Run the whole hotel from one system

“Each person sees their job, nothing else”

Log in as: the GM, then the waiter.

Show:

• The GM sees colour-coded department cards: Front Office blue, F&B orange, Housekeeping green.
• Log out and in as the waiter. They land straight on the waiter tablet, with no menus to get lost in.
• Open any module for the first time: welcome cards float in the corner and teach the screen.
• The ? searches a built-in guide (“how do I split a bill”) and lists what's new for that person.

Say: “Training a new waiter takes ten minutes. Rights are set per role, so a waiter can't see the accounts.”

Scenario: a walk-in at 2pm on a busy day

Log in as: frontdesk@

Show:

1. New reservation for tonight, 2 nights.
2. Every free room shows its state: Inspected, Dirty or Out of service. Pick a dirty one and the system warns that the guest arrives today.
3. Choose the Bed & breakfast rate plan and enter promo code WELCOME10. The price updates, with VAT and the tourism levy.
4. Save, check the guest in, and take payment by EcoCash.
5. Open today's departures. Checking out a guest who still owes money needs a manager's approval.

Say: “Your desk never sells a dirty room or lets a balance walk out the door. Rate plans (room only, B&B, half board, non-refundable) are ready for Booking.com and Expedia.”

Scenario: a guest in Johannesburg books on her phone

Open: https://presentation.co.zw on a phone.

Show:

1. Search dates, choose a Deluxe Room and “Advance saver”, and book.
2. On her booking page she changes her dates, adds an airport transfer, and sees the exact cancellation charge before cancelling.
3. Book a massage without staying at the hotel.
4. The conference page shows which venues are free for a date.

Every one of these is switched on or off by the hotel, in Settings › Reservations › Online bookings, with its own cut-off times.

Say: “No commission on direct bookings. Payment goes into your own Paynow or Stripe account. Fewer calls to the desk, because guests change things themselves within your rules.”

Scenario: 10am, departures are leaving

Log in as: housekeeping@ (it opens on the room board)

Show:

• Every room in colour: clean, dirty, inspected, do not disturb.
• Today's check-out cleans are already assigned to room attendants.
• Tick three rooms and mark them inspected. The front desk sees them ready at that moment.
• A guest left a phone charger: log it in Lost & found.

Say: “No more radio calls asking whether 204 is ready. Stay-over cleans are created every morning by themselves.”

Scenario: lunch rush at The Scenic Restaurant

Log in as: the waiter on a tablet, the chef on a second screen, and the cashier.

Show:

1. The waiter tablet has three columns: New orders, At the kitchen / bar, and Ready to collect. A guest at a table scanned the QR code and ordered: confirm it and it goes to the kitchen.
2. The chef's screen shows the order; mark it ready and the waiter's tablet beeps.
3. Open Bills, then Join / split. A step-by-step window asks, “Who pays on their own? Tick their orders.” The bill is split.
4. A hotel guest says “put it on my room”. The charge lands on their stay's bill, paid at check-out.
5. The cashier confirms the money, and it shows in their end-of-shift cash-up.

Say: “No paper dockets and no lost orders. Every dish is costed from its recipe, so you see your margin. Room charges never get forgotten.”

Scenario: end of the evening shift

Show:

• The invoices list shows paid, part-paid and unpaid, in USD, ZiG or rand at the day's exchange rate.
• Take a part payment.
• Raise a refund that needs approval.
• Close the cash-up: count cash, card and EcoCash. The system already knows what should be there, including restaurant takings and petty cash.
• Show a quotation the client accepted online and converted into a booking.

Say: “Shortages show up the same night, by person and by payment method, not at month-end.”

Scenario: an NGO needs the auditorium for 85 people

• The conference calendar shows the auditorium booked for Kariba Aid Foundation next week, and the boardroom for Highveld Mutual.
• Send a quotation (venue, lunches, tea breaks and rooms) by email or WhatsApp. The client accepts online, and it becomes a booking with an invoice.
• No-shows are charged by your policy, automatically.

Say: “Venue, rooms and catering in one quote and one invoice.”

Scenario: the accountant's Monday morning

Log in as: accounts@

• Expenses waiting for approval: pool pump repair, the ZTA licence, diesel for the generator. Approve one and mark it paid.
• Petty cash requests from the front desk.
• Open the general ledger: every booking, payment and restaurant sale has already been posted.
• Open the trial balance, the profit and loss, and the balance sheet.

Say: “Your books are written while the hotel works. Month-end takes hours, not a week. Only people with the right can approve spending.”

Scenario: a weekend function for 120 guests

Log in as: procurement@

• The urgent kitchen requisition, approved and turned into a purchase order to the poultry supplier.
• Receive the delivery (a GRN) and watch the stock rise.
• Items below their reorder level are flagged.
• Issue stock to housekeeping and the kitchen.

Say: “Nothing is bought without an approved requisition, and every item can be traced from order to shelf to plate.”

Scenario: payday is coming

Log in as: hr@

• The HR dashboard's Needs attention panel lists leave waiting for approval, contracts ending, and probations to review.
• Approve a leave request.
• Open last month's payroll. PAYE is worked out on your tax bands, NSSA is capped, the AIDS levy is taken, and the employer's share is a cost, not a deduction.
• Payslips as PDFs, emailed to staff.
• Staff use My HR to ask for leave and see their own payslips.

Say: “The rules are yours to set, not built in, so when ZIMRA changes the bands you update them in a minute.”

Scenario: the air conditioner in a room fails

Log in as: maintenance@

• The job card “Air conditioner not cooling” is in progress, and the room is out of service. The front desk sees it flagged and can't sell it by mistake.
• The generator service is assigned; the pool pump is waiting for parts.
• The asset register shows the shuttle, the generator and the cold room, with depreciation and book value.
• Gate passes record equipment leaving the premises.

Say: “Every repair has an owner and a cost, and you know what your assets are worth.”

Scenario: the right email from the right address

• Settings › Notifications › Senders.
• Booking confirmations come from reservations@, invoices from accounts@, and payslips from hr@. Or one mailbox does everything, with replies going to the front desk.
• Guests get confirmation, reminder, invoice and receipt messages by themselves.
• A WhatsApp assistant answers guest questions day and night.

Say: “You look professional on every message, and you never forget to send one.”

Scenario: the owner lives in London

• Open occupancy, average room rate (ADR) and revenue per available room (RevPAR) for the last 30 days, with real numbers from the demo.
• Download it as Excel or PDF.
• Schedule it every Monday at 7am to the owner's email and WhatsApp.
• Build a custom report without help, from 44 ready-made reports to start from.

Say: “The owner knows Monday morning how last week went, without asking anyone.”

• Several hotels in one system. Each has its own website, payment accounts, senders, logo and settings, and the group sees combined figures.
• Your own domain: yourhotel.co.zw.
• It runs in the cloud or on your own server.
• Each person can pick their own colour theme.

Say: “Start with one hotel and add the next when you grow. Nothing changes for the staff.”