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Hotel PMS
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Hotel PMS · Available now

Keep each stay connected to the work around it.

Hotel PMS keeps the guest party, reservation, assigned unit, service work and guest account connected through a stay. The Property Manager maintains bookable units and dated rate plans.

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  • No per-user fees
  • Manual work is free
  • Configure it in Proto
OverviewStay requests
Hotel PMS · Reservations

Stay requests

Approval conditions

New reservation
Reservations in view
6
Total guest count
154
Requested
6
Reservation numberGuestUnitArrival dateDeparture dateGuest count
RSR-81095Owen PatelRoom 312, corner king16 Oct21 Oct11
RSR-75406Aya IbrahimRoom 118, accessible king24 Oct28 Oct26
RSR-76534Nora EllisRoom 118, accessible king28 Oct05 Nov27
RSR-81705Mara JensenSuite 502, terrace14 Oct20 Oct22
RSR-56513Lena CostaRoom 205, two queens04 Nov12 Nov35
6 of 6 records
Owen PatelReservations · RSR-81095
Requested
UnitRoom 312, corner king
Arrival date16 Oct
Departure date21 Oct
Guest count11
Stay confirmationRSR-81095 · Owen Patel

Front Desk Agent decides whether the requested unit and dates can be confirmed.

Waiting for Front Desk Agent
ApproveReturn
Example screen with sample data
Tables, ready to use
12
Saved views
14
Roles with set permissions
5
Reports and dashboards
8
Features

A clear desk view for every stay

Every feature works on the same records. Pick one to see the screen your team works in.

Reservations

Follow each guest stay from request to departure.

  • Request
  • Arrival
  • Departure
  • Reservations
  • Parties
  • Units
  • Rate plans
Explore reservations
OverviewConfirmed arrivals
Hotel PMS · Reservations

Confirmed arrivals

Checked in waits for the front desk agent

New
Reservation numberGuestUnitArrival dateDeparture dateStatus
RSR-24390Tariq MansourRoom 312, corner king22 Oct30 OctConfirmed
RSR-15226Mara JensenRoom 205, two queens13 Oct15 OctConfirmed
RSR-63223Tariq MansourRoom 205, two queens20 Oct29 OctConfirmed
RSR-72723Nora EllisRoom 204, king11 Oct19 OctConfirmed
RSR-66992Daniel KimRoom 307, twin21 Oct25 OctConfirmed
6 of 6 records
Tariq MansourReservations · RSR-24390
Confirmed
UnitRoom 312, corner king
Arrival date22 Oct
Departure date30 Oct
Example screen with sample data
Process

From request to ready room

Request to ready room ships ready to use. 3 steps need a named approval before the work moves on: Stay confirmation (Front Desk Agent), Guest account review (Operations Reviewer) and Room readiness (Property Manager).

Drag a card to another stage, or focus it and use the arrow keys. It updates to match the stage.

  1. Stay request

    Record the guest, assigned unit, dates and quoted rate.

    Owen PatelRSR-81095 · Property Manager
    Stay requestBy Property Manager

  2. Stay confirmation

    Front Desk Agent checks capacity and dates before confirming.

    Owen PatelRSR-81095 · Front Desk Agent
    Stay confirmationBy Front Desk Agent
    ApprovalFront Desk Agent decides whether the requested unit and dates can be confirmed.

  3. Arrival

    Front Desk Agent checks the guest in against the reservation.

    Owen PatelRSR-81095 · Front Desk Agent
    ArrivalBy Front Desk Agent

  4. Guest account review

    Finance Officer separates posted charges from confirmed receipts.

    Owen PatelRSR-81095 · Operations Reviewer
    Guest account reviewBy Operations Reviewer
    ApprovalOperations Reviewer authorises the account decision after Finance Officer checks charges and receipts.

  5. Departure

    The desk records checkout and sends the unit to cleaning.

    Owen PatelRSR-81095 · Front Desk Agent
    DepartureBy Front Desk Agent

  6. Room readiness

    Property Manager reviews cleaning before the unit is available.

    Owen PatelRSR-81095 · Property Manager
    Room readinessBy Property Manager
    ApprovalProperty Manager authorises return to Available after reviewing cleaning work.

Start with Stay decisions

Inside a record

Keep each handoff tied to the stay

Open any reservation to see its folio charges, the roles that work on it, its process stages and its approvals on one page.

  1. 1
    Record details

    Unit, Arrival date, Departure date and Guest count.

  2. 2
    Folio charges

    Each line is linked to this reservation.

  3. 3
    Who works on it

    Front Desk Agent, Property Manager and Operations Reviewer, each with their own permissions.

  4. 4
    Process stages

    Stay request and Stay confirmation, with the role that acts.

  5. 5
    Approvals

    Stay confirmation and Guest account review, with who decides.

Stay requestsOwen Patel
Hotel PMS · Reservations

Owen Patel

Room 312, corner king · Requested

Log activity
1
Record details
UnitRoom 312, corner king
Arrival date16 Oct
Departure date21 Oct
Guest count11
2
Folio charges

Owen Patel

Folio charge numberReservationService date
FC-58661Tariq Mansour, Room 307 visit17 Oct
FC-26573Owen Patel, Suite 401 weekend25 Oct
FC-43219Daniel Kim, Suite 502 stay13 Oct
Folio charges
6
Total amount
2,800
3

Who works on it

  • Front Desk AgentManage outlet bookings, service tasks
  • Property ManagerManage outlet bookings, Parties, rate plans, Reservations…
  • Operations ReviewerView folio charges, outlet bookings, outlet charges, Parties…
4

Process stages

  • Stay requestProperty Manager
  • Stay confirmationFront Desk Agent
5

Approvals

  • Stay confirmationFront Desk Agent
    Approved
  • Guest account reviewOperations Reviewer
    Waiting
Example screen with sample data
Approvals

Decisions stay with the right people

Property Manager maintains reservations, units and rate plans; the desk sees the information needed for arrivals.

OverviewApprovals
Hotel PMS · Overview

Approvals

Signed in as Front Desk Agent

Waiting for you

4 To review1 Overdue2 Decided todayOnly mine
0 selectedApproveReturn
  • PYM-53854Card receipt 72104
    Daniel Kim, Suite 502 stayRequested by Front Desk Agent
    Pending1dActions
  • PYM-16082Deposit receipt 33018
    Mara Jensen, Room 204 stayRequested by Front Desk Agent
    Pending2dActions
  • PYM-47969Bank transfer 88412
    Owen Patel, Suite 401 weekendRequested by Front Desk Agent
    Pending3dActions
  • PYM-97478Card receipt 72129
    Nora Ellis, Room 220 stayRequested by Front Desk Agent
    Pending6dActions

Who approves what

DecisionApprover
Stay confirmationFront Desk Agent checks capacity and dates before confirming.Front Desk Agent
Guest account reviewFinance Officer separates posted charges from confirmed receipts.Operations Reviewer
Room readinessProperty Manager reviews cleaning before the unit is available.Property Manager
3 approval rules · set per role in Proto
Example screen with sample data
Who can approve what
Roles

A workspace for each role

Everyone opens Hotel PMS to the work that is theirs. Pick a role to see what it starts with.

Front Desk Agent

Captures assigned stays and service work and evidence.

This is the first screen this role sees.

OverviewOpen service work

Open service work

Service tasks · Front Desk Agent

Cleaning2
Room 204, kingLena Costa, Room 118 visit
02 Nov
Room 118, accessible kingLena Costa, Room 118 visit
12 Oct
Add
Maintenance2
Room 312, corner kingOwen Patel, Suite 401 weekend
17 Oct
Room 220, courtyard queenDaniel Kim, Suite 502 stay
16 Oct
Add
Guest service2
Room 205, two queensLena Costa, Room 118 visit
12 Oct
Room 307, twinOwen Patel, Suite 401 weekend
21 Oct
Add
Example screen with sample data

Roles and permissions

Reports

See arrivals, work and account questions

Review arrivals, room condition, work due and guest accounts.

Overview
Hotel PMS · Overview

Hotel PMS dashboard

This quarter

Service tasks in view
6
Cleaning
2
Maintenance
2
Guest service
2

Reservations by status

How far records got this quarter

StageReachedStep
Requested34
Confirmed1338%
Checked in646%
Checked out233%

Guest count by status

Sample totals per stage

2.0k0
2.0kRequested
2.0kConfirmed
-3000Checked in
-1000Checked out
-4000Cancelled
Example screen with sample data
  1. 01Arrivals by date

    Group confirmed reservations by arrival date and assigned unit.

  2. 02Stay status

    Compare requested, confirmed, checked-in and checked-out reservations by assigned unit.

  3. 03Room readiness

    List units by availability, cleaning and maintenance status.

  4. 04Service work due

    Show open and assigned tasks by due date, task type and assignee.

  5. 05Guest account review

    Show each reservation with its folio charges, outlet charges and payments by status.

  6. 06Pending receipts

    Show pending payments by reservation, received date and amount.

  7. 07Outlet activity

    Show restaurant and spa bookings alongside reservation-linked outlet charges; the booking and charge are separate records.

  8. 08Rate coverage

    Compare dated rate plans by unit type, nightly rate and minimum nights.

All reports and dashboards

Who it's for

Fit the property's daily rhythm

See how Hotel PMS fits your kind of team.

Hotels

Run room stays, front desk work and guest accounts together.

Resorts

Keep stays and restaurant or spa activity in one guest context.

Boutique properties

Give a small property clear ownership of every stay and room turn.

Controls

Keep status and references clear

Each stage of request to ready room names the role that acts and the status it records, so a change is never anonymous.

OverviewRequest to ready room
Hotel PMS · Process

Request to ready room

Each stage, the role that acts and the status it records

Process stages
9
Approval steps
3
Roles involved
4
Tables touched
11
Stay confirmationApproval
Front Desk Agent
StatusRequested → Confirmed
RecordsReservations, Units
Arrival
Front Desk Agent
StatusConfirmed → checked in
RecordsReservations, Units
Service delivery
Front Desk Agent
StatusOpen → Assigned → in progress → Completed
RecordsService tasks, People, Units
Request to ready room
  1. Start
    Stay confirmationRequested → Confirmed
    Reservations
  2. Step
    ArrivalConfirmed → checked in
    Reservations
  3. Step
    Service deliveryOpen → Assigned → in progress → Completed
    Service tasks
  4. Step
    Outlet activityDraft → Posted
    Outlet bookings
  5. Approval
    Guest account reviewOperations Reviewer, Finance Officer
    Outlet charges
Example screen with sample data

See each stage in detail

AI agent

Prepare the next decision with Proto

Use Proto to help configure and review a property workflow.

It can

  • Property Manager: Prepare a unit and rate review for a requested stay and point out date or capacity questions.
  • Front Desk Agent: Gather the reservation, linked outlet booking and open service tasks for an arrival handoff.
  • Finance Officer: Show posted and draft charges beside confirmed and pending payments for a guest account review.
  • Operations Reviewer: Collect the linked records needed to decide whether a departure account is ready.

Stays with a person

  • The responsible person makes the confirmation, account and room-readiness decisions.
  • A payment's confirmed status must come from the payment source.
  • Configure access and any external connections before relying on information from them.

Set up an agent

Integrations

Connects to the tools you use

Set up connections through ERP.AI and Proto workflows, with every change logged.

  • Hotel PMS
  • Payment provider
  • Booking channels
  • Point of sale
  • Accounting
Data model

Your data, in tables you can change

Every record lives in a table you can see, extend and export. Add fields or whole tables in Proto.

Browse all 12 tables
12tables
  • Reservations4
  • Units and rates4
  • Front desk6
  • Service work5
  • Folio and payments4
  • Outlets4
Implementation

Roll out one team at a time

Start with one team and one process, then add the rest once the basics are running.

  1. Set inventory

    Property Manager enters units, capacities, statuses and dated rate plans.

  2. Prepare people

    Admin reviews users and staff assignments; the team agrees who owns stay, service and account decisions.

  3. Rehearse a stay

    Create a guest and reservation, confirm the intended unit and dates, record arrival and attach service work.

  4. Review money

    Finance Officer checks draft and posted charges alongside pending and confirmed payments.

  5. Turn the room

    Record departure, assign cleaning and review the unit before making it Available again.

Read the implementation plan

Pricing

$0per user

The base account and everyday work in the ERP.AI app are free, for every user.

  • No per-user or per-seat fees
  • Viewing, editing, approving and exporting records in the app is free
  • Pay only for machine work: API calls, imports, workflows and AI agents
  • Prepaid credits from $5. Purchased credits never expire

Pricing details

Machine work rate card Included per $1 of credit

Machine work rate card
UsagePer $1
Record reads (list, filter, get)20,000
Search or aggregate queries4,000
Record writes4,000
Imported or synced records200,000
Workflow runs2,000
AI agent runs2,000
Scheduled jobs or webhooks20,000
File uploads (MB)2,000
CSV or PDF exports100
FAQ

Questions, answered

Scope, rollout and pricing for Hotel PMS.

All questions
How do I get started?

Click Get started, then use Proto to configure Hotel PMS for your business. Begin with units, dated rates, a guest party and a representative stay cycle.

Who confirms a reservation?

Front Desk Agent checks the guest count, unit capacity, dates and rate before recording the decision. Property Manager maintains the inventory and rate plans used for that check.

Can I see upcoming arrivals?

Confirmed arrivals groups confirmed reservations with guest, unit and stay dates for desk preparation.

How do I track a room after checkout?

The unit can move to Cleaning while assigned service work records who is handling the room turn. Property Manager reviews readiness before marking it Available.

Where do restaurant and spa bookings go?

Outlet bookings link the appointment time, guest count and outlet to the reservation. Charges are separate records against that stay.

Are draft charges part of the final account?

Finance Officer distinguishes Draft, Posted and Voided charges during account review. Posted items are the amounts ready for that discussion.

When is a payment received?

Payments have Pending, Confirmed and Refunded statuses. Finance Officer uses the payment reference and confirmed outcome when reviewing receipts.

Who can see financial records?

Finance Officer manages charges and payments; Property Manager and Operations Reviewer have review access according to their configured roles.

Can staff track housekeeping work?

Service tasks record Cleaning work with a due date, assigned person, completion time and status, linked to the unit and reservation.

Set up Hotel PMS your way.

Start free, then use Proto to change fields, steps and approvals before your team goes live.

Start now Download Proto

How to get started

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