What is HMS Hotel Management System?
HMS is not only a Channel Manager System but also a Property Management System too. You can manage your channels while managing your front and back office, receiving your reports, tracking your staff and your accounting transactions. In accordance with your facility features, your Room Types, Accommodation Types and Rooms are created and presented to you on HMS.
How to edit property?
You can edit your property on HMS whenever you want according to changes what you did for your hotel. And with this way, you can get your reports, manage your channels and track your transactions properly. For making the changes like Room Types, Rooms and Accommodation Types, you can use Facility option on the left menu. For instance, I’m listing the rooms for edit my hotel rooms. And when I change Room Type of a room, that room will be usable under this Room Type and I can send my availabilities for it to the online reservation channels. We can edit the Room Types by clicking the Room Type option on the left menu. For instance, lets edit the Double Room. In this screen, we can edit the room count, adult capacity, total room capacity, pricing type and the policy. Under the Pricing Policy option, we can manage our per person prices policy according to accommodation type, person count and the return policy. After all, in the Accommodation Type menu, we can edit accommodation types what we present on the hotel, like bed and breakfast, half board and so on.
How to track reservations?
There are several options for track your reservations on HMS, like Home Page, Monthly View and Reservation List on the left menu. You can use the Home Page for viewing your daily reservations and statistics of your rooms. By clicking Monthly View on the left menu, you can view your room status for a month or several. For the view of the several months you can click the greater-than signs. On the left menu, you can click Reservation List for get your instant and future dated reservation list. On the top right, click Archive for checked-out reservations and Cancel for the canceled reservations.
How to add new reservations on HMS?
There are several options for adding new reservations on HMS by daily, future or back dated reservations. On the Home Page, you can use Make Reservation button for adding new daily reservation. In the Adding New Reservation page, you can change the reservation dates, Room Type and Room Number, Accommodation Type, Adult and Child count, Daily or Total price, Currency and Exchange Rate. In this page, also you can manage reservation’s Agency, Voucher Number and Comments too. For the adding guest information, you need to click plus button. No matter how much you need, you can click plus button to add new guests. In this section, you can add guest ID or Passport Number, Name and Surname, Gender, Country, Birth Date and Place, Phone Number, e-Mail address and car plate by clicking New. If this guest stayed on your hotel before, guest information will fill the blanks automatically when you click the Guest directly. And you can add prepayments by clicking plus button on the Payment section. Also, you can reach this page by clicking Reservation > Add on the left menu or Monthly View page too. On the Monthly View page, you need to click box which you want and specify the total date count.
How to view reservation details and edit them on HMS?
For view and edit reservation details, you can use Home Page, Monthly View and Reservation List. On the Home Page, you can use “Detail” button, on the Monthly View you can use “Show Reservation” button and on the Reservation list you can use “Display” and “Edit” buttons for view reservation details and edit them. On the Reservation Details page, you can use Edit button for changing reservation details, like Check-in Check-out dates, price, Room Type, Room Number and so on. Guests button shows Guest List and you can add new guests for the reservation on this section. For adding new guest, you need to click Add Guest button. In this screen, you can add a new guest by creating new one or you can pick one from your guest list. Collection/Payment button shows the Payments list added before and you can add new Payment on this section. Transactions button shows the guest’s other expenses, like Restaurant, Minibar and so on. In this section you can add new one also. Daily Price section shows the daily room prices one by one. You can change the daily price or transfer them to other reservations on this section. For these features and more, you can use Others button. In this menu, you can cancel and delete the reservation, manage sale invoices too. On the comments section you can change your reservation comment, which you added before when you making the reservation. The Transaction Logs shows, which staff, when and what they did. Also, you can share reservation details with Share button and print Room Account and Reservation Card by clicking on Print button.
How to Check-in and Check-out the reservations?
You can use Quick Transaction button for Check-in or Check-out your reservations on Home Page when your guests arrive or departure. Also, you can do them on the Reservation View page too. By clicking Edit button, you can Check-in or Check-out of your reservations specifying date and time. After specified date and time, you should click the checkbox and save it.
What is Reservation List?
The Reservation list shows instant and future dated reservations to you. Also, you can find your checked-out reservations on the Archive page and you able to manage them. On the Cancel page, you can find your canceled walk-in or channel reservations.
How to add group reservations?
You can add your group reservations by clicking “Reservation > Group Reservation > Add” buttons on HMS easily and you should not add them one by one with this way. On this page, first of all you need to specify Check-in and Check-out dates. After that, you should fill the Group Name and Authorized Person’s name blanks. These sections are required fields and cannot be leave blank. On this page you can change Reservation Type, Accommodation Type and Accommodation Class. Also, if you have a Voucher Number for this reservation you can fill that blank and select the agency from which you created before on the Agency list. Most important area is Price section on this page. Price specifies daily price of a room on this Group Reservation. After all, your system is ready to add rooms to your Group Reservation. You need to select a Room Type and Room Number which you want to add to your Group Reservation. After adding the rooms one by one, you can add guest information on this page or you can add them after saving this Group Reservation. When everything is ready you can save this group reservation.
How to use the Guest List?
Guest List, shows the guests which stayed at your hotel before or imported to HMS with an Excel File. On this page, you can make a search with ID or Passport Number, Name and Surname or Phone Number and you can make a reservation to this guest easily by clicking Make Quick Reservation button. For showing the guest’s reservations you need to click “Show” button and “Reservations” button.
How to import Guest List to HMS from a file?
You can import your Guest or Agency List to HMS from an Excel File. For this future you can use Guest List page from left menu. Bottom right of this page, you’ll find Import button. By clicking this button, you can download our Guest List Template and edit yours compatible for HMS. After editing your guest list, you will be able to import it to HMS and you can do it by clicking “Upload Excel Template” on the same page.
How to use Guest Black List?
Guest Black List is allow you to see guests which you don’t want to let them stay in your hotel again. For add a new guest to black list or show which you added before, you should click the Black List button which is bottom right of Reservation List page. On this page, you can add a new guest to your black list and write your comment that will show to you in the future. If you want to remove a guest from blacklist, you need to click delete button.
How to use Guest Relations?
You can send e-mail or text message on the HMS to your guests manually or automatically. For this future you can use Guest Relations under the Guest menu. In this section, there are three options which you can use: sending text messages manually, sending e-mails manually and sending them automatically. You can use Send SMS and Send E-mail buttons for sending them manually. If you want to send these messages with a template automatically, HMS can do it instead of you if you subscribe Guest Relations Module. For sending messages automatically, you need to click “Detailed Edit” button. In this page there are four options, which are:
- After Reservation Made
- Before Check-in
- While Accommodation
- After Check-out
How to edit per-person pricing policy?
For editing the per-person pricing policy, you can use the Facility > Room Type page on the left menu. On this page, you should click edit button which room type you want to edit pricing policy. On the Edit Room Type page, there is two options as Per-person and Per-room. When you are setting this policy, you can use this area for an example price. After settings are done, you have to delete this example price before you save the rates. When setting your Per-person policy, you should specify a Main Price. When you enter your price to HMS, that will be the Main Price and the other prices will be derive by the system with these rates.
How to make periodic batch updates?
You can update online reservation channel’s prices, availabilities and restrictions on HMS easily. For these updates you can use “Periodic Prices > Batch Updates” page on the left menu. On this page, first of all you need to select update type on the top left. After that you need to specify start – end dates and which days you want select of week and which channels do you want to update. According to your choosing, you need to specify the update. Most important thing is here; if you are updating your prices, you need to be careful about main prices. System will show you which guest has main price on here. After everything is ready, you need to click on Update button and on this page, system will show you your updates for last check. If everything is okay, you can finalize it by clicking “Save the Updates” button.
How to see online reservation channel’s reservations?
For the filtering of channel reservations, you need to click “Reservation > Channel Reservation” page on the left menu. This page will show you the reservations which you get from online reservation channels. On this page, you can search a reservation with Voucher Number, Guest Name and Check-in or Check-out dates. If you want to see details of channel reservations which are sent to HMS, you can use the show button on the right. On the channel reservation details page, you can find guest name, total adult and child pax, reservation dates, voucher number, guest contact information. It should not be forgotten; these details only show to user if the channel sent this information to HMS.
How to find channel reservation’s credit card details?
On the Channel Reservation page, you need to click Show button which reservation you want to see credit card details. On the details page, in order of; click “Rooms” button on the top right and go bottom of the page. On the bottom of the page, you can find the Credit Card Information area. After clicking the “Click Here for Information” button, system wants you to enter your user password. If your password is correct, credit card details will show on this page.
How to add stocks on the HMS and tracking them?
You can add your stock keeping units as a unique identifier for each distinct product and service that can be purchased to HMS and you can track their stock counts easily. For the view your stock list or add a new one, you need to follow “Transactions > Stock > List” sections on the left menu. On this page, you can find your stock list, barcode numbers, prices, stock counts and critical stock counts. Critical Stock Count shows you, when the system will send you a notification how fewer piece do you have left. For the changing setting of a stock keeping units’ information you need to click “Edit” button on the right. This page allows you to change stock keeping units’ Name, Barcode Number, Price, Countable Status, Categories and Sections which you want to show on, VAT Status and Critical Count. Adding a new stock keeping unit is same as this page and you can find “Add New Stock” button on the Stock List page’s top right.
How to manage open sales?
You can track your sales for the restaurant, pool clients who is not staying in your hotel in the HMS with using Open Sale on the Transactions menu. On the Open Sale page, you can find your sales and manage them. Also, you can transfer these sales to a room. For adding a new sale, you can use “Add Open Sale” button on top right of the page.
How to track hotel expenses on HMS?
Hotel expenses are trackable in the HMS and these expenses collapse from your cash account. You can use this future on the “Transactions > Expenses” menu for listing your expenses or adding new one. In this page you can find expenses which you add before and you can edit them or add new one. For adding new one, you need to use “Add New Expense” button on top right. In this page, you need to add a stock keeping unit for this expense. After that, you need to fill the blanks before saving this expense.
How to add sale or purchase invoices?
You can use HMS for making out an invoice to your guests and tracking your purchase invoices. For tracking your purchase invoices, you can use “Invoice > Purchase Invoice” menu. Also, you need to use this future for tracking your stock counts. For adding new one, you can use “Add Purchase Invoice” button. In this page, you need to fill invoice data and choose invoice owner. After that, you need to add stock keeping units, which invoice includes. For making out an invoice to your guests and agencies, you can use “Invoice > Sale Invoice” on the menu. In this page you can find your invoices which you made and you can add new one. To add new one, use “Add Sale Invoice” button. In this page, you need to fill invoice data and choose invoice owner. After that, you need to add stock keeping units for sale.
How to create user accounts for staffs on HMS?
By creating a special user account for your staff, you can follow which staff performed the transactions and limit the transactions your staff can perform on the HMS through authorization. You can use “Tools > Staff” page on the left menu for the users which can access to the system. In this page you can see the users, user’s last login date and edit them. For adding new one, you can use “Add New Staff” button on the top right. In this page, you need to fill the staff information and you need to change web panel as active and fill the user information to login HMS. For the permissions, you can use “Authorization (Permissions)” button on the top right of the page. You can manage the permissions which you want to users can do.
How to track Cash Account and Cash Account Transfer Transactions?
You can use the Cash Account button by clicking on the user name area on the top right of your HMS screen. In this page, you can see the user cash accounts that are open in the system and the cash accounts that have been closed and transferred before.
You can view the instant status and close your cash account, also transfer it to another user by using the Close Cash Account button. In this page you can see your cash account’s instant status and transfer it to another user by selecting the user which you want to transfer.
After the closing cash account process is completed, a new cash account will open for you and your previous one will be transferred to the user you have selected.
Online Reservation Module
You can use HMS Online Reservation Module for get reservations from your official website without paying commission. This module works as integrated with your PMS system and get prices, restrictions and availabilities from it. Also, you can change the prices with special value for it on the batch update screen. Let’s make an example reservation for the hotel. First of all, guests need to select a room and room count. After that, they can go to next step with using Make Reservation button. In this screen your guests will fill the guest information. After that they can go to next step, the payment screen. You can manage these payment options at HMS with using Tools > Finance > Payment Type page on the left menu. At the end, guest will Create Reservation. If guest selects the Mail Order option, you will get the credit card information on the Channel Reservation page. As you can see, the reservation is placed to room which is a Family Room. After that you can change the room number if you want. For editing and uploading your room type photos, you can use Facility > Room Type option on the left menu. On this page, you need to edit which room type you want to upload photos. After that, click the Photos button. On this section, you can upload new photo or delete which is uploaded before. When everything is ready, you need to save it.
Tips for the Hoteliers
Whether you’re a boutique property, an upscale resort, or anywhere in between, all hotels endure days, weeks, months when vacancies outnumber occupancies. Every hotel or resort has a slow period, an off-season when a hush falls over your property and your hotel marketing team is scrambling for ways to fill rooms. While we can all dream about one day enjoying a bustling hotel year-round, until then let’s carve out hotel marketing strategies to increase occupancy and boost revenue during your low-demand periods. Here are tactics to build into your hospitality marketing strategies to increase hotel room occupancy during off-season emptiness. Get to know the ebb and flow of your occupancy. What are the weekends, weeks, months when your hotel slows down? Review your hotel’s monthly forecast and identify the times that occupancy has been consistently low. The earlier you start planning for your need date period, the more time you have to brainstorm with your team and build effective strategies to boost room bookings during that time. You should be developing your strategy two to three months in advance. Updating your pricing policy as periodical and changing your room prices according to occupancy rate of hotel is so important for increase or decrease the sell rates. For instance, at the peak periods or when you have a few rooms left, you can increase your room prices for get more profit from the reservations. Or exact opposite at the off-season you can decrease room prices for get more reservations. Let’s practice about that. First of all, you need to check your forecast report. In this report you can change the date from top of the page and you can find the occupancy rate day to day and monthly total at this report. According to these rates you can set a course for get more reservations. In this case as you can see, your occupancy rate is so low. So, you can decrease the room prices. For the show your prices you can use Period Prices > Overview buttons on the left menu. If these prices need some discount, you can use the Batch Updates for decrease them. For instance, let’s make some discount like ten per cent. In the exact opposite case, we can increase them for get more profit on the peak season. Another option for get more profit is Non-Refundable pricing policy. You can use that policy if you want to get your money for canceled reservations too. Non-refundable rates are cheaper than the refundable rates and guests prefer the Non-refundable rates then Flex rates because of that. Some times your guests can’t use these reservations. If that happens that means you can sell that room to another one without losing any profit. For the setting that Non-refundable rate, you can use Facility > Room Type button on the left menu. In the Room Type List, you need to edit a room type. After that you need to click Pricing Policy option. In the Pricing Policy page, you can change your per-person rates and non-refundable rates. HMS wishes you best tourism season ever!