📋 System Overview

A Odoo based Hotel Management System that integrates all aspects of hotel operations including room management, hall management, restaurant services, housekeeping, laundry, transportation, and online booking capabilities with secure payment processing.

🎯 Core Features & Modules

👥 User Roles & Responsibilities

🌐 Website Integration Features

📊 Comprehensive Reporting System

🔒 Security & Integration Points

⚙️ Installation & Setup Guide

1. 1

   Activate the Hotel Module

   Navigate to Apps and activate the Hotel module.

   Apps → Search "Hotel" → Install/Activate
   
2. 2

   Grant Admin Access

   Provide admin access rights to the admin user.

   Users & Companies → Users → Grant Admin Rights
   
   
3. 3

   Configure Default Settings

   Set default prices and operating hours from the Configuration menu.

   Set Default Discount Access from the Configuration menu.

   Hotel → Configuration → Manage Pricing and Time / Manage Discount
   
   
4. 4

   Set Razorpay API Keys For Online Payments

   Go to System Parameters and add the following entries:

   razorpay.api.key : your_key
   razorpay.api.key.secret : your_secret_key
   Settings → Technical → System Parameters
   
   
   
5. 5

   Fiscal Localization

   Ensure Fiscal Localization is properly configured for all companies.

   
6. 6

   Enable Website Customer Login (Optional)

   If you want users to log in through the website:

   Go to Website → Settings → Under Privacy → Customer Account, change the option to Free Sign Up

   
   
7. 7

   Multi-Company Setup

   If you add new company then add sale, bank and cash journals from invoice and add Fiscal Localization.
   Invoicing → Configuration → Journals

   Sale Journal

   

   Bank Journal

   

   Cash Journal

   

   Fiscal Localization

   
8. 8

   Configure Gift Cards

   From the configuration menu, you can define the rules for gift cards, such as the amount awarded based on the duration of a stay.

   Hotel Management → Configuration → Gift Cards → Configurations
   
9. 9

   Generate and Manage Promo Codes

   The system allows for the generation and management of promo codes from the configuration menu. Admins can define discount types, amounts, expiry dates, and usage limits.

   Hotel Management → Configuration → Promo Codes → Generate Codes
   Hotel Management → Configuration → Promo Codes → Promo Codes

   Generate Promo Codes Wizard

   

   Promo Code Form

   

   Generated Promo Codes List

   

👨‍💼 Admin work flow of the system

1. 1

   Add Rooms, Halls and Facilities of the room

   Hotel Management → Rooms → View Rooms → New
   Hotel Management → Halls → View Halls → New
   Hotel Management → Configuration → Room Facilities → New
   
   
   
   
   

1. 2

   Room and Hall Booking

   To confirm a booking paid in cash, when the Create Sale Order button is clicked, we assume that the deposit amount has already been received. Therefore, the booking is confirmed, and the deposit is considered a down payment.
   
   However, if the selected journal is Bank, the payment is made online through Razorpay. Once the payment is successfully completed, the booking is confirmed, and the sale order invoice is created.

   Hotel Management → Rooms → Room Booking → New
   Hotel Management → Halls → Hall Booking → New
   

   Room Booking

   

   Hall Booking

   

   For the Bank payment method, the Razorpay payment system opens as below.

   
   

1. 3

   Room Booking Flow

   After confirmation, the sale order is created with room and facilities details. The user can now access the transportation service and also cancel the booking.

   

   Applying a Promo Code & Discount

   During booking, users can enter a gift card code to receive a discount on their final amount. In addition to gift cards, users or admins can apply promo codes for further discounts. The system also supports manual discounts (fixed or percentage) that can be enabled by authorized users.

   
2. 4

   Cancellation Flow

   When a booking is cancelled, the configured cancellation charge is deducted from the deposit and the remaining amount is refunded. If the payment method was Bank, Razorpay processes the refund of the remaining amount within 3–5 working days. The cancellation charge percentage is defined in the Price Configuration menu.

   
3. 5

   Early Check-In

   If the booking start time is still more than 3 hours away, the user may request early check-in (subject to room availability). An early check-in charge is automatically added to the invoice when this option is selected.
   
   At the scheduled check-in time, the user may check in and immediately gain access to transportation, laundry, and restaurant services. All service charges incurred during the stay are aggregated and added to the final invoice.

   
4. 6

   Room Change

   The user may request a room change anytime after confirmation and before checkout.

   • Upgrade: Before check-in, the full rate of the new room applies. After check-in, old room rate is charged up to the change time and the new room rate applies thereafter.
   • Issue in Room: The minimum rate between the two rooms is charged for the entire stay.
   
5. 7

   Checkout

   Once the user has checked out, all services and room access are disabled. The final invoice is generated and no further actions are available.

   
6. 8

   Hall Booking Flow

   When a hall booking is confirmed, a sale order is generated with all hall details. Users can cancel their booking before the event starts.

   
7. 9

   Cancellation, Event-Ongoing & Event-Completion

   The cancellation workflow mirrors the room-booking process: the configured cancellation fee is deducted from the deposit, and any remainder is refunded (if paid via Bank, the balance is returned via Razorpay within 3–5 working days). Once the event starts, the status moves to “Event Ongoing,” and when the event ends, it updates to “Event Completed,” triggering final invoicing.

   
8. 10

   Laundry Service

   Laundry items can be added directly from booking. default price is according to the rates set in the Price Configuration menu. Laundry can also created from laundry menu for room, hall and room booking.

   
   
   
9. 11

   Transportation Service

   Transportation can be arranged at booking or added through the Transportation menu. Available vehicles are configured in the Configuration menu.

   
   
10. 12

    Restaurant Service

    Restaurant orders can be placed during booking or via the Restaurant menu. Menu items are grouped by category—Cocktails, Pastries, Food, Breads, Drinks, and Soft Drinks—and all orders are added to the guest’s final invoice.

    
11. 13

    Seasonal Pricing

    To automatically increase the prices of rooms during a specific time period, This feature allows room rates to adjust based on certain conditions, such as peak seasons, holidays, or demand.

    Hotel Management → Configuration → Seasonal Pricing
    
12. 14

    Seasonal Pricing

    Vehicles are added from confirmation menu and after that they are visible in transportation service.

    Hotel Management → Configuration → Manage Vehicle
    
13. 15

    Housekeeping

    After check-out or Event Completion, the room or hall is sent to Housekeeping for cleaning and preparation. Once housekeeping is finished, the space is marked as available again, transitioning back to “Ready for Check-In” or “Event Ongoing” status.

    
14. 16

    Guest Reviews

    Hotel Management → Guest Reviews
    
    
15. 17

    Manage Records on Website

    Via the Manage Records, the site administrator is able to handle all room-booking operations and also manage Event-ongoing and Event-completion.

    Hotel Management → Rooms → Room Booking → Manage Records
    Hotel Management → Halls → Hall Booking → Manage Records
    

🌐 Website Work Flow of the System (End User / Portal User)

1. 1

   Homepage and Hotel Selection

   The user lands on the homepage and can select a hotel from the network.

   
2. 2

   Choose Booking Type: Room or Hall

   After selecting a hotel, the user can choose to either book a room or a hall.

   
3. 3

   Select and Book a Room

   The user can check room availability and proceed to book, where they can also apply a gift card code for a discount. If the chosen room is unavailable after filling details, they must select another.

   
   
4. 4

   Select and Book a Hall

   Similar to room booking, users can check hall availability or proceed to book directly.

   
   
5. 5

   Login/Signup and Payment

   A login is required to proceed. New users can sign up. After filling necessary details, the user proceeds to payment via Razorpay.

   
   
6. 6

   Booking Confirmation

   A confirmation pop-up is shown after successful payment.

   
   
7. 7

   Current Bookings and Services

   Until check-in, users can access transportation or cancel the booking. Post check-in, they can access transportation, laundry, and restaurant services. For halls, after the event starts, only the current invoice is viewable.

   
   
   
8. 8

   Accessing Services (Transportation, Laundry, Restaurant)

   Users can request and confirm various services which are then added to their booking.

   
   
   
   
   
   
   
9. 9

   Booking History and Invoices

   After checkout, event completion, or cancellation, bookings are moved to "My Bookings" where users can view taken services and download invoices.

   
   
   
10. 10

    Reviews and Ratings

    A review link is sent via email after checkout or event completion, allowing users to provide ratings and feedback. A thank you page is shown after submission.

    
    

📊 Comprehensive Reporting System

1. 1

   Room Booking Reports

   Generate detailed PDF and Excel reports for room bookings, along with comprehensive invoices.

   
   
   
   
   
2. 2

   Hall Booking Reports

   Track hall bookings with specific reports available in PDF and Excel formats, including detailed invoices.

   
   
   
   
3. 3

   Financial and Operational Reports

   Monitor financial transactions and operational efficiency with dedicated reports for payments, housekeeping, laundry, restaurant, and transportation services.