Front Office PMS guide

Take a Reservation With a Firm Quote First

Quote the stay before you book it, so the rate your front desk tells the guest is exactly the rate the PMS charges.

Your desk can quote and confirm a stay in under half a minute. Choose the room type, dates and meal plan, and the system calculates the price from your rate card: season, occupancy, extra adult, child and plan included.

Nothing is saved until you have the figure. Your receptionist reads it to the guest first, then confirms the booking.

What every reservation holds

The guest. Search once to find or add them. A person exists only once across all your properties, so a repeat stay never creates a duplicate profile.
The business source. Walk-in, phone, direct website, corporate, travel agent or OTA. It drives the bar colour, splits your reports and decides who the invoice goes to.
The payer. The guest at checkout, a company on credit, or an OTA that has collected already. Set a company's payment terms once when you open the account, and every booking under it follows them.
A locked rate. Whatever price is entered at booking is the price each night posts at. The desk can set the price up to arrival; once the guest is in house, changing it is a recorded decision with a name attached.

How holds work

You can hold a room while the guest pays online. It is pulled from sale for one hour, the guest gets a payment link, and the hold either turns into a booking or frees the room. A background job checks every minute, so no hold overstays its hour.

Group reservations

Book a party as one reservation covering several rooms, plus a list of who sleeps where. Copy it to a new date later, and check in or bill each room separately or through the master.

If you try to book a closed room, a stopped night or a stay shorter than the minimum, you get one clear sentence back. Your booking engine and channel manager show the very same message.

Other Front Office PMS guides

A Tape Chart That Shows Rates, Rules and RoomsSee every room, night and booking on one hotel tape chart, with the rate, minimum stay and stop-sell sitting right above the bars. Fast Guest Check-In With ID and Advance on One BillCheck guests in from one screen with ID capture, the existing advance folio and an instant room release when the last guest leaves. Printable Guest Registration Card on Your LetterheadPrint the guest registration card (GRC) straight from the booking, on your hotel letterhead, and reprint it whenever you need. Guest Folio With Split Billing WindowsKeep one guest folio per stay, or split it into billing windows so a company covers the room while the guest settles food. GST Invoices With the Right Slab and a QR CheckIssue a GST invoice for hotel stays with the correct slab, a CGST/SGST split, the buyer GSTIN and a QR code anyone can verify. Quick Check-Out, Settlement and Small Balance WaiversSettle the bill at check-out, transfer it to a company, or waive a small leftover balance with a reason, and keep the bill open to fix later. GST Credit Notes and Debit Notes for Hotel BillsCorrect an issued hotel invoice with a numbered GST credit note or debit note that points to the original, without ever editing the bill. Move Rooms or Upgrade Guests From the ChartMove a guest to another room or upgrade them to a better category from the tape chart, recording why and by whom. No-Show and Cancellation Policies That Charge CorrectlyAttach a cancellation policy to every booking, let the night audit apply no-show retention, and never post a charge you cannot collect. Group Bookings With Rooming Lists and Master BillsManage hotel group bookings as one reservation covering several rooms, with a rooming list and separate or master billing for each room. One Guest Profile Across All Your HotelsKeep one guest profile per person across every property, stop OTA relay emails merging strangers, and catch duplicate bookings early. Admin Corrections on Any Booking, Fully LoggedLet your administrator correct any hotel booking, whether audited, in house, checked out or billed, with every change logged. Block Rooms and Close Dates Across Every ChannelBlock an out-of-order room or close dates for the hotel in a right-click, and your OTA channels update within the same minute. Daily Arrivals, Departures and In-House ListsSee expected arrivals, departures and in-house guests each morning, with the rate and payment mode on every row your desk needs. Track Every Outstanding Balance and Payment LinkSee every outstanding hotel balance in one panel and follow each payment link until you know whether the money arrived. A Full Audit Trail on Every BookingEvery booking keeps an audit trail of who created, changed, moved, checked in or billed it, with the time and the computer used. Confirm, Don't Block: How Exceptions Are HandledThe PMS blocks only actions that would make the money wrong; for every other exception it shows a warning, asks once and logs who approved. Bill Discounts With Reasons, Limits and ApprovalsGive a discount on the whole bill, room, food or one line, reduce the GST with it, record a reason and name, and need a manager above your limit. Early Check-In Fees and Late Check-Out ChargesSet early check-in fees and late check-out charges in hourly bands as a percentage or flat amount, with manager waivers and a full report. Undo Front Desk Mistakes Before the Day ClosesUndo the desk's actions on a booking until the night audit runs, restore cancelled bookings, and let an admin reopen a zero-balance bill.