What are the features in Expense & Hotel Accounting System?

Real Space provides all features & functionality that can help a hotel manage their maintenance & housekeeping tasks effectively.

Mark Room clean / dirty:

Rooms can be marked as clean / dirty either from Stay View or from the Housekeeping View. The housekeeping staff can be given limited access to the housekeeping module from their they can easily mark clean / dirty. Checkin to any room cannot be made unless it is marked clean, and the time that a room is dirty can also be tracked in the system easily.

Room Status Report:

This is the sample report that tracks the current status of each room, along with details of each guest staying in it, and expected checkout or any other information along with it.

Customisation of Module:

The maintenance module for each room can be configured by defining specific areas of the property (like rooms, lobby, banquets, garden, restaurant, etc), which can then be easily tracked with each tasks. The Status that each hotel chooses to use can also be customized (eg: In Progress, Completed, Postponed, etc). Each task can also be categorised into a type of operation (housekeeping, preventive maintenance, repair, etc).

Tickets / Issue Management:

The tickets / issues can be created in the HK / Maintenance Module and assigned to any team member along with priority. These tickets can be updated at any time with either change in status, or just a regular update. Moreover, if the Area is linked to Rooms, these issues can be linked to existing room numbers from PMS system, and even block / create Out of Order entries in the PMS with this module.

Maintenance / Housekeeping for chain hotels:

Real Space allows you create maintenance and housekeeping across the entire group of properties. This means common group users will have access to issues across the group, moreover, configuration of status, people can be done which are common for the entire group.

Operations Module:

Real Space also includes an Operations Module along with the housekeeping / maintenance module that can be used for properties to track daily tasks that are not connected to the PMS system. These tasks can include any maintenance tasks (like taking photos of team meeting, uploading videos of property, or recording certain metrics related to hotel operations). All these data / metrics can be used for better housekeeping & maintenance of property.

Laundry Management System:

Laundry is a very crucial part of every hotel, and most hotel management systems do not do a great job at managing linen / laundry. Real Space hotel PMS gives the ability to configure all the stock / inventory of linen items used (including guest towels, bedsheets, etc), and it can be used by team to track the # of items sent for laundry / and received everyday. This can help keep track of total outstanding items on a regular basis and mange this functionality better.

IOT Device integration:

Real Space is integrated with Occupancy Sensor devices that can help track the occupancy of each room (based on whether the electricity is being used or not). These sensors are useful for measuring the amount of time spent by the housekeeping staff also, in each room to ensure operations are managed efficiently and fast.

How to manage housekeeping & operations in a hotel management system?

Housekeeping & maintenance are extremely critical areas for any hotel property management system and integral to running optimum operations. Any best property management system like Real Space should support these functions in the following manner:

Ability to mark each room as dirty / clean and ensure checkin should not be allowed on any room before its marked clean.
All maintenance issues with the hotel should be entered in the hotel PMS system either at room level, or at public area level. Software should have functionality to define multiple areas within the hotel, in which the maintenance issues can be assigned.
All maintenance tasks should be assigned to Hotel Staff in the software, and there should be functionality to mark tickets as “Closed” or “Open”.
The hotel PMS reports should have the ability to generate daily housekeeping status reports, along with a list of maintenance tasks (both at hotel or group level) .
Laundry module should be integrated within the hotel PMS housekeeping module. This includes defining all existing linen available at the hotel, and keeping track of linen in each room and tracking all incoming and outgoing laundry.
Lost & Found is another feature to be included in hotel PMS system.
Lost & Minibar checklists and housekeeping team task lists should be part of the hotel property management system also.

How to manage maintenance & Out of Order rooms in hotel PMS system?

A property management system should easily allow the front desk team to mark a rooms as Out Of Order (blocked for maintenance) or booked for complimentary stay.

These rooms should not be counted towards occupied rooms, Revenue Reports, however they should be adjusted for while counting available inventory and sending the data to any channel manager or online travel agency.