Help Guide

Ambarsthan Stay Booking handles accommodation for events: guests reserve a bed for their event dates and pay online, and the front desk allocates beds, checks guests in and out, and runs reports.

You sign in with your organisation account. Your account decides whether you see only the booking screens, or the Admin Panel as well.

My Events lists the events you are registered for. Each card tells you whether you can still book, are already booked, or the event has no beds left.

Step 1 of 4. Your check-in and check-out dates are pre-filled from the event and can be adjusted within the allowed window.

Step 2 of 4. Pick the kind of accommodation you want. A bed is assigned for you when the booking completes, and the specific bed is confirmed at check-in.

Step 3 of 4. Confirm the summary, accept the policy and donation consent, and provide a PAN or Aadhaar number before payment opens.

Payment is taken through Razorpay from the review screen. Your booking is confirmed once the payment has been checked.

Step 4 of 4. The confirmation screen closes the loop, and My Bookings keeps your receipt, calendar invite and share link.

"Book Stay For Others" lets you pick a registered khoji and book their stay. The booking is recorded as a gift and appears under Gift Bookings.

My Bookings lists the stays you booked for yourself. Gift Bookings lists the stays you booked for other people.

The Admin Panel holds the Dashboard, bed maps, bookings and reports. It is only available to Ambarsthan Admin accounts.

New Booking is a four-step wizard: Basic Details, Guest Information, Room Selection and Booking Confirmation. Use it for walk-ins and for bookings taken over the phone.

Step 4 records how the donation was collected. The payment type decides which extra fields appear, whether KYC is needed and whether an admin note is mandatory.

The Check In screen shows the bed map for an event. Click a reserved bed to check its guest in, recording the time and the identity document you saw.

The Check Out screen shows the same bed map. Click an occupied bed to check its guest out, recording the time and whether the key came back.

Quick Check-In / Out finds a booking by QR scan or booking ID and picks the right action — check-in or check-out — automatically. Useful at a busy door.

Room Inventory is the read-and-maintain view of every bed. Use it to see occupancy at a glance and to take a bed out of service.

Configure event room bed decides which rooms and beds an event can sell. Nothing can be booked or checked in for an event until this is done.

Move a guest to a free bed, or exchange two guests' beds, from the booking's Swap Bed Allocation screen.

Room Pricing holds the pricebook: the amount and discounted amount charged per room type. The guest-side room cards read these values.

Bookings Management lists every booking with filters and search, and lets you check in, check out or cancel from the list.

The Reports Hub links eight reports covering bookings, occupancy, payments, arrivals, check-ins, check-outs, pending check-outs and no-shows. Each can be exported as CSV or Excel.

A single place to look up what a booking status, a payment state, a payment type or a bed colour means.

The problems reported most often across the booking flow and the Admin Panel, with what to do about each.