Hotel Management System Documentation

Comprehensive User Guide – Code-Verified & Complete

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1. System Overview

The Hotel Management System is an integrated module within the website’s admin dashboard that enables full control over accommodation operations—from foundational settings to room, amenity, coupon, category, and booking management.

Setting up Theme:
Dashboard → Settings → Themes → Theme Nine

Navigation Path:

Dashboard → Settings → Themes → Theme Nine → Hotel Management

Available Sections:

• Settings – General system configuration
• Coupons – Discount code management
• Amenities – Room facilities management
• Categories – Room type classification
• Rooms – Individual room configuration
• Room Bookings – Booking management (All, Paid, Unpaid)

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2. Settings

The Settings page controls the overall behavior of the hotel booking system.

2.1. Available Settings

Setting	Options	Description	Impact
Rooms	Active / Deactive	Enables/disables the entire room booking system	When deactive, customers won’t see any room booking information on their dashboard
Category Status	Active / Deactive	Controls visibility of room categories	Determines whether categories are shown publicly
Rating Status	Active / Deactive	Enables/disables guest rating system	Allows or prevents guests from submitting room reviews
Guest Checkout Status	Active / Deactive	Allows booking without account creation	When active, users can checkout as guests without logging in

2.2. How to Update Settings

1. Navigate to: Hotel Management → Settings
2. Select desired options for each setting using radio buttons
3. Click Update button to save changes

⚠️ Warning: Changes to settings take effect immediately and affect all users.

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3. Coupons Management

Coupons allow you to create promotional discount codes for room bookings.

3.1. Coupon Table Structure

Column	Description
#	Sequential ID number
Name	Internal reference name (e.g., “Summer Sale”)
Code	Coupon code customers enter (e.g., “SUMMER20”)
Discount	Discount value (Fixed amount or Percentage)
Created	Creation timestamp (e.g., “1 week ago”)
Status	Active/Inactive badge indicator
Actions	Edit and Delete buttons

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3.2. Creating a New Coupon

Access: Hotel Management → Coupons → Add (top-right button)

Form Fields:

Field	Type	Required	Description	Example
Name	Text	✅	Internal reference name	“Winter Promotion”
Code	Text	✅	Coupon code for customers	“WINTER25”
Coupon Type	Dropdown	✅	Fixed or Percentage	“Percentage”
Value	Number	✅	Discount amount (step: 0.01)	25.00
Start Date	Datepicker	✅	When coupon becomes valid	12/29/2025
End Date	Datepicker	✅	When coupon expires	01/31/2026
Serial Number	Number	✅	Display priority	1
Rooms	Multi-select	❌	Specific rooms for this coupon	(Leave empty for all rooms)

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3.3. Coupon Types

Type	Calculation	Example
Fixed	Subtract fixed amount from total	Room: $200 – Coupon $30 = $170
Percentage	Apply percentage discount	Room: $200 – Coupon 15% = $170

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3.4. Serial Number Priority

• Lower number = Appears first (higher priority)
• Higher number = Appears later (lower priority)

Recommended Practice: Use intervals (10, 20, 30) to allow future insertions without renumbering.

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3.5. Room-Specific Coupons

• Targeted Promotion: Assign coupons to specific rooms only
• Leave Empty: Coupon applies to all rooms in the system
• Multi-select: Hold Ctrl/Cmd to select multiple rooms

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3.6. Editing & Deleting Coupons

Action	Process
Edit	Click “Edit” → Modify fields → Update
Delete	Click “Delete” → Confirm in modal → Permanent removal

⚠️ Warning: Deleted coupons cannot be recovered.

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4. Amenities Management

Amenities are facilities and features available in rooms that you can showcase to guests.

4.1. Amenities Table

Column	Description
Checkbox	Select for bulk operations
Name	Amenity title (e.g., “Free Wi-Fi”)
Serial Number	Display order priority
Actions	Edit or Delete options

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4.2. Creating a New Amenity

Access: Hotel Management → Amenities → Add Amenity

Form Fields:

Field	Type	Required	Description	Example
Language	Dropdown	✅	Content language	English
Amenity Name	Text	✅	Descriptive title	“Free High-Speed Wi-Fi”
Serial Number	Number	✅	Display priority	1

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4.3. Serial Number Display Logic

• Lower number = Appears first in the list
• Higher number = Appears later in the list

Example Display Order:

1. Free Wi-Fi
2. Air Conditioning
3. Smart TV
4. Mini Fridge

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4.4. Bulk Operations

The system supports bulk deletion of amenities:

1. Select multiple amenities using checkboxes
2. Click the “Delete” button that appears
3. Confirm deletion in the modal

⚠️ Warning: Bulk deletion is permanent and cannot be undone.

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4.5. Language Management

• Amenities support multilingual content
• Select language from dropdown before creating/editing
• Each language version is stored separately
• Guests see amenities in their selected language

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5. Room Categories Management

Categories classify rooms into different types (e.g., Standard, Deluxe, Suite).

5.1. Categories Table

Column	Description
Checkbox	Select for bulk operations
Name	Category title (e.g., “Deluxe Room”)
Status	Active/Inactive badge indicator
Serial Number	Display priority
Actions	Edit or Delete options

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5.2. Creating a New Category

Access: Hotel Management → Categories → Add Category

Form Fields:

Field	Type	Required	Description	Example
Language	Dropdown	✅	Content language	English
Category Name	Text	✅	Descriptive name	“Family Suite”
Category Status	Dropdown	✅	Active or Deactive	Active
Category Serial Number	Number	✅	Display priority	1

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5.3. Category Status

Status	Effect
Active	Category is visible to guests on the website
Deactive	Category is hidden from public view

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5.4. Serial Number Priority

• Lower number = Appears first in category listings
• Higher number = Appears later in category listings

Recommended: Use intervals (10, 20, 30) for flexibility.

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5.5. Bulk Operations

• Select multiple categories using checkboxes
• Click Delete button for bulk removal
• Confirm deletion in modal

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6. Rooms Management

This section allows you to create and configure individual rooms with complete details.

6.1. Rooms Table

Column	Description
Checkbox	Select for bulk operations
Title	Room name/title
Category	Assigned category
Status	Show/Hide badge
Featured	Yes/No dropdown (toggle featured status)
Rent	Price per night
Actions	Edit and Delete buttons

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6.2. Creating a New Room

Access: Hotel Management → Rooms → Add Room

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6.3. Room Configuration Form

The room creation form is divided into several sections:

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Section 1: Media Upload

Field	Type	Required	Description	Notes
Slider Images	Dropzone Upload	✅	Multiple images for room gallery	Recommended size: 770×600 pixels
Featured Image	File Upload	✅	Main room image	Shown as primary thumbnail

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Section 2: Basic Information

Field	Type	Required	Description	Example
Room Status	Dropdown	✅	Show or Hide	Show = visible to guests
Rent / Night	Number	✅	Price per night (step: 0.01)	20.00
Quantity	Number	✅	Number of available rooms	1
Beds	Number	✅	Number of beds	2
Baths	Number	✅	Number of bathrooms	1
Max Guests	Number	❌	Maximum occupancy	Leave blank for unlimited

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Section 3: Location Information

Field	Type	Required	Description	Example
Latitude	Text	❌	GPS latitude for Google Maps	1232
Longitude	Text	❌	GPS longitude for Google Maps	1233
Address	Text	❌	Physical address	“123 Hotel Street”
Phone	Text	❌	Contact phone number	+090123456789
Email	Email	❌	Contact email	[email protected]

ℹ️ Note: Latitude and Longitude will be used to display the room location on Google Maps.

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Section 4: Language-Specific Content

(Accordion section for each language)

Default: English Language

Field	Type	Required	Description
Room Title	Text	✅	Room name/title
Category	Dropdown	✅	Assign room category
Room Amenities	Checkboxes	✅	Select available amenities
Summary	Textarea	✅	Brief room description (3 rows)
Room Description	Summernote Editor	✅	Detailed description (WYSIWYG editor)
Meta Keywords	Tags Input	❌	SEO keywords (comma-separated tags)
Meta Description	Textarea	❌	SEO meta description (5 rows)

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6.4. Editing Existing Rooms

Access: Click Edit button on any room row

Features:

• All fields from creation form are editable
• Existing slider images are displayed with delete option
• Featured image preview shown
• Language content can be modified
• Amenities can be checked/unchecked

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6.5. Featured Room Toggle

Each room has a Featured dropdown in the table:

• Yes = Room appears in featured sections (homepage, promotions)
• No = Room appears in standard listings only

💡 Strategy: Mark high-margin or premium rooms as “Featured” to increase visibility and bookings.

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6.6. Room Status

Status	Effect
Show	Room is visible to guests and can be booked
Hide	Room is hidden from public view but remains in system

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6.7. Bulk Operations

• Select multiple rooms using checkboxes
• Click Delete button for bulk removal
• Confirm deletion in modal

⚠️ Warning: Bulk deletion is permanent and cannot be undone.

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7. Room Bookings Management

The Room Bookings section allows you to view, manage, and create room reservations.

7.1. Booking Subsections

Section	Description	Path
All Bookings	View all room bookings (paid & unpaid)	Room Bookings → All Bookings
Paid Bookings	View only paid reservations	Room Bookings → Paid Bookings
Unpaid Bookings	View only unpaid reservations	Room Bookings → Unpaid Bookings

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7.2. All Bookings Table

Column	Description
Checkbox	Select for bulk operations
Booking No	Unique booking reference number (e.g., #1769359466)
Room	Room name/title
Rent	Booking amount (currency + value)
Paid via	Payment method used (e.g., Stripe, PayPal)
Payment Status	Paid/Unpaid dropdown (toggle status)
Attachment	Booking attachment file (if any)
Actions	Details, Invoice, Send Mail, Delete

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7.3. Booking Actions

Action	Description	Access
Details & Edit	View and modify booking details	Dropdown → Details & Edit
Invoice	Generate and view PDF invoice	Dropdown → Invoice
Send Mail	Send email to customer	Dropdown → Send Mail
Delete	Permanently remove booking	Dropdown → Delete

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7.4. Search & Filter

• Search by Booking No.: Use the search input field to find specific bookings by reference number
• Bulk Delete: Select multiple bookings using checkboxes and click the Delete button

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7.5. Creating a New Booking

Access: Room Bookings → All Bookings → Add Booking (button)

Process:

1. Select Room Modal appears
2. Choose a room from the dropdown list
3. Click Next button
4. Fill in the booking form (see section 7.6)

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7.6. New Booking Form

Section	Field	Type	Required	Description	Example
Dates	Check In / Out Date	Date Range Picker	✅	Select arrival and departure dates	2026-01-21 – 2026-01-25
Dates	Number of Nights	Text (Readonly)	✅	Auto-calculated based on dates	4
Guests	Number of Guests	Number	✅	Total guests for this booking	2
Pricing	Subtotal (USD)	Text (Readonly)	✅	Room rent × nights	80.00
Pricing	Discount (USD)	Text	❌	Discount amount to apply	10.00
Pricing	Total Rent (USD)	Text (Readonly)	✅	Subtotal – Discount	70.00
Customer	Customer Full Name	Text	✅	Guest’s full name	John Doe
Customer	Customer Phone Number	Text	✅	Contact phone	+1234567890
Customer	Customer Email	Email	✅	Contact email	[email protected]
Payment	Payment Method	Dropdown	✅	Payment gateway	Stripe
Payment	Payment Status	Dropdown	✅	Paid or Unpaid	Paid

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7.7. Discount Application

• Enter discount amount in the Discount field
• Total Rent updates automatically (JavaScript calculation)
• ⚠️ Note: Do not press ‘Enter’ key after entering discount

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7.8. Payment Methods

Available payment gateways (configured in system):

• Stripe
• PayPal
• Custom Gateway (offline/other methods)
• And any another available Gateway

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7.9. Payment Status Toggle

Each booking has a Payment Status dropdown:

• Paid = Payment received, booking confirmed
• Unpaid = Payment pending, booking awaiting payment

Changing Status:

• Select new status from dropdown
• Form auto-submits via JavaScript
• Status updates immediately

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7.10. Booking Details & Edit Page

Access: Click Details & Edit from booking actions dropdown

Form Fields:

Section	Field	Type	Editable	Description
Booking Info	Booking Number	Text	❌	Unique reference number
Booking Info	Booking Date	Text	❌	When booking was created
Customer	Customer Full Name	Text	✅	Guest’s name
Customer	Customer Email	Email	✅	Contact email
Customer	Customer Phone Number	Text	✅	Contact phone
Room Info	Room Name	Text	❌	Room title
Room Info	Room Type	Text	❌	Category name
Dates	Check In / Out Date	Text	❌	Booking dates (readonly)
Dates	Number of Nights	Text	❌	Auto-calculated
Guests	Number of Guests	Number	✅	Total guests
Pricing	Subtotal (USD)	Text	❌	Base price
Pricing	Discount (USD)	Text	✅	Discount amount
Pricing	Total Rent (USD)	Text	❌	Final price
Payment	Payment Method	Dropdown	✅	Payment gateway
Payment	Payment Status	Dropdown	✅	Paid/Unpaid

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7.11. Sending Email to Customer

Access: Click Send Mail from booking actions dropdown

Email Form:

Field	Type	Required	Description
Customer Mail Address	Email	✅	Pre-filled from booking (readonly)
Subject	Text	✅	Email subject line
Message	Summernote Editor	✅	Email body content (WYSIWYG)

Process:

1. Modal opens with pre-filled customer email
2. Enter subject and message
3. Click Send button
4. Email is sent to customer

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7.12. Invoice Generation

• Click Invoice from booking actions dropdown
• PDF invoice opens in new tab/window
• Invoice filename format: {booking_number}.pdf
• Location: https://web.devad.io/assets/invoices/rooms/{booking_number}.pdf

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7.13. Bulk Delete Bookings

1. Select multiple bookings using checkboxes
2. Click the Delete button that appears
3. Confirm deletion in SweetAlert modal
4. Selected bookings are permanently removed

⚠️ Warning: Bulk deletion is irreversible.

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8. Best Practices

8.1. Settings Optimization

Goal	Recommended Setting
Allow guest bookings	Guest Checkout Status: Active
Collect customer feedback	Rating Status: Active
Temporarily pause bookings	Rooms: Deactive
Hide categories during updates	Category Status: Deactive

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8.2. Coupon Strategy

Goal	Recommended Approach
Increase bookings	Create limited-time percentage discounts (10–20%)
Clear slow rooms	Offer fixed discounts on specific room types
Upsell premium rooms	Create exclusive coupons for higher-tier rooms
Seasonal promotions	Set start/end dates aligned with peak/off-peak seasons

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8.3. Category Organization

Priority	Category Type	Serial Number
1	Premium Suite	10
2	Deluxe Room	20
3	Standard Room	30
4	Budget Room	40

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8.4. Room Configuration Tips

Aspect	Recommendation
Images	Upload 3–5 high-quality slider images per room
Featured Image	Use the most attractive angle as featured image
Description	Write detailed, benefit-focused descriptions
Amenities	Check all applicable amenities for each room
SEO	Fill meta keywords and description for better search visibility
Pricing	Set competitive rates based on category and amenities

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8.5. Booking Management Best Practices

Practice	Benefit
Regular status updates	Keep payment status accurate for financial tracking
Send confirmation emails	Improve customer communication and satisfaction
Use discount strategically	Offer discounts to fill low-demand dates
Monitor unpaid bookings	Follow up on pending payments promptly
Generate invoices	Maintain professional records for accounting

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9. Quick Reference Tables

9.1. Settings Summary

Setting	Active Effect	Deactive Effect
Rooms	System enabled	System disabled
Category Status	Categories visible	Categories hidden
Rating Status	Reviews enabled	Reviews disabled
Guest Checkout	Guest booking allowed	Login required

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9.2. Coupon Field Summary

Field	Required	Format	Example
Name	✅	Text	Summer Promotion
Code	✅	Alphanumeric	SUMMER20
Type	✅	Fixed/Percentage	Percentage
Value	✅	Number (0.01 step)	20.00
Start Date	✅	MM/DD/YYYY	06/01/2026
End Date	✅	MM/DD/YYYY	08/31/2026
Serial Number	✅	Integer	10
Rooms	❌	Multi-select	Leave empty for all

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9.3. Room Field Summary

Section	Field	Required	Notes
Media	Slider Images	✅	770×600px recommended
Media	Featured Image	✅	Primary thumbnail
Basic	Status	✅	Show/Hide
Basic	Rent	✅	Per night price
Basic	Quantity	✅	Available rooms
Basic	Beds/Baths	✅	Room capacity
Location	Lat/Long	❌	For Google Maps
Content	Title/Category	✅	Per language
Content	Amenities	✅	Check all that apply
SEO	Meta Keywords	❌	Tags input
SEO	Meta Description	❌	5 rows textarea

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9.4. Booking Field Summary

Section	Field	Required	Editable	Notes
Info	Booking Number	✅	❌	Auto-generated
Info	Booking Date	✅	❌	Creation timestamp
Dates	Check In/Out	✅	❌	Date range picker
Dates	Nights	✅	❌	Auto-calculated
Guests	Number of Guests	✅	✅	Integer input
Pricing	Subtotal	✅	❌	Rent × nights
Pricing	Discount	❌	✅	Manual input
Pricing	Total	✅	❌	Subtotal – Discount
Customer	Name/Email/Phone	✅	✅	Contact details
Payment	Method	✅	✅	Gateway selection
Payment	Status	✅	✅	Paid/Unpaid toggle

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Guest Booking Guide – Step by Step

Here’s exactly what your guests will see and do when booking a room on your website:

From home page search for a room:
Enter check-in and check-out dates using the calendar

(Optional) Use filters to refine search:

Beds: Select 1, 2, or more beds needed

Baths: Choose number of bathrooms

Guests: Set party size (1-10 people)

Click “Search” button so it goes to room page:

📍 Step 1: Find Available Rooms

(Page: “Room” listing page)

What guests do:

1. Enter check-in and check-out dates using the calendar
2. (Optional) Use filters to refine search:
   • Beds: Select 1, 2, or more beds needed
   • Baths: Choose number of bathrooms
   • Guests: Set party size (1-10 people)
   • Price Range: Slide to set budget
   • Amenities: Check boxes for must-haves (Wi-Fi, AC, etc.)
3. Click “Filter Rooms” button
4. Browse results – each room shows:
   • Beautiful photo
   • Price per night (e.g., “$10 / Night”)
   • Room type (e.g., “category1”)
   • Number of beds, baths, and max guests

💡 Guest Tip: Click any room photo or title to see full details!

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📍 Step 2: View Room Details

(Page: Individual room details page)

What guests see:

• Photo Gallery: Multiple high-quality images in a slider with thumbnail navigation
• Room Info: Title, category, price tag ($10/Night), beds/baths/guests count
• Four Tabs to explore:
  • Room Details: Full description of the space
  • Amenities: Complete list of facilities (Wi-Fi, TV, etc.)
  • Contact Info: Address, phone, email + Google Map showing location
  • Reviews: Guest ratings and written feedback

What guests do:

1. Browse photos by clicking arrows or thumbnails
2. Read room description and amenities
3. Check location on the embedded Google Map
4. Scroll down to the booking sidebar on the right to start reservation

💡 Guest Tip: Look for the green “Book Now” button in the sidebar to start booking!

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📍 Step 3: Fill Booking Form

(Sidebar on room details page)

What guests see: A simple form with these fields:

Field	What to Enter	Notes
Check In/Out Date	Select dates using calendar	Auto-calculates nights
Number of Nights	(Read-only)	Shows automatically based on dates
Number of Guests	Enter total people	Must not exceed room capacity
Full Name	Your name	Pre-filled if logged in
Phone	Contact number	For booking updates
Email	Email address	For confirmation & invoice
Payment Gateway	Select method	Options: Stripe, PayPal, or offline bank transfer
Coupon Code	Discount code (optional)	Click “Apply” to activate

What guests do:

1. Fill all required fields (marked with *)
2. Select payment method from dropdown
3. (Optional) Enter coupon code and click “Apply”
4. Review price breakdown below the form:
   • Subtotal: Room rate × nights
   • Discount: Coupon amount (if applied)
   • Total: Final price to pay
5. Click the big orange “Book Now” button

⚠️ Important: All fields with * are required. Don’t press “Enter” after typing coupon code—use the “Apply” button instead.

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📍 Step 4: Complete Payment

What happens next depends on payment method:

✅ If paying online (Stripe/PayPal):

• Guest is redirected to secure payment page
• Enter card details (Stripe) or log in to PayPal
• After successful payment: Instant confirmation screen appears
• Confirmation email arrives within minutes with booking number

✅ If paying offline (bank transfer):

• Guest sees payment instructions on screen
• Can upload payment receipt using “Attachment” field
• Booking is created with “Unpaid” status
• Hotel staff will confirm payment manually and update status
• Guest receives email when booking is confirmed

💡 Guest Tip: Save your booking number from the confirmation email—it’s your reference for check-in and support.

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📍 Step 5: After Booking – Your Dashboard

What guests get:

1. Confirmation Email containing:
   • Booking number (e.g., #1769359466)
   • Room details and dates
   • Total amount paid
   • Check-in instructions
   • Hotel contact information
2. Customer Dashboard Access (YourWebsite.com/customer/dashboard):
   • View all your bookings in one place
   • Download PDF invoices anytime
   • Leave reviews after your stay
   • Update your profile information
   • Contact hotel directly through messaging
3. Check-in Day:
   • Bring ID and booking confirmation (digital or printed)
   • Show booking number at reception
   • Enjoy your stay!

💡 Guest Tip: No account needed! With “Guest Checkout” enabled, you can book without registering—just provide your details during booking.

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📍 Step 6: After Your Stay – Leave a Review

How to share your experience:

1. Log in to your Customer Dashboard
2. Find your completed booking
3. Click “Leave a Review”
4. Select star rating (1-5 stars)
5. Write your feedback in the text box
6. Click “Submit”

💡 Why review matters: Your feedback helps future guests choose the right room and helps the hotel improve service!

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Guest Dashboard Features

After booking, guests can access their dashboard at: https://web.devad.io/{username}/customer/dashboard

Dashboard Sections:

Section	Features	Guest Actions
My Bookings	List of all reservations	View details, download invoice
Booking Details	Complete reservation info	See dates, room, payment status
Invoices	PDF download links	Download/print for records
Reviews	Leave feedback	Rate rooms and write comments
Profile	Account information	Update contact details

Leaving Reviews:

Guests can rate their stay and leave comments:

• Star rating: 1-5 stars (click to select)
• Written review: Share experience in text box
• Helps future guests make informed decisions

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Related Rooms Display

On each room details page, guests see “Related Rooms” section showing:

• Similar rooms in the same category
• Helps guests compare options
• Increases chances of booking