If the Grid is the heart of Hostay, Listings is the brain.

It is in Listings that you manage and edit your listings, from the title, description, photos, to the connections each listing has with booking platforms.

In other words, this is where you control all the important information so that your listings are always up to date and working properly.

It is in Listings that you create, manage, and edit your listings — from the title, description, photos, to the essential details that ensure everything is always updated and functioning correctly.

With Listings, you can:

Additionally, Listings is divided into 17 submenus, each responsible for a specific part of the listing configuration. We will explore each of them step by step to ensure you take full advantage of everything this tool offers. Just click Edit.

This is where you activate conversations with Hostay’s artificial intelligence.

Hostay AI automatically responds to guests in real-time, using information from the listing itself — such as property description, house rules, location, amenities, and policies — to reply quickly and accurately.

In addition, you can customize the AI’s behavior by entering specific commands so it communicates in the way you want.

Terms of Use and Privacy

This service uses Artificial Intelligence to generate automatic responses to facilitate and streamline the work of Hostay administrators.

This is an experimental product, developed using various AI tools to provide fast and efficient support.

Hostay is not responsible for information provided, generated, or transmitted to guests through this automated system.

By using this product, you agree to our Privacy and Responsibility Terms, available on our website.

Within this submenu, you can also link your listing to a Google Places location, which allows the AI to have more geographic context to answer questions about location and proximity to points of interest.

For example:

This integration makes responses much more precise and useful, especially for guests unfamiliar with the city.

The Dashboard submenu offers a quick and detailed view of the individual performance of each unit, property, room, or listing.

It provides the same functionalities as the main dashboard, but focused on a single listing — ideal for understanding how it is performing in real time.

This submenu displays the individual calendar of the selected listing, with the same functionalities as the main Grid/Calendar, but focused on only one unit.

It is ideal for those who want to view, edit, and manage the dates of a specific listing without being distracted by others.

Take advantage of the calendar to apply specific price and stay rules, such as minimum nights only on strategic dates.

The Cost/Expense Center submenu was developed so you can record and manage all costs related to your unit. This includes fixed expenses such as rent and internet, as well as occasional items like towels, toilet paper, or services such as electricians and plumbers.

To create a new expense, follow the step-by-step instructions below:

Filling Out the Registration Form

Field: Name
Enter a specific name for the cost. Examples:

Tip: Use clear and objective names to make organization easier.

Field: Category
Select a category representing the type of cost.

Examples of categories:

If the desired category does not exist:

Example:
If you are registering a cost with an electrician, you can create the category called Maintenance Services. Within it, you can group electrician, plumber, painter, etc.

Field: Company
Here you can enter the name of the company or service provider responsible for supplying the item or performing the service.

This field is optional — fill it if you want to keep track.

Field: Description
Describe the cost in more detail. Use this field to better explain the service or product.

Example: “Replacement of the shower resistor in unit 102, performed by João Electrician.”

Field: Unit
Select the unit to which this cost is linked.

It is essential to select the unit correctly to keep data organized.

Field: Total Cost Value
Enter the total expense value.

Field: Value for the Owner
If this cost is, in whole or in part, passed on to the owner, fill in this field with the corresponding amount.

Field: Payment Method
Select how the payment will be made:

Field: Payment Status
Indicate if the cost has already been paid or is still pending.

This helps control your cash flow and avoid duplicate payments.

Launch Date
Enter the date the cost was recorded in the system.

Due Date
Enter the expense due date.

Expense Repetition
Indicate how many times this expense will be repeated:

Attachments
You can add attachments related to the expense, such as:

This facilitates later verification and auditing.

After filling in all cost information:

This is the final step to ensure the information is successfully recorded in the system.

By correctly recording your costs, you ensure more precise financial control, improve management transparency, and make reporting easier for owners and administrators.
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​Understanding the "Details" Menu in Hostay

The "Details" menu is one of the most important in the Hostay system. Here, you register and manage all the main information of your listing, which impacts both how it appears on platforms and in the booking engine, as well as your internal organization.

Important: Whenever you make any edits in this menu, click the blue “SAVE” button at the bottom of the page to ensure changes are applied correctly.

By clicking on "Gallery," you will be directed to the property’s photo page.

On this page, you can:

This is the title visible to the guest, both on platforms and in the booking engine.

You can change it to highlight the property’s strengths, such as location, view, or amenities.

This name is visible only inside Hostay and helps with your organization.

Use names that make management easier, such as "Studio Copacabana 801" or "Casa Verde Paraty."

This field is not imported from Airbnb and must be manually filled with relevant information about the space.

Include details such as:

Note: Platforms like Decolar and Hopper require at least 200 characters in this field to allow the listing to be exported.

Here you should enter the city and state of the property, for example: São Paulo, SP.
This is applied in the booking engine.

Enter the total area of the property in square meters (m²).

This information can influence searches and filters on platforms.

This field can be automatically filled when importing a listing from Airbnb or Booking, but can also be manually edited.

Examples: apartment, house, guesthouse, hotel, etc.

The Groups menu allows you to better organize your properties within Hostay.

How to create and use groups:
Click Edit > Create Group, choose a name, and save.
Then, go back to Edit and select the created group to associate with the property.

You can use groups to filter and locate your accommodations more easily within the system.

Here you define how units will be organized for guests in your booking engine.

What you can configure:

Practical example:

In the booking engine it will appear as: Zona Sul > Ipanema, Leblon

You can also check an option to hide this group in the engine if you want to keep the unit active but not visible.

Always remember to click SAVE after configuring.

If you have a video of the unit, insert the YouTube link here.

It will be displayed directly on the property’s booking engine page.

Here is the direct link to your property’s page in the booking engine.

You can copy and paste it into your browser to see how guests will view the listing.

Note: The link will only work if the property is integrated with the booking engine.

Enter the full address of the property here.

This information is essential for geolocation and data updates on platforms.

Attention: when importing from Airbnb, the address may come incomplete.

Tip: Paste the full address in the search bar and click the suggestion that appears — the system will automatically fill in the fields.

In this field, you define the house rules.

Common examples:

After entering policies, click SAVE.

Fill in the data of the account holder exactly as registered on Booking.

This step is essential to allow the listing to be exported to Booking.

Additional note (outside the field):
After filling in, you also need to connect to Channex and provide the LEID (Legal Entity ID), which is the corporate ID.

This button deletes the property from the Hostay system.

Important:

Deleting the property from Hostay does not automatically delete it from connected platforms (like Airbnb or Booking).

You need to enter each platform and delete it manually.

This button generates automatic translations of your listing content for the booking engine, making it accessible to international guests.

The "Details" menu gathers essential information for your listing’s operation within Hostay and external platforms.

Whenever you make any changes, scroll to the bottom of the page and click the blue “SAVE” button.

Without this, your changes will not be applied.

The Gallery page is where you manage your property photos within Hostay.

On this page, you can:

The Gallery is crucial to ensure your accommodation has a quality visual presentation, directly influencing guest decisions in the booking engine.

Keep your photos updated, well-lit, and organized — the image is one of the main conversion factors.

Important: After any image edits, click the blue SAVE button at the bottom of the page to ensure changes are applied correctly.

7. Amenities in Hostay
​Airbnb and Booking

Amenities are the items, services, and facilities your property offers to guests. They are crucial for the success of your listing because they influence how it appears on platforms, search filters, and the guest’s final experience.

In Hostay, all amenities are presented in a single unified list, indicating which platforms each item will be sent to: Airbnb, Booking, or both.

How amenities work in Hostay
All amenities are organized on a single screen.
Next to each amenity, there is an indication of which platform accepts that item.
You should only check the amenities that actually exist in your property.

Automatic import of amenities

Airbnb
When you import a listing from Airbnb, the amenities registered on Airbnb are automatically imported into Hostay. You don’t need to fill everything from scratch, but you should always review what was imported to ensure the information is correct and updated.

Booking
Similarly, when importing a listing from Booking, the amenities registered on Booking are also automatically filled in Hostay. This speeds up the registration process and ensures consistency across platforms. However, it is essential to review imported amenities to avoid errors or outdated information.

Platform-specific amenities
Some amenities are accepted by both platforms, while others are exclusive to one.

Examples:

You will clearly see in the system which platform each amenity will be sent to. Just check the identification next to each item.

Booking requirement: Kitchen or Kitchenette
For most units to be exported to Booking, one of the following amenities must be checked:

This requirement applies especially to:

If your property does not have a kitchen or kitchenette, export to Booking may be rejected.

This requirement does not apply when the property type is guesthouse, hotel, or other hotel structures, where individual kitchens are not expected.

Steps to set up amenities correctly

Best practices

Conclusion
Keeping amenities updated and correctly checked in Hostay is essential to ensure:

Whether importing a listing or editing manually, always review amenities carefully and save changes to ensure everything works correctly.
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​8. Rooms and Bedrooms
In this section, you will configure the rooms in your unit, such as bedrooms, bathrooms, and living rooms. This information is essential for your listing to be displayed correctly on booking platforms.

How to add rooms manually
Click on “Add another room.”

Choose the type of room: bedroom, living room, or bathroom.

If it’s a bedroom or living room, select:

In the case of the living room, you can only add a sofa bed.

If it’s a bathroom, provide:

At the end, click “Save” to register the changes.

Import rooms from Airbnb
If the unit was imported from Airbnb, you can bring the rooms registered on the platform directly into Hostay.

Important: this action is not automatic.

To import:

Room type limitations
In Hostay, you can only register:

This is because all integrated platforms (like Booking, Hopper, and Decolar) only recognize these three types of rooms. Only Airbnb allows detailing other spaces (like kitchen, balcony, office, etc.), but these options are not compatible with other channels.

If there are other relevant areas in the unit, include this information in the space description, not in this section.

Final notes
Always review room and bed data to ensure it is up to date.

This information directly impacts the unit’s capacity and how the listing appears to guests.

After any change, click “Save” at the bottom of the page.

9. Fee Types and Their Functions

Below are the main types of fees you can configure in the Hostay system or another similar channel manager.

1. Cleaning Fee

2. Pet Fee

3. Administration Fee

4. Bedding/Towel Fee

5. Water/Utilities Fee

6. VAT / ISS (Service Tax) – Booking Only

7. Municipal Tax (Booking Only)

8. Tourism Fee

9. Resort Fee

10. Parking Fee

11. Security Deposit (Deposit)

Practical Summary

Practical Exercise
Set up your unit’s fee structure considering:

10. Availability
In the Availability section, you define the advance booking rules for your unit, as well as the preparation time between reservations.

These settings help organize your cleaning schedule, guest check-in/out, and control when bookings can be made.

Available fields:

Important: After defining or changing any information, click “Save” at the bottom of the page to apply the changes.

11. Capacity, Prices, and Policies
In this module, you will learn how to configure your unit’s capacity, extra guest charges, cancellation policies, and price derivation in Hostay.

These details are essential for your listing to function correctly on connected platforms.

1. Capacity and Extra Guest Price
(Valid for Booking, Reservation Engine, and other platforms — except Airbnb)

In this section, you define:

Practical example with fixed value:

Meaning:

If the base price is R$200:

Practical example with percentage:

Meaning:

If base price = R$200:

The system applies these settings to all connected platforms (Booking, Reservation Engine, Decolar, Hopper, etc.) whenever you export or request updates from our team, without manual selection on the platforms.

2. Capacity and Price on Airbnb
(A separate field since Airbnb logic is different)

Airbnb uses a multiplier logic for extra guests. Configure:

Practical example:

Calculation:

If base price = R$200:

3. Cancellation Policy

It is important to select the policy that fits your operation and each channel.

4. Price Derivation
With derivation, you can link the price of one unit (child) to another (parent), applying a percentage variation.

How it works:

Example:

If parent price changes to R$150, the child adjusts automatically to R$180.

Important: Only percentages are accepted (not fixed amounts).

Benefits for Hospitality:

⚠️⚠️⚠️ IMPORTANT!
If you manage a hotel or guesthouse, it is highly recommended to request support assistance since any changes here on the listings can affect your multi-property mapping.

⚠️ ALWAYS CLICK SAVE AFTER MAKING CHANGES
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​12. Check-in / Check-out and Instant Booking
​Objective:
Set the guest check-in and check-out times, enable or disable instant booking in the booking engine, and define the unit’s Wi-Fi information.

1. Check-in Period
​Definition: Allowed time range for the guest to check into the accommodation on the reservation day.

Common example: from 2:00 PM to 8:00 PM.

Importance: Organizes the flow of arrivals and the cleaning or reception team.

Note: If check-in is automatic (with electronic lock, key box, QR code, etc.), it is possible to offer a wider time frame or even 24 hours.

2. Check-out Period
​Definition: The deadline for the guest to vacate the unit.

Common example: until 11:00 AM or 12:00 PM.

Importance: Ensures enough time for cleaning and preparation for the next stay.

Tip: Late check-out can be offered upon request or for an extra fee.

3. Instant Booking
​What it is: Allows the guest to complete the reservation without manual approval from the host.

Application: Works on the property owner’s direct booking engine (own website, WhatsApp, etc.).

Benefits: Faster booking process and higher conversion.

Attention: Requires strict calendar control, a prepared team, and efficient operation to avoid overbooking.

Recommendation: Enable only if the operation is organized to handle immediate bookings.

4. Wi-Fi Settings
​Function: Field to register the unit’s Wi-Fi network name and password.

Objective: Automatically inform the guest before or during check-in, without additional contact.

Advantages:

Recommendation: Use clear network names (e.g., "WiFi_Apto202") and simple but secure passwords. Update the system whenever changes occur.

Configuration Summary

13. Automated/Scheduled Messages
​Objective:
Set up automatic messages to be sent to guests at different stages of the stay, with personalized and automated content. This improves communication, reduces doubts, prevents forgetfulness, and saves the team’s time.

Available moments for automatic sending
You can schedule automatic messages for the following moments:

Dynamic commands with "@"
Messages can be automatically personalized with commands starting with “@”. These commands pull reservation information directly from the system, generating personalized communication even when automatic.

How to use:

Available commands with "@":

Channels with automatic sending
Automatic messages can be sent to these integrated platforms:

You can choose channels for which you do not want to send each automatic message. Click the channel selection button during configuration.

Important: Clicking the button chooses not to send the message to that specific channel. Useful to avoid duplicate messages on platforms that already communicate with the guest.

Thus, you maintain control of communication and prevent the guest from receiving repeated messages from multiple sources.

Sending images with messages
The system allows attaching an image to the automatic message body. Useful for:

Images are sent along with the text, facilitating guest understanding.

Best practices for configuring messages

Functionality Summary

13. Commission Center – Understanding and Configuring
​Introduction:
The Commission Center is fundamental for managing your accommodation business finances. Through this feature, you define:

These configurations directly impact financial reports and how amounts are calculated and transferred. Understanding each point carefully is essential.

1. Purpose of the Commission Center
The Commission Center exists to automatically and transparently organize:

Without this setup, all amounts would need to be manually calculated per reservation, increasing errors and complicating management.

2. Available Calculation Methods

By Check-in:
Reservations are selected based on check-in date within the chosen report period. Useful for organizing payouts according to guest arrival.

By Check-out:
Reservations are selected based on check-out date within the chosen period. Recommended for payouts after guest departure.

By Night:
Recommended for long-term stays, calculating amounts per night only for selected dates. If a reservation spans two months, the report splits dates between months.

By Billing:
Considers the date the reservation amounts are actually transferred by platforms like Airbnb or Booking, reflecting the cash flow accurately.

By Payout Date:
Considers the real transfer date by administrator or platform.

Calculation Method Recommendation: By Billing
Recommended because it reflects the actual cash flow received. Avoids distortions from using only check-in or check-out dates.

3. Commission on Rate / Night
Define administrator commission percentage over the nightly rate. Options:

4. Commission on Fees
Platform fees can be allocated:

5. Fixed Costs per Completed Reservation
Optional fixed costs applied per completed reservation, deducted from owner payout:

6. Result: Financial Report
Reports show:

Using reports enables strategic decisions and transparency with owners.

Conclusion:
Correct setup ensures clarity, cost control, transparency, and accurate reporting.

14. Connections – How to Export/Update Your Listing Safely
The Connections menu allows exporting or updating units.

⚠️ Important: Export is not item-by-item; all Listings information will be sent to selected platforms.

Channels:
You can also adjust listing markup.

Click platform name to open the corresponding listing page.
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​15. Automations

Reception Email
​General Description
The Reception Email feature automates the sending of guest information to lobbies, receptions, or building and condominium management offices.
It is especially useful for hotels and property managers operating multiple units or properties with access control.

How It Works

Email Content Sent
The automatically generated email includes:

Receipt Confirmation
After sending:

This confirmation serves as a formal record that the reception was properly informed.

Visual Indicators
To facilitate visual monitoring of the status of sent emails, the system uses colors on the status icons:

Benefits of Automation

Recommended Settings

Creating a listing is one of Hostay's functionalities. With it, you can build your listing from scratch and send it directly to major platforms like Airbnb and Booking.

To create your listing, click the Create Listing button and fill in the requested fields. Below, we explain each of them, which appear on sequential pages. The user fills out one page and clicks Next to move to the next page.

⚠️ It is important to click 'Save' on all steps to ensure that no information is lost during the listing creation process. ⚠️

Enter the title of your listing.

This title will appear to guests on booking platforms.

Use a clear and attractive title that highlights the qualities of your property.

Fill in the unit details, except for the full location, which will be done on the next page.

Here you provide:

Provide the complete address, including street, number, complement, neighborhood, city, state, and country.

Use the Google Maps–based location field to ensure the address is accurate.

This information is essential for the guest to find and assess the distance to the property.

Set up the rooms in your unit:

This information directly impacts the capacity and comfort of the unit.

Important: Only these three types of rooms are accepted in Hostay for compatibility with platforms (Booking, Hopper, Decolar).

If there are other relevant spaces, include them in the unit description, not in this section.

Set the fees applicable to your unit, such as:

Define the amount, billing method, and visibility to the guest.

These fees directly impact the final price and the presentation of the listing.

Define the unit capacity:

Set specific policies:

Configure price derivation if you want to link the price of one unit to another with a percentage variation.

Always review and save changes.

Check all the amenities your unit offers, such as:

The list appears unified with indications for which platforms each amenity will be sent (Airbnb, Booking, or both).

Special attention: mark “Kitchen” or “Studio” if it is an apartment, studio, or house, for correct export to Booking.

Upload photos of the unit.

You can import photos from Airbnb if the unit is connected.

Keep photos updated, well-lit, and organized, as this directly affects listing conversion.

After adding or changing photos, click the Save button to apply changes.

Preview how your listing will appear on platforms before finalizing creation.

Review all data entered on previous pages, including title, details, location, rooms, fees, pricing, amenities, and photos.

Make necessary corrections and confirm.
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​Λ. Exporting New Listings to Booking.com and Enabling Payments

In Brazil, when you export a new listing to Booking.com via the Hostay platform, payment information such as bank account or payment preference is not sent automatically. This means that for the guest to be charged online through Booking and for you to receive payment directly, you need to enable Payments via Booking.com.

To ensure security and avoid unwanted bookings — which will not have valid credit card information or online payment — Hostay automatically applies a 1000% markup (i.e., multiplies the listing price by 10) to every new listing created on the platform.

This high markup prevents bookings until payments are properly configured, giving you time to enable Payments via Booking.com directly in the Booking extranet.

After activation, which can take up to 48 hours to process and appear online, you should return to Hostay and:

This procedure ensures secure bookings, active online payments, and that your account is live and ready to sell worry-free.

For more details on enabling Payments via Booking.com, click this [link].

Airbnb
Airbnb has full integration with Hostay, meaning we can send and receive information.

Exporting to Airbnb is equally simple: ensure all required fields are filled, especially the full address (country, street, number, ZIP), then click Export to create or update your listing.

Booking.com
Booking also offers full integration, including import, export, and calendar sync.

Export Requirements:

Expedia

VRBO

Hopper

Decolar

Export Requirements for Decolar:

Other Channels
Hostay supports multiple other platforms; contact us for details.