Frequently asked questions

Track My Room is Thai web software for the people who run apartment buildings and condominium units. You set up a property, then its buildings, floors and rooms, and use it to record who is staying, what they owe, what they have paid, what the meters read and what the lease says.

It holds nightly hotel-style bookings and monthly tenancies in the same account, including properties that do both. There is a booking calendar, a vehicle register, staff accounts with permissions enforced on the server, an activity log of every change, and a public marketplace of rooms you can list on. It runs in a browser; there is nothing to install and no server of your own to look after.

It is worth being equally clear about what it is not. Track My Room is not a letting agent, not a booking agent, not a payment service and never a party to a lease you write with it. That is set out properly in our terms and conditions.

Owners and operators of rental accommodation in Thailand: an apartment block, a set of condominium units, a small guesthouse-style property that takes nightly guests, or a business doing all three at once. It suits an owner working alone and it suits an owner with a front desk, because staff accounts can be created and told exactly which screens they may use.

It is a tool for the people running the building rather than an app for tenants — everything a tenant receives, they receive from you. The tenant question below has more on that.

An email address, a modern browser and a property to record. You register an office, which is the workspace everything else hangs off, and you are the owner of it.

One step is worth knowing in advance: registering does not itself give you a plan. After you register you land on the Choose a Plan screen, and you press Start my free month — or buy a plan — before adding your first property. It happens once, at the very beginning, and never again.

There is nothing to install and nothing to set up on a server of your own. We run it; you sign in.

Yes. Track My Room is built to be used on a phone browser as well as a desktop — which is exactly how staff use it walking the building, reading meters room by room and typing the numbers in as they go.

There is nothing to download and nothing to keep updated. Open it in whatever browser is already on the phone, sign in, and everything is there.

English and Thai, throughout. That includes the owner screens, the staff screens, the subscription and payment screens, and this public site. You switch language whenever you like and the whole interface follows.

The lease templates are bilingual, so a printed agreement carries both languages side by side. Thai address data -- province, district, sub-district and postcode -- is built in, in both scripts, with the postcode filled in for you.

One product, sold in forty sizes, from THB 490 a month up to THB 2,590 a month. All prices are in Thai Baht.

The yearly price is exactly eleven times the monthly price, so a year costs eleven months and saves you one. Yearly prices therefore run from THB 5,390 to THB 28,490. There is no other pricing: no setup fee, no per-tenant fee, no discount codes and no custom quotes.

The payment terms sit in our terms and conditions.

Every plan includes the whole of the software. You are buying capacity, not features -- there is no screen that unlocks on a larger plan. A plan is described by exactly three allowances:

• Properties -- from 1 to 5.
• Rooms -- from 100 to 1,000.
• Team members -- from 5 to 23, and that count includes you. A five-seat plan means you and four colleagues.

Allowances are counted on the server and they are counted only against adding. Switching a property, a room or an account off gives the allowance straight back, and switching a property off releases its rooms with it. Nothing is unlimited, and the largest plan on sale is 5 properties, 1,000 rooms and 23 seats -- if you need more than that, write to us before you buy.

Yes — a full month, free, on the starter size: one property, up to 100 rooms and 5 team members. That is room enough to set a real building up and run a complete month-end through it before you decide anything.

You start it yourself. After you register, the Choose a Plan screen has a Start my free month button — press it and you are away. No card is asked for at any point, because we do not take cards at all. It is one free month per office, so it is worth starting it when you have time to give it a proper try.

And when the month is up, nothing is charged — there is no card for us to charge. Everything you entered stays exactly where it is and stays usable; the only thing that pauses is adding new properties, rooms and team members until you pick a plan. See what happens when a plan runs out.

Thai bank transfer, or PromptPay QR. The payment screen prints our bank name, account name, account number and branch, and shows a PromptPay QR with the exact amount already encoded in it. You put your office code on the transfer as the reference, then upload a photograph of the slip along with the amount you sent.

The plan goes live the moment the slip is uploaded -- you are not left waiting on us. An administrator opens the payment queue afterwards and either confirms it or puts the plan on hold with a written reason, which stops new capacity being granted but does not move the end date and does not touch anything you have already recorded.

The QR image itself is drawn by promptpay.io, an independent service, so it receives the payee number and the amount. It is named here, and alongside the other services we rely on, in our privacy notice.

No, and no. There is no payment gateway anywhere in this software. We do not collect card details, we do not store them, and we will never ask you for them.

The same is true in the other direction: the software does not collect rent from your tenants either. It records payments you have received elsewhere, and there is no PromptPay QR on a tenant invoice. Money never passes through us.

No. Nothing auto-renews, because there is nothing to auto-renew against -- no card is held and no mandate is taken. A plan runs to its end date and stops, and if you want another one you buy another one.

The practical side of that is that we do not email you about your subscription — there is no "your card is about to be charged" message, because there is no card and nothing is about to be charged without you. Your end date is shown whenever you sign in, and it is worth noting in your diary alongside the rest of the month.

Nothing is deleted. Every property, building, room, tenant, guest, meter reading, charge, payment, invoice, receipt and lease stays exactly as it was and stays fully usable. You can still check people in and out, take money, record readings and generate documents.

What stops is adding: no new properties, no new rooms, no new team members until you take a plan again. The same is true of a plan that has been put on hold. There is exactly one harder gate, and it applies only to a brand-new office that has never held a plan at all -- that office is sent to the price list until it takes one.

We think this is the fairest way round, and it is written into our terms rather than left as a promise on a marketing page.

Your statutory right comes first. If you are a consumer, the Direct Sale and Direct Marketing Act B.E. 2545 (2002) s.33 lets you terminate by written notice within seven days of receiving the service, and s.36 requires a full refund within fifteen days of that notice. Nothing in our terms cuts that down, and nothing we could write would be allowed to. Write to contact@trackmyroom.com within those seven days and say you are cancelling.

Outside that window, the honest position is this: there is no cancel button anywhere in the product. A subscription simply runs to its end date and stops -- which, since nothing renews and no card is held, is cancellation in every practical sense. There is no refund after the statutory period, and if you move to a different plan size mid-term nothing is pro-rated.

The full position, including how a plan on hold behaves, is in our terms and conditions.

A property holds buildings, a building holds floors and a floor holds rooms. The money defaults -- rent, deposit, advance, the water and electricity unit rates -- are set once on the property and inherited by every room beneath it, so you configure the arithmetic once rather than a hundred times, and override only the rooms that genuinely differ.

One caution. When somebody moves in, their figures are frozen onto their stay. Editing a room while it is occupied rewrites those frozen figures for the sitting tenant, which is almost never what you meant. Edit rooms between tenancies, and adjust a live stay on the stay itself.

Yes, and in the same property if that is how you trade. A nightly stay can be reserved, take a deposit, be checked in, extended, checked out, cancelled or marked a no-show, with the money handled at each step. A monthly tenancy moves in with a deposit and advance and a pro-rated first part-month, runs on a rent cycle, and settles up at move-out.

Three moments stay in your hands, and they are the ones where a desk usually wants to decide rather than be decided for: when a guest extends, you add the extra nights at the rate you agreed with them; when you write up a tenancy that has been running a while, you agree the arrears and add them as one line; and a guest who never arrived is marked a no-show by whoever is on the desk, so a room is never released by mistake.

Somebody walks the meters and enters the water and electricity readings against each room. The software works the consumption out from the previous reading and raises the charge at the unit rate on the room, and every charge names the two readings it was calculated from -- so when a tenant queries an invoice you can show them the arithmetic rather than argue about it.

A saved reading cannot be edited or deleted, on purpose: a reading is evidence, and an invoice built on a reading that was quietly changed afterwards is worthless. You correct a wrong reading by entering a newer one and striking the wrong charge off the folio. There is also no meter-readings list screen yet; you work from the room.

Charges accumulate on a stay -- rent, water, electricity, anything you add. Payments are recorded against them as money arrives in your own bank account or your own till; the software never touches the money. From that folio you generate an invoice for a charge, and a receipt for a payment, with VAT asked per document, and the two run in separate gapless numbering books.

An invoice here is one document about one charge, and you generate each one yourself, on demand. Nothing is produced automatically -- not at month-end, not at check-out. There is no bulk invoicing. See what is not automatic before you plan your month around it.

No, and that is deliberate. Invoices and receipts are immutable and their numbering is permanent, because a numbering book with holes in it is exactly what a tax inspector and an aggrieved tenant both look for first. You correct a mistake by issuing a further document, not by making the wrong one disappear.

This has one consequence worth knowing about in advance: it constrains what can be erased if somebody later asks you to delete their data, because accounting records must be kept. That interaction is explained in how to exercise PDPA rights and set out fully in our privacy policy.

Yes. There is a bilingual English and Thai lease template that fills itself from the tenant and room data you already hold, and it can be signed on screen and printed. The signature images are held on private storage and streamed only through an authenticated route -- they are not published anywhere.

Two limits. An agreement never moves to "expired" by itself; nothing in the software writes that status, so watch your own end dates. And on the legal weight of the document and of a signature captured this way, read is a lease from the software legally valid, which does not give you the answer you might hope for.

It does. Every night, each of your checked-in monthly tenancies gets that month's rent added, plus the water and electricity worked out from the meter readings you have entered. You wake up to a month already charged, room by room, with every charge showing where its figure came from.

It is careful about it: a period is never charged twice, so nothing doubles up. And it runs on our servers, not yours — there is nothing for you to install, schedule or check.

Three, and each of them is a place where owners tend to want the final say rather than a machine acting on their behalf.

• Documents. Invoices and receipts are produced when you ask for one. Most money that moves through a building never needs a document at all, and printing one for every line would bury the ones that matter.
• Chasing. Reminders and overdue notices go out in your words, on your timing, through whatever channel you already use with that tenant.
• Late fees. You decide whether to apply one. A long-standing tenant who is three days late is a different conversation from one who is three weeks late, and the software does not pretend otherwise.

Everything the record depends on — the rent cycle, the meter arithmetic, the running balance on every tenancy — happens without you. What is left is the handful of judgements that were always yours to make.

No. There is no tenant portal. A tenant has nothing to log in to and nothing to look at -- no balance, no invoice history, no agreement, no meter history, no maintenance requests. The tenant record inside your office exists so that you can invoice, house and document that person, not so that they can sign in.

In practice that means everything a tenant receives comes from you: printed, handed over, emailed by you, or sent over LINE. If a self-service tenant view is what you are shopping for, this is not that product yet.

The tenant adds the LINE Official Account of your office -- usually by scanning your bot QR code -- and then sends their registration number to it as a message. That is what ties their LINE account to their record in your office, and after that you can see who is reachable over LINE. The tenant starts it, which is what makes it consent rather than something done to them.

For the avoidance of doubt, this is the LINE Messaging API. It is not LINE Notify, which LINE discontinued in March 2025 and which this software has never used. You can unlink a tenant at any time, and you should do so when they move out.

An invoice or a receipt, as text, as an image or as a PDF, when a person chooses to send it. That is the whole feature.

There are no automatic messages of any kind -- no reminders, no overdue notices, no welcome messages, nothing on a schedule. And there is no PromptPay QR on the document, so LINE is a delivery channel here, not a way to get paid.

Before you use it, please read the next two answers. They are not small print.

Both work, and they behave slightly differently, so it is worth choosing on purpose.

As text is the tidiest option. The figures go straight into the chat, nothing is stored outside the application, and it is what we would suggest for a routine monthly invoice.

As a picture or PDF gives your tenant a document they can keep and forward — useful when somebody needs it for a reimbursement or a visa file. Because LINE has to fetch that file from somewhere it can reach, the document is placed at its own long, unlisted web address, and it stays there. Treat it like any document you hand somebody: fine to send, and worth a thought before you send one you would not want passed on.

The storage arrangements behind both are set out in full in our privacy notice.

One habit covers it: unlink a tenant on the day they move out. There is a Delink button on their record and it takes a second. Do it as part of your move-out routine and every link in your account stays pointing at somebody who actually lives there.

It is worth knowing that a link belongs to a LINE account rather than to a device, so a tenant who shares a phone with family shares whatever arrives on it. The screen shows you who you are sending to before you send, which is the moment to check.

No, not by itself. Under the Hotel Act B.E. 2547 (2004) s.35 the hotel manager must record the particulars of the lodger and the number of lodgers in each room immediately on check-in, with the signature of the lodger, and enter that into the lodger register within 24 hours; s.36 requires the register to be kept and produced to the registrar on demand.

What Track My Room does is hold the inputs that duty needs -- who, which room, how many adults and children, the check-in time, nationality and identity-document number. It is not itself the statutory register, it does not produce the register in the prescribed form and it files nothing with anybody. Keeping the register remains yours.

Nor do we obtain or verify a hotel licence under s.15. Choosing "daily", "monthly" or "hybrid" on a property is an invoicing setting; it has no bearing on whether you need a licence, and it is not evidence that you hold one. This allocation is stated in our terms and conditions.

No. There is no immigration integration anywhere in this software, and recording a check-in is not a notification to anybody.

The duty is yours. Immigration Act B.E. 2522 (1979) s.38 requires the owner, possessor, head of household, landlord or hotel manager housing a foreigner staying temporarily in the Kingdom to notify the local immigration office within 24 hours of arrival. Failure attracts a fine of up to THB 2,000, or up to THB 10,000 in the case of a hotel.

The software does hold what a TM.30 needs -- nationality, passport or identity number, the property address and the arrival time -- so it makes the filing quicker. It does not make it happen.

The template is a starting point, not legal advice, and we are not a party to the agreement -- the lease is between you as lessor and your tenant as hirer, under the Civil and Commercial Code ss.537 onwards. Whether any particular lease is enforceable depends on what you put in it.

The point most people miss is CCC s.538: a hire of immovable property is enforceable only if there is written evidence of it, and a lease for a term of more than three years must be registered with the competent official -- if it is not, it is enforceable for three years only. A document generated here is written evidence; registration is something you must go and do.

On signatures: the Electronic Transactions Act B.E. 2544 (2001) s.9 asks whether the method used identifies the signatory, indicates their approval and is reliable in the circumstances. The images captured here are scans of handwritten signatures. They are good evidence that a person signed, but they are not certificate-backed electronic signatures, and we make no claim that they are. For anything unusual or high-value, take Thai legal advice.

We cannot warrant that it is, and we do not. Revenue Code s.86/4 prescribes the mandatory particulars of a VAT tax invoice -- the words "Tax Invoice", the name, address and taxpayer identification number of the issuer, the name and address of the purchaser, a serial number, the description, quantity and value, the VAT amount shown separately, and the date of issue.

The software prints those particulars from data you supplied. Your VAT-registered status, your VAT rate and your tax identification number come from your own property settings and are not checked by us against anything. You are the issuer of every document the software produces, and satisfying yourself that it qualifies is your responsibility -- your accountant is the right person to look at one specimen before you issue a hundred.

The same allocation covers receipts, and it is set out in our terms and conditions.

Yes, considerably. The Notification of the Contract Committee on Residential Property Leasing as a Contract-Controlled Business B.E. 2561, in force since 1 May 2018, applies to a business letting or subletting five or more residential units to individual lessees for a fee -- whether or not they are in the same building. It requires a written lease with prescribed particulars, and it prohibits a number of terms outright:

• Advance rent of more than one month of rent.
• A security deposit of more than one month of rent.
• Varying the rent, the utility charges or the service charges unilaterally during the term.
• Forfeiting the deposit or the advance rent.
• Any term waiving or limiting your own liability as operator.

The software gives you the fields; the figures you put in them are your decision as the operator, and our terms say so. It is worth reading these controls once before you set your standard advance, deposit and late-fee figures, because those then flow into every tenancy you create from them.

Because the duties above need it. The identity number is what your lodger register and a TM.30 notification are built on, and it is a required field. The photograph of the document is optional, and it is optional for a reason.

An image of a national ID card or passport is sensitive personal data under the Personal Data Protection Act B.E. 2562 s.26 -- the card face can reveal religion and ethnic origin, and the facial image can amount to biometric data. Collecting it needs the explicit consent of the person. If a tenant or guest declines, take the number alone, or a copy with the unnecessary parts redacted, and record that they declined.

The same caution applies to the gender field, which offers an "lgbtq" value: choosing it makes the record sensitive data under s.26. Do not complete that field without agreement from the person -- "other" is there. How the uploaded images are stored is covered in where uploaded files are kept.

You are. Under the Personal Data Protection Act B.E. 2562 you are the data controller of your tenants, guests and staff personal data: you decide what to collect and why. Track My Room is the data processor, acting on your instructions and not using that data for our own purposes.

We are a controller in our own right only for our own customer account data, our invoice records and this website analytics.

The practical consequence for a tenant: a request to see, correct or delete stay data goes to your landlord first, because they hold it and they decide. Write to us at contact@trackmyroom.com if you cannot get anywhere, and we will help the controller answer you. The full allocation is in our privacy policy, and the processing terms between us are in our terms.

More than most people assume, so here it is rather than a summary: names, email addresses, mobile numbers, addresses, dates of birth, nationality, national identity or passport numbers and a photograph of that document, gender, vehicle registration plates, LINE user identifiers, stay and tenancy history, leases and signature images, charges, payments, invoices and receipts, property and room photographs, and sign-in session records including IP address, user agent and last activity.

There is also an activity log that records every create, edit and delete with the values before and after the change. It exists so that "who changed that rate" and "I never agreed to that deposit" always have an answer. One consequence worth knowing: because the log keeps the old value as well as the new one, a corrected identity number or date of birth remains in that history.

Each category, why it is held and the lawful basis relied on is set out item by item in our privacy policy.

Identity-document photographs, property logos and property cover photographs are held on private object storage that blocks public reads. They are shown only through signed links that expire after 60 minutes, and an ID image downloads under the registration number rather than the name of the person, so a file sitting in a downloads folder does not announce whose it is.

Lease signature images are on a private disk and are streamed through an authenticated route -- they have no public address at all.

There is one exception to all of this, and it matters: invoice and receipt images sent over LINE. That is set out in the LINE public-link answer and again in our privacy policy.

A room appears on the public marketplace only when it is set to public, is active and is available, and only when its floor, its building and its property are all switched on as well. Occupied rooms, private rooms and anything switched off never appear. Your bank details, your tax identification number, your VAT rate and the names of your tenants and guests are never published on those pages.

The exception, stated once more because it is the one that surprises people, is a document you send over LINE as an image or a PDF: that file goes to a permanent public address that does not expire. See that answer for what to do about it.

The public pages of this site run Google Analytics 4, measurement id G-NZJ6EPLGJ5. It measures how people find and move around the marketing pages. That involves a transfer of data outside Thailand, which we are naming here rather than leaving to be inferred.

Data also reaches a small number of named services in order for the product to work at all: MailerSend for email delivery, LINE Corporation when you send over LINE, Amazon S3-compatible object storage for uploaded files, Google for the analytics above, and promptpay.io when a PromptPay QR is drawn on the subscription payment screen -- which receives the payee identifier and the amount.

Several of those are outside Thailand. The grounds relied on under PDPA ss.28 and 29, and the safeguards applied, are set out in our privacy policy.

By writing to contact@trackmyroom.com. We will say plainly what the alternative is not: there is no self-service export screen and no delete-my-account button in this product. A request is read and carried out by a person, within the thirty days the Personal Data Protection Act B.E. 2562 s.30 allows.

The rights themselves are access and a copy (s.30), portability (s.31), objection (s.32), erasure or anonymisation (s.33), restriction (s.34), rectification (ss.35-36) and withdrawal of a consent you gave (s.19). If the data is about your tenancy or your stay, ask your landlord first -- they are the controller, as explained above.

Some requests can lawfully be refused in part, and you are entitled to know which in advance. Invoices and receipts are immutable and accounting records must be kept. Sign-in records, IP addresses and session data are retained because the Computer-Related Crime Act B.E. 2550 s.26 requires a service provider to keep traffic data for at least 90 days. Any refusal is recorded with its reason. No Data Protection Officer has been formally appointed yet; one will be designated as required, and until then data-protection correspondence goes to the address above.

Owner and staff accounts are for adults. But a tenant or guest record can perfectly well relate to a minor, and occupancy counts record children by number, so this is a live question rather than a theoretical one.

Under PDPA s.20 consent from a minor is not enough on its own. Below the age of 10, the holder of parental responsibility consents. Between 10 and 20, the guardian consents in addition to the minor, unless the act is one a minor may lawfully perform alone under the Civil and Commercial Code ss.22 to 24.

Obtaining that consent is the duty of the operator, not ours, and we rely on you to have obtained it before the details of a minor are entered.

Start with us, at contact@trackmyroom.com. We would far rather fix something than have you carry it, and a complaint about personal data goes to the same address.

If we do not resolve it, you can go outside us. Personal-data complaints go to the Office of the Personal Data Protection Committee, a right given by PDPA s.73, and s.77 separately gives a right to compensation. Consumer and direct-marketing complaints go to the Office of the Consumer Protection Board. Registration matters go to the Department of Business Development -- our registration details are available on request.

And one thing we will not try to take away from you: if you are a consumer, the Consumer Case Procedure Act B.E. 2551 lets you bring a case in the court of your own domicile. Nothing in our terms restricts that, and nothing could.