Upon logging into iHMS, the prominent "Rooms" section offers a snapshot of the hotel's room inventory and their current statuses.

• Physical Rooms: This displays the total number of guest rooms available in the hotel.
• Inventory Rooms: Indicates how many rooms are currently sellable within the inventory.
• Out of Order: These are rooms that have been blocked due to maintenance or other issues, making them unavailable for guests.
• Out of Service: This status signifies that a room is temporarily unavailable, potentially due to being a "Carry" room or requiring specific attention.

This section provides a crucial overview of room availability, enabling you to efficiently manage reservations and guest inquiries.

The Arrivals section within the PMS displays all reservations anticipated to check-in on the current day. Key components of this section include:

• Groups: This column lists any incoming groups. In the example, one group with two rooms has already checked in.
• FIT (Fully Independent Traveler): FIT denotes guests not affiliated with a travel agency, company, or group.
• Expected Check-Ins: The example shows 68 rooms were expected to check-in, with 19 already checked in and 49 pending.
• Total: This provides an overview of arrivals, showing the total expected check-ins, the number already checked in, and the number remaining.

This section offers a quick snapshot of the day's arrivals, helping you efficiently manage guest check-ins and allocate resources effectively.

The Room Status section provides a real-time snapshot of room conditions:

In the provided example, we can observe:

• Clean & Occupied: 2 rooms
• Clean & Due to Depart: 0 rooms
• Clean & Vacant: 26 rooms
• Clean & Blocked: 0 rooms
• Dirty & Occupied: 57 rooms
• Dirty & Due to Depart: 0 rooms
• Dirty & Vacant: 74 rooms
• Dirty & Blocked: 0 rooms

Interpreting these statuses:

• Dirty/Occupied Occupied rooms awaiting cleaning.
• Vacant/Dirty Recently vacated rooms requiring cleaning.

This information streamlines room allocation, housekeeping tasks, and operational management.

This section shows rooms expected to check out today, helping track and manage guest departures.

Key points from the example:

• Expected Check-Outs: 56
• Actual Check-Outs: 56
• Due to Depart: 0

This data is crucial for:

• Tracking guest departures
• Resolving check-out discrepancies
• Ensuring room turnover for new arrivals

Monitoring this section helps with efficient departures and improves the guest experience.

This section displays upcoming VIP guests and GC Rewards members, allowing you to tailor their arrival experience.

Example: 3 VIPs are expected, with 1 arrived. 69 GC Rewards members are expected, with 20 already checked in.

This data helps you:

• Prepare personalized welcomes for VIPs.
• Recognise GC Rewards members and offer benefits.
• Anticipate special guest needs.

This section offers a real-time view of hotel occupancy:

• Guests In-House: Current checked-in guests (e.g., 59).

• Reservations: Total reservations for today (e.g., 108).

• Occupancy % (incl. OOO): Occupied rooms relative to total rooms (e.g., 36.88%).

• Occupancy % (excl. OOO): Occupied rooms relative to available rooms (e.g., 36.88%).

This information helps assess occupancy, anticipate staffing needs, and identify upselling opportunities.

The 'Forecast' section offers key insights into today's hotel performance:

• Rooms Booked: Confirmed reservations.
• Expected Guests: Anticipated arrivals.
• Available Rooms: Rooms left after check-ins.
• Projected Revenue: Estimated total revenue.
• Occupancy (incl. pending): Occupied rooms (including expected).
• Occupancy (excl. pending): Currently occupied rooms.
• ADR: Average room price.

Though mainly for management, this data can help you anticipate guest needs and occupancy fluctuations.

Although less directly relevant to your daily tasks, the History & Forecast section offers valuable insights into the hotel's performance trends.

This chart displays three key metrics for the current month:

• Average Room Rate (ARR): Represented in red, this is the average price per sold room for the given period (e.g., $139.58 on July 31, 2024).
• RevPAR (Revenue Per Available Room): Displayed in orange, this metric reflects the revenue generated per available room, whether occupied or not (e.g., 57.58 on July 31, 2024).
• Occupancy: Shown in blue, this indicates the percentage of occupied rooms during the period (e.g., 41.25% on July 31, 2024).

Familiarise yourself with these metrics to better understand the hotel's performance and inform your guest interactions.

The Notifications section in the system serves as a centralised hub for displaying daily tasks.

Each task in the Notifications section will be assigned to the relevant department responsible for its completion.

It's crucial to review the Notifications section regularly and address assigned tasks promptly to ensure smooth hotel operations.

This chart visually represents the distribution of guest bookings across various market segments for the current day.

In this specific example, the majority of guests fall under the Int Leis segment, contributing a total of $7,455.60 in revenue.

As previously noted in the Forecast section, the overall projected revenue for today is $14,174.97.

Understanding the dominant market segment allows you to tailor your services and anticipate the specific needs and expectations of today's guests.

This section centralises guest requests, enabling you to track and fulfill them efficiently.

Similar to Notifications, addressing these requests promptly ensures guest satisfaction.

The Client Management tab lets you view, edit, and merge guest/company profiles.

Viewing and Editing

1. Select "Guest" or "Company".
2. Search and double-click the profile.
3. Make changes and save.

Merging

1. Search for the name.
2. Select the "Main Guest" profile.
3. Select the profiles to merge.
4. Click "Merge" to combine them into the "Main Guest" profile.

The Booking tab is central to creating, modifying, and managing guest reservations in iHMS.

Key options within this tab:

• Create Reservation & Quick Reservation: Make new guest bookings.
• Manage Folio: Detailed view and editing of guest bookings.
• Manage Reservation & Manage Reservation (By Page): Similar to Manage Folio, but with less initial detail.
• Manage Suspended Reservation: Handle reservations on hold or needing special attention.

Manage Tasks

This section allows adding and modifying tasks. View current tasks, their status, and assigned personnel.

Groups

Primarily used by Reservations, this section manages group bookings.

• Create Group Reservation: Make new bookings for groups.
• Manage Group Reservation: Manage existing group bookings.
• Manage Master Allotment: Handle rooms allocated to a group's master folio.
• Manage Sub Allotment: Manage sub-allotments within a group folio.

The Front Desk tab is your main workspace in iHMS.

• Arrivals: Overview of today's expected check-ins.
• In House: List of currently checked-in guests.
• Departures: Rooms scheduled to check out today.
• Manage House Account: View and manage current Virtual Folios.
• Express Check-Outs: Guest requests for Express Check-Out.
• Recent Check In/Out: Log of recent arrivals and departures.

Familiarise yourself with these functions to manage check-ins, check-outs, and other front desk tasks.

The Front Desk Workspace dropdown in iHMS offers tools for batch room assignment, charge and payment posting, and key management. These enhance efficiency by performing actions on multiple folios at once.

Batch Processing

Batching allows quick allocation of rooms, posting of charges, and processing of payments for multiple folios. For example, the Batch Room Assignment page lets you assign several unassigned rooms by simply entering the allocated room numbers. Similarly, you can batch charges and payments on their respective pages and post them all together.

Guest Requests

The "Guest Requests" option enables quick logging of guest requests into the system. These appear in the "Guest Request (Summary View)" section on the home page for visibility and timely action.

Key Management

The "Issue Additional / Replacement Key" function lets you document issuing extra or replacement keys for a specific room.