How to Configure the Holiday Booking Bot App with Pingstreams

Overview

The Holiday Booking Bot is a powerful application that integrates with Pingstreams to provide automated accommodation booking services. This bot can handle room reservations, cancellations, payment processing, and customer inquiries, making it perfect for hotels, B&Bs, vacation rentals, and other hospitality businesses.

Key Features

• Automated Booking Management - Handle reservations 24/7
• Real-time Availability Checking - Connect to property management systems
• Payment Processing - Secure payments via Stripe integration
• Multi-property Support - Manage multiple rooms/apartments
• Cancellation Handling - Process booking modifications and cancellations
• Customer Support - Automated responses to common inquiries

Prerequisites

Before starting, ensure you have:

• Active Pingstreams account
• Property management platform account (e.g., Smoobu, Booking.com, Airbnb)
• Stripe payment processing account
• Basic understanding of bot configuration

Step 1: Create a Project on Pingstreams

Project Setup Steps:

1. Log into your Pingstreams dashboard
2. Click “Create New Project”
3. Choose a descriptive name (e.g., “Hotel Booking Assistant”)
4. Select your preferred region for data hosting
5. Configure basic project settings

Step 2: Create a New Bot

In the bot section create a new bot (Add from scratch)

Bot Creation Options:

• Template-based: Use pre-built booking bot templates
• From Scratch: Build custom functionality step by step
• Import Existing: Use the provided Holiday Booking Bot configuration

Step 3: Install the Holiday Booking App

Now you have to install the App from the Apps section by pressing the Install button

App Installation Process:

1. Navigate to the Apps marketplace
2. Find “Holiday Booking Bot” in the available apps
3. Click Install and accept the permissions
4. Wait for installation confirmation

Step 4: Configure App Parameters

It is necessary to configure the App with the necessary parameters to allow communication with the facility management platform (e.g. Smoobu) and with the Stripe online payment platform.

To do this, go to the Chats section and join a conversation. Then you need to select the Apps button at the bottom of the page on the right of the screen.

You must enter the configuration parameters of the facilities management platform (e.g. Smoobu) and the Stripe electronic payment platform in the appropriate spaces.

Important: For these configurations, refer to the guide of your facility manager and the Stripe electronic payment platform documentation.

Required Configuration Parameters:

Property Management System Integration:

• API Endpoint URL
• Authentication Token/API Key
• Property ID(s)
• Rate Plan Codes
• Room Type Mappings

Stripe Payment Configuration:

• Publishable Key (for frontend integration)
• Secret Key (for backend processing)
• Webhook Endpoint (for payment confirmations)
• Currency Settings
• Tax Configuration

Optional Advanced Settings:

• Check-in/Check-out Times
• Minimum Stay Requirements
• Booking Lead Time
• Cancellation Policies
• Additional Fees (cleaning, tourist tax, etc.)

Step 5: Import the Holiday Booking Bot Template

Now you have to download the bot project from here

Import the Bot holidayBookingBot

Import Process:

1. Download the bot configuration file from the provided link
2. Navigate to Bot Management in your Pingstreams dashboard
3. Click “Import Bot” and select the downloaded JSON file
4. Wait for the import process to complete
5. Verify all bot components are properly imported

Step 6: Verify Bot Import

As soon as the bot import process finishes you should see the new bot created

Step 7: Edit and Configure Bot Flow

Select the Edit bot button and this should be the result

Bot Flow Components:

The imported bot includes several key flows:

1. Welcome & Main Menu

• Greeting message for new visitors
• Main navigation options (Book, Cancel, Inquire)
• Language selection (if multi-language support is enabled)

2. Booking Flow

• Date selection (check-in/check-out)
• Room type selection
• Guest information collection
• Availability checking
• Price calculation
• Payment processing
• Booking confirmation

3. Cancellation Flow

• Booking lookup by confirmation number
• Cancellation policy display
• Cancellation processing
• Refund handling

4. Inquiry Flow

• Common questions and answers
• Transfer to human agent option
• Property information
• Local attractions and services

Customizing the Bot Flow:

You can modify various aspects of the bot:

• Welcome messages and branding
• Room descriptions and pricing
• Booking policies and terms
• Payment options and methods
• Confirmation messages and emails
• Error handling and fallbacks

Step 8: Activate the Bot

Select the Department with which the BOT must work and activate it by pressing the Activate Bot button

Department Configuration:

• Select appropriate department (e.g., Bookings, Customer Service)
• Set operating hours for the bot
• Configure escalation rules to human agents
• Define priority levels for different types of inquiries

Step 9: Configure Property Management System

Now you need to create the different rooms/apartments that customers can book on your property management system. The prices of each room/apartment and the periods in which each is available must be entered.

Note: For these configurations, refer to your facilities manager’s documentation.

Property Setup Requirements:

Room/Apartment Configuration:

• Room types and descriptions
• Capacity (number of guests)
• Amenities and features
• Base pricing and seasonal rates
• Availability calendar
• Booking restrictions (minimum stay, etc.)

Pricing Strategy:

• Base rates per room type
• Seasonal adjustments (peak/off-peak)
• Dynamic pricing based on demand
• Discounts for longer stays
• Additional fees (cleaning, taxes)

Availability Management:

• Real-time synchronization with booking platforms
• Blocked dates for maintenance
• Override settings for special events
• Buffer times between bookings

Step 10: Test the Bot

To test the App, select the “Simulate visitor” button at the top right of the screen

Step 11: Verify Bot Functionality

If everything has been configured correctly the bot will start and allow the user to book a room or cancel an old reservation

Testing Checklist:

Basic Functionality:

• ✅ Welcome message displays correctly
• ✅ Main menu options are functional
• ✅ Date picker works properly
• ✅ Room selection shows available options
• ✅ Price calculation is accurate

Booking Process:

• ✅ Guest information collection works
• ✅ Availability checking returns correct results
• ✅ Payment processing (test mode) completes
• ✅ Confirmation messages are sent
• ✅ Booking records are created in PMS

Error Handling:

• ✅ Invalid dates are rejected
• ✅ Unavailable rooms show appropriate messages
• ✅ Payment failures are handled gracefully
• ✅ System errors trigger fallback responses

Advanced Configuration Options

Multi-Language Support

Configure the bot for international guests:

Language Settings:

• Primary language for your property location
• Secondary languages for international visitors
• Automatic language detection based on user preferences
• Fallback language when translation isn’t available

Payment Gateway Integration

Beyond Stripe, you can integrate additional payment methods:

Payment Options:

• Credit/Debit Cards (Stripe, PayPal)
• Digital Wallets (Apple Pay, Google Pay)
• Bank Transfers for longer stays
• Cryptocurrency (Bitcoin, Ethereum)
• Local Payment Methods (region-specific)

CRM Integration

Connect with customer relationship management systems:

CRM Features:

• Guest profile management
• Booking history tracking
• Preference learning
• Loyalty program integration
• Marketing automation

Monitoring and Analytics

Performance Metrics

Track key performance indicators:

Booking Metrics:

• Conversion rates (visitors to bookings)
• Average booking value
• Booking abandonment rates
• Peak booking times
• Popular room types

Customer Experience:

• Bot interaction success rates
• Average conversation length
• Escalation to human agents
• Customer satisfaction scores
• Response time metrics

Revenue Analytics:

• Revenue per booking
• Seasonal trends
• Pricing optimization insights
• Channel performance comparison

Maintenance and Updates

Regular Maintenance Tasks:

Weekly:

• Review booking accuracy
• Check payment processing
• Monitor bot performance
• Update availability calendars

Monthly:

• Analyze booking trends
• Update pricing strategies
• Review customer feedback
• Optimize bot responses

Quarterly:

• Update property information
• Review integration settings
• Update payment gateway configurations
• Conduct comprehensive testing

Troubleshooting Common Issues:

Booking Problems:

• Double bookings - Check PMS synchronization
• Payment failures - Verify Stripe configuration
• Availability errors - Review calendar updates
• Guest data issues - Validate form configurations

Bot Performance:

• Slow responses - Optimize API calls
• Error messages - Review integration logs
• Flow interruptions - Check conversation logic
• User confusion - Improve message clarity

Security and Compliance

Data Protection:

Security Measures:

• SSL/TLS encryption for all data transmission
• PCI DSS compliance for payment processing
• GDPR compliance for EU guests
• Data minimization principles
• Regular security audits

Privacy Features:

• Guest consent management
• Data retention policies
• Right to erasure implementation
• Privacy policy integration
• Opt-out mechanisms

Business Benefits

Operational Efficiency:

• 24/7 booking availability without staff
• Reduced booking errors through automation
• Faster reservation processing
• Lower operational costs
• Improved staff productivity

Guest Experience:

• Instant booking confirmations
• Multilingual support
• Consistent service quality
• Easy cancellation process
• Personalized recommendations

Revenue Optimization:

• Dynamic pricing based on demand
• Upselling opportunities (room upgrades, services)
• Cross-selling local experiences
• Direct booking cost savings
• Revenue analytics for better decisions

Conclusion

The Holiday Booking Bot for Pingstreams provides a comprehensive solution for automating accommodation bookings while maintaining high-quality customer service. By following this configuration guide, you can:

• Streamline your booking process with full automation
• Reduce operational overhead while increasing bookings
• Provide 24/7 customer service in multiple languages
• Integrate seamlessly with existing systems
• Scale your business without proportional staff increases

The combination of Pingstreams’ conversational AI with specialized booking functionality creates a powerful tool that can transform how hospitality businesses handle reservations and customer inquiries.

Next Steps:

1. Complete the configuration following all steps in this guide
2. Test thoroughly with various booking scenarios
3. Train your staff on the new system
4. Monitor performance and optimize based on results
5. Gather guest feedback and iterate on improvements

Ready to revolutionize your booking process? Start implementing your Holiday Booking Bot today and experience the benefits of automated hospitality management!

For additional support or custom configuration assistance, contact our technical support team who can help optimize your specific use case.