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.

Once saved, the token is never shown again: its box stays empty on the edit screen. Leave it empty to keep the saved token, or enter a new one to replace it. 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 review the Bot Users card: it loads when the screen opens with the bot connected; use Refresh Users if the person has just messaged the bot.
3. Confirm the name and numeric identifier before sending anything.
4. In Admin Users, enter the numeric identifier and select Add Admin only for 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#

With the bot connected, the screen shows the Activity Dashboard and the Bot Users when it opens; Refresh Statistics and Refresh Users read them again. For a manual message from Send 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 the frequency and the Send Time, which applies in the team's time zone;
5. save it first with Active cleared;
6. review the Next run;
7. enable it only when the result is unambiguous.

The Test Send action, in the alert's menu, 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 expected time and next run.

Recover a connection#

If the bot appears disconnected:

1. confirm that the token was not revoked;
2. enter the complete replacement token and save: saving it makes Holidario try to configure the webhook again;
3. check the username again;
4. 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 next run does not match the expected time, disable the alert and review the send time and the team's time zone before re-enabling it.
• 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.