🏨 Hotel Management Module - User Guide

Welcome to the Hotel Management Module! This guide is for hotel staff who will use the system to configure rooms, manage reservations, and serve guests efficiently.

Whether you're a receptionist, hotel manager, or admin staff, this module gives you the tools to manage room bookings, track availability, and provide excellent customer service.

🧰 Step 1: Initial Setup (Configuration)

Before creating any bookings, the hotel must configure its rooms, floors, amenities, and services.

Go to the top menu and click Configuration. You will see four key setup areas:

🛏️ 1. Room

This is where you define the individual rooms available in your hotel.

How to Create a New Room

This guide will walk you through the steps to add a new room to your hotel management system.

Steps:

Navigate to Rooms:

From the main menu, click on "Rooms".

Click on the "New" button.

From the dropdown menu, select"Room".

Fill in Room Details:

A new form will appear. Fill in the required information:

Name: Enter the name or number of the room (e.g., "Room 101").

Floor: Specify the floor where the room is located.

Room Type: Select the type of room (e.g., "Single", "Double", "Suite").

Rent: Enter the rental price for the room.

Number of Persons: Indicate the maximum occupancy.

Save:

Once all details are entered, save the new room entry.

🧴 2. Amenity

How to Create a New Amenity

This guide will walk you through the steps to add a new amenity to your hotel management system.

Steps: Navigate to Amenities:

From the main menu, click on "Hotel Management".

Then, click on "Amenities" (or similar, based on your system's exact navigation).

Start New Amenity Creation:

Click on the "New" button.

Fill in Amenity Details:

A new form will appear. Fill in the required information:

Name: Enter the name of the amenity (e.g., "Swimming Pool", "Free Wi-Fi", "Gym").

About: Provide a brief description of the amenity.

Save:

Once all details are entered, save the new amenity entry.

🧾 3. Services

How to Create a New Service

This guide will walk you through the steps to add a new service to your hotel management system.

Steps: Navigate to Services:

From the main menu, click on "Hotel Management".

Then, click on "Services" (or similar, based on your system's exact navigation).

Start New Service Creation:

Click on the "New" button.

Fill in Service Details:

A new form will appear. Fill in the required information:

Service Name: Enter the name of the service (e.g., "Laundry", "Room Service", "Spa Treatment").

Price: Enter the price for the service.

Customer Taxes: Adjust the tax percentage if applicable.

Save:

Once all details are entered, click the "Save" button.

🏢 4. Floors

How to Create a New Floor

This guide will walk you through the steps to add a new floor to your hotel management system.

Steps: Navigate to Floors:

From the main menu, click on "Hotel Management".

Then, click on "Floors" (or similar, based on your system's exact navigation).

Start New Floor Creation:

Click on the "New" button.

Fill in Floor Details:

A new form will appear. Fill in the required information:

Name: Enter the name of the floor (e.g., "1st Floor", "Ground Floor", "Basement").

Manager: Assign a manager to this floor if applicable.

Save:

Once all details are entered, click the "Save" button.

📅 Step 2: Creating a Room Booking

Managing Customer Requests and Billing

This guide explains how to handle additional customer requests (services, fleet, food, etc.) within the hotel management system, add them to the final bill, and mark them as complete.

Steps: Create a New Room Booking:

Navigate to "Room Booking" from the main menu.

Click the "New" button to create a new booking.

Fill in the customer details and room information.

Add Room Details to Booking:

In the new booking form, under the "Folio" tab,

Add the room details by clicking "Add a line".

Specify the room, check-in/check-out dates, duration, rent, and taxes.

Click the Reserve button

The system displays a Room reserved Successfully message

Once the client checks-in click the Check-In button

Indicate Additional Needs:

On the right side of the booking form,

You will see checkboxes for

"Need Service", "Need Vehicle", "Need Food", "Need Event", etc.

Check the relevant boxes based on the customer's requests.

Add Specific Service/Fleet/Food Items:

Once you check a box (e.g., "Need Service" or "Need Vehicle"),

A new tab will appear below the "Folio" tab (e.g., "Service" or "Fleet").

Click on the respective tab to add the specific items.

For instance, under the "Service" tab, you can add details like;

"Description", "Unit of Measure", "Rent/KM", "Taxes", and the "Total" for each service.

Check-Out and Set as Done:

Once the customer checks out, click the "Check Out" button.

Then, click "Set As Done" to finalize the booking and mark all associated services as completed.

Create Invoice:

After setting the booking as "Done", click the "Create Invoice" button.

This will generate a draft invoice that includes the room rent and all added services, fleet, and food items.

Confirm and Post Invoice:

Review the draft invoice.

Click "Confirm" to finalize the invoice.

The invoice status will change from "Draft" to "Posted".

Register Payment:

Once the invoice is posted, you can register the payment by clicking "Register Payment".

Fill in the payment details and click "Create Payment".

This stores a record in your accounting module about the payment recieved.

🔍 Step 4: Searching & Filtering

Use the search bar at the top right of the Room Booking page to find: - Customer names

• Room numbers

• Booking dates

• Booking states

Click the dropdown icon to use filters like: - Booking state

• Date range

• Customer

👥 Who Can Use This?

Role	Access Level
Receptionist	Create/edit bookings, check availability
Manager	Full access including configuration and reporting
Accountant	View booking summaries and generate invoices (optional)

💡 Best Practices

• Configure all rooms and services before booking begins.

• Always verify availability before confirming a booking.

• Keep customer and service records up to date.

• Use filters to quickly find open or pending bookings.

Thank you for using the Hotel Management Module! With the proper setup and usage, you’ll ensure efficient bookings and happy guests.