Hospitality & Tourism
Hotel Management System
A complete property system for hotels and resorts covering reservations, front desk, housekeeping, guest folios, outlets, night audit and occupancy reporting.
- Web-based
- Android
- iOS
- Server-based
Overview
Hotel Management System
A Hotel Management System is the operational backbone of a property. It holds the room inventory and reservations, runs check-in and check-out at the front desk, tells housekeeping which rooms to clean, posts restaurant, bar, spa and excursion charges to the guest’s folio, and closes each day with a night audit that management can trust.
Extrion Tech designs and develops hotel systems in-house for beach resorts, Stone Town boutique hotels, lodges and guesthouses across Zanzibar and mainland Tanzania. We configure room types, rate plans, seasons, meal plans and multi-currency pricing to suit how your property actually sells – direct, through tour operators on contracted rates, or through online travel agencies via a channel manager where the provider offers an API.
Owners and general managers see occupancy, average daily rate, revenue per available room and outstanding balances every morning, without waiting for spreadsheets. Card and mobile money payments, fiscal receipts and SMS or email confirmations can be connected according to project scope. Guest data protection and record retention requirements are agreed with the property for the relevant jurisdiction.
Business problems it addresses
- Double bookings happen because direct, agent and online reservations are tracked in separate places.
- Charges from the restaurant, bar or spa are missed and never reach the guest’s bill at check-out.
- Housekeeping and the front desk do not know which rooms are clean and ready for arriving guests.
- Tour operator contracts, seasonal rates and meal plans are applied inconsistently.
- Owners cannot see occupancy and revenue figures until the end of the month.
Interface
Five screens of the system
Illustrative mockups with sample data — not screenshots of a client’s system.
Workflow
From reservation to departure
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1
Reservation
Bookings arrive direct, from tour operators or online channels and are placed on the room chart.
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2
Pre-arrival
Deposits are recorded, airport transfers arranged and special requests passed to departments.
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3
Check-in
Guest details and IDs are captured, a clean room is assigned and the folio is opened.
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4
In-house stay
Restaurant, bar, spa, laundry and excursion charges are posted to the room in real time.
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5
Housekeeping
Room status updates from attendants’ phones keep the front desk informed throughout the day.
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6
Check-out
The folio is reviewed, split if needed, settled by cash, card or mobile money, and the room released.
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7
Night audit
Room charges are posted, the day is closed and occupancy and revenue reports are produced.
Functions covered
Modules and what they do
01 Front office
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Reservations and room chart
Manages bookings, allotments and availability on a visual room calendar.
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Front desk
Handles check-in, room moves, guest registration and check-out.
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Rates and contracts
Holds rack, seasonal, meal-plan and tour operator contracted rates.
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Channel manager link
Optional / subject to scope
Synchronises availability and rates with online channels where an API is offered.
02 Operations
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Housekeeping
Tracks clean, dirty and inspected rooms and assigns daily cleaning tasks.
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Maintenance requests
Logs room faults and tracks repairs until the room is back in service.
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Transfers and activities
Optional / subject to scope
Books airport and ferry transfers and guest excursions against the stay.
03 Revenue
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Guest folios and billing
Collects all charges, deposits and payments, with split and company billing.
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Outlet point of sale
Records restaurant, bar and spa sales and posts them to rooms or cash.
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City ledger
Tracks amounts owed by tour operators and corporate accounts.
04 Management
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Night audit
Closes the business day and locks posted transactions.
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Management reports
Reports occupancy, ADR, RevPAR, source of business and forecasts.
Technology stack
Technology selected for this solution
These are the technologies planned for this type of system. The final stack depends on scale, performance, licensing, infrastructure, integrations and your requirements.
Frontend
Backend
Database
Mobile
Infrastructure
Integrations
Security & data integrity
Protecting your data and its accuracy
Guest passport and ID details are visible only to front office roles, and rate overrides, discounts and folio corrections are restricted and logged. Guest data handling and retention are agreed with the property for the relevant jurisdiction.
Standard protections
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Role-based access control
Each user sees only what their role allows.
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Authentication and authorisation
Every request is checked for a signed-in, permitted user.
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Fine-grained permissions
Permissions per module and action, such as view, edit or approve.
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Secure password storage
Passwords are stored using strong one-way hashing, never in plain text.
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Encryption in transit
HTTPS/TLS protects data between users and the server.
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Server-side input validation
All input is validated on the server before it is saved.
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Protection against common web vulnerabilities
Defences against injection, cross-site scripting and request forgery.
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Database constraints and transactions
Constraints and transactions keep related records consistent.
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Audit logs
Important actions are recorded with who, what and when.
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User activity history
A history of each user’s activity for supervisors and administrators.
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Backup and restoration
Scheduled backups with tested restoration procedures.
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Session management
Session time-outs and the ability to sign out other devices.
Optional advanced protections
- Multi-factor authentication A second sign-in step for selected or all users.
- Encryption at rest Sensitive data encrypted on disk where the infrastructure supports and is configured for it.
- Offline mode with controlled synchronisation Work offline and synchronise safely when the connection returns.
- Disaster recovery planning A documented plan to restore service after a major failure.
- Data retention and deletion policies Retention periods and deletion rules agreed with you.
Data integrity
Room availability is enforced at database level so a room cannot be sold twice for the same night. Every folio posting carries its source outlet and user, closed days are locked by the night audit, and corrections are made by reversal entries so daily revenue always reconciles with payments and the city ledger.
Security controls are configured for each project. We do not claim certification, compliance or immunity from attack unless independently verified for your deployment.
Customisation & integration
Tailored to how you work
We tailor modules, reports, permissions, workflows, branding and integrations to your organisation. Tell us which features you need when you request a quote.
- Room types, rate plans, seasons and meal plans
- Tour operator contracts and allotments
- Folio, invoice and registration card layouts with branding
- Multi-currency pricing and exchange rate rules
- Outlets, departments and approval levels
Deployment & support
From go-live to continuous improvement
Onboarding, data migration, training, maintenance, technical support and future enhancements are services we scope into your project.
Bringing records from spreadsheets or older systems, checked and reconciled.
Role-based training for users, supervisors and administrators.
Technical support and maintenance under an agreed support plan.
New modules, reports and integrations as your organisation grows.
Pricing
Pricing tailored to your requirements
Every organisation has different workflows, users, infrastructure, and integration needs. Request a quotation for a solution designed around your requirements.
- Number of users, branches and modules
- Customisation and integrations
- Hosting: cloud, your server or hybrid
- Data migration and training
- Support and maintenance plan
Hospitality & Tourism
Related systems
Restaurant Management System Table and order management, kitchen display, menu and recipe costing, ingredient stock and shift cash-up for restaurants, cafés, beach bars and hotel outlets.
Hotel Booking and Reservation System A commission-free direct booking engine for your own website, with live availability, rate plans, deposits, promo codes and a reservations desk for agents and walk-ins.
Tour and Travel Management System Plans and runs tours, excursions and safari itineraries – from quotation and booking to guide, vehicle and boat allocation, supplier costs and per-trip profitability.
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