StaySync user guide

StaySync keeps one live availability calendar per property, shared between the owner and the agencies they work with. No double bookings, no spreadsheets. This guide covers everyone: owners, agencies and their teams.

1. Getting started

1. Open the site and choose Get started. Pick Property owner or Agency.
2. Enter your name, email, phone and a password. Use the eye icon to check what you typed.
3. Confirm your email. We send you a link. Until you do, some features stay limited.
4. Add StaySync to your phone so it works like an app:
   • Android (Chrome): open the site, tap the menu, then Install app or Add to Home screen.
   • iPhone (Safari): tap Share, then Add to Home Screen, and open StaySync from the new icon. Notifications on iPhone only work this way (iOS 16.4 or newer).
5. Open Profile and tap Turn on notifications. Allow them. Tap Send me a test to check.

Signing in: you can be signed in on 2 devices at once, for example your phone and your laptop. Signing in on a third device signs out the oldest one. Forgot your password? Use Forgot your password? on the sign-in page.

2. What the colours mean

On every calendar:

• Green is open. When the owner has set prices, the cell shows that night's price instead of the word "Open" (weekdays, weekends, special dates and last-minute deals).
• Yellow is a hold: someone has reserved the date and it is waiting to be confirmed and paid.
• Red is booked or blocked: a confirmed booking, an owner block, maintenance, or dates imported from Airbnb.

3. For property owners

Calendars and units

• On Home, choose New calendar. A calendar can be a single property, or a group of up to 3 units (for example the chalets of a resort) shown together. Need more units? Create another calendar.
• Each unit counts toward your plan's calendar limit.
• Open Manage property to set the address, check-in and check-out times, and prices.

Extra slots

Rented someone today but tomorrow morning is free? Open Manage property, go to Extra slots, and offer that window, for example tomorrow from 8:00 AM to 5:00 PM. Agencies see it on the calendar as an extra slot, in violet, different from open and booked, and they get a notification. They can book it for a client with those hours already filled in. The slot disappears when someone books it or when the date passes.

Prices

• Set a weekday and a weekend price per night. You choose which days count as the weekend for each property: Friday and Saturday, Thursday to Saturday, or Sunday, whatever fits.
• Bulk pricing by dates: set one nightly price for a whole run of dates in one step, for example 20 December to 5 January, a summer peak or a long weekend. You can apply it to every unit of the calendar and repeat it next year. If two ranges overlap, the narrower one wins. Agencies see the new prices at once.
• Same all year holds your normal check-in and check-out times, weekday and weekend prices, weekend nights, included guests, and separate prices for an extra sleeping guest and an extra visitor who does not sleep over. If something changes in some months, open Month by month, pick the month and fill in only what is different (prices, times, weekend nights, guests). Anything you leave empty stays the same as all year. Add special rates for dates like Christmas or New Year's Eve on top.
• Add stay deals such as "2 nights for $250" or "3 nights for the price of 2". Agencies see them on your property.
• Holidays can have their own check-in and check-out times (Holiday times). A holiday beats a month, and a month beats your all-year times. Agencies see the right times for each date.
• A booking can have its own times. In low season, when a guest arrives late or leaves early, tick Different check-in / check-out time while booking and set the hours, for example in at 7:00 PM tonight and out at 5:00 PM tomorrow. For one evening or one day only, choose the same date for check-out. The rest of that time stays open: the next guest can arrive after the previous one leaves, and a standard booking that follows moves its check-in to that time automatically.
• Send a last-minute deal when a date suddenly frees up: connected agencies see it right away.
• Your advertised prices are shown to your connected agencies. A guest's agreed price stays private to whoever booked it.

Agencies

• Create an invite link and send it to an agency. Once they accept, they see your live calendar.
• Set each agency's commission and what they are allowed to do. You can remove an agency's access at any time.

Holds and bookings

• An agency creates a hold on a date. A hold lasts 24 hours normally. The closer the check-in, the shorter it is: 12 hours if check-in is later this week, and just 2 hours if it is today or tomorrow. If nobody confirms it, it expires on its own and the date opens again.
• If the agency asks for more time, open the hold and tap Extend, then choose 1, 3, 6, 12 or 24 hours. Only the owner can extend a hold.
• When the guest has paid, the hold is marked booked and paid. You get a phone notification and an email.
• A backup hold (Plan B) can queue behind an existing hold. If the first one falls through, the backup is promoted automatically.
• You can block dates yourself for owner use or maintenance.
• Attach a photo to a booking (a receipt, a contract, a guest ID) by pasting an image link on the booking. It is optional. Anyone who can edit the booking can add or remove photos.
• Reminders for you: every morning at 8, a list of today's check-ins, check-outs and waiting holds; and 2 hours before each arrival, a reminder (all as phone notifications).
• Your bookings are private. Only you can see, edit, extend or cancel the bookings you make. Agencies only see that the dates are booked.

Airbnb and other calendars

In Manage property, open External calendars, paste the property's Airbnb export link and save. Airbnb's booked dates appear as blocked (red) and refresh about every 15 minutes, or immediately with Sync now. This is one way: it never changes anything on Airbnb. Treat the link like a password.

Money and history

• Statement shows each month's confirmed bookings, what was paid, the agencies' commission and what is left for you. It is visible to the Owner and Co-owner only.
• Activity log records who did what and when, going back as far as you need.
• You can open any past month on the calendar with the arrows.

Your team

Invite people from Team and choose their role:

Team members pay for their own seat (see Plans). The owner's seat is part of the plan.

Matrix view

Owners on the top plan (7 to 30 calendars) get the Matrix view: all calendars side by side.

4. For agencies

1. Two ways to connect to an owner. Accept the owner's invite link and their calendars appear on your Home. Or create the calendar yourself (Set up a new owner's calendar) and send the owner a link to claim it. You can start working it right away, and your agency keeps its access after the owner claims it.
2. Find a calendar fast: with many calendars, type part of a name (or a city) in the search box at the top and pick the match.
3. Pick a date and tap Book this date. Enter the guest's name (required) and the total, then create the hold. The date is reserved for you.
4. When the guest pays, open the hold and enter what was paid. The remaining balance is calculated for you. The guest's phone and email are optional. Then tap Confirm booking; the owner is told immediately.
5. Your bookings are private. You only see the guest details and prices of your own bookings. Other agencies see only blocked dates, and they cannot see, change or delete your bookings.
6. Choose which calendars each team member sees. When you invite an agent or manager, tick only the calendars they should work with, for example by region or by owner. You can change it later on the Team page. Even with 200 calendars, an agent sees only the ones you share, and everything else stays private. Leave all boxes empty to share every calendar.
7. The agency Owner and Co-owner can see the agency Statement and manage the team. A Manager sees commission but has no statement or team management. An Agent sees bookings and assigned calendars, with no commission.
8. Attach the payment receipt to your booking by pasting an image link on it. It is optional.
9. Reminders: you get a payment reminder 2 hours before a hold's deadline, or 30 minutes before when the hold is short (2 hours). If you placed a Plan B backup hold and the first hold falls through, you get a notification as soon as the date is yours.
10. The Matrix view (all calendars side by side) and Agent performance are on the Unlimited agency plan. Agent performance, on the agency Statement, shows each agent's holds, confirmed bookings, sales and commission for the month, and which calendar they booked most. Only the agency Owner and Co-owner see it.
11. Last-minute deals: when an owner sends one, you get a notification and the date shows in orange.

5. Plans and billing

• Pay for the number of calendars you manage. See the Pricing page for the plans.
• The smallest owner plan and the smallest agency plan include a 7-day free trial.
• Team seats: Co-owner 100% of the plan price, Manager 90%, Agent or Janitor 80%. Seats have no free trial.
• Yearly billing is cheaper than monthly. Details are in the subscription terms.
• While StaySync is in beta, every plan is free.

6. Your account and privacy

• Profile lets you change your name, phone and photo, and turn notifications on.
• You can delete your account from your profile. If you are the only owner or admin of an account, we treat it as a request and complete it within 30 days.
• Guest details belong to the owner or agency that entered them. If you are a guest and want your data corrected or removed, contact that owner or agency first.

7. Questions and problems

Write to the support address shown at the bottom of every page. Tell us what you were doing, what you expected and what happened, and include a screenshot if you can.