Technical FAQ

Standard implementation: 2-4 weeks

• Week 1: Data import, integration setup, system configuration
• Week 2: Staff training, demo mode testing, workflow customization
• Weeks 3-4: Gradual rollout, optimization, go-live

Expedited option: 1 week ($500 fee)

We deployed West Bethel Motel in 8 weeks with full autonomy—but that included extensive testing because it's my own property. Your implementation will be faster because we've already ironed out the kinks.

Required integrations:

• Email: Gmail or Outlook (for booking communication)
• Payment: Stripe (PCI-compliant processing)
• Database: PostgreSQL (hosted or cloud)

Recommended:

• Google Workspace (for calendar, voice, drive)
• SMS provider (Google Voice, Twilio, or Zoho SMS)

Optional:

• Channel managers (Booking.com, Expedia via API)
• Voice AI (Vapi.ai for 24/7 phone booking)

Setup handled by us: Our implementation team configures all integrations. You provide credentials, we handle the technical work.

Yes. Supported PMS platforms:

• Little Hotelier (CSV export)
• Cloudbeds (API integration)
• Custom systems (SQL database or spreadsheets)

What data can be migrated:

• Guest records (names, emails, booking history)
• Room inventory (types, pricing, availability)
• Historical booking data (for AI training)
• Pricing rules and seasonal rates

Timeline: 2-3 days for data import and validation

Zero downtime: We run both systems in parallel during testing. You switch over when ready—no guests disrupted.

Role-based training time:

• Owner/Manager: 2-3 hours (dashboard, pricing review, override controls)
• Front desk: 1-2 hours (booking widget, guest portal, manual check-ins)
• Housekeeping: 30 minutes (mobile task list, photo uploads)

Training included:

• Live screen-share sessions (recorded for reference)
• Role-specific training videos
• Quick reference guides (printable)

Yes. Full sandbox environment included.

What demo mode does:

• Simulates pricing adjustments (see AI recommendations without executing)
• Drafts emails without sending (review every communication)
• Generates housekeeping tasks (preview workflow)
• Shows full audit trail (understand AI decision-making)

Unlimited duration: Stay in demo mode as long as needed. Many customers spend 1-2 weeks reviewing every AI decision before enabling auto-execution.

Dedicated implementation squad:

• Success manager: Weekly check-ins, progress tracking
• Technical specialist: Integration setup, data migration
• Training coordinator: Staff training (all roles)

Ongoing support after launch:

• 30/60/90-day ROI reviews
• Quarterly optimization sessions
• Email support (24-hour response SLA)
• Phone support during business hours

Direct founder access: For critical issues, you can reach Aaron directly at (207) 836-3575. If the system goes down, it's his motel too—he'll be on it immediately.

Everything you need, included:

• All four AI agents: Pricing, guest communication, housekeeping, property intelligence
• Unlimited rooms: Optimized for 10-50 room properties
• Email & SMS volume: Up to 5,000 messages/month included
• Market intelligence: Competitor rate tracking (5 properties)
• Core integrations: Google, Stripe, database hosting
• Weekly reports: Revenue, occupancy, AI performance

No hidden fees: No per-booking fees, no per-user charges, no surprise costs

ROI: For a 16-room property, average monthly revenue lift is $8,420. That's a 2,200% ROI on your $299 subscription.

Standard implementation: $0 setup fees

Your $299/month subscription includes:

• Complete technical setup
• Data migration
• Staff training
• 2-4 week implementation timeline

Optional add-ons:

• Expedited setup: $500 (1-week implementation)
• Custom integrations: Quoted separately (e.g., legacy PMS API)

Training and onboarding: Always included, never an extra charge.

Month-to-month. No lock-in contracts.

Cancellation process:

• 30-day notice required
• Full data export provided (CSV, reports, email templates)
• Transition assistance included (help moving to another system)

60-day money-back guarantee: Not satisfied? Cancel within 60 days for a full refund. No questions asked.

Why we're confident: Aaron runs his own motel on this system. If you cancel, we take it as a sign we need to improve—not trap you in a contract.

Demo mode is your trial: Unlimited access, free, no credit card required

In demo mode, you can:

• Import your data (guest records, bookings, pricing)
• See AI recommendations (pricing, communication, housekeeping)
• Review every action before it executes
• Test for days, weeks, or months—no pressure

Plus: 60-day money-back guarantee after you subscribe

Month-to-month billing means your first month is essentially a trial. Cancel after 30 days if you're not satisfied.

Yes. Volume discounts for 3+ properties.

Multi-property benefits:

• Volume pricing: Custom rates for portfolios
• Shared analytics: Portfolio-wide dashboard
• Centralized billing: One invoice for all properties
• Cross-property insights: Compare performance, share best practices

Contact sales: Email sales@westbethelmotel.com or call (207) 836-3575 for enterprise pricing quote.

Full data portability guaranteed. Your data is YOUR data.

What you can export:

• Guest records (names, emails, booking history)
• Booking data (dates, rates, room assignments)
• Pricing rules (seasonal rates, dynamic pricing settings)
• Email templates (customized messages)

Export formats:

• CSV: Universal format for spreadsheets
• JSON: For developers/technical teams
• Database dump: PostgreSQL backup file

Transition assistance: We'll help you migrate to your next system. No hostage-taking—we'd rather earn your loyalty than trap you contractually.

99.9% uptime SLA guaranteed.

Reliability features:

• PM2 auto-restart: Process crashes recover in < 5 seconds
• Graceful degradation: Booking widget stays online even if backend has issues
• Real-time alerts: Google Chat notifications to owner + us
• Multi-region deployment: Redundancy across availability zones

Current track record: 6+ months live, 99.9% uptime achieved (8.7 hours total downtime, all planned maintenance)

Stripe integration means PCI compliance is handled for you.

How it works:

• Never store card data: Card numbers go directly to Stripe, not our servers
• Stripe tokenization: We only store secure tokens (safe to keep)
• Your Stripe account: You control the merchant account, we integrate
• PCI Level 1 certified: Stripe handles all compliance requirements

Benefit: You get PCI-compliant payments without the compliance burden. Stripe's $50B valuation means they handle security better than any in-house solution.

99.9% uptime SLA = 43 minutes/month max downtime

Monitoring & alerts:

• Real-time monitoring: Health checks every 60 seconds
• Instant alerts: Google Chat to you + our on-call team
• Response time: < 15 minutes acknowledgment, < 2 hours resolution

If we miss SLA:

• Service credits issued automatically
• 10% credit per hour of downtime beyond SLA
• Full transparency in post-mortem reports

Aaron's personal guarantee: "My motel bookings depend on this. I'll be on it faster than you will."

Yes. REST API available for custom integrations.

Common use cases:

• Channel managers: Sync availability with Booking.com, Expedia
• Accounting software: Export bookings to QuickBooks, Xero
• Custom dashboards: Pull metrics into your existing BI tools
• Third-party services: Integrate with local tour operators, restaurants

API documentation: Provided during implementation (OpenAPI/Swagger spec)

Webhooks: Real-time events (new booking, check-in, cancellation)

Support: Our technical team can assist with custom integration projects.

Daily automated backups with off-site storage.

Backup strategy:

• Frequency: Daily at 3 AM (during lowest traffic)
• Retention: 30-day rolling window
• Storage: Encrypted backups in separate cloud region
• Rotation: Automated cleanup of old backups

Point-in-time recovery:

• Restore to any backup from last 30 days
• Manual restore: < 4 hour SLA
• Tested quarterly (not theoretical)

Disaster recovery: In catastrophic failure, we can restore your property from backup within 4 hours.

Current certifications & practices:

• PCI DSS via Stripe: Level 1 compliance (highest tier)
• Google OAuth: Domain restriction, 2FA enforced
• Role-based access control: Admin / Manager / Staff permissions
• Full audit trails: Every action logged with timestamp + user
• Encrypted door codes: Guest access codes stored with AES-256

In progress:

• SOC 2 Type II: Targeted Q3 2025

Roadmap:

• ISO 27001: Targeted 2026

Available now: Security questionnaires, architecture diagrams, penetration test reports available upon request.

AI makes optimal decisions 84% of the time vs. 67% for manual pricing.

Safety rails built in:

• Min/max bounds: You set floor ($70) and ceiling ($200) prices
• Approval thresholds: Changes > 20% require manual approval
• Human override: You can always override AI recommendations
• Learning from feedback: AI improves when you approve/reject decisions

Yes, mistakes happen: But the AI corrects faster than humans. When it overprices, bookings slow and it adjusts within 24 hours. When it underprices, occupancy surges and it raises rates.

Yes. Full manual control always available.

Override options:

• Approval workflows: Require manual approval for major decisions (pricing > 20%, email sends, etc.)
• Kill switch: Disable any AI agent instantly (pricing, communication, housekeeping)
• Demo mode: Preview every action before execution (never skip human review)
• Feature flags: Gradual rollout (enable pricing AI first, communication later)

Typical adoption path:

1. Week 1-2: Demo mode (review everything)
2. Week 3: Enable pricing AI with approval workflow
3. Week 4: Enable email automation (high-confidence only)
4. Week 5+: Full autonomy with safety rails

Your property, your rules: The AI works for you, not the other way around.

Preview mode first. Auto-send only after you trust it.

Email automation safeguards:

• Preview mode: Review all emails before sending (default for first 2 weeks)
• Template inheritance: AI uses your brand voice, approved templates
• Confidence thresholds: Only auto-send emails with 95%+ confidence
• Human review queue: Uncertain emails flagged for manual review

Pricing rollback:

• All pricing changes logged with timestamp
• One-click rollback to previous rates
• Manual override available 24/7

Error monitoring: Real-time alerts for anomalies (sudden rate drops, bounced emails, etc.)

The AI uses 18 data sources to optimize your property:

Pricing Agent:

• Competitor rates (5 nearby properties, scraped daily)
• Your occupancy trends (last 90 days + YoY)
• Demand signals (booking velocity, search traffic)
• Weather forecasts (Sunday River ski conditions)
• Local events (concerts, conferences, holidays)

Communication Agent:

• Guest booking details (dates, room type, preferences)
• Timing triggers (confirmation, pre-arrival, check-in, review request)
• Historical email performance (open rates, click rates)

Housekeeping Agent:

• Checkout times and arrivals (same-day turnover priority)
• Room status (dirty, clean, inspected)
• Housekeeper workload and capacity

Property Intelligence Agent:

• 18 business metrics (occupancy, revenue, ADR, RevPAR, etc.)
• Booking velocity and cancellation patterns
• Review scores and guest satisfaction trends

Data sources: Your property data + public market data (competitor rates, weather, events)

Full transparency. Every decision comes with reasoning.

Decision log includes:

• Recommendation: "Increase Gateway Queen rate from $109 to $124"
• Reasoning: "Competitor A raised to $130, occupancy 83% (high demand), ski conditions excellent"
• Confidence score: "94% confident (3 of 5 signals indicate price increase)"
• Data sources: Links to competitor rates, occupancy chart, weather forecast

Downloadable audit trails:

• CSV export of all decisions (pricing, communication, housekeeping)
• Filter by date range, agent, confidence level
• Use for internal audits, training, or optimization

Weekly intelligence reports:

• "This week: AI made 47 pricing decisions, 38 approved automatically"
• Revenue impact: +$1,240 vs. baseline
• Top insight: "Competitor B underpricing—captured 4 bookings"

No black boxes: You always understand why the AI did what it did.

Continuous learning. The AI gets smarter over time.

How learning works:

• Approvals/rejections: When you override the AI, it learns your preferences
• Property-specific patterns: Learns unique seasonality, demand patterns, guest preferences
• Market adaptation: Adjusts to local market changes (new competitor, event patterns)
• Feedback loops: Revenue outcomes feed back into pricing optimization

Optimization schedule:

• Daily: Market intelligence updates (competitor rates, weather, events)
• Weekly: Performance analysis (which decisions worked, which didn't)
• Monthly: Business review call (optimize strategy based on results)

Result: Month 6 performance is typically 20-30% better than Month 1, even though Month 1 already beats manual operations.

It can replace your PMS entirely, or integrate via API.

Option 1: Full replacement (recommended)

• Lower total cost ($299/mo vs. $120+ PMS + $60 channel manager)
• No data sync issues (single source of truth)
• Faster support (one vendor, not three)

Option 2: Integration with existing PMS

• Keep existing PMS (Little Hotelier, Cloudbeds, etc.)
• We integrate via API for real-time data sync
• Use our AI pricing + communication layers

Migration support: We handle data export from old system, import to new. Zero downtime cutover.

Most customers choose full replacement: Simpler, cheaper, better results.

Email parsing for OTAs (no API needed)

Supported OTAs:

• Booking.com: Email forwarding → auto-approval at 95%+ confidence
• Expedia: Email forwarding → auto-approval at 95%+ confidence
• Airbnb: Email forwarding → auto-approval at 95%+ confidence

How it works:

1. Forward OTA booking emails to your system email
2. AI parses details (guest name, dates, room type, payment)
3. Creates booking in your calendar
4. Sends confirmation to guest (if confidence ≥ 95%)

Processing time: 15-minute SLA from email arrival to booking created

Future:** Direct API integrations with major OTAs coming Q2 2025.