The system runs the daily life of your 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 four parts:

1. 1
   Start here

   Signing in, moving around quickly, and what your role can do.
2. 2
   Your day

   One walk-through per kind of job, in the order a real shift runs: the front desk, the till, the pass, the rooms, and the manager's week. Signed in, you see the one written for you.
3. 3
   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.
4. 4
   Reference

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

Conventions used throughout:

• ⌘K / Ctrl K style keys mean “press together”. The shortcuts that exist: ⌘K / Ctrl K focuses global search, ? opens this guide, Esc closes what is open, and inside the guide / focuses the guide search while [ and ] page between chapters.
• 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

   The address your administrator gave you for your hotel, 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 your screen

   The desk and the managers open on the Dashboard; a waiter opens on the till, the kitchen on the kitchen display, a room attendant on the housekeeping board. The sidebar shows only the screens your role can open, and a one-screen role has no dashboard at all.

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 three-minute tour written for your job. It walks your own screen control by control, spotlighting the real buttons: the shift pill, the menu grid, Send and Pay for a waiter; the shelves and station tabs for the kitchen; the board and the checklist for housekeeping; the pipeline, the folio and the reports for the desk and the managers. It moves between screens as it goes and ends with a short practice list.

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 practice tasks for your job, such as opening an order on the first table and taking cash for it, or creating a walk-in and checking them in.

There are 13 standard roles. Each one has a level for each of the 13 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, priority or assignee cell to change it. It saves on change; Esc reverts; an error shows a toast and rolls the cell back. A guest's tier is a read-only badge in the list; change it in the guest drawer form.
• 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: each cell is a dropdown from 0 to 3 (None, View, Edit, Full). Pick the levels for a row, then click that row's Save button. 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.

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, Inventory, Restaurant, Kitchen, Finances, Analytics) 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.
• Upcoming reservations: every New or Confirmed booking whose check-in is after today, however far ahead, with how many still await confirmation and the next arrival date. Click it for the list, soonest first (Status: Upcoming).
• Pipeline value (“all open bookings”): the stay totals of every booking on the board (the working set of stays touching 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, Upcoming 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 four views

• List (the default): the full archive as a table, 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, Outstanding (the unpaid part of the stay), Source. Newest arrival date first; the filters and page live in the address bar (/bookings?status=confirmed&page=2).
• Cards: the same paged archive, one card per booking; the view phones open on.
• 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.
• 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.

The booking drawer

Clicking a card or row opens the booking: its status select, the stay facts, any special requests, and a navy money panel with the stay total, what has been collected and what is still due. Every receipt and refund on the stay is listed under Payments with its code, method, reference and amount. With Payments “Can edit” the footer offers Take payment (or Take deposit before arrival), which records money straight onto the stay's folio without leaving the screen.

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 3: stay details & availability”.
2. 2
   Enter the stay

   Check-in (today or later), Check-out (at least one night), Room type, Adults and Children (the lists stop at what the room type sleeps; a bigger party is a group), Source (Booking.com, Direct, Expedia, Walk-in, Travel Agent, Corporate) and, if the hotel has any, a Rate plan. The hotel's default plan is preselected; only plans that apply to the chosen room type are listed. On a published sheet you also choose a board basis and may add child extra beds (pick the age: ages the sheet prices show their nightly figure, any other age asks for a price per night; typing a price over a published one changes it for this booking; either way the bill marks it as a manual rate), and the price summary shows the sum as the guest will be asked for it.
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 3: room & guest”.
5. 5
   Pick a room, or Assign later

   Room chips read “204 · Fl 1”. 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 Payment

   Step 3 of 3 opens on the money.
8. 8
   Take the deposit

   A navy panel gives the stay total including service charge, VAT and levy, with the nightly breakdown under it. Chips offer the hotel's deposit percentage (when it has one), the full amount, or Nothing yet; you can also type any figure. Enter one and the method appears: Cash, Mobile Money (with MTN / Airtel and a reference), Card or Bank Transfer.
9. 9
   Choose the booking status and save

   Confirmed holds the room and emails the guest; Request holds it unconfirmed. The button reads “Take UGX … & book” when money is being collected and “Create booking” when it is not. The booking and the receipt are saved together.

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.
• The same rule everywhere: creating a booking with a room, moving a booking to another room and changing its dates or room type run the identical check. Moving an in-house guest to another room needs that room clean and empty too, and sends housekeeping to the room they left.
• The party fits: a booking, an edit or a group room is refused with “Type sleeps 2 adults + 1 child; 3 adults requested” when the guests exceed the room type's capacity. The wizard shows “sleeps 2+1” on each type.

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. Any deposit or prepayment on the booking is released first; a cancellation fee of the hotel's cancel percentage of the stay, with tax, is then posted if that percentage is above zero (default 0%). Paid more than the fee? The money box shows to refund.
• 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. Deposits are released the same way; the fee is the hotel's no-show percentage of the first night, with tax (default 100%). A no-show can only be recorded from the arrival day onwards, the API refuses it earlier; from the day after, a plain request (New) can be marked a no-show too.

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; a deposit larger than the fee leaves a refund due that Payments settles. Both moves clear the room from the booking.

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, or switch to New guest to create one), and per room type how many rooms (up to 40, eight types, 80 rooms in total) and how many adults sleep in each.
3. 3
   Click Create group

   The server checks capacity for each type over the whole block, then creates one Confirmed booking per room, unassigned, with the adults you chose per room, 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, Weekend, Promo, Rack Rate, STO Rate, 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.

Published sheets: Rack and STO

A lodge that sells through tour operators does not bend one price; it publishes a table. A Rack Rate plan and an STO Rate plan each price every room type on each board basis, and the room type's base rate is not used at all. Choose the plan and the board basis in the wizard and the price appears; there is nothing to calculate.

• BB is Bed & Breakfast, HB is Half Board (breakfast and one further main meal, per hotel policy), FB is Full Board. They are different prices, not a surcharge on one price.
• Child extra beds are priced per night and per board basis for the age band the hotel publishes, and are billed as their own line on the folio, never folded into the nightly rate. A bed follows the whole stay unless you shorten it.
• A child whose age falls outside every band is refused, not charged the nearest rate. Somebody with the right access can name a price, and the booking records that a person set it.
• If a price is missing from the sheet the wizard says so and names the room type and the date. Nothing is ever priced at zero because a cell was left blank.

The price summary in the wizard is the server's own arithmetic, not the screen's: the room nights, each extra bed on its own line, then the hotel's service charge, VAT and levy. Change the dates, the plan, the board or a bed and it re-prices at once. What it shows is what the booking is written at, and what the folio bills.

Sheets are edited in Settings → Accommodation rates (Settings = Edit) as the same matrix the owners printed: room types down, BB / HB / FB across, and the extra-bed bands beneath. Anyone who may take a booking can read a sheet; only Settings edit access can change one, and every changed cell is written to the audit log with its old and new figure. Changing a sheet affects new quotes only.

A sheet can be published in its own currency. When it is, the stay is quoted, booked, shown and billed in that money, and nothing is converted: a meal rung up in the hotel's own currency cannot be charged to such a folio, so the till takes that money instead.

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 hotel's default 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.

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, Alternative phone, Email, Country, Tier

   All optional except Tier, which defaults to Bronze. The alternative phone is a second number for the same guest, searched alongside the first. 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, Alternative 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”, and 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.

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 page has two tabs. Stay is the folios: the invoice list in three shapes plus a Receiptsview that lists every payment and refund across invoices with the receipt PDF on each row. Restaurantlists every tender taken at the till (cash, mobile money, card, and room charges marked as such) with the ticket receipt on each row; clicking a row opens the ticket. Both tabs live in the address bar.

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, and a print and a download icon for that payment's receipt. Footer buttons: Close, Print, Download, 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
   One bill for everything

   The PDF button on the folio prints the guest bill: Accommodation (nights, deposits, fees), Restaurant & Bar (every ticket charged to the room with the items actually ordered, their accompaniments and who served), Other charges, then the totals box, payments received and the balance banner. It is the one receipt a guest takes home for the room, the kitchen and the bar.
5. 5
   Cancellation / no-show, the money comes back first

   Every deposit or prepayment line on the open invoice is offset by an equal “Deposit released · BK-…” credit, then the fee posts with its tax: cancellation as the hotel's percentage of the stay, no-show as the percentage of the first night. Each fee posts once per booking. If the guest had paid more than the fee, the folio shows “Refund due UGX …”; issue it from Payment history.
6. 6
   Fees, comps and corrections

   Adjust (Payments Full) posts one line by hand: a Fee (late check-out, damage, extras) or an Adjustment (a comp or a correction, negative to credit the guest), taxable or not. It works on a closed folio too, so a bill can be put right after check-out; every line is audited as invoice.adjusted.
7. 7
   Leaving early, a longer stay

   Moving the dates of a checked-in booking, or checking a guest out before the booked date, posts the difference as one “Stay adjusted · BK-…” room line with its tax, positive or negative. The folio's due date follows the new check-out, so an in-house guest is never overdue.
8. 8
   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. Adjust can still correct it afterwards.

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. On a tax-inclusive hotel (Settings → Hotel) the tax rows read “Includes VAT 18%” and are part of the lines above them, not added on top.
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, for example “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.

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 a sold-out switch, 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, and tapping an open row opens that order on the till.
• Order board: four kanban columns; cards can be dragged one column to the right or advanced with the button.
• Menu: the outlet's items as a paged list (Table, Cards or By category), searchable and filterable by category, availability and popular; inline cells for category, price, popular and 86; a drawer for the full item; Add item and Categories dialogs; and, when any exist, a MENU_NOTES side card of unresolved supervisor flags with a Resolved button.
• Tables: the floor as status cards (Free, Seated, Order open, Bill out, Needs bussing) filtered by state and zone. Free, Seated and Needs bussing are set by hand; Order open and Bill out follow the ticket, and closing a bill leaves the table at Needs bussing until it is cleared.
• Kitchen display (the first tab and the default): the screen at the pass. Three shelves, To make, Ready to serve and Today, a station switch (Kitchen, Bar, All stations) carrying the number of items each board still owes, a Sound on / off chip, and large cards that show every line for that station with its accompaniments and notes, a Ready button per line (Undo once pressed), how long the order has waited, and one big button for the next step. A new order chimes; an order nobody has started taps every minute. Shares from a bill split by amount and the copies an even split keeps for billing never appear here.

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
   Ready, one plate at a time

   On the kitchen display each line has a Ready button; the line turns green on the till at once. When the last kitchen line is ready the ticket moves to Ready by itself and the waiter is told. Undo puts a line back to cooking (and the ticket back to Preparing).
5. 5
   Mark ready

   Food is plated: press Mark ready (board or kitchen display) to stamp every line at once. The Ready to serve KPI counts these. The till takes no money for a kitchen dish until it reads ready.
6. 6
   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.

It is the first tab of Restaurant / POS and the screen the page opens on. Each card is one order: where it is (Table 4, Room 07, walk-in), its code, covers and guest, the outlet, and a timer that counts from the moment the first line was fired (green, then amber after 15 minutes, red after 30). Underneath, every line the station has to make, as the cook reads it: 2× Stir Fry Chicken, then the accompaniments on their own line (“+ Chips, Extra sauce”) and any note from the till in amber (“no peanuts”). Lines the waiter has not sent yet are shown faded with a “not sent yet” tag, so nothing is cooked early.

“Nothing to make” means the pass is clear. The timers keep moving without a refresh; new orders and changes arrive live from the till.

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.

Finding and editing items

1. 1
   Open the Menu tab

   Pick the outlet. The list is paged (50 a page, Table by default; Cards or By category from the layout switch) and searches name, description and category as you type; the Category, Availability and Popular filters and the sortable headings live in the address bar.
2. 2
   Quick edits in the row

   Category, price, Popular and the Available / Sold out switch save on change. A sold-out dish vanishes from the till at once (“<name> is sold out”) but stays on tickets that already sold it.
3. 3
   The item drawer

   Click the item name: rename, describe, re-price, move category, flip availability and popular, tick the modifier groups the till should offer, and see the recipe. Payments · Full access can delete an item that was never sold.
4. 4
   Add item and Categories

   Add item asks for name, price, category, description, flags and modifier groups. Categories renames, re-orders (the till follows this order), sets icons, adds and, when empty, deletes categories.
5. 5
   Several at once

   Tick rows to mark them sold out or back on sale, popular, or move them to another category in one go.

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; the Resolved button on a note closes it.

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, tickets, menu, notes, recipes: Restaurant · View only (the Chef, the Accountant).
• Start cooking / Mark ready / Mark served, Ready on a line, drag cards: Kitchen · Can edit (the Chef) or Restaurant · Can edit (the Waiter, the desk). Marking an order ready, by the button or by its last line, sends a personal “Order ready” alert to the waiter who took it, with a chime on their device.
• Mark sold out / back on sale, resolve notes: Restaurant · Can edit.
• Create or delete dishes, change prices, names, categories or options, set recipes, add or rename categories: Restaurant · Full access (the Restaurant Manager).

Receptionists (Restaurant · Can edit) can ring a room-service order and move a card; they cannot change the menu.

KDS

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

Sold out

Off the menu for now (kitchen slang: 86'd). A sold-out dish is hidden on the till and cannot be rung.

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 has its own permission module, so the Restaurant Manager, Accountant and managers work here while the front desk stays out of stock entirely, even though it can take money. 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)

   One order per supplier is created straight into On order with a PO-… code (a basket from two suppliers becomes two orders); the toast reads “PO-12 created (3 items)”. Each line tops the item up to its par level (twice the reorder level unless set otherwise), never below one reorder quantity. The orders appear in Pending purchase orders and on the suppliers' drawers.

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.
4. 4
   A short delivery: Receive part…

   Type what arrived on each line (defaults to what was expected). Received quantities go into stock at once; the order stays Partial and Receive stock books the rest when it comes.
5. 5
   An order that will never arrive: Cancel

   Confirm “Cancel order”. Anything already received stays in stock; the order is filed as Cancelled and can no longer be received.

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, Alternative 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, Alternative 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.
• Full: nothing extra on this screen.

Stock used to share the Payments module, which meant a hotel could not let the front desk take money without also letting it raise purchase orders. They are separate levels now: the Receptionist has Payments = Can edit and Inventory = No access, and menu-item recipes still follow Payments, because they are part of the menu.

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.

• Net receipts: payments received minus refunds per hotel-local day, for the whole period; the dashed line is the same series for the previous period when Compare is on.
• KPI definitions: Occupancy = room nights sold ÷ room nights available (rooms × days). ADR = room revenue ÷ nights sold. RevPAR = room revenue ÷ nights available. Average stay = nights ÷ stays that arrived in the period. Room revenue = the agreed nightly rate × nights that fall in the period for confirmed, in-house and departed stays. Outstanding is the balance of every open folio right now, not a period figure.
• Occupancy: rooms occupied per night as a share of all rooms, with the previous period dashed when comparing.
• Check-ins and check-outs: arrivals and departures per day over the last two weeks. Room type performance: occupied nights per type as a share of that type's capacity over the last 30 days.
• Staff attendance: daily attendance % with Present / Late / Absent totals in the header. The card only appears once attendance has been recorded.
• Guest loyalty: guests on file, loyalty members, the returning-guest rate, a bar per tier (Platinum, Gold, Silver, Bronze) and how many guests are in-house right now. Spend figures are collected payments.
• Inventory position: Healthy / Low stock / Out of stock counts and how many items carry expiry dates. Full detail is on the Inventory page.
• Booking sources: a count per source (Direct, Walk-in, Booking.com, Expedia, Travel Agent, Corporate) for bookings created in the last 90 days.
• Operations tiles: rooms cleaned and the average clean turnaround (task created to Ready), open work orders, attendance % (present plus late over everything recorded) and guests created in the period.

The page refreshes itself whenever a booking, invoice, housekeeping task, work order, room or staff record changes anywhere in the hotel, you do not need to reload.

Every card under Reports by area opens its own page. The period bar at the top is the same one the hub uses and travels in the address, so a bookmarked area report always reopens on the same dates. The arrows in the page head step through the areas in order; Excel and PDF (Reports Full) export exactly what the page shows, one sheet per chart or table, plus a Summary sheet with the KPIs.

• Front office (Bookings view): occupancy per night, ADR, RevPAR, average stay, arrivals and departures, cancellations and no-shows, lead time with a histogram, sources, room type performance and ADR by type, group versus individual.
• Revenue & payments (Payments view): net receipts per day, invoiced versus collected per week, methods and mobile money networks, refunds, receipts by cashier, and outstanding balances by age (right now, not for the period).
• Restaurant & POS (Payments view): sales per day, a weekday by hour heat map, sales by outlet and server, top items by quantity and by revenue, voided lines, kitchen status at close, covers and average ticket.
• Rooms (Rooms view): occupancy by type and by floor, revenue per room, rooms by status right now, and the open work orders that keep a room out of sale.
• Housekeeping (Rooms view): tasks per day, by type, status, priority and floor, rooms readied per attendant and each attendant's turnaround.
• Maintenance (Rooms view): orders per week, by category, priority, status and technician, estimated cost by category, time to repair, and the orders that block rooms.
• Inventory (Payments view): quantity in and out per day, out by reason and department, most consumed and most received items, and a low-stock table for right now.
• Staff (Staff view): attendance per day and by department, late marks and absences per person, marks by kind, leave by type and status.
• Guests (Guests view): new guests per week, arrivals split into first stay and returning, tiers, top countries, VIP and corporate counts, top spenders for the period.
• Night audit (Reports view): every close in the period as recorded at the time, occupancy and money at close, movements, and the closes table. Closing the day is refused while the till still has an open shift or ticket (“2 shifts and 1 ticket are still open on the till”); a manager may confirm Close the day anyway, and the snapshot records that it was forced together with the overdue arrivals and overstays of the day.
• Security & access (administrators and Security): events and denied requests per day, events by role, top actions and people, the most recent denied requests.

Open Custom report from the toolbar (or go to /reports/custom). The left column describes what you want; the right pane runs it as you change things, so there is no Run button to remember.

1. 1
   Pick a source

   Bookings, Room nights, Invoices, Payments, POS tickets, POS lines, Stock movements, Housekeeping tasks, Work orders, Attendance or Audit events. You only see the sources your role may read; Audit needs the same access as the Audit log page.
2. 2
   Choose the date field and the period

   Each source offers one or more dates (a booking can be counted by arrival, departure or creation). The period bar is the same one the hub uses, presets or custom dates, up to 366 days.
3. 3
   Filter

   Add a filter per column: pick values from a list for statuses and types, type a number for amounts, or ask for empty and not-empty. Filters combine with AND.
4. 4
   Group and measure

   Group by a day, week or month bucket and by up to two columns (room type, source, department, payment method and so on). Add up to eight measures: count, distinct count, sum, average, minimum or maximum of a numeric column.
5. 5
   Pick a chart

   Table is always available. Bar, line and donut need at least one group and one measure; line needs a date bucket.
6. 6
   Save and share

   Save report asks for a name and an optional description. Tick Share with the hotel so colleagues can open it from the Saved reports card; they run it with their own access, so a shared report over payments still shows nothing to someone without Payments view.

• Room nights is a virtual source: one row per room per night in the period, with occupied and available flags, so occupancy by floor or by type is a one-line report.
• Money is whole shillings; percentages are rounded to one decimal. Results are capped at 1,000 rows or 400 buckets and the preview says so when it truncates.
• Ownership: only the person who saved a report, or someone with Reports Full, can rename, edit or delete it. Your own reports and the shared ones appear on the hub; private reports of other people never do.
• Export: a saved report has Excel and PDF buttons (Reports Full). The file carries the report name, the resolved period and the row count, and lands in the Exports tray like every other export.
• Demo sandboxes: saved reports are copied into a sandbox with the rest of the hotel; a filter that names a specific room or guest by id still points at the template hotel and simply matches nothing there.

1. 1
   Click Export Excel or Export PDF

   Needs Reports Full. The toast reads “Export queued. It appears below when ready”. The request carries the current period (30 days).
2. 2
   Watch the Exports tray

   The row starts as Queued, moves to Running while the worker builds the file, then Ready (or Failed with the reason next to the badge). The tray refreshes on the export.done live event, so there is nothing to poll.
3. 3
   Download

   Click Download on a Ready row. Anyone with Reports View can download; the file is named reports-2026-09-04.xlsx or .pdf. A “Export ready, reports-2026-09-04.xlsx. Download it from Reports” notification also arrives in the System category.

• Excel workbook sheets: Overview, Revenue, Occupancy, Check-in out, Room types, Booking sources, Staff attendance, Guest tiers, Inventory, each only if you may see that section. The hotel name, address and generation time sit in the title block.
• PDF: the same sections laid out as a printable report.
• Guest list: the Export button on the Guests page queues a guests-xlsx export (code, name, phone, email, country, tier, stays, lifetime spend). It needs Reports Full and Guests view, and it downloads from this tray too.
• Retention: files are stored for 30 days; older ones are pruned whenever a new export is queued. The tray lists the 20 most recent. Files above 5 MB fail rather than store.

1. 1
   Check the business-date strip

   It shows today's hotel-local date (from the timezone in Settings → Branding & locale) and whether it is still open.
2. 2
   Click Close 2026-09-04 in the toolbar

   Needs Reports Edit. The button is hidden once the day is closed.
3. 3
   Confirm “Close 2026-09-04?”

   Dialog text: “This freezes a snapshot of occupancy, cash and open invoices for the hotel-local business date. You cannot close the same day twice.” Click Close business date.
4. 4
   Done

   Toast “2026-09-04 closed”; the strip changes to “Closed 23:58” and an audit-log row night_audit.closed carries the snapshot.

• View: open the page, read every section your other module levels allow, list and download exports, see the night-audit status.
• Edit: Close business date. By default this includes the Accountant and HR Manager.
• Full: Export Excel, Export PDF and the Guests page Export button. The Export action is a Full-level action everywhere in the app, so by default only Super Admin and Hotel Manager produce files; Accountants download them.

Business date

The hotel-local calendar day (per the timezone in Settings), which is what the night audit closes.

Night audit

The daily close: a frozen snapshot of rooms, bookings, cash and open balances, plus a room-state re-sync.

Export tray

The Exports card listing the last 20 generated files with their status.

Payments shows what guests paid. Finances is the other half: what the hotel spends, and the two sides read together. Every expense is recorded, approved and paid as three separate steps so a manager can see money leaving before it leaves, and the profit and loss statement folds the ledger into a few lines (cost of sales, salaries, utilities, repairs, marketing, capital, taxes).

The Accountant and the Hotel Manager have full access: they record, approve, pay, void, manage categories and export. Someone with Finances at Can edit (a role you create in User Roles) can record an expense and edit it while it is still awaiting approval, but never approve one. View only reads everything and prints vouchers.

Income here is money that really arrived: folio receipts net of refunds, and till tenders that were not room charges. A bill charged to a room is not counted twice: it reaches the guest folio and counts when the guest settles the folio.

Expenses

Four figures (Awaiting approval, Approved not yet paid, Paid in the period, Committed in the period), status chips, category, kind and method filters, a search, and the table: Expense · Spent on · Description · Category · Paid to · Method · Status · Amount. Record expense opens the form; a row opens the detail drawer with the trail (recorded, approved, paid) and the buttons the status allows.

Cash book

Every movement of money in the period, newest first, with In and Out columns: folio receipts, refunds, till tenders and paid expenses. Filter by kind or method, search a code, guest, outlet or reference, and download the receipt or voucher behind any line. CSV saves the page in view.

Receivables and Tills

Receivables lists every open folio, oldest due first, with a bar chart of what is owed by how far past due. Tills lists every closed cash-up with the float, the sales, the split by tender, the expected cash, what was counted and the difference: short in red, over in green.

1. 1
   Record expense

   On the Expenses tab. If the cost is a delivery that came through Inventory, pick it under From a delivery: the supplier, the description, the value at the supplier's unit costs and the date fill in.
2. 2
   Category and description

   Every expense sits in one category; the category's kind decides which line of the profit and loss statement it lands on. Describe it the way you would on a receipt.
3. 3
   Amount and tax

   Whole shillings, tax inclusive. Of which tax is optional and only for the record.
4. 4
   Paid via, reference, spent on

   Cash, mobile money (with the network), card or bank transfer, the transaction or cheque number, and the day the cost belongs to. The day cannot be in the future.
5. 5
   Record

   It waits for approval. Finances full access can tick Already paid to record petty cash as paid in one step.

Approve commits the cost: from then on it counts as outgoing on the day it was spent. Mark paidrecords the money leaving, with the method, reference and the day; the cash book lists it from that moment. Reject sends it back with a note to whoever recorded it. Void removes a mistaken entry from every figure while keeping it in the ledger with its note; even a paid expense can be voided.

Only Finances full access decides. The person who recorded a pending expense can still edit it; once approved, only full access edits, and a rejected or void expense is read-only.

The Overview export and the Categories manager need Full. Receivables reads the same folios Payments does; taking money against one stays on the Payments screen.

Committed

Approved or paid: counted as outgoing on the day spent.

Cash book

Every movement of money in date order, in and out.

Receivables

Money guests still owe on open folios.

Over / short

Counted cash minus the cash a till should have held at close.

Voucher

The printable record of one expense: the facts, who did what, and signature lines.

Analytics is the manager's view. Where Reports lists the figures of one area, Analytics puts occupancy next to rate, rooms next to the restaurant, this period next to the last, and writes a few sentences at the top about what stands out: a rise bought with discounts, a weak weekday, one booking channel doing most of the work, a month heading into the red.

Hotel Managers have full access and can export any tab. The Accountant and the Restaurant Manager read it. Nothing here changes data: it is a window on the same bookings, folios, tickets, tasks and expenses the other screens write.

1. 1
   Trends

   A figure that moved five percent or more against the previous period is named, with whether that is good or bad for the hotel (a rise in refunds is not).
2. 2
   Patterns

   Occupancy up while the rate fell points at discounting; the strongest and weakest weekday suggest where an offer helps; one source above half of bookings is a dependency worth knowing.
3. 3
   Thresholds

   Cancellations above fifteen percent, voided lines above five percent, cleans over an hour, ten or more open work orders, stays under one and a half nights: each has a sentence with the usual remedy.
4. 4
   Forecast

   How much of the next 30 nights is sold, when the first full night is, whether the month projects into the red, and how many expenses are still awaiting approval.

ADR

Average daily rate: room revenue divided by nights sold.

RevPAR

Revenue per available room night: room revenue divided by sellable room nights.

TRevPAR

Total revenue per available room night: rooms plus restaurant.

On the books

Rooms held by bookings not yet cancelled, for a future night.

Pickup

Future room nights booked in a day.

Lead time

Days between the booking being made and the arrival.

Notifications tell the team what just happened: a new booking, a payment, a room turned dirty, a stock item running out, an export ready. Most entries are hotel-wide, and each person sees those that belong to a module they can open: a waiter sees kitchen and order alerts but not “Payment received on INV-…”, an accountant the reverse. Personal ones (“Order ready: Table 4” for the waiter who took the order, your test notification) reach one person only, on every device they are signed in on. Read state is per person: marking an alert read for you does not clear it for a colleague.

There is no permission gate: the feed, the bell and the preferences are available to every role, because the feed only tells you where to look, the module you click through to still enforces its own access.

The bell

• The bell in the top bar carries a live unread count. Clicking it opens a panel, a popover on desktop, a bottom sheet on phones, titled Notifications with the twelve most recent entries, Mark all read, a close ×, and View all to open this page.
• New alerts are prepended to the panel as they arrive. Esc or clicking outside closes it. When empty it reads “Nothing new. Events appear here as they happen.”

The feed loads the latest 100 entries. Empty states: “No payments notifications.” when a chip filter has nothing; otherwise “Nothing here yet. Bookings, check-ins and payments will appear as they happen.” or, if you have not turned on device alerts in a browser that supports them, a prompt to do so with an Open notification settings button.

1. 1
   Open Settings → Notifications

   Or click Preferences on the feed page.
2. 2
   Click the chip beside a category

   It toggles between On (green) and Muted (dimmed). The change saves immediately and rolls back with a toast if it fails.
3. 3
   Muted means gone from every channel

   “Muted categories are hidden from your feed, badge, toasts and device alerts, for this account only.” The rows are still written for the hotel, so un-muting brings history back.

• Tab focused: a toast slides in with the title, body and a link; the bell count goes up by one. No OS banner.
• Tab open but hidden (another tab, minimised), with Device alerts on, the browser shows a system notification from the live event. Clicking it focuses the app and opens the linked module. This path needs no server configuration.
• App closed or phone locked: the server sends a Web Push message to every device you enabled; the service worker shows the banner unless a focused app window already exists. This needs VAPID keys on the server, Settings tells you when they are missing: “OS banners work while a tab is open. Ask your admin to set VAPID keys for alerts when the app is closed.”
• All three respect your category mutes.

1. 1
   Open Settings → Notifications → Device alerts

   The card reads “Off for this browser” or “On for this browser” with a hint that explains what will happen on this device.
2. 2
   Click the Off/On chip

   The browser asks for notification permission. Allow it. When server push is configured the device is registered too. Toast: “Device alerts on, you will get banners when the app is in the background” (or “…on for this browser (server push is not configured yet)”).
3. 3
   Click Send test

   A “Test notification, Device alerts are working on this browser.” entry is written to your personal System feed and pushed to your devices even if System is muted. The toast says “Hide this tab (or lock your phone) to see the OS banner as well.” when the tab is visible, or “Check your notification tray.” when it is not.
4. 4
   Turn off any time

   Click the chip again: the device is unregistered and you see “Device alerts off for this browser”. The setting is per browser and per device, not per account.

Clicking marks the alert read first (optimistically, the page does not wait for the server), then navigates. OS banners and Web Push banners carry the same link and open it in the app.

Toast

The small in-app message that slides in while the tab is focused.

OS banner

A system notification shown by the browser or phone outside the app window.

Web Push

Server-sent notifications that arrive even when the app is closed; needs VAPID keys on the server.

Device alerts

The per-browser switch in Settings → Notifications that enables OS banners and Web Push.

Settings has six tabs: Account, Hotel, Branding & locale, Ops config, Notifications and Numbering. Account and Notifications are personal and open for every role. The other four describe the hotel and need Settings access: View to read, Edit to change most fields, Full for the handful that can break things, currency, timezone, the front-desk PIN and the numbering counters.

By default only the Super Admin has Settings = Full. The Hotel Manager has Edit, the HR Manager has View, and everybody else sees just Account and Notifications. Every hotel-level change is written to the audit log as a settings.* event.

Deep link a tab with /settings?tab=notifications (ids: account, hotel, branding, ops, notifications, numbering); the Preferences button on the Notifications page does exactly that.

1. 1
   Click Change password

   Three fields unfold: Current password, New password (min 8) and Confirm new password.
2. 2
   Click Update password

   The page checks “New password must be at least 8 characters” and “Passwords don't match” before sending. The server verifies the current password.
3. 3
   Other devices are signed out

   Toast: “Password changed. Other devices were signed out”. Every other session's refresh token is revoked; this browser gets a fresh one and stays in. The change is audited as user.password.changed.

Appearance: Light or Dark. “Theme is saved per device”, meaning it lives in this browser, not on your account, and the moon/sun icon in the top bar toggles the same setting.

Edit any field and click Save changes (top right; Settings Edit). Toast: “Settings saved”.

Amenities on offer is the list the room-type picker shows (M9.1). Press the box, tick what this hotel has: the dropdown is grouped and every row is a checkbox, and each ticked one also appears as a chip with its icon and an x. Leave it empty and every amenity the system knows is offered, which is what a full-service hotel wants; a lodge narrows it to the handful it has. Taking one off the list never strips it from a room type that already carries it. It saves with Save changes.

Rate plans lists every plan (code, name and kind, BAR, weekend, promo…) with its percentage adjustment; change the number and click Save on that row (toast “WKND saved”). New plans are created from the rate-plan API, not here. The bin deletes a plan no booking was quoted on.

Logo

• “PNG, JPEG or WebP. Downscaled to 512px; max 200KB after that.” Click Upload logo, pick a file; the browser scales it to 512 px on the long edge and saves it at once (toast “Logo updated”). Remove clears it (“Logo removed”). Settings Edit.
• Too complex an image after scaling gives “Logo too large even after downscaling. Try a simpler image”; an unreadable file gives “Could not read that image”.
• The logo is stored with the hotel profile (no file server) and appears in the sidebar and on exports. The audit log records “(image updated)”, never the image.

Theme

• Theme picks the colour set and the display font for every screen and every PDF letterhead; the change applies as soon as you save (toast “Theme saved”).
• Tagline is the headline on the sign-in page of a live hotel (up to 140 characters); leave it empty for the standard line.

Locale

• Timezone (IANA): a list of every zone the browser knows (Africa/Kampala, Africa/Nairobi…). It defines the hotel's business date for check-ins, night audit, reports and the audit log.
• Currency code: three capital letters (UGX, KES…). Client check: “Currency must be a 3-letter code like UGX or KES”.
• Both need Settings Full: the fields are disabled otherwise and the note adds “Changing currency or timezone needs full Settings access.” Click Save locale (toast “Locale saved”); the sidebar and money labels refresh immediately.

Everything on this tab needs Settings Edit. Rename fields save on blur or Enter; the + button beside each “New …” box adds a row.

• POS discounts: “Deactivate rather than delete. Tickets copy label & %”. Each row: label (2–60 chars), whole-number % (0–100), an Auth chip (amber when the discount “Requires supervisor authorization” at the till) and Active / Off. Add with “New discount label” + “%”.
• POS void reasons: “Offered when a ticket line is voided”. Label (2–80 chars) with Active / Off. Add with “New void reason”.
• Housekeeping checklist: “Template applied to every new cleaning task”. Steps with Active / Off; add with “New checklist step”. “Changes apply to tasks created from now on; open tasks keep their checklist.”
• Outlet service charge: “Overrides the hotel service % on POS folios”, with one “% svc” box per POS outlet (0–50). Shows “No POS outlets configured.” when there are none.
• Departments, suppliers & categories: “Create and rename only. Rows stay referenced by history”. Staff departments, Suppliers and Inventory categories, each with a rename box per row and a “New department” / “New supplier” / “New category” box. Names must be unique (2–60 characters; suppliers up to 80).

Two cards: Device alerts (the On/Off chip and Send test) and Categories (Bookings, Payments, Operations, System with On / Muted chips). Both are personal, no Settings access needed. Full detail in Notifications → Turning on Device alerts.

“Prefixes are fixed; the next counter can only move upward (lowering it would duplicate codes)”. The table lists Documents, Prefix, Next code and Next value for: Bookings (BK-), Invoices (INV-), Payments (PAY-), Guests (G-), Housekeeping tasks (HK-), Maintenance orders (M-), POS tickets (TKT-), Purchase orders (PO-), POS shifts (SHF-), Staff records (S-) and Leave requests (LV-).

1. 1
   Type the new Next value

   Settings Full only; others see the number and “Editing counters needs full Settings access.”
2. 2
   Press Enter or click away

   The counter saves on blur. Toast: “BK counter moved to 5000”.
3. 3
   Lower values are refused

   “Next value must be above the current 1042. Lowering it would duplicate codes”. The change is audited as settings.sequence.updated with from/to.

• None: Account and Notifications tabs only.
• View: read Hotel, Branding & locale, Ops config and Numbering.
• Edit: Save changes on Hotel, logo upload/remove, rate-plan adjustments, every Ops config list.
• Full: additionally currency, timezone, the front-desk PIN and numbering counters. Full also makes the role admin tier: it can manage roles and users and read the audit log, and the shared PIN can no longer sign in as it.

Business date / hotel day

The calendar day in the hotel's timezone; check-in dates, night audit and reports all use it.

Sequence

The per-hotel counter behind a document prefix such as BK- or INV-.

Soft delete

Switching a list row to Off so it stops being offered but stays referenced by past tickets and tasks.

The app installs a small service worker that caches its own files and every screen you have openedon this device. If you reload one with no network, the page still opens. Every list the app fetched while online is also kept on the device, so the menu, the open orders, the rooms, the bookings and the rest render from the last copy the screen saw; the pill in the top bar then reads Offline · saved 14:05(or Showing saved 14:05 once the connection is back but a screen still shows old data) so nobody mistakes a stale list for a live one. Installed as an app, it opens in full screen like a native till.

• Dashboard: shows the cached rooms, bookings and summary with a “saved at” time.
• Bookings: the pipeline board and drawers open from the cached window; queued check-ins and check-outs are already projected onto the cards.
• Rooms: the room grid with cached statuses; queued out-of-service changes appear immediately.
• Housekeeping: the task board and checklists from the cached task list.

Every other page (Guests, Payments, POS, Reports, Settings and the rest) reopens from cache too, showing the data it last loaded; anything that needs the server, such as searching or turning a page, waits for the connection. The API and the live-update socket are never cached, so nothing you see offline is ever older than the moment it was last fetched.

POS keeps selling. If the network drops mid-service the ticket panel switches to an Offline draft: you keep adding items from the cached menu and tap Pay as usual; the ticket is queued and posts when the connection returns, priced again from the live menu. Send to kitchen, Split, discounts and tables need a connection and are greyed out on a draft. The total shown on a draft is an estimate, before VAT.

When you press a button and the request cannot reach the API, the system checks whether that action is on the offline whitelist. Whitelisted actions are written to a local outbox in your browser (IndexedDB), the screen updates optimistically, and the toast says the action was queued rather than failed.

Everything else stays online-only: new bookings, new guests, new housekeeping tasks, work orders, payments, POS tickets, edits to dates or rooms, cancellations and no-shows. These mint new codes or move money and would duplicate on replay, so the button simply reports that you are offline. Take the details on paper and enter them once the Offline pill disappears.

The pill appears next to the quick-add button only when something needs saying:

• Offline (grey), the browser is offline or the live socket is down. Hover: “Working offline. Actions are queued locally”.
• Syncing (amber), you are back online and queued actions are being sent.
• Needs attention (red), at least one action could not be applied and is waiting for you.

The number on the pill is queued plus needs-attention rows. Click it to open the Offline activitydrawer, which has two lists:

1. 1
   Queued (n)

   Each row shows its label and “Captured 14:05”. Sync now forces a replay; the toast answers “All queued actions sent” or “Still offline. Will retry automatically”.
2. 2
   Needs attention (n)

   Rows the server refused, with the server's message and the context (guest, room). Resolve them manually, for example re-room the guest from Bookings, then press Dismiss.

Replay is triggered automatically when the browser comes back online, when the tab becomes visible again, when the live socket reconnects, and three seconds after the app starts. You rarely need Sync now.

The outbox groups rows by record, booking:…, room:…, hk:…: and replays each group strictly in order, so a queued check-out can never run before its check-in. Groups are independent: a problem on one booking does not hold up the room changes. Every flush starts by refreshing your session so the replay runs with a fresh cookie, and ends by reconnecting the live socket so every open screen refetches.

• Success: the row is removed.
• Converged: the server answered 409 but a quick check shows the record is already where you wanted it (the booking is checkedin, the task is already in that column, the room is already out of service). Another desk did it first. The row is dropped silently; nothing to do.
• Genuine conflict: a 409 whose state does not match, typically Room is already booked for those dates or Room 204 is unavailable. The row moves to Needs attention with the server's message. Open the booking, pick another room and check in again, then dismiss the row.
• Other refusals: 400, 403 (your role changed), 404 (the record was deleted) or a booking that was cancelled meanwhile. Also parked under Needs attention with the message; they can never succeed as queued.
• Network failure: the row stays queued and the whole flush stops until the next trigger.
• 401: the session could not be refreshed. The queue pauses and you are taken to sign-in; the rows are kept and replay after you sign in again.

Queued check-ins and check-outs carry an occurredAt stamp taken the moment you pressed the button. On replay the server uses it for the booking's check-in/out time and for the arrival-day rule, so the folio and the night audit reflect when the guest actually arrived, not when the network came back.

• The stamp must be within the last 48 hours and never in the future; older rows are refused with occurredAt must be within the last 48 hours and land in Needs attention.
• The booking's status history and the audit log keep who did it and when it was captured.
• Housekeeping and room changes do not carry a stamp; they take the time they are applied.

1. 1
   Desktop (Chrome or Edge)

   Open the app, then choose Install app from the address-bar menu. It appears as “HMS” in your apps and launches on the Dashboard.
2. 2
   Phone or tablet

   Use Add to Home Screen from the browser's share or menu. iPad Safari is supported; the queue works there too.
3. 3
   Updates

   When a new build is deployed, a bar at the bottom says “A new version is available.” Press Update to reload onto it, or Later to finish what you are doing first.

• ⌘K / Ctrl K: jump to the global search box on any screen. Two characters start the search; results are grouped into Bookings, Guests, Rooms and Invoices and only include modules you may see.
• ?: open this guide. Ignored while you are typing in a field or a dialog is open.
• /: while reading the guide, focus the guide search box.
• [ and ]: while reading the guide, go to the previous or next chapter.
• Esc: clears and leaves the global search; closes the mobile sidebar; closes the drawer or dialog on top; cancels an inline text edit without saving.
• Enter: saves an inline text cell (so does clicking away). In the Rooms and Settings number fields it also commits the value.
• Tab: the staff directory cards, inventory department chips and report shortcuts are keyboard-focusable; Enter activates them.

• Every paged list writes its state to the address: /payments?q=okello&status=overdue&page=2. Bookmark the “overdue invoices” view and open it each morning; paste it to a colleague and they land on the same rows.
• Defaults are stripped, so an untouched list has a clean address. Clear in the filter bar resets search and filters in one click.
• Back and Forward walk through your filter history without reloading the page.
• Column sort is in the URL too (sort=, dir=). Tap a column title to sort: first tap ascending, second descending, third clears; dates and amounts start descending. The small filter icon on a title opens a popover with that column's values, counts and presets.
• If rows disappear while you are on page 9 of 8, the list snaps back to the last real page by itself.

Views

• Every module opens on its table (list) view. Modules with more views (List, Cards, Pipeline, Board, Calendar, Grid, Floor and so on) remember your last choice per module in a cookie on this device; phones default to Cards.
• Add ?view=kanban (or grid, calendar…) to a link to force a view for whoever opens it; the URL wins over the remembered preference.

Rows per page

Change Rows (25 / 50 / 100) under any table once and every paged list on this device opens at that size from then on, including the very first server render, so there is no flash. The preference is a small cookie, like your theme.

• Inline selects: click a status, priority or assignee cell and pick; it saves at once with a small spinner. An error rolls the cell back and shows the server's message as a toast.
• Inline text: cells with a pencil on hover open an input; Enter or clicking away saves, Esc cancels. Money cells are right-aligned and formatted.
• Toggles: yes/no switches (active, blocks room…) flip and save on click.
• View-only: with View access the same cells render as plain text titled “View only”; nothing to unlearn when your role changes.
• Kanban drag: press and move a card more than a few pixels to start a drag; the target column highlights as you hover. Works with a mouse, touch and pen. Columns the card may not enter do not highlight. Clicking a card (without moving) still opens its drawer.
• Drag on a button, link or field inside the card does nothing, so you can use the card's own controls without accidentally moving it.

• Bookings, rooms, housekeeping, maintenance, POS tickets, invoices, staff, exports and notifications all refetch when someone else changes them. Paged lists refetch the current page in place, keeping your filters.
• The bell badge, toasts and the notifications page all update from the same feed; muted categories (Settings → Notifications) never toast.
• When the tab is in the background and device alerts are on, new alerts arrive as system notifications instead of toasts.
• The socket reconnecting is also what flips the Offline pill back and replays queued work (see the Offline chapter).

• Quick add (the plus icon), jumps to Bookings, where New booking is the first action. Fastest route to a walk-in.
• Dark mode: the moon/sun icon. The choice is a cookie, so it applies to the very first paint after a reload; no flash.
• User guide: the book icon or ?. The guide is public: send /guide/bookings#check-in to a new hire before their account exists.
• Bell: the last few alerts and a link to the full feed; the count is live.
• Sidebar: the panel icon collapses it to icons on desktop and slides it in on phones; Esc closes the mobile sidebar. A lock on a module means view-only for your role.
• Demo chip (demo sandbox only), shows the time left, switches you to any role in one click, and Reset my demo data throws the sandbox away and starts fresh.

• Print an invoice: open it in Payments and press Print in the drawer footer; the PDF opens in a new tab ready for the browser's print dialog. Email sends the same PDF to the guest's address on file.
• POS receipts: closed tickets have a receipt PDF the same way.
• Exports: Reports queue PDF/Excel files in the background; the Exports card lists them with status, kind and requester, and a live event marks each one done. Generated files are kept for 30 days.
• Print this guide: the chapter header has a Print button; the layout collapses to one clean column.
• Install as an app: Install app in Chrome or Edge, Add to Home Screen on a phone. Full-screen, on the home screen, offline-capable front desk.

• Lists use a numbered pager (“Showing 26–50 of 313”, Prev / Next, page numbers with gaps). Compact pagers inside drawers and card views show Prev / Next and “3 / 12”.
• The Audit log pages the same way since M4.14; the page, sort and filters sit in the address bar, so page 3 of a filtered trail can be bookmarked.
• Nothing scrolls infinitely, so the browser's Find (Ctrl F) always searches exactly what is on screen.

• Your sandbox lasts 24 hours and is private to your browser. Change anything, nobody else sees it.
• Open the Demo chip to switch role without signing out; the page reloads as that person.
• Reset my demo data discards every change and clones a fresh hotel (a few seconds). Handy after a training session. Ten resets an hour per address.
• The sign-in page's demo panel can also prefill the classic email/password or PIN forms with a demo account, so you can show both sign-in flows inside your own sandbox.

• 400 Bad request: the form has a value the server will not accept. Fix the value and retry. Validation failures list the field and reason (“Validation failed”).
• 401 Unauthorised: the session is gone. The app refreshes it silently once; if that fails you land on sign-in.
• 403 Forbidden: your role may not do this. Ask an administrator or a supervisor.
• 404 Not found: the record vanished (deleted, or another sandbox). Refresh the list.
• 409 Conflict: the action is not allowed from the record's current state, or another desk got there first. Read the message; refresh; act on the new state.
• 429 Too many requests: throttled. Wait the stated time.
• Offline / 502: nothing reached the API. See the Offline pill section below.

You were sent back to sign-in

Your access cookie lives 15 minutes and refreshes silently while you work; the refresh token lives 30 days. You are bounced when the refresh is refused: you signed out elsewhere, an administrator deactivated your account (This account has been deactivated), your password was changed (all sessions are revoked), or the refresh token expired. Sign in again. If the API was merely unreachable, the app keeps your cookies and treats it as offline instead.

“You don't have access to …”

A module page shows a lock and “Your role (Receptionist) isn't permitted to view this module” when your level for that module is None. User Roles needs Full on Settings; the Audit log is for Super Admin, Hotel Manager, Security or anyone with Settings Full. Role changes take effect within about 15 seconds without signing out. Contact your administrator if you need access.

Too many sign-in attempts (429)

Ten failed attempts for the same email (or the same hotel PIN) from your address within 15 minutes lock it out: Too many failed sign-in attempts. Try again in 15 minutes or Too many failed PIN attempts. Try again in 15 minutes. Password reset requests are limited to three per address per 15 minutes (Too many reset requests. Try again later). A successful sign-in clears the counter.

The Offline pill, or “Request failed (502)”

When the API cannot be reached, no network, or the proxy answers 502/503/504, the app raises an offline condition instead of an error. The top bar shows Offline; whitelisted front-desk actions queue, everything else shows “You appear to be offline” or “Could not load this page”. Check the connection and wait; the pill turns to Syncing and disappears by itself. If it stays grey while other sites work, the API is down, tell whoever runs the server. See the Offline chapter for the queue rules.

“A new version is available.”

A bar at the bottom means a new build was deployed and downloaded. Press Update to reload onto it (finish typing first, unsaved drawer edits are lost), or Later; the next full reload picks it up anyway.

Demo sandbox expired

Sandboxes live 24 hours. When yours is swept, the next request answers This demo has expired(401) and you land on the sign-in page; the chip may have read “Demo · expired” for a few minutes before. Pick a role again to get a fresh sandbox. If the host is busy you may see The demo is at capacity right now. Please try again in a little while (503) or You have started several demos recently. Try again in an hour (429, six starts per hour per address).

Which module a screen counts under: Housekeeping and Maintenance are Rooms; POS, Restaurant and Inventory are Payments; User Roles, Settings and the Audit log are Settings.