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Hotel Management System Documentation

This document describes the software requirements to a Hotel Management System, in order to help defining the system usage in real situations.

The goal of Hotel Management System is to supply the basics necessities of a real hotel, receiving guests and managing rooms.

Definitions

Hotel Rooms

The hotel contains rooms without a maximum number. The rooms are manage by the hotel owner, that can define:

• room number
• room type

Each room type has a price associated to it and a description, also given by the owner.

Hotel Reception

At the reception of the hotel, there will be a computer where a staff will login to the system and be available to help guests. They will perform the following actions:

• Give customers information about the hotel
  • Rooms availability
  • Prices
• Booking
• Check-ins
• Handle keys
• Payments
• Check-outs

General description

Here we will describe a few situations at a day in the hotel

Arrival

Guest booking

1. Guest arrives at the hotel and ask the staff receptionist about the rooms
2. The staff describes the room types and its respective prices
3. Guest request to book a room of a certain type in a date range
4. Staff create a booking using the guest's personal information
5. At this moment, the guest can choose to pay part of the reservation, the entire price or let to pay at the departure date

Guest check-in

1. Guest arrives at the hotel and talk with the receptionist
2. The staff receptionist checks if there is a booking with the guest's personal information. If not, he creates a new booking. If yes, he confirms the room assigned to the guest and deliver the keys.
3. At this moment, the guest can choose to pay part of the reservation, the entire price or let to pay at the departure date

Departure

Guest payment

1. Guest choose to either pay with cash or card
2. The staff receives the money and update the payment in the system

Guest check-out

1. Guest request to check out
2. The staff confirms if the guest payed for the reservation. If not, receive the payment. If yes, get the keys from the guest and update the system about the booking