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Installation Services Agreement

Version 2026-10-24 · effective 24 October 2026

Summary

This summary helps you find your way around. It is not part of the agreement and does not replace the full text below.

  • This agreement applies when your hotel buys setup help from Stayantra: remote setup or an on-premise installation, with the services you chose. Self-installation is free and has no agreement of its own.
  • We deliver exactly the services in the quote you accepted. Anything else is a change request, priced from the same price book.
  • For an on-premise visit, you provide the team's accommodation and three meals a day, for the team size and the days stated in your quote. This is a condition of booking a visit. It is never priced, invoiced or deducted: you arrange it yourself.
  • Travel to and from your hotel is included in the price anywhere in Nepal. There is no extra charge for where your hotel is.
  • You pay 50% in advance when you accept and the rest when you sign off, plus VAT where we charge it. A total below NPR 10,000 in Nepal, ₹8,200 in India, and $150 elsewhere before tax is paid in full when you accept.
  • You can cancel or move a visit free of charge up to 7 days before it. After that, we keep NPR 10,000 from your advance for an on-premise visit. If nobody receives the team on arrival, we keep the advance.
  • You sign off each deliverable when it is done. If you raise no written defect within 7 days of delivery, it is treated as accepted. We fix defects you report within 14 days of sign-off at no cost.
  • Accounts we set up for you (OTA, social media, domain) belong to your hotel.

1. About this agreement

1.1 Who it is between. This Installation Services Agreement (the Installation Agreement) is between the hotel named in your Stayantra account (you, your or the Hotel) and the Stayantra company that serves your country under the Hotel Subscription and Partner Agreement (Stayantra, we, us or our). It adds to that agreement. Words defined there have the same meaning here. If the two disagree about setup help, this Installation Agreement applies.

1.2 Acceptance. The owner or a co-owner of the Hotel accepts this Installation Agreement in the Stayantra dashboard when accepting a quote for remote setup or an on-premise installation. We record who accepted, which version, which quote, and when. By accepting, that person confirms they have authority to bind the Hotel.

1.3 The three routes. You choose how your hotel is set up:

  • Self-installation: free. You set up the hotel yourself with our guides and in-app support. It creates no obligation under this Installation Agreement.
  • Remote setup: our team configures the hotel with you over guided screen-share sessions, with any remote services you add.
  • On-premise installation: our team visits your hotel, with any services you add, including on-site training.

1.4 Upgrades go up only. You can move from self-installation to remote setup or an on-premise installation, and from remote setup to an on-premise installation, at any time. You cannot move down. An upgrade continues the same engagement:

  • services already delivered are kept and never charged again;
  • what you paid for services not yet delivered is credited against the new quote (a remote setup that was already delivered is not credited, because its sessions were used);
  • you pay the difference, with the same advance under section 5; and
  • the new quote, and this Installation Agreement for it, are accepted again.

2. Scope

2.1 The quote is the scope. We deliver the services, quantities and deliverables in the quote you accepted (the Quote), and nothing else. The Quote states the price book it was priced from, the team size and the team-days of an on-premise visit, and what you must provide.

2.2 Change requests. You can ask us to add a service during an engagement. We price it from the same price book as your Quote, and you pay for it with the balance under section 5.

2.3 Services that need a module. A service that needs a module (for example, OTA connection needs Channel Manager and a website build needs Hotel Website) is sold only while that module is on your subscription.

3. The Hotel's obligations

3.1 Accommodation and meals (on-premise only). For an on-premise installation you must provide, for the whole visit and at no charge to Stayantra:

  • accommodation for the Stayantra team: a clean room with a bed for each team member, for the team size stated in the Quote (currently 2 people, or 3 for a hotel above 100 rooms); and
  • three meals a day and drinking water for each team member.

This is a condition of booking an on-premise visit, and you confirm it in the pre-visit checklist before the visit is locked. Accommodation and meals are never part of the price, never invoiced and never deducted from anything we owe you: you arrange and provide them yourself. If they are not provided, the team may stop work, and section 4 applies to the days lost.

3.2 Everything else. For every paid route you must also:

  • give safe access to the premises and to the areas where the team works;
  • name one point of contact with authority to decide, and keep that person available throughout;
  • release your staff for training at the agreed times;
  • provide accurate data, content, licences and credentials before the visit or session, as the pre-visit checklist lists them;
  • provide working power and internet;
  • cooperate in good time; and
  • tell the team about your reasonable house rules, which govern the team's conduct at your hotel.

3.3 The pre-visit checklist. Before a visit or the first session is locked, the owner ticks each item of the pre-visit checklist in the dashboard: the point of contact, room and rate information, the access the services need (OTA, domain, social media, hosting, payments), menus, the training timetable, devices and Wi-Fi, accommodation and meals (on-premise only) and, if your business is not yet verified, the KYC originals (section 10). We confirm the dates only when the checklist is complete.

4. Delays caused by the Hotel

4.1 If the work takes longer because of the Hotel (for example, no point of contact, data or content not ready, no access to the premises or to the accounts, or accommodation and meals not provided), each extra team-day is charged at the published extra-day rate of the price book in your Quote, currently NPR 10,000 per team-day. A day on which the team is on site but cannot work because of the Hotel counts as a team-day.

4.2 We record the reason for every extra day in the engagement, and you see it in the dashboard before it is invoiced with the balance.

5. Fees and payment

5.1 The price. The price is the Quote's total. It is worked out from the price book by the size of your hotel and the services you chose, as the Quote shows. It includes the team's travel to and from your hotel anywhere in Nepal; there is no charge for your location. On-premise work outside Nepal is not offered: hotels outside Nepal are set up remotely.

5.2 The advance. You pay 50% of the total when you accept the Quote (the advance). If the Quote's total before tax is below NPR 10,000 in Nepal, ₹8,200 in India, and $150 elsewhere, you pay the whole amount when you accept. Nothing is scheduled until the advance is paid.

5.3 The balance. The rest (the balance), together with any change requests and extra days under sections 2.2 and 4, is invoiced when the engagement is signed off or treated as accepted under section 7, and is due 7 days after the invoice.

5.4 Tax. Prices are before tax. We add VAT or other tax where we are required to charge it, as the Quote and the invoice show.

5.5 How you pay. You pay each invoice with the payment methods shown on it in the dashboard. An unpaid installation invoice does not freeze your subscription, but we may pause work until it is paid.

6. Rescheduling and cancellation

6.1 Free up to 7 days before. You can cancel an engagement, or move the dates of a visit or the first session, free of charge up to 7 days before the confirmed start date. If you cancel, we refund what you paid.

6.2 Within 7 days. If you cancel an on-premise installation within 7 days of the confirmed start date, we keep NPR 10,000 from your advance, for the travel and the team already arranged, and refund the rest. If you move the dates of an on-premise visit within that time, the same amount is charged with the balance. The fee is the same wherever your hotel is.

6.3 No-show. If nobody receives the team when it arrives at the agreed time, we keep the advance.

6.4 Remote services. Remote services that have not started are refunded in full, whenever you cancel.

6.5 Refunds. Refunds are made by Stayantra to the payment method you paid with, through our usual refund process, as set out in our Payments, Cancellations and Refunds policy.

6.6 Once work has started you cannot cancel the engagement in the dashboard. Contact us: we agree in writing what is delivered and what is refunded.

7. Delivery, sign-off and snagging

7.1 Sign-off. As each deliverable is done, the team marks it done with evidence (a screenshot, photo or link). When everything is delivered, the owner signs off each deliverable or the whole engagement in the dashboard, or reports a defect in writing.

7.2 Deemed acceptance. If you do not report a defect in writing within 7 days of delivery (or of the last fix), the engagement is treated as accepted and the balance is invoiced.

7.3 Snagging. For 14 days after sign-off or deemed acceptance, we fix at no cost any defect you report in a deliverable. A change you ask for that was not in the Quote is a change request, not a defect.

8. Accounts and ownership

8.1 Your accounts. OTA, social media, domain and payment-provider accounts we create or set up for you belong to the Hotel. We set them up in the Hotel's name, and you keep the log-ins.

8.2 Third parties. OTAs, Meta, Google, domain registrars and payment providers make their own decisions. We are not responsible for their approvals, verifications, listings or fees, which remain your contract with them.

8.3 Credentials. Credentials you give us are stored encrypted, shown only to the team assigned to your engagement, and used only for the work. We advise you to change them when the work is done.

8.4 Websites. The content of a website we build for you belongs to the Hotel. The template and the software it runs on are licensed to you while your subscription includes the Hotel Website module. With a website integration, you remain responsible for your own website and its hosting, and for anything your web developer or host does.

9. Data migration

9.1 You confirm that you have the right to give us the data you ask us to migrate, including any personal data of guests and staff, and that giving it to us is lawful. We process personal data as your processor under the Data Processing Addendum.

9.2 We migrate the data you provide, as provided. You check its accuracy within the snagging period in section 7.3.

10. On-site KYC

10.1 Every hotel must verify its business with Stayantra before it can go live (the Hotel Agreement and our Privacy Policy explain why and what we collect). With an on-premise installation, the team captures your KYC on site. You present the original documents, and you consent to the team photographing them and the premises, and recording where and when the photos were taken. A different Stayantra person then reviews and verifies them.

11. Liability

11.1 Our total liability under this Installation Agreement for an engagement is limited to the fees the Hotel paid for that engagement. Section 22 of the Hotel Agreement applies to everything else, including what neither of us is liable for.

12. Team safety

12.1 You keep the premises and the working areas safe for the team, and you tell the team about any hazards. The team may stop work, and leave the premises, if it reasonably believes it is not safe. A day lost that way because of the Hotel counts under section 4.

12.2 Our team treats your staff, guests and premises with respect, keeps your information confidential, and follows your reasonable house rules.

13. General

13.1 The Hotel Agreement's sections on updates (section 7), notices (section 25) and governing law and disputes (section 28) apply to this Installation Agreement.

13.2 If you have a complaint about setup help, see our Complaints and Grievances policy, or write to info@stayantra.com.