HotelDesk – Complete Hotel Management System for Windows

Demo

HotelDesk App Demo video
HotelDesk App Standalone Instalaltion Demo video
HotelDesk App Desktop + Web Remote Demo video

Description

Run reservations, rooms, guests, front-desk operations, housekeeping, maintenance, payments and performance reporting from one organized desktop workspace.

HotelDesk is designed for independent hotels and accommodation teams that need a fast operational system without spreading daily work across disconnected spreadsheets and tools. It supports a private standalone installation or a shared remote configuration for staff working from the desktop application and the optional web module.

One workspace for the complete hotel workflow

Reservation management with overlap protection, sources, balances and stay actions
Visual room planning calendar and live room-status map
Guest and company profiles with worldwide locations and EU VAT validation
Housekeeping and maintenance tasks connected to room availability
Role-based staff accounts, departments and protected administrator access
Cash, card and bank-transfer payments with professional A4 invoices
Revenue, occupancy, ADR, RevPAR, outstanding balance and source reports
CSV export, system printing and PDF output for operational documents
Plugin-ready architecture with catalog delivery and manual ZIP installation
English, French and Romanian interface with light and dark themes

Secure access built for hotel staff

The dedicated sign-in experience keeps operational data behind staff accounts. Each employee can receive an appropriate role and department, while the primary administrator remains protected from deletion or deactivation.

HotelDesk secure staff sign-in

Live operational dashboard

Start every shift with a clear view of reservations, arrivals, departures, occupancy, revenue and due payments. Revenue trends, room distribution, recent reservations and upcoming tasks are presented together so the front desk can act without opening multiple reports.

Light and dark themes provide the same information hierarchy and compact professional interface for different working environments.

Hotel operations dashboard in light mode

Hotel operations dashboard in dark mode

Reservations from booking to check-out

Manage the complete stay lifecycle with guest, room, dates, occupancy, source, nightly rate, total amount, payment balance and internal notes. Date and status filters make large booking lists easier to review, print and export.

Prevent overlapping active reservations for the same room
Record configurable booking sources such as direct, agency or marketplace
Handle confirmation, check-in, no-show, cancellation and check-out
Open detailed stay information without losing the reservation list

Reservation management with filters, balances and stay actions

Visual room and reservation planning

The planning calendar displays room availability and reservations across a 14-day or 30-day timeline. Staff can identify occupied, reserved, cleaning, maintenance and blocked periods at a glance before creating or changing a booking.

Visual room availability and reservation calendar

Complete stay details and controlled editing

The reservation workspace combines stay, guest, room and booking information with totals, payments and balance. Authorized staff can update dates, room assignment, guest counts, source, rate and notes through focused forms.

Complete reservation and stay details

Focused reservation editing form

Guest and company profiles

Keep reusable guest records with contact details, address, location, stay count and spending history. Company accounts include legal identity, representative and contact information. Searchable country, region and city selectors support international guests, while eligible EU VAT numbers can be checked through VIES.

Guest and company profile management

Room inventory and live status

Build the property structure with floors, categories, room types, capacity, bed configuration and pricing. The room map separates commercial status from housekeeping condition, helping staff understand whether a room is available, occupied, reserved, under maintenance, clean or dirty.

Live room map grouped by floor

Room configuration with operational and housekeeping status

Housekeeping and maintenance coordination

Create room preparation tasks with assignee, priority, deadline, notes and progress. Maintenance records track the reported issue, affected room, responsibility, urgency, cost and completion status. Room availability can therefore reflect real operational conditions instead of only reservation data.

Housekeeping task assignment and monitoring

Maintenance incident and room-availability tracking

Staff roles and accountability

Create individual staff accounts, organize employees by department and apply role-based permissions. Unique accounts improve accountability and make it easier to restrict sensitive financial or administrative functions.

Staff accounts, departments and role management

Payments and professional invoices

Record payments against reservations using cash, card or bank transfer, then filter transactions by date and status. HotelDesk keeps the reservation balance synchronized and provides print and CSV export actions for operational reconciliation.

Payment management with date filters, print and CSV export

Invoices use a clear A4 layout with issuer, customer, payment, reservation and total information. They can be sent to a system printer or downloaded as PDF when paper output is not required.

Professional HotelDesk A4 invoice

Hotel performance reporting

Monitor revenue, occupancy, Average Daily Rate, RevPAR and outstanding balances for a selected date range. Source and room-type breakdowns help management understand where bookings originate and which inventory generates revenue.

Revenue, occupancy, ADR, RevPAR and operational reports

Extensible plugin system

Extend HotelDesk through compatible plugins delivered by the catalog or installed manually from a trusted ZIP package. Plugin compatibility can consider application platform and release requirements, while installed plugins inherit the HotelDesk interface conventions.

HotelDesk plugin catalog and manual ZIP installation

Centralized property settings

Configure property identity, language, theme, check-in and check-out times, reservation sources, database mode, license, updates and security from one settings area. Historical records remain consistent when configurable sources are deactivated.

Property, interface, database, license and security settings

Standalone or shared remote operation

Standalone mode stores hotel data in a private local SQLite database and requires no server. Remote mode connects HotelDesk to MySQL and can install the optional Laravel web module, allowing authorized staff to use the shared hotel database from desktop and browser.

Guided first-run configuration
SQLite to MySQL migration when the property is ready to move online
One-archive remote module deployment through FTP or FTPS
Shared license state between the desktop application and remote module

Windows package and requirements

Delivery formats: NSIS installer and portable executable
Desktop requirements: Windows 10 or Windows 11, 64-bit processor, 4 GB RAM minimum and 1 GB free disk space.
Activation: Envato purchase code and internet connection
Included: application package, source package and offline HTML documentation
Initial defaults: English language and USD currency

Optional Laravel web-module requirements

PHP 8.3 or newer, MySQL/MariaDB, HTTPS, FTP/FTPS and the PHP extensions pdo_mysql, zip, mbstring, openssl and tokenizer. The module is installed at the root of a dedicated domain or subdomain.

Important purchase notes

Commercial plugins, hosting, domains, email delivery accounts and third-party services are not included unless explicitly stated.
Property-specific setup, data entry and server administration are not included.
Printer support uses the operating system print service; vendor-specific hardware drivers are supplied by the printer manufacturer.
Actual functionality is determined by the supplied HotelDesk release and compatible installed plugins.

HotelDesk - Complete Hotel Management System Windows App