Offline PMS – Hotel Management System

Automizing A To Z Of Hospitality Services

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Offline PMS packed with powerful features, makes it easy for you to manage your daily operations while improving your overall guest services. Designed and developed under the guidance of hospitality experts, the hotel management system can accommodate the most stringent operational requirement regardless what type of property you manage. Time is of the essence in the industry, and a good property management system not only saves you time but helps you complete the operations efficiently and increase productivity.

Quick access coupled with the easy to understand GUI makes it effortless for you to carry out everyday reservation operations. The centralized reservation displays real-time availability of room, rates, guest profiles and other reservation tools enables you to manage every type of reservation scenario.

Reservation Center

Operations Streamlined to Bring Maximum Efficiency

Offline PMS offers a variety of views providing important information like guest name, room type and the status of the room which helps you track and manage all the reservation at your property. As per your requirement, you can select the most preferred interface or easily switch from one interface to another. The type of interface varies from Room Interface which provides a graphical display ‘up-to-the-minute’ status of all the room at your property, whereas List Interface provides similar information in a list format. The Tape Chart Interface informs you about property’s room status with guest names for a specific date range and Report Interface as the name suggest offers a variety of reports. Frequently utilized by the hotel’s management staff, Summary Interface gives you a complete snapshot of all the transactions conducted at your hotel in one window more like a dashboard.

One of the most fundamental information which every personal requires is right at your fingers tips in the PMS. One click and you are able to view all the various rate plans and rooms available at your disposable.

Handle all the reservation queries with guest by easily fetching all the reservation details which combines various filters with all the reservation types giving you the most accurate search result.

The comprehensive profile management tool lets you access your guests and company information which is displayed in a tidy and easy to understand format.

Manage diverse set of rate plans for your guest, corporate clients, group bookings and any other custom rate plan you wish to add. Offer special rate plans for special weekend or upcoming festivals, the tools gives you all the flexibility.

So the guest canceled on their reservation or they did not show up at all, don’t fret, a single click will take care of that booking and the system will automatically update inventory across the channels and your hotel website.

In a rare scenario where a booking requires the hotel for a change in the hotel’s reservation policy, this feature will allow you to customize the booking and release the reservation for other guests without blocking your inventory. For example, a guest has agreed to pay % of amount for a booking and the guest fails to meet the commitment. You can release the reservation for other guests and ensuring no loss of revenue.

The system can send out automated confirmation via Email or SMS to all confirmed bookings. Your staff can even print a hard copy for walk-ins or any guests who requests it.

The booking process is as simple as it can get, the process flow has been designed keeping in mind the complexity of various booking types ensuring that you require minimum number of inputs.

Create multiple bookings at once, the system will easily allow you to create different bookings including/excluding room types and/or extra add-on as per the different requests and all the bookings can be edited anytime if need be.

The system easily facilitates quicker room bookings by allowing you to book by choosing room number, room type or even a combination of the both leaving no room for error during booking process.

Front Desk Operations

Guest services with a smile

Every guest or group which visits your hotel is different and so are the needs or the preference they may have. You can allocate the room to the guests according to their standard preferences such as room type, view type, suite name or you can even add a custom preference beforehand which is unique to your hotel making it easy for you to identify and allocate.

Between walk-ins, bookings from website and channel bookings, it can get overwhelming at times or in some cases lead to errors in room allocation. But that is not a problem here, when you are allocating a room to a guest, the system will automatically compare the occupancy levels and dates and suggest you the best available option.

Creation of extra charges or any other miscellaneous charges is very straightforward. You can configure any kind of charges beforehand and those charges can be grouped for easy identification. In addition, if a guest is requesting for a service whose charges are not present in the system, you can manually add any custom charge to the bill as per the convenience. All of the charges in the system are accurately reflected in various reports, making it easier to track different charges and leaving no room for error.

Nothing impresses guests more than prompt confirmation of their requests, whether it is receiving email/SMS confirmation for their booking or receipts in their email after payment. You can pre-configure email and phone number in guest profile, once configured, the system will automatically set out the notification as per the process.

You have a big group of corporate guests coming to your hotel on a short notice, now you have to notify various departments in the hotel to get everything ready, so how do you contact them? You don’t; the system does, Offline PMS has its own internal messaging system, which sends out important notification as per pre-configured settings or you can even send out custom message in pop message, email and even SMS.

Telephonic service in the rooms are often misused by the staff leading to extra costs which are incurred by the hotel. Now you can secure the service from the system itself, the phone will be active only when the room is occupied by a guest and automatically bar the phone once guest checks out and you never have to worry about someone misusing the service.

Hotels in many regions are required to share the guest information with Government Agencies as per local law or Third Party Guest Service Systems. To make things much easier, Offline PMS can be integrated with any system and you can pre-set the setting in the system. Depending on the configuration the guest information is automatically shared with the local system when guest checks-in or you can share the information manually as per the requirement.

More often than you think, guests do arrive at the hotel before the hotel’s check-in time. Guests can request to check-in early instead of waiting in the hotel’s lobby. To simplify the early check-in process and charges related to it, we have a pre-configured early check-in charge. In addition, you can always modify the charge as per your hotel’s policy or even add the charge manually during check-in process.

Bookings for hotels come from variety of sources, from channels (OTAs), agents, hotel website, emails and walk-ins. The live inventory update will sync inventory across the board reducing instances of overbooking and unwarranted communication with guests saving you revenue and time.

The system maintains a database of the guests which have been barred in the past by the hotel. If the reception desk doubts that the guest is on the list, just with a single click, the guest details will be matched with the database and alert the staff. The staff can also override the ban manually if the guest has been part of the list by mistake.

Day-use service will enable you to cater services to corporate guests who are looking for a place to freshen up before a meeting or transit passengers who wants to rest before taking off to their destination. Here the guests book to stay during the day without staying overnight and check-out within the same day. The one of a kind feature will allow you to manually charge the guests as per the requested stay period.

If the guest is checking out late, the system will instantly prompt you and offer four different options; Full Charge, Half Charge, Manual Charge or No Charge. This not only keeps accurate track of all late check-outs but also gives you complete freedom on how you want to handle the guest checking out. As there can be multiple reasons for a check-out, you can select the appropriate option as per your discretion or hotel policy, keeping things fair and your guests happy.

Billing process is straightforward in Offline PMS, few clicks and an accurate tax invoice is generated with all the details of the guest, stay information, numbers of nights and other services rendered. Guests will be further pleased by seeing an accurate breakdown which is easily readable of different taxes levied and discount offered.

Offer your guests all the convenience of choice for making payments. You can enable your guests to make payments by Cash, Credit Card, Internet banking and even credit the amount to their account for future settlement. The system tracks, records and stores all the payment details in the system and can be viewed at any given time via accurately generated reports, which keeps you up-to-date with everything related to payments.

You got a group of people staying at your hotel and they like to club together some of the room charges to one folio and rest to another folio. You just select the room of the single guest and club all the charges to the folio, that’s it. Rest of charges is processed the same way and another folio is generated instantly. Furthermore, the system will automatically send it to the guest’s email and you can even print a hard copy on the spot if guest requests.

During the duration of the stay, guest can use many of the extra services like laundry, room service, minibar, housekeeping service, restaurant and more. Such charges are usually tied directly to the room and upon check out, if the guest has used any of the services, the check point will remind you to clear those charges. Until all the check point conditions are not cleared, the system will not let you check-out the guest, ensuring error free check-out for the hotel as well as the guest.

Instantly print gate pass at the time of check-out for guests, allowing them hassle free exit from the hotel while keeping things secured.

Once the guest has checked out, the system will send an auto generated thank you email from the system with a feedback form which can be accessed by the guest from their PC, Tablet or Mobile. Shriram iFeedback integrated with Offline PMS will synchronize organically with all of the auto email templates. In addition, each of the form can be customized according to the process and the feedback from the guest is automatically updated in the system for review.

Between welcoming the incoming guests and completing check-out for the leaving guests, check-out period can be very chaotic. Before the guest can check-in, the room has to be serviced and made ready for the arriving guest. Communication with the housekeeping staff is the key here, as you are checking the guest out, the system will automatically mark the room as “dirty” notifying the housekeeping team. Once the room has been cleaned and updated in the system, the front desk will be able to see the status of the room changing from “dirty” to “clean”, meaning the room is ready to be occupied again.

The bookings coming in and out from travel websites (OTA’s), hotel’s website and bookings at your hotel should be updated instantly. Offline PMS lets you pre-configure settings in which the bookings are automatically updated in the system and the revised inventory is updated across the board. In case of some technical difficulty, you can also manually update the inventory which lets you avoid errors and overbooking.

A registration card contains all of the important guest information like full name, address, date of birth, email, telephone number, company name, passport, visa details etc. At the time of guest arrival, front office staff can manually create a registration card or Offline PMS can fetch all the guest information from the guest booking and generate a registration card for the guest to sign. In most of the countries, it is mandatory for the guest to sign the registration card which is in accordance to management policies and legal requirements. Additionally, Offline PMS also allows the user to collect electronic signatures of the guest, to streamline the registration process making it quick and efficient.

Booking a group of travelers is as easy as doing an individual booking in Offline PMS. Select the rooms you want to allocate to the group and club them together under the groups name. You can also assign a group color for easy identification. As per guests’ request, you can also mark the room confirmed or unconfirmed. By marking unconfirmed, it is to ensure that you do not lose revenue as the inventory remains unchanged and rooms are available for others to book.

A group check-out is never an easy task, taking care of all the charges, payments and other requests. In the system not only you can bifurcate charges as per the guests’ request but also credit it to the company’s account in case of a corporate gathering at the hotel. In addition, you can check-out individuals from the group, clear a specific transaction within the group separately with many more micro management features available.

FrontDesk is the heart of every hotel’s operations, it acts as the center of operations where majority of the information passes through and processes are triggered. All the information is displayed in an easy GUI with organic process flow making your front desk operations more streamlined and efficient.

Profile Management

Understand your relationships better

You can store all the standard contact information of your guests as well as custom information as per the requirements. The profile is the focal point of the guest through which you can track all bookings, reservation history, transactions, etc. For recurring guests, the system will automatically identify contact information from the profile and send out auto emails/SMS from the system upon booking.

For your regular corporate clients, you can create custom company profile in which it will store all the information of the guest connected with the company. You can easily identify and efficiently manage the company guests at your hotel.

The business profile feature helps you to effectively maintain records of all transactions between the hotel and various 3rd party services associated with your hotel, such as car rentals, travel agents(OTA) etc. Additionally, it simplifies the business by easily bifurcating all the payments completed by the hotel and amount due to the agents. Moreover, the feature allows you to apply special tariffs for select business source and reserve rooms for specific travel agents. As a result, you can maintain an ideal business relationship with your source and upsurge the growth of your property.

Online Travel Agents (OTA) have become an integral part of hotel’s online business strategy as they have proven to be a major source of bookings. The number of travel websites used by the hotel is also increasing and on an average a hotel would have anywhere between 4 to 6 OTA connections, if not more. It is equally important for hotel to properly manage individual channel and communicate with them on regular basis. Travel Agent Profile in Offline PMS lets you store and access all the key information and point of contact, this lets you and your team work closely with the OTA partner.

Rate Management

Flexible rate management for higher revenue

Set the linear rate for your hotel by defining weekday and weekend rates, which becomes the base line rate for your hotel. Furthermore, you can also define tariff for extra adult and extra child for the room types.

Not every service in hotel is taxed and keeping that in mind, we have created a easy to use tool which lets you define which rates are taxable and which are not. In the rate screen, you will be able to easily distinguish between rates inclusive of taxes and rates exclusive of taxes. In addition, you can always change the parameter as per the changing requirement.

During high seasons, you want to reach the maximum occupancy and yield and for that you need to have the most appropriate rates structure. Offline PMS lets you configure season and define rates in the system which will be active for a specific period of time. This configuration updates the rates instantly in the system as soon as the season kicks in. This period can be set as per your discretion and can be modified at any given time by changing the dates, giving you complete control over the seasonal rates.

Revenue Management

Increase your occupancy with optimum yields

Get more competitive with Yield Management which allows you to regulate special rates based on your hotel’s occupancy level. For example, you can set up two different rates, one when your hotel is at 60% occupancy and another rate for 80% occupancy. The system will automatically update the rate as the hotel reaches the occupancy level. If neither of the conditions are met, the hotel will stay at the default rate level.

Define special rates for your business partners such as car rentals, local travel agent, travel websites (OTA) and any other company with business relations. Once you have set up individual rates, it will automatically reflect in your bookings by tying it correctly to the source account. This makes it easy for you to keep track transactions taking place with all your business sources and OTAs.

In Offline PMS access to different features and information can be controlled by associating appropriate Role to user. User profiling allows you give access to the user by selecting the specific rights/privilege. User will only be able to access those operations which are defined in their user role as per your configuration.

One of the most critical operation in a hotel’s business cycle, Night Audit summarizes your daily activity covering every aspect of your hotel’s operations. Night Audit process in Offline PMS is done with a single click, which automatically puts together the summary of the day’s activities for verification. The management and accounting team will get a complete picture of the previous day, making it easy for evaluation.

Whenever a front desk operator completes their shift and log’s out in Offline PMS, the system will automatically generate a cash report. This ensures accountability during shift hours and gives you precise information about the transactions.

Maintain daily miscellaneous sales and expenses in a dedicated account.

The features and tools for conducting in-house operations have been developed by working closely with the industry experts and keeping in mind the complexity of operations. These features will help you speed-up your housekeeping services, payroll and maintenance with relative ease.

House Keeping

Manager will be able to create tasks according to room types and area. Once that is done, the tasks can be assigned to the team individually by a simple drag and drop user interface and even allow to add special comments if any. The task list can be printed and handed out to the team, once completed, the team can return the list and manager can update the task status in the system. In addition, the manager is also able to define the approximate time required for each task with list of items required for each tasks, allowing more efficient time and cost management.

The housekeeping team receives the hard copy of the tasks list which helps them to keep track of tasks and submit it back to the manager once the tasks have been completed. Room number and hotel area is assigned individually to each team member making it straightforward and easy to coordinate.

Payroll Management

Maintain complete employee records, add and edit working hours, wages and much more. All of the information can be easily accessed and edited as per the requirement, leaving you worry free. A dedicated feature also lets you quickly define the job profile of the employee for easy management.

Running an efficient and tight shift schedule in a hotel is a 24 hours job but that doesn’t mean you have to pay that much attention. Shift management tools will take care of majority of the processes such as employee login/logout, working hours, breaks, etc. Furthermore, it even takes care of the employee’s overtime and leaves updating it automatically in the system according to attendance recorded.

Maintain clear records of loan/advance taken by the staff which can be configured to be deducted from the salary. In case of overtime, you can set pay head for adding overtime amount to the salary. You can easily generate payslip as per requests from the system. You also have multiple financial reports related to your team which can be generated at will.

Maintenance Module

Poor maintenance can lead to unhappy guests. The dedicated maintenance module gives you a bird eye view of the hotel’s equipment and their maintenance status. The system keeps track of all the equipment, stock of spare parts and maintenance work. Streamlining your hotel’s maintenance activities is the best way to reduce overall costs.

Create custom packages as per your regular events ranging from wedding weekends, receptions to business conferences or any other custom event you want to host at your hotel. You can create complete package covering all the minor or major details going into the event. Create menu cards, invites, set sitting arrangements, themes, equipment to be used and even set the duration of the event. Giving you a complete picture of your resources in use and time, allowing you to plan in advance for other events.

Quotations/Invoices

Send out quotations for the events to the potential guests. You can also create and save pro-forma invoice templates in system, saving you valuable time at the time of need.

The system calculates and applies the taxes to the guest folio as per the pre-configured setting. You can set up to 4 different types of taxes depending on the requirement as per your hotel’s geographical location. To give you even more control over tax charges, you can either waive of taxes from the final bill amount at the time of check-out. For example, waiving taxes for senior citizens can be done with a single click.

Exclusive/Inclusive Charges

Depending on your preference or requirement, you can set up the charges inclusive or exclusive of taxes. If you like to include taxes in the total amount, you do not have to do any complex calculations or formulas, you just have to enter the final room amount and the rate of tax will automatically fetch from the tax rate defined. As per your preference you can display the tax inclusive amount or charge the tax on top of your amount.

You can create any number of tax slabs in the system and add/edit them at any given time. In tax slab, you can define the amount range which would be taxed, the percentage amount can be edited at any given time. Tax/charges in hotel software system will automatically charge the tax rate once the night audit done, which takes care of your day to day finances.

Charges

You can define charges as per your room types and rate plan. The room charge is instantly posted as soon as the booking is created in the system. Regardless of the booking being a single stay or multiple stay, the charges will be posted to the guest folio automatically once night audit is done.

You can define unlimited number of extra charges for the services you provide for your guest. These charges can be auto posted as per the configuration or even manually.

Offline PMS also integrates effortlessly with a POS or can integrate with any other third party POS in the market. The integration allows easy flow of data including transferring charges from your restaurant to the guest folio. It takes care of your room service needs without any special efforts.

If your hotel allows paid phone services, in the system you can set up rates for local and international calling and transfer the charges as per use to the room folio.

You can set the rates for internet usage in the system and charge the usage to the room folio.

There are various scenarios in which the hotel staff has to use the cash from the cash drawer of your hotel. In such instances, you can use pay-out voucher in the system and charge it to the guest folio. For example, a guest coming to your hotel does not have local currency and used a cab to reach your hotel. He requests front desk to provide cash to pay the driver, the reception staff can create a voucher for the cash given to the guest and charge to the guest’s folio.

Mobile Application for Instant Hotel Reports

Shriram’s Mobile App for PMS reports offers a unique opportunity to receive instant summarized reports of reservation and revenue data of your hotel right to your tablet and smart-phone. You can get reports of the current day, period to date and Year to date room revenue as well. Selecting a particular time period for the reports, you can get various reports on your mobile device through Shriram iReport

The Revenue Report gives you a summary of the hotel’s over all revenue.

Giving you flash data of the hotel’s overall occupancy.

This will give you a snap shot of your property with count of available rooms, sold Room, complementary rooms, expected check-in/out, etc.

Providing you with the data of today, period to date and year to date room revenue, extra charges received, miscellaneous sales and more.

This report gives you the summarized data of the hotel’s quarterly performance in terms of Available Rooms, Total Nights Sold etc.

Offline PMS provides you with the widest range of folio related operational features, giving you the flexibility you require to process diverse set of operations. In addition, you can create vouchers from the system for accounts receivable, payable and other charges.

Given the diverse set of clients and operation type, you will require folio options which can help you differentiate between the various charges for the guests and solid record keeping. In Offline PMS, you can create any number of folios to a booking without any limitations.

One of the most recurring operational requests from guests is splitting the bill. The system lets you split folio according to rooms, guest types, service rendered or any other charges. Let’s say, you have a group coming to the hotel for a weekend, where the stay has been sponsored by the company and rest will be covered by the guests as personal expense. Here, all you have to do is split the folio by group, one folio for the company for the stay and other folio will be billed to the guests.

Many times guests can request to transfer certain charges from one folio to another or even transfer the entire folio, and such requests are not uncommon. You have complete freedom in the system to transfer folio or folio charges. Example, a guest requests you to transfer beverage charge to the room and rest to the company’s account. Without deleting the folio, you can simply transfer the charge to the room and re-post error free.

Supporting full fledged options that enable you to generate folios for group and events, Offline PMS lets you combine multiple charges towards a single event folio or to a group. This keeps all your accounts clear and makes it easy for your clients to clear payments. If the event is organized at your hotel for a guest who is not residing on the premises, a separate folio can be created handling all the charges related to the event.

Hotels have visitors from all over the world and there is no denying the importance of multi-currency support in this day and age. Offline PMS lets you create folios in as many currencies as per request without any limitations.

The seamless integration with online booking engine and channel manager will be the solid foundation on which your online distribution will grow exponentially. As soon as you receive a booking from any travel website or your own hotel website, the system will update itself. The revised inventory will be updated automatically across the board and as a fail safe system, we have even included manual update in the system.

You can get integration ready online booking engine, which will complete your need for hotel website bookings. It will allow your guests to directly book with your hotel from your hotel website. The quick booking process, instant confirmation and easy payment makes it one of the easiest to use booking engines in the market. These bookings from your websites are instantly and automatically imported to the PMS without any manual entry.

Online travel portals have become integral part of hotel’s online strategy and it has enabled travellers from all over the world to connect with the hotel which they couldn’t few years ago. Managing online distribution across many channels requires a channel manager capable of handling inventory traffic back and forth seamlessly. The channel manager add-on has a 2-way XML connection with more than 100 international and regional OTA’s. In addition, it is also connected with the GDS channels like Amadeus, Sabre, Worldspan, Galileo and Pegasus. Empowering you with all the tools and features to distribute your inventory across the globe and connecting with travellers world over.

Many times guests can request to transfer certain charges from one folio to another or even transfer the entire folio, and such requests are not uncommon. You have complete freedom in the system to transfer folio or folio charges. Example, a guest requests you to transfer beverage charge to the room and rest to the company’s account. Without deleting the folio, you can simply transfer the charge to the room and re-post error free.

Supporting full fledged options that enable you to generate folios for group and events, Offline PMS lets you combine multiple charges towards a single event folio or to a group. This keeps all your accounts clear and makes it easy for your clients to clear payments. If the event is organized at your hotel for a guest who is not residing on the premises, a separate folio can be created handling all the charges related to the event.

Hotels have visitors from all over the world and there is no denying the importance of multi-currency support in this day and age. Offline PMS lets you create folios in as many currencies as per request without any limitations.

Apart from giving you complete control over the main processes of your hotel, Offline PMS offers ample options to many smaller and critical services. This services might seem small but they are critical in shaping your hotel’s perception in the eye’s of the guest.

Manage guest’s laundry request and charge it directly to the room folio or charge separately for non-resident guests. Bifurcate clothes according to fabric types, hotel linens, men and women clothing and even any custom type if required. To make the service quicker, you can directly select the laundry type; laundry, dry cleaning, press or create any custom type.

The minibar module takes care of all your minibar requirements and processes. You can set up a list of default items to be added to a specific room type and total quantity of items to the room number. On consumption the same can be billed to the guest and refilled as and when required.

Lost and found section gives you lost item form and found item form. Both of the forms carry all the important searchable details of the item plus guest details, enabling better tracking and easy management.

The built in currency exchange feature, allows you to add as many currencies in the system and also set the currency rates at any time.

Hotels have visitors from all over the world and there is no denying the importance of multi-currency support in this day and age. Offline PMS lets you create folios in as many currencies as per request without any limitations.