Everything you can do on WhatsApp

What you can ask for

Send «Hola» to the Oxpea number and you get a menu with what your permissions let you do. After that, in your own words, with typos and in any language:

• Queries and revenue: «How many arrivals are there today?», «Occupancy this week», «How much have we made this month?».
• Bookings, by the guest’s name: «Move Ana García’s booking to Thursday», «Cancel Marta Ruiz’s», «Note on Marta Ruiz’s booking that they arrive by car». Also creating a booking, adding or removing extras and sending the check-in link.
• Prices, seasons and offers: «What is the double on Saturday?», «Set the double to €150 on Saturday», «Raise weekends in November by 10%».
• Invoices: «Which invoices are still to issue?», «Issue Ana García’s invoice», «Email her the invoice».
• Inbox and reviews: «Any unread messages?», «Tell Laura yes, there is a cot», «Draft the reply to Laura’s review».
• Website, channels and hotel profile: «Change reception hours to 8-22», «Publish the website», «How are my channels doing?», «We now accept pets».
• Reports as an image: «How is the margin this month?», «Occupancy report», «The monthly report». They arrive as an image, with the figures in text below.
• Photos and voice notes: a photo of an incident («the shower in 204 is dripping») or a photo for your website gallery, and voice notes instead of typing.

Tips

• You can send several sentences in a row: the copilot reads them together. If you do not know how to ask for something, write «Ayuda».

How «Confirmar» works

When you ask for a change, the copilot does NOT do it: it sends you a card with what would change (with before and after for prices and texts) and two buttons, «Confirmar» and «No». It is only applied when you tap «Confirmar», and the card expires after 10 minutes. Anything that is not a change (queries, reports) asks for nothing.

If it involves money, a message to a guest, an invoice or a big price change, there is a second check: after «Confirmar» you get «Última comprobación» (final check) with «Sí, aplicar» and «No».

The PIN for sensitive things

Some changes ask for your password in the panel. On WhatsApp they ask for your 6-digit PIN: bulk prices, seasons, offers, channel rules, payments, corrective invoices, refunds through the gateway and guarantee charges. After «Sí, aplicar» the copilot says «send me your PIN»; you send it and it is applied.

1. 1

   Set it once

   In Configuración → Equipo y seguridad → Equipo, under «Tu móvil», click «Poner PIN» and choose 6 digits (123456, 111111, dates and repeats are rejected). Changing or removing it asks for your panel password.

2. 2

   Send it when asked

   Only the PIN, no other text. The message is not stored: in the history it stays as ••••••.

3. 3

   Five wrong tries lock it

   It is locked for 30 minutes, the copilot applies nothing and tells you on WhatsApp. With no PIN set, the copilot tells you to set one and does nothing.

What is never done on WhatsApp

• Submissions to the AEAT (Verifactu) and traveller reports to SES.Hospedajes: they are official procedures reviewed on screen.
• Access and team: user sign-ups, roles, modules and the website domain.
• Credentials and connections: passwords, channel keys, Stripe and certificates. The copilot neither sees nor asks for them.
• Deleting hotel data (website photos, threads, campaign periods…), bulk changes to messaging settings and campaigns to guests.
• Guests’ identity data (ID card, passport): the guest fills it in on their check-in link.

Permissions per person

Each team member sees and asks only for what is theirs. Their role sets the ceiling and the administrator can switch groups off below it in Configuración → Equipo y seguridad → Equipo, under WhatsApp «Permisos»: query, create bookings, modify, prices, reply to guests, operations (housekeeping and maintenance), finance, website and hotel profile.

• A housekeeper can mark rooms clean and open an incident, but sees no invoices or prices.
• Reception can query, create and modify bookings and reply, but cannot change the website or the hotel profile.
• If you ask for something without permission, the copilot says «ask the hotel administrator» and does nothing.
• Each person chooses their notices (new booking, cancellation, daily summary) and whether they arrive on WhatsApp, by email or both.

Voice notes and photos

A voice note works like a written message (it is transcribed), also for changes with «Confirmar». A photo goes with its sentence: «the shower in 204 is dripping» opens the incident with the photo, which is private and never reaches the website; «put this photo in the website gallery» uploads it to the gallery after «Confirmar», and says where it will go.