Search and Availability: Allow guests to search for available rooms based on criteria such as dates, room type, and number of guests.
Booking Engine: Enable guests to book rooms online, specifying check-in and check-out dates, room type, and special requests.
Booking Confirmation: Provide instant booking confirmation to guests via email or SMS, including reservation details and booking reference.
Booking Modification: Allow guests to modify or cancel reservations within defined policies.
Real-Time Updates: Update room availability in real-time to prevent double bookings and manage inventory effectively.
Guest Management
Guest Profiles: Create and manage guest profiles, including personal information, booking history, and preferences.
Check-In/Check-Out: Facilitate the check-in and check-out process, including room assignment, key issuance, and payment handling.
Special Requests: Manage and fulfill special requests from guests, such as room preferences, dietary requirements, or accessibility needs.
Room Management
Room Inventory: Maintain an up-to-date inventory of room types, including descriptions, rates, and availability.
Rate Management: Implement and manage room rates, including seasonal rates, promotional rates, and discounts.
Housekeeping Management: Track room status for housekeeping, including cleaning schedules and maintenance needs.
Payment Processing
Payment Gateway Integration: Integrate with payment gateways to handle online payments, including credit/debit cards and digital wallets.
Invoice Generation: Generate invoices for reservations and provide detailed billing information to guests.
Deposit Management: Manage security deposits and prepayments as required by the hotel’s policies.
Reservation Reporting and Analytics
Booking Reports: Generate reports on booking metrics, including daily, weekly, and monthly reservations.
Occupancy Reports: Track occupancy rates, room utilization, and revenue per available room (RevPAR).
Revenue Management: Analyze revenue trends, average daily rates (ADR), and other financial metrics.
Integration
Property Management Systems (PMS): Integrate with PMS to synchronize guest information, room availability, and billing.
Channel Managers: Connect with channel managers to update and manage room availability across multiple booking channels (e.g., OTAs, GDS).
CRM Systems: Integrate with customer relationship management (CRM) systems to leverage guest data for personalized marketing and loyalty programs.
User Management
Role-Based Access Control: Define and manage user roles (e.g., front desk staff, reservation agents, managers) and their access permissions.
Audit Trails: Maintain logs of user actions for auditing and security purposes.
Notifications and Alerts
Reservation Confirmations: Send confirmation emails or SMS to guests upon successful booking.
Reminder Notifications: Provide reminders to guests for upcoming reservations and to hotel staff for check-ins/check-outs.
Cancellation Alerts: Notify relevant staff and systems of reservation cancellations or modifications.
Non-Functional Requirements
Performance
Response Time: Ensure quick response times for search queries, booking processes, and updates (e.g., under 2 seconds for most operations).
Scalability: The system should handle increasing numbers of reservations, users, and data without performance degradation.
Reliability
Uptime: Ensure high system availability with minimal downtime (e.g., 99.9% uptime).
Error Handling: Implement robust error handling and recovery mechanisms to manage system failures and maintain data integrity.
Security
Data Protection: Protect sensitive guest and payment data through encryption, secure storage, and compliance with data protection regulations (e.g., GDPR).
Authentication and Authorization: Use secure authentication methods and enforce role-based access control to manage user access.
Usability
User Interface: Design an intuitive and user-friendly interface for both guests and hotel staff.
Accessibility: Ensure the system is accessible to users with disabilities, following accessibility standards (e.g., WCAG).
Maintainability
Code Quality: Write high-quality, well-documented code to facilitate system maintenance and updates.
Documentation: Provide comprehensive documentation for users and administrators, including user guides, technical manuals, and troubleshooting guides.
Availability
Backup and Recovery: Implement regular data backups and establish procedures for data recovery in case of system failures or data loss.
Failover: Ensure the system has failover capabilities to switch to backup systems or servers if necessary.
Portability
Cross-Platform Compatibility: Ensure the system is compatible with various devices and operating systems used by guests and hotel staff, including desktops, tablets, and mobile devices.
Supportability
Technical Support: Provide mechanisms for users to obtain support and resolve issues, including help desks, online resources, and customer service.
Error Reporting: Include functionality for users to report issues or bugs and track their resolution.
