How to use Arcus

Your complete guide to smarter operations.

From first setup to daily operations — follow these 10 steps to get the most out of every tool in the Arcus Maxapp.

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The Suite

🏨Properties 👥Staff 📋Services 📊Bookings 🔮Forecast 📅Schedule 🔗Integrations 📈Analytics 📊Dashboard 🤝Refer & Earn

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Properties

Set up your property

Create your property profile with name, type, capacity, and operating hours.

Click "Add property" and fill in your details — hotel, spa, event venue, members club, or resort
Set your total room or cover capacity and daily operating hours
If you manage multiple venues, add each one separately — Arcus keeps data isolated per property
Switch between properties with one click from the Properties page

💡Start with your busiest property first. The AI learns faster with more data.

👥

Staff

Add your team

Build your staff roster so Arcus can generate named schedules.

Upload a CSV/Excel roster or add staff one by one — name, role, experience level, hourly rate
Assign department capabilities: Front Desk, Spa, Events, F&B, Housekeeping, Security
Set max bookings per shift for each team member to avoid overloading
The AI uses this data to assign the right people to the right shifts based on demand

💡Include hourly rates so labour cost forecasts are accurate to the pound.

📋

Services

Define your services

List your offerings so the AI understands your revenue and cost structure.

Upload a rate sheet or menu, or add services manually — room types, spa treatments, dining, events
Set price, cost, and duration for each service to track profit margins
Filter by category to keep things organised as your list grows
The AI uses service data to forecast revenue and calculate labour percentage accurately

💡Even a rough cost estimate is better than nothing — you can refine later.

📊

Bookings

Import your booking history

Upload past bookings so the AI can learn your demand patterns.

Drag and drop a PMS export (CSV, XLSX, or XLS) — Arcus reads any format automatically
The AI analyses your file and shows a preview before importing — check the data looks right
You can also log bookings manually: pick a date, shift, booking count, and revenue
The more history you provide (ideally 6–12 months), the more accurate your forecasts become

💡3 months of data is enough to start. 12 months captures seasonal patterns.

🔮

Forecast

Generate your first forecast

The core of Arcus — AI-generated operations briefs for every shift.

Pick a date and generate a full-day brief covering morning, afternoon, and evening in one click
Each brief includes: predicted occupancy, named staff schedules, prioritised task lists, and labour cost as a % of revenue
Use "Generate week-ahead forecast" to plan an entire week at once
After the shift, log actual bookings with the "Log actual" button — this trains the AI to be more accurate next time

💡Generate your first brief, then compare it to what you would have scheduled. The gap is your savings opportunity.

📅

Schedule

Build your schedule

Visual weekly schedule builder — AI-generated or manually adjusted.

Click "Generate schedule" and the AI creates an optimal week based on forecasted demand and staff availability
View the 7-day calendar with morning, afternoon, and evening shift blocks
Drag and drop staff between shifts to make manual adjustments
Mark staff as unavailable on specific dates — the AI will work around them
Export the final schedule to PDF and share with your team

💡Generate with AI first, then fine-tune. It is faster than building from scratch.

🔗

Integrations

Connect your PMS

Auto-sync bookings from your property management system.

Connect Cloudbeds, Mews, or Oracle OPERA with an API key or OAuth flow
Once connected, new bookings sync automatically — no more manual uploads
Test the connection to verify it is working before relying on it
Your forecast accuracy improves because the AI always has fresh data

💡This step is optional — you can always upload data manually if you prefer.

📈

Analytics

Track your website

Built-in website analytics — no Google Analytics needed.

View page views, unique visitors, top pages, devices, browsers, and referrer sources
Switch between Today, 7 days, 30 days, and All time views
To track your property's external website, click "Show script" and copy one line of HTML into your site's header
All traffic from your website appears in the same dashboard — no third-party tools required

💡Add the tracking script to your hotel website to see which pages guests visit most before booking.

📊

Dashboard

Monitor your dashboard

Your command centre — KPIs, trends, and performance at a glance.

See key metrics: occupancy, booking trends, staffing levels, and revenue
Animated ring charts and isometric bar visualisations make patterns easy to spot
Monitor daily, weekly, and monthly performance in one view
Use the dashboard to identify which days need attention before opening the Forecast tool

💡Check the dashboard first thing Monday morning. It tells you where to focus the week.

🤝

Refer & Earn

Refer and earn

Share Arcus with other operators and earn bonus credits.

Grab your unique referral link from the Refer & Earn page
Share via WhatsApp, email, or text — one tap to copy
When your referral makes a qualifying purchase (Growth or above), you both earn bonus forecast credits
The bigger the plan they buy, the more bonus credits you both receive — up to +12 each

💡The best referrals are GMs you know personally. One conversation over coffee can earn you 10+ credits.

Ready to run your first brief?

Set up in under 5 minutes. Most properties see their first savings opportunity immediately.

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