New hotel go-live checklist

System overview · Updated 2026-10-30

Follow this order the first time you set up a hotel. Later steps depend on earlier ones, for example rooms need room types, and rates need room types and taxes. Tick each item as you go. Every step names the manual chapter with the full instructions.

Phase 1: account and property (chapter 01)

1. Sign up at the portal with your real e-mail and mobile number. Both must be unused. (Sign up)
2. Verify your e-mail with the OTP. (Verify e-mail)
3. Log in and accept the Terms and Conditions. (Log in, Terms)
4. Create the property on the landing page. Choose the correct Timezone: it cannot be changed later. (Create property wizard)
5. Wait for the property card to appear (creating the database can take a minute or two), then click it to open SunPMS. (Open in SunPMS)
6. Check Licences on the property card: confirm the plan allows your number of rooms; request more if needed. (Licence request)
7. Optional: add IP whitelist entries if staff must log in only from the hotel. (IP whitelist)

Phase 2: property configuration (chapter 02)

8. Property detail: legal name, address, contact, check-in and check-out times, tax registration number, logo.
9. Building and Floor (if the hotel has more than one).
10. Amenities you will assign to room types.
11. Taxes and Tax configuration, so every charge is taxed correctly from the first day.
12. Room types with capacity, base rate and amenities.
13. Rooms with numbers, floors and room types. The count must not exceed the licence.
14. Room status values if you use custom ones.

Phase 3: configuration masters (chapter 03)

15. Payment types (cash, card, bank transfer, UPI and so on).
16. Other charge categories and Other charges (minibar, laundry, breakfast).
17. Rate types and Rate type binding to room types; enter the rates (chapter 12).
18. Document types you accept as ID.
19. Exchange rates if you take foreign currency.
20. Roles and Users: create staff, set privileges (chapter 03) and, if wanted, mark users for IP restriction.
21. E-mail templates and Policies (cancellation, deposit).

Phase 4: settings (chapter 04)

22. General settings (currency, date format, check-in rules).
23. Feature settings: switch on only what you will use (shift, group reservation, and so on).
24. Night Audit settings, Folio settings, Localization and Display.
25. Guest mandatory data and Register settings.
26. Integrations you own licences for: payment gateway, hardware, parking, WhatsApp, e-mail (chapter 18).

Phase 5: extra masters (chapter 05)

27. DNR reasons, non-rental rooms, room owners (if any), housekeeping tasks, groups and members, deposit and notice types.

Phase 6: online channels (chapters 14 and 16)

28. Sales & Channels: agents, companies and booking sources.
29. If you sell through OTAs or a CRS, request the CRS / OTA licence, then map rooms and rates and test the sync.

Phase 7: dress rehearsal

30. Start a shift if the Shift feature is on. (Video: start a shift)
31. Make a test reservation, check in, post a charge and a payment, split or move if you use those, then check out. Delete or cancel the test afterwards.
32. Check housekeeping: the room becomes dirty at check-out; mark it clean.
33. Print or e-mail a folio and open two or three reports to confirm figures.
34. Enter real in-house guests and future reservations (or import them, chapter 15).

Phase 8: go live

35. Make sure the PMS date in the footer equals the real business date.
36. Train desk staff on shift, check-in, billing and night audit.
37. Run the first Night Audit at the end of the first business day (chapter 11). Confirm the PMS date moves forward and the audit reports balance.
38. Review the next morning: arrivals, departures, housekeeping and cash.

Tips and FAQ

• Q: Can I skip a phase? A: Phases 2 and 3 are mandatory before any reservation. Phases 4 to 6 can be refined later, but taxes and rate types should be right before the first real booking.
• Q: I made a mistake in the timezone. A: It cannot be changed. If no real data has been entered, create a new property with the right timezone and stop using the wrong one.
• Q: Where do I get help during setup? A: Click Support in the SunPMS status bar. See Support widget.