Hotel Owner
Open Dashboard. Review occupancy, available inventory, arrivals, departures, unpaid folios, handover exceptions, high-priority maintenance, and revenue signals.
Start here after installation
Run a Complete Hotel Day
This guide explains what each team should do from opening the morning shift through night audit. It is written for hotel owners and staff who know hotel operations but do not need technical knowledge.
Recommended operating rule: begin with exceptions, not totals. Resolve rooms that are unassigned, dirty, blocked, unsigned, unpaid, or disputed before opening wider reports.
Real application screenshot. The current dashboard uses the same exception-first structure; labels and colors may vary with branding and enabled modules.
Who Starts Where
Manager
Review operational exceptions, floor coverage, room readiness, handover signatures, overrides, open disputes, staff workload, and maintenance impact.
Receptionist
Open Front Desk. Work arrivals, departures, in-house guests, room assignment, deposits, registration, handovers, folios, and key-card activity.
Housekeeping
Open My Tasks on a phone or the Housekeeping Board on desktop. Accept work, update checklist items, report room problems, and submit for inspection.
Maintenance
Open My Tasks. Prioritize urgent room-impact tickets, record work and cost, place rooms on hold when necessary, and resolve only after verification.
Accountant
Review collections, open balances, refunds, cash shifts, invoices, journal posting, payables, reconciliation, and the night-audit result.
Opening Shift Checklist
- Confirm the property context. The hotel name and location at the top of the application must match the property you intend to operate.
- Review the command brief. Open each exception with a non-zero count. Zero-count items confirm that no work is waiting.
- Confirm room readiness. Compare the Room Rack with today's arrivals. Available and inspected rooms should cover expected arrivals.
- Check staff coverage. Confirm Reception, Housekeeping, Maintenance, and assigned Floor Managers have active accounts and appropriate assignments.
- Review money risk. Check unpaid departures, pending deposits, failed payment links, refunds awaiting approval, and open cashier shifts.
- Check integrations. Confirm email delivery, queue workers, scheduled tasks, payment webhooks, and configured calendar feeds are healthy.
The Hotel Day, Step by Step
Prepare arrivals
Confirm guest details, dates, room type, rate, occupants, deposit, room assignment, room condition handover, and special requests.
Release clean rooms
Housekeeping completes tasks, an authorized inspector approves the checklist, and the room becomes ready for Front Desk assignment.
Complete check-in
Reception verifies documents and payment, the Floor Manager and visitor sign the arrival condition report, then the room becomes occupied.
Operate the stay
Post services, minibar, POS, room service, extensions, room moves, maintenance requests, guest notes, and payments to the correct reservation and folio.
Prepare departure
Review the folio, departure condition report, accepted discrepancies, payment balance, invoice information, key cards, and room status.
Close the day
Complete departures, release disputed guests without posting disputed charges, close cashier shifts, reconcile payments, run night audit, and hand over unresolved items.
Common Status Language
| Status | Plain meaning | Typical next action |
|---|---|---|
| Available | The room can be sold if housekeeping readiness also permits it. | Assign to a compatible reservation. |
| Occupied | A checked-in stay currently controls the room. | Open the reservation, folio, or guest timeline. |
| Dirty | The room requires cleaning before it can be sold. | Create or assign a housekeeping task. |
| Inspected | Cleaning passed an authorized inspection. | Release to Front Desk for assignment. |
| Blocked / Out of service | The room cannot be sold because of a repair, safety, or management hold. | Resolve the linked maintenance item and document release. |
| Pending handover | An arrival/departure condition report or signature is incomplete. | Request inspection/signature or record an authorized override. |
| Open balance | The guest or company still owes money. | Collect payment, issue a payment link, or use an authorized credit/override workflow. |
Example: A Busy Family Arrival
Reservation BK-1048, two rooms, five guests
Reception confirms both rooms are inspected, verifies the primary guest and occupants, collects the configured deposit, and opens one arrival handover per room. The Floor Manager records the condition of each room. The primary guest signs both reports. Reception then completes check-in and issues keys. Any minibar, restaurant, or service posting during the stay must reference the correct room or shared folio.
Shift Handover
- List arrivals without rooms, departures with unpaid balances, unresolved disputes, and incomplete room handovers.
- Record rooms awaiting housekeeping inspection or maintenance release.
- Identify guests requiring callbacks, transport, accessibility support, or late-arrival handling.
- Confirm open cashier sessions, cash difference, payment failures, and refunds awaiting approval.
- Do not share passwords. The incoming staff member signs in with their own account so audit history remains reliable.
End-of-Day Readiness
- All checked-in rooms match an active reservation and occupied room state.
- All completed departures have a departure handover, checkout record, and correct final folio state.
- Open disputes are assigned and disputed charges have not been posted.
- Cashier sessions are counted and closed; differences have notes and approval.
- Accounting posting and night audit complete without an unresolved blocking error.
- The next shift receives a written, auditable handover.
Need a specific workflow? Continue with Front Desk Workflows, Signed Room Handovers, or Billing and Night Audit.