Hotel and residential building management
From the moment a room is booked to the last line on the bill: the room board and timeline, arrivals and departures, payments and deposits, housekeeping, maintenance, laundry and stores, approvals and reports — and a phone app for everyone who works in the building.
Fully in English and fully in Arabic, right to left, with each user choosing their own language. Every property runs its own copy of the system, on a database of its own.
We walk you through the whole system on sample data, at a time that suits you.
An illustration from the room board — not real data.
The index
Not modules bought one at a time — all of it is in the system from the first day, and each member of staff sees the part that is their job.
For guests and for companies, for a short stay or a monthly let, and several units in one booking on one folio. Stays extended or shortened and re-priced on their own, and a guest moved to another room part-way through.
Every unit's state tonight, by floor or by type, and a timeline of up to 92 nights that a guest can be moved across. The same unit cannot be booked twice for the same night — the database itself refuses it.
Rate plans with tiers by length of stay, weekend rates and rates for each source. And the sources themselves — booking sites, agencies, companies and your own sales staff — each with its commission and its usual way of paying.
The day's arrivals and departures, the civil ID or passport attached to the guest's record, key cards handed out, returned and lost, and a bilingual registration form for the guest to sign.
Proforma, final and upgrade invoices, and a bill for the company and another for the guest on the same booking. KNET, cards, bank transfer and cash, deposits held, and every payment matched against the bank statement.
A shift closed by counting the cash against what the system says, with any difference reported, and bank deposits recorded with their slip number. The books closed up to a date, so nothing before it can be changed.
A discount above the allowed limit, a refund, a check-in before payment, a check-out with money owing — asked for by the desk with a written reason, decided by a manager at a desk or on a phone, with both sides told.
Cleaning lists that put first the rooms a guest arrives in today, and the room checked before departure with photographs. A departure cannot be closed until every finding is charged to the guest or waived.
A fault reported where it is by tapping what is wrong — air conditioning, electrics, plumbing — reaching the maintenance phone at once and followed until it is fixed; then the room goes back to cleaning or straight back on sale. And notes on each unit, with photographs, followed until done.
The laundry's price list by the piece, what went out each day and what came back. Stock of food, linen and cleaning materials in their units of measure, allowances for each kind of room, and anything beyond them charged to the guest or given free.
Every booking credited to the salesperson who sold it, and a monthly target for each of them. Commission on money received for nights already stayed, and what arrives late kept in a balance until the target is met.
For a building with no front desk: the guard sees only their own building's bookings and what is still to collect, and photographs the receipt on their phone for whoever made the booking to record the payment.
The phone app
Everyone who works in the building has their screens on their phone, and each of them sees only what is their job.
Occupancy, average nightly rate and revenue per available unit, revenue by source, the nights ahead, payments and refunds, debts by age, deposits held and income received in advance — exported to PDF and Excel.
And several properties in one system — hotels and residential buildings — each with its own code, logo and check-in and check-out times, and one screen that adds all their figures together.
Getting started
From the first call to the first guest checked in on the system.
| Stage | What happens |
|---|---|
| Live demo | We walk you through the system on sample data and answer your questions |
| Setting up | Your properties, unit types and rooms, rate plans and booking sources, and the users and their roles |
| Bookings in hand | Future bookings and guests already in house entered before the first day |
| Training | A session for each team — reception, housekeeping and maintenance, accounts and management — and a user guide inside the system arranged by job |
| Going live | The first working day with us alongside, and the phone app on every team's phones |
Questions
Yes. Every property has its own copy of the system and its own database, at its own address — there is no shared database between customers, so there is no technical way for one property's data to appear at another.
Yes. A long stay is priced by the month — a full month at the monthly rate and any extra days in proportion — and a let is renewed by extending the booking. A building with no front desk has the building guard role, who sees that building's bookings and what is still to collect.
Bookings from booking sites are recorded with their source, their reference number, their commission and how they are paid — a virtual card or payment on arrival — and have a commission report of their own. The system does not connect to the booking sites automatically: a booking is entered as it arrives.
Both, completely. Each user chooses their language in their own account without affecting anyone else, and each user's notifications arrive in their language. Documents printed for the guest are always in both.
Yes. The currency is set for each property when it is installed, and every amount is kept to three decimal places. Payment methods include KNET, Visa, Mastercard, American Express, bank transfer and cash, each with its bank fees, so the net amount that arrives is known.
The screens stay usable from a copy kept on the phone, and anything recorded without a connection is kept and sent on its own when the signal returns.
A copy of the database twice a day, sent somewhere off the server, checked automatically to have arrived, and kept for thirty days.
Tell us what kind of property you run and how many units it has, and we will arrange a live demo inside the system: from the booking to the invoice, and from the front desk to the housekeeper's phone.
