Getting started with the Hotel module in ChecKmate

The Hotel module is your front desk in ChecKmate. It is built for guest houses, villas, small hotels and short-stay apartments. You set up your rooms, take bookings, check guests in, keep a running bill for each stay, and check them out with a printed receipt.

Before you start

The module has these tabs: Dashboard, Calendar, Rooms, Reservations, Guests, Active Stays, Housekeeping, Room Charges and Settings.

Step 1: Set your check-in and check-out times

Open the Settings tab inside Hotel Management. Changes save as you make them.

Step 2: Add your room types

A room type is a kind of room with one price, such as Standard Double or Deluxe Suite. Every room needs one, so start here.

  1. On the Rooms tab, click Room Type.
  2. Enter the Name, Description, Price Per Night and Max Occupancy.
  3. If you rent rooms by the hour, switch on Allow Hourly/Partial-Day Booking. Then enter the Hourly Rate and Minimum Hours.
  4. Add Room Type Photos. If you don't have one yet, click Generate Photo with AI.
  5. Click Create Room Type.

Room types show as small buttons above the room grid. Click one to edit it.

Step 3: Add your rooms

  1. On the Rooms tab, click Add Room.
  2. Enter the Room Number and, if you like, the Floor.
  3. Pick the Room Type. This is required.
  4. Add a Description and Room Photos, then click Create Room.

Each room card shows its status: Available, Occupied, Reserved, Cleaning or Maintenance. Change the status from the drop-down on the card, or click the card to edit the room.

Step 4: Add your guests

On the Guests tab, click Add Guest. Enter the Full Name, plus the Email, Phone, ID Number and Address if you have them. Click Create Guest. The guest is also linked to your customer list (matched by email or phone), so the till can suggest their room. Guests who book online are added for you.

Step 5: Take a reservation

  1. On the Reservations tab, click New Reservation.
  2. Pick the Guest and Room Type. The rate fills in from the room type, and you can change it.
  3. Pick a Room (optional) now, or assign one later.
  4. Choose the Check-in and Check-out dates. Enter any Deposit and the number of Guests, then click Create Reservation.

ChecKmate won't double-book a room on the same dates. New bookings start as Pending. Click Confirm to confirm one. The small buttons beside it cancel the booking or mark a no-show.

A booking with no room shows on the Rooms tab under Reservations Needing a Room. Pick a room there and click Assign.

Online bookings: copy the Public Stay Booking Link near the top of the page. Share it on WhatsApp, Instagram or your website. Bookings made there show up in Reservations.

Step 6: Check the guest in

When the guest arrives, find their booking on Reservations and click Check In. The booking must have a room assigned first. The stay moves to Active Stays and the room changes to Occupied.

For a guest with no booking, go to Active Stays and click Walk-in Check-in. Pick the Guest and an available Room. Set the Expected Check-out, Rate/Night and Deposit, then click Check In Guest.

Step 7: Keep the room bill up to date

On Active Stays, click Ledger beside a guest. You'll see their Charges, Payments and Balance.

  1. Click Add Charge.
  2. Pick a Type, such as Room Stay, Restaurant, Mini-bar, Laundry or Damage. To record money received, pick Payment or Deposit.
  3. Enter the Description, Amount and Qty, then click Add.

You don't need to add the room itself. ChecKmate posts a Room Stay line for the nights automatically, for example Room Stay: 3 nights @ 120.00/night, and keeps it up to date if the stay changes. If you add your own Room Stay line instead, yours is used and the automatic one is removed.

Charging till sales to a room

With Hotel Mode on, a cashier at the Point of Sale can select the customer and pay with Charge Account. A Room (optional) box then appears. Pick the guest's booked room, or choose Enter room manually….

The Room Charges tab lists every room that still owes money. You can view it By Room or By Customer. Click View Customer to open the customer's profile and take payment.

Step 8: Check the guest out

  1. On Active Stays, click Check Out beside the guest.
  2. The Checkout Receipt opens. It shows the nights, rate, charges, payments, and either the balance due or paid in full. Click Print to give the guest a copy.
  3. The room changes to Cleaning.

Sales charged to the room at the till are listed on the receipt under Charged at the till. They are settled on the customer's Charge Account, so they are not added to the balance on the receipt.

Step 9: Get the room ready again

The Housekeeping tab lists rooms in Cleaning or Maintenance. When a room is ready, click Mark Clean and it goes back to Available.

For a quick view, the Dashboard tab shows room counts and today's check-ins and check-outs. The Calendar tab shows your Occupancy Rate and the bookings for any date you pick.

Tips

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