This document explains the latest updates added to the Hotel Management (Reservation) Module of Swift. It is written as a step-by-step guide to help users clearly understand how the new features work and how to use them effectively.

1. Navigation Overview

To begin, all Reservation and Hotel Management menus are located on the left-hand side of the application. From here, users can access reservations, housekeeping, room management, and reports.

2. New Reservation Interface

To create a new reservation:

• Click on New Reservation.
• You will notice that the interface has been visually improved to be more user-friendly and appealing.
• Additional fields have been added, including:
• Nationality
• Means of Identification

These new fields help ensure proper guest documentation and better record keeping.

3. Housekeeping Module (New Feature)

The Housekeeping section is an entirely new page designed to manage room status efficiently.

How Housekeeping Works

1. Newly Created Rooms
• When a room is created for the first time, it is automatically set to Dirty.
2. Cleaning Process
• A housekeeping staff member is assigned to clean the room.
• The staff logs in and clicks Start Cleaning, which changes the room status to Cleaning.
• Once cleaning is completed, the staff clicks Mark Cleaned.
3. Supervisor Approval
• A supervisor must either Approve or Reject the cleaning.
• Approved means the room is now Clean and Ready for Occupation.
• Rejected means the room needs to be cleaned again.

This workflow follows standard hotel room management practices.

4. Super Admin Controls (Top Menu)

Before the dashboard, the Super Admin has access to additional controls that other users cannot see:

• Approve All Rooms – Approves all cleaned rooms at once (useful after bulk maintenance).
• Set All Rooms as Dirty – Marks all rooms as dirty.
• Set All Maintenance – Places rooms under maintenance, making them unavailable for booking.
• Resolved Maintenance – Marks maintenance as resolved and automatically sets rooms to Dirty, meaning housekeeping must clean them before approval.

5. Reservation Settings

To access reservation settings:

• Click Reservation / Hotel Management
• Select Reservation Settings

This page contains all configuration options, including:

• Reservation configurations
• Reservation confirmation reports
• General reservation-related settings

All settings are organized on one side for easier access.

6. Managing Rooms and Maintenance

Setting a Room Under Maintenance

1. From the same settings page, click Manage Room Categories (top-left).
2. Select a room category.
3. Click on a room name.
4. Choose Out of Order and confirm.
• This sets the room as Under Maintenance.

Returning a Room to Use

• Click Mark as Back in Use and confirm.
• The room is automatically set to Dirty, meaning housekeeping must clean it before approval.

7. Housekeeping Page Details

When you return to the Housekeeping page, you will see the room listed with:

• Room Number
• Room Status
• Task Status
• Assigned To
• Action Column

Housekeeping Roles

Two new roles have been added:

• Default Housekeeping – Assigned to housekeeping tasks and responsible for cleaning rooms.
• Housekeeping – Can access the housekeeping page, start cleaning, and mark tasks as completed.

Note: What actions a user can see depends on their assigned role.

Action Column Options

Depending on role, actions may include:

• Start
• Approve
• Reject
• Dirty
• Maintenance

To clean a room:

• Click Start to begin cleaning.
• Once done, click Mark Cleaned.
• Wait for supervisor approval.

Only after approval will the room become available for booking.

When a guest checks out, the room automatically returns to Dirty, and the cleaning cycle starts again.

8. Reporting Module

To access reports:

• Click Reservation / Hotel Management
• Select Reservation Report

All reports are now unified into a single interface with two major dashboards.

Reservation Dashboard

This dashboard provides:

• A summary of hotel activities
• Key metrics displayed in summary boxes
• Charts showing trends
• Revenue from different departments at a glance

Business Day Review

This focuses on:

• Financial performance
• Daily revenue and transactions

Other Reports

• Current Guests – Guests currently checked in
• Arriving Today – Guests expected to arrive today
• Upcoming Bookings – Reservations for the next seven days

These enhancements ensure better visibility and planning.

9. Role Assignment Guidelines

For proper system operation:

• The Head of Housekeeping should be assigned the Default Housekeeping role.
• Other housekeeping staff should be assigned the Housekeeping role.
• Accommodation Admin acts as the overall head of room operations.
• Accommodation User handles guest check-ins and daily operations.

10. Summary

These updates significantly improve how reservations, housekeeping, room maintenance, and reporting are managed within the Swift Hotel Management Module. The goal is to provide a clear workflow, better control, and an improved user experience for hotel staff and management.