Installing the HMS Module:

Before installing the HMS module, make sure you’ve installed the latest version of KOKA Books POS

Follow the steps for installing a module as mentioned in the documentation Documentation Link

Features in HMS Module:

• Booking

• 1. Adding and booking rooms along with amenities.
• 2. Adding price for rooms based on dates and number of guests.
• 3. Mark the bookings in the calendar sheet.

• Room Management and Pricing

• 1. Adding details and price for extras.
• 2. Reserve rooms as unavailable.
• 3. Adding coupons with coupon codes and discounts.

• Dashboard and Reports

• 1. Generating Reports.
• 2. Dashboard with all details.

• Notifications

• 1. Sending automatic notifications to customers on booking.

Adding rooms in the HMS Module:

Rooms can be added to the HMS module with the following details

• Accommodation type
• Maximum number of Adults/Children
• Maximum number of Occupancy
• Custom room number
• Selecting Amenities
• Description

To add a room, follow the steps below

• Steps 1: Navigate to the Rooms tab in the HMS module ( HMS module > Rooms)
• Step 2: Click the Add button.
• Step 3: Provide the required details as mentioned above and click save.

Setting price for rooms:

For each type of room added, the price can be set.

Price can be set based on three categories.

Setting default price for rooms:

While setting the default price, this price is applicable for all days of the week.

Setting different prices for each day of the week:

Sometimes the price may vary for each day, for example during the weekend the price can be higher than weekdays.

For this purpose, you can click the check box, Set different prices for each day of the week, and set different prices.

Setting different prices based on number of guests:

Sometimes the price may vary based on the number of guests.

For this purpose, you can click the check box, Set different prices based on the number of guests, and set the prices.

In order to set the price, follow the below steps

• Steps 1: Navigate to the Rooms tab in the HMS module ( HMS module > Prices)
• Step 2: Select the room for which the price needs to be set.
• Step 3: For each day/guest provide the price in the relevant fields provided.

Booking rooms in the HMS module:

Rooms can be booked by providing the customer and payment details.

While booking rooms coupon codes can be added to get the benefit of coupon discounts.

To add a room,

To add a room, follow the steps below

• Steps 1: Navigate to the Rooms tab in the HMS module ( HMS module > Booking)
• Step 2: Click the Add button.
• Step 3: Provide the required details and click save.

Calendar Screen:

Bookings can be directly marked on specific dates in the calendar screen. On clicking on specific dates, it will directly take you to the ‘Add Booking’ page.

Extras:

Some customers may avail some extra features during booking, like charges for transportation or food. Such charges can be added under ‘extras’.

If these extras are selected while booking rooms the price added for such features will be added to the amount for the room.

Extras can be applied under certain conditions.

• Per Day – The amount added for extra will be applicable for a day (For example, the amount of food is $25 per day)
• Per Booking – The amount added for extra will be applicable for the whole booking (For example, the amount of food is $25 in total for that booking, irrespective of the days)
• Per Person – The amount added for extra will be applicable for each person added to the booking (For example, the amount of food is $25 for 1 person. If 2 persons are added then the amount for food will be calculated as $50)
• Per Day/Per Person – The amount added for extra will be applicable for a day for one person (For example, the amount of food is $25 per day for one person. If 2 persons are added for two days then the amount for food will be calculated as $100 )

Reserve rooms as unavailable:

For reserving rooms before booking them, you can use this feature.

In the Unavailable tab, press the Add button. Here you can provide the room number and dates on which they are reserved.

Once the added date period has elapsed, the room will be automatically made available.

Coupons:

A coupon code discount can be provided while booking rooms.

To add the coupon code and discount amount, use the Coupon Tab.

The coupon code can be added while booking rooms and the discount amount will be deducted

from the actual amount during payment.

Reports:

Reports on total bookings confirmed, canceled, and pending, the number of guests who arrived, etc can be viewed in the Reports Screen.

Amenities:

For each room, additional amenities like AC, extra cots, etc can be added here.

To add amenities, follow the steps below

• Steps 1: Navigate to the Rooms tab in the HMS module ( HMS module > Amenities)
• Step 2: Click the Add button.
• Step 3: Provide the name of the amenity and description. click save.

Customer Email Notifications:

Email notifications can be sent to customers, on booking a room. This will help users to have the booking details on their own device as an intimation.

To enable it, Go to the settings Tab. Here you can find the Available Tags to be added to the email body.

You can also add customized text along with the available tags.

For sending automatic notifications, enable the “Auto Send Email” check box.

Video Demo: