Configure and operate the Telegram bot

The Telegram bot provides an auxiliary channel for consulting and distributing operational information. It does not replace Holidario tasks, permissions, or records: the source information remains in the product.

Only authorized administrators should configure the token, grant bot-administrator access, or create scheduled deliveries. Receiving a bot message does not grant Holidario access.

Before you start#

You need:

• the Agency plan with the Telegram integration available;
• read-telegram-bot permission to view and update-telegram-bot to change or send;
• authorization for the team's bot;
• a bot created for the agency through Telegram's official bot-management tool;
• its complete token and reply language, Spanish or English;
• the numeric identifier for every user or group that should receive information.

Use a bot dedicated to this team. Do not reuse a token shared with another agency or with automations that could change the webhook.

Connect the bot#

1. Switch to the correct team.
2. Open Integrations > Telegram Bot.
3. If it shows Disconnected, open Edit.
4. Enter the bot token and choose its language.
5. Save and return to the integration.
6. Check that it shows Connected and that the username belongs to the expected bot.

When a new token is saved, Holidario attempts to configure its webhook. You do not need to copy or manually create a URL in Telegram.

The documentation image deliberately leaves the token input blank; it does not demonstrate how a live edit screen handles an already-saved token. Restrict this screen to trusted agency administrators. To replace the token, enter the complete new value; do not paste a partially masked version or send it to support.

Register users and administrators#

1. Ask each recipient to open the correct bot in Telegram and select Start or send /start.
2. Return to Holidario and load the bot-user list.
3. Confirm the name and numeric identifier before sending anything.
4. Add as a bot administrator only someone who must run operational queries.
5. Ask that person to use /help to see the commands available to their access.

Bot administrators can use status and cleaning queries unavailable to a regular user. This list is independent of Holidario roles; you must maintain both deliberately.

Review activity and send a message#

The screen can load statistics, users, and messages recorded by the bot. For a manual message:

1. select a user who has already started the bot;
2. confirm that it is the correct recipient;
3. write only the necessary information;
4. send once and check the outcome before repeating.

Telegram and Holidario histories may both retain copies of the message. Do not use this channel for passwords, access codes, identity documents, or personal information that is unnecessary for the task.

Scheduled alerts#

The available automation sends cleaning assignments for a date interval. Before enabling it:

1. check that the employee or provider is active in Holidario;
2. choose the correct Telegram destination;
3. review start date, end date, or interval length;
4. set frequency, time, and time zone;
5. save it as inactive first;
6. review the next execution;
7. enable it only when the result is unambiguous.

The test action sends a real message immediately. It is not a preview. Use a controlled recipient first and avoid testing against large operational groups.

Telegram is an alert, not confirmation that a task was read or completed. The team must update the work in Holidario.

Know when it is ready#

The bot is ready when:

• the connection shows Connected;
• the username matches the agency bot;
• a test user appears after /start;
• that user receives a test reply;
• the administrator list contains only verified identifiers;
• every scheduled alert shows the correct time and time zone.

Recover a connection#

If the bot appears disconnected:

1. confirm that the token was not revoked;
2. enter the complete replacement token and save;
3. check the username again;
4. use Refresh Webhook only after validating the token;
5. ask the test user to send /start again.

If it connects but does not reply, retain the exact time and bot username. Do not create several bots or alternate tokens as a test method: that would make it difficult to know which webhook receives each message.

If a user or alert fails#

• If the user does not appear, they must first start a conversation with the bot.
• If the destination is wrong, disable the alert before editing it.
• If someone leaves the team, remove them from bot administrators and scheduled alerts too.
• If the time zone is wrong, correct it before re-enabling.
• If a test reports partial errors, verify every destination; do not assume that everyone received the alert.

Security and privacy#

• The token controls the whole bot: do not share it by email, chat, or support request.
• Periodically review administrators, groups, and active schedules.
• Telegram is an external provider; your agency must evaluate its terms and data processing.
• Use the minimum personal content and avoid including property access codes.
• Revoking a user in Holidario does not automatically remove them from external Telegram groups.

What to send support#

Include the team, bot username, action, partially masked destination, time and time zone, and visible error. Do not include the token or an unnecessary copy of the complete message.