QloApps Availability Notifier

The QloApps Availability Notifier module equips hotel admins with a powerful tool to manage room availability requests.

From the backend, admins can easily track and monitor all customer subscriptions for unavailable rooms. 

Admins receive real-time alerts when rooms go out of stock or reach low availability.

This not only keeps the staff informed about the unavailability period but also helps them plan how and when to restock or make rooms available again.

It simplifies room availability management and ensures timely action.

They can view detailed insights such as total subscribed users, customer-wise statistics, and the number of notifications sent.

This helps admins stay informed about booking trends and demand peaks, enabling better operational planning. 

The module integrates seamlessly with QloApps, requiring minimal configuration, and fits naturally into the existing hotel management workflow.

The QloApps Availability Notifier module allows customers to subscribe for alerts when a room becomes available for booking.

This module is particularly useful for hotels experiencing high demand or during peak seasons.

It improves guest engagement by allowing users to express interest in specific rooms even when they’re currently unavailable.

Customers receive automated notifications via email or SMS once the desired room becomes available again.

The system helps hotels capture potential bookings that might otherwise be lost due to temporary unavailability.

• The system shows the “Notify Me” button only when the room is not available for booking.
• Works seamlessly for both guest users and registered customers.
• Admin can view and manage all notify requests from the backend.
• Admin can delete or monitor individual notification requests.
• Supports real-time checking and syncing of room availability with inventory.
• The system sends email notifications automatically when the room becomes available.
• This module is also compatible with the Qlogdpr module.
• Easy to install and fully compatible with the QloApps framework.
• Enhances guest experience by offering a way to stay informed without constant checking.
• A dedicated section on the admin dashboard displays rooms with low Availability or out-of-stock status for better tracking.

The installation of any module is very simple in QloApps.

• Go to the “Module and Services” tab.
• Click on “Add New Module”.

Now upload the Zip file of the module and click on install.

Now you have installed the module. So let’s check how to configure it.

After clicking on the configure button, you will be redirected to the configuration page.

Customer Availability Notification

Enable availability notifications: Enable to activate the entire availability notification feature so customers can receive alerts when a room becomes available again.

Send notifications: Enable to choose the medium (Email or SMS) through which availability notifications will be sent. (SMS requires a separate module.)

Enable specific room type selection: Enable to allow customers to select specific room types (e.g., Deluxe, Suite) for which they want to receive availability alerts.

Enable flexible date selection: This feature allows customers to opt for flexible dates instead of selecting fixed check-in and check-out dates.

When enabled, it expands their chances of finding availability by letting them receive notifications for any available rooms within the upcoming month they’ve chosen.

Enable notification reminders: Enable to send periodic reminder notifications to customers if the room they’re interested in is still available.

Interval for reminders: Set the number of days between reminder notifications (e.g., every 2 days).

Total reminders: Enter the maximum number of reminders that can be sent to a customer (e.g., 5 reminders).

Enable phone field for visitors: Enable to add a phone number input field for users, useful for SMS alerts and additional contact.

Send availability notification when: This setting allows the admin to define the trigger condition for sending availability notifications to subscribed customers.

There are two options:

• At least one room is available: A notification will be sent as soon as a single room becomes available.
• Total rooms must be available: A notification will be sent only when all rooms requested by the customer are available.

Staff notification

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Enable availability notifications: Enable to activate notifications for staff when rooms are either low in availability or out of availability.

Send notifications via: Enable to select the medium (Email or SMS) for sending staff notifications. (SMS requires an external module.)

Get out of inventory notification When:

Enable to define the trigger for “out of inventory.” There are two options:  when the total hotel inventory reaches zero or when any room type inventory reaches 0.

Enable low inventory notifications: Enable to notify staff when room availability drops below a set threshold.

Consider low inventory according to: Enable to choose the inventory type to monitor. There are two options either overall hotel inventory or individual room types.

Inventory percentage for Low Inventory: Set the percentage threshold below which low inventory alerts should be triggered—e.g., notify staff when only 50% or less of the rooms are available.

Send notifications to: Enable to select which roles (Super Admin, Hotelier, Employee) should receive these inventory notifications.

Super Admin and Employees will receive alerts via email. Hotlier will receive will receive alerts via email and SMS both. 

When all rooms in a hotel are fully booked, this is how the search page will appear.

Users can then enable room availability tracking based on their preferences and get notified as soon as a room becomes available.

After enabling the track room availability, these details you have to fill out to get notified.

Room Type: Select to choose whether you want to be notified for any room type or only for specific room types (e.g., Deluxe, Standard, Suite).

Room Availability Based on: Select to decide if you want availability notifications for a specific date range or for flexible dates.

In case of flexible dates : 

You can select “Flexible Dates” to get room availability alerts for any date within a chosen month—like May, June, or July 2025—instead of just a fixed date range.

This increases the chances of finding available rooms for their preferred travel period.

Email: Enter your email address here to receive availability notifications via email.

Phone Number: Enter your phone number here if you prefer to receive availability alerts through SMS (if enabled).

Get Notify: Click after entering all the required details to activate the notification system and get alerts when the selected room becomes available.

This page provides a comprehensive list of users (both customers and visitors) who have subscribed to receive room availability notifications.

It allows the admin to monitor, manage, and view all current subscriptions related to unavailable rooms across different hotels.

After clicking on the Subscription list , u will redirected to subscription list page. 

• Total Subscribed Users: Displays the total number of users (including both customers and visitors) who have subscribed for availability notifications.
  
• Total Visitor Subscriptions: Indicates how many subscriptions were made by non-registered visitors (i.e., users without accounts).
  
• Total Unique Visitors: Shows the count of distinct non-registered users who have subscribed at least once.
  
• Total Customer Subscriptions: Reflects the number of subscriptions created by logged-in or registered customers.
  
• Total Unique Customers: Represents the total number of unique registered customers who have subscribed.
  
• View Button: Allows the admin to open and review the full details of a specific subscription entry including dates, room type, and user contact information.

After clicking the view button the full details of the subscription will appear.

Customer Subscription Information

This page provides detailed insights into a specific user’s room availability subscription.

It allows the admin to view subscription details, booking preferences, and overall activity across the system for that user.

SUBSCRIPTION DETAILS:
Displays the personal and booking-related information of the subscriber, including:

• Name, email, and phone number
• Country and hotel details
• Booking duration and flexibility with dates
  

SEARCH DETAILS:
Shows the exact search criteria used by the user when subscribing for availability alerts:

• Hotel name and location
• Check-in/check-out dates
• Number of rooms and occupancy breakdown
  

OVERALL STATS FOR [User]:
Summarizes the user’s entire interaction with the availability notifier system:

• Total Availability Subscriptions: Number of times this user has subscribed to be notified
• Total Notifications Sent: The system has triggered and sent a total number of email/SMS alerts to the user.

• Low Inventory
  Indicates that the number of available rooms at a specific hotel has dropped below a set threshold.
  
  • Example: Hotel Taj – 1 Room Left (17 Apr 2025)
    Helps staff proactively manage bookings and prevent overselling.
    
• Unavailable
  All rooms are currently shown as booked for a specific hotel and date.
  • Example: Hotel Taj – Date: 17 Apr 2025
    Useful for quick visibility into fully booked properties.

👉 It is noted that these notifications remain active for 24 hours by default and are automatically removed afterward to keep the dashboard clean and focused on the latest updates.

This was all from the QloApps Availability notifier. I hope I was able to clarify the functioning of the module to you.

If you want to learn about the functionality of QloApps then you can visit this link: QLO Reservation System – Free Open-Source Hotel Booking & Reservation System

In case of any query, issue, or requirement please feel free to raise it on QloApps Forum.

Current Product Version – V1.0.0

Supported Framework Version – QloApps 1.6.1