Modern hostel software- a multifunctional solution that automates the management, analysis of activities and reporting of the hostel. Convenience and practicality at an attractive price.
Hostels, as a budget accommodation option, have received the widest distribution around the world today. They are very popular with a variety of tourists, so the number of rooms in hostels diverges very quickly. And in order to optimize all management processes of such an affordable hotel and automate room booking operations, it is recommended to use modern automated management systems. At the head of such a system is a special hostel software- multifunctional software that provides the user with access to all system tools and at the same time ease of management.
Benefits of implementing an automated system
Correctly selected and adjusted hostel software will provide the following benefits:
- optimization of the processes of booking and accounting for the number of rooms;
- operational monitoring of occupancy;
- management of documents with guests;
- automated reporting, etc.
Possibilities of hostel management using software
The number of rooms in such budget hotels is divided into several categories according to the number of beds in the room and additional amenities. And different categories of rooms have different cost. Also, the price of a place in a hostel is affected by seasonality - during the year it can vary widely.
And special hostel software will simplify pricing processes by automatically adjusting the prices offered to guests. Therefore, it is enough to fill in the database of the program once - and then it will take all the work on itself.
Also, such software may be able to synchronize data from its own database and information on the hostel website. In this case, information about changing the number of free beds will automatically change on the site. This will allow you to do without the services of a webmaster.
Modern hostel automation software have ample opportunity to prepare the necessary documentation:
- automatically fill in the necessary forms;
- able to work in different languages;
- ensure the efficiency of documentation creation.
Also hostel programs offer wide functionality for monitoring current activities, demand and all necessary performance indicators, for solving a variety of marketing tasks and, in general, automating the implementation of almost all operations in the hostel.
Price
With such wide functionality, professional hostel software will be quite affordable and will not require the purchase of complex and expensive equipment. The entire database can be hosted on a dedicated server, and the user only needs a PC and Internet access. Thanks to this, programs for budget hotels are distinguished by a very favorable price.
The use of a hotel automation system ensures the clarity of customer service, establishes control over the actions of service personnel and reduces costs. Management of a boarding house, hotel or mini-hotel based on innovative technologies and special software - access to new level services and guarantee the prosperity of your business.
The specifics of the activities of the personnel of boarding houses and hotels differ significantly from other branches of the provision of various kinds of services, since in hotel business you have to constantly interact with large amounts of information regarding room reservations, the number of days of stay, check-out time, etc., provide appropriate reporting, and also monitor the high level of service. Therefore, automated hotel systems are characterized by a wide level of distribution and implementation.
Key Benefits of Hotel Automation
Hotel automation is capable of:
- combine information about the activities of all departments into a single information system;
- make reservations and pay in any convenient way;
- perform accounting of movement, expenditure of hotel resources;
- increase the speed of managing the number fund;
- Minimize the time during the settlement of guests;
- enter the necessary accounting information into a single system;
- organize the logic of the work of the porter, maids, catering staff;
- form an accounting price of the services provided, keep records of profits;
- restrict access areas for personnel;
- improve work safety through the use of video surveillance and other systems.
Hotel automation, the programs for which are available for use by each user, allows you to implement a set of tasks. Their implementation ensures a high level of work and quality service. In other words, hotel automation allows you to modernize the entire complex of providing hotel services, increase the speed of information processing and the level of coordination of personnel actions, while automation of manual labor reduces the likelihood of errors, which affects the quality of reporting. And for management there is a rich layer of material for analyzing business processes.
Hotel Management Software Key Features
Software products for hotel automation belong to a group of special software systems called Property Management Systems - systems for managing real estate elements. In addition to directly HMS, these include software products for managing other facilities (gyms, restaurants, bars), as well as programs for managing warehouse complexes, supermarkets, government agencies.
All proposed HMS have a similar structure, consisting of several main modules:
- block of registration and service of guests;
- control and management services;
- interfaces to external systems.
Any automated hotel has its own set of execution units, but the standard set of functions is as follows:
- receptionist- an important module responsible for the registration and settlement of the guest in the room, and, accordingly, the calculation and eviction. The interface of this service is made in the form of an interactive checkerboard plan of accommodation, which performs all tasks related to accommodation and customer service.
- Booking- a service that allows you to determine the availability or occupancy of rooms for a certain period, as well as create and cancel advance bookings.
- Maid module- serves to plan the schedule of staff on duty, cleaning rooms, forming a list of work performed (cleaning, changing towels, making toilet cosmetics, etc.). Usually, the module performs the calculation of the number of points received by the staff in the performance of work, and it also controls the availability of mini-bars.
- Administration- the service is intended for setting up the work of the software product itself, changing prices, exchange rates, etc.
- Accounting- serves to transfer information for further processing to accounting programs (as a rule, this is "1s"). But there are some hotel software products with the capabilities of "1s".
Interaction with external systems
Automated hotel management is used in conjunction with a variety of external systems that control the operation of equipment in the hotel and provide a range of diverse services to guests.
The equipment used in the hospitality business includes:
- Fiscal registrars for conducting any financial transactions with payment and credit cards and cash, which guests can pay.
- Access control systems - electronic locks of "offline" and "online" types are widespread. The latter send to the main program information about personnel access, unauthorized access attempts.
- Energy saving - one of the applications of the access system - the so-called energy-saving pocket, designed to store a key card, turn on the electricity in the room. Certain automated systems can set the temperature in the room based on the presence / absence of residents, etc.
- Special pay-TV systems that allow guests to watch TV channels, without advertising or “video on demand”. This demonstration is provided by content providers and is broadcast only on the hotel network.
- The possibility of online booking - a service with which the guest can choose and book a room on their own. This increases the level of confidence in the hotel, increases the influx of customers.
- Automation systems for bars and restaurants - organizes the automation of the order and transfer to execution, accounting for stocks and control of the movement of goods, protection from unscrupulous workers.
Important! Organize guest services so that grocery bills are paid at check-out. Why the system requests information about the guest, his account status, transmitting information about the services used.
Programs for hotels in the Russian market
- smart hotel- the most powerful software for hotel management, operating on the 1c platform. This program performs any required function for hotel automation, including hotel headquarters and restaurant management.
- Fidelio is a software that has been used in the Russian hotel business for more than 30 years. The cost of installation is determined on an individual basis and mainly depends on the size of the hotel, the equipment of the hotel. And also it should be noted that one of the most expensive software systems.
- Edelweiss is a Russian development, the cost of which is determined by the number of jobs.
- 1C Hotel- the most inexpensive and simple solution, the price depends on the number of jobs.
Summing up
Of course, hotel automation is a mandatory step for the growth and development of your own business. But before you start automating the business processes of your hotel, it is recommended to formulate the main requirements and tasks for such a system. Usually, the choice is in favor of the system that is more in line with the opportunities relevant to the hotel or hotel at the current stage of development.
The program for the WinHotel Pro hotel allows you to keep a record of booking requests from guests at the hotel, inn, recreation center, boarding house, motel, sanatorium. Automates the work of checking in guests at the hotel. visual booking. Room reservations are made in the checkerboard of the room fund, where you can enter a new reservation request or edit it. In the booking request, you can take into account payments from the client, which form mutual settlements.
The WinHotel Pro program has been designed to meet the needs of temporary accommodation establishments and its wide functionality covers all aspects of guest registration. The use of a convenient program is recommended for the following establishments: hotels, hotels, recreation centers, boarding houses, motels, sanatoriums.
The WinHotel Pro program has wide functionality, which includes everything you need:
numbering accounting. The program takes into account the entire hotel room stock, regardless of its size, which allows you to quickly see all the necessary data for each room;
daily accounting of rooms occupied by guests. Accounting is implemented in a table with a list of numbers and dates. In order to understand which room is occupied, when the check-in was and when the room will be free, one glance at the table is enough - in accordance with the date, it displays the name, surname and patronymic of the guest, and all the data about his stay in the room. In addition, next to the number is reflected its cost in rubles;
operational accounting of applications in the hotel. The application form allows you to quickly calculate the cost and fill in all the necessary data: date, name of the client, number of his passport, hotel room, which he plans to occupy, food and other data. In accordance with the date and time of arrival and departure, as well as the cost of the room, the program automatically calculates the total cost. In addition, it is possible to take into account discounts as a percentage;
creation of report forms. WinHotel Pro generates a variety of reports, including check-in schedules, accommodation reports, daily reports on the number of guests staying, and settlements with visitors;
room booking. In order to mark the booked rooms, you need to open the room stock, implemented in the form of a table. In this table, you can create a new booking request or edit a previously created one. The booking application form allows you to print the contract, bills and vouchers, cash receipts, as well as invoices for paying for services.
WinHotel Pro is one of the best programs for a hotel, hotel automation, hotels!
Reviews about WinHotel Pro
Hotel region 24 Krasnoyarsk
The program is good overall. multifunctional. All necessary reports are available. The editor is accessible and understandable. There are micro flaws, but the developer goes to the meeting, we keep feedback.
Hotel program. Hotel program. Booking software. Hotel management system. Program for a mini hotel. Hotel program.
Hotel management system, hotel management system, recreation center, mini hotel, boarding house, sanatorium, cottage, apartment for rent, saunas, baths, etc. Now hotel automation becomes easier and more convenient.
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Automation of a hotel, hotel, mini hotel, motel, hostel, recreation center, sanatorium, boarding house, sauna |
Small video clips that in general terms show how to work with the hotel management program (the program on the video may differ from the current version): |
It is important to understand that the program is not a complete solution. This is just an example of a possible configuration. All organizations have their own specifics of doing business and the program can be modified to the needs of a particular organization by removing unnecessary functionality and adding the missing one. You can change the types of tables and card forms, add new directories and tables, create printables based on samples, etc.
If you need to automate the management of a hotel or mini hotel, then you are on the right track! The program is also suitable for a hostel. In every hotel or hotel, it is important to keep records of the number of rooms as detailed as possible, and here you can not do without CRM for the hotel. Hotel management based on our platform will allow you to create an up-to-date list of rooms and inventory assigned to each room. For each room, you can specify its parameters, such as how many guests it is designed for and how many extra beds. The platform allows you to add your own parameters - for example, you can add a "sea view" checkbox, etc. The program for the hotel allows you to distribute all rooms according to buildings and floors. In the main accommodation / booking form of the hotel program, the date of arrival and departure is indicated, and the program calculates the number of days and hours. The booking program contains a single database of clients and when booking a client is selected from a common database or quickly entered into this database if the hotel program did not find him in the system. Hotel accounting allows you to enter any necessary data and information about the guest: his last name, first name, patronymic, passport details and contact information. Hotel management allows you to take into account the sources from which the client learned about the hotel - this significantly optimizes advertising costs. Accounting in the hotel can attach images and files. This can be, for example, a scan of the guest's passport.
Personnel management in the hotel is also implemented to a sufficient extent. For example, for employees, you can maintain a separate work schedule for shifts. The program for the hotel allows you to specify the status of cleaning for rooms: "Cleaned", "Checking", "Cleaning". The hotel application will show the responsible employee a list of rooms that need to be cleaned.
Control in the hotel is also carried out on the movement of financial resources. First of all, hotel automation will help keep records of all payments and debts for customers. In a special payment table, you can enter both positive payments (income) and negative payments (expenses). The manager will be able to understand when running the hotel what prepayments are made and what debt remains with the guest. The hotel management system will allow you to take control of all company expenses: rent, employee benefits, room renovations, running costs. The system allows you to add expense items and make negative payments on them. With this approach, the hotel's automated system provides an opportunity, through built-in reports, to show what money is mainly spent on and where the hotel budget can be optimized. The hotel program will improve the level of service and quality of services provided, which in turn will surely attract new customers and, along with them, profit. If you have a small mini hotel, the program will completely cover the issues of accounting for all objects and operations.
The hotel management system is a universal platform where our specialists can add missing fields, reports, printables and other modules. The hotel guest accounting program and full hotel automation will no longer seem overwhelming if you use the right tool in the form of a universal hotel accounting system.
Screenshots
The main form of the program for a hotel or inn. Schedule of placements of guests in rooms by day. Hotel management. hotel program.
A unique system for selecting free rooms for a certain period. It is enough to specify the date and time of the beginning and end of the range and the system will automatically calculate which numbers will be free during this period.
Schedule of placements in rooms by the hour. CRM for the hotel.
Placement card. You can attach guests, services, payments, etc. to the accommodation. On the booking card of the hotel program, you must indicate the dates for which the selected room is booked. In this case, the client is selected from the general database of clients. If the client has not yet been entered into the database, the program for the hotel allows you to add him on the same form without closing it. You can attach images and files to the placement card.
Reference book of tariffs and price- sheets. Tariffs allow you to flexibly manage pricing. For each room you need to specify the rate. Each tariff may contain several price lists for flexible adjustment of the cost of placement. In the list of price lists, you can specify a price list that will be automatically selected by default when creating a new placement. To do this, you only need to check the "Default" checkbox for one price list.
Card of the client, guest. The client can be individual as well as legal
Number card. For the room, you can keep inventory records
Room cleaning control
The number of breakfasts, lunches and dinners for clients staying at the hotel
Keeping a journal of payments. Positive payments are income, negative payments are expenses.
Consolidated profit report
Visualization of statistics data in the form of graphs and charts.
Monthly income
Average Price per Room (ADR) / Revenue Per Room (RevPAR)
The amount of placements by numbers
Universal printing form "Customer's account"
Classic invoice. There are two invoice options: an invoice indicating the parameters of accommodation and a list of services, and an invoice indicating only accommodation.
Printed form "Incoming cash order" or PKO.
Print form "Questionnaire 1-G"
The first 60 launches of the program works in demo mode without any restrictions. After 60 launches, the program will switch to the free version mode. The free version can be used without time limits.
To purchase the program, you need to select the type of license.
Licenses are divided into several types depending on the restriction on the maximum number of entries in the directory of numbers - i.e. the number of numbers in the "Numbers" directory. The number of users who can simultaneously work with the program is not limited.
| License | Restrictions | Price |
| Free | 5 numbers in the directory "Numbers". You cannot create new fields in tables and modify existing ones. | is free |
| Simple | 10 numbers in the directory "Numbers". | 10 000 rubles |
| Extended | 20 numbers in the directory "Numbers". | 15 000 rub. |
| professional | 30 numbers in the directory "Numbers". | 20 000 rubles |
| Premium | 40 numbers in the directory "Numbers". | 25 000 rub. |
| Unlimited | no limits. | 40 000 rubles |
The license is paid only once. The license is not tied to a specific computer. The term of the license is not limited.
To switch from one type of license to another, you must pay the difference in cost between the current and required licenses plus 25%.
The hotel business always goes hand in hand with tourism. Of course, automation in this area can have a significant impact on the competitiveness of a company engaged in this service sector. This review will consider the "Hotel" program, which automates the work of a hotel administrator. The program visually shows the room occupancy plan, calculates the amount of services provided and generates reports on room occupancy and payment.
The main window of the program, in which the main work is carried out, is the "Layout Plan" window. It is a table defined by two dimensions: horizontally - dates of the calendar, and vertically - hotel rooms grouped by buildings. When booking or settling a room, you just need to select a range of cells for the selected room for a certain period. The specified range will be colored, and the user will be prompted to fill in the check-in parameters: the list of guests, the scope of services, the period of employment of the room, and the like. Thus, the program clearly shows the availability of rooms, the dates of settlement and release; there cannot be an erroneous check-in of the room by different guests.
On the toolbar of this window, you can set a filter by building or category of rooms, specify the interval for viewing the check-in plan, find a guest, or put a room for renovation (the selected range of cells will be grayed out).
When the period of stay of the guest is selected, the user must fill out the room card. The card's main parameter is its identifier, which will be displayed on the placement plan. As an identifier, you can specify the name of the incoming guest, a date range, or just any number. 
The card window is divided into four tabs. The first tab specifies the dates of arrival and departure, the number of guests staying and one of the actions: booking, check-in or check-out. Depending on this action, the interval of cells in the accommodation plan will be filled with its own color: booking - green, check-in - blue, check-out - pink.
The second tab contains a list of living guests. And on the third one, you can specify the list of services provided (accommodation, meals, booking, additional services), calculate their amount, and, if necessary, print an invoice. 
On the last tab of the card, information is entered about each fact of payment for the services provided. Here you can see the unpaid balance if the payment was made partially. 
Based on all the entered data, the program allows you to build several reports: a list of arrivals, a list of departures, a list of residents, a cash register, a payment report. The program has a built-in report designer, and if desired, you can change appearance any of the reports generated by the program. However, the program does not have the ability to create new reports. 
All reference information can be viewed and edited in the "References" window. The window is divided into two areas: the first is the list of directories, the second is the list of elements of the selected directory. 
Room prices are periodic details, that is, they can store a value for a specific date. The history of price changes can be viewed and edited in the directory "Categories of rooms". 
In the program settings, in addition to other parameters (such as database location, currency, company details), you can set the parameters for calculating services. Here you can set:
- method of payment for the room (per person per day or per room per day);
- method of payment for the reservation (fixed amount or percentage of the room price);
- the amount of the recreational fee per person;
- VAT percentage.
Remarks
There are no such concepts as checkout time, check-in and check-out time. A limited set of reports and the inability to develop new ones. The owner of the hotel will certainly not interfere with analytical reports: "Dynamics of settlement", "Dynamics of profits", "History of price changes" and the like. By expanding the functionality of the program towards analysis, it is possible to develop a system for optimizing room occupancy and maximizing profits due to seasonal price changes.
Summary
An intuitive interface, ease of use, combined with a low price make the program attractive for use in small and medium-sized hotels. The visual display of the status of the rooms is aimed at simplifying the work of the administrator, and the provided set of reports will facilitate the workflow with accounting.
