# Hotel step 1: locations, modules and hotel settings

> Create a location for the front office and each outlet, switch on Hotel Management (HMS) and set booking numbers, check-in times and default tax.

Source: https://docs.smartposhub.com/business-types/hotel/step-1-locations-and-modules/  
Last updated: 2026-10-30  
Product: SmartPOS Hub (https://smartposhub.com)

In this step you give the property its business locations, switch on the **Hotel Management (HMS)** module and fill in the hotel settings every booking uses: booking numbers, default check-in and check-out times, the room tax and which locations rent rooms.

> **How to turn it on**
> 1. **Plan:** Hotel Management (HMS) must be in your plan. Check Settings › Package Subscription; a greyed card that says Not in your plan has a See plans button.
> 2. **Switch:** Settings › Business Settings › Modules › Hotel Management (HMS), then Update Settings
> 3. **Permission:** Admins have every permission. Front-desk roles need the Hotel permissions in User Management › Roles.
> - **Mobile app:** SmartPOS Business app › Hotel

## Before you start

- Your business name, currency, time zone and logo are set ([Business settings](https://docs.smartposhub.com/start/business-settings/)).
- You know your room tax. Add it in **Settings › Tax Rates** first.

## Create your locations

A typical resort uses one location per place where money is taken:

| Location | Used for |
|---|---|
| Front Office & lobby | Room bookings, deposits, check-out, a small lobby shop |
| Restaurant | The restaurant POS, tables and kitchen display |
| Spa | Spa appointments and retail |
| Store / back office | Stock for housekeeping and minibar supplies |

1. Open **Settings › Business Locations** and click **Add**.
2. Enter the name, address and **Location ID**, and pick the invoice scheme and receipt layouts.
3. Save, then repeat for every outlet.

Full details: [Add multiple locations](https://docs.smartposhub.com/start/locations/).

## Switch on the hotel module

1. Open **Settings › Business Settings** and click the **Modules** tab.
2. Turn on **Hotel Management (HMS)**. If you will keep your books in SmartPOS Hub, also turn on **Accounting & Bookkeeping**.
3. Click **Update Settings**. The **Hotel (HMS)** menu appears in the sidebar.

![Business Settings with the Modules tab open, showing module cards with on and off switches](https://docs.smartposhub.com/_astro/hotel-modules-switch.pxI3A52-.png) (web app page: `/business/settings`)
*Each module has its own switch on the Modules tab. Changes apply after Update Settings.*

## Fill in the hotel settings

1. Open **Hotel (HMS) › Settings**. You start on the **General** tab.
2. Enter a short **Booking number prefix**.
3. Set the **Default check-in time** and **Default check-out time** (for example 02:00 PM and 11:00 AM).
4. Choose the **Default tax** for room charges.
5. Under **Locations that run the hotel**, pick the location(s) that rent rooms, usually the front office.
6. Click **Save**.
7. Open the **Booking rules** tab: set the child age limit, **Deposit required to confirm** (a percentage, 0 = none), weekend days, same-day turnover and whether overbooking is allowed (off is safest). Save.
8. On the **Housekeeping** tab, decide whether rooms become dirty automatically after check-out. On **Policies & terms**, enter the cancellation policy and the terms printed on invoices and confirmations. Save each tab.

![Hotel settings General tab with booking number prefix, default check-in and check-out times, default tax and locations that run the hotel](https://docs.smartposhub.com/_astro/hotel-settings-general.BYtEVxpZ.png) (web app page: `/hms/settings`)
*Hotel settings › General. Changes apply to new bookings.*

## Give staff their access

In **User Management › Roles**, create a **Front desk** role with the Hotel permissions for the dashboard, bookings, check-in, check-out and booking payments, and a **Housekeeping** role with only **Hotel: housekeeping (change room status)**. Then add each person as a user ([Users and roles](https://docs.smartposhub.com/start/users-and-roles/)). The full permission list is in the [Hotel module reference](https://docs.smartposhub.com/modules/hotel/).

## Tips and mistakes to avoid

- Pick the right currency and time zone before you take the first booking; arrivals and departures follow the business time zone.
- Keep overbooking off unless you deliberately sell more rooms than you have.
- If staff can't see a page, check the role first: the sidebar only shows hotel pages the role is allowed to open.

## Next step

  - [Step 2: Floors, room types and rooms](https://docs.smartposhub.com/business-types/hotel/step-2-floors-room-types-and-rooms/)
  - [Hotel module reference](https://docs.smartposhub.com/modules/hotel/)

## Frequently asked questions

### Do I need a separate location for the restaurant and spa?

It is recommended. Each location has its own invoice numbering, receipt layout, cash register and reports, so you can see how the rooms, the restaurant and the spa each perform. The hotel itself runs from the locations you tick in Hotel settings.

### Why can't I see the Hotel (HMS) menu?

Either the module is not in your plan, it is switched off in Settings › Business Settings › Modules, or your role has no Hotel permission. Check those three in that order.

### Can one account run two hotels?

Yes. Add both properties as locations and tick both under Locations that run the hotel. Each room belongs to one location and a booking can only hold rooms of one location.

### What does the booking number prefix do?

It starts every booking number, for example AMS0435. Pick something short that staff recognise, such as the property's initials.

### Which tax should be the default?

The tax your rooms are charged with, for example a combined VAT and tourism fee. Create it first in Settings › Tax Rates. You can still change the tax on each booking.