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Features of Hotel management software

Property Management System

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Features of hotel front desk Management System
Hotel management software feature

Detailed List of Features

Hotelogix offers a revolutionary new Frontdesk interface to work with at the heart of its PMS. It is a Dynamic Tape Chart that is designed with years of research, and a closely coordinated development with some of the best brains the industry has to offer. The result has been a celebrated new design that hoteliers swear by for its simplicity, and flexibility that its powerful Graphical interface offers even on a basic dial-up Internet connection.

The up-to-the-moment hotel status is displayed on screen at all times. The nice part is that this simple status chart lets you work on it directly. So add/edit even the most complex form of bookings, reservations; or transact check-ins, check-outs or payments on the fly within seconds.

Hotelogix comes with unlimited built-in POS terminals and an extensively configurable Web booking engine. The system seamlessly integrates Reservations, Front Desk, Housekeeping, along with your Restaurants, Spa, Travel Desk etc through its built-in POS terminals, and also your Marketing/Regional offices, select Corporate customers, and Travel agents enabling direct transactions on a unified platform.

Read what our customers are talking!

Hotelogix has more features than I expected at such a low monthly fee. I was also given a 15-day trial to play around with the system.

Features of Hotel Management Software

Ian Jackson General Manager, Southcliff Hotel, Kent, United Kingdom

Features of property management system

User Management

  • Manage multiple hotel properties with Management/Super Administrator/Administrator logins
  • No limit to the number of (staff) user accounts
  • Real time financial status available to authorized users.

Rates Management

  • Number of seasons covering multiple years supported
  • Special pricing for holiday, weekend or other short-term event periods
  • Special pricing for Adults & Children
  • Support for unlimited Add-on services appropriate Revenue distribution
  • Negotiated Rates with flexible Commissions/Discounts for travel agents, sources of business etc
  • Surcharge for extra persons
  • Daily & Long-stay rates with promotional Discounts
  • Group discounts/surcharges
  • Multiple rates & rate types support in a single stay
  • Centralized rates
  • Articulative rate management grid allowing you to set up and change Daily or monthly rate
  • Inclusive exclusive set up of rates

Reservations Management

  • Room status - available/reserved/checked-in/checked-out/blocked
  • Room availability lookup, summary & stay information grid
  • Details for a returning guest automatically filled in the reservation screen
  • Guest details: name, address, email address, fax number, phone number, credit card(s), company, member/number, preferences, free format notes
  • Historic and current records (mail and email addresses, phone & fax numbers, contact names etc) of and revenues from/payments to travel agents, sources of business, groups, companies etc in a central database.
  • Credit limits for guests, companies, Agents etc
  • History of guest hotel stays including dates, rates paid, total expenditure, sharers, preferences, notes
  • Search for a reservation by last name, first name, group name or confirmation number all from a single search
  • Override standard room rates/packages with appropriate authority
  • Special guest requests including for a specific room, adjoining rooms, same floor rooms
  • Late arrival/checkin, early checkin, late checkout (with option to charge extra)
  • Extra bed/cot
  • Group reservations (multiple rooms under one name/bill).
  • Record name & room number of group leader
  • Inquiry on guests scheduled to arrive/depart on a specific date
  • Sources of business/travel agent codes and information (for calculation of and payment of commission)
  • Collection of deposits for room reservations
  • Reservation confirmations by email or fax

Online Bookings

  • Integrated Web Booking module for the Hotel website
  • Enter start/end stay dates and room selection
  • View real time room availability and price
  • Real time confirmation of booking to customer
  • Offer Multiple Rates & Packages based on stay dates
  • Single & Multiple room bookings with policy based deposits & Guarantees
  • Automatic creation of Guest account, enabling them to edit their reservation or book a new one
  • Automatic confirmation email with booking details and policies
  • TripConnect Instant Booking and Review Express Connect
  • Link to sell available rooms via GDS/IDS
  • Channel Management interface like Vertical Booking/SiteMinder to sell rooms via Expedia.com, Hotels.com and other OTAs

Check-in

  • Automatic allocation of rooms to guests on check-in for maximum yield and optimal usage of Room Inventory
  • Accept and post room deposits/key money
  • Print guest check-in card (option to do so in bulk in advance)
  • Multiple guest names and sharers per room
  • Cancel Check-ins (before Night Audit)
  • Group check-ins
  • Negotiated room rate (with appropriate authority)
  • Extending stays
  • Direct Interface with online Credit Card payments
  • Secure web based credit card processing
  • Automatic allocation of breakfasts/meals and other add-on services for inclusive rates

Check-out

  • Account/invoice printing with multiple splits & routings
  • Late check out with option to extra charge
  • Free format reminder feature for front desk clerk (coming soon)
  • Combine and share bills between Room Sharers and Group Rooms
  • Move charges between accounts and room bills.
  • Point and click to void or transfer guest transactions
  • Reinstate checked-out rooms (before Night Audit)
  • Group check-outs
  • Forms of payment including cheques, traveler’s cheques, debit and credit cards, bill to company
  • Recording of a reference number for non cash payments (cheque number, authorization code etc)
  • Direct Interface with Credit Card Payments
  • Secure web based credit card processing
  • Payment in multiple currencies
  • Cash counter support
  • Receipt printing
  • Guest accounts
  • Automatic posting of room charges overnight
  • Suppression/reversal of auto room charges and then manual posting
  • Automatic invoice to corporate accounts (when due or monthly)

Supplementary Hotel Services

  • POS system for café, convenience store, laundry, tours, travel desk etc
  • POS system enables staff to accept cash sales or to post charges to the room
  • POS fully integrated into guest accounts, and sales
  • POS with touchscreen support and online credit card processing
  • Charge additionally phone calls, movies, broadband internet etc to the guest’s account
  • Can be used with almost all PABX or PBX systems (Optional) worldwide.
  • Guest messages with delivery confirmations
  • Task Management between departments and POS
  • Process Credit Cards Throughout the System (Paypal, Authorize.net etc) - Virtual Payment Terminal

Conference Booking & Management (Coming Soon)

  • Sell and manage tours including ticket sales and space available.
  • Sell and manage use of meeting/reception rooms in partial hour or hourly increments
  • Meeting/reception room bookings. Numbers of participants, seating and table configurations
  • Projector/screen/PC hire
  • Provision of refreshments for meetings/receptions
  • Meeting/reception room charges and billing

Financial and Business Reports

A Daily report & Monthly summary that shows

  • Prior day, current month to date and current year to date
  • By cost centre (rooms, phone, internet, café, convenience store, laundry, tours (POS assisted))
  • House count
  • Statistical history and forecast
  • Detailed up-to-the-minute House Status
  • Rooms availability
  • Occupancy %
  • Reservations, checkins, checkouts
  • Average guest stay duration
  • Total room revenue; Average room rate, RevPar
  • Balances by not due, due, overdue and total
  • Collections by payment method (cash, cheque, MC, Visa etc) & total
  • No shows, cancellations
  • Rate variations & discounts
  • Travel agent commission

    Detailed charge & payment journal


    • Guest bills and receipts
    • Corporate Direct Billing Ledger and Ageing

Housekeeping

  • List of today’s check-ins, checkouts, occupied and vacancies including any repair or maintenance notes
  • Room status: dirty, clean, inspected, under repair
  • Manage room status from the housekeeping area.
  • Front desk staff can see real time room updated status
  • Housekeeper to front desk communications
  • Maid assignment to rooms
  • Report of assignments
  • Daily task lists for housekeepers
  • Recording and reporting of defects, repairs & maintenance
  • Recording that defects have been remedied, repairs and maintenance undertaken

Hotel Administration

  • Aids to revenue management, forecasting, marketing, campaign management (coming soon)
  • Promotional mail or email campaigns (coming soon)
  • Report of guests scheduled to arrive/depart on a specific date
  • Forecast for Inclusions based on occupancy
  • Staff training aids
  • Internal messaging system

Accounting

  • General ledger
  • Profit/cost centres
  • Automatic direct billing from front desk
  • Printing and mailing of room/monthly guest bills to companies. Statement print/email with past due messages.
  • Ability to flag accounts due for payments or payment delays
  • Vendor details (mail and email addresses, phone numbers, contact names, products, prices etc)
  • Accounts payable
  • Contract/subscription recurrent payables
  • Cash requirements forecasting (coming soon)
  • Accounts receivable
  • Aged debtors
  • Provisions for bad debts
  • Payment of Travel Agent commission
  • Audit trails (who changed, what and when)
  • QuickBooks/Sun Accounts/Other Interface modules (coming soon)