Hotel and Guesthouse Software

When telephone bookings go into one book and online enquiries into another list, checking commitments for the same room becomes difficult. For an early arrival, a vacant room may still be awaiting cleaning. Extras reach the checkout bill late, while agency and direct bookings can become confused.

In the software we will build, reservations, physical room status and guest accounts will be linked but separate processes. You will define the difference between a provisional hold and a confirmed booking. The checks needed to sell a room and to hand it over to a guest will therefore be explicitly scoped.

Consider a guest who books by telephone and arrives early on the check-in day. The booking commitment, room allocation decision and housekeeping readiness update will be examined as different steps. When you show us your check-in and checkout documents, we will scope these steps around your property's working methods.

For a small guesthouse, a daily room list and guest account may be the initial priorities. Properties using more varied sales sources will need separate consideration of room types, pricing periods and channel mapping.

We will establish which record each connection relies on. Managing channel agreements, taking over official reporting obligations and unconditionally connecting every sales channel are outside this proposed initial scope. Technical requirements for requested connections and your property's reporting method will be assessed during discovery.

With several properties, one room calendar is not enough. Searching another property for a room, viewing a consolidated management summary and keeping local housekeeping tasks separate require different permissions. We will divide the scope according to whether you share sales across properties. Transferring a payment received at one property to a stay at another will also be assessed separately from ordinary payment entries.

Overbooking, a faulty room and a last-minute extension require different responses. In the software we will build, the source of the problem, options offered to the guest and the authorised person's decision will be scoped as separate records.

You will define how price differences are handled when changing room types. Cancellation will be considered alongside deposit refunds, sales sources and reopening calendar availability. If an external channel sends a delayed change, the relevant record will be reviewed before a decision; connection error handling will also be addressed in the project.

We will review how room numbers and types are stored in old lists. Future reservations, open guest accounts and deposits will be checked separately during migration. Channel manager connections require room and rate code matching. If your provider offers API access, retrieving change and error records will be scoped separately.

These resources can support discussion of how stay schedules relate to guest accounts. The separation of bookings and payments in the beauty salon example offers a starting point for describing hotel rules for open folios and room changes.