Hotel Management Software: From the Reservation Diary to One Screen

Bookings come by phone, by Facebook message, through a travel agent and at the counter. They all land in one diary, in different handwriting. In Cox's Bazar or Sylhet during a long holiday, that diary is where a family ends up standing in the lobby with a confirmed booking and no room.

What the system should cover

• A room calendar showing every room and every night at a glance
• Reservations with advance payment and cancellation rules
• Check-in with guest ID details, and check-out with one bill
• Restaurant, laundry and room service posted to the room
• Housekeeping status: clean, dirty, under maintenance
• Daily night audit and occupancy reports

One bill at check-out

The guest had dinner twice, used the laundry and extended a night. If the restaurant keeps its own slips, something is missed or argued over at the counter. When every department posts to the room, the bill is ready when the guest walks up, with VAT and service charge calculated the same way every time.

Direct bookings from your own website

A booking page that shows real availability and takes an advance by bKash or card lets guests book at midnight without a phone call. It only works if the website reads from the same room calendar as the front desk. Two separate calendars bring back the double booking.

What the owner should see

Tonight's occupancy, today's collection, outstanding dues from corporate guests and agents, and which rooms have been out of order for too long. A 15-room guest house does not need what a 150-room hotel needs, so start with the front desk and billing and add the rest as you grow.