For receptionists: front-desk workflow

Who it’s for: Receptionist

Demo access: sandbox accounts are issued on request: request a guided demo.

Navigation: Go to the management portal login

• Enter your Username and Password, then click Log In
• After login you are redirected to manage/bookings, the booking management dashboard
• Use the top navigation bar to switch between modules

What it shows: A visual grid of all hotel rooms, with each card showing the current status by color.

Navigation: Left sidebar → Room Board

• Status: Available (green) · Occupied (orange) · Cleaning (yellow) · Maintenance (grey).
• Filter by Floor, Room Type, or Branch. The Occupancy rate appears at the top.
• Click any room card to open its detail panel.

What it shows: The detail panel for a specific room, including guest info, booking details, and action buttons.

Navigation: Room Board → click a room card

• View the Room number, Room type, Current guest, Booking dates, and Status.
• Use the quick action buttons: Check-in · Checkout · Change Status.
• Open the full Booking Detail from the booking reference link.

What it does: Initiate the check-in process for a guest directly from the Room Board.

Navigation: Room Board → click room card → Check-in

• Verify booking is Confirmed status before proceeding
• Click Check-in on room detail panel → review guest details
• Confirm to proceed to the Confirm Check-in step

What it does: Final confirmation step when checking a guest in via the Room Board.

Navigation: Room Board → room card → Check-in → Confirm Check-in

• Review summary: Guest name, Room number, Check-in time
• Click Confirm: room card updates to Occupied
• Guest receives check-in notification on their account

What it does: Initiate the checkout process for a departing guest directly from the Room Board.

Navigation: Room Board → occupied room card → Checkout

• Click Checkout: system loads checkout form
• Review Bill Summary and select payment method (Cash/Card/MoMo)
• Proceed to Confirm Checkout to finalize departure

What it does: Confirm the guest's departure, finalize billing and release the room for cleaning.

Navigation: Room Board → Checkout → Confirm Checkout

• Click Confirm Checkout: room updates to Cleaning Required
• Guest's booking moves to Completed status
• Housekeeping is notified automatically

What it does: Update a room's status for maintenance, blocking, or admin use.

Navigation: Room Board → room card → Change Status

• Select status: Available · Occupied · Cleaning · Maintenance · Out of Order
• Add optional note → click Save to apply
• Room card updates immediately on board

What it shows: All room type categories configured in the system (e.g. Deluxe Room, Family Room, Executive Suite).

Navigation: Left sidebar → Room Types

• View: name, capacity, amenities, room count
• Click + Add Room Type or Edit to modify
• Room types shared across branches; pricing is branch-specific

What it does: Create a new room type category that can be assigned to physical rooms across branches.

Navigation: Room Types → + Add Room Type

• Enter: Name, Description, Max Guests, Amenities
• Upload photos and set bed configuration (Single/Double/Twin/King)
• Click Save to add room type

What it does: Update an existing room type's details, amenities, or photos.

Navigation: Room Types → Edit on any room type

• Modify any field: name, description, capacity, amenities, photos
• Changes take effect immediately on the public website
• Click Save to apply all edits

What it shows: All pricing configurations (nightly and hourly rates per room type per branch).

Navigation: Left sidebar → Pricing

• View: Room Type, Branch, Nightly Rate, Hourly Rate, Status
• Filter by Branch or Room Type to narrow results
• Click + Add Pricing or Edit to manage rates

What it does: Create a new pricing record for a room type at a specific branch.

Navigation: Pricing → + Add Pricing

• Select Room Type and Branch from dropdowns
• Enter Nightly Rate (USD) and optionally Hourly Rate
• Set date ranges or leave blank for indefinite pricing

What it does: Update the nightly or hourly rate for a specific room type and branch.

Navigation: Pricing → Edit on any pricing row

• Modify Nightly Rate, Hourly Rate, or Date Range
• Click Save to apply the updated pricing immediately
• Updated pricing applies to new bookings only: existing confirmed bookings keep the original rate

What it shows: A visual timeline of all bookings displayed as a calendar, to see room occupancy by date at a glance.

Navigation: Left sidebar → Calendar

• Switch between monthly, weekly, daily views
• Each block shows guest name and room type: hover for quick summary
• Click any block to open full Booking Detail

What it does: Create a short-stay booking charged by the hour, ideal for day-use guests who don't need an overnight stay.

Navigation: Left sidebar → Hourly

• Select Room type, room, Start time, Number of hours
• Enter guest details and payment method
• Pricing auto-calculated based on hourly rate

What it shows: The main booking management list, with all reservations across all statuses.

Navigation: Left sidebar → Bookings

• Lists all bookings with: Guest, Room Type, Dates, Total, Status, Source
• Use filter tabs to switch views or Search for booking ID/guest
• Click + NEW WALK-IN to create instant front-desk booking

What it shows: Bookings with check-in or check-out activity happening today, the most critical tab for daily operations.

Navigation: Bookings → Today tab

• Shows bookings where check-in/out date falls today
• Green CHECK-IN buttons for arriving guests
• Flag NO SHOW directly from this tab

What it shows: Confirmed bookings with future check-in dates, your upcoming guest arrivals.

Navigation: Bookings → Upcoming tab

• Sorted by check-in date ascending, nearest arrivals first
• Click any booking to view guest preferences and special requests
• On arrival day, booking moves to Today tab

What it shows: Bookings submitted by guests that are waiting for receptionist review and confirmation.

Navigation: Bookings → Pending tab

• New online bookings appear here: review before confirming
• Click booking row to open Detail → Confirm or Cancel
• Guest receives notification once confirmed

What it shows: Bookings that have been approved and are ready for check-in, across all booking sources.

Navigation: Bookings → Confirmed tab

• All confirmed bookings with green CHECK-IN action button
• Filter by Source: Direct, OTA, Walk-in
• Click row to view details and assign a specific room

What it does: Process a guest's physical arrival (assign their room and officially check them in).

Navigation: Bookings → Confirmed tab → CHECK-IN button

• Verify guest ID and match with booking details
• Select room number from Assign Room dropdown
• Click CONFIRM CHECK-IN: status changes to Checked In

What it shows: All bookings currently in Checked-In state, with guests actively staying at the property.

Navigation: Bookings → Checked In tab

• Each booking shows yellow CHECK-OUT action button
• Monitor active room occupancy across all branches
• Click row to view full guest and room details

What it does: Process a guest's departure (review the folio summary and confirm checkout).

Navigation: Bookings → Checked In tab → CHECK-OUT button

• Confirmation dialog shows: Booking Ref, Folio, Guest, Room
• Review Folio Summary to confirm all charges
• Click CONFIRM CHECK-OUT: room status changes to Dirty

What it shows: Bookings where the guest has successfully checked out, so departure is complete.

Navigation: Bookings → Checked Out tab

• Lists completed departures: guest, room type, dates, total
• Only VIEW available, as bookings are read-only after checkout
• Confirm guest has departed before reassigning room

What it shows: Fully completed past stays, the historical record of all finished bookings.

Navigation: Bookings → Completed tab

• Full history of past stays with final booking details
• VIEW button to access detail and payment summary
• Filter by Source to analyze booking channel performance

What it shows: All cancelled reservations (bookings rejected or cancelled before check-in).

Navigation: Bookings → Cancelled tab

• All cancellations with Ref#, Guest, Room Type, Dates, Total
• Click VIEW to review cancellation reason
• Cancellations from OTA partners reflected here automatically

What it shows: Full information for a single booking (guest details, stay details, and payment summary).

Navigation: Bookings → click VIEW on any booking row

• Guest Information: Name and email
• Stay Details: Dates, Room Type, Assigned Room
• Financial: Total, Balance Due, Payment Method, Source

What it does: Edit an existing booking (update guest, dates, room type, or payment method).

Navigation: Bookings → open booking detail → MODIFY button

• Edit any field: Guest, Status, Source, Payment, Room Type, Room, Dates
• Changes take effect immediately after saving
• Click MODIFY button (top right) to access edit form

What it does: Create a new booking immediately for a guest who arrives at the front desk without a prior reservation.

Navigation: Bookings → + Walk-in button

• Select Branch, Room type, room number
• Enter: Full name, Email, Phone, ID
• Set dates and payment → click Create & Check-in

What it shows: The complete guest database (all registered guests who have ever made a booking).

Navigation: Left sidebar → Guests

• Search guests by name, email, or phone number
• View each guest's booking history and loyalty points
• Click a guest to view their full profile and past stays

What it shows: All staff user accounts registered in the system, with their roles and status.

Navigation: Left sidebar → Users

• Each user shows: Name, Email, Role, Status, Last Login
• Roles: Admin · Receptionist · Kitchen · Housekeeping
• Click + Add User to create new staff account

What it does: Create a new staff account and assign their system role.

Navigation: Users → + Add User

• Enter: Full Name, Email, Username, Password
• Select Role and set Branch assignment
• Click Save: user can now log in

What it does: Update an existing staff member's details, role, or account status.

Navigation: Users → Edit on any user row

• Modify Name, Email, Role, or Branch
• Reset Password if staff is locked out
• Toggle Status to enable/disable access

What it shows: System-wide hotel configuration settings (property details, check-in/out times, tax settings, and more).

Navigation: Left sidebar → Settings

• Configure: Hotel name, Address, Contact info, Logo
• Set Check-in/out times, Tax rates, Currency
• Click Save after changes