Hotel
Hotel operations for rooms, rates, reservations, guests, housekeeping, maintenance, folios, night audit, reports, and property settings.
Purpose and What Problem This Solves
The Hotel module connects reservations, room availability, guest profiles, housekeeping, maintenance, and folios into one property workflow. It helps the front desk avoid overbooking, keep rooms ready, and maintain a clean operational record.
Who normally uses this module
What You Can Do Here
- Maintain room types, rooms, rate plans, daily rates, and availability.
- Create bookings, manage check-in/check-out, and handle group stays.
- Track housekeeping tasks, room status, lost and found, and maintenance work orders.
- Manage guest profiles, folios, charges, and night audit routines.
- Prepare operational reports for occupancy, revenue, housekeeping, and service performance.
Core Concepts and Terms
Learn these words first. Most user mistakes happen when a beginner opens a form without knowing what the record represents.
Room type
A category such as Standard, Deluxe, Suite, or Dorm that groups rooms with similar capacity and pricing.
Rate plan
The pricing policy attached to a room type, season, package, or booking condition.
Reservation
A booking record for one or more rooms and dates.
Folio
The guest account where room charges, service charges, payments, and adjustments are posted.
Housekeeping status
The room readiness state used by front desk and housekeeping to coordinate occupancy.
Night audit
The daily closing process that checks occupancy, charges, departures, and financial totals.
Beginner Quick Start
Use this first-run path in a training database or with a supervised account before handling live records.
- Set up room types, rooms, rate plans, and default property settings.
- Confirm housekeeping statuses and maintenance categories are understood by operations.
- Create a test reservation and walk it through check-in, folio posting, and check-out.
- Review reports for occupancy, departures, housekeeping, and maintenance.
- Run a practice night audit before using the module for live property operations.
Standard Operating Procedures
These SOPs describe the routine operating pattern. Your company policy may add approvals, attachments, or segregation-of-duties controls.
Create and confirm a reservation
- Search availability by date, room type, and guest requirements.
- Create the booking with guest details, dates, rate plan, room assignment, and notes.
- Confirm deposit, guarantee, or policy requirements according to hotel rules.
- Send or record confirmation and review arrival reports before the stay date.
Check in a guest
- Verify identity, booking dates, assigned room, rate, payment method, and special requests.
- Confirm the room is ready or coordinate with housekeeping.
- Open the guest folio and post required deposits or charges.
- Mark the reservation checked in and issue room access according to property procedure.
Run daily night audit
- Review arrivals, departures, in-house guests, no-shows, room status, and open folios.
- Post expected room charges and investigate exceptions.
- Confirm payments, adjustments, and unsettled balances.
- Close the audit day and save reports for management review.
Industry Notes and Good Practice
- Hotel operations rely on one source of truth for room status. Front desk, housekeeping, and maintenance must update their part promptly.
- Night audit is more than a report. It is the daily control point that catches no-shows, missed charges, unsettled folios, and room-status conflicts.
- Keep rate plans simple at first. Too many rates create training and billing errors.
- Document special requests and guest issues in the record so handovers are smooth across shifts.
Controls, Data Quality, and Review Checklist
Use this checklist during onboarding, monthly review, and process audits.
- Rooms, room types, capacity, and rates are accurate before reservations open.
- No guest is checked into a dirty or out-of-service room.
- Every folio adjustment has a reason and approval when policy requires it.
- Night audit exceptions are resolved before the next business day starts.
Related ERPat areas
FAQ and Troubleshooting
Why does a room show unavailable?Check existing reservations, out-of-service status, housekeeping status, maintenance blocks, and rate/availability rules.
Can I change a rate after check-in?Follow hotel policy. Rate changes should be documented because they affect folio totals and reporting.
What is the difference between housekeeping and maintenance?Housekeeping prepares and cleans rooms. Maintenance handles repair, facility issues, and preventive work orders.
What should beginners learn first?Room types, availability search, reservation creation, check-in, folio basics, and night audit.