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🚀 Onboarding Guide

Get your chatbot live and capturing leads in under 15 minutes, from sign-up to channel activation. This guide is designed for the hotelier logging in to the platform for the first time.

Flow overview​

Sign-up → Hotel Creation → Bot Training → Channel Activation → Bot Active

The full process takes between 10 and 15 minutes if you have your hotel's URL ready.

Step 1: Account registration​

1.1 Access the platform​

Go to hotelchatbook.com and click "Start for free".

1.2 Create your account​

  • Enter your email + password if you prefer a manual account

:::warning Important Email registration requires email verification. :::

1.3 Verify your hotel property​

The system asks you to verify that you are the owner or administrator of the hotel:

  • You will receive an OTP by email at the registered address
  • Enter the 6-digit code on the verification screen
  • OTP validity: 10 minutes

Step 2: Hotel creation​

2.1 Register your hotel via its Google listing​

Once inside the dashboard:

  1. Click "Add hotel" (welcome screen or side menu)
  2. Search for your hotel by name — the system queries Google Places
  3. Select your property from the results
  4. The system automatically autocompletes: name, address, Google Place ID, map location
info

If your hotel doesn't appear in Google Places, you can register it manually by entering the name, address, and phone number. The chatbot will work without some location metadata.

2.2 Initial scraping of the hotel's website​

After registering the hotel, the system automatically launches:

  • Information extraction from your hotel's website (if you have one)
  • Initial population of the bot's knowledge base (services, rooms, policies, FAQs)
  • This process takes ~2-3 minutes in the background
tip

When it finishes you'll see "Knowledge base ready" in the dashboard.

Step 3: Chatbot training (Bot Brain)​

3.1 What this step does​

The ChatBook bot learns about your hotel through a guided conversation. The more information you give it, the better it will sell.

3.2 How to train it​

  1. Go to "AI Training" in the left side menu
  2. The system starts a conversational chat with questions about your hotel:
    • What room types do you have?
    • What services do you offer? (breakfast, pool, spa, parking…)
    • What are your cancellation policies?
    • What are your check-in/check-out times?
    • Do you have restrictions on pets, children, or events?
  3. Answer the questions as if you were briefing a new employee
  4. The system converts your answers into vector documents (RAG) that the bot will use to respond to guests

3.3 Upload hotel images​

  1. In the AI Training section, select "Images"
  2. Upload photos of rooms, common areas, the restaurant, etc.
  3. Name each image with the type of space (e.g.: suite-premium-1, piscina-principal)
  4. The bot will display these images when guests request them

:::warning Plan limit Freemium has an image storage limit. Matrix and Pro are unlimited. :::

3.4 Review missing information​

The system automatically detects information that the bot needs but doesn't have:

  • Go to "Missing Information" in the AI Training module
  • You'll see a list of questions that guests ask but the bot can't answer
  • Complete that information to improve the bot's coverage

Step 4: Channel configuration​

4.1 Web channel (Chat on your website)​

Available on all plans (including Freemium):

  1. Go to "Connections" in the side menu
  2. Select "Web Widget"
  3. Customize the appearance:
    • Widget primary color
    • Welcome message
    • Hotel logo
    • Widget position (right/left)
  4. Copy the embed code (JavaScript snippet)
  5. Paste it into the <head> or before the </body> of your website
  6. The chatbot will appear on your site in under 1 minute

4.2 WhatsApp channel (Matrix or Pro plan)​

:::note Requires Matrix or Pro plan On Freemium this section is visible but locked. :::

  1. Go to "Connections" in the side menu
  2. Select "WhatsApp Business"
  3. Connect your WhatsApp Business number:
    • You need an active WhatsApp Business API account
    • Or request that ChatBook assign you a shared number (available on Matrix)
  4. The system verifies the connection with the Meta API (360dialog)
  5. Once connected, the bot responds automatically on your WhatsApp
tip

ChatBook is a technology provider verified by Meta (validated in April 2026).

Step 5: Final verification — Your bot is live​

Before sharing your chatbot with the world, verify:

CheckHow to validate it
✅ Bot answers basic questionsOpen the test chat in the dashboard and type "Do you have availability?"
✅ Bot shows correct hotel informationAsk about hours, approximate prices, location
✅ Bot captures leadsAsk about availability without giving exact dates — it should request your email/WhatsApp
✅ Widget visible on your siteVisit your website and check that the chat button appears
✅ WhatsApp respondsSend a test message to the connected number (Matrix/Pro only)

Known limitations (Freemium)​

LimitationDescription
30 conversations/monthWhen the limit is reached, the bot sends an auto-reply of "service unavailable"
No real-time availabilityThe bot doesn't check room availability in real time (requires PMS integration or the Matrix plan)
No direct bookingIt generates leads but doesn't confirm reservations automatically
No WhatsApp channelWeb chat and iframe widget only
No OTA comparisonThe bot doesn't compare prices with Booking.com or Airbnb

Suggested next steps after onboarding​

  1. Register your rooms → Go to "Hotels" → select your hotel → Rooms tab. See the Rooms, Rates, and Discounts Guide.
  2. Configure the PMS (if you have LobbyPMS, Hossrom, FNS, or Erbon) → Go to "PMS Integration". See the Connections Guide.
  3. Invite your team → Go to "Administration" and add front-desk staff. See the User Administration Guide.
  4. Monitor conversations → The "Conversations" module shows all chats in real time. See the Conversations Guide.