HotelDBMS Training Manual

First-Time Setup (New Hotel)

1. Click Register Your Hotel on the login page and complete the 3-step onboarding: hotel details, owner info, and plan selection.
2. Check your email inbox for login credentials sent from info@kologsoft.com. Note your temporary password.
3. Sign in to the admin portal. You will be prompted to change your password immediately on first login — set a secure one.
4. Go to Hotel Info (System menu in sidebar) and complete your hotel profile: name, address, phone, email, currency symbol.
5. Add your rooms (Rooms page) with room number, type, rate per night, and capacity.
6. Register your inventory items (Stores page) with selling prices before using POS outlets.
7. Add staff accounts (Users page) for your team and assign appropriate roles.

Language Selection

The app language is set at login using the Language dropdown. Your choice is saved in the browser and used for all subsequent sessions. Default is English.

Changing Your Password

Click the key icon next to your name at the bottom of the sidebar at any time to change your password. A minimum of 6 characters is required.

The dashboard gives a real-time snapshot of your hotel's performance. All figures are scoped to your hotel only.

KPI Cards (Top Row)

• Available Rooms – Rooms ready for new guests right now.
• Occupied – Currently checked-in guests with occupancy rate %.
• Reserved – Confirmed reservations pending arrival.
• Check-ins Today – New arrivals in the current calendar day.
• Check-outs – Guests due to leave or already checked out today.
• Today's Revenue – Combined revenue from all outlets for today.

7-Day Revenue Trend

Bar + line chart showing daily revenue for the past 7 days across bills, orders and services. Today's bar is highlighted in navy blue.

Revenue by Outlet

Horizontal bar chart showing how each outlet (Rooms, Restaurant, Bar, Pool, Gym, Laundry) contributed to today's revenue.

Quick Actions

Shortcut buttons for the most common tasks: New Check-In, Check-Out, New Reservation, Restaurant/Bar Order, Generate Bill, View Reports.

The Guests page maintains a directory of all guests who have ever stayed or been registered at your hotel. Profiles are reused across multiple stays.

Guest Fields

• First Name, Last Name, Phone, Email
• Nationality / Country
• ID Type (Ghana Card, Passport, Voter ID, Driver's License)
• ID Number
• Notes / special requirements

How Guests Are Created

Guests are automatically added to the directory when you check someone in for the first time. You can also add them manually from the Guests page before check-in.

Returning Guests

When checking in a returning guest, search by phone number or name to find their existing profile. Their ID and contact details will pre-fill automatically, saving time.

Reservations

Create reservations before a guest arrives. A reservation holds the room and sends a confirmation email to the guest.

• Set status to Confirmed or Pending.
• Choose payment method: Cash, Card, MoMo, or Credit.
• For company bookings, select the company and add contact person details.
• Pending reservations can be set to auto-cancel after a configurable number of days (Reservation Settings cog).

Check-In

• The system checks room availability automatically — only free rooms appear.
• Enter Deposit paid at check-in to track balance.
• Apply a Discount if needed (flat amount, not %).
• For Credit payment, select a registered credit account. If you are not Administrator or Manager, the transaction goes to the Credit Approvals queue.
• Card / MoMo payments can be collected via Paystack inline (requires internet on guest's device).

Check-Out

• All room charges and outlet charges (restaurant, bar, etc. billed to room) are shown automatically.
• Generate and print the full guest receipt / folio from the Check-Out screen.
• Room status is automatically set back to available after checkout.

The Rooms page shows all rooms in a colour-coded grid and allows you to manage room details, status and pricing.

Room Statuses

• Available (green) – Ready for a new guest.
• Occupied (red) – Guest is currently checked in.
• Reserved (amber) – Booking confirmed, guest not yet arrived.
• Maintenance (grey) – Out of service, cannot be booked.

Room Fields

• Room Number, Room Type (Standard / Deluxe / Suite etc.)
• Floor, Beds, Max Guests, Size (m²)
• Rate Per Night, Amenities, Description
• Images (upload URLs)

The Sales / POS module handles all outlet sales: Restaurant, Bar, Pool, Gym and Laundry. Select the outlet from the dropdown at the top of the Sales page.

Menu / POS Items

• Menu items are registered in the Stores page under Menu Items or via the outlet's own menu.
• Selling price must be set during item registration — you cannot set price at the point of sale.
• Items with no selling price are blocked from being added to an order.
• Items flagged as Out of Stock cannot be sold until transferred from the store.

Taking an Order

1. Select the outlet from the dropdown.
2. Tap menu items to add them to the cart on the right.
3. Adjust quantities using the + / − buttons.
4. Enter Room No. to charge to a checked-in guest's account (appears on their folio at checkout).
5. Choose payment method and complete the sale.

Service Outlets (Pool, Gym, Laundry)

These outlets use a rate-based form instead of a menu. Enter guest name, room, rate and quantity/duration to calculate the total.

Receipts

After every completed sale a printable receipt opens automatically. It can be re-printed from the transaction history below the POS.

Item Registration

Before any item can be stocked or sold, register it in the Inventory tab of the Stores page.

• Item Name, Category, Unit of Measure
• Opening Quantity, Reorder Level
• Cost Price – what you paid for it
• Selling Price – the price charged to guests at POS (required for selling)

Receiving Stock (Stock In / Purchases)

Record every purchase from a supplier using the Record Purchase button. This updates the store quantity and posts a journal entry to Accounts.

Transferring to Outlets

1. Go to Stores → Transfer to Department.
2. Select the item and destination (Restaurant, Bar, Kitchen, etc.).
3. Enter quantity and confirm. Stock moves from the main store to the outlet's working balance.

Low Stock Alerts

When an item quantity falls to or below its Reorder Level, it is flagged as Low Stock in red on the inventory table. Restock promptly to avoid POS disruptions.

Kitchen Requisitions

Kitchen staff can raise requisition requests to the store from the Kitchen page. The Storekeeper reviews and approves each request, which then deducts stock automatically.

Guest Bills / Folio

A guest bill is generated automatically when a guest checks out. It lists all room charges and any outlet charges billed to the room, including taxes where VAT is enabled.

• View and print any bill from the Billing page.
• Outstanding bills are highlighted in amber; paid bills are in green.

Cash & Bank Accounts

Manage your hotel's cash drawers and bank accounts from Accounts. Every payment received or made is posted against an account, keeping your cash balances accurate.

VAT & Levies

Enable VAT from Hotel Info → Tax Settings. The system automatically applies VAT, NHIL, GETFund Levy, and Tourism Levy to applicable transactions and shows a tax breakdown on receipts.

Debtors & Credit

Register credit customers on the Debtors page with a credit limit and terms. When they pay by Credit, the system tracks the outstanding balance automatically. Managers can settle balances from the Debtors page.

Credit Approvals

When a Receptionist or non-manager posts a credit transaction, it is sent to Credit Approvals for an Administrator or Manager to review and approve or reject.

Reports

Go to Reports for daily, weekly and monthly summaries covering revenue by outlet, occupancy rate, outstanding balances, and payment method breakdowns.

The Conference module handles meeting room bookings, event catering and package management.

Creating a Conference Booking

1. Go to Conference → New Booking.
2. Enter client name, contact details, event date and time.
3. Select a hall / venue and the number of guests.
4. Choose a catering package if applicable (packages include food and beverage items).
5. Set payment status and save. The system notifies the Storekeeper and Accountant automatically.

Administrators can add, edit and remove staff accounts from the Users page.

Adding a New Staff Member

1. Click Add User and enter their first name, last name and email address.
2. Select their Role (see Role Reference below).
3. Optionally tick the Sales Outlets they can sell from. Leave all unchecked to allow all outlets.
4. Save — the system creates their Firebase auth account and emails login credentials automatically.

Resetting Passwords

Click the key icon next to any user to set a new password for them. They can sign in with it immediately. Share the new password directly with the staff member.

First-Login Password Change

Any user whose account was just created will be prompted to change their temporary password on first login before accessing the system.

Access via System → Hotel Info in the sidebar. Only Administrators and Managers can save settings.

General Identity

• Hotel Name – Appears on all receipts, bills, emails and SMS.
• Tagline / Slogan – Shown under the hotel name in the sidebar and emails.
• Star Rating – For display on the public booking page.
• Currency Symbol – Used in all monetary displays across the app (e.g. GH₵, $, €).
• App Language – Sets the default interface language (overridden per-user at login).

SMS Settings

• Enable SMS notifications to send automatic texts on check-in, reservation, check-out and reminders.
• Configure your SMS provider (KologSoft, mNotify, Africa's Talking, Twilio, Termii).
• Set your SMS Sender ID (max 11 alphanumeric characters).

SMTP / Email Settings

Connect your own email server (SMTP) so all guest emails are sent from your hotel's own address. If not configured, emails are sent from the platform default (info@kologsoft.com).

Tax / VAT Settings

Enable VAT and configure rates for VAT (default 15%), NHIL (2.5%), GETFund (2.5%) and Tourism Levy (1%) per Ghana Revenue Authority guidelines. Enter your VAT registration number for receipts.

Payment / Deposit Settings

Set the default deposit percentage (e.g. 50%) and configure how many days before a pending reservation is auto-cancelled if no payment is received.

Each staff account is assigned one role which controls which pages and actions they can access.