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Telegram Setup

Connect Telegram to receive instant notifications when customers book, and let your staff manage deliveries from their phones.

Time Required

About 5 minutes.

Overview

MotoRentals uses a Telegram bot to:

  • Notify you of new bookings
  • Alert staff when deliveries are ready
  • Let staff claim and manage deliveries
  • Coordinate returns

Step 1: Create Your Bot

  1. Open Telegram and search for @BotFather
  2. Start a chat and send /newbot
  3. Choose a name for your bot (e.g., "Krabi Rentals")
  4. Choose a username ending in bot (e.g., krabirentals_bot)
  5. BotFather will give you a token like: 
    123456789:ABCdefGHIjklMNOpqrsTUVwxyz
  6. Copy this token

Bot Username

Choose something memorable - your staff will search for this to join.

Step 2: Enter Token in MotoRentals

  1. Log in to your MotoRentals Dashboard
  2. Go to Settings or the Setup Wizard
  3. Paste your bot token
  4. Click Save

Step 3: Connect as Owner

After saving the token, you'll see a link:

Open your bot: t.me/krabirentals_bot?start=owner_xxxxx
  1. Click the link (or scan the QR code)
  2. In Telegram, tap Start
  3. The bot will recognize you as the owner

You'll receive a confirmation: 

✅ Connected! You're the owner of Krabi Rentals.

You'll receive notifications for new bookings.
Share this link with your staff: t.me/krabirentals_bot?start=join_xxxxx

Step 4: Invite Staff

Share the invite link with your delivery team:

  1. In Telegram, the bot shows your staff invite link
  2. Share this link via WhatsApp, SMS, or show the QR code
  3. Staff tap the link and click Start
  4. They enter their name and select their role
  5. You receive an approval request: 
    📋 Staff Request
Name: Som
Role: Delivery
[✅ Approve] [❌ Reject]
  6. Tap Approve to add them

Staff Roles

Role Notifications
Delivery New bookings, delivery assignments, returns
Mechanic Maintenance requests, bike issues
Manager All notifications
Custom You can create custom roles

Managing Staff

As an owner, you can manage staff in Telegram:

Command Action
/staff List all active staff members
/invite Generate new invite link
/pending View pending staff requests
/remove Shows list with remove buttons

Or manage via the web dashboard under Staff.

How Notifications Work

New Booking

🏍️ New Booking #127

Customer: +66 89 123 4567
Bike: Honda PCX 160
Dates: Mar 10 - Mar 15
Pickup: Ao Nang Beach Hotel

[🚗 Claim Delivery]

Delivery Claimed

✅ Som claimed delivery for Booking #127
Pickup: Ao Nang Beach Hotel

Return Due

⏰ Return Tomorrow

Booking #127 - Honda PCX 160
Customer: +66 89 123 4567
Return: Mar 15

[📍 Coordinate Return]

Troubleshooting

"Bot not responding"

  • Check the token is correct in Settings
  • Ensure you clicked /start in the bot
  • Try removing and re-adding the token

"Staff not receiving notifications"

  • Verify they completed the approval process
  • Check they're marked as Active in Staff list
  • Have them send /start to the bot again
  • In Telegram, send /invite to your bot
  • Or find it in the web dashboard under Staff

Next Steps

  • Add your bikes to start accepting bookings
  • Invite your delivery team using the staff link