User manual

FlatsBratislava — User Manual

Welcome to the FlatsBratislava operator manual. This is the day-to-day reference for everyone running properties on the platform — owners, hosts, cleaners, and admins.

What this manual is. Plain-English explanations of every operator-facing feature: where to find it, what it does, how to use it, and what to do when it surprises you.

What it is not. A developer reference. For architecture, APIs, migrations, and internal contracts, see the docs/ parent folder.

Where do I start?

If you are… Read first
New to the platform Getting Started → Overview
Logging in for the first time Getting Started → Login
Looking at the Pulse dashboard Getting Started → Dashboard
Onboarding a new property Properties → Property Configuration
Setting up the smart lock Properties → Smart Locks (Nuki)
Dealing with a stuck reservation Reservations → Send Check-in
Writing or editing a task rule Task Templates → Editor
Asking the AI assistant Pulse Copilot
Adding a cleaner Team & Access → Teammates
Checking owner payouts Reports → Payout Report

Manual sections

Getting Started

Login, dashboard tour, and the core concepts you need before doing anything else — tenants, properties, reservations, tasks, teammates.

Properties

Property list, per-property configuration, prices, photos, check-in/out times, and Nuki smart-lock integration.

Reservations

The reservation list, individual reservation views, and the Send Check-in workflow that delivers PIN codes and arrival instructions to guests.

Tasks

Operations tasks (per-reservation work items), task cards, auto-resolve, and the WhatsApp notification flow that surfaces tasks to whoever is on the hook.

Task Templates

The rules engine — how task templates fire, what placeholders you can use ({{guest.name}}, {{property.address}}…), conditions, and the editor.

Pulse Copilot

The AI assistant embedded in the Pulse dashboard — ask it a question, paste a screenshot, have it create a task for you.

AI Cockpit

Tune the AI: per-specialist agent editor (prompt + model + thinking budget + rounds), llm_prompts editor, and the cost dashboard with per-turn drill-down.

Communications

Inbound WhatsApp bot, AI reply suggestions, language detection, the FAQ knowledge base, V28 Message Templates editor, V28 Inbox search.

Special Requests

LLM-detected guest requests (wine / parking / early check-in / etc.), approval-gated, prompt-driven per-tenant.

Auto-refine drafts

Per-template / per-tenant policy: confident drafts auto-send; flagged drafts go through a refinement pass or queue for operator approval.

Team & Access

Teammates (hosts, cleaners, admins), per-teammate Nuki access codes, and the cleaner WhatsApp walkthrough (plán flow).

Cleaner Web App

The mobile-first PWA for cleaners — OTP login, 6-scene walkthrough, offline queue, voice-note issue reporting. Alternative to the WhatsApp plán flow (Channel A stays).

Mobile app

The operator-facing mobile UI — Pulse, Inbox, Smart Locks, AI Copilot on phone.

Supplies

Per-property consumable tracking — stock, receipts, pack-size mapping, auto-close on restock.

Accounting

Overview KPIs, AccPayments (city-tax + cleaning task peek), invoice editor, city tax monthly bundle.

Bug Report

In-app Report Bug capture — screenshot/video/voice + auto-collected context + Claude reproducer + GitHub-issue filing.

Reports

Revenue, payouts, messages, reservations, and the revenue simulation tool.

Settings

Tenant configuration, integrations (Hospitable, WhatsApp Cloud API, Nuki), languages, and per-tenant defaults.

Admin

System logs, webhook logs, activity log, LLM-prompt editor, Task templates audit log, and admin users.

Channel sync

Per-property "What syncs?" matrix between FlatsBratislava and your booking channels (Beds24, Hospitable) — rates, availability, content, photos.

In-app notifications

Sibling channel to WhatsApp — tab shake, audio cue, persistent inbox bell, 60s WA fallback if not acked. Per-template override.

Community portal

/roadmap in-house (Phase 1) + community.flatsbratislava.com Discourse forum (Phase 2). Vote on what gets built next; discuss with other operators.

Status page

status.flatsbratislava.com — single view of all 4 envs' app + DB health. Public health board; deeper diagnostics for superadmins.

Cost observability

Cross-tenant AI + integration spend dashboard (costs.flatsbratislava.com) — superadmin only.

Validator + refine

Outbound message validator with operator-in-loop and autonomous refine modes. 3-button surface (Refine / Send Anyway / Dismiss) consistent across all 8 send surfaces. Configurable blocking threshold per template.

Platform admin

Superadmin-only — tenant switcher (no re-login), costs. / infra. subdomains, AI provider toggle (Anthropic ↔ Ollama).

Changelog

What changed, when, and which features it affected — kept up to date as issues close.

How the manual is maintained

Documentation is treated like code. Every GitHub issue that ships a user-facing change gets:

  1. A documentation update in the relevant section of this manual.
  2. The user-manual:documented label on the issue.

Purely technical issues (security audits, refactors, internal helpers) get the user-manual:not-needed label and never reach this manual — they're for the developer reference under docs/.

If you spot a feature that's missing or out of date, open an issue with the documentation label and someone will pick it up.

Conventions used in this manual

  • Bold for UI element names — Send Check-in, Pulse, Operations Tasks.
  • Monospaced for placeholders, button-action keys, exact strings the system reads or writes.
  • 📷 markers indicate a screenshot is embedded.
  • ⚠ markers indicate a known gotcha or edge case to read before acting.
  • 🔁 markers indicate a workflow that loops back through the operator (e.g. a WhatsApp button reply triggers another task).

Screenshots live in docs/screenshots/ and are referenced by relative path.

Source: the FlatsBratislava operator manual.