Functional requirements of Hotel Management System with non-functional

Functional Requirements

1. User Authentication and Authorization
   • Allow hotel staff and management to log in with secure credentials.
   • Implement role-based access control for different functionalities (e.g., receptionists, housekeepers, managers).
2. Reservation Management
   • Allow guests to make, modify, and cancel reservations online or through the front desk.
   • Manage reservation details, including check-in/check-out dates, room type, and special requests.
   • Provide real-time availability of rooms.
3. Room Management
   • Track room status (e.g., available, occupied, under maintenance).
   • Update room details such as type, rate, and amenities.
   • Manage room assignments and ensure efficient use of available rooms.
4. Guest Management
   • Maintain guest profiles, including personal information, stay history, and preferences.
   • Track guest check-ins and check-outs.
   • Manage special requests and services for guests.
5. Check-in and Check-out
   • Facilitate check-in and check-out processes, including verification of guest details and room assignments.
   • Process payments for the stay and any additional services.
   • Generate invoices and receipts for guests.
6. Billing and Payments
   • Manage billing for guest stays, including room charges, taxes, and additional services (e.g., minibar, laundry).
   • Support various payment methods (e.g., credit cards, cash).
   • Generate and manage invoices and receipts.
7. Housekeeping Management
   • Track housekeeping tasks and room cleaning schedules.
   • Manage requests for additional services (e.g., extra towels, room service).
   • Coordinate with housekeeping staff for room preparation and maintenance.
8. Service Management
   • Manage additional services offered by the hotel (e.g., room service, spa, restaurant).
   • Track service usage and integrate with billing.
   • Provide guests with options to book or request services.
9. Reporting and Analytics
   • Generate reports on occupancy rates, revenue, guest demographics, and other performance metrics.
   • Provide analytics to support decision-making and business strategies.
10. Marketing and Promotions
    • Manage promotional offers, discounts, and packages.
    • Track the effectiveness of marketing campaigns and special promotions.
11. Integration with External Systems
    • Integrate with other systems (e.g., POS systems, CRM) if needed.
    • Support third-party booking platforms and channel management.
12. Compliance and Documentation
    • Ensure compliance with local regulations and industry standards.
    • Maintain documentation for audits and regulatory requirements.

Non-Functional Requirements

1. Performance
   • Ensure quick response times for booking, check-in, and other system processes.
   • Handle multiple concurrent users and high volumes of data efficiently.
2. Scalability
   • Support the addition of new rooms, services, and properties as the hotel grows or expands.
   • Scale to accommodate increasing data and user load.
3. Reliability
   • Ensure high system availability with minimal downtime.
   • Implement backup and recovery procedures to protect data and ensure continuity.
4. Security
   • Protect sensitive guest and financial data with encryption and secure access controls.
   • Ensure compliance with data protection regulations (e.g., GDPR, CCPA).
5. Usability
   • Provide an intuitive and user-friendly interface for hotel staff and guests.
   • Ensure ease of navigation and accessibility features.
6. Maintainability
   • Design the system for easy updates and maintenance.
   • Provide clear documentation for system administrators and developers.
7. Compatibility
   • Ensure compatibility with various devices (e.g., desktops, tablets) and operating systems.
   • Integrate with other systems if needed (e.g., online travel agencies, accounting software).
8. Data Integrity
   • Ensure accuracy and consistency of reservation, billing, and guest data across the system.
   • Implement validation checks and error-handling mechanisms.
9. Support and Documentation
   • Provide user manuals, help guides, and support resources for troubleshooting.
   • Offer technical support for system issues and maintenance.
10. Auditability
    • Maintain logs of user actions, system changes, and transactions for auditing purposes.
    • Provide audit trails for reservations, billing, and service requests.