1.1.1.2 Check-out processFigure 1.1.1.2 - Check-out process After receiving the check-out request, the receptionist will ask the housekeepingdepartment to check the room status, and serv
STATUS SURVEY AND PROJECT ESTABLISHMENT
Survey the current situation and assess the status
After greeting the guest, the receptionist conducts a concise information-gathering conversation to collect essential details—personal information, booking information, accommodation needs, and the number of visitors Using this information, the receptionist offers tailored recommendations and clearly explains the check-in procedures for visitors.
During the check-out process, the receptionist coordinates with the housekeeping department to verify the room status and review service statistics After confirming these details, the staff generates the final invoice and collects payment from the guest.
1.1.1.3 Business process Importing goods, classifying
Figure 1.1.1.3 - Business process Importing goods, classifying
After purchasing goods from the supplier, the accountant will check, classify and arrange them in the warehouse.
The accountant receives the list of goods to be exported from the housekeeping department, checks and hands them over to the housekeeping department, obtains confirmation, and stores release information.
1.1.1.5 Business process Inventory liquidation – expiration
Figure 1.1.1.5 - Business process Inventory liquidation - expiration
Periodically, the accountant will check the status of goods in the warehouse to make a list of expired and unsold goods to prepare for liquidation.
1.1.1.6 Statistical and reporting business processes
Figure 1.1.1.6 - Statistical and reporting business process
Periodically or from time to time, the Manager will ask staff to make statistics and report on the operation of the hotel Staff responsible for making statistics.
Through the group survey, we found:
Newly established small hotels often operate with a lean staff, which can create staffing challenges as demand grows With relatively few employees and high occupancy, crowded premises strain service delivery and increase the risk of operational chaos To maintain guest satisfaction, these hotels need streamlined procedures, clear communication, and efficient workflows that can scale as crowds fluctuate Focusing on targeted staffing, frontline training, and smart resource management helps small hotels balance guest expectations with available resources and set the foundation for sustainable growth.
Therefore, our team decided to choose to analyze the topic and design a hotel management software to serve the management at the hotel, providing security services and high efficiency.
Project setting
To manage the hotel easily, efficiently, and quickly.
Hotel management software combines multiple functions to support all facets of a hotel's administration, including staff management, reservations and booking, and accounting and billing By integrating these modules—staff scheduling, guest reservations, financial tracking, and expense management—the software provides a single source of truth for hotel operations This real-time, holistic overview helps managers monitor occupancy, revenue, costs, and overall performance, enabling more informed decision-making and improved guest service.
Hotel management software today features a user-friendly interface and cross-device support, letting you manage operations quickly from your phone, tablet, or laptop No deep IT knowledge is required—the intuitive design enables beginners to start using the system in as little as 30 minutes This fast onboarding and mobile accessibility help hotel teams streamline daily tasks efficiently, anytime, anywhere.
All hotel information—guests, staff, and housekeeping status—is stored in the hotel management software, so there’s no need to rummage through paperwork or go room by room to check operations This centralized system keeps everything accessible in real time, enabling you to view guest data, monitor housekeeping progress, and manage staff from anywhere It also supports easy import and export of data anytime, anywhere, ensuring seamless data integration and efficient hotel management.
Hotel management software delivers precise calculations for every metric, providing a clear, comprehensive view of your hotel's business performance and the progress of daily operations It tracks task completion and staff activity, enabling better oversight of workflows and workforce productivity With this solution, you can make data-driven decisions, optimize operations, and drive profitability across your hotel.
Hotel management software saves time and effort by automating essential operations, and it's no longer limited to large, luxury properties; today, mini hotel management software is accessible to small and medium hotels as well It helps streamline reservations, front desk, housekeeping, billing, and reporting, improves accuracy, and delivers rapid cost savings by optimizing workflows and reducing manual errors.
System requirements
MODELING REQUIREMENTS
Identify the actors
System Administrator: Is the highest administrator of the system.
Manager: The person who manages and regulates the operation of the hotel
Receptionist: The person in charge of the front desk receives customer requests.
Housekeeping staff: The person who does the checking and living of the room.
Customers (including Travelers and Suppliers): are business partners with the hotel.
Use case
Transactions (including booking, check-in, and checkout).
Description: The system administrator is responsible for starting the system before using its functions of the system.
Description: The system administrator is responsible for closing the system at the end of the session.
Reference to All system functions.
Agents: Admin, N*Receptionist, N*Housekeeping, N*Accounting.
Description: Agents need to log into the system before using system functions.
Use case: User administration (NSD).
Description: When there is a request to add users, delete users or edit user information, the Admin is responsible for performing these functions.
Description: Help management grasp the personnel situation, give detailed statistics, Manage employee list, work shift, leave, daily report
An intuitive interface enables room search based on guest requirements during check-in, while efficiently retrieving and saving customer information and booking details It streamlines reservations and payments and automatically calculates payment invoices, ensuring accurate billing The platform supports core actions—check-in, check-out, reservations, and payments—delivering a seamless workflow from guest data management to invoicing.
Actors: Accountant, Room Attendant, Tourist, Supplier
Describe : o Import goods o Export goods o Issue Invoice
Description: Statistics of guests, customer details, and the status of
Actors: Room staff, Receptionist, visitors.
Room staff collect room status data—consumables, room scheduling, and equipment status—and enter it into the room management system, enabling the receptionist to monitor the current room situation The receptionist also receives guest service requests and logs them into the system, from which room staff acknowledge the requests and promptly fulfill them.
Agent: N*Receptionist,N*Housekeeping, N*Accountant, Manager.
Description: employees based on the current situation carry out the reporting requirements of management including periodic and non- periodic reports…
Use case diagram
Figure 2.3.1 - Hotel Management System Use Case Diagram.
Figure 2.3.2 - User Administration Use Case Diagram.
Figure 2.3.3 - Employee Management Use Case Diagram.
Figure 2.3.4 - Use Case Diagram Search.
Figure 2.3.5 - Drug Update Package Use Case Diagram
STRUCTURAL MODELING
Define classes
After the actual survey and documents, it is possible to identify the classes of the Hotel Reservation Management system as follows:
Customer: description of customer information
Iden_num: Identity card number
Id_Typ_Cus: Id type
Name_Typ_Cus: Name of type
Staff: description of employee information
Depart_Sta: Types of staff parts
Id_Fun_Sta: Id department
Name_Fun_Sta: Name of department
Account: is used to log in to the system
Username: Username to log in system
Password: Password to log in system
Role: Customers or staff will have the ability to access different parts of the system, such as customers who cannot manage customers,
Id_Room: Id of room
Status: The availability or booking status of the room
The price of the room will depend on the time price, so it will be separated into Pri_Room table
Id_Typ_Room: Id type
Name_Typ_Room: Name of type
Equip_Room: Room equipment information
Quan_Eq_Room: The quantity of the product that is used in the room
Status: Status of equipment in the room Condition of equipment in the room
Id_Eq: Id of equipment
Quan_Eq: The quantity of the equipment
Name_Typ_Eq: Name of type
Food_Room: Food/Drink in Room
Status: Status of food in the room
Quan_eq: The quantity of equipment
Goods: Good include equipment, food, drink,
Id_ Supplier: Id of Supplier
Service: In addition to customers wishing to book, there are also additional service needs such as spa, breakfast, and buffet, …
Pri_Ser: Price of service
Id_Book: Id of booking
Day_Book: Date the customer registers
Day_In: Date of entry
Day_Out: Date of check-out (estimated)
Quan_Peo: Number of people in the room
Bill: Information about the bill
Bill_Detail_Room: Details of room information in the bill
Id_Bill: Id of bill detail room
Quan_Room: Numbers of rooms
Bill_Detail_Ser: Details of service information in the bill
Id_Bi_DeSer: Id of bill detail service
Quan_Ser: Numbers of service
Defining relationships between classes
Room - Equip_Room: 1 - * (because 1 room has many equipments)
Equip_Room - Equip : * - 1 (because 1 device line is used in many rooms)
Room - Food_Room: 1 - * (because 1 room has many food)
Food_Room - Food : * - 1 (because 1 food line is used in many rooms)
Equip/Food - Goods: *-1 (because goods include equipments, foods, drinks)
Bill - Bill_Detail_Room/Bill_Detail_Ser: 1 - *
Analysis class diagram
DYNAMIC BEHAVIOR MODELING
Activity chart
Figure 4.1.1 - System Boot Sequence Diagram.
Figure 4.1.2 - Sequence Diagram Sign In.
Figure 4.1.3 - Sequence diagram Close system.
Figure 4.1.4 - Check-in sequence diagram.
4.1.5 Check out the sequence diagram
Figure 4.1.5 - Check out the sequence diagram.
State chart
Figure 4.2.2 - Room equipment status chart
Figure 4.2.3 - Employee Status Graph 4.2.4 Customer Status Chart
Figure 4.2.4 - Customer Status Chart 4.2.5 Service State Chart
Activity Diagram
Staff Login into the system:
Receptionist check for the customer:
Figure 4.3.2 - Activity Diagram Check-in
Figure 4.3.3 - Activity Diagram Check-out
CHAPTER 5 – CLASS DIAGRAM DETAIL LEVEL
Figure 5 – Class Diagram Detail Level
Conclusion: The hotel management system is a focused topic, but it shares the core characteristics of information management systems and offers clear practical benefits for hotel operations Achieving its potential requires careful needs assessment and a deep mastery of hotel processes However, due to limitations and real-world constraints, delivering a complete and fully comprehensive program at this time is not feasible.
DEVELOPMENT: Can develop applications on a wide area network, then will meet the needs of most customers in this day and age.
ARCHITECTURAL MODELING
Package diagram
Component Diagram
Development Diagram
Although the hotel management system is not a large topic, it shares the core characteristics of information management systems and offers many practical benefits for hotel operations Delivering high-quality results requires thorough surveys and assessments and a deeper mastery of hotel operations to drive efficiency However, due to limitations, prevailing conditions, and objective circumstances, a complete and comprehensive program cannot be designed at this stage.
DEVELOPMENT: Can develop applications on a wide area network, then will meet the needs of most customers in this day and age.