Hotel Management Suite

by MG-Visionary

$ 433.77

v 19.0 Third Party

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Complete multi-property hotel management for Odoo 19

🛎 Reservations 🔄 OTA Sync 💳 Billing

🏨 Multi-Property 📊 Dashboard 📈 Reports

modules merged

one install

security roles

access control

OPL-1

commercial

€380

Odoo 19 v19.0.1.0.0

MG-Visionary · mgvisionary.com

Overview

What Is Hotel Management Suite?

A single Odoo module that gives you a complete hotel management back-office — from walk-in reservations to Booking.com sync and full accounting integration.

Everything in one install

Hotel properties & rooms with real-time status
Reservation lifecycle: Draft → Confirmed → Check-in → Check-out
Guest profiles with passport, nationality & stay history
Deposit invoices, final invoices, credit notes & penalty invoices
Cancellation policies with automatic penalty calculation
Booking.com two-way sync (availability, rates, pull reservations)
Per-hotel reservation numbering (e.g. PLAZA/2026/00001)
Occupancy, ADR, RevPAR and revenue reports
Real-time admin dashboard with KPI widgets
Role-based access: Admin · Manager · Receptionist · Finance

Security roles at a glance

Role	Hotels	Reservations	Invoices	Reports	Config
Admin	All	All	All	All	Full
Manager	Own	Own	Own	Own	Rooms & rates
Receptionist	Own	Own	Create & pay	—	—
Finance	—	Read-only	Full	All	—

Installation

Installing the Module

Only one module needs to be installed. Everything is bundled inside.

Copy the module to your addons folder

Place the mg_hotel_management folder inside your Odoo custom addons directory (the path configured as addons_path in your odoo.conf).

Important: Do NOT install any sub-module folders separately. Only install mg_hotel_management — it contains all the code in one place.

Update the module list

In Odoo go to Settings › Activate Developer Mode, then Apps › Update Apps List.

Install Hotel Management Suite

Search for Hotel Management Suite and click Install. Odoo will automatically install all required dependencies (base, mail, account, web, base_setup).

After installation: a Hotel menu appears in the top navigation bar. You are ready to configure.

Setup Guide

Step-by-Step Configuration

Follow these steps in order. Completing all steps before taking reservations ensures billing, access control and channel sync work correctly from day one.

Configure Global Settings

Navigate to Settings › Hotel Management (scroll to the Hotel section).

Setting	Default	What it controls
Default Check-in Time	14:00	Pre-filled on new properties. Display only — does not block early check-ins.
Default Check-out Time	12:00	Pre-filled on new properties.
Free Cancellation Days	3	Global fallback used when a reservation has no cancellation policy assigned.
Default Tourist Tax Rate (%)	0	Informational reference. The actual tax is set per-property as an account.tax record.
Allow Overbooking	Off	When OFF, confirming a reservation on an already-booked room raises an error. When ON, a warning is posted in the chatter instead.
Channel Sync Interval (min)	15	How often the automatic job syncs with OTA channels.

Create Hotel Properties

Navigate to Hotel › Configuration › Properties › New

Field	Required	Notes
Name	Yes	Full hotel name, e.g. Plaza Hotel Main Branch
Code	Yes	Short unique identifier, e.g. `PLAZA1`. This becomes the prefix for all reservation numbers at this hotel (`PLAZA1/2026/00001`). Cannot be changed later without renumbering.
Company	Yes	Link to an Odoo company. For a legally separate entity create a dedicated company first. Each company has its own accounting, currency and users.
Timezone	Yes	Used for check-in/out time display and OTA date calculations.
Check-in / Check-out Time	No	Property-level override of the global default.
Property Manager	No	Automatically granted the Hotel Manager security role and added to this company.
Allowed Users	No	Receptionists and staff. Automatically granted Receptionist role and company access on save.

Automatic reservation numbering: When you save a new property, a dedicated ir.sequence is created automatically using the property code. The first reservation at this hotel will be numbered CODE/YEAR/00001. Each hotel's counter is independent.

No manual group assignment needed: Security roles are synced every time you save a property. The manager and allowed users are added/removed from the correct Odoo groups automatically.

Set Up Amenities

Navigate to Hotel › Configuration › Amenities › New

Amenities are services or features that can be attached to room types or added individually to reservations.

Field	Description
Name	e.g. Breakfast, Wi-Fi, Parking, Airport Transfer
Price	Additional charge per reservation. Set to 0.00 for included amenities.
Is Included	When checked, this amenity appears on reservations but does NOT add a charge to the invoice (e.g. free Wi-Fi).
Icon	Font-Awesome icon class for display purposes (e.g. `fa-wifi`).

Create Room Types

Navigate to Hotel › Configuration › Room Types › New

Room types define the category of room (Standard, Superior, Deluxe, Suite, etc.) and set the base pricing.

Field	Description
Property	Which hotel this room type belongs to.
Name	e.g. Standard Double, Deluxe Suite
Code	Short code used in channel sync mappings (e.g. `STD`, `DLX`).
Base Price per Night	Default nightly rate. Pre-fills every new reservation for rooms of this type. Can be overridden per reservation.
Capacity	Maximum number of guests.
Amenities	Amenities included for this type (e.g. Wi-Fi, Breakfast). These appear automatically on reservations for this room type.

Create Rooms

Navigate to Hotel › Configuration › Rooms › New

Each room is a physical bookable unit associated with a property and room type.

Field	Description
Property	The hotel this room belongs to.
Room Number / Name	e.g. 101, 205, Penthouse. Must be unique per property.
Room Type	Links the room to a room type and its pricing/amenities.
Floor	Floor number for housekeeping reference.
Capacity	Overrides the room type default if this specific room fits fewer or more guests.
Status	Available / Occupied / Maintenance / Blocked. Updated automatically by the reservation workflow. Can also be changed manually with the header buttons.
Extra Amenities	Room-specific extras on top of what the room type provides (e.g. a particular room has a balcony jacuzzi).

Maintenance mode: Use the Send to Maintenance button to take a room out of service. It will not be selectable for new reservations while in this status.

Configure Billing Per Property

Open a property form and go to the Billing tab.

Field	Description
Tourist Tax	Select an account.tax record (set up first in Accounting → Taxes). This tax is applied as a separate line on every invoice for this property.
Room Revenue Account	The income account used for room charge invoice lines. Must be of type Income or Income Other.
Default Deposit (%)	Percentage of total price required at booking (default 30%). Pre-fills new reservations and can be overridden per reservation.
Default Cancellation Policy	Automatically applied to new reservations at this property. Can be overridden per reservation.

Create Cancellation Policies

Navigate to Hotel › Configuration › Cancellation Policies › New

Penalty Type	Behaviour when free window expires
No Penalty	Cancellation is always free, regardless of timing.
Percentage	A percentage of the total reservation price is invoiced automatically on cancellation.
Fixed Amount	A fixed monetary amount is invoiced on cancellation.
No Refund	100% of the total price is invoiced (full forfeit).

How the penalty is triggered: When a receptionist or manager clicks Cancel on a reservation, the system checks today's date against the free cancellation window. If the window has passed, a penalty invoice is created automatically and linked to the reservation before the state is set to Cancelled.

Set Up OTA Channel Sync (optional)

Navigate to Hotel › Configuration › Channel Manager › Channel Configurations › New

Select the Property and Channel Provider (e.g. Booking.com).
Enter the External Property ID — your hotel ID on the channel's extranet.
Enter your API Username and API Password from the channel.
Keep Sandbox Mode ON during testing. Switch it OFF for production.
Add Room Mappings: for each Odoo Room Type, enter the Channel Room Type ID and Rate Plan ID from the channel's extranet.
Set Active to ON and save.
Click Test Connection to verify the credentials.
Click Pull Reservations Now to do an initial import of existing bookings.

Automatic sync: Once active, a scheduled job runs every 15 minutes (configurable in Settings). It pulls new reservations from the channel, pushes available room counts, and pushes current prices. All operations are recorded in Hotel › Configuration › Channel Manager › Sync Logs.

Assign Administrator and Finance Users

The Hotel Administrator and Hotel Finance roles must be assigned manually, as they grant cross-property access.

Navigate to Settings › Users & Companies › Users. Open a user record and in the Access Rights tab find the Hotel section:

Role	When to assign
Hotel / Administrator	Group owner, general manager, or anyone who needs to create/delete properties and see all hotels.
Hotel / Finance	Accountants who need read-only reservation access plus full invoice and report access across all companies.

Receptionist and Manager roles are assigned automatically via the Property form (Allowed Users / Property Manager fields). You do not need to set those manually.

Daily Usage

Receptionist Guide

Everything a receptionist needs to handle walk-ins, phone bookings, check-ins and check-outs.

Creating a Reservation

Navigate to Hotel › Reservations › New

Select the Guest

Type the guest's name in the Guest field. If they have stayed before, select their record — all previous stays are visible on their profile. For a new guest, click Create and Edit to fill in their passport/ID, nationality, date of birth and gender before saving.

Select Property, Room and Dates

Choose the Property first — this filters the available rooms. Then select the Room. The Price per Night is automatically filled from the room type's base price. Enter Check-in and Check-out dates — the number of Nights and Total update instantly.

Overbooking protection: If the room is already booked for the selected dates, confirming the reservation will show an error (or a warning if overbooking is permitted in Settings).

Add Extra Services

In the Extra Services tab, add any amenities the guest wants (airport transfer, breakfast, spa access, etc.). Amenities flagged as Is Included add no charge. Others are summed in the Extra Services field and added to the total.

Set Booking Source

Choose the Source: Direct, Phone, Walk-in, Email, Booking.com, or Other. This feeds into occupancy and revenue reports to show which channel generates the most business.

Confirm the Reservation

Click the Confirm button in the header. The reservation number (e.g. PLAZA1/2026/00042) is assigned, the room status changes to Occupied, and the OTA channel receives an updated availability push.

Draft → Confirmed

Check-In Workflow

Find the reservation

Go to Hotel › Reservations. Use the Arriving Today filter to see only guests due today. Or use the Availability Calendar view for a visual overview.

Create Deposit Invoice (optional)

If your property requires a deposit, click Deposit Invoice in the header. An invoice for the deposit amount (Total × Deposit %) is created and linked. Open it, confirm it, and register payment.

Click Check-in

Click the Check-in button. This is only available on or after the scheduled check-in date. The reservation moves to Checked-in state.

Confirmed → Checked-in

Check-Out & Invoicing

Open the reservation

Use the Departing Today filter in Hotel › Reservations to find guests checking out today.

Create the Final Invoice

Click Invoice in the header. The system generates an invoice with:

One line: Room × N nights × price per night (with tourist tax if configured)
One line per paid extra amenity
One negative deduction line for any existing deposit invoice

Open the invoice, confirm it, and register payment from the guest.

Click Check-out

Click the Check-out button. The room status automatically changes back to Available.

Checked-in → Checked-out

Handling Cancellations

Before clicking Cancel: Check the reservation's Cancellation Policy field and today's date. If the free cancellation window has passed, a penalty invoice will be created automatically.

Open the reservation and click Cancel. A confirmation dialog appears.
Confirm. If a penalty applies, the invoice is created automatically and shown in the Invoices tab.
The reservation state becomes Cancelled and the room is freed.
To re-use the same record (e.g. guest rebooks), click Reset to Draft.

Confirmed → Cancelled → Draft (Reset to Draft)

No-Show

If a confirmed guest does not arrive, click No-show. The room is freed. No automatic penalty invoice is created — handle billing manually if needed.

Guest Profiles

Navigate to Hotel › Guests to see all guests who have at least one reservation. Click any guest to open their Odoo contact record, which shows:

Passport / National ID

Document number for check-in registration compliance.

Date of Birth & Nationality

For guest registration forms required by local authorities.

Stay History

All past and future reservations across all properties.

Guest Notes

VIP preferences, allergies, special requests — visible to all staff.

Availability Calendar

Navigate to Hotel › Availability Calendar for a month-view calendar of all reservations. Reservations are color-coded by room type. Click any entry to open the reservation form.

Daily Usage

Hotel Manager Guide

Managers see all reservations and data for their assigned property and can access pricing, reports and channel sync.

Dashboard

Navigate to Hotel › Dashboard. The dashboard shows real-time KPIs across all properties you manage:

Today's Reservations

Total active reservations arriving today.

Today's Check-ins

Guests in Checked-in state today.

Today's Check-outs

Guests checking out today.

Occupancy Rate

Occupied rooms ÷ total active rooms × 100, live.

Upcoming Arrivals

Next 7 days — guest name, room type, dates.

Weekly Revenue Chart

Revenue per night for the current week across all active stays.

Top Hotels (Month)

Revenue ranking of your properties for the current month.

Recent Invoices

Last 5 hotel invoices with payment status.

Click Refresh in the top-right of the dashboard to reload the data at any time.

Managing Room Rates

Navigate to Hotel › Configuration › Room Types. Open a room type and edit the Base Price per Night. This new price takes effect on all reservations created after the change. Existing reservations keep their original price unless manually edited.

Channel sync: Rate changes are pushed to OTA channels automatically on the next sync cycle (or manually via Push Rates on the channel config form).

Managing Rooms

Use the header buttons on any room form to change its status:

Button	New Status	When to use
Set Available	Available	After maintenance is complete or to unblock a room.
Send to Maintenance	Maintenance	Room is being repaired or cleaned and cannot be booked.
Block	Blocked	Permanently out of service (e.g. owner suite).

Occupancy & Revenue Reports

Navigate to Hotel › Reports. All reports are SQL-based views that update in real-time.

Report	What it shows	Best used for
Occupancy Report	Per-day: occupied rooms, total rooms, occupancy %, revenue, ADR, RevPAR per property and room type.	Weekly/monthly performance review, seasonal trend analysis.
Revenue Report	Per-month: reservation count, nights sold, room revenue, amenity revenue, total revenue per property and source.	Monthly financial summary, channel contribution analysis.

Use the Pivot, Graph and List view toggles to change how data is displayed. Apply the Group By filters (property, month, room type, booking source) to drill down.

Key metrics explained:
ADR (Average Daily Rate) = total room revenue ÷ rooms sold on that day.
RevPAR (Revenue per Available Room) = ADR × occupancy rate. Higher RevPAR means you are filling rooms at a good price.

Channel Manager

Navigate to Hotel › Configuration › Channel Manager › Channel Configurations. Open your channel config to:

Click Pull Reservations Now to immediately import bookings from the channel.
Click Push Availability to immediately send current room availability.
Click Push Rates to immediately push current prices.
Click Test Connection to verify your API credentials are working.

The Sync Logs tab shows every operation with timestamp, direction, status and the full API payload for debugging.

Daily Usage

Finance Team Guide

Finance users have read-only access to reservations and full access to all invoices and reports.

Invoice Types

Invoice Type	Created by	When	Contents
Deposit Invoice	Receptionist / Manager	After confirmation, before check-in	One line: Deposit amount = Total price × Deposit %
Final Invoice	Receptionist / Manager	After check-in or at check-out	Room nights + amenities + tourist tax − deposit deduction
Full Invoice	Receptionist / Manager	Any confirmed/checked-in/checked-out state	Room nights + amenities + tax (no deposit split)
Penalty Invoice	System (automatic)	On cancellation when policy penalty applies	Penalty amount per the cancellation policy
Credit Note	Receptionist / Manager	When a refund is needed	Full reversal of the reservation amount

Price Calculation Reference

price_per_night  = room_type.base_price (editable per reservation)
nights           = checkout_date − checkin_date (days)
amenity_total    = sum of extra amenities where NOT is_included

total_price      = (price_per_night × nights) + amenity_total
deposit_amount   = total_price × deposit_percentage / 100

─── Final Invoice Lines ────────────────────────────────────
Room charge      = price_per_night × nights  [+ tourist tax]
Extra services   = one line per paid amenity
Deposit deduct   = −deposit_amount  (if deposit invoice exists)
─────────────────────────────────────────────────────────────
Balance due      = Room charge + Extras + Tax − Deposit paid

Finding Invoices

All hotel invoices are standard Odoo invoices and appear in both:

Accounting → Customers → Invoices — the standard Odoo invoice list (all companies).
Reservation form → Invoices tab — invoices linked to a specific stay.

Filter by mg_hotel_reservation_id is set in the accounting list to see only hotel invoices.

Revenue Reports

Navigate to Hotel › Reports › Revenue. Finance users have access to all properties. Use the month grouping and pivot view to build monthly summaries by property, room type or booking source. Export to Excel with the standard Odoo download button.

Administrator

Administrator Guide

Admins have unrestricted access across all hotels, companies and configuration options.

Adding a New Hotel to the Network

Create a new Odoo Company for the hotel if it is a separate legal entity (Settings → Companies → New).
Go to Hotel › Configuration › Properties › New.
Fill in Name, Code (unique, becomes the reservation prefix), and Company.
Assign a Property Manager and any Allowed Users.
Save — the reservation sequence is created automatically.
Add Room Types, Rooms, Cancellation Policies and Billing settings (Steps C–F in the Setup Guide).
Optionally set up a Channel Config for OTA sync (Step G).

Changing a Property Code

Warning: Changing the property code changes the prefix of all future reservation numbers at this hotel. Existing reservations keep their original reference numbers. The sequence counter does NOT reset — it continues from where it left off.

To change the code: open the property form, edit the Code field and save. The sequence prefix updates automatically.

Assigning Cross-Property Roles

Navigate to Settings › Users. Open the user and assign:

Hotel / Administrator — for general managers and system administrators who need access to all hotels.
Hotel / Finance — for accountants who manage invoices across all properties.

Receptionist and Manager roles are always managed via the Property form, not here.

Multi-Company Architecture

One company per hotel

Each hotel has its own Odoo company → own currency, chart of accounts, bank accounts, and P&L. Managers only see their company's data.

Shared company (branches)

Multiple hotels can share one company. Useful for branches of the same legal entity. Access is then controlled by the Property's Allowed Users list.

Reservation numbering

Each property gets its own sequence regardless of company structure. PLAZA1/2026/00001 and PLAZA2/2026/00001 can both exist simultaneously.

Webhook Endpoint (Real-time OTA Push)

For OTAs that support real-time push notifications (instead of polling), the module exposes a public endpoint:

POST  /hotel/webhook/<config_id>
Content-Type: application/json

# config_id = the database ID of the hotel.channel.config record
# Payload: {"reservation": {...}} or a list of reservation dicts

The channel config ID is visible in the URL when you open the channel config form in Odoo. Provide this URL to the OTA in their extranet's webhook settings.

Troubleshooting

Common Issues & Solutions

Symptom	Cause	Solution
"Cannot confirm — room already booked"	Overbooking protection is active and another confirmed reservation overlaps.	Choose a different room or date. Or enable Allow Overbooking in Settings (not recommended).
Reservation number shows "New" after saving	No sequence found for this property — the property code may have been set after installation.	Go to the property form and re-save it. The sequence is created on save. Upgrade the module if the property existed before this feature was added.
Cannot check in — button is greyed out	Check-in date is in the future.	Check-in is only allowed on or after the scheduled check-in date. Adjust the date or wait.
Channel sync fails / error in Sync Logs	Wrong API credentials or the channel is in maintenance.	Click Test Connection on the channel config. Verify the API username, password and hotel ID in the channel's extranet. Check Sandbox Mode setting.
Duplicate reservations from OTA	Should not happen — deduplication is based on External Reservation ID. If it does, the channel sent a new ID for the same booking.	Check the OTA extranet for the reservation IDs. Cancel the duplicate in Odoo. Contact channel support.
Cancellation penalty not created	No cancellation policy assigned to the reservation, or the free cancellation window has not expired yet.	Check the Cancellation Policy field on the reservation and the Free Cancellation Days on the policy. If the window is still open, no penalty applies.
User cannot see the Hotel menu	User has no hotel security role.	Add the user as Property Manager or Allowed User on a property form and save. Or assign Hotel / Administrator or Hotel / Finance manually in Settings → Users.
Invoice has wrong account or missing tax	Property's Billing tab is not configured.	Open the property form → Billing tab. Set Room Revenue Account and/or Tourist Tax.
Room stays "Occupied" after checkout	Checkout was done outside the workflow (e.g. direct DB edit).	Open the room form and click Set Available manually.

Quick Reference

Menu Map

Menu Path	What you find there	Who can access
Hotel → Dashboard	Live KPI dashboard	Manager Admin
Hotel → Hotels	Kanban of properties you have access to	All roles
Hotel → Reservations	List / Kanban / Calendar of reservations	Receptionist Manager Admin
Hotel → Availability Calendar	Month calendar view of all reservations	Receptionist Manager Admin
Hotel → Guests	All contacts with at least one reservation	Receptionist Manager Admin
Hotel → Reports → Occupancy	Daily occupancy %, ADR, RevPAR per property	Manager Admin
Hotel → Reports → Revenue	Monthly revenue breakdown per property and source	Finance Manager Admin
Hotel → Configuration → Properties	Create / edit hotel properties	Admin
Hotel → Configuration → Room Types	Pricing and amenities per room category	Manager Admin
Hotel → Configuration → Rooms	Individual bookable rooms and their status	Manager Admin
Hotel → Configuration → Amenities	Services and extras that can be added to reservations	Manager Admin
Hotel → Configuration → Cancellation Policies	Penalty rules applied at cancellation time	Manager Admin
Hotel → Configuration → Channel Manager → Channel Configurations	OTA credentials, room mappings and manual sync triggers	Manager Admin
Hotel → Configuration → Channel Manager → Sync Logs	Full log of all OTA sync operations	Receptionist Manager Admin
Settings → Hotel Management	Global defaults (check-in times, overbooking, tax rate, sync interval)	Admin

Need help or a custom feature?

We provide installation support, customisation and training for Hotel Management Suite.

info@mgvisionary.com · mgvisionary.com

Hotel Management Suite v19.0.1.0.0 · OPL-1 License · MG-Visionary

Availability	Odoo Online Odoo.sh On Premise
Odoo Apps Dependencies	• Discuss (mail) • Invoicing (account)
Lines of code	3161
Technical Name	`mg_hotel_management`
License	OPL-1
Website	https://mgvisionary.com

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