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From your demo to your first check‑in

About a day: we open your hotel and move your data across from your old system, usually in 3 to 4 hours. Here is what happens, and what you need at the hotel.

Book a demoSee the steps
A hotel owner setting up on a laptop in the hotel lounge in the evening
BedKeys taxes: sales tax at 8% on room nights, food and drinks, minibar, laundry and other services

A checklist on the front desk ticks these off as you go.

  1. Step 1: We open your hotel and move your data

    Within a day of your order we create your hotel in BedKeys, give the owner a sign‑in, and bring your rooms, rates, guests and bookings across from the system you use now.

    The BedKeys sign-in page: email or mobile number and a password

  2. Step 2: Check your rooms and rates

    Your room types, rooms and rates arrive from your old system. Check them, or add more: rooms in a run such as 101 to 110, and a price per night for each rate, with tax included or added on top.

    BedKeys settings: the Standard room type for up to 2 guests, its rooms 101 to 106, and its rate at USD 89 plus tax a night

  3. Step 3: Set your taxes and house rules

    Your tax rates for each kind of charge, check‑in and check‑out times, the usual advance, and fees for early check‑in, late check‑out and guests who don’t arrive.

    BedKeys fees and rules: early check-in and late check-out fees, a fee for guests who don’t arrive, the usual advance, and a supervisor check after cleaning

  4. Step 4: Add your staff

    Give each person a role and a password, or a PIN for housekeeping and the restaurant. Then approve the phones housekeeping will use.

    Add staff in BedKeys: a name, a mobile number to sign in with, the Housekeeping role, and a password or a PIN for an approved phone

  5. Step 5: Set up the cash drawers

    One at reception, one in the restaurant, or wherever else cash changes hands, each with cash for change.

    BedKeys cash drawers: one at reception with a shift open, and one in the restaurant with USD 100 for change

  6. Step 6: Connect what you already use

    Connect your WhatsApp and email, set up your booking page on BedKeys Direct, and add your menu and tables if you run a restaurant.

    Automatic guest messages in BedKeys: booking confirmation, a reminder before arrival, and a thank-you at check-out

  • Your hotel, opened for you

    We create the hotel and the owner’s sign‑in.

  • Your data, moved across

    We bring your rooms, rates, guests and bookings over from your old system, usually in 3 to 4 hours. Your hotel is ready within a day.

  • Training for your staff

    We train your staff on a call.

  • Support once you are live

    A person on our team, by WhatsApp, phone or email.

  • A computer at the desk

    Any PC or laptop with an up‑to‑date Chrome, Edge, Safari or Firefox. There is nothing to install.

  • Internet at the desk

    BedKeys works online. Housekeeping phones keep their taps when the signal drops.

  • Phones for housekeeping

    Any phone with a web browser. A team can share one, each person with their own PIN.

  • A printer

    Any printer the browser can use, for folios and registration cards, plus an 80 mm receipt printer for a restaurant.

  • Your card machine

    Keep the one you have. Card payments are recorded against it in BedKeys.

  • Your hotel’s details

    Your address, phone, tax numbers and tax rates, so they print on every folio and invoice.

Thirty minutes, your questions, and BedKeys running on screen.

Book a demo