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Docly Documentation
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!
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.
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.
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.
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.
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:
Month Overview: You can get a clear, month-by-month breakdown of expected demand and pricing, all in one glance.
Weather Insights: You will know what to expect with weather details, including monthly temperature ranges because knowing the weather helps you understand guest behavior!
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.
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:
Room Pickup by Source: It shows the number of room pickups from various sources over the last 7 days.
Revenue Pickup by Source: It shows the revenue generated from each source over the 7 days.
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.
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.
How to see competitor rates in Stayflexi?
Log in: sign in to your Stayflexi account with your credentials.
Access the Performance Section: From the main dashboard, click on the performance section.
Locate Competitors Intelligence: In the performance section, find and click on Competitors Intelligence.
Select your Competitors: Choose the competitors you wish to monitor. You can add new competitors if needed from rate shopper configuration.
Review Current Rates: View the displayed pricing comparison, which shows your base rates next to those of the selected competitors.
Analyzed the Data: Evaluate the pricing trends and differences to help guide your pricing decisions.
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:
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.
In-house – All the reservations are in check-in status, and the guests are staying currently on the property.
Arrivals – The guests who are scheduled to check in or arrived today.
Departures – The guest who are scheduled to check out today.
Cancellations – The reservations that the guests have canceled.
On hold—Reservations that have not yet been finalized and may require further steps before they are confirmed or canceled.
No-show – Indicates reservations where the guest did not arrive on the check-in date and staff had marked them manually No- show.
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:
Guest Name
Booking Source [e.g., OTA channel icon or walk-in symbol]
Room id along with the Room type
Check-in and Check-out dates
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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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 :
Convenience: Guests can access their reservation instantly, with just one click.
Security: Each link is unique and exclusively accessible by the authorized recipient.
Efficiency: It simplifies the check in process and various booking-related tasks.
No Password Needed: Guests don’t have to worry about remembering login credentials.
How to Use the “Send Magic Link” Feature
Open the Reservation Calendar: Navigate to the Stayflexi dashboard and open the reservation calendar where you can see the current bookings.
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.
Locate the Send Magic Link: In the booking information section, find the “Send Magic Link” button.
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.
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.
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.
How to check new reservations?
To check new reservations in Stayflexi, follow the steps below:
Login: Start by logging into your Stayflexi dashboard using your credentials.
Front Page : You will land on the front page of the dashboard
New Bookings : From the displayed tiles, click on New Bookings.
Booking Folio: Under this section, you can find the folio for each new reservation.
Viewing arrivals and departures
Login : Log into your Stayflexi dashboard with your credentials.
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.
Arrivals/Departures: click on the Arrivals or Departures tab to view the list of upcoming guest check-ins or expected check-outs.
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:
Login : Log into your Stayflexi dashboard with your credentials.
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.
Click on the Departure: On the Stayflexi dashboard, locate and click on the “Departures” tile.
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:
Login : Log into your Stayflexi dashboard with your credentials.
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.
Click on the Arrivals: On the Stayflexi dashboard, locate and click on the “Arrivals” tile.
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
Click the dashboard icon on top right
You will see the Arrivals and Departures sections as highlighted in the screenshot.
You can see the ‘Download’ option below this section on the right side.
To print arrivals – You just need to click the ‘Arrivals‘ tab and click ‘Download.‘
To print departures – Click the ‘Departures‘ tab and click ‘Download.‘
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:
Log in: Log in with your credentials, you’ll be taken to the first page, which is the dashboard.
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.
Click on the Support option: Click on the Need help? [support] icon.
Support Page Opens: A page will open to the right-hand side.
Click on Contact Support Team: On this page, you will see an option that says Contact Support Team, accompanied by a small arrow.
View Relationship Manager Details: Click on this option to view the contact details of your relationship manager, including their email and phone number.
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:
Log in to Stayflexi: Use the provided credentials to log into the Stayflexi dashboard.
View Availability: Once on the opened page, look to the right side of the screen.
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:
Open the Stayflexi Welcome Page:
Go to the Stayflexi login page.
Enter your Email ID:
In the email field, enter the email ID you use for your Stayflexi login.
Click on Sign In:
This will take you to a page with the password field.
Click on Forgot your Password:
You’ll see a confirmation message saying, “We will send you a link to create a new password”.
Re-enter your Email Id:
Enter the same email id associated with your Stayflexi account.
Click on “Submit”.
This will send a reset link to your email.
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.
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.
Click on “Submit”:
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:
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.
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.
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 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.
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.
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.
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.
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:
Month Overview: You can get a clear, month-by-month breakdown of expected demand and pricing, all in one glance.
Weather Insights: You will know what to expect with weather details, including monthly temperature ranges because knowing the weather helps you understand guest behavior!
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.
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:
Room Pickup by Source: It shows the number of room pickups from various sources over the last 7 days.
Revenue Pickup by Source: It shows the revenue generated from each source over the 7 days.
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.
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.
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.
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.
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.
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:
Month Overview: You can get a clear, month-by-month breakdown of expected demand and pricing, all in one glance.
Weather Insights: You will know what to expect with weather details, including monthly temperature ranges because knowing the weather helps you understand guest behavior!
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.
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:
Room Pickup by Source: It shows the number of room pickups from various sources over the last 7 days.
Revenue Pickup by Source: It shows the revenue generated from each source over the 7 days.
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.
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.
How to see competitor rates in Stayflexi?
Log in: sign in to your Stayflexi account with your credentials.
Access the Performance Section: From the main dashboard, click on the performance section.
Locate Competitors Intelligence: In the performance section, find and click on Competitors Intelligence.
Select your Competitors: Choose the competitors you wish to monitor. You can add new competitors if needed from rate shopper configuration.
Review Current Rates: View the displayed pricing comparison, which shows your base rates next to those of the selected competitors.
Analyzed the Data: Evaluate the pricing trends and differences to help guide your pricing decisions.
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:
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.
In-house – All the reservations are in check-in status, and the guests are staying currently on the property.
Arrivals – The guests who are scheduled to check in or arrived today.
Departures – The guest who are scheduled to check out today.
Cancellations – The reservations that the guests have canceled.
On hold—Reservations that have not yet been finalized and may require further steps before they are confirmed or canceled.
No-show – Indicates reservations where the guest did not arrive on the check-in date and staff had marked them manually No- show.
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:
Guest Name
Booking Source [e.g., OTA channel icon or walk-in symbol]
Room id along with the Room type
Check-in and Check-out dates
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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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 :
Convenience: Guests can access their reservation instantly, with just one click.
Security: Each link is unique and exclusively accessible by the authorized recipient.
Efficiency: It simplifies the check in process and various booking-related tasks.
No Password Needed: Guests don’t have to worry about remembering login credentials.
How to Use the “Send Magic Link” Feature
Open the Reservation Calendar: Navigate to the Stayflexi dashboard and open the reservation calendar where you can see the current bookings.
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.
Locate the Send Magic Link: In the booking information section, find the “Send Magic Link” button.
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.
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.
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.
How to check new reservations?
To check new reservations in Stayflexi, follow the steps below:
Login: Start by logging into your Stayflexi dashboard using your credentials.
Front Page : You will land on the front page of the dashboard
New Bookings : From the displayed tiles, click on New Bookings.
Booking Folio: Under this section, you can find the folio for each new reservation.
Viewing arrivals and departures
Login : Log into your Stayflexi dashboard with your credentials.
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.
Arrivals/Departures: click on the Arrivals or Departures tab to view the list of upcoming guest check-ins or expected check-outs.
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:
Login : Log into your Stayflexi dashboard with your credentials.
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.
Click on the Departure: On the Stayflexi dashboard, locate and click on the “Departures” tile.
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:
Login : Log into your Stayflexi dashboard with your credentials.
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.
Click on the Arrivals: On the Stayflexi dashboard, locate and click on the “Arrivals” tile.
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
Click the dashboard icon on top right
You will see the Arrivals and Departures sections as highlighted in the screenshot.
You can see the ‘Download’ option below this section on the right side.
To print arrivals – You just need to click the ‘Arrivals‘ tab and click ‘Download.‘
To print departures – Click the ‘Departures‘ tab and click ‘Download.‘
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:
Log in: Log in with your credentials, you’ll be taken to the first page, which is the dashboard.
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.
Click on the Support option: Click on the Need help? [support] icon.
Support Page Opens: A page will open to the right-hand side.
Click on Contact Support Team: On this page, you will see an option that says Contact Support Team, accompanied by a small arrow.
View Relationship Manager Details: Click on this option to view the contact details of your relationship manager, including their email and phone number.
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:
Log in to Stayflexi: Use the provided credentials to log into the Stayflexi dashboard.
View Availability: Once on the opened page, look to the right side of the screen.
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:
Open the Stayflexi Welcome Page:
Go to the Stayflexi login page.
Enter your Email ID:
In the email field, enter the email ID you use for your Stayflexi login.
Click on Sign In:
This will take you to a page with the password field.
Click on Forgot your Password:
You’ll see a confirmation message saying, “We will send you a link to create a new password”.
Re-enter your Email Id:
Enter the same email id associated with your Stayflexi account.
Click on “Submit”.
This will send a reset link to your email.
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.
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.
Click on “Submit”:
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:
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.
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.
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.
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]:
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:
Each reservation is represented as a block [or grid] within the calendar.
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:
Login to Stayflexi: Start by logging into your Stayflexi dashboard using your credentials.
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.
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.
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?
Login to Stayflexi: Log into your Stayflexi dashboard with your credentials.
Go to the Reservation Calendar: From the main dashboard, click on Reservation Calendar. Here you can see available rooms and dates.
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.
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.
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:
Drag-and-Drop [super friendly]
Walk-in Reservation
Below is the Drag-and-Drop method for checking in a reservation.
Login to your Stayflexi dashboard.
On the left panel, click on the Reservation Calendar [the second icon] to view all your reservations.
Select the desired date from the calendar.
Drag the booking from the Check-in date to the desired check-out date.
A pop-up window will appear covering the entire screen, where you can complete the guest’s details.
Guest Information Section:
Enter the guest’s Name, Email, and Phone Number.
You can also add any special requests from the guest.
ID Proof: Upload the guest’s ID Proof with Front and Back photos options
Address details: Enter the guest’s address, and select the number of adults and children for the reservation.
Price and Room Details:
On the right side, the system will automatically update the Room Prices, including Taxes, once the room type is selected.
After reviewing all the details, click the Create Reservation button at the bottom right of the window.
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:
Login to your Stayflexi dashboard.
On the left panel, click on the Reservation Calendar [the second icon] to view all your reservations.
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.
From the list, Select Walk-in.
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]:
Enter the guest’s Name, Email, and Phone Number.
You can also add any special requests from the guest.
ID Proof: Upload the guest’s ID P roof with Front and Back photos options
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.
After entering all the details, click on Create Reservation at the bottom of the window.
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:
Login to your Stayflexi dashboard.
On the left panel, click on the Reservation Calendar [the second icon] to view all your reservations.
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 do I create an enquiry booking and collect payment using a payment link?
Login to Stayflexi: Log into your Stayflexi dashboard with your credentials.
Go to the Reservation Calendar: From the main dashboard, click on Reservation Calendar. Here you can see available rooms and dates.
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.
Select Enquiry: click on Enquiry to open a pop-up form.
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.
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.
Create the Enquiry: Once all details are entered, click Create enquiry at the bottom right corner of the page.
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:
Login to Stayflexi: Start by logging into your Stayflexi dashboard using your credentials.
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.
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.
Select “Block Room”: In the dropdown, you will see four options: Walk-in, Enquiry, Block Room, and Group Booking. Click on Block Room.
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.
Confirm Blocking: After entering the details, click the Block Room button at the bottom of the pop-up.
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:
Locate the Blocked Room: In the reservation calendar, the blocked room will be displayed in grey.
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.
Select the Date Range: In the pop-up window, you can adjust the Date Range for the room block if needed.
Unblock the Room: You will see an option to Unblock the room. Click on the Unblock button.
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:
Login to Stayflexi: Start by logging into your Stayflexi dashboard using your credentials.
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.
Select the Desired Reservation: Click on the desired reservation, that you wish to modify.
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.
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:
Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
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.
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.
Click to View Details: When you click on the Unassigned tab, a pop-up will appear on the right side of the screen.
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.
Select a Reason: Click on any reservation under these categories to view details.
View Guest Information: Detailed information about the guest will be displayed after selecting a reservation.
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.
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:
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.
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.
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:
Move Room: Only affects one reservation and relocates it to a new room. It’s a one-way shift.
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:
Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
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.
Select the Reservation that you want to Upgrade or Downgrade.
A pop-up window will appear on the right side of the screen showing the Booking and Customer Information.
Scroll down to see multiple actions you can perform, and find the Move Room option. Click on it.
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.
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.
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.
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.
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:
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.
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.
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.
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.
Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
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.
Select and click on the Reservation that you want to upload guest ID proof in the PMS.
A pop-up window will appear on the right side of the screen showing the Booking and Customer Information.
Move to Customer Information: This is the page where you can see the guest information, where their details will be displayed.
Upload Image Section: At the bottom of the customer information screen, you’ll find an option labeled Upload Image.
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.
Select Device Upload: Choose Device Upload if you have the images saved on your computer or device.
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.
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:
Login to Stayflexi: Start by logging into your Stayflexi dashboard using your credentials.
Access More Apps: From the dashboard, click on the 4-dots square icon labeled More Apps, located on the right side of the screen.
Open Property Configuration: Locate and click on Property Configuration from the list of available apps.
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.
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.
Download the Template: Click on Download Template File to get the format required for bulk uploads.
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:
Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
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.
Select the Reservation: Find and click on the reservation for which you want to edit the details.
View the Reservation Details: A pop-up window displaying the booking and customer information will appear on the right side of the screen.
Click on the Customer Information tab to view the editable columns.
Modify the information that is already stored as needed.
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:
Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
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.
Select the Reservation: Find and click on the reservation you wish to move by clicking on it.
View the Reservation Details: A pop-up window will appear on the right side of the screen, displaying the guest’s booking information.
Access Action Options: Under the booking information, you will find multiple options for managing the reservation. Locate and click on Move Room.
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.
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.
Move Reservation: Once all details are entered, click on Move Reservation at the bottom of the page.
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.
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.
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.
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:
Login to your Stayflexi dashboard.
On the left panel, click on the Reservation Calendar [the second icon] to view all your reservations.
Select the desired date from the calendar.
Drag the booking from the Check-in date to the desired check-out date.
A pop-up window will appear covering the entire screen, where you can complete the guest’s details.
Enter the guest’s Name, Email, and Phone Number.
Enter any special requests made by the guest, [such as birthday cake, flowers, anniversary surprises].
ID Proof: Upload the guest’s ID Proof with Front and Back photos options.
Address details: Enter the guest’s address, and select the number of adults and children for the reservation.
Once all details are entered, confirm the reservation by clicking on the “Create reservation” button at the bottom of the page.
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.
Verify Email Notifications: Check that the guest’s email address is correctly listed in the reservation details to ensure they receive the confirmation.
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:
Login to Stayflexi: Start by logging into your Stayflexi dashboard using your credentials.
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.
Select the Desired Reservation: Click on the desired reservation, that you want to cancel.
Booking Information Page: A page will appear on the right side of the screen displaying the booking and customer information.
Locate Cancel Booking Option: Below the customer details, a list of actions will be displayed. Find and click on Cancel Booking.
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.
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:
Login to your Stayflexi dashboard.
On the left panel, click on the Reservation Calendar [the second icon] to view all your reservations.
Select the today’s date from the calendar.
Drag the booking from the Check-in date to the desired check-out date.
A pop-up window will appear covering the entire screen, where you can complete the guest’s details.
Enter the guest’s Name, Email, and Phone Number.
You can also add any special requests from the guest.
ID Proof: Upload the guest’s ID Proof with Front and Back photos options
Address details: Enter the guest’s address, and select the number of adults and children for the reservation.
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.
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.
Click the Create Reservation button at the bottom right of the window.
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:
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.
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.
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.
Auto-fill Pricing:
Once a rate plan is selected, the prices for that specific plan will automatically populate the amount columns.
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:
Login to your Stayflexi dashboard.
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.
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.
Below the booking details, you will see multiple action options as mentioned in the screenshot. Locate the check-in option and click on it.
Another pop-up window will appear to confirm the check-in. Ensure you are checking in the correct guest by verifying the booking ID.
Once verified, click on Check-in to confirm.
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:
Log into Stayflexi: Start by logging into your Stayflexi dashboard using your credentials.
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.
Select the Desired Reservation: Click on the specific reservation for the guest whose registration card you want to print.
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.
Locate the Print Registration Card: Among the multiple options provided, one of them is a Print Registration Card, accompanied by a print icon.
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.
Review the Registration Card: Ensure all the guest details are accurate, including name, date, and any special requests.
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:
Login to your Stayflexi dashboard with your credentials.
Click on the Reservation Calendar icon [the second icon on the left panel] to access the calendar, where you will see all your reservations.
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.
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:
Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
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.
Select the Reservation: Click on the reservation you wish to see the booking and customer information.
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.
Click on the Reservation: Find and click on the reservation for which you want to view booking or customer information.
View Booking and Customer Information: A pop-up will appear on the right-hand side displaying both the booking and customer information.
Booking Information: This section contains details such as:
Booking ID
Source of the booking
Guest name
Room type
Rate plan
Final amount
Payment made
Customer Information: This section includes the guest’s personal details such as:
Name
Phone number
Email address
Date of Birth [optional]
ID upload [optional]
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?
Login to Stayflexi: Log into your Stayflexi dashboard using your credentials.
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.
Select a Reservation: Click on the Reservation where you want to add Booking or Customer Notes.
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
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.
Add a Note: Below the notes section, You’ll see a plus [+] symbol. Click on it to add a new note.
Type your Note: A pop-up window will appear in the middle of the screen, allowing you to type the note.
Save the Note: Once you’ve typed the note, click on Save at the bottom of the window.
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:
Log in to the Stayflexi Dashboard with your credentials.
Click on the ” Rates & Inventory ” icon at the dashboard’s top [third icon from the left].
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.
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.
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:
Log into the Stayflexi Dashboard.
Click on the third icon from the top, which is Rates and Inventory.
Locate the green “Bulk Update” on the right side of the screen and click on it.
Locate and click on Set Pricing from the listed options.
On the opened page, look to the right-hand side and find the Date Range column.
A calendar will open; select the specific date you need.
Apply the selected date.
Set the desired price for that date.
Finally, click on Set Pricing to complete the action.
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:
Log in to the Stayflexi Dashboard with your credentials.
Click on the ” Rates & Inventory ” icon at the dashboard’s top [third icon from the left].
On the right side of the screen, click on the three dots to open more options.
Select “Bulk Sync.”
In the Bulk Sync window, you will see the following fields:
Room Type
Rate Plan
Channels/ OTAs
Date Range
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.
Fill in the required details for each field as per your needs.
Once completed, click the “Save” button.
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:
Log in to the Stayflexi Dashboard with your credentials.
Click on the ” Rates & Inventory ” icon at the dashboard’s top [third icon from the left].
Click on the Rates/Inventory/Restrictions column on the left side of the screen (the first column).
Select the Rates and Inventory checkboxes.
A list of your connected OTAs will appear on the screen, reflecting current rates and inventory details.
The data displayed is editable—simply update the prices or inventory levels as needed.
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
Log in to Stayflexi Dashboard: Use you credentials to log into the Stayflexi dashboard.
Access Rates and Inventory: Click on the third icon, which represents “Rates and Inventory”.
Top Columns Overview: At the top, you’ll see a column labeled “Rates/Inventory/Restrictions”.
Click on this column to reveal the listed options.
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.
Click on the Date Range Selector: This will open a calendar view.
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.
Click on the Source Column: This will display a list of booking sources [Such as OTAs or direct bookings].
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.
Click on the Days Column: This allows you to set the view for the specified number of days.
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.
Click on the Room Categories Column: This allows you to filter the displayed data by room category.
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.
Click on the Rate Plan Column: This will display a list of available rate plans for your property.
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.
Click on Bulk Update: This opens a menu with multiple action options, such as:
Set Pricing
Rate Multiplier
Inventory Capping
Block/Unblock Rooms
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).
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.
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.
This Dates Row displays the selected date range, showing the specific days within your chosen timeframe.
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:
Occupancy in 1%: This shows the percentage of rooms occupied for each date in the selected range.
Total Available: Displays the total number of rooms available for booking.
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:
Room Categories and Rate Plans: This section displays the various room types available at your property, along with the corresponding rate plans for each.
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:
Log into the Stayflexi Dashboard.
Click on the third icon from the top, which is Rates and Inventory.
Locate the green “Bulk Update” on the right side of the screen and click on it.
From the listed options, Locate and click onReassign Room Type.
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.
In the drop-down menu, choose the room type that corresponds to the room ID you want to change.
Choose the room number ID.
Below the selected room number, click on New Room Types. A drop-down menu will appear where you can select the new room type.
After selecting the room type and room number, click on theReassign 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:
Log into the Stayflexi Dashboard.
Click on the third icon from the top, which is Rates and Inventory.
Navigate to Bulk Update: Click on the “Bulk Update” option in the dashboard.
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.
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.
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.
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].
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:
Log into the Stayflexi Dashboard.
Click on the third icon from the top, which is Rates and Inventory.
Navigate to Bulk Update: Click on the “Bulk Update” option in the dashboard.
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.
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.
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.
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].
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:
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.
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.
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.
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:
Log into the Stayflexi Dashboard.
Click on the third icon from the top, which is Rates and Inventory.
Locate the green “Bulk Update” on the right side of the screen and click on it.
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:
Log into the Stayflexi Dashboard.
Click on the third icon from the top, which is Rates and Inventory.
Locate the green “Bulk Update” on the right side of the screen and click on it.
Set Pricing: Locate and click on the “Set Pricing” option.
A page will open on the RHS.
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.
Select Days: In the “Days” column, choose the specific days you want to apply the price changes.
Set Date Range: Choose the date range for which you want the price changes to take effect.
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.
Click on Set Pricing: Once all the selections are made, click the green “Set Pricing” button at the bottom of the page.
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.
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:
Log into the Stayflexi Dashboard.
Click on the third icon from the top, which is Rates and Inventory.
Locate the green “Bulk Update” on the right side of the screen and click on it.
Locate Inventory Capping and click on it.
Popup Window: A popup will appear on the right-hand side of the screen.
Select Room Types: Choose the Room Types you want to apply the cap on.
Specify days: select the days for which you want to apply the inventory cap.
Set Date Range: Select the date range during which the cap will be in effect.
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.
Select Cap Value: Enter the Cap Value you want to set.
Choose Type: Specify whether the cap is in Count [number of rooms] or Percentage.
Applying Capping: Click on the Apply Capping button to complete the process.
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:
Log into the Stayflexi Dashboard.
Click on the third icon from the top, which is Rates and Inventory.
Locate the green “Bulk Update” on the right side of the screen and click on it.
Locate Min/Max Advanced Booking Offset: From the listed options, find and click on Min/Max Advanced Booking Offset.
A page will open on the right side of the screen.
Select Days: Choose the days for which you want to apply the booking offset.
Select Date Range: Specify the date range for the cut-off time.
Select the OTA/Source: From the source list, select the specific OTA for which you want to set the restrictions.
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.
Select Room Types: Choose the room types for which you want to set the cut-off time.
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:
Log in to the Stayflexi Dashboard with your credentials.
Click on the ” Rates & Inventory ” icon at the dashboard’s top [third icon from the left].
On the right side of the screen, click on the three dots to open more options.
Select “Bulk Sync.”
In the Bulk Sync window, you will see the following fields:
Room Type
Rate Plan
Channels/ OTAs
Date Range
Fill in the required details for each field as per your needs.
Once completed, click the “Save” button.
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:
Log into the Stayflexi Dashboard.
Click on the third icon from the top, which is Rates and Inventory.
Locate the green “Bulk Update” on the right side of the screen and click on it.
Locate Close/Open Room Type and Rate Plan in the bulk update settings.
A popup window will open with various options.
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].
Choose Booking Source: Select the source or channel of booking for which you want to apply the restriction [e.g., OTA, direct bookings].
Select Direct Billing Accounts [if applicable]: You can apply the restrictions to specific direct billing accounts.
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.
Click Save: Once you’ve selected, click the Save button to complete the action.
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:
Log in to the Stayflexi Dashboard with your credentials.
Click on the ” Rates & Inventory ” icon at the dashboard’s top [third icon from the left].
In the middle of the screen, you will see the Source column, which displays all the sources of bookings [OTAs and direct channels].
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:
Log in to the Stayflexi Dashboard with your credentials.
Click on the ” Rates & Inventory ” icon at the dashboard’s top [third icon from the left].
On the right side of the screen, click on the three dots to open more options.
Select Logs: From the list of options, click on “Logs”.
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:
Log into the Stayflexi Dashboard.
Click on the third icon from the top, which is Rates and Inventory.
Locate the green “Bulk Update” on the right side of the screen and click on it.
Locate and click on “Set Pricing” from the listed options.
On the next page, go to the right-hand-side and select the source to adjust the prices for the specific OTA.
Choose the days and set the date range for which the price adjustments apply.
Select the appropriate room types from the list.
When you select a room type, the pricing details for each rate plan will appear. Adjust the prices per person as needed.
If needed, click on “Add Room Type” to include additional room types for price setting.
Click on “Set Pricing” at the bottom.
Review and Confirm: A confirmation page will appear where you can recheck the data you have updated.
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:
If you set a 2-night minimum, guests cannot book for just 1 night.
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:
Log in to the Stayflexi Dashboard with your credentials.
Click on the ” Rates & Inventory ” icon at the dashboard’s top [third icon from the left].
Access the Bulk Update: On the right-hand side of the screen, click the Bulk Update button.
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.
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].
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.
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.
Enter the Minimum or Maximum Length of Stay: Set the Minimum or Maximum length of stay you want to apply.
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:
Log into the Stayflexi Dashboard.
Click on the third icon from the top, which is Rates and Inventory.
On the right-hand side, locate the Switch Calendar option.
Click on it to open more options.
From the listed options, find and click on “OTA Price Compare”.
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 timeon given source, helping them manage demand, optimize pricing, and avoid overbooking.
Benefits:
Avoid Overbooking: Reduces the risk of having guests show up with no available rooms.
Manage Demand: Adjusts room availability based on expected occupancy.
Maximize Revenue: Helps in strategic pricing and availability management.
Flexibility: Easy to adjust limits in response to changes in demand or booking patterns.
Example of Use:
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:
Log into the Stayflexi Dashboard.
Click on the third icon from the top, which is Rates and Inventory.
Locate the green “Bulk Update” on the right side of the screen and click on it.
Locate Inventory Capping and click on it.
Popup Window: A popup will appear on the right-hand side of the screen.
Select Room Types: Choose the Room Types you want to apply the cap on.
Specify days: select the days for which you want to apply the inventory cap.
Set Date Range: Select the date range during which the cap will be in effect.
Source of Booking: Select the source of Booking for which the inventory cap applies.
Select Cap Value: Enter the Cap Value you want to set.
Choose Type: Specify whether the cap is in Count [number of rooms] or Percentage.
Applying Capping: Click on the Apply Capping button to complete the process.
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:
Log into the Stayflexi Dashboard.
Click on the third icon from the top, which is Rates and Inventory.
Locate the green “Bulk Update” on the right side of the screen and click on it.
Locate and click on “Set Inventory” from the listed options.
On the next page, go to the Days column and select the specific day for which you want adjust the inventory.
Select the date range to apply the changes.
Choose the appropriate room type from the list.
Enter the desired room count for that day.
If needed, click on the “Add Room Type” button to add inventory for additional room types.
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:
Log into the Stayflexi Dashboard.
Click on the third icon from the top, which is Rates and Inventory.
Locate the “Bulk Update” option on the top right side of the screen and click on it.
Locate Set Offline: In the list of actions that appears, find and select set Offline option.
Select Room Types: Choose the Room Types and then you can select room numbers you want to set offline from the options provided.
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.
Select the Date Range: Don’t forget to specify the “Date Range” during which the rooms will be offline.
Set Offline: After making your selections, click on the Set Offline button located below.
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:
Log into the Stayflexi Dashboard.
Click on the third icon from the top, which is Rates and Inventory.
Locate the green “Bulk Update” on the right side of the screen and click on it.
From the listed options, Locate and click on “Update Rates from OTA”.
A page will open on the RHS of the screen.
In the respective column, select the Source [OTA] from which you want to update the rates.
Select the specific days for which you want to update the rates from OTA.
Choose the date range for which the rates should be updated.
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.
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:
Log in to the Stayflexi Dashboard with your credentials.
Click on the ” Rates & Inventory ” icon at the dashboard’s top [third icon from the left].
Click on the “Bulk Update” button located on the right side of the screen.
From the list of actions, select “Set Sold Out.”
A pop-up will appear on the right side of the screen. Select the Specific days you want to mark as sold out.
Choose the date range during which you want to set rooms as sold out.
Click the “Set Sold Out” button to complete the action.
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:
Log into the Stayflexi Dashboard.
Click on the third icon from the top, which is Rates and Inventory.
Locate the “Bulk Update” option on the top right side of the screen and click on it.
Locate Set Online: In the list of actions that appears, find and select set Online option.
Select Room Types: Choose the Room Types and then you can select room numbers you want to set online from the options provided.
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.
Select the Date Range: Don’t forget to specify the “Date Range” during which the rooms will be online.
Set Online: After making your selections, click on the Set Online button located below.
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:
Log in to the Stayflexi Dashboard with your credentials.
Click on the ” Rates & Inventory ” icon at the dashboard’s top [third icon from the left].
On the opened page, click on Bulk Update. A popup will appear displaying multiple actions you can perform.
Select Block/Unblock Rooms: From the list of actions, choose Block/Unblock Rooms based on your requirements.
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.
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.
Set Date Range: Below the room selection, choose the date range during which you want the rooms to be blocked or unblocked.
Add a Reason [Optional]: There’s an optional field where you can type the reason for blocking the rooms, if necessary.
Complete the Action: Click on Block/Unblock Rooms to execute the action.
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:
Log into the Stayflexi Dashboard.
Click on the third icon from the top, which is Rates and Inventory.
Locate the green “Bulk Update” on the right side of the screen and click on it.
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:
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.
Choose the Days for which you want to adjust the rates, similar to the source selection.
Select the Date Range during which the price changes will apply.
Choose the Room Type and rate Plan you wish to adjust.
Set the Price per Person under the room type and rate plan.
Add the Child and Infant prices, if applicable.
Click on ‘Add Room Type’ on the left side of the pop-up page and repeat the process for each new room type.
After setting all prices, click on ‘Set Pricing’.
You will see a summary of the changes:
Review the updated data and pricing details.
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:
Log into the Stayflexi Dashboard.
Click on the third icon from the top, which is Rates and Inventory.
On the right-hand side, locate the Switch Calendar option.
Click on it to open more options.
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:
Log into the Stayflexi Dashboard.
Click on the third icon from the top, which is Rates and Inventory.
Locate the “Bulk Update” option on the top right side of the screen and click on it.
Locate Set Offline: In the list of actions that appears, find and select set Offline option.
Select Room Types: Choose the Room Types and then you can select room numbers you want to set offline from the options provided.
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.
Select the Date Range: Don’t forget to specify the “Date Range” during which the rooms will be offline.
Set Offline: After making your selections, click on the Set Offline button located below.
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:
Log into the Stayflexi Dashboard.
Click on the third icon from the top, which is Rates and Inventory.
Locate the “Bulk Update” option on the top right side of the screen and click on it.
Locate Block Room: In the list of actions, find and select Block Rooms.
Popup Window: A popup will appear on the right-hand side of the screen.
Select Room Types: Choose the Room Types you want to block.
Select Room ID Grids: You can individually select the room ID grids for the rooms you wish to block.
Toggle Selection:
Enable the toggle to block all rooms at once.
Disable the toggle to block rooms individually.
Select Date Range: Don’t forget to specify the “Date Range” during which the rooms will be blocked.
Provide a Reason: There is an optional Reason box where you can type the reason for blocking the room.
Block Room: After making your selections, click on the Block Room button located below.
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:
Log into the Stayflexi Dashboard.
Click on the third icon from the top, which is Rates and Inventory.
Locate the “Bulk Update” option on the right side of the screen and click on it.
Locate Edit Room IDs: In the list of actions, find and select Edit Room IDs.
Popup Window: A page will appear on the right-hand side of the screen.
Select Room Types: Choose the Room Types you want to edit.
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.
Confirm Edit: After entering the new room IDs, click on the Edit Room IDs button below to complete the action.
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:
Log into the Stayflexi Dashboard.
Click on the third icon from the top, which is Rates and Inventory.
Locate the green “Bulk Update” on the right side of the screen and click on it.
Set Pricing: Locate and click on the “Set Pricing” option.
A page will open on the RHS.
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.
Select Days: In the “Days” column, choose the specific days you want to apply the price changes.
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.
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.
Click on Set Pricing: Once all the selections are made, click the green “Set Pricing” button at the bottom of the page.
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.
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:
Log in to the Stayflexi Dashboard with your credentials.
Click on the ” Rates & Inventory ” icon at the dashboard’s top [third icon from the left].
You will see Room Types and Rate Plans listed individually on the page.
Next to each Room Type, there is an option labeled “View Connected Channels”. Click on this option.
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:
Log into the Stayflexi Dashboard.
Click on the third icon from the top, which is Rates and Inventory.
Locate the “Bulk Update” option on the right side of the screen and click on it.
Locate Delete Rooms: In the list of actions, find and select Delete Rooms option.
Popup Window: A popup will appear on the right-hand side of the screen.
Select Room Type: Choose the Room Types from which you want to delete.
Select Room IDs: Select the specific Room IDs, which are displayed in grid form.
Delete Rooms: After making your selections, click on the Delete Rooms button below.
Confirmation Message: You will receive a confirmation message indicating that the selected rooms have been successfully deleted.
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).
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.
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.
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.
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.
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).
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.
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.
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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Log in to Your Stayflexi Dashboard:
Use your username and password to log in.
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).
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).
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.
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:
Log In: Start by logging into your Stayflexi dashboard with your username and password.
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).
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
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.
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:
Log in to Your Stayflexi Dashboard:
Use your username and password to log in.
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.
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.
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).
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
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:
Log in to Your Stayflexi Dashboard:
Use your username and password to log in.
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.
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.
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).
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
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:
Log in to Your Stayflexi Dashboard:
Use your username and password to log in.
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).
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).
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.
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.
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:
Log in to Your Stayflexi Dashboard:
Use your username and password to log in.
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).
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.
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.
Choose the Action:
Choose the option “Assign a room to supervisor and add a remark.” (as shown in Image 2).
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.
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).
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:
Log In:
Start by logging into your Stayflexi dashboard with your username and password.
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).
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.
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.
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:
Log in to Your Stayflexi Dashboard:
Use your username and password to log in.
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).
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
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:
Log in to Your Stayflexi Dashboard:
Use your username and password to log in.
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).
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
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:
Log in to Your Stayflexi Dashboard:
Use your username and password to log in.
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).
Open the Export Options:
Click on the Export Reportdropdown menu at the top of the Housekeeping Dashboard (as shown in Image 2).
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 asPDF to export the report in PDF format.
Download and View the Report:
Once you select Export asPDF, 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.
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 (whether occupied or not).
Total Dirty: Sum of all dirty rooms (stayover and checkout).
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Understanding Housekeeping mobile app:
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).
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.
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).
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.
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.
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)
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 theStayflexi 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:
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.
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.
Consistent and Seamless Replies:
Responses sent through Stayflexi are automatically synced with the OTA platform, ensuring smooth and timely communication without switching between systems.
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:
Staff can access the Conversations tab from the Stayflexi Dashboard .
Here, they will see all messages from guests who booked through Expedia, Booking.com, or Airbnb.
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:
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.
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.
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:
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.
Problem Solving: If any issues or disputes arise, the message history provides clear evidence of past communications, helping resolve situations quickly.
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.
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:
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.
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.
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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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.
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.
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.
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.
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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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.
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.
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.
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.
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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Log in to Your Stayflexi Dashboard:
Use your username and password to log in.
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).
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.
Check the Rating Breakdown:
Each review includes a breakdown of ratings for different aspects of the stay, helping you understand guest feedback.
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.
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:
Log in to Your Stayflexi Dashboard:
Enter your username and password to log in.
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.
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 Identificationnumber:
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.
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.
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).
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).
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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Log in to Your Stayflexi Dashboard:
Enter your username and password to log in.
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).
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).
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.
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:
Log in to Your Stayflexi Dashboard:
Enter your username and password to log in.
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).
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).
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.
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).
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).
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).
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.
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:
Log in to Your Stayflexi Dashboard:
Enter your username and password to log in.
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).
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).
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).
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.
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.
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.
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).
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.
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:
Log in to Your Stayflexi Dashboard:
Enter your username and password to log in.
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).
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).
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.
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).
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).
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:
Log in to Your Stayflexi Dashboard:
Enter your username and password to log in.
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).
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).
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.
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 roomID 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).
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:
Log in to Your Stayflexi Dashboard:
Enter your username and password to log in.
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).
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).
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:
Log in to Your Stayflexi Dashboard:
Enter your username and password to log in.
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).
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).
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.
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).
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).
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).
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:
Log in to Your Stayflexi Dashboard:
Enter your username and password to log in.
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).
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).
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).
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:
Log in to Your Stayflexi Dashboard:
Enter your username and password to log in.
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).
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).
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.
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).
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).
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.
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.
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:
Log in to Your Stayflexi Dashboard:
Enter your username and password to log in.
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).
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).
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.
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).
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).
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:
Log in to Your Stayflexi Dashboard:
Enter your username and password to log in.
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).
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).
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.
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).
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).
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.
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:
Log in to Your Stayflexi Dashboard:
Enter your username and password to log in.
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).
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).
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.
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:
Log in to Your Stayflexi Dashboard:
Enter your username and password to log in.
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).
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).
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:
Tracking Revenue: Track financial performance, analyze income sources, and identify high-performing channels.
Optimize Occupancy: Adjust room availability based on occupancy trends and prevent under utilisation.
Manage Sales Performance: Monitor bookings, cancellations, and modifications to better understand guest behavior.
Enhance Marketing Strategies: Evaluate booking sources to focus on effective distribution channels.
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?
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:
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?
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:
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.
From the list of available reports, click on All Outlets Itemwise Category Summary Report.
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
Below each column, you’ll find the corresponding data categorized by outlet.
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.
Analyze and Export:
Review the report on-screen or export it for further analysis, depending on your needs.
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?
To generate an expense report to track operational costs of your property in Stayflexi, follow the below-mentioned steps:
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.
From the list of displayed reports, locate and select the Expense Manager Report.
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 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.
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.
Click on Payment Reports: Go to the Reports section and select Payment Reports.
Click on the Payment Gateway Report option.
Select the desired date range in the open report to view the relevant data.
Review the columns provided in the report, such as the Gateway and Booking Source columns.
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?
To generate a tax report to track the taxes collected from bookings, follow the below-mentioned steps:
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.
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.
Click on Room Bookings Report :
Click on “Room Bookings Reports” from the displayed reports.
View the Report:
A report will open displaying the booking information.
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)?
To generate a booking source report to track where your reservations are coming from, follow the below-explained steps:
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.
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.
Click on the Room Bookings Report from the list of displayed reports on the screen.
A report will open, Locate the ‘Booking Source’ column heading, displayed horizontally. You can apply filter for a specific OTA booking source.
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:
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.
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.
Open the Master Report:
Click on Master Report to open the detailed booking report.
Select the Date Range:
In the reports section, locate the Date Range Selector to set the dates.
Choose Your Dates:
Click on any specific dates for which you want to view all reservations made during that period.
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?
To generate a report for discounts or promotions applied to bookings, follow the below-mentioned guidelines:
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.
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.
Open the Master Report:
Click on Master Report to open the detailed booking report.
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.
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?
To generate a report of room revenue by room type or category, follow the below-mentioned steps:
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.
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.
Open Room Bookings Report:
Click on “Room Bookings Report” in your Stayflexi dashboard.
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.
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:
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.
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.
View Guest Details:
A detailed report will open, displaying guest details in horizontal rows and vertical columns.
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.
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.
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:
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.
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.
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.
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].
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?
To track cancellations in Stayflexi, follow the below-mentioned steps:
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.
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.
Open the Master Report:
Click on Master Report to open the detailed booking report.
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.
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:
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.
Open the Front Desk Report:
On the dashboard, click on Front Desk Report to access a range of front desk-related reports.
Select the No-Show Report:
From the reports displayed, locate and click on No-Show Report.
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 trackall 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:
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.
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.
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.
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.
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 :
On the main dashboard, find and click on the log reports option. This section keeps a record of all changes in the system.
View User Log Report:
Once on the Log Reports page, you’ll see a detailed user log report appear on your screen.
Open the Report:
Click on the report to open it and view the information.
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.
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:
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.
Once the reports page opens, look to the right side and click on Schedule Reports.
On Schedule Reports page, click on Add New Report Schedule to start configuring your report.
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.
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:
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.
From the list, locate and click on Channel Manager Reports.
Three reports will open. Click on Occupancy Report to proceed.
In the center of the page, find the date selection area. Click on the calendar icon to open the dropdown calendar.
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:
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.
From the list, locate and click on Channel Manager Reports.
Three reports appear on the screen, click on CM Bookings Report.
The report will open on the same page, displaying a list of bookings received from various channels.
Within the report, find the Booking Source column.
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:
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.
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.
Select Room Inventory Report: Locate and click on Room Inventory Report.
View Report Details: A new page will open, displaying a table at the top with columns like Blocked Rooms, Net Rooms, Available Rooms, etc.
Explore More Columns: To see additional columns, click on the small arrow icon on the right side to scroll forward.
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:
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.
Click on Payment Reports: Go to the Reports section and select Payment Reports.
Select Counter Report by Payment Type: From the list of available reports, locate and click on Counter Report by Payment Type.
View the Report: A new page will open, displaying the report. At the top, you’ll see columns with names indicating different payment categories.
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?
