HotelsCalendar documentation

Welcome to the HotelsCalendar documentation. This is the map: in a couple of minutes you can see where your task is solved — without knowing the system’s structure.

Common tasks

Where to go when you need to:

• Set up a hotel from scratch — the launch checklist walks a new property from the profile to the first checked-in guest in seven steps.
• Place or change a booking — create a booking in 4 clicks from the Planner; edits and cancellations — in change or cancel a booking.
• Take a payment and close the day — record a guest payment in the booking card; the shift and reconciliation — in the cashier shift.
• Raise prices for the season — season prep: prices, restrictions, and meals in bulk, with a preview.
• Close dates for sale — closing dates: a private event or a renovation — which tool to pick and how to check the channels saw it.
• Connect a channel — connect Booking.com, Airbnb, or Expedia; what happens next — in bookings from channels.
• Check what reached the channels — the delivery log: delivery statuses and error codes.
• Deal with a double booking — why they happen and how they resolve: double bookings and if a double booking appears.
• Answer a guest’s question about their data — how guest data is protected: encryption, access, EU storage.
• A guest did not receive the portal code — connect the hotel mailbox: without a configured sender, portal emails do not go out.
• Add a staff member — staff accounts: create a login and set access: role, room visibility, boundaries.
• Export bookings for the accountant — export bookings to CSV for a period and a source of your choice.
• See how full the hotel is today — the hotel day: your dashboard and occupancy: how it is calculated.

How the sections are arranged

The sections in the side menu follow the hotelier’s working day: launch → bookings and the calendar → money and the cash desk → guest messages → guests and the portal → rates → channels → direct website bookings. The back and forward arrows at the bottom of every article follow exactly that order.

After that come the supporting sections: reports and metrics (where to find which numbers), account and team (access, subscription, property profile), and the reference — short definitions of industry words: Planner, availability, rate, and more.

Articles open with a “Why” and “Who” header — in a few seconds you can see what the article is about and whether it is for you. If you have a word in mind, the search in the site header is faster.

Just starting out?

Start with the launch checklist — it gathers the whole launch into seven steps: from the property profile to the first arrival. Moving from another system — read first Switching from another PMS: what moves over.