User Guide

After signing up, confirm your email — you'll be logged in automatically and taken straight to the onboarding wizard. Follow these steps to get up and running:

1. Choose your language — Select the UI and email language during onboarding.
2. Name your business — Enter your company name and contact details.
3. Add your first property — Name it, set the capacity and base price.
4. Configure your pipeline — Go to Settings → Pipeline to enable the steps you use.
5. Create your first reservation — Click "New Reservation" from the dashboard or calendar.

The Gantt calendar shows all reservations across all properties. Click any empty cell to start a new reservation, or drag the edges of an existing one to change dates.

Creating a reservation

Click "New Reservation", select a property and dates. The price is calculated automatically from your pricing rules. You can search for existing guests by name, or add a new guest during creation.

Reservation statuses

Each reservation has a slide-over panel with tabs: Overview (status, financials, notes), Guests (guest data, extra guests), Timeline (audit log), and More (re-send emails, custom fields).

Sources & Partners

Track where bookings come from: Direct, Airbnb, Booking.com, or custom partner codes (Settings → Partners). Each partner can have a commission percentage tracked automatically.

The pipeline defines every step a reservation goes through. You can reorder steps by dragging them in Settings → Pipeline. Three types of steps are available:

• Status steps — Built-in stages (form sent, deposit paid, checked in, etc.)
• Custom email — Your own email with a custom template and scheduling
• Custom manual — A checkbox step for offline tasks (e.g. "ID checked")

Automation

• Auto voucher — Sent N days before check-in
• Auto survey — Sent N days after checkout
• Auto check-in/out — Status updated automatically on arrival/departure
• Auto proforma — Sent N days after confirmation
• Auto custom emails — Scheduled before/after check-in or after confirmation

Stripe payment links

Enable "Include Stripe payment link" on any proforma or custom email step to automatically generate a payment link. Set the amount as a fixed value, % of total, or % of remaining balance. The guest receives a "Pay with Card" button in their email. Requires a restricted Stripe API key configured in Settings → Integrations.

When you send a booking form, your guest receives a link to fill in their details. Configure which sections appear in Settings → Guest Form:

• Additional guests — Let guests add companion details
• Coupon / promo code — Allow discount code entry
• Extra services — Offer optional add-ons the guest can select
• Custom sections — Add your own consent checkboxes and text blocks

You can also write an intro text shown at the top of the form.

Pricing rules

Create seasonal or day-of-week rules in Settings → Pricing. Higher-priority rules override lower ones. The reservation price is calculated automatically when you pick dates.

Extras

Optional add-ons (Settings → Extras) guests can choose on the booking form: breakfast, parking, cleaning — priced per reservation, per night, or per guest.

Taxes

Automatic taxes (Settings → Taxes) are applied to every reservation. Configure tourist tax per guest/night, flat cleaning fees, etc. Taxes can be set to "paid separately" so they don't count toward the reservation total.

Check-in vouchers are sent to confirm the reservation and provide arrival details. Customize them three ways:

• Default template — Professional built-in layout
• Custom HTML — Write your own template with CSS. Use variables like {guest_name}, {check_in}, {property_name}
• Google Docs — Design in Google Docs, publish to web, paste the URL

Preview any voucher at /voucher/preview/[token] before sending.

• Import — Add iCal feed URLs from Airbnb, Booking.com, etc. in Settings → Integrations → iCal Calendars. Blocked dates appear as imported reservations. Feeds sync automatically every 30 minutes.
• Export — Share your calendar URL with other platforms so they see your availability in real time.

1. Go to Settings → General → Public Booking Page
2. Enable the toggle and set your URL slug
3. Share the link: yourdomain.com/book/your-slug

Incoming requests appear in the Bookings section where you can approve or reject them. Approved requests automatically create a reservation.

Calendar warnings highlight problematic situations directly on the Gantt calendar. Configure rules in Settings → Calendar Warnings.

Each rule has a name, a set of conditions (status, minimum gap, maximum gap, check-in day of week, etc.) and a color. When all conditions are met, the reservation is highlighted. Examples:

• Warn when a confirmed reservation has fewer than 2 days' gap before the next one
• Flag reservations that check in on a Sunday
• Highlight reservations still in "Draft" status 7+ days after creation

Add up to 5 custom fields per entity type in Settings → Custom Fields:

• Reservation fields — Track extra info per booking (internal notes, special codes, etc.)
• Guest fields — Capture additional guest data (loyalty tier, VIP status, etc.)

Field types: Text, Number, Yes/No, Date, Dropdown. Custom field values are shown and edited in the reservation's More tab and in the guest profile.

Setup

1. In your Stripe Dashboard → Developers → API keys, create a restricted key with only Payment Links — Write permission.
2. Paste the key in Settings → Integrations → Stripe.

Usage

• Automatic: Enable "Include Stripe payment link" on the Proforma Sent or any custom email step. Choose the amount (fixed, % of total, % of remaining balance).
• On demand: Open any reservation → More tab → "Request payment" to send a standalone payment request email with a Stripe link.

Payment links open directly on Stripe's hosted checkout — no redirect setup required. If Stripe is unavailable, the email is sent without the link (non-fatal).

Webhooks let you connect Crossbill to Zapier, Make.com, IFTTT, or your own backend. Go to Settings → Integrations → Webhook Integrations.

Trigger types

• Any status change — Fires on every reservation status change
• Specific step — Fires when a specific pipeline step is triggered

Each webhook sends a JSON POST with full reservation data. Add custom headers (e.g. Authorization) for authentication. Use the Test button to verify your endpoint.

Customize which sections appear (and in what order) in the reservation slide-over panel for each tab. Go to Settings → Sidebar Layout, choose a tab (Overview, Guests, More), and drag sections up/down or toggle their visibility.

This setting applies to all team members in your account.

• General — Business name, contact info, language, currency, logo, public booking page
• Pipeline — Enable/disable/reorder steps, configure automation and email copy
• Pricing — Seasonal and day-of-week pricing rules
• Extras — Optional add-ons for guests
• Taxes — Automatic taxes and fees
• Partners — Booking source codes and commissions
• Voucher — Customize check-in voucher template
• Custom Fields — Extra data fields for reservations and guests
• Sidebar Layout — Customize the reservation panel layout
• Calendar Warnings — Rules for highlighting reservations on the calendar
• Integrations — Stripe, webhooks, iCal sync, email sender, SMTP
• Guest Form — Configure which sections appear on the booking form
• Team — Invite members (owner / manager / viewer roles)
• Export — Download data as CSV
• Import — Upload historical data from CSV
• Security — Two-factor authentication (TOTP)
• Billing — Subscription and plan management