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The Hotel HMS

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The Hotel HMS

Documentation

Everything you need to run the system, on one page

A complete guide to setting up, configuring and operating The Hotel HMS — from your first login to day-to-day front desk work.
Getting Started
Account setup3 steps · 2 min read
Add your propertyRooms & rates · 3 min read
Front desk & bookingsCore operations · 4 min read
Avg. setup time
Under 1 day
12 guides · Updated weekly
Getting started

Getting Started

1

Set up your property profile

Add your hotel's name, address, room count, tax rules, and amenities under Settings & Hotel Profile. This becomes the source of truth every other module reads from.

2

Load your room inventory

Enter room types, individual rooms, and rate plans in Room Inventory. You can import a spreadsheet or add rooms one by one.

3

Invite your team

Add staff under Users & Role Permissions and assign each person a role — front desk, housekeeping, F&B, or admin.

4

Connect billing

Set up your subscription and payment method under Billing & Subscription, and confirm invoice details for guest folios.

5

Go live

Once inventory and staff are in place, switch the property to live. Bookings, walk-ins, and restaurant orders start flowing through the dashboard immediately.

6

Heo

go livev

Reference

Core Modules

01 Executive Dashboard

Your daily overview — occupancy, today's revenue, in-house guest count, and arrivals/departures at a glance.

Quick startLog in and land here by default. Click any metric card to drill into the underlying report.
02 Room Inventory

Manage every room type, individual room, pricing tier, and current status.

Quick startRoom Inventory → Add Room → set type, floor, and rate → Save.
03 Availability Ledger

A calendar view of every room's availability across dates, to avoid overbookings.

Quick startUse the date-range picker to check a specific week before quoting a group booking.
04 Bookings Management

Create, modify, and track reservations, including guest details and status.

Quick startBookings → New Booking → search or add guest → select room and dates → Confirm.
05 Guest Relationship

A profile for every guest — stay history, preferences, and past communications.

Quick startSearch any guest by name or phone number to pull up their full stay history.
06 Restaurant POS

Take orders, manage tables, and process billing and payments for on-site dining.

Quick startSelect a table → add items → Send to Kitchen → settle by cash, card, or room charge.
07 Kitchen KOT Dashboard

The kitchen's live order queue with prep status.

Quick startTap an order card to move it from Received → Preparing → Ready.
08 Users & Role Permissions

Create staff accounts and control what each person can access.

Quick startUsers → Invite → enter email and select a role template.
09 Billing & Subscription

Your platform subscription, invoices, and payment history.

Quick startDownload past invoices anytime from Billing → Invoice History.
10 Settings & Hotel Profile

Property-level configuration: hotel details, policies, tax rates, amenities.

Quick startUpdate tax rates here before your next billing cycle if local rates change.
Core operations

Everyday Workflows

Check in a guest Front desk
  1. Open Bookings Management, find the reservation
  2. Confirm ID and payment method
  3. Assign or confirm the room
  4. Mark status as Checked In
Take a new booking Front desk
  1. Check the Availability Ledger for open dates
  2. Bookings → New Booking
  3. Add guest details and room selection
  4. Confirm — a folio is created automatically
Post a restaurant charge to a room F&B
  1. Ring up the order in Restaurant POS
  2. At settlement, choose "Charge to Room"
  3. Enter the room or guest name
  4. Charge appears on the guest's folio instantly
Add a new staff member Admin
  1. Users & Role Permissions → Invite
  2. Enter their email and choose a role
  3. They receive a setup link by email
  4. Access activates once they set a password
Support

Questions & Answers

Can I manage more than one property?

Yes — multi-property accounts are available on the Enterprise plan, with a central dashboard showing all locations.

What happens if I overbook a room by mistake?

The Availability Ledger flags conflicting dates before you confirm a booking, so this is rare. If it happens, reassign the room from Bookings Management and the folio updates automatically.

Do staff need training before go-live?

We recommend a short walkthrough per role. Onboarding includes guided training sessions for each team.

Can I export data out of the platform?

Reports across bookings, revenue, and occupancy can be exported at any time for use in spreadsheets or accounting software.

Still need a hand?

Our support team responds to onboarding and setup questions same-day.

+91-9876543210