A front desk that catches double bookings
Reservations, guest bills, night audit and housekeeping, built so a room is never checked in twice for the same night and a night is never charged twice.
LiveWhat does Stay (hotel PMS) front desk do? Hotels in a group run on the same books as the rest of the business, with protection against front-desk fraud built in.
How it works
Availability follows the busiest night of the stay and is checked when you book; rooms that are out of order can't be sold. A stay with no rate is refused, not priced at zero. The night audit never charges a guest twice. Deposits are shown as money owed back to the guest. A discount above the limit you set needs a manager and a reason, and the person who posted the charges can't settle the checkout.
Occupancy is calculated on sellable rooms and shows blank, not 0% or 100%, when none are sellable.
Step by step
Here is a stay from enquiry to departure, as the front desk and the duty manager see it.
- Set up rooms and rates once. Add each room with its number and type, then a rate for each room type with a start and end date. Two rates that overlap for the same room type are refused, because one night cannot have two prices.
- Quote the stay. Pick a room type, arrival and departure. Kinnow shows how many rooms are free for the whole stay, judged on the tightest night. A guest leaving on the 5th and one arriving on the 5th do not clash.
- Book it. The rate comes from the rate plan in force. A stay with no rate is refused. If you take an advance deposit, it is held as money owed back to the guest, not counted as income.
- Check the guest in. Allocate a room. Kinnow refuses a room held for any night of the stay, a room that is out of order, and a room that housekeeping has not made ready.
- Post charges during the stay. Each charge goes on the guest bill with a reason and an amount, and cannot be removed afterwards. The bill balance is worked out again from its lines every time.
- Run the night audit. It posts each night's room charge once and never twice, and room revenue then reaches the ledger.
- Check the guest out. The bill is closed, any deposit is applied, and any balance left must be explained in a note. A balance not settled at departure moves to receivables. The room is released and marked dirty until housekeeping cleans and inspects it.
Ask us to walk a booking through your own room types and rates.
What you see on screen
The Front desk screen sits under Service & operations.
| On the screen | What it shows |
|---|---|
| The house | How many rooms are sellable out of the total, how many are out of order, and the reason each blocked room was blocked. |
| Quote a stay | Room type, arrival, departure and guest, with the number of rooms free for the whole stay and a Book button. |
| Arrivals & departures | Each stay with its status: Confirmed, In house, Departed, Cancelled or No show, and buttons to check in, check out, take a deposit, post a charge or cancel. |
| Booked ahead | Bookings still to arrive, stays in house, nights booked, and room revenue by month and by room type. |
| Housekeeping | Rooms waiting to be cleaned or checked, with Mark clean and Mark inspected. |
| Rooms & rates | Where you add rooms and rate plans. |
Who uses it
- Front desk staff: quote, book, check in and out, post charges.
- Duty manager: approves discounts above your limit.
- Housekeeping supervisor: moves rooms from dirty to clean to inspected.
- Owner or finance head: reads Booked ahead and the night's revenue in the books the next morning.
See your night audit and your Monday revenue on one screen.
Related
- Hotel groups and their other lines of business: hospitality.
- The front desk lives in Service & operations.
- Room revenue and receivables reach the books in Finance & tax.
Questions
What is Stay (hotel PMS) front desk in Kinnow?
Reservations, guest bills, night audit and housekeeping, built so a room is never checked in twice for the same night and a night is never charged twice.
What changes for the business?
Hotels in a group run on the same books as the rest of the business, with protection against front-desk fraud built in.
Is it available today?
Yes, it is live.
Can two people book the last room at the same time?
It is possible if both quote at the same instant. The firm check is when a room is allocated at check-in, which refuses a room already held for any night of the stay.
Does it connect to online travel agents?
No. Bookings are direct or corporate today. There is no link to a channel manager, and restaurant or spa charges are entered on the bill by hand.
More in the Your records and documents
Change approvals safely, see the impact first Live in part
Change approval rules in plain words, see which pending items are affected, trial it quietly, then go live.
Your records and documents · Record trace & document chainWhere is this stuck, and with whom?
Key documents show their journey: the steps done, who holds the record now and how long it has waited, with who did each step where that was recorded.
Your records and documents · ProcessesYour processes, mapped honestly
See each end-to-end process as a diagram showing which steps the system enforces and which are just notes.
Your records and documents · Your Statements, Your LayoutFinancial statements in your old system's format
Switched systems? See your P&L and balance sheet in the same layout your team already checks against.
Your records and documents · Statement Bridge (As Seen On · Entered Since)Match receivables to a customer's statement, fast
Tie your receivables to a customer's statement date: what they saw, what changed since, what's owed now.
Your records and documents · Work-to-Money SettlementFinished field work becomes invoices and paperwork
Every completed duty, delivery or visit is priced with the calculation shown, and goes to billing when someone presses Settle.
Tell Kinnow what slows you down.
Answer three questions. Get the applications, the agents and a two-week plan for your business.