Software package

Hotel booking package

A direct-booking engine and reservations desk for independent hotels: room types with inventory counts, rate plans with their own terms, extras, allocation blocks, housekeeping turnaround and guest messaging from confirmation to review.

Custom build Concept demo

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Who it is for

Built for

A good fit

Independent hotels and small groups from roughly fifteen to a few hundred rooms that sell by room type rather than by named room, run more than one rate plan and take group or allocation business. Daily users are the reservations team who live in the grid, front desk staff assigning rooms at arrival, housekeeping checking the turnaround list on a phone, the general manager watching occupancy and rate mix, and guests booking directly on the hotel's own site rather than through a third party.

Not the right fit

It is not for a guesthouse with five named rooms and owner confirmation, which has its own package, nor for a design-led hotel whose selling point is editorial room stories and experience packages, which the boutique hotel package handles. Hotels that want to replace their property management system outright are better served by a custom build.

The operational problem it solves

How it runs, step by step

Seven in the morning.

The reservations manager opens the grid: room types down the side, the next sixty days across the top, each cell showing rooms left at each rate plan.
A wedding block of twelve rooms for a Saturday in June shows as held, with its release date in four weeks; two rooms in the block were booked by guests overnight using the group code, and the count moved.
A corporate guest's assistant books a Tuesday to Thursday stay online at the negotiated rate, adds parking and an early breakfast, and the reservation lands with the folio already carrying both extras.

At nine the front desk works arrivals: each reservation is a room type until a receptionist assigns a physical room, and the housekeeping list on the floor supervisor's phone reorders itself as rooms are released.

A guest telephones to cancel an advance-purchase stay; the plan's terms are shown on the reservation, so the receptionist can read them out rather than guess.
At eleven an events enquiry arrives through the site with dates, delegate numbers and a room layout already filled in, and sits in the coordinator's queue.
At four a guest who stayed last winter books again and is recognised, so the returning-guest rate the manager configured appears without a code.
The day before each arrival a pre-arrival message goes out with check-in details; two days after departure a review request follows.
At close the manager sees occupancy, average rate by plan and which blocks are at risk of releasing unsold.

Features

What the package does

The package ships as modules that mirror the hotel day: the inventory and rate engine, the guest-facing booking flow, the reservations and front desk tools, and the housekeeping and messaging layer around each stay. Each module below lists what it does; the comparison table shows which package variant includes it.

Staff and capacity

Room types and room assignmentSell by room type against inventory counts, then assign a physical room at arrival.
Availability and seasonal pricingDate-range availability with seasonal and day-of-week pricing, minimum and maximum stays and occupancy rules.
Direct booking with extras and packagesGuests book on your own site and add extras or packages as part of the same reservation.
Group and allocation blocksHold rooms for a group with release dates and a group code for its members to book.

Billing and payments

Rate plans with their own termsGive each room type rate plans, each with its own cancellation and payment terms.
Deposits, card holds and cancellationsTake deposits, run a balance schedule, hold cards and handle cancellations under the rate plan terms.
Corporate accounts with negotiated ratesSet up company accounts that book at negotiated rates.

Workflow and tasks

Housekeeping turnaround and room statusA turnaround list and room status so housekeeping and the front desk both know which rooms are ready.

Messaging and notifications

Pre-arrival and post-stay messagesSend guests pre-arrival information and, after checkout, a post-stay message with a review request.
Meeting and events enquiry queueMeeting and event enquiries go to a queue the events coordinator works through.
Returning-guest recognition and repeat ratesRecognise returning guests and offer them repeat rates you configure.

Integrations

External calendar import and exportImport and export availability calendars so other listings do not double-sell your rooms.

Package variants compared

Website
Business Software

Which features each package variant includes
Feature	Website	Business Software
Room types and room assignment	Included	Included
Rate plans with their own terms	Included	Included
Availability and seasonal pricing	Included	Included
Direct booking with extras and packages	Included	Included
Deposits, card holds and cancellations	Optional	Included
Housekeeping turnaround and room status	Not in this variant	Included
Pre-arrival and post-stay messages	Not in this variant	Included
External calendar import and export	Included	Included
Group and allocation blocks	Not in this variant	Optional
Meeting and events enquiry queue	Optional	Optional
Returning-guest recognition and repeat rates	Not in this variant	Optional
Corporate accounts with negotiated rates	Not in this variant	Optional

Roles and permissions

Who does what

General manager
- Define room types, counts, rate plans and their cancellation and payment terms
- Set seasonal and day-of-week pricing, minimum stays and occupancy rules
- Configure returning-guest rates, extras and packages
- See occupancy, rate mix, block status and revenue by plan
Reservations
- Work the availability grid and take reservations by phone or email
- Create allocation blocks with holders, release dates and group rates
- Apply rate plan terms on changes and cancellations
- Manage corporate accounts and their negotiated rates
Front desk
- Assign physical rooms to room-type reservations at arrival
- Add extras to a folio during the stay
- Take deposits and balances and record card holds
- Send or resend confirmations and arrival details
Housekeeping
- See the turnaround list for today ordered by expected arrivals
- Mark rooms clean, inspected or out of order from a phone
- Flag maintenance issues against a room
Events coordinator
- Receive meeting and events enquiries with dates, numbers and layout
- Convert an enquiry into an allocation block
- Track enquiry status from received to confirmed or declined
Guest
- Search dates, compare room types and rate plans and book directly
- Add extras and packages before paying
- Book into a group block with a code
- Manage the reservation within the plan terms and receive pre-arrival and post-stay messages

Example screen

Concept demo

Concept demo of a hotel reservations grid showing room type rows, daily availability per rate plan, a shaded allocation block and an open reservation panel.

The reservations grid: room types down the side, the next sixty days across the top, rooms left per rate plan in each cell, a wedding allocation block shaded with its release date, and a corporate reservation open in a side panel with its extras on the folio.

Scope and options

What is included and what is extra

In the base package

Room types with inventory counts and physical room assignment at arrival
Rate plans per room type with their own cancellation and payment terms
Date-range availability with seasonal and day-of-week pricing, minimum and maximum stays and occupancy rules
Direct booking flow with extras and packages
Deposits, balance schedule, card holds and cancellation handling
Housekeeping turnaround list and room status
Pre-arrival and post-stay guest messaging with a review request after checkout
External calendar import and export of availability

Common add-ons

Group and allocation blocks with release dates and group codes
Meeting and events enquiry queue
Returning-guest recognition and configurable repeat rates
Corporate accounts with negotiated rates

Needs custom work

Two-way exchange with a specific property management system
Channel manager or online travel agency connections, scoped per provider
Multi-property inventory and reporting across a group
Door-lock or key-card integration for arrival codes

See the custom development service

Ownership, maintenance and pricing

After the build

Deployment and ownership

Runs on your own hosting or on hosting we manage; the choice is made in the proposal and can change later. You own the code and your data in both cases. Guest profiles, reservations, folios and messaging history can be exported at any time in standard formats, and nothing in the package stops a move to another provider.

Maintenance

Maintenance is optional and scoped separately from the build. When taken, it covers security updates, monitoring of payment callbacks, calendar feeds, guest messaging and any property system exchange, backups, and a monthly window for small changes such as a new rate plan, a seasonal price change or a new extra. Larger changes are quoted as change requests.

Pricing model

Priced per proposal.

Sold as a one-off setup and customisation with optional monthly maintenance and hosting as separate recurring lines. The setup figure depends on the number of room types and rate plans, the add-ons selected, whether a property system or channel manager is connected, the payment provider and the data migrated. The proposal itemises each line so recurring costs are never hidden in the build.

Software package

Custom build Concept demo

Variants

Room types with inventory counts and physical room assignment at arrival
Rate plans per room type with their own cancellation and payment terms
Date-range availability with seasonal and day-of-week pricing, minimum and maximum stays and occupancy rules
Direct booking flow with extras and packages

Priced per proposal. A written proposal is the only binding figure.

Get a quote for this package Prefer a fully custom build?

FAQ

Frequently asked questions

Does the package sell individual rooms or room types?

Room types. The engine sells a count of each type for the dates requested and the front desk assigns a physical room at arrival, which is how most hotels above a dozen rooms operate. Hotels that sell named rooms are better served by the guesthouse package.

How do rate plans and cancellation terms work?

Each rate plan carries its own price rules, payment timing and cancellation terms. The guest sees the terms before paying, the reservation records which plan was bought, and reservations and the front desk see the same terms when a guest asks to change or cancel.

Will it work with our property management system?

An exchange with a property system is custom work scoped once we have seen what the system permits; it typically covers availability, reservations and folios. Until then the package runs as the direct-booking channel alongside it. Deep two-way integration moves into custom hotel development.

Can it connect to online travel agencies or a channel manager?

Those are integration opportunities rather than built-in connections. Each provider exposes something different, so a channel manager link is scoped as custom work per provider. The package does import and export availability calendars in the base scope.

What does housekeeping see?

A turnaround list for the day on a phone, ordered by expected arrivals, with rooms marked clean, inspected or out of order. The front desk sees status change live so a room can be assigned the moment it is ready.

Is this a finished product I can see running?

Not yet. The readiness badge shows the real state: the package is a custom build assembled from our availability, rates, orders and messaging modules for each hotel, and the reservations grid on this page is a labelled concept demo rather than a live client system.

Get a quote for Hotel booking package

Tell us about your locations, the people who will use it and the add-ons you need. We reply with a clear, competitive proposal.