1 Introduction & Overview

NXT-ePMS is a web-based Hotel Property Management System designed for the Philippine hospitality market. It centralises all hotel operations — from reservations and check-ins to housekeeping, maintenance, billing, and management reporting — in a single browser-based application accessible by all authorised staff.

Property	Parkview Hotel CDO, Cagayan de Oro
Rooms	63 rooms across 4 floors, 16 room types
Currency	Philippine Peso (₱)
VAT	12% (configurable in Settings)
Access	Any modern browser (Chrome, Edge, Firefox) on the hotel network
Booking Number Format	YYYY-MM-NNNNNN — e.g. 2026-06-000012 (year, booking month, 6-digit sequence)

2 Getting Started

2.1 Logging In

1. Open your browser and navigate to the hotel system URL provided by your administrator.
2. Enter your Email Address and Password in the login form.
3. Click the eye icon inside the password field to show or hide your password as you type.
4. Tick Remember me if you are on a dedicated hotel workstation (do not use this on shared or personal devices).
5. Click Sign In. You will be taken directly to the Dashboard.

Login Validations

• Both email and password are required — the form will not submit if either is blank.
• If the credentials do not match any account: "These credentials do not match our records."
• If the account exists but is deactivated: "Your account has been deactivated. Please contact your administrator." — the system does NOT reveal whether the password was correct, only that the account is inactive.
• After a successful login the system records your Last Login timestamp, visible on the Staff list to administrators.

2.2 Forgot Password

1. Click Forgot password? on the login page.
2. Enter your registered email address and click Send Reset Link.
3. Check your email inbox for a message containing a password reset link. The link expires after 60 minutes.
4. Click the link. You will be taken to a Reset Password page. Enter your new password and confirm it.
5. A password strength meter appears below the field — aim for at least "Good" strength before submitting.
6. Click Reset Password. You will be redirected to the login page with a success message.

2.3 Navigating the System

The white sidebar on the left is the main navigation. It only shows modules your role has access to. Clicking a module name takes you to that section. The currently active module is highlighted in teal.

The sticky top header shows the property name on the left and your name / avatar initials on the right. Clicking your name opens a dropdown with:

• My Profile — update your personal details and password
• Sign Out — end your session immediately

Sidebar Group	Modules Included
Operations	Dashboard, Reservations, Check-In, Check-Out, Room Rack
Housekeeping	Housekeeping, Maintenance
Hotel	Rooms, Guests, Point of Sale, Calendar
Revenue	Rate Plans, Channel Manager, Reports, Billing
Admin	Settings, Staff, Roles

2.4 Roles & Permissions

Every staff account is assigned exactly one role. The system has six built-in roles that cannot be deleted:

Role	Access Summary
Super Admin	Unrestricted access to all modules and all actions, including force-deleting records
Manager	All modules except Staff Management and Roles Administration
Front Desk	Dashboard, Reservations, Check-In / Check-Out, Room Rack, Guests, Calendar
Housekeeping	Housekeeping module; view-only access to Maintenance
Maintenance	Full Maintenance access; view-only Rooms
Accountant	Reports, Payments, Billing, POS (view only)

Custom roles with any combination of permissions can be created by the Super Admin (see Section 18).

2.5 My Profile

Access your profile by clicking your name in the top-right corner → My Profile. From here you can:

• Update your Full Name, Email Address, Phone Number, and Position / Job Title
• Change your password by entering your Current Password, then a new password twice

Profile Update Validations

• Email must be unique — if you change to an email already used by another staff account, the save will be rejected.
• To change your password, the current password must be correct; otherwise the form shows an error.
• New password must be at least 8 characters and must match the confirmation field.
• Leaving the password fields blank saves only the profile information without changing the password.

2.6 Dark Mode

Click the moon / sun icon in the top header to toggle between light and dark themes. Your preference is saved in your browser and persists across sessions on the same device.

3 Dashboard

The Dashboard is the first screen after login. It provides a live snapshot of today's hotel operations. All figures are calculated in real time from the database — refreshing the page updates them.

KPI Card	What It Shows	How It Is Calculated
Occupancy Rate	Percentage of rooms currently occupied	Checked-in reservations ÷ total rooms × 100
Arrivals Today	Guests scheduled to check in today	Reservations with check_in = today and status pending/confirmed
Departures Today	Guests scheduled to check out today	Reservations with check_out = today and status checked_in
In-House Guests	Guests currently checked in	Count of reservations with status = checked_in
Today's Revenue	Revenue from check-ins occurring today	Sum of reservation amounts where check_in = today
Available Rooms	Rooms ready for new reservations	Rooms with status = available

Below the KPI tiles:

• Room Status Chart — colour-coded bar showing all 63 rooms by current status (occupied, dirty, clean, available, maintenance, out of order)
• Today's Arrivals — list of pending/confirmed guests due in today with a quick Check In button
• Today's Departures — list of checked-in guests due out today with a quick Check Out button
• 7-Day Revenue Trend — bar chart showing room revenue per day for the past week
• Booking Source Breakdown — pie/share breakdown of active reservations by channel (Walk-in, Booking.com, Agoda, Direct, Airbnb, Online)
• Recent Reservations — the 10 most recently created bookings with status badges and quick links

4 Reservations

The Reservations module handles the complete guest booking lifecycle. Navigate to Reservations in the sidebar.

4.1 Creating a Single Reservation

1. Click + New Reservation in the top-right corner of the Reservations list.
2. Guest Details — enter:
   • Guest Name (required)
   • Contact Number (required)
   • Email Address (optional)
3. Stay Details — enter:
   • Check-In date (required)
   • Check-Out date (required — must be after check-in)
   • The number of nights is calculated automatically and displayed below the dates
4. Room Selection — select one or more room numbers from the list. Rooms that are occupied, dirty, maintenance, or out-of-order on the requested dates are excluded automatically. For a single room, pick one; for a group booking across multiple rooms, see Section 4.2.
5. Rate Plan (optional) — select a rate plan from the dropdown. The nightly rate and total amount update immediately in the rate preview panel on the right. If no plan is selected, the room's rack rate applies.
6. Booking Source — select how the guest booked: Walk-in, Direct, Booking.com, Agoda, Airbnb, or another channel.
7. Guests — enter the number of adults and children.
8. Special Requests — enter any notes or room preferences (optional).
9. Discounts — if a Senior Citizen (SC) or Person with Disability (PWD) discount applies, tick the appropriate checkbox and enter the government-issued ID number. Both types qualify for statutory discounts under Philippine law.
10. Click Create Reservation. A booking number is assigned automatically in the format YYYY-MM-NNNNNN.

Create Reservation Validations

• Guest Name and Contact Number are required — the form will not submit without them.
• Check-Out must be strictly after Check-In — same-day reservations are not permitted.
• At least one room must be selected.
• If the selected room is no longer available on the chosen dates (another reservation was created concurrently), the form returns a conflict error — select a different room.
• If a rate plan has a minimum nights requirement (e.g. 7 nights for a long-stay plan) and the stay is shorter, the plan cannot be applied — the form will show a validation message.
• If a rate plan has Valid From / Valid To dates, it cannot be applied to a stay outside those dates.

4.2 Group Bookings (Multi-Room)

A group booking allows one guest to reserve multiple rooms under a single booking reference. All rooms share the same guest name, check-in, and check-out. Each room gets its own reservation record within the group.

1. On the New Reservation form, hold Ctrl (or Cmd on Mac) and click to select two or more rooms from the room list.
2. Fill in all other fields as normal (guest name, dates, source, rate plan).
3. Click Create Reservation. The system creates one Reservation Group record and one individual reservation per room.
4. You are redirected to the Group Booking page which shows a summary of the group, total amount across all rooms, payments, and a per-room table.

Group Booking Number

The group receives a Group Reference in the format GRP-YYYY-NNNNNN (e.g. GRP-2026-000005). Each individual room also has its own booking number. The group reference appears as a purple Group badge on all related reservations in the list, check-in queue, and check-out queue.

Group Booking Page

Navigate to a group by clicking the Group badge on any reservation in the group, or by clicking the group reference link on the reservation detail page. The group page shows:

• Group reference number, guest name, check-in / check-out dates
• Total amount across all rooms
• Total paid (sum of all payments across all rooms)
• A per-room table: room number, room type, amount, balance due, current status
• A notes section

4.3 Reservation Lifecycle

Every reservation moves through a defined set of statuses. The current status controls which actions are available.

Action	From Status	To Status	Room Effect	Notes
Confirm	Pending	Confirmed	No change	Guest has confirmed; deposit received or guaranteed
Check In	Pending or Confirmed	Checked In	→ Occupied	Guest has physically arrived and received key
Check Out	Checked In	Checked Out	→ Dirty	Guest has departed; room added to housekeeping queue
No Show	Pending or Confirmed	No Show	No change	Guest did not arrive; room remains available
Cancel	Any active status	Cancelled	→ Available (only if was Checked In)	Booking cancelled; payment history is preserved
Restore	Cancelled or No Show	Confirmed	No change	Re-activates a cancelled or no-show booking
Undo Check-In	Checked In	Confirmed	→ Available	Reverses a check-in error; use promptly
Undo Check-Out	Checked Out	Checked In	→ Occupied	Blocked if another guest is now checked in to that room

Activity Log

Every status change, payment, room transfer, and edit is recorded in the Activity Log at the bottom of the reservation detail page. Each entry shows the action taken, the staff member who performed it, and the timestamp. This log is read-only and cannot be edited.

4.4 Payments

Payments are recorded per reservation. Open the reservation detail page and scroll to the Payments card in the right sidebar.

Recording a Payment

1. Click + Add Payment.
2. The payment form shows one row by default. Enter:
   • Amount — in ₱ (required; must be greater than 0)
   • Method — select from Cash, GCash, Maya, Credit Card, Debit Card, Bank Transfer, or Check (required)
   • Reference — transaction ID, cheque number, or receipt number (optional but recommended for non-cash payments)
3. To record a split payment (guest pays part cash, part GCash), click + Add Another Method. A second row appears with its own Amount, Method, and Reference fields.
4. Set the Payment Date — defaults to today. Change this if recording a backdated payment.
5. Add any Notes (optional).
6. Click Record Payment(s). Each row is saved as a separate payment transaction.

Payment Summary Bar

The summary at the top of the Payments card shows at all times:

• Reservation Amount — the total room charge
• Total Paid — sum of all recorded payments
• Balance Due — Amount minus Total Paid (shown in red if outstanding)
• A green Fully Paid indicator when the balance reaches ₱0

Deleting a Payment

To correct an erroneous payment entry, click the trash icon on the payment row. A confirmation dialog appears. Deleted payments are permanently removed. Use this only for data-entry errors — do not delete payments to record refunds (use a notes field for refund tracking instead).

Payment Validations

• Amount must be a positive number greater than zero.
• Method must be selected — the field cannot be left blank.
• Payment Date defaults to today but can be any past or future date.
• The system does not prevent overpayment — you may record more than the reservation amount if needed (e.g. deposit collected before final amount is known).

4.5 Folio & Extra Charges

A folio is the complete bill for a guest's stay, including room charges and any additional charges posted during the stay (room service, minibar, telephone, laundry, etc.).

Adding an Extra Charge

1. Open the reservation detail page.
2. In the Folio Charges section, click + Add Charge.
3. Enter the Description (e.g. "Minibar — Coca-Cola x2"), the Amount, and optionally the Charge Date (defaults to today).
4. Click Save Charge. The charge appears in the folio and is reflected in the balance due.

Deleting a Charge

Click the trash icon next to any folio charge. Confirm the dialog. Deleting a charge reduces the total balance due immediately.

Printing the Folio

1. On the reservation detail page, click Print Folio (or navigate to /reservations/{id}/folio).
2. A printable folio opens in a new page with:
   • Hotel header with BIR-registered name, TIN, and OR prefix from Settings
   • Guest name, room number, booking number, check-in / check-out dates
   • Room charge line item
   • All extra folio charges with dates and descriptions
   • Payments received, grouped by method
   • VAT breakdown (12% inclusive)
   • Balance Due
   • Guest signature block
3. Use your browser's Print function (Ctrl+P) or click Print to send to a printer or save as PDF.

4.6 Room Transfer (from Reservation)

If a checked-in guest needs to move to a different room (maintenance issue, guest request, upgrade, etc.), use the Room Transfer feature on the reservation detail page.

1. Open the reservation detail page for the checked-in guest.
2. In the Room Info section of the sidebar, click Transfer Room.
3. A modal appears showing the current room. Select the New Room from the dropdown — only rooms that are available or clean are listed.
4. Select a Reason from the dropdown:
   • Maintenance Issue
   • Guest Request
   • Upgrade
   • Downgrade
   • Noise / Disturbance
   • Other
5. Add optional Notes for the activity log.
6. Click Confirm Transfer.

What Happens on Transfer

• The original room status changes to Dirty (it needs to be cleaned)
• The new room status changes to Occupied
• The reservation's room number and room type are updated
• An activity log entry is created: "Room transferred from [old] to [new] — Reason: [reason]"

Room Transfer Validations

• Reservation must be in Checked In status — the button does not appear for other statuses.
• Reason is required — the Confirm Transfer button remains disabled until a reason is selected.
• The target room must have status Available or Clean — occupied, dirty, maintenance, and out-of-order rooms are blocked both in the dropdown (reservation form) and at the server level.

4.7 Guest Reminders

Guest Reminders let you schedule tasks associated with a guest's stay — wake-up calls, amenity deliveries, transportation pick-ups, checkout reminders, or custom notes.

Adding a Reminder

1. Open the reservation detail page.
2. In the Reminders card on the right sidebar, click + Add Reminder.
3. Select the Reminder Type:
   • Wake-up Call
   • Amenity Delivery
   • Transportation Pickup
   • Checkout Reminder
   • Custom
4. Set the Remind At date and time (required).
5. Add any Notes (e.g. "Guest requested wake-up call at 5:30 AM for early flight").
6. Click Save Reminder.

Viewing & Acting on Reminders

Reminders appear in two places:

• Reservation detail page — the Reminders card lists all reminders for that reservation, sorted by scheduled time, with their current status (Pending or Done).
• Check-In Queue — an amber "Today's Reminders" panel appears at the top of the Check-In page whenever any pending reminders are due today. Each entry shows the guest name, room, reminder type, time, and notes.

Completing a Reminder

1. Find the reminder on the reservation detail page or the Check-In queue reminder panel.
2. Click Mark Done. The reminder status changes to Done and the completed timestamp is recorded.

Deleting a Reminder

Click the trash icon next to any reminder to delete it. Confirm the dialog. Completed reminders can also be deleted if no longer needed for reference.

4.8 Editing a Reservation

From the reservation detail page, click Edit to open the edit form. You can change:

• Guest name, contact, and email
• Check-in and check-out dates
• Room (if not currently checked in)
• Rate plan — the total amount recalculates automatically on save
• Booking source
• Number of adults and children
• Special requests and notes
• Senior Citizen / PWD discount flag

4.9 Trash & Recovery

Reservations can be moved to the Trash (soft-deleted) without being permanently destroyed. This preserves payment history, folio charges, and activity logs for audit purposes. Permanently deleting a reservation is restricted to Super Admins.

Moving a Reservation to Trash

1. On the Reservations list, find the reservation you want to remove.
2. Click the … (more actions) menu on the right of the row.
3. Click Move to Trash (shown with a trash icon, below a separator line in the menu).
4. Confirm the dialog. The reservation is moved to the trash and no longer appears in normal list views.

Trash Validation

• A reservation with status Checked In cannot be moved to the trash — check out the guest first.
• Moving to trash does not cancel the reservation or change the room status — cancel the reservation first if the room needs to be freed.

Viewing the Trash

1. On the Reservations list page, click the Trash (N) button in the top-right area (only visible when there are trashed reservations; N = count).
2. The list switches to Trash mode, shown with a red "Trash" heading and a back arrow to return to the normal list.
3. Trashed reservations appear with strikethrough booking numbers and reduced opacity.

Restoring a Reservation

1. In Trash view, find the reservation and click Restore.
2. Confirm the dialog. The reservation returns to Confirmed status and reappears in the normal list.

Permanently Deleting a Reservation

1. In Trash view, find the reservation (Super Admin accounts will see a Force Delete button; other roles do not).
2. Click Force Delete and confirm the danger dialog (shown in red).
3. The reservation and all associated records are permanently deleted from the database.

4.10 Reservations List

The main Reservations list displays all active (non-trashed) bookings with their status badges. Features include:

• Sorting — click any column header (Booking #, Guest, Room, Check-In, Check-Out, Amount, Status) to sort ascending; click again to sort descending. Sort direction is indicated by an arrow icon.
• Status filter — click the status tabs (All, Pending, Confirmed, Checked In, etc.) to filter by status.
• Search — type a guest name or booking number in the search box to filter results in real time.
• Group badge — reservations belonging to a group show a purple Group badge. Click it to open the Group Booking page.
• Quick actions — each row has a … menu with context-appropriate actions (Confirm, Check In, Edit, Move to Trash, etc.) depending on the current status.

5 Front Desk Operations

5.1 Check-In Queue

Navigate to Check-In in the sidebar. This page lists every reservation with a check-in date of today that has not yet been checked in (status: Pending or Confirmed).

Today's Reminders Panel

If any Guest Reminders are due today and still pending, an amber panel appears at the top of the Check-In page before the arrival list. It shows each reminder with the guest name, room, type, scheduled time, and notes. Use this panel to ensure reminders are acted on as guests check in. Click Mark Done next to each reminder once it has been handled.

Arrival List

Reservations in the arrival list are ordered by expected arrival time. Reservations where the standard check-in time has passed are highlighted in amber (Overdue) to draw staff attention to waiting guests.

Each row shows: booking number, guest name, room number and type, number of nights, amount, and balance due.

Checking In a Guest

1. Locate the guest in the arrival list.
2. Verify their identity with a valid government-issued ID.
3. Confirm the booking details (dates, room, rate) with the guest.
4. If there is a deposit or advance payment to collect, open the reservation detail page first and record the payment (Section 4.4) before checking in.
5. Click the Check In button on the row. A confirmation dialog appears.
6. Confirm the dialog. The reservation status changes to Checked In and the room status changes to Occupied.
7. Hand the guest their room key.

5.2 Check-Out Queue

Navigate to Check-Out in the sidebar. This page lists all guests currently Checked In whose check-out date is today or earlier (overdue departures).

Each row shows: booking number, guest name, room, check-out date, total amount, total paid, and Balance Due. Rows with an outstanding balance display the balance in red.

Checking Out a Guest

1. Locate the departing guest in the list.
2. Confirm all charges are settled — the Balance Due must be ₱0 before checking out. If there is a balance, click through to the reservation detail page to record the final payment or add folio charges.
3. Optionally print the folio and have the guest sign it (see Section 4.5).
4. Collect the room key from the guest.
5. Click the Check Out button on the row. Confirm the dialog.
6. The reservation status changes to Checked Out and the room status changes to Dirty. The room is automatically added to the Housekeeping queue.

5.3 Room Rack

Navigate to Room Rack for a visual grid of all 63 rooms colour-coded by status. This provides an at-a-glance view of the entire hotel's occupancy.

Room Cards

Each card shows the room number, floor, room type, and status badge. For occupied rooms, the card also shows the guest's name, check-out date, and outstanding balance. For arriving rooms (today's arrivals not yet checked in), the card shows the guest name and expected check-in.

Filters

• Use the status filter pills at the top of the page to show only rooms with specific statuses (Available, Occupied, Dirty, Clean, Maintenance, Out of Order).
• Multiple statuses can be selected simultaneously.
• Clicking a selected status deselects it; clicking "All" resets to showing everything.

6 Housekeeping

Navigate to Housekeeping. This page manages room cleaning and readiness. It is divided into four sections:

Section	Description	Priority
Priority — Arrivals Today	Dirty rooms with a new guest arriving today	Highest — service these first
Dirty Rooms by Floor	All other dirty rooms grouped by floor (1F, 2F, 3F, 4F)	Service in floor order for efficiency
Clean & Ready	Rooms in Clean or Available status	Awareness / inspection queue
Maintenance / Out of Order	Rooms blocked from service	Coordination with Maintenance team

Updating Room Status

Each room card displays action buttons appropriate to its current status. All status changes take effect immediately and are reflected on the Room Rack, Dashboard, and Calendar.

Button	From Status	To Status	When to Use
Mark Clean	Dirty	Clean	Room has been cleaned and is awaiting inspection
Mark Available	Clean	Available	Room has been inspected and is ready to sell
Mark Dirty	Any	Dirty	Room requires cleaning (early departure, guest request for service)
Mark Maintenance	Any	Maintenance	Repair needed; room must not be sold
Mark Out of Order	Any	Out of Order	Extended outage; room completely unavailable
Mark Available	Maintenance / Out of Order	Available	Room has been repaired and cleared for guests

7 Maintenance

Navigate to Maintenance to manage work orders for repairs, inspections, and upkeep across all areas of the hotel.

Creating a Work Order

1. Click + New Work Order.
2. Select the Category that best describes the issue:
   • Electrical  ·  Plumbing  ·  HVAC  ·  Furniture  ·  Appliances  ·  Structural  ·  Other
3. Set the Priority: Urgent (safety hazard, immediate action), High (impacts guest experience), Normal (scheduled repair), or Low (cosmetic / deferred).
4. If the issue is in a specific guest room, select the Room Number from the dropdown. Leave this blank for common areas (lobby, corridors, car park, etc.) and describe the location in the notes.
5. Write a clear Description of the problem and its location within the room or area.
6. If the room must be taken out of service immediately, tick "Mark room as Out of Order". The room status updates the moment the work order is submitted.
7. Click Submit Work Order. The work order is assigned an ID and appears in the Open queue.

Work Order List & Filters

The Maintenance list has three filter tabs: Open, In Progress, and Resolved. Within each tab, work orders are sorted by priority (Urgent first, then High, Normal, Low).

Work Order Statuses & Actions

Status	Available Actions	Meaning
Open	Mark In Progress, View	Logged; repair not yet started
In Progress	Mark Resolved, View	Technician is actively working on it
Resolved	Reopen, View	Repair complete; optionally room released

Resolving a Work Order

1. Open the work order detail page.
2. Click Mark Resolved.
3. If the work order is linked to a room, a prompt asks whether to release the room to Clean or Available. Select the appropriate option and confirm.
4. The work order is marked Resolved with a timestamp. The room status updates if selected.

Reopening a Work Order

If the original issue recurs or the fix was incomplete, click Reopen on a Resolved work order. It returns to Open status. A reason for reopening should be added in the notes.

8 Room Management

Navigate to Rooms. This module provides a complete directory of all 63 rooms across 4 floors.

Room List

The list shows room number, floor, type, rack rate, current status, and quick actions. Rooms are ordered by floor then room number.

Room Detail Page

Click any room number to view its detail page, which shows:

• Room number, floor, type, and rack rate
• Current status with colour-coded badge
• If occupied: the current checked-in guest's name, booking number, and check-out date
• Amenities list (e.g. Air Conditioning, Hot Water, TV, WiFi, Mini-fridge)
• Description / notes
• Maximum occupancy

Editing a Room

Click Edit to update the room's configuration:

• Room Type — one of the 16 defined types
• Description — free-text details
• Rack Rate — the base nightly rate in ₱ before any rate plan discounts
• Maximum Occupancy — maximum number of guests
• Floor — 1 to 4
• Amenities — checkbox list of available facilities

Room Types & Rack Rates

Room Type	Rack Rate	Room Type	Rack Rate
Economy Twin	₱699	Junior Deluxe	₱699
Economy Double	₱699	Superior Deluxe	₱849
Ordinary Twin	₱549	Deluxe Twin	₱899
Ordinary Double	₱549	Deluxe Double	₱899
Standard Twin	₱849	Deluxe Trio	₱1,249
Standard Double	₱849	Barkadahan	₱1,499
Executive Suite	₱1,749	Family Room / Family Room 2	₱1,649
Economy Junior	—

9 My Calendar

Navigate to Calendar. The Calendar provides a Gantt-style timeline view of all reservations: rooms are listed on the vertical axis and dates run across the horizontal axis. Coloured bars represent reservation spans.

9.1 Reading the Calendar

Bar Colour	Status
Green	Checked In (guest currently in the room)
Blue	Confirmed
Yellow	Pending
Grey	Checked Out

• The teal column highlights today's date.
• Bars that extend past the start or end of the current month have rounded ends clipped to indicate continuation.
• Hover over any bar to see a tooltip with guest name, booking number, status, check-in and check-out dates, and number of nights.
• Click a bar to navigate to the full reservation detail page.
• Room labels are sticky — they remain visible as you scroll horizontally through the month.

Month Navigation

Use the ← Previous and Next → buttons to move between months. The URL updates with the selected month so you can bookmark or share a specific month view.

9.2 Filters

Filter	How It Works
Status Pills	Toggle which reservation statuses are visible. Click a status pill to show/hide bars of that status. Multiple statuses can be active simultaneously. Deselecting all statuses hides all bars.
Floor Filter	Select a floor (1F – 4F) to show only rooms on that floor. Select "All Floors" to show all rooms.
Hide Empty Rows	Tick this checkbox to collapse room rows that have no reservations in the current month, making the timeline more compact.
Guest Name Search	Type part of a guest's name. Bars that do not match are dimmed to 20% opacity while matching bars remain fully visible, making it easy to locate a specific guest across multiple rooms.

9.3 Drag-and-Drop Room Transfer

Checked-in reservations (green bars) can be transferred to a different room directly from the Calendar by dragging and dropping the bar onto another room row. This is a shortcut to the same Room Transfer feature available on the reservation detail page.

Visual Affordance

Draggable (checked-in) bars are visually distinguished from non-draggable bars by:

• A persistent green ring around the bar's border
• A six-dot grip icon on the left edge of the bar (brighter on hover)
• The cursor changes to a grab hand when you hover over a draggable bar

Non-checked-in bars (Confirmed, Pending, Checked Out) are not draggable and have no grip indicator.

Performing a Drag-and-Drop Transfer

1. Locate the checked-in guest's green bar on the calendar.
2. Click and hold the bar. The cursor changes to a grabbing hand.
3. Drag the bar vertically to a different room row. As you drag over other rows, the target row highlights with a green glow to indicate it is a valid drop zone.
4. Release the bar on the target room row. A Transfer Modal opens automatically.
5. Review the transfer details shown in the modal:
   • From Room — the guest's current room
   • To Room — the room you dropped onto, with its current status
6. If the target room is Occupied, Dirty, Maintenance, or Out of Order, a red blocking alert appears: "Room [X] is [status] and cannot accept a transfer." The Confirm Transfer button changes to "Room Not Available" and is disabled. You must close the modal and drag to a different room.
7. If the target room is Available or Clean, the modal proceeds normally.
8. Select the Reason for the transfer (required):
   • Maintenance Issue  ·  Guest Request  ·  Upgrade  ·  Downgrade  ·  Noise / Disturbance  ·  Other
9. Add optional Notes.
10. Click Confirm Transfer. The page reloads and the bar appears in its new room row.

Drag-and-Drop Validations

• Only Checked In reservations (green bars) are draggable. All other statuses are fixed and cannot be dragged.
• The Reason field is required — the Confirm Transfer button remains disabled until a reason is selected, regardless of room availability.
• The target room must be Available or Clean — the modal blocks submission and displays a red error for any other status (Occupied, Dirty, Maintenance, Out of Order). This is enforced both in the modal UI and on the server.
• Dropping a bar onto the same room it already occupies will open the modal but there is no functional transfer needed — simply cancel.

10 Guest Profiles

Navigate to Guests to manage the guest database. Each profile stores personal details, contact information, and stay history.

Creating a Guest Profile

1. Click + New Guest.
2. Enter the guest's Full Name, Contact Number, and Email Address.
3. Optionally enter Nationality, Address, and any notes.
4. Upload a copy of the guest's Government-Issued ID (recommended for walk-in guests).
5. Click Save Guest.

Guest Profile Page

The guest profile page shows all past and upcoming reservations linked to that guest, including dates, room, amount, and payment status. This provides an instant stay history for returning guests, which is useful for preferences tracking and loyalty recognition.

11 Point of Sale (POS)

Navigate to Point of Sale. The POS module handles food, beverage, and incidental retail sales separate from room charges.

Processing a Sale

1. Click + New Transaction.
2. Search for a product by name or scroll the product list. Click Add to put it in the order.
3. Adjust quantities using the + and − buttons in the order panel.
4. Select the Payment Method for this transaction.
5. Optionally link the sale to an in-house reservation (allows charges to be tracked per guest).
6. Review the total (including VAT) and click Complete Sale.
7. A receipt is generated and can be printed.

Managing Products

Go to POS → Products to add new products or update existing ones. Each product record has a name, category, price, and active / inactive toggle. Inactive products do not appear on the POS transaction screen.

12 Rate Plans

Navigate to Rate Plans. Rate plans allow you to offer promotional, corporate, group, or long-stay pricing without manually adjusting each reservation's amount.

Rate Plan Types

Type	How It Works	Built-in Example
Percent Off	Deducts a percentage from the room's rack rate. E.g. 10% off ₱849 = ₱764.10 per night.	ARP — 10% off rack
Amount Off	Deducts a fixed peso amount from the rack rate. E.g. ₱100 off ₱849 = ₱749 per night.	LONG — ₱100 off
Fixed Rate	Sets a specific nightly rate per room type regardless of the rack rate. A separate rate grid is entered for each room type.	CORP — fixed corporate rates per room type

Creating a Rate Plan

1. Click + New Rate Plan.
2. Enter a descriptive Name (e.g. "Senior Citizen Discount") and a short uppercase Code (2–6 characters, e.g. "SCD"). The code must be unique across all plans.
3. Select the Type. Based on the selection:
   • Percent Off — enter the discount percentage (e.g. 20 for 20%)
   • Amount Off — enter the peso discount per night (e.g. 100)
   • Fixed Rate — a rate grid appears with one row per room type; enter the fixed nightly rate for each
4. Set Minimum Nights — the minimum stay required for this plan to be applicable. Leave blank or set to 1 for no minimum.
5. Set optional Valid From and Valid To dates to limit the plan to a promotional window. Leave blank for an always-active plan.
6. Ensure Active is toggled on.
7. Click Save Rate Plan.

Rate Plan Validations

• Code must be unique — duplicate codes are rejected.
• Percent Off value must be between 1 and 100.
• Amount Off and Fixed Rate values must be positive numbers.
• For Fixed type, rates are optional per room type — room types without a fixed rate fall back to the rack rate.
• Valid To must be after Valid From if both are set.

Using Rate Plans on Reservations

On the New Reservation or Edit Reservation form, the Rate Plan dropdown lists only Active plans whose minimum nights and date restrictions are met by the selected stay. Selecting a plan immediately shows the adjusted rate in the preview panel. The plan name and discount are shown as a badge on the reservation detail page.

Soft-Deleting a Rate Plan

Deleting a rate plan moves it to a soft-deleted state (it is no longer offered in reservation forms) but existing reservations that used the plan retain their rate and display the plan name historically. Contact your Super Admin to permanently delete a rate plan if truly needed.

13 Channel Manager

Navigate to Channel Manager. This module maps each booking source (channel) to a specific rate plan, so reservations from OTAs and other channels automatically receive the correct pricing.

Channel Performance Table

The top section shows statistics for each configured channel for the current period:

Column	What It Shows
Channel / Source	Name of the booking channel (e.g. Booking.com, Agoda, Walk-in)
Bookings	Number of reservations from this source
Revenue	Total room revenue from this source (₱)
Avg Stay	Average length of stay in nights for this source
Share	This source's percentage of total bookings from all channels
Mapped Rate Plan	The rate plan currently assigned to new reservations from this source

Mapping a Channel to a Rate Plan

1. In the Rate Mapping section, find the channel you want to configure.
2. Click the Rate Plan dropdown for that channel and select the appropriate plan (e.g. Booking.com → "OTA Rate").
3. Click Save Mapping. New reservations created with that source will default to the mapped rate plan.

Adding a New Channel

1. Click + Add Channel.
2. Enter the Source Name (must match exactly how it will appear when creating reservations, e.g. "Expedia").
3. Select the rate plan to map it to.
4. Click Save.

14 Reports

Navigate to Reports. Three report types are available, each in its own tab. Reports include soft-deleted reservations so historical data remains accurate even after records are trashed.

Date Range Selector

All reports share a common date-range toolbar. You can type dates manually or use the quick-select presets:

• Today — single day
• This Week — Monday to today
• This Month — 1st of the month to today
• Last Month — full previous calendar month

The maximum allowed range is 365 days. If you enter a range longer than 365 days, the start date is automatically adjusted.

14.1 Occupancy Report

Shows day-by-day occupancy statistics for the selected date range. Navigate to Reports → Occupancy.

Column	Definition
Date	Each calendar day in the selected range
Occupied Rooms	Number of rooms with a checked-in guest on that night
Occupancy %	Occupied Rooms ÷ 63 (total rooms) × 100, with a colour-coded bar
Revenue	Room revenue for that night — each reservation's total amount is distributed evenly across its nights (amount ÷ nights)
ADR	Average Daily Rate — Revenue ÷ Occupied Rooms for that day
RevPAR	Revenue Per Available Room — Revenue ÷ 63 total rooms for that day

The Summary Row at the bottom shows period totals and averages: total occupied room-nights, average occupancy %, total revenue, average ADR, and average RevPAR.

14.2 Revenue Report

Shows revenue for reservations with check-in within the selected period. Navigate to Reports → Revenue.

Revenue is broken down four ways:

Breakdown	What It Shows
By Room Type	Number of reservations, total revenue, ADR, and percentage share for each room type
By Booking Source	Revenue per channel (Walk-in, Booking.com, Online, etc.) with count, average stay, and share bar
By Rate Plan	Revenue generated under each rate plan (Rack Rate shown separately for reservations without a plan)
By Payment Method	Total collected per method (Cash, GCash, Credit Card, etc.) across all reservation payments in the period

14.3 Night Audit

Select a single date to generate the full night audit for that day. Navigate to Reports → Night Audit.

The Night Audit contains four sections:

Section	What It Shows
Arrivals	All guests with check_in = selected date (excluding cancelled/no-show), with room number, booking number, and amount
Departures	All guests with check_out = selected date (excluding cancelled/no-show), with room number and amount
In-House	All guests with status Checked In whose stay spans the selected date (checked in before, checking out after)
Payments Collected	All payment transactions recorded on the selected date, grouped by method with subtotals; individual transactions listed with guest name, booking number, amount, and reference

15 Billing

Navigate to Billing. The Billing module provides a list-level view of all reservations with outstanding or fully paid balances, and provides access to printable folios.

Billing List

The Billing list shows all reservations with their room charge, total paid, and balance due. Features include:

• Search — filter by guest name or booking number
• Balance Filter — show only reservations with outstanding balances to quickly identify unpaid accounts
• Summary Statistics — total room revenue, total collected, and total outstanding balance across the filtered view

Printing a Folio

From the Billing list or the reservation detail page, click Print Folio to open the printable folio for any reservation. See Section 4.5 for the folio layout details.

16 Property Settings

Navigate to Settings. This screen is accessible only to Super Admin and Manager roles. Settings configure property-wide information used across all modules.

Setting Group	Fields
Property Details	Property name (displayed in the sidebar), address, phone, email, website URL
Tax & Billing	VAT rate (%, default 12%), BIR-registered business name, Tax Identification Number (TIN), Official Receipt prefix
Check-In / Check-Out Policy	Standard check-in time, standard check-out time, late check-out fee (₱)
Currency	Currency symbol (₱ default, used throughout the system)

Click Save Settings after making any changes. Settings take effect immediately — the property name in the sidebar updates on next page load.

17 Staff Management

Navigate to Staff. This module is accessible only to the Super Admin. It manages all system user accounts — who can log in and what permissions they hold.

Staff List

The staff list shows each member's name, email, position, role, status (Active / Inactive), and last login timestamp. Active accounts are shown with a green dot; inactive with grey.

Adding a Staff Member

1. Click + New Staff Member.
2. Enter the staff member's Full Name, Email Address, Phone Number, and Position / Job Title.
3. Select their Role from the dropdown — this determines exactly what they can access and do in the system.
4. Enter an initial Password (minimum 8 characters) and confirm it. Use the eye icon to verify what you have typed.
5. Leave Active checked (default).
6. Click Create Staff Member. Share the login email and password securely with the new staff member and advise them to change their password via My Profile on first login.

Create Staff Validations

• Email must be unique across all staff accounts — duplicates are rejected.
• Password must be at least 8 characters and must match the confirmation field.
• Role is required — a staff member cannot be saved without a role.

Editing a Staff Member

Click Edit on any staff row to update their name, email, phone, position, or role. Leave the password fields blank to keep the existing password. Fill in the new password fields to change it. Role changes take effect immediately on the staff member's next page load.

Deactivating a Staff Member

When a staff member leaves or goes on extended leave, deactivate their account rather than deleting it — this preserves all records associated with their account (reservations created, payments recorded, etc.).

1. Find the staff member in the list.
2. Click Deactivate. Confirm the dialog.
3. The account status changes to Inactive. The staff member is immediately unable to log in and receives the deactivated-account message.

To restore access, click Activate on the staff member's row.

18 Roles & Permissions Management

Navigate to Roles. This module is accessible only to the Super Admin. It allows the creation and management of custom roles with tailored permission sets.

Creating a Custom Role

1. Click + New Role.
2. Enter a Role Name. A URL-safe slug is generated automatically (e.g. "Night Auditor" → night-auditor).
3. Add an optional Description for documentation purposes.
4. In the Permissions Grid, each row is a module and each column is an action (view, create, edit, delete, etc.). Check the permissions this role should have:
   • Click the module-level checkbox to select or deselect all permissions in that module at once
   • The module checkbox shows an indeterminate state (dash) when only some permissions in the module are selected
5. Click Create Role. The role is immediately available in the Staff management Role dropdown.

Permissions Reference

Module	Available Permission Keys
Dashboard	view
Rooms	view, edit
Reservations	view, create, edit, cancel, check_in, check_out, undo, transfer_room
Front Desk	view (covers Check-In, Check-Out, Room Rack)
Housekeeping	view, update_status
Maintenance	view, create, resolve
Calendar	view
Guests	view, create, edit
Point of Sale	view, create
Billing	view
Rate Plans	view, manage (create/edit/delete)
Channel Manager	view, manage
Reports	view
Settings	view, edit
Staff	view, manage (create/edit/deactivate)
Roles	view, manage
Website	manage

19 Public Website & Online Booking

Public Website

Parkview Hotel CDO has a public-facing website available to potential guests at the hotel's domain. The following pages are available without logging in:

Page	URL	Content
Home	/	Hero section, highlights, call to action
Rooms Overview	/rooms-overview	All room types with photos and rates
Room Detail	/rooms-overview/{type}	Photos, amenities, and rates for a specific room type
About	/about	Hotel story, facilities, and team
Gallery	/gallery	Property photo gallery
Contact	/contact	Address, phone, email, map embed
Book Now	/book	Online booking flow

Online Booking Flow

Guests can make reservations directly through the website in three steps:

1. Date Search — guest selects check-in and check-out dates and clicks Search.
2. Room Results — available room types for those dates are displayed with photos, descriptions, amenities, and rates. Guest selects a room type.
3. Booking Form — guest fills in their name, contact number, email, number of guests, and any special requests, then submits.
4. Confirmation — a booking confirmation page shows the booking number, room details, dates, and rate. An email confirmation is sent if email is provided.

Online reservations are created with:

• Status: Pending
• Source: Online

They appear in the Reservations list and Check-In queue immediately. Front desk staff should call or email the guest to confirm the booking and collect a deposit.

Website Content Management (CMS)

Navigate to Website (requires Super Admin or the website.manage permission). This admin panel allows updating all public website content without code changes.

CMS Tab	What Can Be Edited
Homepage	Hero headline, subheadline, description, hero image
About	About page text, mission statement, team section
Contact	Address, phone, email, map embed code, opening hours
Gallery	Upload, reorder, or delete property gallery photos
Room Photos	Upload photos per room type; these appear on the Rooms Overview and Room Detail pages
Booking Settings	Booking page instructions, minimum advance booking days
SEO	Page title, meta description, and keywords used in search engine results

Uploading Images

1. Go to the relevant CMS tab (Gallery or Room Photos).
2. Click Upload Photo and select an image file (JPEG or PNG recommended; max 5 MB).
3. For room photos, select the room type from the dropdown before uploading.
4. Click Save. The photo appears on the public website immediately.
5. To delete a photo, click the red Delete button on the photo thumbnail. Confirm the dialog.

20 Room Status Reference

Status	Meaning	Who Sets It	Can Be Sold?
Available	Cleaned, inspected, and ready for new guests	Housekeeping (Mark Available)	Yes
Clean	Cleaned but not yet inspected by supervisor	Housekeeping (Mark Clean)	Supervisor discretion
Occupied	A guest is currently checked in	System (on Check-In or Room Transfer)	No
Dirty	Recently vacated or requires cleaning	System (on Check-Out / Transfer) or Housekeeping	No
Maintenance	Under repair; not available for guests	Housekeeping or Maintenance module	No
Out of Order	Extended outage; completely unavailable	Housekeeping (Mark Out of Order)	No

Standard Status Flow

Status and New Reservations

The New Reservation form only shows rooms with status Available or Clean on the selected dates. Rooms in any other status (Occupied, Dirty, Maintenance, Out of Order) are automatically hidden from the room selection.

21 Troubleshooting

Problem	Likely Cause	Solution
Cannot log in — "credentials do not match"	Incorrect email or password	Use Forgot Password to reset. If the account is new, confirm the email with your administrator.
Account deactivated message on login	Account has been deactivated by an administrator	Contact your Super Admin or Manager to reactivate the account.
A module is missing from the sidebar	Your role does not have permission for that module	Ask your Super Admin to update your role's permissions or assign you a different role.
Password reset email not received	Email may be in the spam/junk folder, or the system is in log-only mail mode	Check spam folder first. If not found, ask your IT administrator to locate the link in the system mail log or configure SMTP email.
Room does not appear when creating a reservation	Room is occupied, dirty, maintenance, or out of order on the selected dates; or another reservation conflicts	Choose different dates or a different room type. Check current room status in Housekeeping or Room Rack.
Undo Check-Out is blocked	Another guest has since been checked into that room	Check out the current guest first (if this was truly an error), then attempt Undo Check-Out again.
Rate plan not appearing in reservation form	Plan is inactive, outside its valid date range, or the stay is shorter than the minimum nights requirement	Go to Rate Plans and check the plan's Active toggle, Valid From/To dates, and Minimum Nights setting.
Cannot move reservation to trash	Reservation status is Checked In	Check the guest out first, then move to trash. The system does not allow trashing an active in-house stay.
Drag-and-drop on Calendar does nothing	The bar you are trying to drag is not a Checked In (green) reservation	Only green bars (status: Checked In) are draggable. For other statuses, use the reservation detail page to make changes.
Calendar transfer modal says "Room Not Available"	The target room is occupied, dirty, in maintenance, or out of order	Close the modal and drag the bar to a different room row that is Available or Clean.
Confirm Transfer button is disabled in the transfer modal	Reason has not been selected, or the target room is unavailable	Select a Reason from the dropdown. If the button label reads "Room Not Available," the target room status prevents the transfer.
Report shows no data or partial data	Date range has no matching reservations, or dates are set incorrectly	Verify the date range in the toolbar. Check that reservations exist for that period in the Reservations list.
Cannot deactivate a staff member	You are trying to deactivate your own account	Ask another Super Admin to perform the deactivation.
Cannot delete a built-in role	The 6 system roles are protected	System roles cannot be deleted. You can edit their permissions, but be aware this affects all staff in that role.
Folio VAT amount looks incorrect	VAT rate in Settings was changed after the reservation was created	The folio uses the current VAT rate from Settings. Update the VAT rate in Settings to the correct value and reprint the folio.