Help & FAQ

Each property has a public booking page at inntrax.com/book/[your-slug]. Guests can visit this link, choose their dates, pick a room type, fill in their details, and submit a booking request — no login required.

To set your booking slug, go to Settings in your dashboard and find the "Booking URL" section. Choose a short, memorable slug like afc or our-retreat-center.

Copy your booking URL from Settings and share it however you like — email, your website, social media, printed materials. The URL works on any device.

Guests will see a "Sold out — join waitlist" button instead of a Book button. Clicking it opens a waitlist form where they can leave their contact info, preferred dates, and whether they're flexible. You'll see all waitlist submissions in your dashboard under Waitlist.

Go to Waitlist in the sidebar. You'll see two sections: Public Submissions (from guests who joined via the booking page) and Internal Booking Waitlist (bookings you've manually added).

Go to Users, open a staff member's permissions, and enable the "Waitlist submissions" notification toggle. That staff member will receive an email whenever a new public waitlist request comes in.

In the Waitlist page, use the Actions dropdown on any public submission to mark it as Contacted, Booked, or Dismissed. This removes it from your active queue.

For group bookings, you can send a special link to the group's outside coordinator (e.g. a retreat organizer who isn't a staff member). They visit the link and fill out the full group roster — names, room assignments, dietary needs — without needing an InnTrax account.

Open any group booking and find the "Coordinator Portal" section. Copy the link and send it to your coordinator. The link is unique to that booking.

When a group checks out, you can send personal checkout links to each rostered guest. The guest taps their link, confirms their room condition, and submits. This immediately triggers a high-priority housekeeping task for their room.

Open the booking, go to the Roster tab, and click "Send Checkout Links." This emails each rostered guest their personal link. You can also send links individually.

Each inventory item has a unique QR code URL at inntrax.com/inventory/log/[token]. Print this QR code and attach it to the storage shelf. Missionaries, volunteers, or staff scan the code with their phone camera — no app or login needed — and log what they took, restocked, or marked as damaged.

Go to Housekeeping → Inventory, open an item, and find the QR Code section. You can copy the URL or print the QR code directly.

Every transaction automatically updates the item's current stock. Taking supplies subtracts from stock; restocking adds to it. When stock falls at or below the par level, a low-stock badge appears in the inventory list.

InnTrax tracks payments and invoices manually by default. Online payment collection (Stripe, Square, PayPal) is on the roadmap and not yet built into the booking flow.

Open a booking, go to the Invoices tab, create an invoice, and then record payments against it. You can log cash, check, or any other method.

Currently, rent collection is tracked manually in InnTrax. You record when rent was paid and in what amount. Automated online rent collection via Stripe Connect or similar is planned for a future release.

The Family CRM tracks individual families and their members across bookings. Each family gets a unique code (like ITFM-A3K9X2) and each member gets their own sub-code. You can track contact info, birthdays, dietary needs, emergency contacts, donations, and booking history all in one place.

Family codes are auto-generated when you create a family record. Member codes are generated when you add a member — they're formatted as ITFM-XXXXXX-01, -02, etc. These codes never change and can be used to look up a family across systems.

Yes. From a family's detail page, click "Invite to portal" next to any member. They'll receive an email with a link to create an account. Once they do, their account is linked to their family record.

When you create a new family for them, you can add them as a member with the "Origin family" affiliation type. This links their individual record to both families, building a family tree over time without removing them from the original family record.

Schedules run Saturday through Friday (not Sunday through Monday). Pay periods are biweekly, anchored to May 2, 2026. This matches standard pay period conventions for many organizations.

In the scheduling view, use the Copy Week button to duplicate all shifts from the current week to a target week. Drag-and-drop to move or reassign individual shifts.

A 30-minute lunch deduction is automatically applied to any shift of 6 hours or longer. You can view and adjust deductions per shift.

The core plan includes bookings, calendar, units, organizations, night audit, reminders, tasks, waitlist, and the family CRM. Pricing is based on unit count: Starter (1–15 units, $49/mo), Growth (16–50, $99/mo), Scale (51–200, $199/mo), Enterprise (200+, contact us).

Add-on modules are: Scheduling ($29/mo), CRM ($19/mo), Vendors ($19/mo), Maintenance ($19/mo), Housekeeping ($19/mo). You can also get all five for $69/mo with the bundle.

Go to Plans & Modules in the sidebar. From there you can upgrade your tier or add individual modules. Billing is handled securely through Stripe.

Go to Settings → Billing and click "Manage Billing." This opens the Stripe customer portal where you can cancel, update payment info, or download invoices.