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Management User Guide

This guide covers management functions including reports, analytics, and system administration.

Overview​

Management users have access to comprehensive reporting, analytics, and oversight functions to monitor and optimize hotel operations.

Dashboard​

Daily Overview​

The management dashboard displays:

  • Today's occupancy
  • Revenue summary
  • Arrivals/Departures
  • Key performance indicators

KPIs at a Glance​

MetricDescription
OccupancyRooms sold / Available rooms
ADRAverage Daily Rate
RevPARRevenue Per Available Room
GOPPARGross Operating Profit Per Available Room

Reports​

Accessing Reports​

  1. Navigate to Reports
  2. Select report category
  3. Choose specific report
  4. Set parameters (dates, filters)
  5. Generate

Report Categories​

Revenue Reports​

  • Daily Revenue Report - Breakdown by revenue center
  • Monthly Revenue Summary - Month-to-date performance
  • Revenue by Source - Direct, OTA, Corporate, etc.
  • Outlet Revenue - F&B, Spa, Other

Occupancy Reports​

  • Daily Occupancy - Room statistics
  • Occupancy Forecast - Future projections
  • Room Type Analysis - Performance by category
  • Pickup Report - Booking pace analysis

Guest Reports​

  • Guest Statistics - Demographics, segments
  • Repeat Guest Report - Loyalty tracking
  • VIP Guest List - Special attention guests
  • Nationality Report - Guest origins

Financial Reports​

  • Trial Balance - Daily accounting summary
  • Cashier Report - Shift-wise collections
  • Accounts Receivable - Outstanding balances
  • City Ledger Aging - AR aging analysis

Generating Reports​

  1. Select report
  2. Set date range
  3. Apply filters (optional)
  4. Choose format:
    • View on screen
    • Export to PDF
    • Export to Excel
  5. Click Generate

Scheduling Reports​

Set up automatic report delivery:

  1. Select report
  2. Click Schedule
  3. Set frequency (daily, weekly, monthly)
  4. Set delivery time
  5. Add email recipients
  6. Save schedule

Analytics​

Performance Analytics​

Monthly Occupancy Trend
═══════════════════════
Jan: ████████░░ 78%
Feb: █████████░ 85%
Mar: ██████████ 92%
Apr: █████████░ 88%

Revenue Analysis​

  • Compare periods (YoY, MoM)
  • Identify trends
  • Spot anomalies
  • Forecast future performance

Channel Analysis​

Track booking sources:

  • Direct bookings percentage
  • OTA contribution
  • Channel costs
  • Net revenue by source

Guest Analytics​

  • Average length of stay
  • Booking lead time
  • Guest satisfaction scores
  • Repeat visitor rate

User Management​

Creating Users​

  1. Navigate to Settings > Users
  2. Click Add User
  3. Enter details:
    • Name
    • Email
    • Role
    • Properties
  4. Set permissions
  5. Save

User Roles​

RoleAccess Level
AdministratorFull system access
General ManagerAll operations + reports
Front Office ManagerFront desk + housekeeping
Revenue ManagerRates + channels + reports
AccountantFinancial functions
Front Desk AgentBasic operations

Managing Permissions​

  1. Select user or role
  2. Click Permissions
  3. Configure access:
    • Module access
    • Function permissions
    • Report access
  4. Save changes

Rate Management​

Setting Rates​

  1. Navigate to Revenue > Rates
  2. Select room type and rate plan
  3. Set rates by date
  4. Apply restrictions if needed
  5. Publish to channels

Rate Strategy Tools​

  • Yield Management - Dynamic pricing suggestions
  • Competitor Analysis - Market rate comparison
  • Demand Calendar - Occupancy-based pricing

Bulk Rate Updates​

  1. Select date range
  2. Select room types
  3. Choose action:
    • Set specific rate
    • Adjust by percentage
    • Apply promotion
  4. Preview changes
  5. Apply

Inventory Management​

Room Inventory​

View and manage:

  • Total rooms by type
  • Out of order rooms
  • Out of service rooms
  • Available to sell

Overbooking Controls​

Set overbooking limits:

  1. Navigate to Settings > Inventory
  2. Set maximum overbooking by:
    • Room type
    • Date
    • Season
  3. Monitor overbooking alerts

System Configuration​

Property Settings​

Configure:

  • Property information
  • Check-in/out times
  • Tax settings
  • Currency and locale

Integration Settings​

Manage connections:

  • Channel Manager
  • Payment Gateway
  • Accounting System
  • Third-party services

Audit Logs​

View system activity:

  1. Navigate to Settings > Audit Logs
  2. Filter by:
    • User
    • Action type
    • Date range
  3. Review activity details

Night Audit Oversight​

Pre-Audit Review​

Before night audit:

  1. Check discrepancy report
  2. Review pending folios
  3. Verify no-shows marked
  4. Confirm all charges posted

Post-Audit Review​

After night audit:

  1. Review audit log
  2. Verify reports generated
  3. Check for errors
  4. Confirm data accuracy

Performance Monitoring​

Staff Performance​

Track:

  • Check-in times
  • Upsell success rates
  • Guest satisfaction by staff
  • Task completion rates

Operational Metrics​

Monitor:

  • Average check-in time
  • Housekeeping turnover time
  • Response times
  • Error rates

Alerts and Notifications​

Setting Up Alerts​

  1. Navigate to Settings > Alerts
  2. Configure alert types:
    • Overbooking warning
    • VIP arrival
    • Low inventory
    • Rate parity issues
  3. Set recipients
  4. Choose delivery method

Alert Types​

AlertTrigger
OccupancyExceeds threshold
RevenueBelow target
OverbookingLimit reached
VIPVIP guest arriving
ComplaintGuest complaint logged

Best Practices​

  1. Review reports daily - Stay informed on performance
  2. Monitor KPIs - Track against targets
  3. Respond to alerts - Address issues promptly
  4. Regular audits - Verify data accuracy
  5. Staff training - Ensure proper system use