| Hospitality management systems are the software | | | | offered. The systems should have instant confirmation |
| that runs your hospitality business. From the food | | | | of credit card payments or other secure online |
| ordering system in your restaurant, to online | | | | payment method. After payment of deposit and |
| accommodation booking software, it enables efficient | | | | confirmation by email, guests should be able to login to |
| communication and management of your operation, | | | | view or change their reservation details. Cancellation |
| ultimately increasing revenues. | | | | policies should be stated, airport transport options |
| With a range of hospitality management systems to | | | | mentioned. |
| choose from, understanding what is offered is | | | | Hospitality management systems for point of sale |
| important in order to find the right system that is | | | | (POS) operations: This includes restaurants and bars, |
| tailored for your needs and budget. Depending on the | | | | the hotel gift shop, spa, tour desk and other guest |
| type of operation you manage, you should consider | | | | services. It should have the options of direct payment |
| the following systems, their advantages and suitability | | | | or charge to room. Apart from recording normal |
| to your company. | | | | vending operations, it should include issuing daily |
| Accommodation management software: | | | | transaction reports to management or the accounting |
| Accommodation software packages range from | | | | office, and a daily revenue report. |
| those aimed at B&Bs and small motel owners to ones | | | | In the POS sector there are many operating hospitality |
| for running big hotels, clubs and resorts. The basic | | | | management systems catering for the food vendor |
| package offers simple guest and room management, | | | | sector, namely restaurants, cafés, takeaway shops |
| while the more complex ones cover every aspect | | | | and delis. |
| needed to manage and run a big hotel chain. This | | | | Restaurant (POS) management packages. For POS |
| includes reservations, service, retail, inventory, staff | | | | management packages, you have the choice of an |
| roster and training, accounting and much more. | | | | off-the-shelf system for restaurants and cafes, where |
| Front desk: A front office software package should | | | | you can set the options that suit your operation, or a |
| enable reception staff to keep track of all bookings, | | | | customised one, specifically configured for your |
| state of rooms, guest details and charges, coordinate | | | | business. Most systems are quite easy to use and are |
| restaurant reservations for guests, plan housekeeping | | | | cost effective. Their features vary, but most offer the |
| duties and process guest check-in and check-out. | | | | following: Order taking, tallying, and cashier options using |
| They should also provide a means to communicate | | | | a hand-held PDA system. Credit-card processing |
| effectively with all travel agents and activity operators | | | | interface Receipts customized for your business. The |
| linked to the system. Features you should look out for | | | | more advanced systems also offer: Integrating all |
| include: Reports for arrivals & departures on a specific | | | | transactions with your accounting software. Full |
| date. Guest ledger and reservation details, including | | | | inventory/stocktaking facility Translation facilities to |
| activities and special requests. Room rates, discounts, | | | | selected languages. |
| package deals, group bookings, etc. Visual schematic | | | | Administration software: This module is directed at top |
| of hotel rooms and status. Visual schematic of | | | | management and offers access to all levels of the |
| calendar with room availability. Facility for printing | | | | organization. It provides instant access to the data |
| check-in cards for guests. Flexibility in re-assigning | | | | base of all sectors, ensuring total transparency of |
| guests to different room. Facility to easily add charges | | | | operations Overseeing and early intervention by senior |
| to rooms from restaurants, spa, gift shop, etc. | | | | staff can prevent mistakes being made by |
| Incorporate all payment options upon check-out and | | | | inexperienced employees and save money and the |
| print receipt. Print work roster for staff Facilities for | | | | reputation of your business. · Other facilities in this |
| storing guest history Communicate efficiently with | | | | package may include: |
| reservation and travel agents | | | | Tools for setting different rate systems for rooms and |
| Housekeeping/maintenance software: Easy-to-use | | | | services: daily, seasonal, special promotions, etc. |
| software for the housekeeping and maintenance | | | | Statistical data - percentage occupancy over set |
| departments of your accommodation place will | | | | periods, and other data used for policy making and |
| increase the efficiency of cleaning and servicing of | | | | customized reports for board meeting presentations. |
| rooms. Main features of this module will be: Keeping | | | | Organizing promotions and package deals. Inventory |
| track of room status - dirty, cleaned, inspected, | | | | for different departments. Employee accounts and |
| check-ins and check-outs, etc. All information such as | | | | employee training programs |
| number of guests, number of beds, length of stay, | | | | Remember: with the high staff turnover common to |
| special requests (e.g. baby cot, high chair) should be | | | | the hospitality industry, it is important to choose a |
| visible to both housekeeping staff and management. | | | | system that needs minimal training to use, and has |
| Staff can enter maintenance issues as they arise, and | | | | 'secure areas', which only authorised personnel (with |
| those are automatically sent to the maintenance | | | | the proper clearance) may access and use. |
| department. Staff can request cleaning materials and | | | | Choosing and introducing hospitality management |
| toiletries ordered. Staff can keep track of laundry | | | | systems for your business is a significant undertaking, |
| status for uninterrupted linen supply. | | | | both operationally and financially. But once up and |
| Online reservation system: This software package is | | | | running, the system will increase efficiency, cut costs |
| essential to any accommodation place. It helps you | | | | and improve the service in your company. You will |
| increase direct online bookings instantly. Prospective | | | | have happier staff and happier guests, who will |
| guests can view hotel rooms (size, choice of beds), | | | | promote your business and ultimately increase your |
| availability and prices, plus services and facilities | | | | revenue. |