Getting started
Decide what is ready to launch for an agency
Classify each area as self-service, assisted, deferred, or unavailable and require observable evidence before adding it to a cohort.
For
- I own or administer an agency
Available on
- Agency
On this page
This page is the decision board for implementing a portfolio of 50 to 150 properties. It does not replace the linked guides or require every module to be enabled. It tells the agency what it can complete itself, what needs assistance, and what should be deferred before moving a cohort.
A feature appearing in the plan or menu does not prove that it is configured, accepted, or ready to support real operations.
Use four decisions#
| Decision | Meaning | What to do |
|---|---|---|
| Self-service | A public journey exists that the agency can complete and verify | Run the guide with one property and one test account; retain the stated evidence |
| Assisted | The agency prepares the data, but an activation, credential, or external effect requires coordination | Agree the owner, window, and test; do not improvise steps that are not published |
| Optional / deferred | The module is not required to accept the first cohort | Leave it disabled and record who will decide on its later implementation |
| Not available as self-service | No sufficient public contract or journey exists | Do not promise it or make it a dependency until you receive explicit confirmation |
A row is ready only when observable evidence exists. A menu screenshot, a queued background task, or an accepted invitation is not enough.
Mandatory gates for the first cohort#
| Area | Public mode | Minimum evidence for marking it ready |
|---|---|---|
| Account, plan, and owners | Self-service for review and decisions | Billing and subscription identifies the team, plan, state, and next date; portfolio, channels, access, operations, finance, and compliance each have an owner |
| Inventory and source of truth | Self-service | One row exists for every real property with owner, current system, listings, future reservations, blocks, and responsible person; the agency follows the cohort portfolio guide |
| First property and operation | Manual self-service; URL import is outside the autonomous journey | The pilot property is created manually, has exactly one operation, and its data is reviewed; the URL importer is not used while its security review remains open |
| Roles and resource scope | Self-service | The roles, positions, and access matrix is decided before invitations; a second account completes an allowed action and receives an expected denial without seeing another property |
| Pricing, minimum stay, and calendar | Self-service | The price and availability review matches on an occupied, blocked, and free date, plus one high-demand date |
| OTA distribution | Self-service preparation + assisted activation | The pre-activation checklist is complete; Holidario confirms pilot activation and the agency compares reservation, price, minimum stay, and availability again. Preparing infrastructure or creating a connection does not prove activation |
| Reservation and operational shift | Self-service after controlled real data exists | Manager and front desk find the same verified reservation, work through the Daily PMS Agenda, open the source records, and hand over one exception to a clear owner |
| Incidents and escalation | Agency process + contracted channel | Every incident type has an internal owner; the team can prepare a help request without passwords or unnecessary data. This guide does not define a support address, hours, or SLA |
| Exit and continuity | Partial cancellation in product + assisted operational exit | The agency has reviewed the cancellation and exit boundary, knows the destination of reservations, channels, payments, data, and access, and does not confuse subscription cancellation with operational closure |
If a mandatory gate lacks evidence, keep the cohort in preparation even if other modules already work.
Decide the operational modules#
These modules belong to the Agency plan, but whether they are needed depends on the operating model. Select Now or Later for each group; do not enable a group merely to explore it with the complete portfolio.
| Sold module or area | Mode and starting point | Observable evidence before using it with the cohort |
|---|---|---|
| Property onboarding forms | Optional, self-service. Start with collect and review a property form | One owner completes a test form; the agency reviews every change before applying it and recognizes data that remains pending |
| HR and team | Optional, self-service for verified onboarding. Use Onboard an employee | Account, membership, role, and employee record are linked; the position is not used as a permission |
| Cleaning | Optional, self-service. Use weekly and daily planning | An administrator distributes one task; the correct person opens, evidences, and completes it through their own account; another person cannot open it |
| Tickets and maintenance | Optional, self-service. Use Create and coordinate tickets | A test ticket retains property, priority, owner, conversation, evidence, and closure or escalation |
| Access points and keys | Optional, self-service for administrators and managers. Use Create access points | One point is assigned to a controlled reservation, front desk sees only required information, and an alternative procedure exists if access fails |
| Finance, companies, and invoices | Optional, self-service. Start with people and companies | Test issuer, customer, office, and tax details are correct; an invoice or document can be found without duplicating identities |
| Property expenses | Optional, self-service. Use Record a property expense | A test expense belongs to the correct property, period, supplier, and amount and can be distinguished from a received bill |
| Property-owner payouts | Optional, self-service for review and preparation. Use Understand a payout | Agency and owner reconcile the same period, income, expenses, adjustments, and state before treating a payout as paid |
| Direct website and booking engine | Optional; self-service content and listings, assisted public launch for a new external account. Start with Configure the site. The guest journey is an operational reference after Holidario explicitly accepts the provider/property test | Identity, policies, and listings are reviewed without real traffic; price, availability, confirmation, email, and pausing are tested as a guest only within the agreed acceptance. Continuity of an already-live founding site does not qualify another account |
| Coupons | Optional, self-service after accepting the site. Use Create and check coupons | One valid and one invalid coupon produce the expected total and message without changing another rate |
| Direct-booking payments | Not available for autonomous launch by a new external account; review and reconciliation are documented after explicit acceptance | Do not open paid sales or make a test charge until Holidario accepts the applicable provider, property, and reconciliation. Afterwards, a reservation and payment record match in amount and state under Payments and refunds. This does not disable or redefine continuity for accounts already operating |
| SMS and WhatsApp through Twilio | Optional, self-service with organization credentials. Use Configure Twilio | One controlled message shows sender, recipient, state, and recoverable error without sharing personal credentials |
| Templates and AI conversation analysis | Optional, self-service after privacy and human review are approved. Use Configure analysis | A controlled conversation is analyzed, a person reviews the result, and the team knows AI does not send or decide by itself |
| Telegram | Optional, self-service with an organization bot. Use Configure Telegram | An authorized chat receives a test, an unauthorized chat receives no data, and someone owns token rotation |
| PrintNode and printing | Optional, self-service on a controlled computer. Use Configure PrintNode | The correct printer produces a test document without guest data and the team recognizes a failed job |
| Contracts | Self-service templates and manual export; integrated signing unavailable. Use templates, manual export, and respect the signing boundary | An accepted template generates the correct document; the external signing, delivery, and retention process has an owner and is not presented as integrated signing |
| Licenses, certificates, and NRA | Optional, self-service for tracking. Use Review licenses, certificates, and NRA | Every applicable property has a state, date, owner, and evidence; an alert is not treated as automatic legal validation |
| SES Hospedajes | Assisted for first setup and certificate replacement | The public setup boundary is satisfied; the first controlled submission is reviewed without sharing the certificate or password in a normal ticket |
| Sede Registradores and NRUA/XBRL | Assisted credentials; subsequent review is documented | The setup boundary is satisfied, one known filing matches, and no formal action is used as a connection test |
| VeriFACTU and company details | Assisted tax preparation | The agency follows the setup boundary and does not treat a technical state as tax advice or proof of an accepted submission |
| INE report | Not available as complete self-service generation | Read the current INE XML boundary and retain the applicable alternative procedure; do not mark the module ready merely because data exists |
| Document Intelligence | Optional, self-service with human review. Use Configure Document Intelligence | One test bill is processed and a person compares supplier, dates, bases, taxes, and total before accepting data |
| Google Ads | Optional and assisted; campaign actions are not self-service. Use Google Ads: current access and control boundary | Account, accountable owner, maximum budget, and test window are agreed; nothing is imported, synchronized, enabled, or paused until Holidario explicitly accepts the journey |
| API and custom integrations | Not available as public self-service | Apply the API and integrations boundary; do not use internal routes or provide credentials without an accepted proposal |
| Advanced analytics and revenue management | Not available as an accepted public journey | Do not promise specific reports, decisions, or automations until the screen, data, permissions, and acceptance criteria are confirmed |
| White label | Must not be confused with having configured the direct website | Define in writing which identity, domain, and surfaces are included; do not mark this label ready merely because the site has a logo |
| Dedicated support | Commercial condition, not a self-service module | The account holder retains the agreed channel, hours, priority, and response; do not infer a contact or SLA from the plan label |
Sequence for a large portfolio#
- Complete the mandatory gates with one pilot property and two real accounts with different scopes.
- Select only the modules needed to operate that property through one representative week.
- Record each result as Ready, Assistance pending, Deferred, or Unavailable.
- Onboard a small cohort and repeat the tests on a sample, not only the first property.
- Expand only while reservations, calendars, pricing, access, and owners remain reconciled.
Minimum decision record#
For every row retain:
- decision and date;
- cohort properties;
- approving and executing people;
- link to the public guide used;
- test identifier, never credentials or unnecessary personal data;
- expected and observed result;
- outstanding error, owner, and next review;
- alternative procedure or exit condition.
The agency is ready for the next cohort when it can demonstrate what is active, what is deliberately deferred, and who acts if a dependency becomes unavailable.