HostStock Help Center

Visit hoststock.app and click "Get Started". You can sign up with your email address or use Google sign-in. After verifying your email, you will be guided through a short onboarding flow to set up your first property.

Navigate to Properties in the sidebar and click "Add Property". Enter the property name, address, and the number of bedrooms/bathrooms. You can also upload a photo and assign it to a property group for easier management.

Yes. Go to Settings, then Team Members, and click "Invite". Enter their email address and select a role: Cleaner (can only view and update stock during turnovers), Manager (can manage inventory and view reports), or Admin (full access). They will receive an email invitation to join your workspace.

HostStock supports CSV import. Go to Inventory, click the "Import" button, and download the template CSV file. Fill in your item names, categories, quantities, and par levels, then upload the completed file. The system will validate the data before importing.

HostStock is a progressive web app (PWA) that works on any device. On your phone, open hoststock.app in your browser and use "Add to Home Screen" to install it. It works offline for stock counts and syncs when you reconnect to the internet.

Par levels are the minimum quantity you want to keep in stock for each item at a property. When stock falls below the par level, HostStock triggers a low-stock alert and can automatically create a reorder suggestion. Set par levels when adding items, or edit them later from the item detail page.

When an item drops below its par level, HostStock sends a notification via your preferred channel (in-app, email, or Telegram). You can configure alert thresholds per item or use the default property-level settings. Alerts include the item name, current quantity, par level, and a direct link to reorder.

Absolutely. Each property has its own inventory, but you can view a consolidated dashboard that shows stock status across all properties. The Reorder page aggregates low-stock items so you can place a single order for multiple properties.

Start a cleaning session from the Cleaning page. During the session, your cleaner can update stock counts for each item using the mobile-friendly checklist. When the session is marked complete, stock levels are updated automatically and any low-stock alerts are triggered.

Yes. HostStock includes default categories such as Toiletries, Linens, Kitchen, Cleaning Supplies, and Welcome Pack. You can also create custom categories from the Inventory settings. Categories help you filter, report, and organise items across properties.

HostStock offers three plans: Free (up to 2 properties, basic inventory tracking), Pro (unlimited properties, par levels, alerts, team members, and reports), and Business (everything in Pro plus supplier portal, API access, and priority support). See our pricing page for current rates.

Yes. All new accounts start with a 30-day free trial with full access to all features. No credit card is required. At the end of the trial, add your payment card to continue. If you signed up with a referral link, you get an additional free month after the trial.

Go to Settings, then Billing, and click "Change Plan". Upgrades take effect immediately and you will be charged a prorated amount for the remainder of your billing period. Downgrades take effect at the start of your next billing period.

You can cancel at any time from Settings, then Billing, then "Cancel Subscription". A multi-step dialog guides you through the process. Annual subscribers see their remaining commitment period. Monthly subscribers cancel at the end of the current billing cycle. An undo button is available before the effective date. Your data is retained for 90 days after cancellation.

Annual billing charges 11 months upfront (1 month free, ~8% savings). Your subscription renews yearly instead of monthly. You can switch from monthly to annual at any time from Settings → Billing.

Yes. Go to Settings → Billing and click "Switch to Annual (1 month free)". Stripe will prorate the change — you receive credit for the unused portion of your current monthly period, then you are charged the annual amount.

You are charged a prorated amount for the remaining days in your annual billing period. The dialog shows "New annual total" and "Due now (X days remaining)" before you confirm, so there are no surprises.

Your first property is £10/mo, the second is £9.50, the third £9.00, and so on down to £6.00. The more properties you manage, the lower your average cost. The Billing tab shows the per-property breakdown and the Pricing page has an interactive calculator.

Deleting a property schedules it for deactivation at the end of your current billing cycle — it is not removed immediately. You see an undo banner until the effective date. Billing adjusts when the deactivation takes effect.

The Billing tab in Settings shows each property by name with its individual pricing, room count, and any overage charges for rooms beyond the included 8. This gives you full visibility into exactly what you are paying for.

HostStock has a two-sided referral programme. When you share your unique referral link and someone signs up through it, both of you benefit. The person you refer gets a 30-day free trial plus an extra free month (60 days total before any charge). You, as the referrer, earn a proportional billing credit when they make their first payment.

Go to Settings, then the Billing tab, and scroll down to the "Refer & Earn" section. Your unique referral link will be displayed there along with a button to copy it. You can also share it directly via email using the provided template. Each organisation has one referral code that can be used by multiple people.

Your credit is proportional: it equals the lesser of the referred person's first invoice amount and your own current monthly bill. For example, if the referred person pays £28.50/month and your bill is £19.00/month, you earn a £19.00 credit. If their bill is £10.00 and yours is £19.00, you earn £10.00. The credit is applied automatically to your Stripe balance and offsets your next invoice. You can earn up to 12 referral credits per organisation.

The credit is applied after the referred person completes their free trial and free referral month and makes their first real payment. This typically happens around 60 days after they sign up. You will receive an in-app notification when the credit is applied to your account. The credit is added to your Stripe balance and used automatically on a future invoice.

When you sign up using a referral link, you get a 30-day free trial (no card required). After the trial ends, you are prompted to add your payment card to activate a free referral month — you will not be charged during this month. After the free month, your subscription begins at the standard rate based on your number of properties and bedrooms. The total free period is approximately 60 days.

If your trial ends without adding a payment card, your account enters a "pending" state. You will see a prompt to add your card and activate the free referral month every time you log in. You will not lose any data, but access to the dashboard is paused until you either add a card or the referral offer expires (30 days after trial end).

No. You cannot use your own organisation's referral code. The system detects self-referrals and prevents them. Each person can only be referred once — if you have already been referred by someone else (even on a different account), you cannot use a second referral code.

There is no limit on how many people you can refer. However, you can earn a maximum of 12 referral credits per organisation. After 12 credits have been applied, new referrals will still give the referred person their free month, but you will no longer earn additional credit.

Yes. Go to Settings, then the Billing tab, and scroll to the "Refer & Earn" section. You will see a table showing each referral, its status (Signed Up, Subscribed, Credit Applied, or Expired), the date, and the credit amount. You will also receive in-app notifications at key milestones: when someone signs up, when they subscribe, and when your credit is applied.

HostStock can import your booking calendar from Airbnb, Booking.com, or any platform that provides an iCal feed. Go to Properties, select a property, and paste the iCal URL in the Calendar Sync section. HostStock checks the feed regularly and automatically creates turnover events for upcoming checkouts.

Yes. Go to Settings, then Notifications, and click "Connect Telegram". Follow the link to start a chat with the HostStock bot, then enter the verification code. Once connected, you can choose which alerts to receive: low-stock warnings, reorder confirmations, and cleaning session updates.

The supplier portal (available on the Business plan) gives your suppliers a read-only view of your reorder requests. When you create a reorder, the supplier receives a link to view the order details, confirm availability, and mark items as dispatched. This eliminates back-and-forth emails.

You can generate a QR code for any property or storage location. Print the QR code and place it in a supply cupboard. When a cleaner scans it with their phone, it opens the stock count page for that specific location. This makes turnovers faster and reduces data entry errors.

To set pay rates, go to Settings → Team and click the "Pay Rates" button next to a cleaner. You can set a default rate (hourly, daily, or flat per clean) and override it for specific properties. Earnings are calculated automatically from cleaning session durations. View earnings on Cleaning → Reports.

Payment notices are invoices you generate for your cleaners based on their logged hours. Go to Cleaning → Reports, select a cleaner, and click "Generate Payment Notice" at the top right. Choose a format (Simple Summary, Semi-Formal, or Full Invoice), select the date range, and generate. Each notice includes hours worked, rate, and total earnings. You can download the PDF, email it to the cleaner, and track payment status (paid/unpaid).

Yes. In the template editor (Templates → Edit template), rooms can be reordered by dragging the handle next to each room. The sort order is saved and persists across sessions.

In the template editor, click the "Copy Tasks" button on a room to copy its full set of tasks to another room. This saves time when multiple rooms share similar cleaning routines.

Template changes automatically propagate to any active (incomplete) cleaning sessions. Cleaners see updated tasks immediately without needing to be re-assigned.

Cleaning reminders are sent at 5 windows: 3 days, 2 days, 1 day, morning of, and 2 hours before the scheduled cleaning. Reminders use the property timezone and respect notification preferences. Configure which reminders to receive from Settings → Notifications.

When resetting stock, consumption, or spend data, you choose the scope: the entire property or a specific room. You must type "RESET" to confirm. This prevents accidental data loss.

Go to Cleaning → Reports to see filterable time reports showing cleaner hours, sessions, and earnings. Filter by cleaner, property, and date range. You can export the data as CSV with rate and earnings columns included.

Invoice settings (business name, address, VAT number, payment terms) are configured inside the payment notice dialog. Go to Cleaning → Reports, select a cleaner, click "Generate Payment Notice", choose "Full Invoice" format, and expand the "Business Details" section to enter your details. These are saved and reused for future notices.

Bookings synced from your iCal calendar are automatically classified as Guest stays or Blocked/Maintenance periods. Blocked periods appear greyed out on the calendar and do not trigger cleaning automations. If a booking is unclassified, a banner appears on the dashboard. You can manually reclassify a booking by clicking the badge on the calendar.

The Analytics page computes monthly summaries from your synced bookings. You can see cost-per-guest-day metrics, which divide your total inventory spend by the number of guest days. This helps you understand the real cost of each stay.

HostStock sends emails for: trial welcome, trial reminders (7 days and 1 day before expiry), trial expired, payment receipts, payment failures, renewal reminders, property changes, cancellation confirmations, referral milestones (signup, subscription, credit applied), invite accepted, and property deactivation. You can control notification preferences from Settings → Notifications.

You receive automated reminder emails at 7 days and 1 day before your trial ends. These are also sent via Telegram and in-app notification if you have those channels connected. The reminders respect your notification preferences.

You receive a trial expired email. If you signed up via a referral link, the email says "Activate your free month" and guides you to add a payment card for a free month. Otherwise, the email prompts you to subscribe. Your data is safe for 90 days.

You receive emails at three milestones: (1) when someone signs up with your referral code, (2) when that person subscribes by adding their card, and (3) when your credit is applied after their first payment. Each email explains the next step in the process.

Yes. Organisation owners receive an email and in-app notification when a team member accepts their invitation. The notification shows the person's name and assigned role.

The AI Analytics Report (on the Analytics page) uses AI to analyse your spending trends, identify patterns, and suggest cost-saving opportunities. It shows animated loading states, scrollable insight cards, export options, and a history of past reports. It requires the AI Intelligence add-on.

The AI Chat assistant and the AI Analytics Report both require the AI Intelligence add-on. If the add-on is not active, you see an upsell card with a purchase button explaining the features and pricing.

The AI Help Advisor is a chat-based assistant available in the Help Center. It uses your user documentation to answer questions about how to use the app. It persists your chat sessions and supports inline screenshots and clickable links in responses.

A floating chat widget appears at the bottom-left of every dashboard page. It has a bounce animation on first appearance to draw your attention. Click it to expand a full chat view where you can ask questions about any feature.

The interactive tour is a step-by-step walkthrough of the app powered by driver.js. It has two modes: Watch (auto-advances) and Interactive (you complete each step). The tour is role-filtered — Owners/Managers see the full tour while Cleaners see a simplified version. There are 9 tour groups covering all features. You can start the tour from the Help Center or the welcome modal.

Items can have a pack size and pack cost (e.g. "6-pack for £12"). The cost per unit calculates automatically (£2/unit). Pack pricing shows on reorder lists and shopping exports alongside per-unit pricing, so you always know both the pack and unit price.

During initial inventory setup, you can toggle whether to track an item as an expense. This controls whether cost tracking is enabled for that item. Items with expense tracking on will have their costs included in spending reports and analytics.

HostStock uses industry-standard security measures including TLS encryption for all data in transit, AES-256 encryption for data at rest, and regular security audits. Our infrastructure is hosted on ISO 27001 certified cloud providers with automatic backups.

Yes. HostStock is fully compliant with GDPR and the UK Data Protection Act 2018. You can request a full export of your data at any time, and we will delete all your personal data within 30 days of account closure. We do not sell or share your data with third parties for marketing purposes.

Yes. Go to Settings, then Data, and click "Export All Data". You will receive a ZIP file containing your properties, inventory items, stock history, team members, and settings in CSV and JSON formats. Exports are generated within a few minutes and a download link is sent to your email.

Yes. The last owner of an organisation can now request account deletion from Settings → Danger Zone. This cancels all Stripe subscriptions (no refund) and marks the organisation for deletion with a 30-day cooling-off period. During the cooling-off period, you can contact support to reverse the deletion.

HostStock requires T&C acceptance at key moments: during onboarding, at checkout, when adding a property, and when purchasing an add-on. Your acceptance is version-tracked so you are always agreeing to the current terms.