Onboarding & HMS Import

Setting up your hotel on StaYantra is designed to be frictionless. We offer a dual-track onboarding workflow and automated data migration for legacy systems.

1. Onboarding a New Hotel

When you first sign up, you will be guided through a dual-track onboarding wizard:

• The Chat Interface: An AI assistant asks you simple, conversation-based questions about your hotel (e.g., "How many deluxe rooms do you have?", "What is your default checkout time?").
• The Structured Form: A side-by-side visual form updates automatically as you talk, allowing you to edit values directly, upload logos, and set room numbers.
• Final Verification: Before saving, the wizard checks your configurations against sanity guardrails (e.g., room numbers must be unique, pricing floors must be lower than pricing ceilings).

The onboarding wizard — the AI asks questions in chat while the form fills itself in on the right. Edit any field directly.

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2. HMS Legacy Data Migration

If you are migrating from a legacy Hotel Management System (HMS), we support automated import via Excel/CSV spreadsheets:

1. Navigate to Settings > Data Import.
2. Download our Standard Migration Template (available as a .xlsx or .csv file).
3. Copy your existing data into the template fields:
   • Rooms: Room number, category, floor, current status.
   • Guests: Name, phone, email, nationality, ID details.
   • Active Bookings: Check-in date, check-out date, rate, paid deposit, guest details.
4. Upload the completed template.
5. Dry-Run Validation: The system will validate all data (e.g. checking for overlapping booking ranges or invalid phone formats) and display a dry-run report. No changes are saved until validation is 100% clean.

The dry-run report surfaces every validation warning before a single record is committed — fix errors in the spreadsheet and re-upload.

6. Click Run Import to apply the data.