Skip to content
عالعربية

User manual

Hotel & Apartments Management

Reception knows in a second which room or apartment is ready, who checks out today and how much a guest owes, and occupancy is built from bookings, not from memory.

All hotel bookings in one calendar with no double booking, room status straight from housekeeping, and a guest bill that closes at checkout with no manual adding up. Start a free trial.

20 tasks

What the system does

  • Rooms and apartments
  • Prices
  • Bookings
  • Front desk
  • Room calendar
  • Guest account
  • Housekeeping
  • WhatsApp

Tasks

How do I create a new hotel room reservation?

  1. Navigate to Hotel reservations.
  2. Click the Create new reservation button.
  3. Select the guest (or enter new guest details), room type (suite, single, double), and expected arrival/departure dates and times.
  4. Select the rate plan (room only, bed & breakfast), assigned room number, then click Save reservation.
Screen
Hotels and apartments › Reservations · Create
Permission needed
Hotel — reservations, check-in and check-out / Add

How do I monitor guest arrivals and room occupancy from the Front Desk?

  1. Open the Front desk dashboard page.
  2. Review real-time indicators: today's arrivals, today's departures, staying in-house guests, and occupied vs vacant clean rooms.
  3. Perform quick check-in or express checkout with one click from the dashboard.
Screen
Hotels and apartments › Front desk dashboard
Permission needed
Hotel — front desk dashboard / View

How do I view the room calendar and tape chart?

  1. Access the Room calendar & chart page.
  2. All hotel rooms appear in a horizontal timeline grid indicating booked and vacant rooms and guest stay dates.
  3. You can drag and drop a booking to extend stay duration or move it to another available room on the calendar.
Screen
Hotels and apartments › Availability calendar
Permission needed
Hotel — availability calendar / View

How do I check in a guest and assign room keys?

  1. On the Front desk dashboard or reservations list.
  2. Select the arriving guest reservation and click Check in.
  3. Verify identity documents (national ID or passport) and border number, and program the electronic keycard.
  4. Click Confirm check-in to switch room status to "Occupied".
Screen
Hotels and apartments › Reservations
Permission needed
Hotel — reservations, check-in and check-out / Check in guest

How do I transfer an in-house guest to another room during their stay?

  1. On the reservation overview page in Hotel reservations.
  2. Click actions and select Room move.
  3. Select the new vacant room, noting the move reason (upgrade, maintenance fault, guest preference).
  4. Click Confirm move to update room assignments and keycard data automatically.
Screen
Hotels and apartments › Reservations · View
Permission needed
Hotel — reservations, check-in and check-out / Move guest to another room

How do I log a guest no-show?

  1. In the Hotel reservations table, locate the reservation where the guest failed to arrive past cutoff time.
  2. Click actions and select Record no-show.
  3. The system applies cancellation policies and first-night penalties, releasing the room for re-booking.
Screen
Hotels and apartments › Reservations
Permission needed
Hotel — reservations, check-in and check-out / Record no-show

How do I cancel a hotel room reservation?

  1. In the Hotel reservations list, select the reservation.
  2. Click actions and choose Cancel reservation.
  3. Record cancellation reason and confirm cancellation in accordance with deposit refund policies.
Screen
Hotels and apartments › Reservations
Permission needed
Hotel — reservations, check-in and check-out / Cancel reservation

How do I view a guest's itemized folio and invoice?

  1. On the reservation page in Hotel reservations, open the Guest folio tab.
  2. Review all posted charges: nightly room rates, room service dining, laundry, minibar, and payments made.
Screen
Hotels and apartments › Reservations · View
Permission needed
Hotel — guest folio and payments / View

How do I post an extra charge or service to a guest room folio?

  1. On the guest folio page in Hotel reservations.
  2. Click the Add charge button.
  3. Select service category (Room Service dining, telephone calls, incidentals/damages), amount, and receipt reference.
  4. Click Post charge.
Screen
Hotels and apartments › Reservations · View
Permission needed
Hotel — guest folio and payments / Add charges to guest folio

How do I void an erroneous charge from a guest folio?

  1. On the guest folio page in Hotel reservations.
  2. Select the incorrect charge line and choose Cancel charge.
  3. Record adjustment reason to reverse the charge and update folio balance.
Screen
Hotels and apartments › Reservations · View
Permission needed
Hotel — guest folio and payments / Remove charge from guest folio

How do I post a payment to a guest folio?

  1. On the guest folio page in Hotel reservations.
  2. Click the Record payment button.
  3. Select payment method (credit card, cash, bank transfer) and amount, then click Confirm payment to generate a receipt voucher.
Screen
Hotels and apartments › Reservations · View
Permission needed
Hotel — guest folio and payments / Collect payment from guest

How do I transfer a guest folio balance to a corporate city ledger account?

  1. On the guest folio page in Hotel reservations.
  2. Click the Transfer to city ledger option.
  3. Select the contracted corporate account or travel agency to transfer the invoice for credit billing.
Screen
Hotels and apartments › Reservations · View
Permission needed
Hotel — guest folio and payments / Transfer balance to account (pay later)

How do I check out a guest and close their folio?

  1. On the reservation view page in Hotel reservations or the front desk screen.
  2. Click the Check out button.
  3. The system confirms zero balance and key return, prints the final tax invoice, and switches room status to "Dirty / Needs Cleaning".
Screen
Hotels and apartments › Reservations · View
Permission needed
Hotel — reservations, check-in and check-out / Check out guest and issue invoice

How does the housekeeping team manage room cleaning statuses?

  1. Open the Housekeeping & room cleaning page.
  2. All hotel rooms appear categorized by status: Clean, Dirty, Under Inspection, Out of Order.
  3. The housekeeping supervisor taps a room after cleaning and linen change to update its status to "Clean & Ready for Check-in".
Screen
Hotels and apartments › Housekeeping
Permission needed
Hotel — housekeeping and room status / Edit

How do I add a new hotel room and configure its specifications?

  1. Navigate to Hotel rooms & units.
  2. Click the Add new room button to open registration.
  3. Enter room number, floor, wing or building, room type, and features (sea view, king bed, balcony).
  4. Click Save.
Screen
Hotels and apartments › Rooms And Units
Permission needed
Hotel — rooms and room types / Add

How do I create a new room type?

  1. Switch to Room types.
  2. Click the Add room type button to open the setup form.
  3. Enter code and room type name (e.g., Standard Room, Deluxe Suite, Executive Studio), and maximum adult and child occupancy.
  4. Click Save.
Screen
Hotels and apartments › Room Types
Permission needed
Hotel — rooms and room types / Add

How do I set up room rate plans and seasonal pricing?

  1. Go to Room rate plans.
  2. Click the Add rate plan button to open the form.
  3. Enter rate plan title (Flexible Rate, Non-refundable Rate, Bed & Breakfast), nightly rate per room type, and validity period.
  4. Click Save.
Screen
Hotels and apartments › Rate Plans
Permission needed
Hotel — rates and rate plans / Add

How do I create a tour group or delegation block booking?

  1. Navigate to Group & delegation bookings.
  2. Click the Create new group button to open the group modal.
  3. Enter group or corporate name, arrival and departure dates, number of rooms blocked per category, and negotiated corporate rates.
  4. Click Save.
Screen
Hotels and apartments › Groups And Companies
Permission needed
Hotel — groups and companies / Add

How do I search guest profiles and view stay history and preferences?

  1. Switch to Guest profiles.
  2. Search by guest name or ID to view past stay count, total spend, and room preferences (high floor, non-smoking).
Screen
Hotels and apartments › Guests
Permission needed
Hotel — guests / View

How do I configure hotel settings and default check-in/out times?

  1. Access the Hotel settings page.
  2. Configure standard Check-in Time (e.g., 02:00 PM), Check-out Time (e.g., 12:00 PM), deposit policies, and hotel municipality taxes.
  3. Click Save settings.
Screen
Hotels and apartments › Hotel settings
Permission needed
Hotel — settings / Edit

Back to top