Hotel step 1: locations, modules and hotel settings

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. 1Plan: 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. 2Switch: Settings › Business Settings › Modules › Hotel Management (HMS), then Update Settings
3. 3Permission: 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).
• 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.

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

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.

/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). The full permission list is in the Hotel module reference.

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

Hotel module reference