First-day onboarding checklist

This is the smallest set of steps that gets a brand-new HotelBee account to the point where you can take a reservation, charge a coffee to it, and print a legal fiscal receipt. The order isn't sacred — three tracks run in parallel — but the dependencies are real: you can't fiscalize a sale without a cash desk, can't deduct stock without a warehouse, can't let a guest sign a check-in without a user account.

Before you start (have these ready)

• Room list: numbers, types, capacity, floor.
• Rate plan: at least one base rate per room type, plus tax/board policy.
• Fiscal: TCR code from the tax authority, NIPT, certificate (.pfx) for fiscalization (Albania).
• Menu: even a 10-item starter list is enough — full menu can wait.
• Staff list: who needs login + what role.
• Bank/payment details: which account each payment method posts to.

Track A — Property (PMS)

1. Settings → Property: name, NIPT, address, currency, default language.
2. Finance → Taxes: create rates you'll need (6% lodging, 10% reduced, 20% standard for Albania). Each needs a name and rate.
3. PMS → Room Types: at least one ("Standard Double"), with default occupancy and base price.
4. PMS → Rooms: add the first batch (you don't need all 80 today — even 10 is enough to test).
5. PMS → Rate Plans: one base rate plan per room type. Map it to channels later.
6. Test: create a manual reservation, check in, charge a service, check out. End-to-end pass = property is live.

Track B — POS + Accounting

1. Accounting → Cash Desks (TCR): create one per fiscal device. Enter TCR code, operator code, branch ID. This is the box the receipts get reported under.
2. Accounting → Fiscalization Settings: upload your .pfx certificate, set the issuer NIPT and the test/production toggle. Test first, then flip to prod when receipts validate.
3. Inventory → Warehouses: create at least one ("Main"). POS Points need a warehouse to deduct stock.
4. Payments → Payment Methods: enable Cash + Card at minimum. Map each to a payment account.
5. POS → POS Points: create your first one (see the dedicated POS Point setup article). Wire it to the warehouse, cash desk, methods, printers.
6. POS → Products: build a starter catalog of 5–10 items (see the first product catalog article). Don't aim for the full menu today.
7. Test: ring up a small Cash sale, finalize, verify the fiscal IIC/QR is on the receipt and the receipt prints.

Track C — People

1. Settings → Roles: review the built-in roles (Admin, Receptionist, Waiter, Manager). Customize if you need a custom permission set.
2. Settings → Users: add each staff member with their role. Send them their login by email or write it down for in-person handover.
3. Have one staff member log in and confirm they see only what they should — receptionists shouldn't see Settings, waiters shouldn't see Reports.

Track D — Channels (can wait until Day 2)

Channel manager (Channex) and OTAs are not required for go-live — your direct bookings work without them. But schedule it for Day 2 or 3, because turning on Booking.com sync for the first time tends to surface rate plan / room type mapping issues that take a half-day to debug. Don't do it on Day 1 when you also have to handle a check-in.

End-of-day verification

• One reservation created, checked in, checked out (or at least invoiced).
• One POS sale finalized with a valid fiscal IIC/QR on the receipt.
• Reports → Failed Fiscalizations is empty (or you've reviewed and re-sent).
• At least one non-admin user can log in and do their job.
• Today's test transactions voided/refunded so they don't pollute reports.