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Property Data Collection Form

Audience: Hotel operations teams onboarding a new property to KeyNova.

Purpose: Single structured questionnaire that collects every piece of data the KeyNova team needs to provision a production property. Once filled, the KeyNova onboarding engineer uses it to populate hmp-infrastructure/seeds/seed-production-hotel.sql (88 -- REPLACE: placeholders) and configure integrations.

How to use: Print or copy into a Google Doc. Every field marked required must be completed before the onboarding kick-off call (T-6 days). Optional fields can be deferred to post-launch.

Related:

0. Meta​

FieldValueNotes
Property short code__________Used internally for folder naming, e.g. OBRI
Onboarding owner (hotel side)__________Primary contact for data questions
KeyNova onboarding engineer__________Assigned from KeyNova team
Target go-live date__________Should be T-0 in the day-by-day checklist
Form version1.0
Date filled__________

1. Property Info​

#FieldRequiredExampleValidation
1.1Legal entity nameRequiredObrium Hotels Private Limited2-255 chars
1.2Display name (public-facing)RequiredThe Obri, Udaipur2-120 chars
1.3Brand associationOptionalThe Obri Collection0-120 chars; leave blank if independent
1.4Property short codeRequiredOBRI-UDR3-20 chars, uppercase, alphanumeric + hyphen
1.5Address line 1RequiredPlot 14, Fateh Sagar Road2-255 chars
1.6Address line 2OptionalNear Moti Magri0-255 chars
1.7CityRequiredUdaipur2-100 chars
1.8StateRequiredRajasthanFull state name, no abbreviations
1.9Postal codeRequired3130016 digits (India PIN)
1.10CountryRequiredIndiaDefault India
1.11TimezoneRequiredAsia/KolkataIANA zone; default Asia/Kolkata
1.12CurrencyRequiredINRISO 4217; default INR
1.13GSTINRequired08AABCO1234F1Z5Regex: ^[0-9]{2}[A-Z]{5}[0-9]{4}[A-Z]{1}[0-9A-Z]{1}[Z]{1}[0-9A-Z]{1}$ (15 chars)
1.14PANRequiredAABCO1234FRegex: ^[A-Z]{5}[0-9]{4}[A-Z]{1}$ (10 chars)
1.15CINOptionalU55101RJ2015PTC04678921 chars if company; blank for sole proprietor
1.16Star ratingRequired4Integer 1-5
1.17Property typeRequiredHOTELOne of: HOTEL, RESORT, BOUTIQUE, HERITAGE, HOMESTAY, HOSTEL, SERVICE_APARTMENT, VISHRAMGRUH
1.18Front-office phoneRequired+91-294-2520100E.164 format preferred
1.19Reservations emailRequiredreservations@theobri.comValid email
1.20Support emailRequiredsupport@theobri.comValid email
1.21WebsiteOptionalhttps://theobri.comValid URL with scheme
1.22Languages supported at receptionRequiredEnglish, Hindi, MarwariComma-separated; at least 1
1.23Latitude / LongitudeOptional24.5854, 73.7125Decimal degrees; used for booking engine map

Brand assets​

#AssetRequiredFormatConstraints
1.24Hotel logo (color)RequiredSVG preferred; PNG fallbackTransparent background, min 512×512, max 1 MB
1.25Hotel logo (monochrome)OptionalSVG preferredFor printed folios/invoices
1.26Hero imageRequiredJPG/PNG1920×1080 minimum, max 2 MB
1.27FaviconOptionalICO / PNG32×32
1.28Brand color (primary hex)Optional#0A1628Defaults to KeyNova Midnight Sovereign navy
1.29Brand color (accent hex)Optional#B8962EDefaults to KeyNova aged gold

2. Rooms​

2.1 Room Types​

List every room type offered. Minimum 1 row.

CodeNameDescriptionBase rate (₹)Max occupancyBed typeAmenitiesMeal plan inclusion
DLXDeluxeLake-view, 28 sqm450021 KingWiFi, AC, TV, Minibar, SafeCP (breakfast included)
EXEExecutiveLake-view, 36 sqm, sitting area650031 King + sofa bedWiFi, AC, TV, Minibar, Safe, Bathtub, Coffee machineCP
SUISuiteTwo-room suite, 54 sqm, balcony1200041 King + 1 TwinWiFi, AC, TV, Minibar, Safe, Jacuzzi, Butler serviceMAP

Validation:

  • Code: 2-6 chars, uppercase alphanumeric; must be unique per property
  • Base rate: positive integer (rupees, no paise)
  • Max occupancy: integer 1-8
  • Bed type: free text but standardized (e.g. 1 King, 2 Twin, 1 Queen)
  • Meal plan: EP | CP | MAP | AP

2.2 Rooms List​

Every physical room. Upload as CSV with these columns (one row per room):

ColumnRequiredExampleValidation
roomNumberRequired101Unique per property; 1-10 chars
floorRequired1Integer -5 to 99 (basement to rooftop)
roomTypeCodeRequiredDLXMust match a code from section 2.1
viewOptionalLakeFree text (Lake, Pool, Garden, Street)
connectingToOptional102Another roomNumber; creates connecting pair
smokingAllowedOptionalfalseBoolean
accessibleOptionalfalseBoolean (wheelchair accessible)
featuresOptionalBalcony;BathtubSemicolon-separated list

Minimum: total room count must match star rating expectations and fire-safety occupancy approval.

2.3 Room Photos​

Required: at least 3 photos per room type (for booking engine gallery).

RequirementSpec
FormatJPG or PNG
Max file size1 MB each
Target resolution1920×1080 (16:9)
Minimum resolution1200×800
Naming{roomTypeCode}_{nn}.jpg e.g. DLX_01.jpg, DLX_02.jpg, DLX_03.jpg
OrientationLandscape preferred; portrait allowed for bathroom shots
Content hint1st photo: bed-facing; 2nd: bathroom; 3rd: view or balcony

3. Rate Plans​

3.1 Rate Plan Definitions​

CodeNameMeal planPayment policyCancellation policy ID (see §3.3)
BAR-FLEXBest Available FlexibleEPPay at hotelFLEX-24H
BAR-CPBest Available w/ BreakfastCPPay at hotelFLEX-24H
ADV-NRAdvance Purchase Non-RefundableCPPay now in fullNON-REFUNDABLE
CORPCorporate RateCPBill to companyFLEX-48H
GOVGovernment RateEPPay at hotelFLEX-24H

Validation:

  • Code: 3-20 chars uppercase + hyphen
  • Payment policy: one of Pay at hotel, Pay now in full, Pay 25% advance, Pay 50% advance, Bill to company
  • Meal plan: EP | CP | MAP | AP

3.2 Base Rates by Room Type × Rate Plan​

Fill one row per (rate plan × room type) combo:

Rate planRoom typeRate (₹)Extra adult (₹)Extra child (₹)
BAR-FLEXDLX45001500750
BAR-FLEXEXE65001500750
BAR-CPDLX52001500750
...............

3.3 Cancellation Policies​

Define named cancellation policies referenced above.

Policy IDNameFree cancellation windowPenalty schedule
FLEX-24HFlexible – 24 hoursUntil 14:00 one day before arrivalFull first-night charge if cancelled later
FLEX-48HFlexible – 48 hoursUntil 14:00 two days before arrivalFull first-night charge if cancelled later
NON-REFUNDABLENon-refundableNever100% of total booking charged at booking time

Validation:

  • Policy ID: 3-30 chars uppercase + hyphen
  • Free cancellation window: timestamp rule (e.g. 14:00 T-1)
  • Penalty schedule: description + percentage(s); if tiered, provide comma-separated tiers

3.4 Seasonality / Festival Rates​

List date ranges with rate multipliers (applied on top of base rate).

LabelStart dateEnd dateMultiplierApplies to
Diwali 20262026-11-082026-11-121.8All rate plans
Christmas / NYE2026-12-222027-01-022.2All rate plans
Monsoon low2026-07-012026-08-310.75BAR-FLEX, BAR-CP
Gudi Padwa2026-03-192026-03-191.3All rate plans

Validation:

  • Dates: YYYY-MM-DD
  • Multiplier: decimal 0.1 – 5.0
  • Overlapping date ranges: KeyNova will use the highest multiplier

4. POS Setup​

4.1 Outlets​

List every F&B outlet. Minimum 1 if POS module is enabled; skip section if not.

#NameTypeLocationOperating hoursSeating capacityTables count
1SapphireRESTAURANTGround floor, lobby wing07:00-23:008020
2Clouds BarBARRooftop, 8th floor17:00-01:004012
3In-Room DiningROOM_SERVICEN/A (virtual)24/7N/A0
4Verandah CafeCAFEPool deck08:00-20:00308
5BanquetBANQUET1st floor event hallOn demand2000 (buffet)

Validation:

  • Type: one of RESTAURANT, BAR, CAFE, ROOM_SERVICE, BANQUET, POOL, QSR
  • Operating hours: 24-hour format, or 24/7, or On demand
  • Seating capacity: integer, or N/A

4.2 Tables per Outlet​

For each sit-down outlet, attach a CSV:

ColumnExampleValidation
outletCodeSAPPShort code from outlet list
tableNumberT01Unique per outlet
seats4Integer 1-20
sectionWindowOptional grouping (Window, Patio, Indoor)

4.3 Menu CSV​

Upload menu as CSV (one file per outlet, or consolidated with outletCode column).

Required columns:

ColumnExampleNotes
outletCodeSAPPMatches outlet list
categoryStartersMust match a category in section 4.4
itemCodeSAPP-ST-001Unique per outlet, 4-30 chars
namePaneer Tikka2-120 chars
nameHiपनीर टिक्काOptional Hindi name
descriptionCottage cheese marinated in yoghurt and spices, char-grilledMax 500 chars
price425Integer rupees, no paise
isVegtrueBoolean; required for India FSSAI marker
containsAllergensDairySemicolon-separated: Dairy;Nuts;Gluten;Egg;Shellfish
spiceLevelMediumOne of Mild, Medium, Hot, Extra Hot, blank
prepTimeMins15Integer, used for KDS SLA
availabletrueBoolean
imageFilenamepaneer-tikka.jpgOptional; photos attached separately

4.4 Menu Categories​

One row per category per outlet:

OutletCategoryDisplay orderTax category
SAPPStarters1FNB_STANDARD
SAPPMain Course2FNB_STANDARD
SAPPDesserts3FNB_STANDARD
CLDSCocktails1FNB_ALCOHOL
CLDSMocktails2FNB_STANDARD

4.5 Tax Configuration (POS)​

India GST defaults (confirm per property):

Tax categoryConditionCGSTSGSTTotal
FNB_STANDARDBill value < ₹7,500/room-night2.5%2.5%5%
FNB_PREMIUMBill value ≥ ₹7,500/room-night9%9%18%
FNB_ALCOHOLAlcoholic beveragesState VAT (varies)–State-specific
ROOM_CHARGERoom tariff < ₹7,500/night6%6%12%
ROOM_CHARGE_PREMIUMRoom tariff ≥ ₹7,500/night9%9%18%

Validation: confirm state alcohol tax with local CA; KeyNova defaults to 0% and expects you to override.

5. Front Desk Setup​

#FieldRequiredDefaultValidation
5.1Standard check-in timeRequired14:00HH:mm, 24h
5.2Standard check-out timeRequired12:00HH:mm, 24h
5.3Earliest early check-in timeOptional10:00HH:mm
5.4Latest late check-out timeOptional18:00HH:mm
5.5Early check-in fee scheduleOptionalSee belowTiered by hours early
5.6Late check-out fee scheduleOptionalSee belowTiered by hours late
5.7Default room tariff taxRequiredCGST 9% + SGST 9%Override via tax category in §4.5
5.8Default cancellation policyRequiredFLEX-24HMust match a policy in §3.3
5.9Business date rollover timeRequired04:00When night audit runs
5.10Grace period for no-show (hours)Required6Integer, after check-in time

Early check-in / Late check-out fee schedule template​

Hours early/lateCharge
0-3Complimentary (subject to availability)
3-630% of daily rate
6-1250% of daily rate
12+100% of daily rate (full night)

6. Channel Manager​

Skip this section if the property is not using OTA distribution at go-live.

#FieldRequiredExampleNotes
6.1ProviderRequired if using CMResAvenueOne of ResAvenue, Staah (Phase 2), Ezee (Phase 2); if none, write NONE
6.2Requestor ID / usernameRequired if CMOBRI_PRODProvided by CM vendor
6.3PasswordRequired if CM<secret>Share via 1Password vault only — never email
6.4Hotel code / IDRequired if CM12345Provided by CM vendor
6.5Endpoint URLRequired if CMhttps://api.resavenue.com/v2Provided by CM vendor
6.6OTA channels enabledRequired if CMBooking.com, MakeMyTrip, Goibibo, AgodaComma-separated

6.7 OTA Room Type Mapping​

Local codeOTA providerOTA room type codeOTA room type name
DLXBooking.com12345678Deluxe Double
DLXMakeMyTripRMT001Deluxe Room
EXEBooking.com12345679Executive King
SUIBooking.com12345680Suite

6.8 OTA Rate Plan Mapping​

Local rate planOTA providerOTA rate plan code
BAR-FLEXBooking.comBAR-FLEX
BAR-CPBooking.comBAR-WITH-BREAKFAST
ADV-NRBooking.comNON-REFUNDABLE

7. Payment​

#FieldRequiredExampleNotes
7.1Razorpay merchant key_idRequiredrzp_live_XXXXXX14-20 chars
7.2Razorpay key_secretRequired<secret>24+ chars — share via 1Password only
7.3Razorpay webhook secretRequired<secret>Configure webhook URL https://{property-domain}/api/webhooks/razorpay
7.4Per-property vs tenant-level accountRequiredper-propertyOne of per-property, tenant-level
7.5Settlement account IFSCOptionalHDFC0001234For reconciliation only
7.6Payment methods enabledRequiredCard, UPI, NetBanking, WalletsComma-separated
7.7CurrencyRequiredINRMust match §1.12
7.8Test modeRequired at firsttrueSet to false after successful T-4 test transaction

8. Compliance​

#FieldRequiredExampleNotes
8.1NIC IRP usernameOptionalobri_udaipurRequired if GST B2B invoicing enabled
8.2NIC IRP passwordOptional<secret>1Password only
8.3NIC IRP endpointOptionalhttps://einvoice1.gst.gov.inDefault production endpoint
8.4E-invoice enabled at launchRequiredfalseIf false, KeyNova runs with EINVOICE_MOCK=true; deferred to post-launch
8.5C-Form police station codeRequiredUDR-01Required for foreign guest reporting
8.6C-Form districtRequiredUdaipur
8.7FSSAI license numberRequired if F&B1234567890123414 digits
8.8FSSAI expiryRequired if F&B2027-05-31YYYY-MM-DD
8.9Liquor license numberRequired if alcoholRJ/UDR/L1/2026/0123State-specific format
8.10CCTV coverage mapOptionalPDFFor DPDP / GDPR audit trail
8.11DPO (Data Protection Officer) contactRequireddpo@theobri.comRequired under DPDP Act 2023

9. Staff Accounts (Initial Users)​

Minimum 3 users required: 1 admin, 1 manager, 1 front desk. Recommended 5-10 at go-live.

#RoleNameEmailPhoneShift preferenceLanguages
1ADMINRahul Sharmarahul@theobri.com+91-98000-00001DayEN, HI
2MANAGERPriya Nairpriya@theobri.com+91-98000-00002DayEN, HI, ML
3FRONT_DESKArjun Patelarjun@theobri.com+91-98000-00003DayEN, HI, GU
4FRONT_DESKMeera Iyermeera@theobri.com+91-98000-00004NightEN, HI, TA
5HOUSEKEEPING_SUPERVISORSita Devisita@theobri.com+91-98000-00005DayHI
6FNB_MANAGERVikram Singhvikram@theobri.com+91-98000-00006DayEN, HI

Validation:

  • Role: one of ADMIN, MANAGER, FRONT_DESK, HOUSEKEEPING_SUPERVISOR, HOUSEKEEPING, FNB_MANAGER, FNB_STAFF, KITCHEN, ACCOUNTS
  • Email: unique across tenant; will receive welcome email with temp password
  • Phone: E.164 format; used for OTP / MFA
  • Shift preference: Day, Night, Any
  • MFA (TOTP) will be enforced for ADMIN and MANAGER roles at first login

10. Integrations (Optional)​

10.1 Smart Locks​

FieldValueNotes
VendorSalto / Onity / Assa Abloy / NONEPhase 1 supports Salto only
API endpointhttps://api.saltoks.com
API key<secret>1Password
Property ID in lock systemSALTO-OBRI-01
Encoder station IP(s)192.168.10.20Comma-separated if multiple
Key formatRFID or Mobile key or Both

10.2 ID Scanner​

FieldValueNotes
VendorRegula / Desko / NONE
ModelRegula 7024
USB / NetworkUSB
Host machinefront-desk-01Hostname; driver installed locally

10.3 Printer Configuration​

One row per printer:

#LocationTypeModelConnectionAddressPurpose
1Front deskThermalEpson TM-T88VINetwork192.168.10.30Folios, receipts
2KitchenThermalEpson TM-U220BNetwork192.168.10.31KOT
3Sapphire POSThermalEpson TM-T20IIIUSBCOM3Bills
4Admin officeLaserHP LaserJet Pro M404dnNetwork192.168.10.40Reports, invoices

10.4 Network​

FieldValueNotes
Public IP address(es)103.xx.xx.xxRequired for OTA IP whitelisting and for NIC IRP
Bandwidth100 MbpsMinimum 25 Mbps recommended
Backup ISPYes / NoStrongly recommended
VLAN segmentationYes / NoPCI scope reduction
WiFi SSID (staff)Obri-StaffSeparate from guest WiFi
WiFi SSID (guest)Obri-GuestCaptive portal for WiFi is out of scope Phase 1

10.5 Mobile devices​

#Device typeCountAssigned toOS
1Android tablet (10")5HousekeepingAndroid 12+
2Android phone3F&B waitersAndroid 12+
3iPad2ManageriPadOS 16+

11. Sign-off​

RoleNameSignatureDate
Hotel GM
Hotel IT lead
KeyNova onboarding engineer
KeyNova engineering manager

Appendix A: Field count by category​

CategoryRequired fieldsOptional fieldsTotal
0. Meta505
1. Property Info17825
2. Rooms8 (per type) + CSV412+
3. Rate Plans11 (per plan)112+
4. POS Setup6 (per outlet) + CSVs06+
5. Front Desk Setup7310
6. Channel Manager6 + mappings06+
7. Payment718
8. Compliance5611
9. Staff Accounts6 (per user) × ≥3018+
10. Integrations020+20+
Total~80 required~45 optional~125+

Appendix B: Mapping to seed-production-hotel.sql​

The form maps to 88 -- REPLACE: placeholders in hmp-infrastructure/seeds/seed-production-hotel.sql:

Seed sectionForm sectionPlaceholders
Tenant§1 (Property Info)5
Admin / bcrypt hash§9 + ops-generated1
Users (admin/manager/frontdesk/hk/fnb)§925
Property metadata§115
Property settings§5, §7, §812
Room types§2.19
Rate plans§3.1, §3.215
Brand / logo URLs§1.24-§1.296

After the form is filled, the KeyNova onboarding engineer runs a find-and-replace over seed-production-hotel.sql guided by this mapping.

Appendix C: Example — minimum valid form​

A minimum valid form has these 6 tables completed at kickoff:

  1. Section 1 (Property Info) — all required fields
  2. Section 2.1 (Room Types) — at least 1 row
  3. Section 2.2 (Rooms List) — CSV uploaded, total rooms > 0
  4. Section 3.1 (Rate Plans) — at least 1 row
  5. Section 3.2 (Base Rates) — 1 row per (rate × room type)
  6. Section 9 (Staff Accounts) — at least 3 users

All other sections can be deferred to T-4 Integration Setup (see day-by-day checklist).