TapFront user guide

How to use TapFront

A detailed operating guide for setting up your property, publishing guest room pages, managing reservations, handling guest requests, and keeping your team organized.

Quick start checklist

  1. 1Create account
  2. 2Add property
  3. 3Add rooms
  4. 4Set branding and content
  5. 5Print QR/NFC access
  6. 6Invite staff
  7. 7Test as a guest

1. Set up your account and rooms

Complete these steps first. They create the structure guests and staff will use every day.

Create your TapFront account

  • Open TapFront and choose Sign in or Register.
  • Use the email address that should receive important guest and property notifications.
  • Verify the email if prompted, then return to the dashboard.
  • Keep the owner login private. Staff should be invited later with their own permissions.

Add your first property

  • Go to Dashboard > Properties > Add property.
  • Enter the public property name exactly as guests should see it.
  • Add the address, property type, contact email, phone number, and timezone.
  • Save the property before adding rooms, services, or branding.

Create rooms or units

  • Open the property and choose Rooms.
  • Create one room for every physical room, villa, apartment, or rental unit.
  • Use simple room names such as Room 101, Suite 4, Villa A, or Apartment 2.
  • After saving, copy or open the room guest link to confirm the page loads correctly.

Publish the guest access points

  • Use each room link to create the matching QR code or NFC tag.
  • Place the QR/NFC in a visible in-room location, such as the desk, entrance table, or welcome folder.
  • Test every printed QR code with a phone before giving access to guests.
  • If a room changes name later, re-check that the physical QR/NFC still opens the correct room page.

2. Run your daily dashboard workflows

These are the main areas your team will use after the property is live.

Reservations

Use reservations to track guest stays, arrivals, departures, and status changes from one place.

  1. 1Open Dashboard > Reservations.
  2. 2Create a new reservation and select the correct property and room.
  3. 3Add guest name, dates, number of guests, email, phone, and any internal notes.
  4. 4Use pending, confirmed, completed, or cancelled statuses to keep operations clear.
  5. 5Check the reservation list daily for upcoming arrivals and open requests.

Guest messages and issue reports

Guests can report problems from their room page, and your team can track each issue until it is resolved.

  1. 1Open Dashboard > Notifications when the bell shows a new item.
  2. 2Read the guest issue, room, contact details, and submitted description.
  3. 3Acknowledge the issue when a team member starts handling it.
  4. 4Add an internal note if the fix requires housekeeping, maintenance, or owner approval.
  5. 5Mark the issue as resolved only after the guest or staff confirms the problem is handled.

Cleaning and housekeeping

Housekeeping pages help staff update room cleaning status without giving them full dashboard access.

  1. 1Open Dashboard > Calendar to review arrival, departure, and cleaning workload.
  2. 2Assign staff access only to the areas they need.
  3. 3Give housekeeping staff the dedicated housekeeping scan or room workflow.
  4. 4Ask staff to mark a room clean only after the final check is complete.
  5. 5Review housekeeping history when a room status looks unclear.

Branding

Branding makes the guest room page feel like your hotel or rental, not a generic tool.

  1. 1Open Dashboard > Branding.
  2. 2Upload or select the logo and header image that guests should recognize immediately.
  3. 3Adjust the header background position so the important part of the image is visible on phones.
  4. 4Check the guest room page on mobile after every branding change.
  5. 5Use clear, calm images. Avoid text-heavy banners that become hard to read on small screens.

Staff, roles, and permissions

Roles let you invite team members without exposing owner-only settings or sensitive data.

  1. 1Open Dashboard > Roles to create a permission set.
  2. 2Give each role only the sections that person needs for their work.
  3. 3Open Dashboard > Staff and send an invite to the staff member's email.
  4. 4Ask invited staff to accept the invite from their own email account.
  5. 5Review staff access whenever someone changes job role or leaves the property.

Translations

TapFront supports multi-language guest pages so international guests can use room services with less friction.

  1. 1Write source text clearly before translating it.
  2. 2Keep menu items, room instructions, amenities, and services specific and short.
  3. 3Use the language switcher on the guest page to test important sections.
  4. 4If a translation reads oddly, edit the original text first and regenerate or update the translation.
  5. 5Avoid slang, abbreviations, and jokes in operational instructions.

3. Understand the guest journey

  1. 1Guest scans the in-room QR code or taps the NFC tag.
  2. 2The room page opens in the phone browser without a login.
  3. 3Guest checks Wi-Fi, house rules, recommendations, services, or menus.
  4. 4Guest switches language if needed.
  5. 5Guest submits a reservation, request, or issue report.
  6. 6The team receives and handles the request from the dashboard.

Recommended daily routine

  • Morning: open the dashboard and check new reservations, notifications, and room issues.
  • Before arrivals: confirm guest room pages are accurate for arriving rooms.
  • During the day: update issue statuses as soon as staff starts or finishes work.
  • After cleaning: confirm housekeeping statuses before marking rooms ready.
  • Evening: review unresolved items so tomorrow's team has a clean handover.

4. Troubleshooting and best practices

Use this section when something feels unclear during setup or daily operations.

A guest says the QR code opens the wrong room.

Open the physical QR code with your own phone, compare the room name with the dashboard room record, then replace the printed QR/NFC if it points to the wrong link.

A staff member cannot see a dashboard section.

Check their role in Dashboard > Staff and confirm the role has permission for that section.

A room page does not show the latest information.

Refresh the page, confirm the dashboard changes were saved, and test in a private browser window if the old page is cached.

Guests are confused by a service or instruction.

Rewrite the title in plain guest language, add a short description, and test it on a phone screen.

Before going live

Test the full flow as a guest: scan the QR code, open the room page, switch language, read the Wi-Fi and house rules, submit a test request, and confirm the request appears in the dashboard. This final test catches most setup mistakes before real guests arrive.