Manage Templates:

Hotel owners can manage WhatsApp message templates from Connect With WhatsApp > Manage Templates.

Clicking the Manage Templates button will open the list of available WhatsApp templates.

Template List:

In this section, hotel owners can view all available WhatsApp message templates along with their event types and current messages.

To modify a template message, click the Edit button beside the template.

Edit Template:

Hotel owners can customize the message content according to their business needs.

BB Codes shown on the right side are dynamic placeholders that will be automatically replaced with real booking information when the message is sent.

Clicking the copy button beside a BB Code will copy the variable name, which can then be pasted into the message content.

BB Code Variables:

Variables such as customer name, invoice number and payment link can be inserted into template messages using BB Codes.

These variables help create personalized WhatsApp messages automatically for each booking and customer interaction.

Configure Booking Fields:

Hotel owners can configure additional booking information fields from Connect With WhatsApp > Configure Booking Fields.

Automatically Collected Information:

These fields are automatically collected by the AI assistant during every booking conversation.

Add New Custom Field:

Hotel owners can create additional fields by entering a field name and selecting whether the field will be required or optional.

Example: Customer Address, Passport Number, Special Request, Flight Number, etc.

Custom Fields List:

All created custom fields will appear in this section.

Hotel owners can edit, delete and reorder the fields according to their preferred booking flow.

Upload Documents to Train AI:

👉 Hotel owners can upload a document file containing hotel information. After submitting, the system will extract the text from the uploaded file and show it in the Extracted Text box.

Edit or Add Information Manually:

👉 Hotel owners can also write or edit information directly inside the Extracted Text box without uploading a new file.

👉 After editing the text, click the Submit button to update the AI assistant.

Roles & Permissions:

👉 Hotel owners can create different staff roles and manage their permissions from Staff Management > Roles & Permissions.

👉 Clicking the Manage button allows selecting which modules and actions will be accessible for that role.

Permission Management:

👉 Hotel owners can enable or disable access permissions for different modules based on staff responsibilities.

Staff Management:

👉 Hotel owners can manage all staff accounts from Staff Management > Staffs. Clicking the Add Staff button will open the staff creation form.

Add New Staff:

👉 To create a new staff account, hotel owners need to enter staff information such as name, email, username, password and assign a role.

👉 Once created, the staff member will only be able to access the modules permitted for their assigned role.

Preferences:

Hotel owners can manage booking preferences from Rooms Management > Settings > Preferences.

• Check-in Time: Defines when customers are allowed to enter and access their booked room.
• Check-out Time: Defines the maximum time customers must leave the room after their stay.
• Room Booking Cancellation: If enabled, customers will be allowed to cancel their bookings.
• Cancellation Time Limit: Defines how many hours before check-in a customer can cancel the booking.
• Refund Percentage: Defines how much percentage of the paid booking amount will be refunded if the booking is canceled within the allowed cancellation time.

Fees & Tax:

Hotel owners can configure booking tax and additional service fees from Rooms Management > Settings > Fees - Tax, Fee.

• Tax Status: Enables or disables tax calculation for room bookings.
• Tax Amount(%): Defines the percentage of tax that will be added to the booking amount.
• Fee Status: Enables or disables additional booking/service fees.
• Fee($): Defines the fixed additional fee amount that will be added to bookings.

Payment Link:

The payment link section helps hotel owners and staff manage customer payments based on the booking source and payment progress.

• Booking via Dashboard: This status appears when a hotel owner or staff manually creates a booking directly from the dashboard. In this case, no WhatsApp payment link will be available.
• Send Payment Link: This option appears only for bookings created through the WhatsApp AI Assistant. Hotel owners or staff can send a payment link to the customer to complete the booking payment.
• Resend Payment Link: After a payment link has already been sent once, the system will show the resend option. Hotel owners or staff can resend the payment link unlimited times if needed.
• Payment Completed: This status appears when the customer successfully completes the payment. It can also appear if the hotel owner or staff manually updates the booking payment status as completed.

Stay Status:

Stay status helps hotel owners track the current stay condition of customers.

• Upcoming: Customer has not checked in yet.
• Checked In: Customer has already checked into the room.

Payment Status:

Hotel owners can update and monitor the current payment condition of bookings.

• Pending: Payment has not been completed yet.
• Success: This status appears when the customer completes the full booking payment successfully.
• Partial: This status appears when the customer makes only an advance or partial payment for the booking.
• Rejected: This status appears when the hotel owner or staff manually rejects the payment due to payment issues or other reasons.

Note: Payment status can only be updated after a room has been assigned to the booking.

Refund Option for Booking Cancellation:

👉 Appears when a paid or partially paid booking is canceled or rejected.

👉 When the booking is canceled, the system automatically calculates the refundable amount based on the cancellation and refund settings configured in See Room Settings Preferences Details.

• Refundable Amount: Shows the paid amount that is eligible for refund.
• Refund Percentage: Shows the refund percentage configured in room booking preferences.
• Calculated Refund Amount: Shows the final refund amount calculated by the system.

Refund Option for Reduced Room Price:

👉 When the booking amount decreases during room assignment updates, the system will show the refund button for the extra paid amount.

• Partial: Sends only part of the refundable amount to the customer.
• Full Refund: Sends the full refundable amount back to the customer.

Booking Status:

Booking status defines the current approval state of a booking.

• Pending: Booking is waiting for confirmation.
• Confirmed: Booking has been approved successfully.
• Rejected: Booking request has been rejected.

Booking Source:

Booking source helps identify where the booking was created from.

• Booking via WhatsApp: Booking created through the WhatsApp AI Assistant.
• Booking via Website: Booking created directly from the website booking system.

Booking Categories:

• Approved: Displays all bookings whose booking status is confirmed.
• Pending: Displays all bookings whose booking status is pending.
• Canceled: Displays all bookings whose booking status is canceled.
• Active/Running: Shows all active bookings where the guest has already checked in but has not yet checked out.
• Check-Ins: Displays all booking check-in activities.
• Delayed: Shows all bookings scheduled to check in today, where the check-in time has already passed but the guest has not checked in yet.
• Upcoming: Shows all bookings scheduled to check in today, where the check-in time has not yet started.
• Check-Outs: Displays all booking check-out activities.
• Delayed: Shows all bookings scheduled to check out today, where the check-out time has already passed but the guest has not checked out yet.
• Upcoming: Shows all bookings scheduled to check out today, where the check-out time has not yet started.
• Today’s Booked: Displays all room bookings created for the current day along with today’s available rooms.

Today’s Booked Rooms:

This section displays all bookings created today and also shows the rooms that are currently available for booking.

Open Booking Edit Page:

From the booking list, click the Actions button and select Edit to open the booking details and room assignment page.

Room Assignment:

In the Room Assignment section, available room numbers will be displayed. Hotel owners or staff can click on the room numbers to assign rooms for the booking.

The Estimated total before room assignment shows the amount that will be charged after selecting rooms.

Save Room Assignment:

After selecting the required rooms, click the Save Changes button to update the booking and complete the room assignment.

Refund After Room Decrease:

If the hotel owner or staff decreases the number of assigned rooms and saves the changes, the total booking amount may become lower than the amount already paid by the customer.

In that case, the system will show the refundable amount in the booking details section. Click Click here to refund to go to the booking list and process the refund.

From the booking list, click the Refund button for that booking. Then enter/select the refund amount and confirm the refund.

See how to process refund from here

Due Amount After Room Increase:

If the hotel owner or staff increases the number of assigned rooms and saves the changes, the total booking amount may become higher than the amount already paid by the customer.

In that case, the system will show the remaining amount as Due Amount. A new payment link will also be sent to the customer through WhatsApp so the customer can complete the additional payment.

Once the customer completes the payment, the due amount will be added to the paid amount automatically.

If the hotel owner or staff wants to mark the due amount as paid manually, click Confirm Full Payment. This will complete the payment and update the due amount as paid.

Add Room Category:

This page is used to add complete room category information such as media, room details, pricing, capacity and payment settings.

Room Pricing System:

Room pricing is calculated day by day based on the customer's selected check-in and check-out date range. For each night, the system checks which price rule matches that date and then adds the matched price to the total rent.

• Regular Price: This is the default room price. If the booking date does not match any weekend or seasonal pricing rule, the system will calculate that day using the regular price.
• Weekend Price: Hotel owners can select specific weekend days, such as Friday, Saturday or Sunday. If any selected weekend day appears inside the booking date range, that day will be calculated using the weekend price instead of the regular price.
• Seasonal Price: Hotel owners can set special seasonal date ranges. If any booking date falls inside the selected seasonal date range, that day will be calculated using the seasonal price.
• Seasonal Weekend Price: This price is used when a booking date falls inside a seasonal date range and also matches the selected seasonal weekend day.

Example: If a customer books a room for multiple nights, the system checks each night separately. Normal days are calculated with regular price, selected weekend days are calculated with weekend price, seasonal dates are calculated with seasonal price, and seasonal weekend days are calculated with seasonal weekend price.

After room selection, the Booked Rooms section shows the selected room, number of days and rent summary. The final total is calculated by adding total rent, tax and fee, then subtracting any discount.

Set Seasonal Dates:

👉 Hotel owners can set seasonal date ranges for special pricing. If a customer books a room within these selected dates, the seasonal price will be used for those dates.

Set Weekend Days:

👉 Hotel owners can select which days should be treated as weekend days.
👉 The weekend price will be applied only to the selected days when they appear inside the booking date range.

Seasonal Weekend Days:

👉 Seasonal weekend days are selected from the days available inside the selected seasonal date range.
👉 If any of those selected days are booked during the seasonal period, the seasonal weekend price will be applied for those days.

Room Details Link:

👉 The room details link controls where customers will be redirected when they click the room details link shared through WhatsApp.

Use Default URL: The system will use the website default room category details URL, generated from the base URL and room category name.

Use Custom URL: Hotel owners can enter any custom URL where customers can view room details, images or additional information.

Refund Records:

👉 This section is used to keep track of refund history for room bookings.

👉 The actual refund amount should be paid to the customer manually or through any external payment method used by the hotel owner or staff.

Revert Refund:

👉 If a refund needs to be reversed for any reason, click the Revert button. The refunded amount will be reverted back in the system.

Room Booking Report:

After selecting the required filters, click the Submit button to view the report data.

Hotel owners and staff can also click the Export button to download the booking report as an Excel file.

Languages:

Hotel owners can set a default language for the website and dashboard if the language is available for that section.

To translate website keywords, click the Edit Keyword button beside the language.

The frontend language keywords will be used on the hotel owner's public website and customer-facing booking/payment pages.

These translations are especially used on pages such as:

• {your_website_baseurl}/payment/redirect/{booking_id}
• {your_website_baseurl}/payment/booking-status/{booking_id}
• {your_website_baseurl}/payment/success-page/{booking_id}
• {your_website_baseurl}/payment/cancel-page/{booking_id}

For example, when a customer opens a payment link or views booking payment status, the text and messages on those pages will appear based on the selected website language keywords.

Dashboard translations remain controlled by the Admin and cannot be modified by hotel owners. However, hotel owners can fully customize frontend website translations for their own hotel website.

Mail Information:

Hotel owners can configure basic outgoing mail information from Settings > Email Settings.

SMTP server configuration is managed by the main Admin. Hotel owners do not need to configure SMTP credentials manually.

Hotel owners can customize the following information:

• From Name: Defines the sender name customers will see when they receive emails from the hotel website.
• Reply-To Email: Defines the email address where customers can send replies after receiving emails.

Once configured, all booking, payment and customer-related emails will be sent using the Admin-configured SMTP server while displaying the hotel owner's selected sender name and reply email address.

• SMTP configuration is controlled by the Admin to ensure stable email delivery.
• Hotel owners only need to configure the visible sender information such as From Name and Reply-To Email.
• If email delivery issues occur, the Admin may need to verify SMTP server settings.

Mail Templates:

👉 Hotel owners can customize email templates used for customer communication.

👉 Hotel owners can modify the email subject, message content and branding to match their hotel business requirements.

👉 All customer emails sent from the system will automatically use the configured mail templates during booking and payment operations.

My Tickets:

In this section, hotel owners can view all previously created support tickets along with ticket number, subject, status and conversation access.

Hotel owners can also search tickets using the ticket number.

Ticket statuses help identify the current support condition:

• Open: The ticket is active and waiting for Admin response or further discussion.
• Closed: The issue has been resolved and the ticket conversation has been completed.

Create Ticket:

👉 Hotel owners can create a new support request by clicking the Create Ticket button.

Ticket Conversations & Replies:

👉 Hotel owners and Admins can communicate directly inside the ticket conversation page.

👉 All replies, updates and support discussions will appear in the conversation history.

👉 Once the issue is resolved, the Admin may close the ticket to complete the support request.

Check Available AI Credits:

👉 Hotel owners can click the Check Limits button from the dashboard to view their current package limits and available AI credits.

👉 The Available AI Credits value shows how many AI credits are currently available for the hotel owner’s account.

AI Credit Recharge History:

👉 Hotel owners can view all AI credit recharge records from AI Credit Recharge History.

👉 This section shows recharge date, purchased credits, paid amount, payment method and approval status.

Buy AI Credits:

👉 To purchase AI credits, click the Buy AI Credits button, enter the number of credits to buy and select a payment method.

👉 After successful payment or Admin approval, the purchased credits will be added to the hotel owner’s available AI credits.

Generate QR Code:

From the Generate QR Code menu, hotel owners can create customized QR codes for different purposes.

Hotel owners can also customize QR code styles, colors and branding before saving.

Saved QR Codes:

All previously generated QR codes are stored in the Saved QR Codes section.

Saved QR codes help hotel owners quickly reuse frequently used booking, payment or promotional QR codes without generating them again.