you toggle this switch to “Yes”, you get an option below it asking “How many hours before the check-out can the guest opt for late check-out?”.
                            • Configure the availability window to allow the guest to perform late checkout within the hours set before the actual checkout(as shown in Image 3).
                          8. Do you want to allow guests to purchase add-ons? (as shown in Image 2)
                            • Purpose: Enables guests to buy additional services or products, such as breakfast, spa services, or room upgrades, through the self-service platform.
                            • Action: Switch this to “Yes” to allow guests to purchase available add-ons.
                          9. Do you want to allow guests to pay at the hotel for add-ons? (as shown in Image 2)
                            • Purpose: If add-ons are enabled, this option determines whether guests must pay the POS orders at the time of booking (PAY NOW) or the hotel (PAY AT HOTEL).
                            • Action: Select either “PAY NOW” or “PAY AT HOTEL” depending on how you want guests to complete payments for the add-ons.
                          10. Do you want guests to auto-upgrade their rooms? (as shown in Image 2)
                            • Purpose: This feature allows guests to automatically upgrade their room if a better room is available, usually at an additional charge.
                            • Action: Enable this if you want to give guests the option to upgrade their rooms through the self-service platform.
                            • Once you toggle this switch to “Yes”, you get an option below it asking “Do you want to allow guests to upgrade their room after check-in?”.
                            • If enabled, it will allow the users to auto-upgrade their room from the self-service URL after check-in(as shown in Image 3).
                          11. Do you want to send the self-service link email to guests and the hotel? (as shown in Image 2)
                            • Purpose: When this option is enabled, the system sends the self-service link via email to both the guest and the hotel.
                            • This makes the check-in process easier for the guest and helps the hotel manage the guest’s arrival.
                            • Action: Toggle this to “Yes” to enable the automatic sending of the self-service link via email.
                          12. Please specify check-in instructions for the guest (as shown in Image 2):
                            • Purpose: In this field, the hotel can provide detailed instructions for the check-in process that will be visible on the front desk kiosk and sent to the guest. These instructions guide the guest through self-check-in, ensuring they understand how to proceed.
                            • Action: Write specific check-in instructions, such as ID verification procedures or directions to the hotel, in the provided text box.
                          13. Save the configuration:
                            • Save Configuration: Once you have set your desired options, click the “Save” button at the bottom right to apply these configurations (as shown in Image 2).
                            • This ensures that the self-service settings are updated for your guests.

                          If a guest selects a service through the Magic Link, where can I view it in Stayflexi?

                          If a guest selects a service through the Magic Link in Stayflexi, you can view it in Stayflexi’s Dashboard. Here’s a step-by-step guide on how you can view the Magic link bookings:

                          Image 1:

                          1. Log in to Your Stayflexi Dashboard:
                            • Enter your username and password to log in.
                          2. Go to the Magic link in the Dashboard(as shown in Image 1):
                            • In the Dashboard, click on the Reservations option.
                            • You can see the following tiles/blocks:
                              • New bookings
                              • In-house
                              • Arrivals
                              • Departures
                              • Cancellations
                              • On hold
                              • No shows
                              • Magic link
                            • Click on the Magic link tile.
                            • All the bookings made through the Magic link will be displayed.
                            • You view the folio, send a magic link and approve the booking by clicking on the options on the booking.

                          Following these steps, you can view the bookings or services the guest selects through the Magic link in Stayflexi.

                            How do I configure shop items or services to appear on the Magic Link?

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                            Below is the step-by-step guide to configuring shop items or services to appear on the Magic Link:

                            1. Log in to Your Stayflexi Dashboard:
                              • Enter your username and password to log in.
                            2. Go to Property configuration:
                              • After logging in, click the “More Apps” icon (represented by four boxes or blocks) in the top right corner.
                              • From the dropdown menu, select Property Configuration (as shown in Image 1).
                              • On the left-hand side of the Property Configuration page, you will see various options.
                            3. Got to Magic link and kiosk:
                              • Click on the Magic link and kiosk dropdown, you will see some more options (as shown in Image 2).
                              • Click on the Configuration option.
                              • This takes you to the Self-service configuration page.
                            4. Configure shop items or services:
                              • To set up shop items or services to appear on the Magic link, do the following:
                                • Do you want to allow guests to purchase add-ons? (as shown in Image 2)
                                  • Purpose: Enables guests to buy additional services or products, such as breakfast, spa services, or room upgrades, through the self-service platform.
                                  • Action: Switch this to “Yes” to allow guests to purchase available add-ons.
                                • Do you want to allow guests to pay at the hotel for add-ons? (as shown in Image 2)
                                  • Purpose: If add-ons are enabled, this option determines whether guests must pay the POS orders at the time of booking (PAY NOW) or the hotel (PAY AT HOTEL).
                                  • Action: Select either “PAY NOW” or “PAY AT HOTEL” depending on how you want guests to complete payments for the add-ons.
                                • Click on the Save button to set up the shop items or service successfully.

                            Also, you can enable or disable particular POS/Shops menu items to be displayed on the magic link sent to guests by following the below-given steps:
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                            1. Log in to Your Stayflexi Dashboard:
                              • Enter your username and password to log in.
                            2. Access Shops/POS:
                              • After logging in, click the “More Apps” icon (represented by four boxes or blocks) in the top right corner.
                              • From the dropdown menu, select Shops (as shown in Image 1).
                                • A page showing all available shops or outlets will appear.
                                • Choose the shop or outlet by clicking on the shop or outlet name (as shown in Image 2).
                            3. Navigate to the “Configuration” Page:
                              • Once you select a shop or outlet, you will be taken to its Dashboard.
                                • On the left-hand side of the page, you will see various options, including:
                                  • Dashboard
                                  • Place Orders
                                  • View Orders
                                  • Reports
                                  • Configuration
                                • Click on Configuration dropdown to proceed (as shown in Image 3).
                            4. Go to Menu items:
                              • On the Configuration dropdown, you will see a list of options including:
                                • Outlet
                                • Menu items
                                • Categories
                                • Discounts
                                • Table/Area
                                • Staff
                              • Click on the Menu items option (as shown in Image 3).
                              • A list of all the menu items will appear along with the details.
                            5. Enable or disable the menu items:
                              • To enable or disable the menu items to be displayed on magic link sent to guests, do the following:
                                • Click on the Edit item option under the Actions column for the menu item(as shown in Image 4) you want to either enable or disable on the Magic link.
                                • A page to edit the details for menu items will appear.
                                • Scroll down to the Self-service section(as shown in Image 5).
                                • There are two options:
                                  • Enable (as shown in Image 5)
                                    • Click on Enable to enable the menu item on the Magic link and provide the self-service discount value in the Self-service discount field below.
                                  • Disable(as shown in Image 5)
                                    • Click on Disable to disable the menu item on the Magic link.
                                  • Click on the Save button to save the changes made.

                            By following these steps you can configure shop items or services to appear on the Magic Link.

                            Can I set up room-specific self-check-in instructions for guests using the Magic Link?

                            Yes, you can set up room-specific self-check-in instructions for guests using the magic link by following the steps given below:

                            Image 1:

                            Image 2:

                            1. Log in to Your Stayflexi Dashboard:
                              • Enter your username and password to log in.
                            2. Go to Property configuration:
                              • After logging in, click the “More Apps” icon (represented by four boxes or blocks) in the top right corner.
                              • From the dropdown menu, select Property Configuration (as shown in Image 1).
                              • On the left-hand side of the Property Configuration page, you will see various options.
                            3. Got to Magic link and kiosk:
                              • Click on the Magic link and kiosk dropdown, you will see some more options (as shown in Image 2).
                              • Click on the Roomwise check-in instructions option (as shown in Image 2).
                              • This takes you to the Room check-in instructions page.
                            4. Configure room-specific self-check-in instructions (as shown in Image 2):
                              • On the Room check-in instructions page, a list of room IDs will be displayed.
                              • For each room ID, the check-in instructions column is available.
                              • Click on the Add some instructions field next to the room ID where you want to specify the self-check-in instructions.
                              • Enter the instructions and click, and the instructions will be successfully set up.

                            By following these steps room-specific self-check-in instructions for guests using the magic link.