Hotel Management SystemUser guide
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User guide · Start here

Getting started

Signing in with email or PIN, what your role means, trying the demo sandbox, dark mode and installing the app on a phone or desk PC.
Whole guide

Signing in

Two ways in: your email and password, or the shared front-desk PIN plus your name.

The sign-in screen
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  1. 1
    Method switch
    Email & password or Staff PIN.
  2. 2
    Email
    The address your administrator created the account with.
  3. 3
    Password
    Case-sensitive. Ten failed attempts in fifteen minutes lock the address for a while.
  4. 4
    Forgot password
    Sends a reset link to your email (if mail delivery is configured for the hotel).
  5. 6
    Sign in
    Lands on the Dashboard.
  6. 7
    Demo role (demo host only)
    Below the form: pick a role in the dropdown and press Enter demo to open a private sandbox, or use Prefill as to fill the form with that role's demo account.

Email and password

  1. 1
    Open the app address
    Your hotel's address, e.g. operations.yourhotel.com. On the public demo the sign-in form is at the top and the demo role dropdown sits below it.
  2. 2
    Enter email and password
    Passwords are set by an administrator in Staff → Accounts, and you can change yours later in Settings → Account.
  3. 3
    You land on the Dashboard
    The sidebar shows only the modules your role can open.

Staff PIN

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

Your first sign-in: the product tour

New accounts get a short guided tour of the screen, their role and their first tasks. Skip it or replay it any time.

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

  1. 1
    Start the tour, or Skip the tour
    Skipping records that you have seen it; nothing else changes.
  2. 2
    Move with Next and Back, or → ←
    Press Esc at any point to skip the rest. Each module card has an Open link that takes you straight there.
  3. 3
    Finish
    The last card lists first tasks for your role, such as creating a walk-in and checking them in.

Roles and access levels

Your role sets a level per module: none, view, edit or full. The sidebar and every button respect it.

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

Default access matrix (User Roles can change it)
RoleDashboardBookingsRoomsGuestsPaymentsStaffReportsSettings
Super AdminFullFullFullFullFullFullFullFull
Hotel ManagerFullFullFullFullFullFullFullEdit
ReceptionistViewFullEditEditViewNoneNoneNone
AccountantViewViewNoneViewFullNoneEditNone
Housekeeping MgrViewViewFullNoneNoneEditViewNone
MaintenanceViewNoneEditNoneNoneNoneNoneNone
Restaurant MgrViewViewNoneViewEditViewViewNone
HR ManagerViewNoneNoneNoneViewFullEditView
SecurityViewViewViewViewNoneViewNoneNone
None No accessView View onlyEdit Can editFull Full access
  • 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.

Trying the demo sandbox

On the public demo, every browser gets its own private copy of a fully seeded hotel for 24 hours.

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 and installing the app

Toggle the theme from the top bar; install the app for a fullscreen, offline-capable front desk.

  • 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.

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