Training Materials Review

Audience: KeyNova product / customer success team planning training material refresh before Phase 1 go-live (2026-04-14).

Purpose: Audit the existing 4 quick-start guides at hmp-docs/docs/quick-start-guides/ and identify what needs updating for Phase 1: KeyNova rebrand, new HeaderZone UI from D1, multi-property switching, and additional materials needed (videos, Hindi translations, one-pagers).

Source materials reviewed:

• hmp-docs/docs/quick-start-guides/front-desk-guide.html (262 lines, A4 single-page)
• hmp-docs/docs/quick-start-guides/housekeeping-guide.html (8 sections)
• hmp-docs/docs/quick-start-guides/fnb-pos-guide.html (9 sections)
• hmp-docs/docs/quick-start-guides/manager-guide.html (9 sections)

Related:

• Property Data Collection Form
• Day-by-Day Onboarding Checklist
• KeyNova design system: C:\CLProjects\HMP\hmp-web-dashboard feat/ink-and-brass-redesign

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Common findings (apply to all 4 guides)

#	Finding	Severity	Effort to fix
C1	Hard-coded "HMP" branding in title, footer, header — should be "KeyNova"	High	0.5 hr
C2	Hard-coded color #1e40af (old blue) — should be Midnight Sovereign navy #0A1628 + aged gold #B8962E accent	High	1 hr (CSS update once, replicate to 4 files)
C3	Font is Segoe UI, Tahoma, Geneva, Verdana, sans-serif — should be Satoshi Variable to match dashboard. Print fallback to system-ui	Medium	0.5 hr
C4	URL placeholder https://<your-hotel>.hmphotel.com — should be https://<your-hotel>.keynovahotels.com	High	5 min
C5	Logo placeholder shows YOUR LOGO dashed box — should print real KeyNova K-leaf as default + per-property override slot	Medium	1 hr
C6	No multi-property switcher reference — Phase 1 chains will have 5 properties; staff need to know how to switch	High	Add 1 section per guide × 4 = 1 hr
C7	Screenshots: NONE present in guides currently. After D1 redesign (HeaderZone hybrid layout), recommend 4-6 screenshots per guide	High	6-8 hr (capture, annotate, embed)
C8	Footer says "v1.0" — bump to "v2.0 — Phase 1 Launch (2026-04)"	Low	5 min
C9	English only — front-line HK and FnB staff often prefer Hindi. Add lang="hi" versions	Medium	6-8 hr (translation per guide)
C10	No emergency contact card — guides should include support escalation phone and email	Medium	0.5 hr
C11	All guides reference Ctrl+K for quick search — confirm shortcut still works after D1 changes	Low	15 min (verification)
C12	No mobile-friendly version — guides are A4 print-only. Phase 1 needs a mobile-readable HTML version for in-app help	Medium	4 hr

Total common-fix effort: ~28 hours (one-time, then replicated across 4 guides via shared CSS file)

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Front Desk Guide (front-desk-guide.html)

What it covers (8 sections)

1. Login
2. Dashboard Overview
3. Create a New Reservation (8 steps)
4. Today's Arrivals
5. Keyboard Shortcuts
6. Check-In Flow (6 steps)
7. Check-Out Flow (6 steps)
8. Posting Charges to a Folio (5 steps)
9. Night Audit (4 steps + when/what description)

Strengths

• Linear, action-oriented language
• Numbered steps with visual counters
• VIP highlight tip
• Night audit warning callout

What's missing for Phase 1

#	Gap	Priority	Effort
FD-1	Multi-property switcher: how to switch between properties using the property selector in the new HeaderZone	P0	0.5 hr
FD-2	Group reservation creation (10+ rooms at once) — needed for corporate bookings	P1	0.5 hr
FD-3	Refund flow — how to process a refund through Razorpay from the folio	P1	0.5 hr
FD-4	No-show marking — explicit step before night audit	P1	0.25 hr
FD-5	C-Form for foreign guests — passport scan, registration	P0 (compliance)	0.5 hr
FD-6	Split folio — partial settlement, company billing vs guest payment	P1	0.5 hr
FD-7	GST invoice — how to generate B2B GST invoice with company name + GSTIN	P0 (compliance)	0.5 hr
FD-8	Walk-in guest with no email — fallback workflow	P2	0.25 hr
FD-9	Cancellation flow — apply correct cancellation policy, partial refund	P1	0.5 hr
FD-10	Rate plan override — how to apply discretionary discount with manager approval	P2	0.25 hr

What needs updating

• "HMP Hotel Management Platform" footer → "KeyNova Hospitality Platform"
• Login URL: hmphotel.com → keynovahotels.com
• Dashboard Overview screenshots — D1 changed to HeaderZone (dark navy) + light content body. Old "blue header" no longer accurate.
• "Reservations sidebar" — confirm sidebar nav order after D1 sweep (Reservations is still in sidebar but icons changed)
• Color tokens: #1e40af → #0A1628 + #B8962E

Screenshot refresh needed

YES — high priority. D1 changed the entire dashboard chrome. Required screenshots:

1. Login screen (with KeyNova logo)
2. Dashboard home with HeaderZone visible
3. Property switcher dropdown (multi-property)
4. New Reservation modal
5. Arrivals board with status badges
6. Check-in flow modal (room assignment)
7. Folio view (with sample charges)
8. Night Audit screen

Effort to refresh

Task	Hours
Common fixes (rebrand, font, colors, footer)	1
Add 10 missing topics	4
Update existing flow text	1
Capture + annotate 8 screenshots	4
Hindi translation	3
QA + sign-off	1
Total	14 hours

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Housekeeping Guide (housekeeping-guide.html)

What it covers (8 sections)

1. Install the App
2. Login
3. My Tasks Tab
4. Starting a Task
5. Completing a Task
6. Room Status Board
7. Updating Room Status Manually
8. Working Offline

Strengths

• Mobile-first focus (matches actual HK workflow)
• Offline mode explained
• Photo upload covered

What's missing for Phase 1

#	Gap	Priority	Effort
HK-1	Multi-property switcher in mobile app	P0	0.5 hr
HK-2	Discrepancy reporting — missing minibar item, damaged property, lost & found	P0	0.5 hr
HK-3	Inspection workflow — supervisor inspects task before marking room ready	P1	0.5 hr
HK-4	Linen / amenities request — ask front desk to refill cart	P2	0.25 hr
HK-5	Maintenance request from HK to engineering	P1	0.5 hr
HK-6	Cleaning timer auto-pause when phone backgrounded — explain it	P2	0.25 hr
HK-7	Swipe gestures (right=accept, left=defer) — covered in mobile app from Phase 2; explain	P1	0.25 hr
HK-8	Push notifications setup — how to enable	P1	0.25 hr
HK-9	Battery / data saving — recommended device settings	P2	0.25 hr

What needs updating

• App install instructions: APK sideload (Phase 1) vs Play Store (post-launch)
• Login: support QR code login from manager device (new in Phase 1)
• Color tokens for room status badges (dirty/clean/inspected/OOO) — confirm match D1 palette

Screenshot refresh needed

YES — critical. Mobile app screenshots needed:

1. App icon on home screen
2. Login screen
3. Tasks list (with priority colors)
4. Task detail with photo upload
5. Room status board
6. Discrepancy report form
7. Offline indicator
8. Cleaning timer in action

Effort to refresh

Task	Hours
Common fixes	1
Add 9 missing topics	3
Capture + annotate 8 mobile screenshots	4
Hindi translation (CRITICAL — most HK staff prefer Hindi)	4
QA + sign-off	1
Total	13 hours

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F&B / POS Guide (fnb-pos-guide.html)

What it covers (9 sections)

1. Install & Login
2. Tables Tab
3. Taking an Order
4. Kitchen Display (KDS)
5. Closing an Order / Generating Bill
6. Settling Payment
7. Room Charge (Quick Reference)
8. (additional sections)

Strengths

• Covers full order lifecycle
• Room charge cross-reference

What's missing for Phase 1

#	Gap	Priority	Effort
FB-1	Multi-outlet switcher — waiter assigned to 2 outlets	P0	0.5 hr
FB-2	Modifier sheet — half/full plate, spice level, allergens, special requests	P0	0.5 hr
FB-3	Discount application — % discount, fixed discount, complimentary	P1	0.5 hr
FB-4	Table merge / split — combine 2 tables for a large party	P1	0.25 hr
FB-5	KOT modify — recall and change an item already sent to kitchen	P1	0.5 hr
FB-6	Bill split — split bill 50/50, by item, by guest	P1	0.5 hr
FB-7	GST invoice for company — print B2B invoice from POS	P0 (compliance)	0.5 hr
FB-8	Banquet KOT — bulk pre-order for events	P2	0.25 hr
FB-9	Inventory low warning — when item is 86'd	P2	0.25 hr
FB-10	Shift close cash drawer reconciliation	P1	0.5 hr

What needs updating

• Room charge flow now goes through cross-service event (POS → frontdesk) — confirm UI hasn't changed
• KDS screen recolored to D1 palette
• Tables tab — table status colors (occupied/free/reserved) match D1

Screenshot refresh needed

YES. POS screenshots needed:

1. Outlet selection screen
2. Tables tab (color-coded)
3. Menu category sidebar
4. Modifier sheet
5. KDS board (kitchen view)
6. Bill print preview
7. Settle payment modal
8. Room charge confirmation

Effort to refresh

Task	Hours
Common fixes	1
Add 10 missing topics	4
Capture + annotate 8 screenshots	4
Hindi translation (waiter staff often prefer Hindi)	3
QA + sign-off	1
Total	13 hours

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Manager Guide (manager-guide.html)

What it covers (9 sections)

1. Login to Web Dashboard
2. Dashboard Home
3. Key Reports
4. Night Audit
5. POS Overview
6. Channel Manager
7. Settings
8. Mobile App (Manager View)
9. (additional sections)

Strengths

• Most comprehensive guide
• Covers both web and mobile views

What's missing for Phase 1

#	Gap	Priority	Effort
MG-1	Multi-property dashboard — chain-level view across 5 properties	P0	1 hr
MG-2	Property comparison — side-by-side KPIs (occupancy, ADR, RevPAR)	P0	0.5 hr
MG-3	Approval queue — discount approvals, refund approvals, rate overrides	P1	0.5 hr
MG-4	Pricing recommendations review/accept/reject (Phase 4 ML feature)	P1	0.5 hr
MG-5	Forecasting view — 14-day demand forecast	P2	0.25 hr
MG-6	OTA reconciliation report — flagged discrepancies	P1	0.5 hr
MG-7	Audit log — who did what, especially refunds and rate changes	P1 (compliance)	0.5 hr
MG-8	User management — add/disable staff, reset MFA	P0	0.5 hr
MG-9	Tax configuration — GST percentage updates, new tax categories	P1	0.5 hr
MG-10	Rate calendar bulk update — apply festival rates for date range	P1 (uses new feature from D phase)	0.5 hr
MG-11	Cancellation policy management — create/modify policies	P1	0.5 hr
MG-12	Staff productivity report — HK tasks per hour, FnB sales per waiter	P2	0.5 hr
MG-13	Emergency override — manual room status override, manual folio adjustment	P0 (operational)	0.5 hr

What needs updating

• Dashboard home screenshots — D1 redesign (KpiCard on dark HeaderZone)
• All chart styles changed in D1 — gold accents instead of blue
• Settings page navigation — reorganized under Property → Settings
• Mobile manager view: Phase 2 mobile is partial; document what works

Screenshot refresh needed

YES — most extensive. Manager guide needs the most screenshots since it covers more surface area:

1. Login + multi-property selector
2. Chain dashboard (5 properties side-by-side)
3. Single-property dashboard with KpiCards
4. Reports landing page
5. Daily revenue report
6. Night audit screen + summary
7. POS revenue dashboard
8. Channel manager ARI view
9. Settings → Tax configuration
10. Settings → Rate calendar with festival overlay
11. User management page
12. Audit log page

Effort to refresh

Task	Hours
Common fixes	1
Add 13 missing topics	6
Capture + annotate 12 screenshots	6
Hindi translation (lower priority — managers usually English)	2
QA + sign-off	1
Total	16 hours

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Summary table — Effort to refresh all 4 guides

Guide	Common fixes	New topics	Screenshots	Hindi	QA	Total
Front Desk	1 hr	4 hr	4 hr	3 hr	1 hr	14 hr
Housekeeping	1 hr	3 hr	4 hr	4 hr	1 hr	13 hr
F&B POS	1 hr	4 hr	4 hr	3 hr	1 hr	13 hr
Manager	1 hr	6 hr	6 hr	2 hr	1 hr	16 hr
Shared CSS overhaul (one-time)	2 hr	—	—	—	—	2 hr
Total	6 hr	17 hr	18 hr	12 hr	4 hr	58 hr

Realistic timeline: With one full-time tech writer + one designer for screenshots, 8-10 working days to refresh all 4 guides to Phase 1 quality. With Hindi translation outsourced in parallel, 6-7 days.

Decision required: Phase 1 launches in <2 weeks. Recommended scope cut for go-live:

Scope	What	Effort	Decision
Must have for T-0	C1-C5 (rebrand), C6 (multi-property), C10 (emergency contact), updated screenshots for FD + Manager (most-used flows)	~20 hours	Yes — block on this
Should have at T+7	All other gaps, full screenshot refresh for HK + FnB	~25 hours	Defer to post-launch hyper-care week
Nice to have at T+30	Hindi translations, mobile-readable HTML versions, video walkthroughs	~30 hours	Defer

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Additional materials needed

1. Video walkthroughs (5-min screencasts)

Status: Not started. Priority: P1 for T-0, P0 for first 5 properties post-launch.

Video	Audience	Duration	Effort
fd-create-reservation.mp4	Front desk	5 min	2 hr (script + record + edit)
fd-checkin-checkout.mp4	Front desk	6 min	2 hr
fd-night-audit.mp4	Front desk + Manager	4 min	1.5 hr
hk-mobile-task-flow.mp4	Housekeeping	4 min	2 hr
fnb-take-order.mp4	F&B	5 min	2 hr
mgr-multi-property-dashboard.mp4	Manager	5 min	2 hr
mgr-add-user.mp4	Manager	3 min	1 hr
support-escalation.mp4	All staff	2 min	1 hr
Total		~34 min	~13 hr

Hosting: Upload to private YouTube (unlisted) + embed in hmp-docs docs/training/videos/. Provide downloadable MP4 fallback for offline staff.

2. Multi-language support

Languages prioritized for Phase 1:

Language	Audience	Priority	Effort per guide
Hindi (hi)	HK + FnB front-line staff (90% of staff)	P0	3-4 hr
English (en)	All managers, front desk, admin	Already present	0
Marathi (mr)	Mumbai/Pune properties only	P2	3 hr (post-launch)
Tamil (ta)	Chennai property only	P2	3 hr (post-launch)

Approach: Side-by-side bilingual HTML (English + target language) using lang="hi" <div> blocks. Print version is also bilingual. Translation outsourced to a professional agency (NOT machine translation — PMS terminology must be accurate).

3. Printable one-pagers (A5)

Single-page laminated cards for the front desk and POS counter. Priority: P0.

One-pager	Content	Effort
Reservation creation	8 steps + 1 screenshot	1 hr
Check-in flow	6 steps + 1 screenshot	1 hr
Check-out flow	6 steps + 1 screenshot	1 hr
Post charge to folio	5 steps + 1 screenshot	1 hr
Take POS order	8 steps + 1 screenshot	1 hr
Generate KOT	4 steps	0.5 hr
Settle bill	5 steps	0.5 hr
Night audit	6 steps + warning	1 hr
Total	8 cards	~7 hr

Print spec: A5 (148×210 mm), 250 gsm matte paper, both sides, lamination optional. Hotel prints 5 copies of each per outlet.

4. Emergency contact card

Wallet-sized. Distributed to every staff member at training.

+----------------------------------------+
|         KEYNOVA — SUPPORT              |
|                                        |
|  L1 (general):                         |
|    Slack: #onboarding-{property}       |
|    Email: support@keynovahotels.com    |
|                                        |
|  L2 (urgent — business hours):         |
|    Phone: +91-XXXX-XX-XXXX             |
|                                        |
|  L3 (P0 outage — 24×7):                |
|    Phone: +91-XXXX-XX-XXXX             |
|                                        |
|  Property: {Property name}             |
|  Property code: {SHORT}                |
|  Tenant ID: {tenant-id}                |
|                                        |
|  Hotel manager (escalation):           |
|    {GM name} — {GM phone}              |
+----------------------------------------+

Effort: 1 hr to design template + 1 hr per property to fill = ~6 hr for 5 properties.

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Training schedule template

Initial training (T-2 + T-1)

Session	Duration	Audience	When
Front desk	2 hours	All FD staff (3-5)	T-2 morning
Housekeeping	1 hour	All HK staff + supervisors (5-12)	T-1 morning
F&B / POS	1 hour	All FnB staff (3-5)	T-1 afternoon
Manager walkthrough	1 hour	GM + AGM	T-1 afternoon
Mobile app sideload	30 min	HK + FnB	T-1 (combined with training)

Refresher training (post-launch)

Cadence	Duration	Audience	Content
T+7	1 hour	FD + HK + FnB (separate)	Q&A based on real issues from first week
T+14	1 hour	Manager	Reports, night audit review, OTA reconciliation
T+30	1 hour	All staff	Refresher + new features released in past month
T+60	1 hour	All staff	Refresher + release
T+90	1 hour	All staff	Final formal refresher; thereafter on-demand

New hire onboarding (ongoing, post-launch)

When property hires a new staff member, the hotel manager runs:

1. Self-paced: hand the relevant quick-start guide + video link
2. Day 1: shadow an experienced staff member
3. Day 2: 1-hour 1:1 with manager covering key flows
4. Week 1: KeyNova quiz (10 questions, hosted in admin portal — not yet built; manual for Phase 1)
5. Week 2: independent shift with on-call support

Materials needed: "New Hire Onboarding Pack" — bundle of 4 guides + 8 videos + emergency card. Effort to package: ~2 hr after all guides are refreshed.

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Recommended Phase 1 plan (cut down)

Given the 2026-04-14 launch date (~7 days from now), the following is a realistic scope:

Must complete before T-0 (block launch on this)

1. Common fixes (rebrand HMP → KeyNova, color/font tokens, footer, URL) on all 4 guides — 6 hours
2. Multi-property switcher section added to all 4 guides — 2 hours
3. Emergency contact card designed and printed for 5 properties — 6 hours
4. Front desk + Manager screenshots refreshed (most-used roles) — 10 hours
5. One-pagers for top 4 flows (reservation, check-in, check-out, post charge) — 4 hours
6. Front desk Hindi translation (highest impact) — 4 hours

Total Phase 1 launch scope: ~32 hours = 4 working days for 1 tech writer + 1 designer.

Defer to T+7 to T+30 (post-launch hyper-care)

7. HK + FnB screenshot refresh
8. All other missing topics (FD-1 to FD-10, HK-1 to HK-9, etc.)
9. Hindi translations for HK and FnB guides
10. Video walkthroughs (8 videos)
11. Mobile-readable HTML versions of all guides
12. Marathi/Tamil translations for region-specific properties

Defer to T+60+ (steady state)

13. New hire quiz module
14. In-app contextual help links to guide sections
15. Searchable knowledge base in admin portal

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Acceptance criteria for refresh

A guide is "refreshed for Phase 1" when:

• All instances of "HMP" replaced with "KeyNova"
• Color tokens updated to Midnight Sovereign palette
• Font set to Satoshi Variable with print fallback
• Login URL updated to keynovahotels.com
• Multi-property switcher section added
• At least 4 screenshots refreshed for D1 UI
• Emergency contact placeholder section present
• Footer version updated to "v2.0 — Phase 1 Launch (2026-04)"
• PDF print version generated and tested on A4
• Reviewed and signed off by 1 KN-Ops + 1 H-Ops representative

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Open questions

#	Question	Owner	Due
Q1	Do we have a designer available for screenshot capture and annotation in time for T-0?	KN-Ops manager	T-6
Q2	Should we use a single shared CSS file across all 4 guides, or keep them self-contained for offline portability?	KN-Eng	T-5
Q3	Translation vendor — confirm bandwidth for 4 guides × Hindi within 7 days	KN-Ops	T-6
Q4	Video hosting: private YouTube vs Vimeo vs self-hosted?	KN-Ops + KN-Eng	T-5
Q5	Are screenshots allowed to show real (anonymized) hotel data, or only seed data?	Compliance	T-6
Q6	Is the printer at each property capable of printing color one-pagers, or B&W only?	H-IT (per property)	T-3