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Getting started
Create an apartment
After logging in, navigate to Apartments in the left sidebar. This section manages all your properties. Each apartment represents one accommodation unit, and you will add reservations to it.
Click Add apartment in the top-right corner. Enter the apartment name (e.g. "Prague Centre Studio"), maximum number of guests, and any notes. Save with the Save button.
Tip: If you manage multiple apartments, name them so they are easy to tell apart — by street name, unit number, or a nickname. Each apartment has its own reservation list and check-in guide.
Required integration
Ubyport registration & setup
Ubyport is the Czech Police system for mandatory electronic guest registration. Every accommodation provider in the Czech Republic is legally required to register guests. To connect Guestbook.cz directly to Ubyport you need special webservice credentials — these are different from a regular portal login.
Important: you need a webservice login, not a portal login
The webservice username always starts with UBY_WS and is different from your portal access. Without this login Guestbook.cz cannot connect to Ubyport.
Option A
No Ubyport account yet
Go to ubyport.pcr.cz and choose Žádost o registraci nového ubytovacího zařízení
Fill in your apartment name and address
In the field Počet přihlašovacích údajů enter:
účet pro ubytovatele + 1x Účet pro robotické vkládání dat
Fill in:
- Název aplikace: guestbook
- Tvůrce programu: Duc Vuong Tran
Click Vygenerovat žádost do dokumentu PDF, then download the document using Stažení dokumentu Žádost o registraci
Send the document via Datovka to the data-box address:
ybndqw9
Ředitelství služby cizinecké policie
You will receive credentials (UBY_WS…) within approximately 2 weeks
Option B
Already have a portal login but not webservice
Send a message via Datovka to the data-box address:
ybndqw9
Ředitelství služby cizinecké policie
Or send an email to reguby@pcr.cz
Write a short message with your apartment's IDUB, for example:
Prosím o založení přihlašovacích údajů pro robotické vkládání skrze aplikaci Guestbook. IDUB [your IDUB]
You will typically receive credentials (UBY_WS…) within 2 weeks (often sooner)
Where to enter credentials in Guestbook.cz
Go to Apartment Detail → Ubyport tab and fill in your username (UBY_WS…), password, and accommodation ID (IDUB).
Need help?
Don't hesitate to reach out — we'll be happy to assist you with the Ubyport setup. Write to us at vnkid93@gmail.com and we'll get back to you.
Reservations
Calendar sync via iCal
The recommended way to get reservations from Airbnb, Booking.com, or any other platform into Guestbook.cz is iCal synchronisation. Copy the iCal link from your OTA platform once and paste it into the apartment detail — reservations will then import automatically.
Airbnb
- 1. Go to the Calendar section of your listing
- 2. Click Availability → Sync calendars
- 3. Copy the link under Export calendar (ends with
.ics) - 4. Paste into Guestbook.cz → Apartment detail → iCal sync
Booking.com
- 1. Log in to the Extranet → Calendar
- 2. Click Sync calendar or Export
- 3. Copy the generated iCal link
- 4. Paste into Guestbook.cz → Apartment detail → iCal sync
Vrbo / HomeAway and other platforms
Look in your calendar settings for an Export, iCal, or Sync option. Any platform that supports the iCal standard works the same way.
Manual reservation
For direct bookings outside OTA platforms, click New reservation in the Reservations section and fill in the details manually.
Guest information
Set up the check-in guide
In the apartment or reservation detail, open the Check-in guide tab. This page is shown to guests as a digital welcome brochure — it replaces printed instructions and scattered WhatsApp messages.
Choose what to show guests:
- Address with optional directions note
- Key access — door code, lockbox, in-person handover, or smart lock (TTLock)
- Wi-Fi — network name and password
- Parking — description and any fee
- Detailed guide — rich-text house rules, local tips, and anything else guests need
- Photos — upload your own pictures of the apartment or surroundings
What the guide includes
Set once — shown automatically for every reservation
Address
How to find the apartment
Key access
Code, lockbox, smart lock
Wi-Fi
Network name + password
Parking
Description and fee
House guide
House rules, local tips
Photos
Apartment & area pictures
Tip: The guide is configured once at apartment level and automatically applies to every new reservation. If your door code changes per stay, you can override it per reservation in the reservation detail — no need to edit the whole guide each time.
Check-in automation
Permanent link & automatic registration
In the apartment detail you will find a permanent registration link — a URL that never changes. Copy it once and paste it into your OTA platform's automated message. From that moment, guest registration happens entirely without your involvement.
How automation works
Set it up once — works automatically for every new reservation
Copy the permanent link
From the apartment detail in Guestbook.cz
onceSet up an automated message
In Airbnb / Booking.com, ~10 days before check-in, paste the link into the message text
onceGuest receives the message
Opens the link on their phone before arrival
automaticGuest completes registration
All persons, documents, signature
automaticAll done
Ubyport ✓ City tax ✓ Access ✓
automaticHow to set up an automated message in Airbnb
Go to Messages → Scheduled messages → Add message. Set the trigger to X days before check-in (7–10 days recommended). Paste your apartment's permanent link into the message text. Airbnb will send it to every new guest automatically — no further action needed from you.
Guest side
What guests see
The guest opens the link on their phone and sees a welcome start page with apartment information. They enter their check-in date and number of people — the system creates the corresponding number of registration slots.
Each slot represents one person. The lead guest fills their own slot first, then can share the link with travel companions so they complete their own slot. Each slot is private — no one can see another guest's personal details (GDPR compliant).
Once all slots are filled, registration is complete. The system automatically submits data to Ubyport and saves the delivery receipt to the reservation. You receive an email notification.
How group registration works
Each person fills their own slot — no one can see anyone else's details
Group of 3 guests
Lead guest enters number of people
startGuest #1 fills in
Their slot + shares link with others
slot 1 ✓Guests 2 & 3 fill in
Each their own slot, on their own phone
slots 2, 3 ✓Registration complete
Data submitted to Ubyport ✓
done
GDPR & data security
Each guest only sees other travellers' names in the slot overview — never their document details or contact info. All personal data is encrypted and stored in EU data centres. Once a slot is saved, it cannot be edited by the guest — preventing accidental overwrites.
Operations
Cleaning calendar
The Cleaning section coordinates your housekeeping team. The calendar shows which apartments have guests checking out and when the unit needs to be prepared for the next check-in.
Cleaners log in via a dedicated Cleaner link (managed under the Cleaners section) — they have no access to other parts of the app. After finishing, they mark the apartment as Ready, and both you and the incoming guest immediately see that the unit is prepared.
Cleaning workflow
Cleaners see only what they need — no access to guest data
Guests check out
Apartment is empty
Cleaner sees the task
Via their link — address and guest count
Cleans the apartment
Knows the guest count to estimate scope
Marks "Ready"
Instantly visible to host & incoming guest
Tip: Cleaners can see the number of guests in a departing reservation — useful for estimating the cleaning scope. The "Ready" status is immediately reflected in the guest's check-in guide as well.
Administration
City tax report
The City Tax section automatically calculates accommodation fees based on data from registered reservations. Select a date range and the system displays a breakdown of guests, nights stayed, and the total fee.
The report can be printed or exported and submitted as supporting documentation to your local municipal office. All calculations are based on actually registered guests — no manual spreadsheets.
How city tax calculation works
From registered guests straight to the municipal report — no manual spreadsheets
Guests registered
Check-in date, check-out, number of guests
System calculates
Nights × guests × your rate
Period report
Select month or quarter
Submit to municipality
Print or export
Note: Each municipality sets its own accommodation tax rate. Verify the current rate with your local office and configure it in the Apartment Settings so that the calculations match your location.
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