Set up your property

Everything in this guide lives under Settings (the gear icon in the top bar). Work through it top to bottom. You only do this once, and you can change any of it later.

1. Property details
   Name, logo, currency, timezone and address.
2. Room types and rooms
   What you sell, and the physical rooms behind it.
3. Taxes and charge types
   How money is classified and taxed on the invoice.
4. Payment types
   How guests pay you.
5. Policies, booking sources and guest fields
   What guests are told and what you record about them.

#Property details

Open Settings → Company → General Information. This is your property’s identity. It appears on invoices, registration cards, confirmation emails and the online booking engine.

1. Upload your logo
   PNG, JPG or GIF. It appears on invoices and printed registration cards.
2. Check the Company Name, Number of Rooms and Currency
   Changing the currency changes the symbol shown across the app. It does not convert amounts you have already entered.
3. Set the Timezone and Date Format
   The timezone drives the night audit, arrival and departure lists, and every “today” in the app. Get it right before you take bookings.
4. Fill in the address and contact details
   Address, phone, email and website, plus any tax or registration numbers you need on invoices.
5. Click Save Changes

#Room types and rooms

A room type is what you sell, such as Deluxe King or Family Suite. A room is a physical unit of that type, such as 101 or Villa 3. Prices, availability, the booking engine and OTA connections all work at the room-type level. Bookings are assigned to individual rooms.

1. Open Settings → Rooms → Room Types and click Add Room Type
   Type a name and an optional short acronym (DK, OVQ…), then click Add.
2. Open the room type’s ⋮ menu to edit it
   Set Max Adults, Max Children and Max Occupancy, add a description and upload photos. Photos and descriptions appear on the booking engine and your website.
3. Add the rooms in Settings → Rooms → Rooms
   Click Add Room, type the room name or number, pick its type and click Add. Repeat for each room.
4. Arrange the order
   Drag rows by their handle. This is the order rooms appear on the booking calendar.
5. Optional: Room Features, Floors and Locations
   Useful for larger properties. You can filter the calendar and room status by floor and location.

#Taxes

Open Settings → Accounting → Tax Types and click Add Tax Type. Give it a name and a rate. A tax can be a percentage (6% sales tax) or a flat amount. Tick Inclusive if your prices already contain the tax, which is common for VAT.

#Charge types

Every line on an invoice has a charge type: Room Charge, Food & Beverage, Spa, Parking and so on. The charge type decides which taxes apply to that line and how it is grouped in reports. Open Settings → Accounting → Charge Types.

1. Click Add Charge Type and name it
2. Tick the taxes that apply to it
   In the example below, Room Charge carries both sales tax and occupancy tax, while Food & Beverage carries only sales tax.
3. Tick Room Charge for charge types that represent room revenue
   Exactly one charge type should also be the Default Room Charge. That is what the night audit posts each night as.
4. Tick Report as Tax Exempt where relevant
   This puts the charge type in the tax-exempt column of the tax reports.

#Payment types

Payment types are the ways guests pay you: Cash, Visa, Mastercard, AMEX, Bank Transfer, Gift Card… Add your own in Settings → Accounting → Payment Types. When you connect a payment gateway, its payment type (for example Stripe) is created for you.

#Policies

Write your check-in and reservation (cancellation) policies in Settings → Company → Company Policies. Under each one, choose where it is shown: on the registration card the guest signs, on the online booking engine, or both.

#Booking sources, guest fields and invoice settings

• Booking Sources — where bookings come from (Walk-in, Phone, Online Booking…). They drive the Booking Source report. OTA sources such as Booking.com and Expedia are added automatically when those bookings arrive.
• Customer Types — segment guests (Corporate, Government, Repeat…) for reporting.
• Customer Fields — choose which guest fields appear on the customer form, registration card, in-house report and invoice, and which are required. Add your own fields, such as passport number or car plate.
• Booking Fields — add your own fields to the booking itself, such as a flight number or ETA.
• Invoice Settings — custom header text for printed invoices, and the next statement number.

#Common questions