A Step-by-Step Guide for Hosts and Short-Stay Operators
Managing guest communication can be time-consuming, especially when bookings come from multiple platforms. Janus Digital automates this process, ensuring that every guest receives clear, timely information while reducing the workload for operators.
Here’s how the system works from the moment a booking is received
1. Booking Received from OTAs
Guests make their reservations through Online Travel Agencies (OTAs) such as:
Each booking includes details like guest name, number of nights, and check-in/check-out dates.
2. Integration with Property Management / Channel Manager Systems (PMS)
Instead of manually tracking each booking, Janus Digital integrates directly with the Property Management System (PMS) / Channal Manager (CM).
Currently, Janus Digital supports integration with:
- Hostplatform – https://hostplatform.com/
- EZee – https://ezeetechnosys.com.my/
- Hostaway – https://www.hostaway.com/
The PMS/CM acts as the first receiver of all OTA booking data, storing everything in one place for easy management. From here, the information flows into the Janus Server.
3. The Janus Server – Your Control Center
The Janus Server is the “brain” of the system. It:
- Collects booking information from the PMS/CM.�
- Processes and organizes the data.�
- Routes communication tasks to WhatsApp
Think of the Janus Server as the middleman that makes sure your guest information is transformed into clear, automated communication.
4. Guest Communication through WhatsApp
Once the Janus Server receives the booking data, it automatically triggers a series of WhatsApp messages to the guest.
Examples of what can be sent:
- Booking confirmation (instantly after reservation).�
- Pre-arrival messages (directions, check-in times, house rules).�
- During-stay support (WiFi password, facilities info, or local recommendations).�
- Check-out reminders and thank-you messages.
This ensures that the guest receives all the information they need in a channel they already use daily.
5. AI Engine – Automated Smart Replies
To make communication seamless, Janus Digital integrates an AI Engine that:
- Answers frequently asked questions automatically (e.g., “What time is check-in?” or “Where is the nearest parking?”).�
- Provides accurate, instant replies without waiting for the operator.�
- Learns from repeated queries to improve future responses.
This reduces the number of routine questions operators need to handle, freeing them to focus on more important tasks.
6. Hotel Operator Involvement
While automation handles most communication, operators still play a key role:
- Operators can step in anytime when a query requires human judgment.�
- All communication happens in WhatsApp, so there’s no need to log into multiple platforms.�
- Operators maintain control while letting automation handle repetitive work.
Why This Matters for Hosts and Short-Stay Operators
- Time-Saving: No more copy-pasting booking details into messages.�
- Consistency: Every guest receives the same high-quality communication.�
- Guest Satisfaction: Faster responses and clear instructions make for happier guests.�
- Scalability: Handle more bookings without increasing workload.
