HotelDesk - Complete Hotel Management System for Windows

Demo

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.

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.

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

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.