Hotel Management System – Otel Premio

General features

• Multiple booking channels: walk-in, travel agency, corporate, online or a central reservation system (CRS), by checking availability for every room type and rate code from the Rate Query list according to the booking details.
• Rate codes for available physical rooms, including the taxes configured for the hotel's country.
• Guest information saved and archived in a dedicated profile with the guest's status and service preferences, so their next stays get personal attention.
• Engages the guest's phone during the stay from wherever they are, through an app to request and track any service (restaurant, laundry, care and more) and through SMS messages to welcome them, notify them of their balance, bid them farewell or whatever hotel management decides.
• Housekeeping tasks managed according to the internal supervision plan, with each task's progress tracked so rooms are cared for on time.
• Fast, interactive handling of tasks by supervisors, who can reach the system from tablets while moving around the hotel.
• Search the room chart with multiple options to reach guest information.
• The hotel's occupancy rate shown below the room chart as quick results that update automatically with the related details.
• Connects and integrates with the hotel's equipment, such as the accounting system for posting financial transactions as they happen, the telephone exchange (TCP/IP or COM port), the hotel restaurant system and electronic gates.

Key features

• Create a new reservation with a pre-blocked room, without a room as a guaranteed (GTD) booking confirmed by a deposit, or as a temporary 6PM booking that expires at 06:00 pm if not confirmed.
• Enter the guest's personal details and booking information: arrival and departure date and time, number of nights and room type, choose the rate code approved by hotel management, and print the reservation script with the confirmation number.
• View the room reservation chart to see occupied rooms, current bookings and their periods, and find available booking times.
• Statistical and graphical reports on reservations by guest, period, rate, room type, booking channel and more.

Reception functions

• Check in arrivals and walk-ins with or without breakfast, entering the guest, companions, room, requested services, rate, payment method and more, plus the guest's ID details and photo, saved in the guest profile.
• Identify the booking or accommodation source (individual, corporate, agency, group and so on) to manage the relationship with that source.
• Room move within the same type or to another type, adding the rate difference.
• Find a guest from any data field of the room chart to reach their detailed information.
• Extend guests' stays on request without conflicting with other bookings.
• View room status together with housekeeping to resolve any discrepancies.
• Reports of departed guests, expected departures, in-house guests, expected arrivals and current bookings, to prepare what each case needs.
• Save and archive a daily occupancy report for the authorities and for emergencies.
• Individual check-out of one or more guests from a room without closing it.
• Reinstate a checked-out room with its previous invoice.

Cashier functions

• Receive guest payments by the available payment methods (cash, cheque, credit card) and print a receipt voucher for the guest.
• Receive advance payments on reservations and process advance-payment refunds according to hotel policy.
• Pay out cash to a guest as a service, following hotel management procedures, and charge the amount to the guest's room invoice with a payment voucher.
• Charge services to the room by room-service charge code.
• Handle any exceptional posting when needed, since room charges are posted automatically according to the hotel's basic settings.
• Issue the settlement invoice with the necessary adjustments before the guest departs.
• Deduct an amount from a confirmed booking that did not arrive on time, as approved by hotel management.
• Run the cashier's cash closing according to the hotel's approved financial procedures and hand it over to the back office at the end of the daily shift.
• Correct and review charges posted to rooms (correct / edit a charge).
• Approve service charges on rooms and route them between the windows of one invoice, to assign some services to the guest and others to their company, split charges between several people in the same room, or transfer charges fully or partially to other rooms.

Housekeeping

Basic hotel settings are added for housekeeping operations, such as the hotel layout, the organisational structure and daily working periods, to carry out housekeeping tasks, most importantly

• Floor and shift supervisors assign and follow up housekeeping staff on their daily duties and on any other guest requests.
• Change housekeeping room statuses (occupied: clean, needs cleaning or maintenance / vacant: clean, needs cleaning or maintenance, and so on) and track statuses before switching a room to the state in which it can be offered to a guest.
• The attendant inspects room supplies and records any changes to prepare the guest's departure, and checks room readiness before check-in to fix any shortfalls.
• Mark rooms out of order or out of service and rooms needing maintenance, and return them to service once prepared.
• Housekeeping supervisors view all tasks in progress across departments by task, location and assignee, to spot deviations from standard completion times, follow overall performance, or inform anyone deciding on hotel bookings and hospitality.
• Housekeeping supervisors check the state of tasks before closing them (turndown services) and measure the quality of completion (attendant points).

Night auditor functions

• Review in-house guest data to complete any missing details.
• Check the day's reservations and arrivals, mark those who did not arrive as no-show, review cancelled reservations, and check individual and corporate check-ins and reservations.
• Resolve room-status discrepancies and check rooms whose guests were due to depart but did not, or who departed with an outstanding balance.
• Check room moves from one type to another and their reasons.
• Review the day's discounts and refunds, verify and reconcile the amounts handed over, close the cashier and print the closing reports.
• Record notes for each user on what must be reviewed and audited.
• Post financial transactions to the accounting system (posting to back office).

Reporting features

• Each user gets the reports relevant to their tasks, and each manager gets the required reports or statements according to their permissions.
• Main report groups: reservation reports, service reports, night-auditor reports, guest reports, financial reports, the daily user report, the daily statistics report, the daily hotel-manager report, daily sales reports, and the
• room balance report, among other reports in summary or analytical form for any required period.
• A built-in report designer lets you create new report layouts to hotel management's requirements: size, format and data fields.

Guest mobile app

• Definition: the hotel's guest uses the Guest app to request any hotel service from anywhere and can track the request until it reaches them.
• The Guest app currently runs on Android only.
• The receptionist installs the Guest app on the guest's phone; the app links to the services in the hotel system so service requests are received easily.
• The Guest app must be connected to the internet to use its services.

Key functions

• Register a service request and approve charging its value to the guest's invoice.
• The guest browses the hotel restaurant's menu and orders the meal they want.
• View a number of reports, most importantly the guest's invoice at any time.

Key features

• See the free and paid services and their prices.
• Discover all the hotel's facilities and rooms with photos, current availability and price.
• Reach the hotel's website from the app on the guest's phone.
• Show chosen photos to guests on the app's home screen with a news ticker beneath.

Accounts

Otel Premio covers the daily financial transactions of hotel guests and their services to complete its functional integration, most importantly

• Works with the accounting chart of accounts built to hospitality standards, which the hotel uses for its financial entries.
• Codes and applies the taxes officially charged to guests in the hotel's country, chiefly VAT and the municipality fee used in most countries.
• Tracks guest receivables (city ledger) and corporate receivables (AR accounts), settles them, collects cash against them, applies the necessary discounts and identifies bad debts.
• A dedicated file is created for every guest containing all their data and identity information.
• When a guest is found on any later visit, they are added with all their details to the booking, check-in or other transaction quickly and easily.
• The guest file includes their special requests, services, preferences and status information, so the hotel can take the initiative in serving and hosting them on their next visits.
• The hotel can organise the guest file and make use of its data for more than one purpose.