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Case Studies

Hotel Management Software: A Case Study

Post author: Maryliya M J
Post published: January 22, 2024
Reading time: 12 mins read

In a rapidly evolving hospitality industry, efficient management of hotel operations is paramount to success. Hotel management software has emerged as a powerful tool to streamline various aspects of hotel operations, ranging from front desk management to reservations, housekeeping, and guest services. This article presents a comprehensive case study that delves into the implementation and outcomes of hotel management software in a real-world scenario. By examining the objectives, challenges, selection process, implementation, and results, this case study provides valuable insights into the benefits and considerations associated with adopting hotel management software

Introduction: Overview of the hotel management software industry

Evolution of hotel management software.

Let’s take a trip back in time, shall we? Back in the day, managing a hotel meant keeping countless ledgers, making endless phone calls, and crossing your fingers that everything would fall into place. Then along came hotel management software, swooping in like a superhero to save the day.

Over the years, hotel management software has evolved from basic reservation systems to a full-fledged arsenal of tools and features. It helps streamline operations, enhance guest experiences, and keep hoteliers sane in the process. It’s a true game-changer that has revolutionized the way hotels are managed.

Importance of hotel management software in the modern hospitality industry

In today’s fast-paced and ever-changing hospitality industry, hotel management software has become an absolute necessity. With the rise of online bookings and the increasing demand for personalized experiences, hotels need a robust system that can handle it all.

From managing reservations and check-ins to tracking housekeeping and inventory, hotel management software acts as the central nervous system of a hotel. It brings together different departments, automates processes, and helps hoteliers stay on top of their game.

Without hotel management software, it’s like trying to juggle a dozen balls while blindfolded – a recipe for disaster. So, if you’re a hotelier without a reliable software solution, it’s time to jump on the bandwagon and give yourself the peace of mind you deserve.

About the Client

Our client, a prominent hotel chain, faced challenges in reservations, room management, and guest services. Recognizing the need for an efficient solution, they sought a Hotel Management Software ( HMS ) to streamline bookings, optimize room allocation, and enhance the overall guest experience. The primary goal was to create a user-friendly HMS that integrates with booking platforms, manages room availability, and provides features for seamless guest check-in, billing, and feedback collection.

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Project overview.

The project aimed to develop a comprehensive .NET-based Hotel Management Software to address the client’s challenges. The primary objectives included integration with booking platforms, room availability management, and the incorporation of features for guest check-in, billing, and feedback collection.

The Challenges

Reservation Inefficiencies: Manual reservation processes led to inefficiencies and booking errors.
Room Allocation Challenges: Difficulty in optimizing room allocation based on occupancy and guest preferences.
Guest Services Optimization: Lack of a unified system for guest check-in, billing, and feedback collection.

The Solution

Our team of experienced developers and project managers collaborated to design and implement a comprehensive .NET-based HMS. The solution included features such as integration with booking platforms, room availability management, and modules for guest check-in, billing, and feedback collection.

Key Features of the HMS

Integration with Booking Platforms: Seamless integration with booking platforms for efficient reservation management.
Room Availability Management: Dynamic room allocation based on occupancy, preferences, and real-time availability.
Guest Check-In Module: Streamlined guest check-in processes for a hassle-free arrival experience.
Billing System: Integrated billing features for easy and transparent payment transactions.
Feedback Collection: User-friendly feedback collection tools for insights into guest satisfaction.

The Outcome

The Hotel Management Software was successfully deployed, resulting in significant improvements in reservation efficiency and guest services. Integration with booking platforms, dynamic room allocation, streamlined guest check-in, and transparent billing processes contributed to an enhanced overall guest experience.

Our team’s expertise in developing a tailored Hotel Management Software using .NET technologies effectively addressed the client’s challenges. The implementation of booking platform integration, room management features, and guest service modules contributed to a more efficient and guest-centric hotel management system.

In conclusion, the case study presented here showcases the transformative impact of HMS on the efficiency and performance of a hotel. By leveraging technology to automate and streamline operations, this software has not only improved guest experiences but also enabled hotel staff to work more effectively and make data-driven decisions.

While challenges may arise during implementation, the long-term benefits of adopting such software are evident in terms of increased revenue, cost savings, and overall profitability. As the hospitality industry continues to evolve, investing in hotel management software becomes increasingly essential for staying competitive and delivering exceptional guest service. By embracing technology and leveraging the advantages it offers, hotels can position themselves for success in the dynamic and ever-changing landscape of the hospitality sector.

Are you struggling with reservations and guest service challenges? Contact us today to explore how our expertise in HMS development can transform your hotel management processes and enhance the overall guest experience .

1. What are the key benefits of hotel management software?

Hotel management software offers numerous benefits, including improved operational efficiency, enhanced guest experiences, streamlined reservations and check-in/check-out processes, better inventory and revenue management, and comprehensive data analytics for informed decision-making. It enables hotels to automate tasks, reduce manual errors, and optimize resource allocation, ultimately leading to increased productivity and profitability.

2. Is hMS suitable for all types of hotels?

Yes, hotel management software can be customized and tailored to meet the specific needs of different types of hotels, including small boutique establishments, large chain hotels, resorts, and everything in between. The software can be scaled and adapted to accommodate the size, complexity, and unique requirements of each individual hotel, ensuring a seamless integration into their operations.

3. How long does it typically take to implement hotel management software?

The duration of software implementation can vary depending on factors such as the size of the hotel, the complexity of existing systems, and the customization required. Generally, the implementation process can take anywhere from a few weeks to several months. It involves tasks such as data migration, staff training, and system integration. A well-planned implementation strategy and collaboration with the software provider can help ensure a smooth and timely deployment.

4. How can hotels measure the return on investment (ROI) of hotel management software?

Measuring the ROI of hotel management software involves assessing the impact on key performance indicators (KPIs) such as revenue growth, cost savings, occupancy rates, guest satisfaction scores, and operational efficiency metrics. By comparing these metrics before and after software implementation, hotels can quantify the benefits and understand the financial and operational impact of the software. Additionally, analyzing the time saved by staff and the reduction in manual errors can provide further insights into the ROI of the software.

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Data Model for a Hotel Management System

Jorge Sandoval is a professor at the Florianópolis Institute of Higher Education (IESGF) in Brazil, where he teaches and researches data science, Artificial Intelligence, machine learning, deep learning, and energy and time series forecasting. He also serves as a consultant specializing in data science, Artificial Intelligence, and machine learning for state government sectors like law enforcement and healthcare.

database design
example ER diagram

Putting hospitality into visual form with a hotel management system ER diagram.

Consider a busy hotel with efficient check-in and check-out procedures, careful management of room reservations, and many room assignments. Behind the scenes of this orchestrated harmony, a complex database diagram meticulously guides the delicate interaction of guest data, room availability, and financial transactions.

This article delves into the entity-relationship diagram (ER diagram or ERD) for a hotel management system, methodically revealing the countless mechanisms that underpin this operational symphony. We will look into the complex relationships between things like hotels, rooms, visitors, bookings, staff, and payments. We’ll illuminate how important a well-designed database diagram is to providing the seamless experiences that today's travelers demand.

What Is a Data Model? What Is an ER Diagram?

The structure of a database system is shown visually in an entity-relationship (ER) diagram , or ERD, which is used in database design. The main components of it are entities, attributes, and the connections between these entities. Entities represent objects or concepts, like customers, products, or orders, while attributes describe the properties or characteristics of these entities.

Two fundamental ideas in database design—relationships and foreign keys—serve various functions and roles. A relationship is a logical link that connects two database tables and creates a connection between the records in those tables. Business rules and regulations determine these relationships, which may be one-to-one, one-to-many, or many-to-many.

A table's foreign key, on the other hand, is a column or combination of columns that refers to the primary key of another table. The table whose primary key the foreign key references is known as the referenced or parent table, and the table containing the foreign key is known as the referring or child table.

The use of a foreign key to ensure referential integrity in the database also ensures the correct maintenance of the relationship between the tables. The number of possible relationships between two entities is expressed using cardinality notations like one-to-one, one-to-many, or many-to-many.

Using ER diagrams makes it simpler for developers and stakeholders to grasp the structure of the system; these diagrams offer a clear and succinct way to communicate the database schema.

Making conceptual, logical, and physical models is a part of database design. Let’s quickly talk about the differences and uses of these models.

The conceptual model, which is frequently developed as part of the initial design process, is a high-level representation of organizational data. This model often contains entities, their connections, and the characteristics of the data. It excludes specific attributes and primary or foreign keys.

Unlike the conceptual model, the logical model adds attributes and primary/foreign keys to the entities and relationships. It depicts the conceptual organization of the database's contents, but it excludes practical information like storage, indexing, etc.

The physical model is adapted from the logical model for a specific database management system (DBMS), such as MySQL, PostgreSQL, Oracle, etc. It covers all of the physical characteristics of the database, including the storage architecture, access routes, DBMS-specific data types, and indexing. It is the most thorough model.

For the database model to function as a database, a number of conditions must be met. Security, accuracy, and data consistency should be given top priority. This implies that each piece of data entered into the system must be accurate and that the model must impose constraints to maintain data integrity. Additionally, the database should guard against unauthorized access to private information, like guest information and payment information.

Flexibility and scalability are also essential to adjust to changing business needs. The database’s future growth should be possible without a complete redesign. As the hotel industry develops, the model should be adaptable enough to incorporate new room layouts, services, and reporting needs.

To make maintenance and troubleshooting easier, the database model should be well documented. To help developers and administrators comprehend and effectively manage the system, a data model should have clear naming conventions, data dictionaries, and explanations of the schema .

Why Are Data Models for Hotel Database Management Required?

Modern hotels require a hotel management system because it is essential to both their ongoing success and their daily operations. This is accomplished, among other things, by centralizing and streamlining important processes like reservations, check-ins, check-outs, room assignments, billing, and guest services.

Processes are being simplified, which improves operational efficiency and the total guest experience. Hotel personnel can quickly and accurately access guest information, manage room inventory, and handle bookings via a management system; this ensures that rooms are always prepared for new visitors. This degree of productivity is essential for providing outstanding customer service, which in turn encourages favorable feedback from visitors, repeat business, and a solid reputation within the sector.

A hotel management system also offers insightful analytics. Hotels may make wise judgments by gathering and analyzing information on occupancy rates, revenue sources, booking trends, and guest preferences. For instance, they can determine peak booking times, adjust hotel rates based on demand, and target particular consumer demographics with marketing campaigns. This data-driven strategy helps hotels become more profitable while also maintaining their competitiveness in a changing industry.

For example, think about what sets Airbnb apart. A key factor is its digital platform, which is essentially a digital hotel management system. It exemplifies the strength of a system that has been painstakingly designed, allowing millions of hosts all over the world to easily manage their listings, bookings, and interactions with guests.

The Airbnb business model shows that, in the current digital era, an efficient hotel management system is essential for both conventional hotels and cutting-edge platforms.

Building a Hotel Management Data Model

Creating a hotel management system data model involves a systematic process of identifying the entities and their attributes, relationships, and cardinalities to accurately represent the structure and functionality of the system. Here's a detailed breakdown of how such a model is typically created:

1. Identify Entities

The first step is to identify the main entities in the system. In the case of a hotel management system, key entities include the hotel, room, room type, guest, booking, staff, and payment. These represent the primary objects or concepts in the hotel management domain.

2. Define Entity Attributes

For each entity, define its attributes or properties. For example, for the Guest entity, attributes could include FirstName , LastName , DateOfBirth , Address , Phone , and Email . These attributes describe the characteristics of each entity and the information that needs to be stored.

3. Determine Relationships

Analyze how these entities are related to one another. For instance, a Booking is related to both a Guest and a Room , as it involves a guest making a reservation for a specific room. These relationships are crucial for understanding how data flows and how different parts of the system interact.

4. Establish Cardinalities

Cardinality describes how many instances of one entity are related to another entity. For example, in the relationship between Booking and Room , it could be one-to-one (if each booking corresponds to one room), one-to-many (if a booking can include multiple rooms), or many-to-one (if multiple bookings can be associated with one room).

5. Create an Entity-Relationship Diagram

Entity-relationship diagram development requires knowledge of both the logical and physical models of database design. The ERD in the logical model represents the logical structure of the data, including entities, characteristics, and relationships.

We want to store information about objects or concepts called entities, attributes (entities’ traits or properties), relationships (the connections between those entities), and relationship cardinalities.

Understanding the database's data structure, relationships, and constraints is made easier thanks to its logical representation. The ERD acts as a guide for how the database will be implemented in the physical model. In addition, it contains information about the table structures, column data types, and index structures that are particular to the database management system being utilized.

In addition, the model provides information on the indexing, access paths, and storage structure, all of which are crucial for the implementation and improvement of the database. As a result, defining the logical structure of the data and then translating it into a physical model that can be utilized by a DBMS constitutes the process of creating an ERD.

6. Refine and Normalize

Review the model for completeness and accuracy. Normalize the model to reduce redundancy and ensure data integrity.

7. Add Additional Details

You might need to add more information to the model (such as constraints, keys, and data types for attributes), depending on the system's complexity and the particular requirements.

8. Implement in a Physical Database

Once it has been finalized, the model can be implemented in a database management system. To do this, tables must be created and their fields, relationships, and constraints must be based on the ERD.

A hotel management ER diagram is shown below:

Data Model for a Hotel Management System

Understanding Entities, Attributes, and Relationships

Entities and attributes.

Entities are the main objects or concepts in a database; they represent distinct categories of information. They are typically organized into tables within the database. For example, hotel management system entities could include Hotel , Room , Guest , and Booking .

Attributes, on the other hand, are the characteristics or properties that describe entities. They define what specific information is stored for each entity. For instance, attributes for the Hotel entity might include HotelName , Address , and Star Rating ; each provides details about a hotel's identity and features.

Entities and attributes collectively structure and organize data within a database, ensuring that information is efficiently stored and managed.

Let’s look at the entities and attributes in our hotel management data model.

The Hotel entity represents an individual hotel property within the system. It serves as the core entity around which all other operations and entities revolve. It stores essential information about each hotel, such as its name, physical address, contact details (phone and email), star rating, check-in time, and check-out time. This data allows the system to manage hotel-specific data and provide accurate information to guests during the booking, check-in, and check-out processes. Its attributes are:

HotelID : A unique identifier for each hotel. It serves as the primary key for this entity.
Name : The name of the hotel, providing its distinct identity.
Address : The physical location of the hotel.
Phone : The contact phone number for the hotel.
Email : The contact email address for the hotel.
Stars : The star rating or level of the hotel, indicating its quality and services.
CheckinTime : The time at which guests can check in.
CheckoutTime : The time at which guests are expected to check out.

This table's SQL code is:

2. RoomType

The RoomType entity defines the various categories or types of rooms available in the hotel, categorizing rooms based on their features and pricing. It records and stores information like the type's name, description, price per night, and maximum guest capacity. This data assists in room inventory management, pricing strategies, and helping guests choose rooms that best suit their needs and budget.

TypeID : A unique identifier for each room type and this table’s primary key of this entity.
Name : The name of the room type (e.g., Standard, Deluxe), defining the category.
Description: A brief description of the room type, offering additional details.
Price per Night : The cost of renting this type of room per night.
Capacity : The maximum number of guests the room type can accommodate.

The following is this table's SQL code:

The Room entity represents individual hotel rooms, serving as the primary entity for room-related operations and management. Each Room record includes a unique RoomNumber and is associated with a specific Hotel and RoomType . The Room entity also tracks the room's status (e.g., available, occupied, or under maintenance), enabling the system to manage room assignments, occupancy, and maintenance schedules.

RoomNumber : A unique identifier for each room and the primary key of this entity.
HotelID : A reference to the hotel the room belongs to, establishing a relationship with the Hotel
TypeID : A reference to the room type of the room, establishing a relationship with the RoomType
Status : The current status of the room, which assists in managing room availability.

The Guest entity captures information about the hotel's guests, forming the basis for managing guest stays and services. It stores essential guest details, such as their name, date of birth, address, and contact information (phone and email). This allows the hotel to personalize services, maintain guest histories, and facilitate communication with guests.

GuestID : A unique identifier for each guest and the primary key of this entity.
FirstName : The guest's first name.
LastName : The guest's last name.
DateOfBirth : The guest's date of birth, for age verification and personalized service.
Address : The guest's address.
Phone : The guest's phone number.
Email : The guest's email address.

The Booking entity manages reservations made by guests for specific rooms on specific dates. Each Booking record is associated with a Guest and a Room , along with check-in and check-out dates. The Booking entity calculates the total price for the stay and assists in managing room availability and guest arrivals and departures.

BookingID : A unique identifier for each booking and the primary key of this entity.
GuestID : A reference to the guest making the booking, establishing a relationship with the Guest
RoomNumber : A reference to the room being booked, establishing a relationship with the Room
CheckinDate : The date the guest plans to check in.
CheckoutDate : The date the guest plans to check out.
Total Price : The total price for the booking.

The Payment entity stores financial transactions related to guest bookings and services. Each Payment record is linked to a specific Booking , detailing the payment amount, date, and method (e.g., credit card, cash). This entity helps in tracking and managing payments, ensuring accurate billing and financial reporting.

PaymentID : A unique identifier for each payment and the primary key of this entity.
BookingID : A reference to the booking associated with the payment, establishing a relationship with the Booking
Amount : The amount of the payment.
PaymentDate : The date when the payment was made.
PaymentMethod : The method used for payment (e.g., credit card, cash).

Relationships and Cardinalities

Relationships in the context of a database model describe how different entities or tables within a database are connected or related to each other. These relationships define how data in one entity is associated with data in another entity. Relationships are established through keys or fields in tables; they are essential for organizing and querying data efficiently.

Cardinalities refer to the numerical nature of these relationships, indicating how many instances of one entity are associated with how many instances of another entity. Cardinalities specify whether the relationship is one-to-one (1:1), one-to-many (1:N), or many-to-many (N:N). Cardinalities help define the structure and integrity of the database model.

1. Hotel–Room

The relationship between the Hotel and Room entities exhibits a one-to-many (1:N) cardinality. This means that one hotel can have multiple rooms, but each room is associated with one specific hotel. In this model, the HotelID in the Room entity serves as a foreign key referencing the Hotel entity; this indicates which hotel a particular room belongs to. This allows hotels with various room types and configurations to efficiently manage their room inventory while ensuring that each room is tied to a specific hotel.

2. Hotel–Staff

The Hotel and Staff entities are related in a one-to-many (1:N) cardinality, meaning a single hotel can employ multiple staff members, but each staff member is linked to only one hotel. In this model, the HotelID in the Staff entity acts as a foreign key that references the Hotel entity, specifying the hotel to which a particular staff member is affiliated. This structure facilitates the efficient management of staff in hotels with diverse departments and functions while ensuring each staff member is associated with a specific hotel.

3. RoomType–Room

The connection between the RoomType and Room entities also demonstrates a one-to-many (1:N) cardinality. This implies that each room type can be assigned to multiple rooms, but each room is associated with only one room type. The TypeID attribute in the Room entity acts as a foreign key pointing to the RoomType entity, indicating the specific type of room that it represents. This cardinality allows hotels to offer diverse room categories while maintaining consistency in room type definitions.

4. 4. Guest–Booking:

The relationship between the Guest and Booking entities exhibits a one-to-many (1:N) cardinality as well. This signifies that a guest can make multiple bookings, but each booking is linked to one specific guest. The GuestID attribute in the Booking entity serves as a foreign key referencing the Guest entity, indicating who made the booking. This cardinality facilitates guest-specific booking records, allowing hotels to keep track of reservations made by individual guests over time.

5. Booking–Room

The connection between the Booking and Room entities represents a one-to-many (1:N) cardinality; a single booking can include multiple rooms, but each room is associated with one booking. The RoomNumber attribute in the Booking entity acts as a foreign key referencing the Room entity, indicating the rooms reserved as part of that booking. This cardinality enables hotels to accommodate various booking scenarios, including reservations for multiple rooms within a single booking.

6. Booking–Payment

The relationship between the Booking and Payment entities showcases a one-to-many (1:N) cardinality. This implies that one booking can be associated with multiple payment transactions, but each payment is linked to a single booking. The BookingID attribute in the Payment entity serves as a foreign key referencing the Booking entity, connecting each payment to the corresponding booking. This cardinality allows hotels to manage payment records associated with individual bookings, ensuring accurate financial tracking.

Beyond the Hotel Management Data Model

The hotel management database model plays a pivotal role in efficiently managing hotel operations, guest services, and financial transactions. Its entities and attributes collectively form a comprehensive representation of a hotel's ecosystem, allowing for precise storage and retrieval of information. By leveraging this model, hotels can streamline their booking processes, room allocation, and payment tracking while enhancing guest experiences through personalized services.

Depending on your specific requirements, you may need to extend our example hotel data model to include additional entities or attributes, such as maintenance records, housekeeping assignments, and more. You can also implement this model in a relational database management system to build the actual database.

The Best Hospitality Case Studies You Can Learn From

In our digital age, it’s so easy to see what other guests thought of their stay at your property, and hopefully your Google and Facebook reviews are top notch.

You’ll find that the overall guest experience is vital to your success in the hospitality arena. It’s up to you and your staff to make your guests as comfortable as possible and treat them like they were in their own home.

We find it’s often good to learn from others and those who are doing it right or turned things around. Let’s take a look at the best hospitality case studies you can learn from.

The Taj Mumbai

According to the Harvard Business Review , the Taj Mumbai is one of the world’s top hotels. Not only is it known for its beauty, but it is known for having the most well-trained employees who are always willing to go the extra mile.

They even note that many of them have worked at the hotel for decades. There is never any question about the job to be done and how to meet the needs of the guests.

While the Taj Mumbai is known for their excellent customer service, they took it to a new level during several terrorist attacks a decade ago.

The employees never left their posts and made it their duty to protect their guests. They were quick thinking and thought of the safety of the guests before their own. Many of them even lost their lives.

So, you can see that the Taj Mumbai has created a customer-centered culture. Their employees know the customers come first, and they seem to enjoy this culture of service.

Experts tend to agree that the recruiting system employed by the hotel has helped them find the most ideal candidates to provide this extraordinary culture of service.

The Hiring System of the Taj Mumbai

Instead of looking to the metropolitan areas for new hires, they head out to the smaller towns. This is because they find employees with more traditional, old-school values. These include a respect for teachers and their elders, a humble spirit, discipline, honesty, and an empathetic nature.

This also helps them find loyal staff members who truly care about the hotel’s many guests.

Often recruiting younger people, the hotel sends new team members to a certification center where they live room and board free for 18 months to learn how to be the best employees they can be.

They also look to schools for their management teams and again spend a great deal of time (18 months is the norm even for management staff) and money training them.

The prospective employees are also trained in a very different manner. They are not told to look out for the hotel’s interests, but they are told to put the guest’s first. They should always put the guest’s needs before those of the hotel.

This not only empowers employees to take the right action at the right time, but it engenders loyalty in both the employee and the customer.

Finally, the hotel instituted a special rewards and recognition program that relies on compliments from guests, compliments from colleagues, and the employee’s very own suggestions.

Every day thank yous are encouraged, and the employees strive to be better every day.

The Wit Hotel

Located in Chicago, the Wit Hotel knew it needed to provide more options for its health-conscious travelers. They wanted to appeal to more appeal, including their loyal clientele, by providing more nutritious food options.

The brought in SPE Certified to help this 300-room Doubletree by Hilton, with one of the best rooftop lounges in the world, meet travelers’ growing demands.

They wanted to up their hospitality level by offering the tastiest, most nutritious food, both catering to their current guests and working to attract new guests from an even younger demographic.

With the help of their consultants, and in collaboration with the hotel’s chefs, they identified existing menu items to enhance. They worked on a number of items and now offer many SPE certified dishes.

These are menu items that are certified and show the hotel’s commitment to sustainability and nutrition and most importantly, to their customers’ health and well-being.

Their changes have had great results and enhanced customer satisfaction.

Arenas Del Mar

Located in Costa Rica, the Arenas Del Mar is committed to new avenues in the hospitality industry.

They are committed to providing their guests with just what they want.

For example, they invest in green technology and only source products that meet their green philosophy. Their goal is not only be sustainable but efficient.

At their resort, they rely on solar energy because they are dedicated to keeping their carbon emissions low. They do this by using solar energy to heat water for their guests’ rooms as well as their staff rooms.

They even take it a step further on cloudy days by using their energy-saving auxiliary water heaters as a backup. Their guests never have to worry, though, as their hot tubs and shower are always as hot as they want.

When it comes to their food service, they have their very own gardens that they irrigate with wastewater. They also work with local suppliers and only source organic food and hormone-free and grass feed meat.

In addition, because the resort is right in the middle of 11 acres of nature preserve, they only use natural cleaning products.

They went 100% organic so as not to leach toxic products into the nature reserve because they want to preserve the fragile ecosystem.

Final Thoughts

You can see from these three different case studies how important it is to put the needs of the customer front and center.

In this highly competitive arena, it is absolutely vital to provide proper customer service training.

Strive to be a customer-centric property. Put the needs of your guests first and allow your employees the leeway to provide the best service to your guests. Don’t tie their hands by making them jump through hoops. (tweet this)

Your goal is happy employees first. Finally, when your team is happy in the workplace, then everything falls into place. Your customer culture is set, and your customers are incredibly satisfied as a result.

Looking to showcase your hotel? At Hotel Propeller, we build functional, beautiful websites that highlight your hotel to help you stand out in the crowd. You’ll find everything you need to attract guests to your website and compel visitors to make a reservation. Take a look at our showcase and contact us today.

Images: Andrew Neel and chuttersnap on Unsplash

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Customer Success Story

The Henry Hotels and Resorts, Philippines

Hotelogix offers ease of adding new properties to philippines-based the henry hotels & resorts., about the client.

The Henry Hotels & Resorts is a pioneering Filipino luxury boutique hospitality brand that claims to offer an “experience like no other”. The group operates six properties full of unique character and soul in and around Cebu, Manila, Dumaguete, and Laiya. The group has earned extraordinary ratings on several leading hotel booking platforms with its excellent guest service.

The group had to deal with several operational issues with the on-premises solution. Some of them were -

Managing all properties centrally
Tracking hotel operations from anywhere, anytime
Automating occupancy based pricing
Accessing group-wide reports centrally
Dealing with overbookings and double bookings
Understanding guests' purchase history

With all the bottlenecks mentioned above, the old solution couldn't help them grow while adding new properties. After carefully evaluating a few options, they found Hotelogix's cloud-based multi-property solution matching their requirements.

"The on-premises solution restricted our capabilities at the property level. And at the central level, we didn't have visibility into our group operations in one place. This made us look for a better technology partner. Our search for a robust, cloud-based multi-property management system ended with Hotelogix in 2016.” Justin , IT Manager

After understanding the group's requirements, we offered them some of the solutions as mentioned below -

Multi-property management system
Insightful business reports
Centralised guest history
Integration with the channel manager
Occupancy-based dynamic pricing

“Team Hotelogix did a fantastic job by successfully and seamlessly onboarding all our four properties. The post-implementation training process was great.” Justin , IT Manager

The group has been reaping many benefits since the adoption of Hotelogix in 2016. Some of them are -

Centralised control over multi-property operations
Anywhere, anytime Hotel PMS access
Multiple reports on the group's performance
Understanding guests' needs to serve them better
Significantly reduced overbookings/double bookings
Improved RevPAR with dynamic pricing

A meaningful partnership that offers scalability

“Hotelogix was proactive in giving us a decent discount on the Hotel PMS subscription in 2020 when our business was affected by the pandemic. We aim to grow our hotel business with Hotelogix." Justin , IT Manager

At a Glance

Property name The Henry Hotels & Resorts

Location Philippines

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We used pen, paper and Excel to run the business. We were drawn to Hotelogix because of its cloud based capabilities and simplicity. We are more organized now - the ability to have several users on multiple computers with FrontDesk active really makes a difference. The direct channel manager connection has really simplified the process for us.

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HOTEL MANAGEMENT INFORMATION SYSTEM PROJECT FINAL

This project examines the aspect of the hospitality industry which is Hotel management. In the 21st century the use of the internet, computers and other electronic devices have made handling different jobs and aspects of management very easy. This project is the design and implementation of an electronic hotel management system that provides proper management of data and transactions in a centralized and organized manner and also provides a user friendly interface with which the user can interact easily with the just little or elementary knowledge of operating computers. This project is designed to create a platform that allows booth the user and administrator to keep track of transactions like room reservations, room booking, financial administration of the hotel, staff record keeping, online reservation and other day to day activities involved in the running and management of a hotel. The implementation is based on the requirements for a hotel management system. The project work is divided into five major categories which are; Front Desk, Accommodation, Catering, Finance & Account and Personnel Staff Record (Human resource management). This project accomplished the task of building a system that ensures accurate record maintenance which was done through proper identification of customers and the proper designation of user functions with most of the processes being done automatically. An electronic hotel management information system is required to assist management of data in the hospitality industry and also to make the entire hotel management process easier. The project was designed with the use of Microsoft visual Studio which is an integrated development environment made by Microsoft. It can be used to develop console and graphical user interface applications along with windows form application websites. The database system was created using Microsoft SQL server (MSSQL).

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In order to make the hotel management work systematic, standardization and automation, achieve the aim of improving the efficiency of hotel guest room management. This paper designs the hotel management system, the overall mission of system development is to make the office staff can quickly and easily complete the hotel guest room management task. From the Angle of actual application to system illustrate the basic situation; And then introduced the system analysis and modeling, focusing on the functional requirements of the hotel management system was analyzed, at the same time on the system design goal, the system use case diagram and so on several aspects, Hotel management system is mainly introduced the three layers of frame structure, and the database design, etc. Application of this system can be flexibly and conveniently on the computer management hotel rooms, thus greatly improves the processing speed, make the management more modern.

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Use Case Diagram for Hotel Management System

A hotel management system use case diagram is used to describe the behavior of the hotel management system. It shows the relationships between users and how they interact with the system.

Moreover, the hotel management system use cases include the project functions using use cases, actors, and their connections. This explains the complex functions of a system.

Check out our Recommended and Related Articles for more information and learning opportunities.

Hotel Management System UML Diagrams
Activity Diagram for Hotel Management System
Use Case Diagram for Online Hotel Reservation System
Component Diagram for Hotel Management System
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Deployment Diagram for Hotel Management System
Hotel Management System Class Diagram

Importance of Use Case Diagram in UML

The purpose of this diagram is to help the developers understand system management. It turns the concept into an illustration that mirrors the overall system function. This also determines the requirements of a system.

Furthermore, the diagram serves as the system analysis to identify, clarify, and organize the project’s needs. It works best with other unified modeling languages (UML) diagrams such as activity, class, sequence, deployment, and component diagrams.

Hotel Management System Use Case Diagram

The use case diagram example has two main illustrations. These illustrations describe the system’s general and specific processes using include and extend.

Hotel Management System General Use Case

The general use case diagram for hotel management systems shows the main functions of the system. It is a high-level basis for specific use cases.

The general use case is the most common application of a use case diagram. The use case diagrams show the main parts of the system and how information moves between them.

Include and Extend in Use Case Diagram

The terms “include” and “extend” are used to describe the following diagrams. Include explains that sub-use cases are part of a process, whereas extend is the opposite.

Manage Customers Use Case Diagram

This process shows where the admin requires the customer’s basic information. It serves as the basis for the transaction applied or requested by the customer.

As you can see, the customers’ information should be encoded into the system. The system then monitors its details to validate them and then saves the data.

Manage Hotel Rooms Use Case Diagram

This use case allows the admin to manage the hotel or inn rooms’ information as well as their availability. It enables the management to avoid conflict between customers. It is also to improve the customer service of the hotel.

Hotel Management System Use Case Diagram UML

Monitor Hotel Transaction Records Use case Diagram

This process explains how the admin or users handle the services that they offer to their customers because it is an essential part of the hotel management system.

Hotel Management System Use Case Diagram

This transaction information and status were used to determine what type of transaction has been accessed by the customer and to prepare for the request or to achieve the desired service by the customer.

Use Case Diagram for Hotel Management System Pdf

How to draw a use case diagram.

Time needed: 2 minutes

Here’s the complete guide on how to draw a use case diagram for hotel management system.

For beginners, you need to familiarize first with use case symbols to be used.

The next step is to determine the system’s processes. They will be the use cases of your project. You may ask the users about the typical activities done in hotel management.

To find out what the general use cases are, the information from the users needs to be evaluated. From the general use cases, you will see the sub-cases that are included. However, only include the processes that are relevant to the hotel management system.

To plot the diagram, you will need the users, use cases, containers (scope), and their indicators (association). You will base the flow of use cases on the evaluated information from the users. Your first move is to place the users involved. Next, put the container in the plotted diagram to separate the objects (users and system) scope. Then put in the use cases of the hotel management. Finally, you need to map out the association of the use cases to show the interactions between the user and the system.

The UML use case diagram represents the methodology used in system development . It helps developers know the possible inputs that the project should process and perform.

Furthermore, you will discover the needed processes and connect them to the other UML diagrams. The diagram is also applicable in modeling the software’s use cases (processes). It captures the system’s flow from one process to the next.

If you have concerns about the Use Case Diagram for the Hotel Management System , just leave us your comments below.