The system runs the daily life of a hotel from a single screen set. A reservation made at the front desk becomes a room to prepare for housekeeping, a folio for accounts, a guest profile for the CRM and a line on tonight's night audit, without anyone re-typing anything.

• Operations: Bookings, Rooms, Housekeeping and Maintenance keep the house running.
• Guests & team: Guests (CRM), Staff (rota, attendance, leave) and User Roles (who may do what).
• Revenue: Payments & invoices, the POS terminal, Restaurant & kitchen, and Inventory.
• Insights & system: Reports & exports, Notifications, the Audit log and Settings.

Everything is multi-tenant: your hotel's data is isolated at the database level, and each person signs in with a role that decides which modules they see and whether they can view, edit or fully manage them.

The guide has three parts:

1. 1
   Start here

   Signing in, moving around quickly, and a walkthrough of a typical front-desk day.
2. 2
   Modules

   One chapter per sidebar entry, in sidebar order. Each covers purpose, who uses it, the screen, workflows, statuses, fields, permissions, tips and the errors you may see.
3. 3
   Reference

   Offline mode, speed tips, troubleshooting for every error message, and a glossary.

Conventions used throughout:

• ⌘K / Ctrl K style keys mean “press together”; g then b means one after the other.
• Role tags next to a heading show who the section is mainly for. Anything marked Full needs full access to that module.
• Status diagrams show every state and the arrows between them, if an arrow is not drawn, the system will refuse that move.

• Press ? on any screen, click the book icon in the top bar, or choose User guide at the bottom of the sidebar.
• Every chapter has its own address, for example /guide/bookings. Use the link icon next to a heading to copy a link to that exact section and paste it to a colleague.
• The guide is public: share /guide with new staff before their account exists. Signed-in users see it inside the app; everyone else gets a light frame with a Sign in button.
• Use Print in the chapter header to save a chapter as PDF for the staff room, the layout switches to a clean single column.

Email and password

1. 1
   Open the app address

   Your hotel's address, e.g. operations.yourhotel.com. On the public demo the sign-in form is at the top and the demo role dropdown sits below it.
2. 2
   Enter email and password

   Passwords are set by an administrator in Staff → Accounts, and you can change yours later in Settings → Account.
3. 3
   You land on the Dashboard

   The sidebar shows only the modules your role can open.

Staff PIN

Busy front desks share a hotel PIN of 4 to 8 digits. Pick your name from the staff list, type the PIN on the keypad and you are in. The PIN can never sign in as a Super Admin or Hotel Manager, those accounts always use email and password, and only a Settings-Full user can change the PIN.

The first time you sign in, a welcome card offers a two-minute tour. It spotlights the real screen as you go: the sidebar and what each group holds, global search, the quick-action buttons, your role and its exact access levels, the dashboard, then one card per module you can open, each ending with a concrete first task.

1. 1
   Start the tour, or Skip the tour

   Skipping records that you have seen it; nothing else changes.
2. 2
   Move with Next and Back, or → ←

   Press Esc at any point to skip the rest. Each module card has an Open link that takes you straight there.
3. 3
   Finish

   The last card lists first tasks for your role, such as creating a walk-in and checking them in.

There are 9 standard roles. Each one has a level for each of the eight permission modules; the matrix below is the default; administrators can adjust it in User Roles.

• View: open the module, read everything, export nothing. A small lock icon marks view-only modules in the sidebar.
• Edit: create and change records (new booking, mark a room clean, add a menu item).
• Full: also delete, approve, refund, export and change configuration.

Some screens map to a module you might not expect: Housekeeping and Maintenance sit under Rooms; POS, Restaurant and Inventory under Payments; User Roles, the Audit log and hotel-wide Settings under Settings. Security officers can always read the Audit log.

On the demo host the sign-in page shows a Demo role dropdown under the form. Pick a role and pressEnter demo to sign in as that role inside a sandbox that only your browser can see, pre-loaded with rooms, guests, hundreds of bookings, invoices, POS tickets and stock. Change anything, nobody else sees it. A purple Demo chip in the top bar shows how long the sandbox has left; Reset throws it away and starts a fresh one.

• Dark mode: click the moon/sun icon in the top bar, or Settings → Account. The choice is remembered per browser.
• Install as an app: in Chrome or Edge choose Install app from the address-bar menu; on a phone use Add to Home Screen. Installed, the app opens without browser chrome and keeps the front-desk screens available when the connection drops (see the Offline chapter).
• Device alerts: Settings → Notifications → Device alerts asks for permission to show system notifications for new alerts even when the tab is in the background.

Keyboard: ⌘K global search, ? this guide, Esc closes any drawer or dialog.

The breadcrumb always names the module you are in. The bell shows a live count of unread alerts; click it for the last few and a link to the full feed.

1. 1
   Press ⌘K (or Ctrl K)

   Focus jumps to the search box in the top bar.
2. 2
   Type at least two characters

   Booking codes (BK-1042), guest names or phone numbers, room numbers, invoice codes.
3. 3
   Pick a result

   Results are grouped; choosing one opens that module. Esc clears the box.

• The address bar is the source of truth: /guests?q=ann&tier=Gold&page=2 can be bookmarked, shared or reopened with Back/Forward.
• Typing in the search box waits a moment before querying, so you can keep typing.
• Live updates refresh the page you are looking at when someone else changes a record.

• Inline cells: click a status, tier, priority or assignee cell to change it. It saves on change; Esc reverts; an error shows a toast and rolls the cell back.
• Kanban cards: drag a card to the next column; the card's drawer offers the same moves as buttons. Moves the system does not allow are refused with a message.
• Roles matrix: click a level cell to cycle None → View → Edit → Full. Changes bite within seconds for signed-in users.
• View-only roles see the same cells as plain text.

• Drawer (slides in from the right), a single record with its actions: a booking, a guest, a work order. The list stays visible behind it. Esc or the × closes it.
• Dialog (centre), wizards and confirmations: the new-booking wizard, check-in, taking a payment, supervisor authorisation. Destructive actions always confirm first.
• Page: the POS terminal, kitchen display, reports and settings tabs, which need the whole screen.

1. 06:30
   Handover on the Dashboard

   Sign in (email or the staff PIN). The Dashboard tells you the shape of the day: Available rooms, Occupied rooms, Arriving today with “N in-house now”, and Staff on duty. Scroll to Today's arrivals for the names and room types expected, and to Housekeeping status to see how many rooms are still cleaning from last night. Click the bell for overnight alerts.
2. 07:00
   Walk the room grid

   Open Rooms. The status tiles are the count you hand over: Available, Occupied, Reserved (a booking holds the room today), Cleaning and Maintenance. A room with a fault gets Report maintenance; a room that must not be sold today gets Out of service. You never set a status by hand, it is projected from the facts.
3. 08:00
   Departures: settle, then check out

   On the Bookings pipeline the In-House Guests column holds today's departures. Open the guest's invoice on Payments and use Record payment until the balance is zero, then click Check out in the booking drawer. If anything is still owed the server refuses: “INV-… still owes UGX …. Collect it before check-out, or a Payments manager can check out and bill later”. A user with Payments = Full is offered “Check out anyway and bill later? The folio stays open on Payments.” for bill-to-company cases. See Checking a guest out.
4. 08:05
   The room goes to housekeeping by itself

   Check-out closes the folio to new charges, creates a High-priority checkout clean task due in two hours on the Housekeeping board, turns the room Cleaning and posts the alert “Guest checked out: room to cleaning”. The room becomes sellable again only when housekeeping moves the task to Ready for Guest.
5. 10:00
   A walk-in at the desk

   Click New booking. Step 1: dates, room type, guests, Source = Walk-in, rate plan; the grey box quotes the room charge. Check availability lists free rooms of that type (never one that is out of service). Step 2: pick a room chip or Assign later, choose New guest and type the name and phone, then Create booking. The booking is saved as Confirmed; if the hotel takes deposits, a deposit line is posted to a new invoice at that moment. Full detail in Creating a booking.
6. 12:00
   The arrivals rush

   Work the Arriving Today column. Open each card and click Check in; if no room is assigned, the drawer shows “Assign a room to check in · N free”: only rooms that are of the booked type, not cleaning, with no open housekeeping task and nobody still inside. The server checks the same things: it is on or after the arrival day (an early arrival must have its dates moved first), the room is ready and the type matches unless the room was assigned earlier as an upgrade. On success the room turns Occupied and the folio opens with the room nights and tax lines; a deposit already invoiced is credited against it, never charged twice. See Checking a guest in.
7. 14:00
   In-house: charges land on the folio

   Lunch at the restaurant closed with the Charge to room tender on the POS appears on the guest's open folio as “POS · TKT-… · Restaurant” plus its service charge and VAT lines. A room move is a change of room on the booking (the new room must not be under maintenance or out of service); the drawer does not yet have a Move room button, so ask a manager to do it through the API. Special requests stay in the amber box on the drawer for the whole stay.
8. 16:00
   No-shows and cancellations

   A confirmed guest who has not appeared by your cut-off gets No-show in the drawer (“Mark BK-… as a no-show?”). A call to cancel gets Cancel booking. Both release the room; the hotel's no-show fee (default 100% of one night) or cancellation fee (default 0%) posts to the folio automatically. See Confirming, cancelling and no-shows.
9. 18:00
   Evening payments and deposits

   On Payments record part-payments and deposits as they come in, cash, mobile money, card or bank transfer. An invoice's status (Paid, Partially Paid, Pending, Overdue) is derived from its payments every time it is shown, so the booking drawer, search and the night audit always agree with the till.
10. 22:00
    Close the business date

    On Reports a Reports = Edit user clicks Close 2026-09-04 and confirms “Close business date”. The server re-syncs every room's status for the new day, then freezes a snapshot: rooms (total, occupied, dirty, out of order), bookings (in-house, arriving, departing, no-shows, cancelled today), cash (payments, refunds, closed POS tickets) and the total still owed on open invoices, all measured on the hotel's local day, not UTC midnight. The same date cannot be closed twice (“2026-09-04 is already closed”). Until it is closed, the reports are live queries.

• “… arrives on 2026-09-12. Move the booking dates for an early check-in”: the guest is early. Change the dates so the folio charges the extra night, then check in.
• “Room 204 is not clean yet (HK-88 is open). Pick another room or wait for housekeeping”: housekeeping has not released the room. Pick a chip that is offered, or wait for Ready for Guest.
• “Room 204 is still occupied by BK-1039. Check them out first”: same-day turnover. Check the outgoing guest out first.
• “No Deluxe left for 2026-09-12: 8 sellable, 8 already booked”: the type is sold out that night, counting unassigned bookings too. Offer another type or date.
• “INV-… still owes …”: collect, or hand over to a Payments manager for a bill-later check-out.

The full list with fixes is in Bookings → Errors and Troubleshooting.

Folio

The open invoice attached to a stay. Opened at check-in (or earlier, for a deposit), collects room nights, taxes, fees and POS room charges, closed at check-out.

Walk-in

A guest with no reservation; a booking created at the desk with Source = Walk-in and checked in straight away.

Arriving Today

The board column for confirmed bookings whose check-in date is today or earlier and who have not checked in yet.

Stayover

An in-house guest staying another night; their room reads Occupied and housekeeping may raise a stayover refresh.

No-show

A confirmed guest who never arrived. Marking it releases the room and may post a no-show fee.

Settle later

A Payments = Full check-out with a balance still owed; audited, the folio stays payable on the Payments screen.

Night audit

Closing the hotel-local business date on Reports: a frozen snapshot of occupancy, cash and outstanding invoices.

Projection

A value computed from facts rather than stored, room status, board column, duty status, invoice status.

The Dashboard is the app's start page (and the page a phone opens when the app is installed). It greets you by first name, “Good morning, Fatima”: shows today's date, and lays out the numbers a front desk or manager needs before doing anything else. Nothing on it is edited; every tile and card links onward to the module that owns the data.

Every role can open the Dashboard. Which tiles and charts appear is decided by your levels for Rooms, Bookings, Payments and Staff, an Accountant sees revenue but no room tiles; a Maintenance user sees the room tiles and little else.

The role banner

Under the greeting a card shows your role, “Signed in as …” and one tag per permission module (Dashboard, Bookings, Rooms, Guests, Payments, Staff, Reports, Settings) coloured by level, grey with a lock for no access, blue for view, amber for edit, green for full. Hover a tag to read the level. It is the quickest way to see why a module is missing from your sidebar.

• Available rooms (Rooms = View), rooms whose projected status is Available, “of N total · M in maintenance”.
• Occupied rooms: rooms with a checked-in guest; the sub-line is occupied ÷ all rooms as a percentage.
• Arriving today (Bookings = View), bookings in the board's Arriving Today column: confirmed, check-in today or earlier, not yet checked in. Sub-line: how many guests are in-house now.
• Pending reservations: bookings still in New Reservation, “awaiting confirmation”.
• Pipeline value: the stay totals of every booking on the board (the seven days either side of today plus everyone in-house) added together, in the hotel currency.
• Staff on duty (Staff = View), “on duty / total”, derived at the moment you load the page from approved leave, today's attendance sheet and rostered shift windows. It is never stored; see the Staff chapter for the reasons shown per person.

• Revenue (Payments = View), “Collections · last 14 days vs previous 14”. Payments received per hotel-local day, refunds subtracted; the purple line is the 14 days before that.
• Occupancy (Bookings = View), “Rooms occupied per night · last 14 nights”, as a percentage of all rooms. Only bookings that have a room assigned count.
• Check-ins & outs: “Last 7 days”: stacked bars of actual check-in and check-out times per day.
• Room type performance: “Occupied nights · last 30 days”: for each type, occupied nights as a percentage of rooms × 30. Types with no rooms are hidden.
• Booking sources: “Last 90 days”: a donut of bookings created per source (Direct, Walk-in, Booking.com…), largest first, with the total in the middle.

Cards you are not allowed to see are simply absent; the remaining cards stretch to fill the row.

Today's arrivals

“N guests expected” lists every booking in the Arriving Today column: guest name, “Room 204 · Deluxe” (or just the type when no room is assigned yet), a Pending tag and the number of nights. Click Board to open the Bookings pipeline and check them in. The empty state reads “No arrivals expected today.” Late arrivals from earlier days stay on this list until they are checked in or marked no-show.

Quick actions

New Booking, Check In and Check Out open Bookings; Add Guest opens Guests; Create Invoice opens Payments; Assign Room opens Rooms; Report Issue opens Maintenance; Add Staff opens Staff; Notifications opens the alert feed. Only the actions whose module your role can open are shown.

Housekeeping status

Four bars over the total room count: Ready for guest (Available rooms), Cleaning in progress, Occupied, and Maintenance / out. The last bar counts rooms whose projected status is Maintenance; rooms flagged out of service are excluded from every bar.

Whenever a room, booking, invoice, housekeeping task, work order or staff record changes anywhere in the hotel, the Dashboard silently refreshes. You never need to reload it.

Each visit also saves a snapshot (rooms, board, summary) on the device. If you open the Dashboard with no connection, the snapshot is shown with an amber banner: “You're offline. Showing cached data from 4 Sep, 07:12.” When queued offline actions are sent, the page refreshes again.

• Rooms ≥ View: Available / Occupied tiles, Housekeeping status, the room counts in the KPI row.
• Bookings ≥ View: Arriving today, Pending reservations, Pipeline value, Occupancy, Check-ins & outs, Room type performance, Booking sources, Today's arrivals.
• Payments ≥ View: the Revenue chart.
• Staff ≥ View: the Staff on duty tile.

The Dashboard reads only; it has no actions of its own and returns no module-specific errors.

Bookings is the front desk's home screen. A booking records who is staying, in which room type (and, once assigned, which room), for which nights, at what rate and from which source. Its status drives the rest of the house: confirming it may raise a deposit invoice, checking in opens the folio and marks the room occupied, checking out closes the folio and drops a cleaning task on the housekeeping board.

• Receptionists create bookings, confirm, check in and out, and mark cancellations and no-shows (Bookings = Full by default).
• Hotel Managers do the same and may also check a guest out with a balance still owed (that needs Payments = Full).
• Accountants, Housekeeping Managers, Restaurant Managers and Security see the board and list read-only.

The three views

• Pipeline: six columns: New Requests, Confirmed, Arriving Today, In-House Guests, Checked Out, Cancelled. It shows a working set: every booking whose stay touches the seven days either side of today, plus everyone in-house. This is also the snapshot the app keeps for offline use.
• List: the full archive, one page at a time from the server. Search box (“Search booking, guest, phone, room…”), Status and Source dropdowns, and a “Showing / total” count. Columns: Booking, Guest, Room, Dates, Status, Amount, Source. Newest arrival date first; the filters and page live in the address bar (/bookings?view=list&status=confirmed&page=2).
• Calendar: a Monday-first month grid. Each day lists up to three arrivals (“+N more arriving” beyond that), a “N in-house” count for stays spanning the day and “N departing”. Use the arrows or Today to move months; on a phone it becomes an agenda of active days only.

Filters opens the “Filter bookings” dialog: Status, Source, Stay from and Stay until, with Clear and Show results. On the Pipeline the filters narrow the board and the KPI tiles; on the List they are written to the URL so the page can be bookmarked or shared.

1. 1
   Click New booking

   The “New booking” dialog opens on “Step 1 of 2: stay details & availability”.
2. 2
   Enter the stay

   Check-in (today or later), Check-out (at least one night), Room type, Guests (1–6 pax), Source (Booking.com, Direct, Expedia, Walk-in, Travel Agent, Corporate) and, if the hotel has any, a Rate plan. The BAR plan is preselected; only plans that apply to the chosen room type are listed.
3. 3
   Read the quote

   A grey box shows “N nights · room charge …” for the chosen plan. It is the room charge before tax; the final total is computed from the hotel's service charge, VAT and levy settings when you save.
4. 4
   Click Check availability

   The wizard asks the server which rooms of that type are free for those nights (maintenance and out-of-service rooms are never offered) and moves to “Step 2 of 2: room & guest”.
5. 5
   Pick a room, or Assign later

   Room chips read “204 · Fl 2”. If none are free you see “No {type} rooms free for those dates. The booking can still be saved without a room and assigned later.”: the capacity guard still checks that the type is not oversold.
6. 6
   Choose the guest

   Existing guest: type at least two characters of a name, code, phone or email and pick from the list. New guest: Full name (required), Phone, Email, the profile is created with the booking.
7. 7
   Add Special requests (optional) and click Create booking

   The booking is saved as Confirmed, a “Booking BK-… created” toast appears and the board refreshes.

1. 1
   Open the booking

   Click the card in Arriving Today (or Confirmed for an early arrival, which will be refused, see below), or find it in the List and click the row.
2. 2
   Click Check in in the drawer footer

   You can also drag the card into In-House Guests, or pick Checked In in the Status select.
3. 3
   Assign a room if there is none yet

   The drawer shows “Assign a room to check in · N free” with a chip per room that is free for the stay, of the booked type, not cleaning, with no open housekeeping task and no guest still inside. Click a chip to check in to it. If the list is empty you see “No free {type} rooms for those dates”.
4. 4
   Done

   A toast reads “BK-… → Checked In”. The room turns Occupied, the folio opens with the room nights and tax lines, and a “Guest checked in: Room N” alert is posted.

The rules the server enforces

• Arrival day: the hotel-local date of the action must not be before the booking's check-in date. Late arrivals are fine; an early arrival must have its dates moved first so the folio charges the nights actually slept.
• A room must be assigned: either earlier on the booking or from the chips at check-in.
• Type must match: a room picked at the desk must be of the booked room type. A room assigned earlier on the booking stands even if it is a different type (an upgrade).
• Room must be ready: not out of service or under maintenance, not in Cleaning, and with no open housekeeping task.
• Nobody still inside: a same-day turnover is a legal reservation, but the physical check-in waits until the outgoing guest has checked out. The room row is locked so two desks cannot both pass the check.

1. 1
   Settle the folio

   Open the invoice on the Payments screen and use Record payment until the balance is zero (see the Payments chapter).
2. 2
   Click Check out in the booking drawer

   Or drag the card from In-House Guests to Checked Out, or pick Checked Out in the Status select.
3. 3
   If a balance remains

   The server refuses with “INV-… still owes UGX …. Collect it before check-out, or a Payments manager can check out and bill later”. A user with Payments = Full is asked “Check out anyway and bill later? The folio stays open on Payments.”: confirming checks out with the balance outstanding and writes an audit entry.
4. 4
   What happens next

   The open folio is closed to new charges, a High-priority checkout-clean housekeeping task due in two hours is created for the room, the room turns Cleaning, and a “Guest checked out: room to cleaning” alert is posted.

• Confirm (New → Confirmed), drawer button Confirm, or drag the card from New Requests to Confirmed. Posts the deposit hold and sends the confirmation email as described above.
• Cancel booking (New or Confirmed → Cancelled), opens “Cancel BK-…?” / “{guest}'s stay will be cancelled and the room released.” Confirm with Cancel booking. A cancellation fee of the hotel's cancel percentage of the stay total is posted if that percentage is above zero (default 0%).
• No-show (Confirmed → No Show), opens “Mark BK-… as a no-show?” / “{guest} did not arrive. The room is released. A no-show fee may post to the folio.” Confirm with Mark no-show. The fee is the hotel's no-show percentage of one night (default 100%).

Fees and deposits land on the booking's open pre-arrival invoice (one is opened if needed) as a line such as “No-show fee · BK-1042 (100% of one night)”. A fee posted onto an invoice that was already paid reopens it.

1. 1
   Click New group

   The “New group” dialog: “Allot rooms under one lead guest, assign room numbers later”.
2. 2
   Fill in the block

   Group name (tour operator, wedding, conference…), Check-in and Check-out, the Lead guest (search an existing profile) and an Allotment count per room type (0–40 each, up to eight types, 80 rooms in total).
3. 3
   Click Create group

   The server checks capacity for each type over the whole block, then creates one Confirmed booking per room, unassigned, 1 pax, source Direct, all under the lead guest, and gives the group a GRP-… code. Toast: “Group GRP-… · N rooms”.

Group bookings appear on the board as ordinary cards carrying the group code tag. Assign rooms and check each one in exactly like a single booking. The wizard's validation messages are “Give the group a name”, “Pick the lead guest” and “Allot at least one room”.

Every room type has a base rate. A rate plan is one of three kinds, BAR (rack), Weekend, Promo , and can be limited to one room type, to certain days of the week, and to a valid-from / valid-to window. Inactive plans are never offered.

• For each night of the stay: if the plan is inactive, outside its dates or not on its days, the base rate applies. Otherwise a fixed plan amount wins; failing that the base rate is adjusted by the plan's percentage (for example −15%).
• The booking keeps rate = the average of the nightly rates and amount = the subtotal with service charge, VAT and levy applied in that order. The folio opened at check-in uses the same figures, so quote and folio always agree.
• Changing a room type's base rate or a plan later affects new quotes only. Existing bookings keep the rate they were sold at.

Plans are managed in Settings → Hotel → Rate plans (Settings = Edit): each row shows the name, code and kind with an editable percentage and a Save button. The BAR plan is what the wizard preselects.

• New Reservation: a request that holds inventory but has not been confirmed. The drawer offers Confirm and Cancel booking. (The server also accepts a direct check-in of a New booking; the drawer only offers Check in on Confirmed ones.)
• Confirmed: holds the room type (and room, if assigned). Deposit and confirmation email have gone out.
• Checked In: guest in-house; folio open; room Occupied.
• Checked Out, Cancelled, No Show: final. Read-only from here; the room is released.

Board columns are derived

The column a card sits in is computed from its status and the hotel's date, by the same function on the server and in the browser:

• New Reservation → New Requests
• Confirmed with check-in after today → Confirmed; check-in today or earlier → Arriving Today
• Checked In → In-House Guests; Checked Out → Checked Out
• Cancelled and No Show → Cancelled

So you cannot drop a card into Arriving Today, the toast says “Arriving Today is based on the check-in date. Confirm the booking if it is still a request.” Any other move the lifecycle does not allow answers “That column isn't a valid next step for this booking”.

A booking's history (every status change, who made it and when) is stored and shown by the API; the drawer's Status select offers only the moves drawn above (“Only valid transitions are offered; check-in asks for a room, check-out closes the folio.”).

• Bookings = View: Pipeline, List, Calendar, the booking drawer, rate plans and the availability search (the wizard's room list also needs Rooms = View to load room types).
• Bookings = Edit: New booking, New group, Confirm, Cancel booking, No-show, Check in, Check out, drag-and-drop on the board.
• Payments = Full: the “Check out anyway and bill later?” override when a folio still has a balance.
• Settings = Edit: create or change rate plans.

Rooms is where the house is defined and watched. A room type (Standard, Deluxe, Suite…) carries the base nightly rate, bed description and size; a room is a number on a floor that belongs to one type. Bookings are sold by type and assigned to a room; the room's status on this screen tells the desk whether a guest can walk into it.

• Receptionists (Rooms = Edit) watch the grid, take a room out of service and raise housekeeping or maintenance tasks from it.
• Housekeeping Managers and Hotel Managers (Rooms = Full) also add and delete rooms and manage room types and rates.
• Maintenance (Edit) uses the grid to report issues; Security sees it read-only.

Out-of-service rooms have no tile of their own, they show with the grey Out of Service badge under All rooms and carry a red “Out of service” badge in the drawer. The Housekeeping dropdown filters on the HK state (clean, pending, in progress, occupied) that the projection stores alongside the status.

Click any card, tile or row to open “Room N” with its type, status badge, floor, an “Out of service” badge when set, and four cards: Price / night, Housekeeping, Type, Floor. Notes (for example the out-of-service reason) appear below, then thedetail panel: the Occupant (guest, dates, nights, party size and, with Payments access, the folio balance),Next 14 days as a strip of day cells painted by the stays that hold the room (blue = in-house, purple = confirmed),Revenue for the last 30 and 90 days with the nights behind it, the room type profile (sleeps, beds, size, amenities), and the last Housekeeping and Maintenance events on this room. Under Room actions the drawer reminds you: “Status is projected from bookings, housekeeping and maintenance. It is not edited directly.”

• Out of service: flags the room; it disappears from availability and reads Out of Service regardless of anything else. Toast: “Room N marked out of service”. This works offline and is queued until the connection returns.
• Return to service: clears the flag; the projection recomputes at once (“Room N returned to service”). Also offline-capable.
• Create HK task: raises a deep-clean task at Medium priority on the Housekeeping board (“HK task created for N”). The room reads Cleaning until housekeeping marks it Ready for Guest.
• Report maintenance: opens a work order titled “Issue in room N” (category General, Medium priority) on the Maintenance board (“Maintenance reported for N”). It only blocks the room if the work order is marked as blocking.

View-only users see “View-only access. Status changes need the Rooms edit permission.” instead of the action chips. Rooms = Full users also get a red Delete button in the footer.

1. 1
   Click New room

   The dialog “New room, Appears immediately in availability and the booking wizard” opens.
2. 2
   Enter Room number, Floor and Room type

   Numbers are unique within the hotel (up to 10 characters); floor 0–50. The type list shows the base rate per night.
3. 3
   Click Add room

   Toast “Room N added”. The room starts Available and counts toward its type's sellable capacity from that moment.

Deleting

Open the room, click Delete, and confirm “Delete room N?”: “Only possible if this room has no booking history. This cannot be undone.” with Delete room. A room that has ever carried a booking is refused; mark it Out of service instead so history stays intact.

1. 1
   Click Room types

   The dialog “Room types & rates, Rate changes apply to new bookings only. Existing bookings keep their agreed rate” lists every type with Beds, the number of Rooms and an editable Rate / night (UGX).
2. 2
   Change a rate

   Type a whole figure into the rate cell and press Enter or click away. Toast: “Deluxe → UGX 280,000/night (new bookings only)”.
3. 3
   Add a type

   Fill Name, Rate (UGX), Beds (e.g. “1 King”) and optionally the size (“26 m²”), then click the plus button. Empty required fields give “Fill name, rate and beds”.
4. 4
   Edit the profile

   Each row shows Sleeps (adults + children) and the first amenities. Profile opens a dialog for Adults (1 to 20), Children (0 to 10), Amenities (comma separated, up to 20) and a Description (up to 600 characters). Toast: “Deluxe King profile saved”. The profile shows in the room drawer and feeds the reports.

Room types are ordered by the sequence they were created in. Deleting a type is only possible through the API while it has no rooms and no bookings attached.

Asking “which rooms are free from A to B” returns rooms that are not out of service and have no New, Confirmed or Checked In booking whose nights overlap the requested window (a room under maintenance today still counts for later dates; the ready-only variant used at check-in also drops Maintenance and Cleaning rooms). Optionally limit it to one room type. The booking wizard uses this at Check availability.

At check-in the desk asks for ready rooms only: the same list minus rooms in Cleaning, rooms with an open housekeeping task and rooms where a guest is still checked in (a same-day turnover). That mirrors the check-in rules exactly, so a chip the drawer offers never fails.

The stored status is recomputed from five facts, and the first that is true wins:

1. Out of Service: the out-of-service flag is set (HK state pending).
2. Occupied: a booking is Checked In on the room (HK state occupied).
3. Maintenance: an open work order (Reported, Assigned, In Progress or Waiting for Parts) is marked as blocking the room.
4. Cleaning: an open housekeeping task (Dirty, Assigned, In Progress or Inspection) exists for the room (HK state in progress).
5. Reserved: a New or Confirmed booking holds the room today in hotel-local time: its check-in is today or earlier and its check-out is later than today. A booking three weeks out does not make the room Reserved.
6. Available: none of the above (HK state clean).

Because the Reserved rule depends on the date, the server also re-syncs every room of every hotel on a timer, every 30 minutes by default (ROOM_SYNC_MINUTES; 0 disables it), and again when the night audit closes the business day. Between sweeps, every booking, housekeeping, maintenance and out-of-service action re-syncs the rooms it touches, so the grid is right within seconds of the fact changing.

• Rooms = View: the grid, list and floor views, room types and rates (read-only), the drawer.
• Rooms = Edit: Out of service, Return to service, Create HK task, Report maintenance.
• Rooms = Full: New room, Delete, Room types (add a type, change rates).
• Bookings = View: the availability search used by the wizard and check-in.

Housekeeping tracks one task per room that needs attention. A checkout at the front desk creates a task on its own; you add stayover refreshes and deep cleans yourself. Each task moves across the board from Dirty Rooms to Ready for Guest, carries a checklist, and, while it is open, puts the room into Cleaning status on the Rooms module so the front desk cannot check a guest into it.

• Housekeeping managers run the board, inspect rooms and sign them off as ready.
• Room attendants (signed in with the front-desk PIN, or on a shared tablet) tick checklist items and move their own rooms forward.
• Receptionists watch the board to know which rooms are back in the sellable pool; they can also raise a stayover refresh when a guest asks.

Housekeeping sits under the Rooms permission module: View shows everything read-only, Edit creates tasks and moves them.

Tabs

• List (the default): a paged archive loaded from the server one page at a time. Adds a Status filter and lives in the address bar (?status=ready&floor=2&page=2), so a filtered view can be bookmarked. Columns: Room, Floor, Type, Assigned, Priority, Status. Click a row to select the task for the checklist tab.
• Board (?view=kanban): the whole working set of tasks, never paged. Filters: search (room, task code, staff, note), Task type, Priority, Assigned to, Floor. Status has no filter here because the columns already are the status.
• Cleaning checklist: the checklist of the task you last clicked; if you have not clicked one, the first task that is In Progress.

Your tab choice is remembered per browser. On phones the List tab shows cards instead of a table.

1. 1
   The front desk checks the guest out

   A Checkout clean task appears in Dirty Rooms with High priority and a due time two hours out. An alert “Housekeeping: Room 204 needs cleaning” goes to the notification feed. If the room already has an open checkout clean, no second task is created.
2. 2
   Move the card to Assigned or straight to In Progress

   Drag the card, or click the → Assigned button on it. From Dirty Rooms you may skip Assigned and go directly to In Progress.
3. 3
   Tick the checklist as the room is cleaned

   Open the Cleaning checklist tab (or click the card first so it becomes the selected task). Each line, “Strip & change linens”, “Clean bathroom & restock”, …, saves the moment you tick it and records who ticked it.
4. 4
   Send it to Inspection

   Click Move to Inspection at the bottom of the checklist, or the card button. The checklist does not have to be complete, the system does not block the move, so make “Final inspection” a habit.
5. 5
   Supervisor signs off: Ready for Guest

   From Inspection the only forward move is Ready for Guest. The room drops out of Cleaning status, a green alert “Room 204 ready” is posted, and the change is written to the audit log. A room that fails inspection goes back to In Progress instead.

1. 1
   Click New task

   Top right of the page. You need Rooms Edit.
2. 2
   Pick the Room

   The list shows every room as “204 · Floor 2 · Deluxe”. Occupied rooms are allowed, that is the point of a stayover refresh.
3. 3
   Pick the Task type

   Stayover refresh or Deep clean. Checkout cleans cannot be created by hand; only a checkout makes one.
4. 4
   Click Create

   The task appears in Dirty Rooms with Medium priority and no due time, and the toast “Housekeeping task created” confirms it. The room shows as Cleaning on the Rooms page until the task is Ready (unless a guest is in house, in which case Occupied wins).

When a task is created the system copies the hotel's active checklist steps onto it, in order. If the hotel has never edited its template, the built-in list is used:

• Strip & change linens
• Make beds
• Clean bathroom & restock
• Vacuum & mop floors
• Dust all surfaces
• Empty bins
• Restock minibar
• Restock amenities
• Check lights & AC
• Final inspection

To change the template open Settings → Ops config → Housekeeping checklist(needs Settings Full). You can rename a step in place, switch a step off without deleting it, or add a new one with New checklist step. As the screen says: “Changes apply to tasks created from now on; open tasks keep their checklist.”

Ticks are per task and per person: each tick stores who completed it and when. Unticking clears both. The checklist never gates a transition, it is a record, not a lock.

• Dirty Rooms: nobody is on it yet. Checkout cleans start here at High priority.
• Assigned: an attendant owns it. Moving a card back to Dirty Rooms puts it up for grabs again.
• In Progress: being cleaned; the checklist is normally ticked during this stage.
• Inspection: cleaned, waiting for a supervisor. Pass → Ready; fail → back to In Progress.
• Ready for Guest: final. Counts towards the “Completed” tile.

What is derived, not stored

• The board column is simply the task status, there is no separate column field.
• Overdue is worked out on screen: an open task whose due time is earlier than now.
• The room's status on the Rooms page is recomputed after every task change: out of service → occupied → blocked by maintenance → Cleaning (any task not yet Ready) → reserved → available. Nobody sets “Cleaning” by hand.
• The check-in room picker only offers rooms that are ready, so a room with an open task cannot be handed to an arriving guest until its task reaches Ready for Guest.

• Rooms View: open the board, list and checklist read-only. The New task button and the → buttons are hidden; cards cannot be dragged.
• Rooms Edit: create tasks, move cards, tick checklist items.
• Settings Full: edit the checklist template in Settings → Ops config.

By default that means Housekeeping Mgr, Receptionist, Maintenance, Hotel Manager and Super Admin can work the board; Security can only look; Accountant, Restaurant Mgr and HR Manager do not see the module at all.

• Use Assigned to → Unassigned together with Floor to hand out a floor's rooms at the start of a shift.
• The board search matches room number, task code, attendant name and the checkout note, so typing “lamp” finds the room whose note mentions it.
• Click a card to make it the selected task, then switch to Cleaning checklist; the header shows “Room 204: Checkout clean” and the code so you know you are ticking the right one.
• The List tab sorts by creation date (newest first) and pages 25 at a time; change rows-per-page at the bottom. Esc closes any dialog.
• Dragging a card to a column the workflow does not allow shows “Move to an allowed next column in the cleaning workflow” and leaves the card where it was.

Client-side messages: “Pick a room” (New task with no room chosen), “Could not update task” / “Could not create task” / “Could not update checklist” when the request fails for a reason other than the above.

Stayover refresh

A light service of a room whose guest is staying another night.

Checkout clean

The full turn-around after a guest departs; created automatically by check-out.

Ready for Guest

The final task status. The room is sellable again and can be picked at check-in.

Working set

Every task on the board, regardless of age, the same list the offline snapshot keeps.

Maintenance keeps a work order for every fault: a broken AC, a leaking tap in the lobby, a pool pump. Anyone with Rooms Edit can report one; the maintenance team works it through six statuses. A work order tied to a room can block that room, it shows as Maintenance on the Rooms page and leaves the sellable pool, until the repair is completed.

• Maintenance technicians live in the list and board, moving orders along and recording cost.
• Housekeeping and front desk report what they find (“AC not cooling”, “lamp broken in 204”).
• Managers watch the KPI tiles, open requests, high priority, estimated cost, and use the list filters for a weekly review.

Maintenance sits under the Rooms permission module, the same as Housekeeping.

The Board tab lays the same open orders out as cards in the columns Reported · Assigned · In Progress · Waiting for Parts · Completed. Because it only loads open work, the Completed column is where cards leave the board: drop one there and it reappears in the list. Closed orders never show on the board.

1. 1
   Click Report issue

   Top right. Needs Rooms Edit.
2. 2
   Describe it in Issue title

   At least three characters, e.g. “AC not cooling”. Submitting with less shows “Describe the issue”.
3. 3
   Category and Priority

   Category is free text with suggestions from categories already in use (default “General”). Priority is High, Medium or Low, Medium unless you change it.
4. 4
   Room (optional) or Location

   Pick a room, or leave “Not a room” and type a Location such as “Lobby, Pool deck…”. An empty location is saved as “General area”.
5. 5
   Click Submit

   The order gets an M-code and starts in Reported. A notification “Maintenance: AC not cooling” is posted, red for High priority, amber otherwise. The toast reads “Maintenance request created”.

1. 1
   Assign a technician

   Click the Technician cell in the list (or the field in the drawer) and pick a person, or External contractor. Any active account can be chosen. Assigning an order that is still Reported moves it to Assigned on its own.
2. 2
   Start work

   From Assigned choose In Progress: or Waiting for Parts if you already know a part is needed. In the drawer these are footer buttons; in the list the Status cell offers “→ In Progress” and “→ Waiting for Parts”; on the board drag the card or click its “→ In Progress” button.
3. 3
   Record what it will cost and when

   In the drawer edit Estimated cost (whole shillings; it feeds the Est. cost tile) and Due (a date). Every edit saves as you leave the field.
4. 4
   Waiting for parts

   Move to Waiting for Parts while a part is on order. The room stays blocked. When it arrives go back to In Progress, or straight to Completed if the fit is trivial.
5. 5
   Complete

   The purple Completed button in the drawer. The room is unblocked and returns to its normal status. The technician can no longer be changed.
6. 6
   Close

   A supervisor checks the work and clicks Closed. From here the order is read-only, “Closed orders are read-only.”: and it cannot be reopened.

Every status change and field edit is written to the audit log with the from/to status and the fields that changed. Moving a card to a column the workflow does not allow shows “Move to an allowed next column on this work order”.

• Reported: logged, nobody on it. The only way forward is assigning someone (which happens automatically when you pick a technician).
• Assigned: owned by a technician or an external contractor.
• In Progress and Waiting for Parts: active work; you can bounce between them.
• Completed: repair done. Counts as “Resolved”. Technician is locked; other fields still editable.
• Closed: signed off. Read-only, no reopening. Never shown on the board.

What is derived, not stored

• Open requests = Reported + Assigned + In Progress + Waiting for Parts. In progress tile = In Progress + Waiting for Parts. Resolved = Completed + Closed. Est. cost sums every order's estimate.
• The room's Maintenance status is recomputed after every change: a room is blocked only while an order on it has Room blocked while open switched on and is in one of the four open statuses. Completing or closing the order, or flipping the toggle to Sellable, releases the room automatically.
• Location reads “Room 204” for room orders and the free-text label otherwise.

• Rooms View: see the list, board and drawer. Cells show as plain text; the drawer says “You have view-only access to maintenance.”
• Rooms Edit: Report issue, every inline edit, every status move including Completed and Closed.

Default roles with Edit or better: Maintenance, Receptionist, Housekeeping Mgr, Hotel Manager, Super Admin. Security has View. Accountants and HR do not see the module; if they need cost figures, use the Reports module instead.

• Tiles are filters. Click Open requests to hide everything completed or closed; click High priority to stack it with the priority filter. The Status dropdown clears the “open only” tile filter and vice versa.
• Edit without opening. Priority, Technician and Status change straight from the table. A refused change shows a toast and the cell snaps back; Esc cancels an open cell.
• Bookmark a view. /maintenance?tech=external&status=parts reopens exactly that list. Your List/Board choice is remembered per browser.
• Weekly review. Filter Status → Completed and close orders in bulk from the Status cell, one click each.
• Live. Any change by a colleague refreshes your list, tiles and board within seconds; the drawer keeps your place.
• Maintenance has no offline queue, if the connection drops, changes fail with a toast and you retry when it returns. Rooms → Out of service is the offline-capable way to pull a room quickly.

Client-side: “Describe the issue” (title under three characters); “Could not create work order” / “Could not update work order” for other failures. A title over 120 characters, a category over 40, or a negative cost is rejected as a 400 validation error before it reaches the server rules.

Work order

One maintenance record with an M-code, from Reported to Closed.

Blocks room

The toggle that keeps a room out of the sellable pool while its order is open.

External

A contractor outside the hotel; the order has no user assigned but counts as Assigned.

Open work

Reported, Assigned, In Progress and Waiting for Parts, what the board shows.

Guests is the hotel's CRM. Every booking points at a guest profile, a G-code, contact details, country, loyalty tier and notes, so the front desk recognises a returning guest and management can see who actually stays and spends. Profiles are usually created by the booking wizard; the New guest button is for adding someone before their first booking or setting up a corporate account.

• Receptionists search the directory during check-in, fix a phone number, read the notes (“prefers high floor”).
• Managers use the KPI strip and tier chips for loyalty and repeat-business figures, and export the list.
• Accountants and the restaurant have view-only access to look a guest up.

Above the chips sit four KPI tiles when analytics are available: Total guests, Loyalty members(Silver tier and above), Returning rate (repeat stayers) and In-house now. Phones open the Cards view; the Table / Cards switch sits in the page head next to the search box.

1. 1
   Type in “Search name, code, phone…”

   Matches name, G-code, phone, email and company name. The list narrows as you type; the count reads “12 of 480 guests”.
2. 2
   Narrow with the chips and selects

   Click a tier chip, choose Corporate only, or pick a country. Filters combine. Clear resets all of them.
3. 3
   Click the row

   The drawer opens with the guest's name and code (plus company for corporate guests).
4. 4
   Read the three stat cards

   Total stays, Lifetime spend and Member since (the date the profile was created).
5. 5
   Scroll the Stay history

   Up to 25 most recent bookings, newest first: booking code, room and room type, dates, status badge (Checked In, Cancelled, …) and amount. “No bookings yet.” for a fresh profile.

New guest

1. 1
   Click New guest

   The dialog reminds you: “Guests are also created automatically by the booking wizard”.
2. 2
   Full name

   Required, at least two characters, otherwise “Enter the guest's name”.
3. 3
   Phone, Email, Country, Tier

   All optional except Tier, which defaults to Bronze. Email must be a valid address. Tiers: Platinum, Gold, Silver, Bronze.
4. 4
   Corporate account

   Tick it to reveal a Company name box. The list then shows a “corporate” tag next to the name and the drawer a Corporate badge.
5. 5
   Notes, then Add guest

   Up to 500 characters. The toast reads “Guest Jane Doe added” and the profile drawer is ready to open.

Editing

Open the drawer and click Edit (Guests Edit needed). Name, Phone, Email, Country, Tier and Notes become fields; Save writes them and the toast “Guest updated” confirms. The corporate flag and company name are not on the edit form, set them when the profile is created. Every edit is written to the audit log.

• Stays counts bookings whose status is Checked In or Checked Out. Cancellations, no-shows and reservations that have not arrived yet do not count, so a guest with three future bookings and no history still shows 0 stays.
• Lifetime spend is the sum of payments received on that guest's invoices, with refunds subtracted. It is not the billed total: an unpaid folio adds nothing until it is paid. A dash means nothing has been collected.
• Returning rate = guests with two or more real stays ÷ guests with at least one, as a percentage.
• Loyalty members = everyone not in Bronze. The tier chips count guests per tier across the whole hotel.
• In-house now = distinct guests with a booking currently checked in.

Tick Corporate account in New guest and enter the company name. From then on:

• The directory shows a corporate tag next to the name and the “Corporate only” filter finds it.
• The drawer subtitle reads “G-… · Company Ltd” and shows a Corporate badge and a Company card.
• Search matches the company name as well as the contact person's name.
• Stays and spend accumulate on the company profile, so the account's real value is visible in one place.

Pick the company profile as the guest in the booking wizard and choose the Corporate booking source; invoices then carry the company as the billed party.

• Guests View: directory, drawer, analytics tiles. No New guest or Edit buttons.
• Guests Edit: New guest, Edit / Save in the drawer.
• Reports Full: the Export button (the file is produced by the Reports module).

Default roles: Receptionist has Edit; Accountant, Restaurant Mgr and Security have View; Housekeeping, Maintenance and HR do not see the module.

• Export. Click Export in the page head. The toast reads “Guest export queued. Download it from Reports”: the workbook appears under Reports → Exports once it is built. The export is the full directory, not the filtered page.
• Bookmark a segment. /guests?tier=Gold&country=Kenya reopens the same slice; share it with the sales team.
• Country spelling. The country select only offers what has been typed before, so “Uganda” and “UG” become two entries. Fix stragglers with Edit.
• Notes at check-in. The booking drawer shows the guest's notes, so put anything the desk must know here rather than on a single booking.
• The typeahead in the booking wizard uses the same search rules (name, code, phone, email) and returns the top eight matches.

Client-side: “Enter the guest's name” (blank name on New guest), “Could not add the guest”, “Could not save changes”, “Could not open guest”, “Could not queue the export” (export needs Reports Full and a working export queue).

Real stay

A booking that reached Checked In or Checked Out. The only kind that counts as a stay.

Lifetime spend

Collected payments on the guest's invoices minus refunds, cash in the till, not amounts billed.

Tier

Loyalty band (Platinum, Gold, Silver, Bronze). Set manually; Silver and above are “loyalty members”.

Corporate account

A guest profile flagged as a company, with a company name, used as the billed party for its travellers.

Staff answers two different questions. Who works here, and when?: the Directory, Rota, Attendance and Leave tabs. Who can sign in, and what may they open?: the Accounts tab. As the screen puts it: “a staff record is the person's job, an account is their way in. Link the two from the directory when someone needs both.”

• A room attendant may have a staff record and no login (they use the shared front-desk PIN, or none at all).
• An outside accountant may have a login and no staff record, they are not on the rota.
• A receptionist has both: a record with job title “Receptionist” in Front Office, linked to an account whose role is Receptionist. The job title is free text; the role is the permission set. They do not have to match.

HR managers own the directory, rota, attendance and leave. Department heads with Staff Edit mark attendance and request leave for their teams. Administrators manage accounts and approve leave. Everything on this page emits live updates, so two HR screens never disagree.

The tabs: Directory, Rota, Attendance, Leave, Accounts. Retired records are hidden from the directory and rota but can be restored from their drawer.

1. 1
   Click Add staff

   The dialog is titled “Add staff, A staff record. A sign-in account is optional and separate”.
2. 2
   Full name, Job title, Department

   Name and job title need two characters or more; department is a dropdown of the hotel's departments. Phone is optional.
3. 3
   Linked account (optional)

   A dropdown of active accounts not already linked to someone else, shown as “Name · Role”. Leave it at “No login” for staff who do not sign in.
4. 4
   Click Add staff

   The person gets an S-code and appears in the grid; the toast reads “Jane Doe added to the team”.
5. 5
   Edit later from the card

   Click a card to open the drawer. Name, job title, department, phone and Linked account are editable; Save writes them (“Staff record updated”). The right-hand column shows phone, email, hire date, today's shift and attendance.
6. 6
   Retire record

   Red button in the drawer → confirm “Retire record”. “They disappear from the directory and rota. You can restore the record later.” A retired record cannot be rostered, marked or booked on leave. Restore record brings it back.

Shift times

At the bottom of the Rota tab, Shift times lists the templates the rota can use, “Morning 07:00 – 15:00”, “Night 22:00 – 06:00”. With Staff Full you can rename a shift, retime it (hh:mm), or add one with the row at the bottom. “An end time at or before the start makes it an overnight shift” and gets an overnight tag. “Retiming a shift moves every rota entry already using it.” Start and end must differ. Without any templates, “every rota cell is empty”.

Filling the rota

1. 1
   Pick the week

   The card head shows “Mon 7 Sep – Sun 13 Sep · one shift per person per day”. Use ‹ › to move a week, This week to come back. Today's column is highlighted.
2. 2
   Choose a shift in each cell

   Every cell is a dropdown: “, off” or a template “Morning · 07:00 – 15:00”. It saves on change and is written to the audit log as rota.assigned or rota.cleared.
3. 3
   Find the gaps

   Filter Coverage → “Has unfilled days” to list only people with at least one empty cell this week; combine with Department.

1. 1
   Pick the date

   The date box tops out at hotel-local today; the card head reads “7 of 12 marked for today · unmarked people read as off duty”.
2. 2
   Click a status chip

   Present, Late or Absent on the row. It saves immediately and is audited as attendance.recorded.
3. 3
   Clock in / Clock out

   Type hh:mm and leave the field. Typing a time on an unmarked row marks the person Present as well, because a record needs a status. A bad value shows “Enter the time as hh:mm, e.g. 07:30” and reverts.
4. 4
   Note

   Free text up to 200 characters (“doctor's appointment”), saved when you leave the box.
5. 5
   Work down the unmarked list

   Filter Status → “Not yet marked” to see who is left. The Shift column shows the rostered window so you can judge Late.

Attendance % on the directory (per person and hotel-wide) is the share of marked days over the last 30 that are not Absent, Late counts as attended. People with no marks show “not marked yet”.

1. 1
   Click Request leave

   On the Leave tab. The dialog says “Pending until someone with Staff full access decides”. Choose the Staff member, Type (Annual, Sick, Unpaid, Other), First day, Last day and an optional Reason.
2. 2
   Submit request

   The request gets an LV-code, appears under Pending requests, and a blue alert “Leave request: Jane Doe” goes to the feed. A request that overlaps a pending or approved one for the same person is refused.
3. 3
   Approve or Reject (Staff Full)

   Green Approve / red Reject on the pending row open a confirmation titled “Approve LV-…” or “Reject LV-…” with an optional Note “kept on the record”. Approving warns: “Approved leave outranks the rota: this person reads as On leave on every day in the range.” Rejecting: “the rota untouched. The request stays in history with your note.”
4. 4
   Withdraw (Staff Edit)

   For requests raised in error. Confirm “Withdraw request”: the row “disappears from the approval queue and is filed as cancelled. … use Reject to turn one down.”
5. 5
   History

   Decided and withdrawn requests, newest first, with Decided by and the note. Filter by Status, Leave type and Department; search by code or name.

Decided requests are final: there is no un-approve. If plans change, the person simply comes to work and is marked Present, attendance is checked after leave, so an approved day still reads as On leave; ask an administrator if that matters for records.

The badge on every card is recomputed on each request, in this priority order. The first rule that applies wins, and the card's tooltip tells you which one it was.

1. 1
   On leave

   On approved leave today
2. 2
   Off duty

   Marked absent on today's attendance sheet
3. 3
   On duty

   Marked present on today's attendance sheet, or marked late on today's attendance sheet
4. 4
   On duty

   Inside a rostered shift right now (by the hotel's clock)
5. 5
   Off duty

   Rostered today, but outside the shift window, or no shift on today's rota

• An attendance mark is an explicit statement about today and outranks the rota: someone marked Present at 06:50 is on duty even before their 07:00 shift starts.
• Overnight shifts work across midnight: a “Night 22:00 – 06:00” rostered for Monday shows the person on duty from 22:00 Monday until 06:00 Tuesday.
• Nobody on the rota today and no mark → Off duty with “No shift on today's rota”. This is why a brand-new hotel shows everyone off duty until the rota is filled.
• The KPI tiles and the page-head “on duty right now” use exactly the same rule, so they always agree with the cards.

The Accounts tab lists every login with Name, Email, Role, Status (Active / Deactivated) and Last sign-in, with four counters (Accounts, Active, Deactivated, Roles in use) and filters for Role and Status. Your own row is tagged “you”.

1. 1
   New account

   Dialog “New staff account, They sign in with this email and password”: Full name, Email, Temporary password (“min 8 chars, share it securely”), Role. Click Create account. The email must be unique in the hotel.
2. 2
   Change a role

   Open the account and pick a new Role; it saves at once (“Role updated”) and takes effect on the person's next request. You cannot change your own role.
3. 3
   Reset password

   Type a new password (8+ characters) and click Set. The toast reads “Password reset. Existing sessions revoked”: the person is signed out everywhere.
4. 4
   Deactivate account

   Confirm “Deactivate account”: “They will be signed out immediately and will not be able to sign in until you reactivate the account.” Reactivate account reverses it. You cannot deactivate yourself.
5. 5
   Link it to a person

   Go back to the Directory, open the staff record and choose the account under Linked account.

• Staff View: all five tabs read-only (drawers say “View-only access …”).
• Staff Edit: Add staff, edit / retire / restore records, fill the rota, mark attendance, Request leave, Withdraw; create accounts, change roles, reset passwords, deactivate and reactivate.
• Staff Full: additionally Approve / Reject leave and add or retime shift templates.
• Settings Full: required on top of Staff Edit to create, re-role or edit a Super Admin / Hotel Manager (admin-tier) account.

Defaults: HR Manager has Staff Full but Settings View, so HR can approve leave yet cannot touch admin accounts; Housekeeping Mgr has Staff Edit; Restaurant Mgr and Security can only look; Super Admin does everything.

• Tiles filter. Click On leave to see who is away today; it also resets the department chip because tiles count the whole hotel.
• Hotel time. “Today” for attendance, the rota and duty status is the hotel's own calendar day and clock, not your laptop's.
• Everything is live. Approving leave on one screen flips the person's badge on every other open Staff page within seconds.
• Start-of-day routine: Attendance tab → filter “Not yet marked” → chips down the list; then Directory to confirm “on duty right now” matches the floor.
• Pending queue. The page-head link “N leave requests to decide” jumps straight to the Leave tab.
• History is capped. The Leave tab shows the 200 most recent decided requests; pending ones always show in full.

Records, rota, attendance

Leave

Accounts

Staff record

A person on the payroll: S-code, job title, department, rota and attendance. May have no login.

Account

A sign-in (email + password) with a role. May have no staff record.

Duty status

On duty / Off duty / On leave, derived live from leave, attendance and the rota; never stored.

Shift template

A named time window (e.g. Night 22:00 – 06:00) that rota cells reference. Retiming it retimes every cell.

Admin tier

Super Admin, Hotel Manager, or any role with Settings Full. Needs Settings Full to grant; never PIN sign-in.

Access in the system is role × module × level. There are 9 standard roles (Super Admin, Hotel Manager, Receptionist, Accountant, Housekeeping Mgr, Maintenance, Restaurant Mgr, HR Manager, Security) and 8 permission modules (Dashboard, Bookings, Rooms, Guests, Payments, Staff, Reports, Settings). Each role holds a level from 0 to 3 for each module. The same table drives the sidebar, the buttons on every screen and the API guard behind them, there is no separate list of "who can click what".

User Roles & Access is the screen where an administrator reads and changes that table. It is deliberately narrow: it does not create roles, rename them or assign people to them. People are given a role in Staff → Accounts; this screen only sets what a role may do.

Only a user whose Settings level is Full can open it, by default that is Super Admin alone (Hotel Manager holds Settings at "Can edit").

• Each cell is a small dropdown with the values 0–3, coloured by level.
• The Super Admin row shows a lock icon and eight fixed green 3 badges, it has no dropdowns.
• There are no filters, tabs or search; the whole matrix fits on one screen (scroll sideways on a narrow window).

The server never stores a list of actions per role. It stores one number per module and derives the actions: View at 1, Create and Edit at 2, Delete, Approve and Export at 3. Every screen and every API route is annotated with the module and the minimum level it needs, so the derivation is the same in the sidebar, on the buttons and in the guard.

Two practical consequences. A role with View only on a module sees a small lock icon next to it in the sidebar and gets read-only screens. A role with No access does not see the entry at all, and if someone types the address by hand, the page shows a module gate and the API answers 403.

The permission modules are coarser than the sidebar. When you set a level for Rooms you are also setting it for Housekeeping and Maintenance; a level for Payments covers the POS terminal, Restaurant and Inventory as well.

So a Housekeeping Manager with Rooms = Full can also close maintenance tickets, and a Restaurant Manager with Payments = Can edit can record a payment on a guest folio. If that is not what you want, lower the level, there is no finer split.

• Super Admin: Full on everything, and fixed: the server refuses to change it.
• Hotel Manager: Full on everything except Settings (Can edit), so it runs the hotel but cannot rewrite this matrix.
• Receptionist: Full on Bookings, Can edit on Rooms and Guests, View only on Payments: can see a folio but not record money.
• Accountant: Full on Payments (record, refund, settle-later at checkout), Can edit on Reports.
• Housekeeping Mgr: Full on Rooms (housekeeping and maintenance included), Can edit on Staff for the rota.
• Maintenance, Restaurant Mgr, HR Manager, Security: narrow by design; Security has View on most operational modules plus the Audit log.

1. 1
   Open User Roles

   Sidebar → User Roles. If you cannot see the entry, your Settings level is below Full.
2. 2
   Change the cells you need

   Use the dropdown in each cell (0–3). You can change several cells in one row before saving; each row saves separately.
3. 3
   Click Save on that row

   The button appears only on rows with unsaved changes. The toast reads “<role> permissions saved. Applies to signed-in users within about 15 seconds”.
4. 4
   Verify

   Ask the affected person to reload, the sidebar re-reads the levels from their session. The change is recorded in the Audit log as role.permissions.updated with the before and after levels.

"Admin tier" is what the system calls the roles that can manage roles, user accounts and the shared front-desk PIN. It is decided in two ways, and either is enough:

• By name: Super Admin and Hotel Manager, whatever their matrix says.
• By capability: any role whose Settings level is Full, whatever it is called.

Being admin-tier has three effects:

• The shared staff PIN can never sign in as an admin-tier user, those accounts always use email and password, and they are hidden from the PIN name list.
• Creating an account with an admin-tier role, or changing one, needs Settings = Full. Staff → Accounts refuses otherwise with “Only a Super Admin can manage <role> accounts”.
• The Audit log is readable (admin tier plus Security).

This is why the matrix editor refuses Settings = Full for non-admin roles: promoting, say, Receptionist to Settings = Full would make it admin-tier by capability while still being reachable through the desk PIN.

• Open User Roles, read the matrix: Settings · Full access. (View or Can edit is not enough; the sidebar entry is hidden below Full.)
• Save a row: Settings · Full access.
• Assign a role to a person: done in Staff → Accounts under the Staff module; admin-tier roles additionally need Settings · Full.

Permission module

One of the 8 areas a level is set for. Several sidebar screens can share a module.

Level

0 No access · 1 View only · 2 Can edit · 3 Full access. Stored per role per module.

Admin tier

Super Admin, Hotel Manager, or any role with Settings = Full. Excluded from PIN sign-in; may manage accounts and roles.

Module gate

The read-only or blocked state a screen shows when your level is too low for it.

Payments & Invoices is the money side of a stay. Every booking that is confirmed or checked in has an invoice, the folio: that collects room nights, taxes, deposits, fees and restaurant charges. This screen lists those invoices, shows what has been paid, lets you record a payment or a refund, and prints or emails the invoice.

There is no card gateway: the system records money that has already changed hands (cash, mobile money, card terminal slip, bank transfer) and keeps the reference you type. Amounts are whole shillings, the hotel currency label can change in Settings, but there are never decimals.

Receptionists can open the screen and read every folio; recording money needs Payments at Can edit (Accountant, Hotel Manager, Restaurant Manager by default) and refunds need Full.

The folio drawer

Clicking a row opens a drawer titled with the invoice code (e.g. INV-0412) and the guest and booking under it. Left: status badge, issued and due tags, the line items (Item · Qty · Amount) and a dark totals card (Total · Paid · Balance). Right: the Payment history: one entry per payment or refund with method, network, reference, code, date and who received it. Footer buttons: Close,Print, Email, Record payment (only while a balance is owed) and, once the payment form is open, Save payment.

Empty state: “No invoices yet. A folio opens at check-in, and a deposit invoice when a booking is confirmed”.

An invoice is a header (issue date, due date, totals, a cached status) plus lines of a kind:room, tax, deposit, fee, pos,adjustment, other. Where each comes from:

1. 1
   Confirmation, deposit invoice

   If the hotel has a deposit % (Settings → Hotel), confirming a booking opens an invoice with one line “Deposit <pct>% · BK-…”. Issue and due date are the hotel-local day it was raised. The guest can pay it now; it shows as Pending, Partially Paid or Paid like any other.
2. 2
   Check-in, the stay lands on the same invoice

   Check-in appends “Accommodation · BK-… · <room type> × N nights” and the tax lines “Service charge X%”, “VAT X%”, “Tourism levy X%” (only those with a non-zero rate). If a deposit invoice already exists it is reused: every deposit line is offset by an equal negative line “Deposit applied to stay · BK-…”, so total = the stay, and whatever was paid on the deposit already counts toward it. The deposit is never charged twice.
3. 3
   During the stay, POS room charges

   A restaurant or bar ticket closed with Charge to Room posts “POS · TKT-… · <outlet>”, “Service charge · TKT-…” and “VAT · TKT-…” lines onto the open folio and raises its total. A folio that was already Paid becomes Partially Paid again.
4. 4
   Cancellation / no-show, fees

   A cancellation fee (% of the stay) or no-show fee (% of one night), if configured, is added as a fee line, on the open invoice if there is one, otherwise a new one. Each fee posts once per booking.
5. 5
   Check-out, the folio closes

   Check-out closes every open invoice on the booking: no more charges can land on it, but it stays payable until settled.

The tax chain

Totals are computed in one fixed order and rounded at every step: discount on the subtotal → service charge on the discounted subtotal → VAT on (discounted subtotal + service) → tourism levy on the discounted subtotal → total. Rates are the hotel's percentages in Settings; a POS outlet may override the service % for its own tickets.

1. 1
   Open the folio

   Click the invoice row. Check the Balance figure in the dark card, that is what can be collected.
2. 2
   Click Record payment

   The button is in the drawer footer and only shows while the balance is above zero. The Amount field is pre-filled with the full balance.
3. 3
   Enter the amount

   Whole shillings only; commas and spaces are stripped. A part-payment is fine, the invoice becomes Partially Paid and Record payment stays available for the rest.
4. 4
   Choose the method

   Cash · Mobile Money · Card · Bank Transfer. Mobile Money asks for the Network (MTN or AIRTEL). Every method except Cash shows a Reference no. field (“Transaction / slip reference”), type the MoMo transaction id, card auth code or transfer reference so the audit trail can be matched to the bank.
5. 5
   Save payment

   A PAY-… code is issued, the invoice status is re-derived, a notification is raised (“Payment received on INV-…” or “Invoice INV-… settled”) and the toast reads “Payment of UGX … recorded on INV-…”.

A refund is a payment entry with a negative effect, linked to the payment it reverses. It cannot exceed what is still refundable on that payment, nor what has been collected on the invoice overall.

1. 1
   Find the payment in Payment history

   Each non-refund entry with something left shows a Refund chip; if part of it was already returned the chip reads Refund rest. A fully returned payment shows a Refunded badge instead.
2. 2
   Click Refund

   A confirm dialog titled “Refund PAY-…?” explains: “This refunds whatever is still outstanding on the payment. The guest balance will increase.”
3. 3
   Issue refund

   The refund is created with the same method and reference as the original, a new PAY-… code, written to the audit log as payment.refunded, and the folio status is re-derived (Refunded once net paid reaches zero).

The rule lives on the booking, but it is a payments rule: Check out on the booking drawer refuses while any open folio on that booking has a balance. The 409 names the invoices and the total , “INV-0412 still owes UGX 240,000. Collect it before check-out, or a Payments manager can check out and bill later”.

1. 1
   Usual path, collect first

   Open Payments, record the balance, then check the guest out. The folio is closed at check-out and shows Paid.
2. 2
   Exception, settle later

   Bill-to-company or a disputed charge: a user with Payments Full sees a confirm on the booking drawer to check out anyway. The booking is checked out, the action is audited as booking.checkedout_unsettled, and the folio is closed to new charges but stays open for collection here.
3. 3
   Collect afterwards

   The invoice keeps its status (Pending, Partially Paid, and Overdue once the due date passes). Record payment works exactly as during the stay.

• Pending: nothing received yet.
• Partially Paid: net paid (payments minus refunds) is above zero but below the total.
• Paid: net paid ≥ total.
• Refunded: at least one refund exists and net paid is back at zero or below.
• Overdue: Pending or Partially Paid and the due date is before the hotel's today. This one is derived on every read: list, drawer, PDF, search, the booking drawer and the night audit, and is never written to the database.

• Open the list, open a folio, Print (PDF): Payments · View only.
• Record payment, Email invoice: Payments · Can edit.
• Refund: Payments · Full access.
• Check out with a balance (settle later): Payments · Full access, from the booking drawer (Bookings · Can edit for the check-out itself).

The POS terminal, Restaurant and Inventory share the Payments module, so a Restaurant Manager (Can edit) can record a folio payment here even though their day is spent on tickets.

Folio

The invoice attached to a booking that collects the stay, taxes, deposits, fees and POS charges. Opens at confirmation (deposit) or check-in; closes at check-out.

Deposit

A percentage of the stay requested at confirmation as a deposit line. At check-in it is offset by an equal “Deposit applied” credit so it is never charged twice.

Net paid

Payments minus refunds on an invoice.

Balance

Total minus net paid, never below zero.

Overdue

Derived: unpaid or part-paid and due before the hotel’s today. Never stored.

Settle later

A Payments-Full override that checks a guest out with a balance; audited; the folio stays collectable.

The POS terminal is the screen a server stands at. Each hotel has one or more outlets (a restaurant, a bar) with their own menu, tables and service-charge rate. A sale is a ticket of lines; lines are sent to the kitchen, adjusted, voided with a reason, discounted, split, and finally settled by a tender, cash, mobile money, card, or a charge to an in-house guest's room folio.

The terminal sits under the Payments permission module. Anyone with Payments at Can edit can ring and settle; Payments at View only sees the ticket and totals but no buttons. Discounts flagged as needing authorisation ask for the email and password of a supervisor who holds Payments or Settings at Full.

If the hotel has no outlet the page shows “No POS outlet configured for this hotel.” Outlets, tables and menus are seeded per hotel; the per-outlet service % and the discount and void-reason lists are edited in Settings → Ops config.

A shift (code SHF-…) is opened per outlet with an opening float and closed with an optional cash count. Only one shift can be open per outlet at a time, the server locks the outlet while it checks, and a database constraint backs it up, so two managers opening at once get one shift, not two.

1. 1
   Open

   POST /pos/shifts/open with the outlet and the opening float (whole shillings, ≥ 0). The terminal then shows the green shift chip with the code and who opened it.
2. 2
   Trade

   Tickets are not blocked by the absence of a shift; the chip is informational. Everything closed between open and close belongs to the shift.
3. 3
   Close

   POST /pos/shifts/:id/close with optional closing notes and a denomination count (note value × count). The stored report holds ticket count, gross sales, total discounts, void count and value, totals per tender method, and the counted cash.

1. 1
   Start

   Tap a menu tile, click Pick table, or click New ticket. If no open ticket is selected, the first tap creates one (TKT-…, 1 cover) on the current outlet. The terminal reopens the most recent open ticket for the outlet when you return.
2. 2
   Table or walk-in

   Pick table opens the floor by zone; each tile shows the number, seats and status. Choose a table, or Walk-in / no table. The table turns “open”; moving the ticket elsewhere frees the old table.
3. 3
   Room service

   A ticket created against an in-house room (roomId) is linked to that guest's booking and shows a Room N · guest banner. The link is also made at payment time if you choose Charge to Room.
4. 4
   Add items

   Tapping a plain item adds one straight away (“Added <name>”). Items with options open the modifier sheet.
5. 5
   Quantities

   Use the − / + stepper on a line (1–99). Taking an unsent line to zero deletes it; taking a sent line to zero opens the void dialog instead.
6. 6
   Covers

   The Covers stepper (1–20) sets how many guests; it also decides how many ways Split evenly divides the bill.

The modifier sheet

Titled with the item name and “Choose options · UGX … base”. Each modifier group is a row of chips; a group marked · required must have a choice (single-choice required groups preselect the first option), · choose any allows several. Price deltas show as +2K / −1K on the chip. Below is theKitchen / bar note (“e.g. allergy, no peanuts”), a quantity stepper and the running unit × qty price. Add to ticket stays disabled until every required group has a choice.

Send

1. 1
   Check the badge

   The ticket head shows “N to send” in purple while unsent lines exist; once everything is fired it shows the kitchen status instead.
2. 2
   Click Send (N)

   All unsent, non-voided lines are marked sent; the ticket's kitchen status moves from new to preparing if it was new. Toast: “N items sent to kitchen”. The kitchen sees it on the Restaurant order board immediately.
3. 3
   Add more later

   New lines start unsent; Send fires just those. Send is disabled when nothing is waiting (“No unsent lines” if forced).

Void a line

Click the bin icon on a line (or step a sent line to zero). The Void item dialog shows “2 × Chicken curry · UGX 48,000” and the reason list from Settings (defaults: Guest changed mind · Wrong item rung · Item unavailable / 86'd · Quality complaint · Duplicate entry · Manager comp).Keep item cancels; Void item confirms.

Discounts

The select under the lines lists the hotel's discounts (defaults: No discount · Staff meal 30% (auth) · Happy hour 20% · Loyalty member 10% · Manager comp 100% (auth)). A discount applies to the whole ticket subtotal and shows as a red line with its label; the ticket copies the label and % so later edits to the list do not change old tickets.

1. 1
   Pick a discount

   Ones without “(auth)” apply immediately.
2. 2
   Supervisor authorisation

   Ones marked “(auth)” open “Discount authorization, Enter supervisor credentials to continue” with Supervisor email and Password. Authorize sends them with the request.
3. 3
   Server check

   The supervisor must be an active user of this hotel with Payments or Settings at Full access. On success the toast says “Discount applied”.

Split bill

Split opens “Split bill · TKT-… · table · UGX … due” with two modes.Split evenly divides every line by the number of covers (minimum 2), creating one child ticket per extra guest with the same table, room and discount; the original keeps its share. Split by itemlets you tick lines and Move to new ticket; the panel shows what goes to the new ticket and what stays. Each child is a normal ticket that is sent and paid separately.

Pay (enabled once the ticket has a live line) opens the Take payment drawer: “TKT-… · table · outlet”, four tender tiles, the Balance due card and a right-hand panel that changes with the tender.

1. 1
   Choose the tender and fill its field

   The Settle button stays disabled until the tender's rule is met.
2. 2
   Settle UGX …

   The ticket is recalculated, a tender row is written for the full total (one tender per ticket, no mixed tenders), the ticket closes, its table goes to “bill”, and the audit log gets pos.ticket.closed with method and total.
3. 3
   Receipt

   The receipt PDF opens in a new tab (/api/pos/tickets/<id>/pdf): outlet, table or room, covers, server, live lines with modifiers and notes, discount, service, VAT, total and the tender. Toast: “Ticket settled” or “Posted to guest folio”.
4. 4
   Stock

   Every live line with a recipe depletes its stock items. Stock never goes below zero: the decrement is clamped to what is on hand, the movement records what was actually taken, and any shortfall raises the notification “Stock short: <item>” (“TKT-… needed 6 but only 4 was on hand · count and adjust”). The sale itself is never blocked.

Every edit, lines, covers, table, void, discount, split, send, needs the ticket to be Open; a closed ticket answers “Ticket is closed”. Closing a ticket with a kitchen status of new moves it topreparing so the kitchen still sees it. The kitchen flow itself (new → preparing → ready → served) is driven from the Restaurant & kitchen boards.

The terminal itself only writes free, open and bill; seated and dirtyexist for the floor picker's colours and for seeded data.

• See the terminal, menu, tables, tickets, shift and receipts: Payments · View only.
• New ticket, add/adjust/remove lines, table, covers, Send, void, discount, split, Pay, open and close shifts, kitchen status: Payments · Can edit.
• Authorise an “(auth)” discount: the supervisor whose credentials are entered needs Payments · Full or Settings · Full.
• Edit discounts, void reasons and outlet service %: Settings · Can edit, in Settings → Ops config.

Outlet

A selling point (restaurant, bar) with its own menu, tables, service % and shifts.

Ticket

One bill (TKT-…): lines, discount, totals, one tender. Open until settled.

Cover

A guest at the table; sets how many ways Split evenly divides.

86'd

Kitchen slang for “sold out / off the menu”. An unavailable item cannot be rung.

Tender

How a ticket is settled. The terminal offers Cash, Mobile Money, Card and Charge to Room; the shared tender enum also lists cash, momo, card, room, voucher, staff for reporting.

Room charge

A tender that posts the ticket to the in-house guest's open folio; settled at check-out.

Shift

An opened/closed trading period per outlet (SHF-…) with a float and a close report.

Restaurant / POS is where orders are cooked and the menu is managed; the ringing and paying happens on the POS terminal. Tickets flow from the till onto the Order board here, the kitchen advances them through preparing and ready, and the waiter marks them served. The Menu tab lists every category and item for the selected outlet with an 86 toggle, and shows supervisor notes left over from the menu import.

Like the terminal, this screen is guarded by the Payments module: View only reads the boards, Can edit advances tickets and changes menu items.

• Outlet switch: the same buttons as the terminal; the board and menu show one outlet at a time.
• Tickets (the default): every open ticket of the outlet plus the recent closed ones in one table (ticket, table or room, guest, covers, items, total, kitchen status, opened). Tap a heading to sort; the Kitchen heading filters by status; the last column advances an open ticket.
• Order board: four kanban columns; cards can be dragged one column to the right or advanced with the button.
• Menu: categories with item cards (name, category tag, Available / 86'd badge, price, Mark 86 / Available button) and, when any exist, a MENU_NOTES side card of unresolved supervisor flags.
• Kitchen display: large cards for tickets that are new or preparing only, each with a full-width Start cooking / Mark ready button, meant for a screen at the pass.

Without an outlet the page shows “No POS outlet configured for this hotel.”

1. 1
   The ticket appears

   As soon as a waiter creates a ticket at the till it shows under New Orders with “No items yet” until lines are added. Room-service tickets are labelled Room N; table tickets Table N; walk-ins by code.
2. 2
   The till sends

   Send on the terminal marks the lines sent and moves a new ticket to Preparing. Lines added afterwards show up on the card as they are sent.
3. 3
   Start cooking (kitchen)

   If the ticket is still in New Orders, e.g. lines were rung but never sent, the kitchen presses Start cooking. This marks every line on the ticket sent and moves it to Preparing.
4. 4
   Mark ready

   Food is plated: press Mark ready (board or kitchen display). The Ready to serve KPI counts these.
5. 5
   Mark served

   The runner delivers and presses Mark served on the board. The card sits in Served until the ticket is settled at the till, which takes it off the open-ticket board.

Open it from the Kitchen display button in the head or the third tab. It shows only tickets whose kitchen status is new or preparing for the selected outlet, as large cards: the room/table label, every live line with quantity, kitchen notes from the till (allergies, “no peanuts”), minutes since the order opened, and a tall purple Start cooking or Mark ready button.

Once a ticket is marked ready it disappears from the display and waits in the Ready column of the order board for a runner. “No active kitchen tickets” means the pass is clear.

Categories and items

Each outlet has ordered categories (Mains, Breakfast, Snacks, Drinks… each with an icon) and ordereditems inside them. An item carries a name, description, whole-shilling price, an availableflag and a popular flag (the star on the till and the Popular rail). Modifier groups, required or optional, single or multi-choice, each option with a price delta, are attached to items and shown on the till's modifier sheet.

86 and un-86

1. 1
   Open the Menu tab

   Pick the outlet; scroll to the item card.
2. 2
   Mark 86

   Click Mark 86. The badge flips to 86'd, the toast says “Item marked 86'd”, and the till dims the tile and refuses to add it (“<name> is 86'd and not available”).
3. 3
   Back on

   Click Available; toast “Item marked available”.

Recipes → stock

An item can hold a recipe: up to 20 lines of stock item + quantity per portion. When a ticket is settled at the till, every live line depletes its recipe quantities from Inventory (a consumemovement referencing the ticket). Stock is clamped at zero and a shortfall raises “Stock short: <item>” so the storekeeper counts and adjusts, the sale is never blocked. Items without a recipe simply do not touch stock.

MENU_NOTES

When a menu was imported, the importer may have left supervisor flags (section, item, issue). Unresolved ones show in the side card “MENU_NOTES · Supervisor flags from menu import” so the manager can fix the item; a note is closed with PATCH /menu/notes/:id/resolve.

There is no separate floor map on this screen. Tables are defined per outlet (number, zone, seats) and are assigned to a ticket on the terminal with Pick table, which groups them by zone and colours them by status (free · seated · open · bill · dirty). The order board uses that assignment to label cardsTable N and tag them Dine-in; a ticket linked to an in-house room shows Room N andRoom Service; anything else is a Walk-in shown by its code.

Room-service tickets can be settled with Charge to Room at the till, which posts the food, service charge and VAT onto the guest's folio, see Payments & folios.

The KPI tiles derive from these: In kitchen counts preparing, Ready to serve counts ready,Orders today counts tickets created today (any status), Sales today sums today's closed tickets. The board shows open tickets only; a settled ticket leaves the board whatever its kitchen state.

• Open the screen, read boards, menu, notes, recipes: Payments · View only.
• Start cooking / Mark ready / Mark served, drag cards: Payments · Can edit.
• Mark 86 / Available, create or edit items, set recipes, resolve notes: Payments · Can edit.

Receptionists (Payments · View only) can watch the board, useful for room-service enquiries, but cannot move anything.

KDS

Kitchen display system, the kitchen status on a ticket and the screens that show it.

86'd

Off the menu / sold out. An unavailable item cannot be rung at the till.

Pass

Where plated food waits for a runner; the Ready column.

Recipe

Stock item quantities consumed per portion of a menu item; depleted when the ticket settles.

Room service

A ticket linked to an in-house room; can be charged to the guest folio.

Inventory tracks every consumable the hotel holds, kitchen ingredients, bar stock, linen, cleaning supplies, spare parts, stationery, grouped by department and category. Each item carries a quantity on hand, a unit and a reorder level. When the quantity falls to the reorder level the item turns amber; at zero it turns red, and the people who restock get a notification.

Inventory sits under the Payments permission module, so the Restaurant Manager, Accountant and managers work here; a Receptionist can look but not order. Kitchen sales reach stock automatically: when a POS ticket closes, the ingredients linked to each menu item are deducted.

Two extra cards appear when they have something to say: an amber banner , “N items need attention across all departments”: with a Reorder all button, and a Pending purchase orders card listing orders that are still on order, each with a Receive stock button. Selecting the Kitchen department also shows how many perishable ingredients have tracked expiry dates.

1. 1
   Open the dialog

   Click Purchase order in the page head (all low/empty items ticked), Reorder all on the amber banner, Reorder on one row, or Order N on a supplier.
2. 2
   Tick the items to reorder

   The “New purchase order, Restock items below their reorder level” dialog lists only items that are low or out of stock, each with its department tag and current quantity. Untick anything you do not want yet. If nothing is short you see “No items need reordering”.
3. 3
   Choose Supplier and Deliver to

   Supplier defaults to Auto (from items), the first ticked item’s supplier is used. Deliver to offers Main Store, Kitchen Store or Bar Store. Expected date is optional.
4. 4
   Click Create order (N)

   The order is created straight into On order with a PO-… code; the toast reads “PO-12 created (3 items)”. It appears in Pending purchase orders and on the supplier’s drawer.

1. 1
   Find the order

   Stock tab → Pending purchase orders card, or Suppliers tab → open the supplier → Recent purchase orders.
2. 2
   Click Receive stock (or Receive in the drawer)

   Every line that still has quantity outstanding is received in full. Each item’s quantity on hand goes up and a stock movement with reason receive and the PO code is written.
3. 3
   The order becomes Received

   Toast: “PO-12 received into stock”. The KPI tiles, department badges and status badges refresh immediately.

The Suppliers tab opens with four tiles, Suppliers (active ones; the tile notes how many are inactive), Need an order (suppliers with at least one low or empty item), Open purchase orders and Items they cover: department chips, a Show inactive chip, the Add supplier button (Payments Edit), and a filter bar (“Search supplier, contact, category, item…” plus an Attention dropdown: Any status / Needs an order / Open purchase order / Inactive).

• Table columns: Supplier (with the contact name or “2 open POs” underneath), Category badge, Contact (phone and email are tap-to-call / mail-to links), Departments, Items (the number of connections), Stock (“3 out”, “2 low”, In stock, or a dash when the supplier is not primary for anything), Last order (or Never), and an Order N button when something is short.
• Inactive suppliers are hidden by default. Turn on Show inactive (or pick Inactive in the Attention dropdown) to list them; they carry an Inactive badge and no Order button.
• Supplier drawer: click a row. The header shows the name with an Active / Inactive badge and the category; the sub-line lists its departments (or “No stock items linked”). Inside: Contact, Phone, Email, Website, Payment terms and Lead time cards, Address and Notes when set, Linked items / Preferred / Need reorder counters, Recent purchase orders (up to eight, newest first, each with a status badge and a Receive button while open) and the Connections table. The footer offers Close and Order N items.
• Connections: one row per item the supplier can deliver, with the supplier's SKU, the last quoted unit cost, the lead time in days, the item's stock and status, and a Preferred badge where this supplier is the item's primary source. An item can be connected to several suppliers but has at most one preferred.

1. 1
   Add supplier

   Click Add supplier above the filter bar. Name is required (2 to 80 characters); Category, Contact name, Phone, Email, Website, Address, Payment terms (type or pick a preset such as Net 30), Lead time in days (0 to 365) and Notes are optional. Save supplier creates it and opens its drawer.
2. 2
   Edit the profile

   Open the supplier and click Edit. The same form updates any field; clearing a field removes the value.
3. 3
   Manage items

   In the drawer, click Manage items. Every stock item is listed by department with a search box; tick an item to connect it and fill in Supplier SKU, Unit cost (whole currency units) and Lead time (days). Tick Preferred supplier to make this supplier the item’s primary source, which is what Order N and Auto (from items) use on purchase orders. Unticking an item removes the connection. The footer counts “14 items linked, 9 preferred”; Save connections replaces the supplier’s list.
4. 4
   Deactivate or reactivate

   Deactivate (with a confirmation) hides the supplier from the directory and from the Supplier dropdown on new purchase orders. Its profile, connections and order history are kept, and Reactivate restores it.

• In stock: quantity above the reorder level. Low stock: at or below it. Out of stock: zero. The Level bar shows quantity against roughly one-and-a-half times the reorder level.
• Movements are written for every change: receive (from a PO, referenced by its code), consume (a closed POS ticket) and adjust. The adjust movement is exposed by the API (PATCH /inventory/items/:id/adjust, Payments Edit) but there is no adjust button on this screen yet. There is no movement history screen either.
• Low-stock notifications fire the moment a movement takes an item from above its reorder level to at or below it: “Tomatoes low stock, 4 kg remaining (reorder at 5)” or “Tomatoes out of stock, Reorder level reached. Create purchase order.” in the Operations category, linking to this page.
• POS recipes: each menu item may list the stock items and quantities it uses. When a ticket closes, those quantities are deducted (never below zero). If there is not enough on hand the sale still goes through and a “Stock short: …” notification asks the kitchen to count and adjust. Recipes are set per menu item through the menu API; there is no recipe editor screen in this version.
• Expiry: an item with an expiry date shows “Expires 2026-09-30” under its name, and the Perishable / tracked expiry tile counts items that carry a date. Nothing is auto-removed on expiry; the date is a reminder for the kitchen.

• View: summary, item list, suppliers and purchase orders.
• Edit: Purchase order, Reorder, Reorder all, Order N, Receive stock / Receive, and stock adjustments via the API. Menu-item recipes also need Payments Edit.
• Full: nothing extra on this screen.

Reorder level

The quantity at which an item is flagged Low stock and included in Reorder all.

PO

Purchase order, a list of items and quantities requested from a supplier, coded PO-…

Stock movement

One dated change to an item’s quantity with a reason: receive, consume or adjust.

Recipe

The stock items and quantities a menu item consumes when its ticket closes.

Connection

A supplier-to-item link with the supplier’s SKU, last quoted unit cost and lead time.

Preferred supplier

The one connection per item that makes that supplier the item’s primary source on purchase orders.

Reports & Analytics shows revenue, occupancy, attendance, loyalty and stock as live queries, nothing is pre-computed, so what you see is what the database holds right now. From here you can queue an Excel or PDF export, print the page, and close the business date (the night audit).

You only see sections your role can read elsewhere: revenue, payments and inventory need Payments view; occupancy, booking sources and room-type performance need Bookings view; housekeeping and maintenance need Rooms; attendance needs Staff; loyalty needs Guests. Exports follow the same rule, so a workbook never contains a sheet you could not see on screen.