Start here

Your first day

Everything runs in a web browser — nothing to install. You manage the hotel from one address, guests use another, and the two never mix. Let's get you signed in.

Staff entrance

First username

admin

First password

Admin@12345

Currency

GH₵

In your browser, go to your website address followed by /g — for example grandiconichotel.com/g. This is the staff door. There is no link to it anywhere on the public site, on purpose.
Enter the username admin and the password Admin@12345.
Press Sign in securely. You'll land on the Dashboard.
Immediately open Settings → Console Users and change that password to something only you know.

The three ways in

Your system is one product with three front doors. Knowing which is which saves a lot of confusion later.

Door 1

The website

Your public address, e.g. grandiconichotel.com. Anyone can browse rooms, shop, and book. No login to look.

Door 2

The guest account

A guest clicks Sign in on the website to reach their own dashboard — bookings, ICONS, receipts.

Door 3

The console

You and your staff go to /g. This runs the hotel. Guests never see it.

The golden rules

Five habits keep the hotel safe and running smoothly. If you remember nothing else, remember these.

1Change the default password today. Everyone is shipped the same starter password. Until you change it, anyone who knows it can sign in. Settings → Console Users.

2Guest identities are private by design. Ordinary staff see a masked name and a membership code, never the full identity. Only senior roles can reveal a guest — and every reveal is written to the log with their name on it.

3A payment only clears when the bank confirms it. The system never marks a bill paid just because someone says so. If a payment can't be verified, it "parks" for a staff member to check — it never quietly clears.

4Give each person their own login. Don't share the admin account. Create a login per staff member with the right role, so the activity log always shows who did what.

5Almost everything is editable in Settings. Your logo, contact details, room prices, the resort fee, tax rate, promotions, member discounts — all live in the console. Nothing important is hard-wired.

Your website · what the public sees

The guest's first impression

This is the front-of-house. A visitor lands on the homepage, and everything they need to become a paying guest is one click away — with your rooms, prices and offers pulled live from the console.

The homepage, top to bottom

A search bar on the hero — check-in, check-out, guests, room type. The first thing a guest does.
A sliding promotions strip — the offers you set in Settings scroll past beneath the search.
Featured rooms, the iShop, dining, and Iconic Rewards — each a live section pulling from your catalogue.
FAQs with drop-down answers, and a footer with your real address, phone and email.
A translate button — a guest can read the whole site in French, Arabic, Chinese and more.

You control all of it from Settings. Change a room price, add a promotion, swap the logo — the website updates the moment you save. You never edit code.

How a guest searches and books

The booking flow is deliberately short. Here's exactly what your guest experiences, so you can guide anyone who calls the front desk.

What the guest does to book a room

Picks dates and guests in the hero search, then presses Search Rooms.
Browses the results. Members see their discounted rate shown next to the standard rate — the system knows who is signed in.
Opens a room, reviews photos and amenities, and presses Book.
Confirms the dates. The breakdown shows the room total, any member discount, the GH₵50 resort fee, and VAT.
Completes the booking. It appears instantly in your console under Reservations, and the guest can pay now or later.

Prices are always calculated on the server. A guest's browser can never talk the price down — discounts, fees and tax are computed by the system, not sent from the page. You can trust the totals in the console.

Shop, dine — and "Pay a Bill"

The website is more than rooms. Every one of these feeds the same console you manage: an iShop with a cart, a Dining menu and table booking, Events enquiries, and a Careers page.

Pay a Bill is the one to understand well. A guest who booked without paying — or is checking out — types their email, phone, membership ID or booking reference, and the system shows everything they owe across rooms, shop, restaurant, car hire and events. They pay it all in one go, by mobile money or card, and a QR code lets them finish on their own phone.

Pay a Bill page — **The "Pay a Bill" page.** One box, any identifier — the guest sees only their own bills, gathered into a single total.

A guest only ever sees their own bills. The lookup is locked to the person's own identifiers — one guest can never pull up another's charges, and repeated guessing is blocked automatically.

The guest account · their side

A guest's own dashboard

When a guest creates an account and signs in, they get a private area to manage their stays, track loyalty points (called ICONS), and apply for membership. You don't operate this — but knowing it helps you answer questions.

Guest account dashboard — **A member's dashboard.** Their ICONS, tier, bills and upcoming stays — plus tabs for stays, orders, membership, support and alerts.

My Stays — past visits, with a printable receipt for each.
Bookings & iShop Orders — what's coming up and what they bought.
My ICONS — loyalty balance and the rewards they can redeem.
Membership — apply, or see their tier and discount.
Applications — job applications they've submitted.
Support & Reviews — raise a complaint, leave a post-stay review.
Alerts — messages from you (approvals, offers).

ICONS are your loyalty currency. Guests earn them on every stay, meal and purchase, and rise through Bronze → Silver → Gold → Platinum. Their tier is based on ICONS they've earned over time, so spending rewards never demotes anyone.

Becoming a member — and why occupation matters

Membership is free, but it unlocks a discount tied to the guest's occupation (e.g. a teacher or a doctor rate). Because a discount has real value, an application requires proof — and it's you who approves it.

What a guest submits — and what you do

The guest fills in their name, phone, location and occupation, then attaches a photo of their ID and proof of occupation.
Their application arrives in your console under Front Desk → Membership Requests.
You open it, check the two documents, and press Approve (or Reject with a reason the guest will see).
Only on approval does the discount switch on. Until then they're a regular guest at standard rates.

Those ID documents are handled carefully. They're stored where the public web can never reach them, and opening one needs the identity-reveal permission — the same senior-only right that unmasks a guest's name. Every time a document is opened, it's logged.

The management console · your side

Running the hotel

This is where the work happens. One console covers every department, organised down the left in the order a hotel actually thinks — front desk first, administration last.

Management console dashboard — **The console.** Sidebar of departments on the left, a global search up top, and live figures the moment you sign in.

The layout you'll learn in a minute

The left sidebar groups everything into departments. You only see the sections your role is allowed to.
The search box at the top finds any reservation, member, room, product or payment instantly — start typing.
Every list works the same way: search within it, sort by any column, and use the + Add New button (top-right) to create a record. On a phone, tables fold neatly into cards.

Rooms list in the console — **Every list looks like this.** Search, sort, a coloured status on each row, and edit / delete on the right. Learn it once and you know them all.

Dashboard — your morning glance

The first screen after you sign in. It answers "how is the hotel doing right now": today's revenue and tax, arrivals and departures, rooms occupied vs. free, members, low-stock alerts, and any open complaints. It's read-only — a summary you scan, not a form you fill.

Reception & taking a payment

The busiest screen at the front desk. It combines the arrivals board, the room map, and the payment till. This is the part worth practising.

**The Reception desk.** Arrivals, departures, who's in-house, what's outstanding — and a **Payment Till** tab to settle a guest.

Step 1

Find the guest

Type their email, phone, membership ID or booking reference.

Step 2

See every bill

The system gathers all they owe — room, shop, dining, car, events — into one total.

Step 3

Take payment

Cash at the desk, or send a mobile-money / card prompt. A QR code lets them pay on their phone.

Step 4

Bills clear

Once confirmed, every bill is marked paid together, and the guest earns their ICONS.

Settle a guest's bill in cash

Open Reception Desk (or POS & Payments).
Type the guest's identifier and press find. Their outstanding bills appear as one list.
Take the cash, then press Settle and choose Cash.
The bills clear, your name is recorded as the operator, and the guest's ICONS are awarded. Done.

Two separate permissions protect the till. Raising a bill needs one right; clearing it needs another. So you can let a junior open a payment without letting them mark money received. And a payment by phone only clears when the bank confirms it back to the system — never on the guest's word alone.

If a payment "parks." Occasionally a mobile-money notification can't be verified. The system will not clear the bill — it flags it as "awaiting verification" and shows it in the POS console for a staff member to confirm with the bank. This is the system protecting you, not a fault.

Reservations, guests & membership

Reservations — every booking from the website and the desk. Change dates, status, or payment state here.
Guests & Members — your directory. Ordinary staff see a masked name and a membership code; senior roles can reveal the full identity when genuinely needed (and it's logged).
Membership Requests — the approvals queue described earlier. Check the ID and proof, then approve or reject with a reason.

Why the masking? It's a privacy promise to members: front-line staff can serve them by code without seeing who they are. When a manager does need the real name, the system records that they looked — protecting both the guest and your staff.

Rooms & housekeeping

Add a new room

Go to Rooms & Housekeeping → Rooms and press + Add New.
Fill in the number, name, Room Type, price, capacity and amenities.
Upload a main photo (and a gallery if you like) — drag a file straight in, or take one on a phone.
Save. It's on the website immediately, bookable at the price you set.

Room Types set the base price and description that group your rooms.
Amenities are the tick-list (WiFi, breakfast…) you attach to rooms.
Housekeeping assigns and tracks cleaning tasks by room.

iShop, dining & events

Three revenue lines, each managed like the rooms — a catalogue plus its orders.

iShop

Products & Stock
Categories · Orders

Restaurant

Menu · Stations
Orders · Tables

Events

Events · Enquiries
Bookings

Stock looks after itself. Each iShop product has a re-order point. When a sale drops the quantity to that level, the dashboard flags it and you're alerted — so you restock before you run out.

Department Stations means the kitchen, main bar, mini bar and so on each see only their order tickets — no more shouting across the floor.

Iconic Rewards

Where you run the loyalty programme: view members' ICONS, publish the Rewards Catalogue (what points can be exchanged for), and see Redemptions as guests cash them in. The earn rate and member discounts are set in Settings.

Earn: 10 ICONS / GH₵100 Bronze · Silver · Gold · Platinum

Guest services & facilities

The operational modules that keep a resort running — each a simple list you add to and mark off.

Services

Laundry · Business
Centre · Parking

Transport

Car fleet · Bookings
Servicing

Facilities

Maintenance · Assets
Grounds

Security

Visitor roster

Staff, training & jobs

Employees — your staff records, departments and roles.
Staff Tasks & Work Schedules — assign work and shifts, and see completion.
Daily Reports & Observations — the shift log and corrective actions.
Training Materials & Results — publish a reading, then a timed quiz; results are recorded and the training closes.
Job Postings & Applications — advertise a role; applicants apply through the website, and you move them through the stages.

Advertise a job

Go to HR & Training → Job Postings and press + Add New.
Enter the title, department, type, description and a closing date, then save.
It appears on the website's Careers page. Applicants sign in and apply.
Review them under Applications and change each status — the applicant sees it in their account.

Finance & tax

Payments, Tax & Reports is the money view. It doesn't just total revenue — it states the composition: what counts as total payments vs. actual paid revenue, expenses, and profit, each with a plain-English note. The VAT payable to government is tracked on every payment and totalled for you. Expenses and Suppliers round out the picture.

Support & messages

Everything a guest sends you lands here: Complaints, Guest Reviews (the four post-stay questions), Contact Messages from the website form, and Newsletter subscribers. Each form submission is also copied to your Email Outbox (in Settings) so nothing is missed.

Settings — the control room

The most important screen for the owner. It's organised into tabs so you find things fast.

Settings screen — **Settings.** Seven tabs across the top; every hotel detail, rate and tax lives here — nothing is hard-wired.

Tab	What you set here
General	Hotel name, contact details, address, currency, the resort fee, member discount, ICONS rate and VAT.
Branding	Upload your logo — it updates the website, console, receipts and the browser tab at once.
Payments	Turn on mobile money (UMB) and card (Paystack). Keys are write-only — the system never shows them back.
Promotions	The sliding strip on the homepage. Add a message, an optional link, and a run window.
Website FAQs	The questions and drop-down answers shown on the public FAQ page.
Occupation Pricing	The discount tied to each occupation — what a teacher, doctor, etc. receives once approved.
Email Outbox	A copy of every form submission routed to your inbox address.

Put up a new promotion

Settings → Promotions → Add Promotion.
Type the message. Optionally add a link (e.g. /rooms) and tick emphasis to show it in your brand colour.
Leave the dates blank to run it now, or set a start/end window.
Save — it's sliding across the homepage instantly.

Stella, your co-manager

Stella is a built-in assistant that can answer questions about the hotel — occupancy, how a feature works, what a figure means — from a read-only view of your data. You curate her best answers under Stella Knowledge Base, so common questions get consistent, approved replies. She never sees payment keys or a guest's private identity.

Staff & roles

The employee portal

Every staff member — not just managers — gets a personal workspace inside the console. It's their day, in one place.

My schedule and clock in / out.
My tasks — what's assigned, and marking them complete.
Daily reports & observations — logging the shift.
Timed training — read the material, sit the quiz, and it's recorded against them.
Document Hub — shared files and their signed job description.

This is why per-person logins matter. Each employee's tasks, training and reports are their own — and the activity log always shows exactly who did what, across the whole hotel.

Who can see what

Every login has a role, and the role decides which sections appear. You assign roles under Console Users; you can fine-tune them under Roles & Delegation.

Role	Level	Made for
Super Admin	1	You. Everything, including settings and users.
Hotel Director	2	Runs operations; not console users or global settings.
Manager	3	Day-to-day across departments, incl. the till.
Front Desk	4	Reception, reservations, rooms and payments.
Accountant	4	Finance, suppliers, and raising bills.
Staff	5	Their own workspace and assigned duties.

Delete the demo staff logins you won't use. The system ships with example accounts (director, manager, reception, staff) that all share the starter password. Remove the ones you don't need, and give real staff their own.

Reference

Going-live checklist

Work down this list once, on the day you open the doors, and you're safely live.

Change the admin passwordSettings → Console Users. The single most important step.
Remove or rename the demo staff loginsThey share the starter password — don't leave them open.
Set your real detailsSettings → General: name, address, phone, email, resort fee, VAT, ICONS rate.
Upload your logoSettings → Branding. It flows everywhere at once.
Check your catalogueRooms, room types, iShop products, menu, cars, events — prices and photos correct.
Turn on paymentsSettings → Payments. Add your UMB (mobile money) and Paystack (card) keys, plus the callback URLs.
Set occupation discountsSettings → Occupation Pricing, so membership approvals mean something.
Add a launch promotionSettings → Promotions — greet your first visitors.
Do one test booking and one test paymentWalk the guest's path end-to-end before real guests do.

Everyday cheat-sheet

You want to…	Go to
Take a payment	Reception Desk → find guest → Settle
Add or reprice a room	Rooms & Housekeeping → Rooms
Approve a member	Front Desk → Membership Requests
Restock the shop	iShop → Products & Stock
Change a price, fee or tax	Settings → General
Run an offer	Settings → Promotions
Advertise a job	HR & Training → Job Postings
See today's money	Dashboard, then Finance for detail
Add a staff login	Settings → Console Users
Reply to a complaint	Support → Complaints

One last thing. When you're stuck, the search box at the top of the console finds almost anything, and Stella can explain most features in plain words. You built a hotel — the system is just the desk you run it from.

Everything your system does, and how to use it.

Your first day

The three ways in

The website

The guest account

The console

The golden rules

The guest's first impression

The homepage, top to bottom

How a guest searches and books

Shop, dine — and "Pay a Bill"

A guest's own dashboard

Becoming a member — and why occupation matters

Running the hotel

The layout you'll learn in a minute

Dashboard — your morning glance

Reception & taking a payment

Find the guest

See every bill

Take payment

Bills clear

Reservations, guests & membership

Rooms & housekeeping

iShop, dining & events

Iconic Rewards

Guest services & facilities

Staff, training & jobs

Finance & tax

Support & messages

Settings — the control room

Stella, your co-manager

The employee portal

Who can see what

Going-live checklist

Everyday cheat-sheet