Hotel management
This app has been published in accordance with Marketplace review process. For pricing details, you can refer to this page.
- Category - Hospitality
- Vendor - Zoho Corporation
- Pricing - Free
Overview
Say goodbye to thick registry books and run your hospitality services on our app! This robust hotel management software enables you to streamline your hotel operations while also ensuring a memorable experience to your guests. You will be able to maintain and track your employee details and guest details, keep tabs on reservations and check in and check out times, facilitate guests to raise issues and complaints with the management, generate bills, enable payments, and much more. With separate modules dedicated to everything from maintenance and room service requests to payment reminders, you can sit back and manage all your day-to-day operations from a single, consolidated hotel management solution.
Who can use this application?
If you're primarily involved in managing hotels, this app is a must have in your suite! This application caters to a wide range of users, including hotel owners, general managers, front desk staff, housekeeping and maintenance teams, sales and marketing teams, accounting and finance departments, food and beverage staff, event and banquet managers, and guest services staff.
Key features
- Monitor guests inflow by marking them as personal or business, and handle their billing procedures accordingly.
- Check in and check out patrons with a single click and get instant numbers on available rooms.
- Enable customers to book meals, make requests, and switch rooms from right within the application.
- Simplify and secure your entire billing process and instantly generate invoices.
In addition to the above, you can also:
- Customize your application according to your brand, using application themes and custom logos.
- Download the application on your mobile and tablet devices and start using them immediately.
Application flow
Modules in this application
This comprehensive hotel management application provides a user interface with separate modules that allow you to store guests' details, streamline payments, check patrons in and out with a single click, manage maintenance requests, and much more.
Configuration module
This module can be accessed by admins, super-admins, and managers. Users in front office executive roles can access certain reports in this module.
This module allows you to perform admin-related actions, such as storing your hotel details that include name, location, website, check-in and check-out times. You can also capture details of room types (deluxe or standard), their rates and amenities, number of occupants allowed to stay in a room, and so on. This enables you to have your room related information at your fingertips.
Additionally, you can add the details of services you offer such as recreational activities, laundry services, and in-room dining, as well as store the details of staff working in your hotel. After adding your staff, the application will be shared with them, with restricted permissions as configured.
You can choose from the existing staff roles available in the application. By default, the app admin will be assigned the role of "Manager" for this application.
This module also enables you to store hospitality details like the total number of tables, seats at each table, timings during which food is served (such breakfast, brunch, lunch, dinner), dishes on your menu, and offered rates.
Rooms module
This module can be accessed by admins, super-admins, and managers. Users in front office executive roles can access certain reports in this module.
In this module, you can capture and store the details of available rooms in your hotel such as their number, type, floor, and a number to dial for each room. You can add more amenities available in your room in the respective form. This module also has reports that display all of your rooms categorized as, Clean (indicates availability), Occupied, Dirty, and Maintenance. You can drag the records under each category to the required category. All the rooms that require cleaning will be listed in the Dirty Rooms report, in which you can click Move to Clean to move them under the Clean category post cleaning.
Contacts module
This module can be accessed by admins, super-admins, managers, and front office executives.
Add and manage guest and contract profiles in the module. You can mark your guests either as personal or business, and handle their billing procedures accordingly. For corporate guests, this application factors in prepaid expenses, deferred payments, and company-sponsored bills to ensure a seamless billing process upon checkout. You can set the payment frequency for your corporate clients and add reminders for the same. This module has reports to view both corporate and other guests respectively.
Front Desk module
This module can be accessed by admins, super-admins, managers, and front office executives.
This module enables you to digitize and upgrade your front desk. Get instant numbers on available rooms with calendar-like charts, ensure smooth reservations on the spot and confirm them or cancel them if required, and view the list of upcoming reservations or the history of reservations.
When you confirm a room reservation and choose the room type, the room tariff and total amount will be calculated automatically along with tax computations. You can specify the advance amount to be paid and the room is ready to be occupied. Reservations yet to be confirmed will be listed in the Awaiting Confirmations report and you can update the reservation status by clicking the Confirm button. If you have upcoming check-ins, you can also check in and check out your guests with a single click.
You can also publish the Public Reservation form to make it available for users to reserver rooms online.
Requests Handling module
This module can be accessed by admins, super-admins, managers, and front office executives.
This module helps accelerate customer service by enabling customers to, make requests, and switch rooms from within the application. You can monitor their needs in real time, assign available personnel to fulfil service requests quickly, and close requests with the click of a button, ensuring complete customer satisfaction. The closed requests will be displayed in a separate report, where you can track the swift actions taken to improve customer service.
Maintenance module
This module can be accessed by admins, super-admins, and housekeeping executives.
In this module, you can configure maintenance types for your rooms and block their subsequent reservations between certain dates when they are being renovated or undergoing maintenance. You can keep track of room maintenance services via in-app reports that display upcoming maintenance, ongoing maintenance, and a history of maintenance services.
Service Usage module
This module can be accessed by admins, super-admins, managers, and front office executives.
This module helps track usage details for all the services you offer in your hotel. You can choose the services from the ones added in the Configuration module, select the rooms in which they were utilized, and generate service bills accordingly. The total amount will be calculated automatically along with tax. You can also specify the prepaid amount if any.
If you charge for additional room amenities like extra pillows, blankets, and such, you can capture bills for the same in the respective form. You can also view the services and amenities bills in the individual reports.
Restaurant module
In this module, your customers can place orders for dine-in, takeaway, or room service as per their wish. As an admin, you can choose to mark the order as complimentary so the order will not be charged. Upon choosing the items, the order time and total will be auto-populated. You can view the orders according to their status, pending and awaiting payments, in the respective reports. In the pending orders, you have the provision to either add more items or complete the order.
After adding your customer's order, you can forward the request to the kitchen staff by capturing the order details in the respective form. The added orders can be either accepted or rejected. After accepting the orders, you can change their status as ready to serve, item served, or cancelled with ease, by clicking the respective button.
Bills can be viewed for completed orders in the Order History report. You can change the payment status for orders awaiting payments and print bills in the Awaiting Payments reports.
Payments module
This module lets you simplify and secure your entire billing process, and get payments on time. You can take advance payments, key in prepaid amounts, send automated reminders using workflows to ensure members pay promptly, and get notified if anyone misses a payment. The reporting feature also lets you keep track of your finances and business performance to manage your hotel efficiently. You can view a complete list of members (both corporate and other guests) whose payments are pending and also monitor the entire payment history.
Progress module
This module displays your progress on a daily and monthly basis. You can use our in-built, customized dashboards to gain insight into the functioning of your flourishing hotel business. Keep tabs on check-in and check-out times, reservations, maintenance, room service requests, and more with our comprehensive dashboard.
Install the application
You can install the app from three locations:
Installing the application from Zoho Marketplace is easy. Once you install it, the app will be set up and ready to use. You can explore the modules in the app, tweak the app to accommodate use cases specific to your business, and add, modify, and view data.
You can also add users and define roles and permissions, such as add, modify, delete, and view data, and map users to the permissions defined, allowing them limited or full access to your app.
- Go to Zoho Marketplace.
- Scroll down to the Zoho Creator section and click View All.
- Select the Hotel Management app and click Install.
The application will be installed on your device and you'll be ready to go!
Application setup
This application is designed to accommodate the requirements of your hotel and lodging businesses. After installing the application, the super admin or admins can begin setting up their organization.
Step 1: Navigate to the Configuration section.
1. Access the About Hotel form and add your hotel details like name, location, logo, website, check-in and check-out time.
2. Next, add the types of rooms available including their details like bed type, number of guests allowed, amenities, and room image in the Add Room Type form.
3. Access the Add Rate Type form, and enter the rate type and rates per night.
4. Enter the hospitality services you offer and the taxes you charge for them in the Add Services and Add Tax Type forms respectively.
5. Next, access the Add Staff form and enter the details of your staff, along with their proof of identification.
This application will be shared with your staff based on the roles assigned.
6. Add table details, timings during which you provide food, and your menu items in the Add Table form, Food Timings and Food and Beverages forms respectively.
Step 2: Navigate to the Rooms section.
- Access the Add Room form and enter details such as floor, room number, room type, and a phone number unique to each room.
- Next, access the Add Room Amenity form and capture details of the amenities you provide in your hotel rooms.
- View all rooms in the Rooms report, where you can drag and drop records into the required category.
Step 3: Navigate to the Contacts section.
- Access the Add Guest form, enter basic and contact information about your guests, and mark the source of the contact as an individual or corporate guest. You can also add more details for your corporate clients and set their payment frequency.
- View and modify the details of your corporate guests and individual guests in the Corporate Guests and Other Guests reports respectively.
Step 4: Navigate to the Front Desk section.
Reservation of your hotel rooms can be done by front desk staff on behalf of your guest. Direct reservations by guests can be done through the published form.
- Access the Reservation form and add details such as check-in and check-out dates, number of rooms, and number of adults and children allowed. You can then choose the guest type and map your guest data stored in the Contacts module.
- View the listing of all your room reservations in the Awaiting Confirmations report. You can confirm the reservations by choosing further room details.
Once you've confirmed a reservation, it'll be listed in the Upcoming Check-Ins report. The details of active check-ins, history of check-ins, and no shows after reservation can be tracked in the respective reports. An invoice for the period of stay will be generated during check-out and the same can be printed from the Check-In History report.
Your app is now all set for use!
Automation
The app incorporates automations to make your process smooth and well-defined. It houses workflows to:
- Hide or show and enable or disable certain fields in the forms.
- Display alerts based on validation of input data. For example, "Rooms not available for the entered dates" is displayed based on the dates the user enters for reservation.
- Schedule reminders for payments and upcoming maintenance activities.
- Trigger actions with the click of a custom button like check in, check out, cancel order, print bill, and more.
- Send notifications to the admin when a complaint is registered.
- Auto-calculate amounts and taxes using functions, among other things.
Sharing your app
You can share this app with users in your organization, defining roles and permissions so users with specific roles have specific levels of access to the components of the app. Click here to learn how to share your app.
Note: This application is optimized to be downloaded as an application on your mobile or tablet device.
If you wish to uninstall this application, you can do the following:
1. Navigate to Solutions and click the Hotel Management application.
2. Hover over the card and click the ellipsis icon (three dots).
3. Click Delete.
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