PMS Knowledge Base

Everything you need to
run your hotel

Step-by-step guides, how-tos, and FAQs for every feature of the Tripjolly Property Management System.

🔍

🚀

Getting Started

6 guides

🏠

Setting Up Your Hotel Profile

Complete your hotel name, address, contact details, check-in/check-out times, and upload property photos. This is the first step after login.

5 min read

👥

Adding Staff & Setting Permissions

Invite front desk, housekeeping, and manager roles. Configure granular permissions for each section: bookings, payments, cleaning, maintenance.

4 min read

🛠️

Verification & Document Upload

Upload required business documents for hotel verification. Track verification status and respond to admin feedback.

5 min read

💰

Subscription & Billing

Understand your plan, view billing history, and manage your subscription. Covers free trial, activation, and renewal.

3 min read

🌐

Custom Domain Setup

Connect your hotel's subdomain (yourhotel.tripjolly.com) and optionally set up a custom domain with DNS configuration.

4 min read

⚙️

Hotel Setup & Configuration

8 guides

🛏️

Creating Room Types

Define room categories (Deluxe, Standard, Suite), set base pricing, occupancy limits, bed configuration, and amenities for each type.

6 min read

🔢

Adding Physical Rooms

Assign room numbers to each room type. Set floor, view, and features per room. Rooms appear on the calendar grid after setup.

4 min read

📈

Setting Up Dynamic Pricing

Configure season-based rates, weekend surcharges, and demand-driven pricing. Set date ranges with custom multipliers.

5 min read

❌

Cancellation Policy Setup

Define free cancellation windows, partial refund tiers, and no-refund deadlines. Policies apply automatically to new bookings.

4 min read

🏷️

Tax Configuration

Set up GST, VAT, or custom tax profiles. Configure tax-inclusive vs tax-exclusive pricing. Assign tax profiles per room type.

4 min read

🎁

Coupon & Discount Management

Create percentage or fixed-amount coupons. Set validity periods, usage limits, minimum booking amounts, and room type restrictions.

5 min read

🚼

Extra Charges & Occupancy Pricing

Configure charges for extra beds, children, additional adults. Set per-night or percentage-based pricing modes.

4 min read

📧

Email Notification Setup

Configure booking confirmation emails, connect your hotel's email (Gmail app password), and customize email sender name.

3 min read

📋

Bookings & Reservations

7 guides

📝

Creating a New Booking

Select dates on the calendar, pick rooms, enter guest details, and confirm. Covers customer, walk-in, and complimentary bookings.

5 min read

✅

Check-in & Check-out Process

Handle guest arrival and departure. Assign rooms, collect payments, record ID, and manage early/late check-in or check-out.

5 min read

✎️

Modifying a Booking

Change dates, room type, guest count, or room quantity on an existing booking. Price recalculates automatically with adjustments.

4 min read

✖️

Cancelling & Refunding a Booking

Cancel a booking, process full or partial refunds based on cancellation policy, and track refund status through completion.

4 min read

🔄

Room Reassignment & Shifting

Move a guest to a different room mid-stay. Handle upgrades, downgrades, and multi-room reassignments.

3 min read

🕐

Extending a Stay

Add extra nights to an active booking. Availability is checked in real-time and pricing adjusts based on the extended dates.

3 min read

💲

Adding Charges to a Booking

Add room service, minibar, laundry, or custom charges. Choose from 15+ predefined templates or create custom charge types.

4 min read

📅

Calendar & Scheduling

5 guides

📅

Using the Calendar Grid

Navigate the 2-week room calendar. Drag to create bookings, click reservations for details, use color codes for room status.

5 min read

🎨

Calendar Color Codes & Legends

Understand the colour coding for bookings, room statuses, and availability states. Customise legend colours to match your workflow.

3 min read

🖱️

Drag-to-Book on the Calendar

Click and drag across dates and rooms to instantly create a booking. The system pre-fills dates, room type, and checks availability.

3 min read

📆

Navigating Date Ranges

Jump to specific dates, scroll through weeks, and switch between 7-day and 14-day views. Use the date picker for quick navigation.

2 min read

🔍

Calendar Filters & Room Grouping

Filter the calendar by room type, floor, or status. Group rooms by category to focus on specific inventory segments.

3 min read

💳

Payments & Billing

6 guides

💳

Collecting Payments

Record cash, card, or bank transfer payments. Handle full payments, advance deposits, and partial collections.

4 min read

💰

Online Payments with Stripe

Enable online card payments via Stripe. Configure accepted payment methods per hotel.

5 min read

↩️

Processing Refunds

Issue full or partial refunds. Track refund status, view refund history, and handle policy-based automatic refund calculations.

4 min read

📜

Payment History & Audit Trail

View complete transaction history per booking. Every payment, refund, charge, and waiver is logged with timestamps and staff details.

3 min read

📄

Invoices & Receipts

Generate and export booking receipts with itemized breakdown. Includes room charges, taxes, additional charges, and payment summary.

3 min read

📊

Understanding Payment Statuses

Learn what Pending, Partial, Paid, Comp, Refunded, and Failed mean. How the system tracks payment lifecycle across booking states.

3 min read

🛠️

Operations

4 guides

🧹

Cleaning Task Management

Create and track room cleaning tasks. Assign to housekeeping staff, set priority, and monitor completion status in real-time.

4 min read

🔧

Maintenance Requests

Log maintenance issues, assign technicians, set priority levels, and track resolution. Rooms auto-block during active maintenance.

4 min read

🚪

Room Status Lifecycle

Understand the flow: Available → Check-in → Occupied → Check-out → Cleaning → Available. How maintenance overrides all states.

3 min read

🌙

Night Audit & Day Close

Run the daily night audit to reconcile bookings, auto-update no-shows, and generate the day-end summary report.

4 min read

🌐

Website & OTA

4 guides

🏠

Your Hotel Website

Every hotel gets a branded booking website at yourhotel.tripjolly.com. Customize template, colors, and content from the dashboard.

4 min read

📰

OTA Channel Management

Manage room availability and rates across OTA channels. Sync inventory in real-time to prevent overbookings.

5 min read

🎨

Customizing Your Booking Page

Upload room photos, write descriptions, set highlight amenities, and configure the booking flow that guests see on your website.

4 min read

📊

Reports & Analytics

2 guides

📈

Analytics & Reports Dashboard

View occupancy trends, RevPAR, ADR, revenue breakdown by room type, booking source analytics, and guest demographics.

5 min read

📥

Exporting Data & Custom Reports

Export bookings, payments, and occupancy data to CSV or PDF. Schedule automated report delivery to your email inbox.

3 min read

Frequently Asked Questions

First you need to register your hotel with TripJolly and after its approved you will get your hotel's sub domain links in your registered email.

Need more help?

Our support team is here to help you get the most out of Tripjolly PMS.

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Everything you need torun your hotel

Frequently Asked Questions

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Everything you need to
run your hotel