Hotel Management Software Features

Resort Manager is a comprehensive integrated software package for hotel property management.

Resort Manager is a complete and all-inclusive system perfect for small-to-large-scale hotels and boutique villas.

It offers the necessary front desk, reservations, and point-of-sale modules, along with finance and inventory management modules.

All hotel management components of Resort Manager are fully integrated, and it runs on a multi-currency, multi-lingual, and multi-user basis. As a result, data entry errors are reduced, and overall business efficiency is improved.

The features of the hotel management system are displayed below.

The Front Desk, Reservations, Guest Relations, Point of Sales, and Reporting are available in both the Resort Manager and Resort Manager Lite versions.  The Back Office, Finance, and Inventory control are only available in the Resort Manager version.

Front Desk

The Front Desk module handles all common front desk functions, such as check-in processing, in-house guests, task reminders, and phone directories. It also includes the Night Audit Wizard, which makes it easier to close off the day’s business activities and restart the system on the next business day. This is a significant advantage of having a property management system.

All of these processes have pre-defined options, which a manager frequently assigns and controls with the Settings tools.

Front Desk

The Check-In Wizard feature guides the operator through all the necessary stages to book in the unexpected guest(s).

The Check-In Wizard ensures:

• availability of the requested room type for the requested duration of stay.

• allocation of a suitable, clean room.

The Front Desk module’s Guests In-House component covers all guests staying in the resort as well as any desk folios.

All folios for guests, groups, and visitors (desk) are conveniently accessible.

Check-in and check-out dates are easily visible, as is the ongoing balance of the folio charges.

The Night Audit wizard walks you through the automated processes needed to complete the day’s processing.

Various operations, such as adding room charges to guest folios, uploading financial transactions to the general ledger, gathering statistics, and generating a standard set of daily reports, are all undertaken.

The final duty is to advance the system’s date to the following day in preparation for the new day’s transactions.

Front-of-house workers can become overwhelmed by guests’ requests, administrative chores, and incoming phone calls. The next shift may easily lose track of and forget notes made quickly.

The Tasks feature consolidates all to-do tasks so that all employees can see at a glance what is outstanding and requiring prompt attention.

Opening any entry provides further information about the task, such as who created the task and who it has been was assigned to, as well as the status of completion.

The Search tool searches across the entire hotel system, including reservations, folios, and groups. Searches can also be filtered by standard date ranges, upcoming bookings, bookings from the previous year, or any date required.

Cancelled reservations can also be reopened via the Search form.

The Guest Phonebook allows you to look for any guests staying at the property, not just the person who made the reservation.

This is very handy for connecting phone conversations or delivering messages.

The Room Status module provides an interactive list of all hotel rooms.  Housekeeping personnel can see:

• specifics about each room’s location
• the type of room.
• occupying guest names with check-in and check-out dates.
• each room’s current, colour-coded status.
• The date the linens were last changed.


Before a guest arrives, the Reservations module handles every aspect of their stay, including bookings, guest information, room assignment, special requests, etc.

The Room Calendar with its custom filters enables quick “room optimisation.”

Front desk employees can get all the information they require regarding future room availability, including rates and exclusive discount periods, from the Availability feature.



Reservations can be manually entered into a New Reservation form, or they can be produced automatically via the Channel Manager.

The availability of previous visit information facilitates automatic identification of returning visitors and expedites reservation creation.

Additional operations, such as checking guests in, cancelling reservations, printing guest check-in forms, and sending out standard email correspondence to guests, can all be completed from the bookings menu.

Easily create and manage group reservations with our user-friendly interface. Our intuitive booking system allows you to reserve multiple rooms for a single group, simplifying the reservation process. 

Tailor room blocks to meet the specific needs of each group. Customise room types, allocate specific floors, and set booking restrictions to ensure a seamless and organised stay for your guests.

Resort Manager hotel property management software is designed to streamline the group booking process, ensuring efficiency and convenience for both hoteliers and guests.

All reservations are shown on the room calendar, along with details for rooms that are unavailable.  It is possible to filter the rooms by room type and room amenities.

It is strongly advised for boutique resorts and hotels with less than 100 rooms or villas to assign rooms as soon as fresh reservations are received in order to guarantee availability and prevent visitors from being moved during their stay.

Room optimisation is made simple with the use of the Room Calendar feature, which offers quick and simple observation of occupancy and booking status along with simple drag-and-drop capability.

The hotel’s room availability is displayed on the Availability form, along with the percentage occupancy rate as of the current date and future availability. When responding to phone inquiries about availability and lodging rates, this function can be extremely helpful.

When you move the cursor over any room for a future date, a box with the relevant rates and the number of required nights will open.


Managing room rates can be done in a variety of different ways.  One has the ability to enter seasonal rates, which can then be overridden during holiday periods.

As an additional option, Rates Rules may be specified to enable the rates to be automatically raised or lowered in accordance with the availability of the rooms in real time.

Rates may be expressed in either the base currency of the installations or any other currency that has been configured inside the system.

Guest Relations

There is a comprehensive record of all hotel guests contained inside the Guest Relations module.

This includes people who have stayed in the hotel or who have utilised the resort’s facilities.

This master list can be utilised for marketing purposes as well as for the purpose of analysing trends in spend or stays in the resort.


Guest Relations

Every hotel visitor has a record. This can be used as a reference as well as to provide tailored hospitality services.

Along with the normal visitor information, there are fields additional fields for Comments, Likes, and Dislikes, as well as an alert check box.

In addition, there are menu buttons to launch a thorough contact information form and a demographics form.


There is an option to merge redundant guest records into a single record to eliminate the complications associated with duplicate guest records.

In addition, if there are numerous guests from the same household, contact information can be copied to different entries.

Exporting guests is a powerful marketing tool.

There are numerous filters available for the exported list of guests, including contact, demographic, and stay information. The user can also choose which fields to export.

These exports can also be used to send out automated emails, such as pre-arrival emails, post-departure emails, birthday or holiday marketing, and so on.

Point of Sales

Our Point of Sale (POS) system is a sophisticated piece of technology designed to streamline and simplify the sales transaction process.

Its goal is to create a platform that manages the complete sales process, from product selection to payment processing, in an effective manner.

A POS system’s primary job is to reliably and quickly capture sales data, such as item information, quantities, and pricing. This automation not only lowers the possibility of human error, but it also speeds up the checkout process, increasing consumer happiness.

Point Of Sales Terminal

A hotel or resort can have several stations and outlets, such as bars, restaurants, and spas.

Categories are used to group products from the same family so that they can be assigned to the appropriate outlet to ensure terminals only display products suitable for that outlet.

Finance and Cost of Account numbers are assigned to each category to allow connectivity with the Finance module.

The Product List offers a list of all products in the Point of Sale system and includes product category, name, price and discounts, tax, and other information.

Product recipes can also be entered to compute cost prices and, if necessary, to reduce stock levels automatically. This option is not available in the Resort Manager Lite system.

Desktop or laptop PCs, dedicated PoS terminals, tablets (iOS or Android), and mobile devices are all examples of point-of-sale terminals.

Each terminal can be optimised depending on its physical characteristics, such as touchscreen and screen size, as well as the outlet types it will be used in, such as a bar, restaurant, retail store, or spa, among others.

It is possible to personalise regular products by using modifiers, such as adding additional toppings to pizzas or having poached eggs with my breakfast.

Modifications like these can either provide the chef with additional information or result in an additional expense.

Box for takeout, plate for sharing, or information about allergies are some examples of the additional information that can be provided to the kitchen by means of messages.

The End of Day Wizard allows you to close the outlet at the end of the business day with minimal bother and paperwork.

The End of Day Wizard will walk the operator through the process, ensuring that all bills for the day are closed and all terminals are properly logged out.

In addition, the wizard will move all financial information to the Finance module and lower stock levels of products in product menus. The Resort Manager Lite version does not include this feature.


With a 360° perspective of your business, you can make more precise judgements.

Providing important reports that offer real-time and historical data about your company’s operations.

Every module has numerous reports that provide the breakdown needed to analyse the inner workings of each department.

Custom reports can also be created to fit the needs of your particular business.

All reports can be viewed, printed, or exported to Excel and other formats.



Resort Manager‘s Finance or General Ledger module is based on double-entry accounting principles.

When configured, the finance system defines and maintains all business transactions automatically. The method streamlines transaction input and drastically lowers the margin for human error.

Resort Manager is designed to work in numerous currencies and tax schemes, making it suitable for use in any financial country.

Finance And General Ledger

Transaction entries serve as the foundation for all financial records put into the Resort Manager system and contain information about all movements between accounts.

Accounting transactions are recorded using standard double-entry techniques. These transactions can include any predefined currency.  To limit the possibility of human entry errors, templates called Journal Definitions are used for manual entry.

To further decrease the chance of human errors, all entries must be approved after being validated.

An account is a distinct record of each asset, liability, equity, revenue, and expense type.

The Chart of Accounts is the foundation of every accounting system and contains a detailed listing of all accounts in the system.

Accounts are used to track all income, expenditure, assets, and liabilities.

Resort Manager supports many currencies.
These currencies can be used to pay for hotel rooms, purchases, and a variety of other financial transactions.

Currency conversion rates can be manually entered or, with our optional add-on, delivered daily into your system.

Rates can be set separately for both buy and sell Forex currency transactions.

Budgets can be applied to any account, although they are most typically used to track progress versus expectations in the Income, Cost of Sales, and Expense accounts.

Budgets are entered using financial periods, with 12 periods in a year.

There are reports available to compare actual revenue and expenses compared to budgeted expectations.


Accounts payable (A/P) refers to the money that a business is required to pay out to its suppliers.

The money that is owed to be received from guests and agents is referred to as Accounts Receivable, or A/R for short.

Customers (A/R) and Vendors (A/P) are the components that make up the Accounts module.

This module is linked directly to the guest folio, purchasing, and point-of-sale modules.

Accounts Payable And Accounts Receivable

Any vendor invoices with postponed payments will be reported in the Accounts Payable module.

Once paid, these payments are also recorded, along with any credit notes or discounts that were used.

Reports are offered to allow for payment scheduling and to identify any outstanding invoices.

Any client invoice for which payment has been agreed to be delayed will be noted in the Accounts Receivable module.

Once paid, these payments are recorded, as are any credit notes or discounts provided.

Reports are available to detect any invoices that have been outstanding for an extended period of time, as well as statements.

Inventory Control

Stock items include all materials and products, both perishable and non-perishable, purchased by a hotel and kept in stock until needed.

The Inventory Control module is linked to the Finance module in order to record the value of inventory held and the financial ramifications of any stock movements.

Stock control must be carefully controlled and monitored in order for a business to run efficiently.  The Resort Manager Stock module automates many of the tasks necessary to ensure proper stock control.

Inventory Stock Control

Stock records act as a comprehensive and well-organized database that methodically maintains and manages information about a company’s inventory.

These records contain critical information about each stock item, such as product descriptions, available quantities, unit pricing, and total values.

The stock record allows organisations to monitor inventory levels, support seamless order fulfilment, and optimise supply chain management by providing real-time updates and precise documentation.

Stock movements refer to the dynamic and continual tracking of changes in the number and status of goods in a company’s stock.

To maintain an accurate and up-to-date picture of the inventory, this procedure entails tracking every movement of stock items, including acquisitions, sales, returns, and modifications.

Stock movements provide vital insights into the movement of items through the supply chain, allowing firms to monitor stock levels, spot trends, and predict demand fluctuations.

A stock audit is a vital process for methodically examining and validating the integrity of a company’s physical stock against the inventory system’s recorded stock levels.

This investigation includes reconciling records of stock transactions, such as receipts, issues, and adjustments, with the actual physical count of products on hand.

A stock audit’s principal duty is to uncover any discrepancies, inaccuracies, or probable anomalies in inventory data, ensuring that recorded stock levels correspond to real goods in the warehouse or storage facilities.

A purchase request and a purchase order are essential components of an hotel’s procurement procedure.

A purchase request formalises the requirement for a purchase and launches the procurement of goods or services.

A purchase order, on the other hand, is a document issued by the hotel to a supplier that authorises the procurement of the required products or services. It lays down the agreed-upon terms, such as item descriptions, quantities, pricing, delivery dates, and payment terms.

Direct purchases are items purchased directly from the vendor without the use of a market list or purchase order.

These purchases are recorded in order to add products to inventory and track expenditures.

The Food and Beverage Department uses it the majority of the time, whether shopping from traditional markets or purchasing daily specials, etc.

Market lists serve as a comprehensive inventory and procurement tool, allowing for the methodical and effective administration of goods required for day-to-day operations.

The hotel’s purchasing department frequently compiles a market list that lists the supplies required for several departments, primarily food and beverage and guest services.

For each item, it gives particular quantities, specs, and often preferred vendors. The market list is helpful in streamlining the purchase process and ensuring that the hotel always has sufficient stock levels of essential supplies.