📖 Karibu — User Guide

Create Your Hotel

Setting up your hotel takes less than 30 seconds. No credit card needed.

Logging In

To log in, you need your hotel code, username, and password.

1. Enter your hotel code on the first screen (e.g., "novam")
2. Enter your username and password
3. Click "Log in"

Dashboard

The dashboard gives you a real-time overview of your hotel:

• Stats cards — Rooms occupied, available, today's arrivals, departures, and revenue
• Quick actions — One-click buttons for check-in, new reservation, payment, and room service
• Today's arrivals — Guests expected to arrive today
• Activity log — Recent actions (check-ins, payments, etc.)
• Occupancy bar — Visual breakdown of room status

Reservations

Manage all bookings from this page.

Create a Reservation

1. Click + New button
2. Enter guest name and phone number
3. Select arrival and departure dates
4. Choose an available room (only rooms free for those dates are shown)
5. Add a deposit amount if applicable
6. Select the source (Phone, Walk-in, WhatsApp, Booking.com, etc.)
7. Click Save

Reservation Statuses

Check-in / Check-out

The Reception page handles arrivals and departures.

Check-in a Guest

1. Go to Reception → Check-in tab
2. Enter guest name (auto-suggests returning guests)
3. Fill in phone, email, ID type and number
4. Select room and departure date
5. Choose payment mode
6. Click Check-in

Check-out a Guest

1. Go to Reception → Check-out tab
2. Select the occupied room
3. Review the invoice summary (room charges + services)
4. Click Check-out
5. Print the final invoice if needed

Rooms

Visual room map grouped by floor. Each room card shows:

• Room number and type (Standard, Deluxe, Suite, etc.)
• Current status (color-coded: green=available, blue=occupied, yellow=dirty, red=maintenance)
• Guest name if occupied

Click any room to see details, change status, or view the guest's reservation.

Use the floor tabs and status filters to quickly find rooms.

Add Rooms

1. Go to Administration → Rooms
2. You'll see your rooms organized by floor
3. Click the + Ch. button next to a floor
4. Enter how many rooms to add and the starting room number
5. Select the room type (Standard, Deluxe, Suite, etc.)
6. Click Add — all rooms are created at once

Change Room Status

Click on any room card, then change its status:

Room Types & Pricing

Set up your room categories and prices:

1. Go to Administration → Room Types
2. Click + Type
3. Enter the name (e.g., "Standard", "Deluxe", "Suite VIP")
4. Set the price per night (in USD)
5. Add a description and max occupancy
6. Click Save

Rate Rules (Dynamic Pricing)

Create rules to automatically adjust prices:

1. Go to Room Types → scroll down to Rate Rules
2. Click + Rule
3. Choose rule type:

Guests

Complete guest database with search and pagination.

• Search — Find guests by name or phone
• VIP badge — Automatically shown for guests with 5+ visits
• History — Click the 👁 icon to see all past stays and spending
• Add/Edit — Create new guests or update info

Billing & Invoices

Track all invoices, payments, and outstanding balances.

Record a Payment

1. Find the invoice in the list
2. Click the 💰 payment button
3. Enter amount and select payment mode (Cash USD, Cash local, Mobile Money, Card, Transfer)
4. Click Save

Print an Invoice

Click 🖨️ on any invoice. Choose between A4 (full invoice) or Receipt (80mm thermal printer).

Room Service PRO

Order services from the catalog and charge them to the guest's room.

Set Up Service Catalog

Before taking orders, create your service menu:

1. Go to Administration → Services
2. Click + Service
3. Enter the service name (e.g., "Room Cleaning", "Breakfast", "Laundry", "Airport Transfer")
4. Set the price (in USD)
5. Choose a category: Food & Beverage, Laundry, Spa, Transport, or Other
6. Click Save

Take a Service Order

1. Go to Room Service page
2. Click + Order
3. Select the service from the catalog
4. Enter the quantity
5. Choose the room or enter a client name
6. Select payment mode
7. Click Save — the charge is automatically added to the room's invoice

Track Orders

Orders show with status badges:

• 🟡 Pending — Order placed, not yet delivered
• 🔵 In Progress — Being prepared
• 🟢 Delivered — Completed
• 🔴 Cancelled — Order cancelled

Housekeeping

Track cleaning tasks and room readiness.

• Pending — Rooms waiting to be cleaned
• In Progress — Cleaning started
• Done — Room is clean and ready

Tasks are auto-created on checkout. Housekeepers can click "Start" to begin and "Done" to mark complete. The room status updates automatically.

Reports

Analyze your hotel's performance:

• Revenue — Total, hotel (rooms), and service revenue
• Occupancy — Daily occupancy rate
• Bookings — Number of reservations
• Breakdown — Revenue by room type and payment mode

Filter by period: Today, Week, Month, Quarter, Year. Filter by source: All, Hotel only, Services only.

Night Audit PRO

End-of-day closing that summarizes daily activity:

• Revenue breakdown (hotel + services)
• Arrivals and departures count
• Payment collections by mode
• Room status summary
• Anomaly detection (unpaid invoices, no-shows, etc.)

Click 🔒 Close the day to lock the audit. Printable report available.

Hotel Settings

Customize your hotel from the Administration → Hotel Settings page:

• Hotel info — Name, city, phone, email
• Logo — Upload your hotel logo (PNG, JPG, SVG — max 200KB)
• Check-in/out times — Default times for the hotel
• Tax rate — Applied to invoices
• Exchange rate — USD to local currency conversion
• Theme — Choose from 8 color themes or set a custom color
• Language — French, English, Spanish, or Portuguese

Staff Management

Manage your team from Administration → Staff.

Invite Staff

1. Click + Invite
2. Choose the role (Receptionist, Manager, Housekeeper, or Admin)
3. An invite link is generated — send it via WhatsApp
4. The staff member clicks the link, creates their account, and they're automatically connected to your hotel

Roles & Permissions

Themes & Branding

Customize the look of your hotel's app:

• 8 preset themes: Emerald, Navy, Charcoal, Burgundy, Ocean, Plum, Brown, Terracotta
• Custom color: Pick any color with the color picker
• Logo: Upload in Settings — appears on sidebar and login screen

Offline Mode

Karibu works even without internet:

• All data is cached locally after first load
• You can create reservations, check-in guests, and record payments offline
• Changes are queued and automatically synced when internet returns
• A yellow "Offline" indicator appears when disconnected

Plans & Pricing

Currency

Karibu supports dual currency:

• Primary: USD — used for room prices and invoices
• Local: Automatically set from your country (e.g., CDF for Congo, KES for Kenya)
• Toggle: Click the USD/local buttons in the top bar to switch display
• Exchange rate: Set in Hotel Settings, applied to all conversions

Keyboard Shortcuts & Tips

• Global search — Use the 🔍 search bar at the top to find anything (guests, rooms, invoices)
• Quick actions — Dashboard quick-action buttons save clicks for common tasks
• Session timeout — Auto-logout after 30 minutes of inactivity for security

Need help? Contact us · Back to Karibu