Everything you need to run the front desk, from day one.

Login & roles

Open hms.saskey.in and sign in with the email + password your admin provided. Your access to screens depends on your role:

Navigation overview

The left sidebar is organised into collapsible groups. Which items you see depends on your role. This is the complete current menu:

🏠 Dashboard — daily snapshot: occupancy %, arrivals, departures, today's revenue, and (for finance roles) MTD revenue / expenses / receivables.

Front Office

• 🛏️ Rooms — live grid of every room with status colour (Vacant Clean / Vacant Dirty / Occupied / Out-of-order). Walk-in from here.
• 📅 Bookings — list + calendar + filters (Arrivals, Confirmed, In-house, Checked-out, Cancelled, date range, search).
• 🌙 Night Audit — preview tonight's auto-postings; run manually if a day was missed.
• 🔑 Front Desk — quick arrivals & departures board for today.
• 🧾 Counter Sale — standalone walk-up / B2C billing for miscellaneous items with HSN & GST (no room needed).
• % Quick Discount — manager shortcut to apply a folio discount.

Operations

• 🧹 Housekeeping — floor-wise room tasks with start/stop timer.
• ⚙️ Maintenance — tickets by priority + room + category; maintenance role also enters Utilities readings and issues Electrical store items.
• 👤 Guests — guest CRM with stay history and total spend.

F&B

• 🍽️ KOT / Restaurant — kitchen order tickets that post to the folio.
• 🎪 Banquet — hall bookings with their own list, calendar, search/filters, advance ledger and invoice flow.

Inventory

• 🛁 Linen — par levels, stock across locations (store / rooms / floors / drivers / laundry / rewash), laundry vendor settlement, write-offs.
• 🔧 Assets — fixed-asset register.
• 📦 Store — consumables inventory by category (Toiletries, Minibar, Stationery, GoDown/Store, Electrical) with issue/transfer, reorder levels, and stock valuation.

Accounts

• 🧾 Invoice Register — every issued invoice with status & outstanding.
• 🏢 Corporates — B2B credit accounts, monthly statements, AR aging.
• 🧾 GST Filing — GSTR-1, GSTR-2B (purchases), GSTR-3B summary.
• 🧾 Purchases — vendor bills, GST input, stock/asset receipts, record payment.
• ↩️ Purchase Returns — return goods to a vendor with reversing entries.
• 💸 Expenses — day-to-day expenses posted to the ledger.
• 📒 Cash/Bank Ledger — running cash & bank position by account.
• 💳 Card Settlement — reconcile card/UPI clearing to bank credits.
• 📓 Journal / Contra — manual journal & contra (cash↔bank) entries.
• 🏦 Bank Reconciliation — match statement lines to ledger.
• 📊 Financials — P&L, Balance Sheet, Trial Balance.
• 📚 Chart of Accounts — the seeded Indian GL codes.

Property

• ⚡ Utilities — EB / solar / water / generator meter readings with auto units & rate.
• 📡 Channels — OTA / channel-manager connections.

Reports & Admin

• 📊 Reports — MTD, Day/Flash, Outstanding, Cashier, Invoice Register, Store Issue/Inventory, Vendor Statement, Revenue by Corporate, AR Aging, Housekeeping, Maintenance, Daybook, GSTR-1/2B/3B, Booking Register, Breakfast List and more.
• 📄 Missing Invoices — bookings/folios that still need an invoice.
• 📚 Masters — room categories, charge categories, store items, vendors, corporates, etc.
• 🔌 Integrations — SMS / WhatsApp templates, door-lock, external services.
• 👤 Users — invite staff, set roles & floor scope.
• ⚙️ Settings — property config, theme, GST slabs, cash/bank routing, policies.

First-time setup checklist

Before the first guest, an admin should walk through:

Create a booking

1. Bookings → + New Booking.
2. Pick the guest (search by phone first; system auto-fills if guest exists). If new, fill name + phone + ID type/number.
3. Pick check-in and check-out dates.
4. Set adults + children. The rate auto-recalculates: 1A → single rate, 2A → double rate, 3+ → double + extra-person × N.
5. Choose the room category and (optionally) assign a specific room. You can leave it unassigned and pick at check-in.
6. Save. Booking status starts as confirmed.

Walk-in (guest at the desk now)

1. Rooms screen → click a vacant_clean room → Walk-in button.
2. Fill guest details, ID type + number, address.
3. Confirm adults (rate updates live).
4. Optionally collect an advance amount + payment method now — it'll be posted to the folio immediately.
5. Save. The booking is created with status=checked_in and the room flips to occupied.

Multi-room booking (one guest, several rooms)

From an existing booking detail page, click + Link Another Room. Each linked room has its own rate (per category and occupancy), but they share one folio + one invoice.

Change occupancy mid-stay

On Booking Detail → click 👥 Occupancy. Pick new adults / children. The system:

• Updates the saved per-room occupancy.
• Re-computes the rate from the room category settings.
• If past nights have already been charged, you'll see a confirm prompt — choose either "reverse + re-post past nights at the new rate" (creates offsetting JV entries) or "future-only" (past nights keep their old rate).

Check-in

1. Booking Detail → Check-in.
2. Confirm room assignment (system blocks dirty rooms — Mark Clean first).
3. System sets actual_check_in=NOW(), room → occupied, status → checked_in.

Check-out

1. Booking Detail → Check Out.
2. Late checkout? You'll see a suggested fee based on Settings → Late Checkout Policy. You can override.
3. System asks you to settle the folio balance before closing — Record Payment or set the booking as Corporate Bill-To.
4. Folio closes, room flips to vacant_dirty, a housekeeping task is auto-created.

Room shift

To move a guest to a different room: Booking Detail → Room Shifting → pick the new (vacant_clean) room. The original folio history stays; future charges go to the new room.

Extend / shorten stay

Booking Detail → Amend Stay. Pick the new check-out date. Extending posts additional night charges; shortening reverses charges from the dropped dates (room + GST rows only — F&B and misc charges stay).

Counter Sale (walk-up billing)

Use Front Office → Counter Sale to bill a walk-up / B2C customer for miscellaneous items without creating a room booking — e.g. a one-off item sale after checkout.

1. Add line items (name, HSN/SAC, qty, rate). GST is applied per line from the HSN/category.
2. Choose payment method — the sale is paid immediately (collection + revenue post together).
3. Save → a counter invoice is issued in its own series, a balanced JV posts (Dr Cash/Bank, Cr Other Service Revenue + Output GST), and stock decrements if the item is from Store.

Folio & charges

Every booking has one folio. The Folio tab on Booking Detail shows all transactions grouped by date, with taxes indented under their parent charge.

To add a non-room charge (Food, Laundry, Mini Bar, etc.), click + Add Charges, pick a category, amount, and (optionally) override the SAC or GST rate. The category's default GST from Settings is used automatically.

Apply discount

1. Folio → % Apply Discount.
2. Enter the percentage and a reason.
3. System reverses every room + extra-person row, then re-posts them with GST calculated on the discounted base. F&B / Laundry / etc. are not discounted.

Record payments

Folio → + Record Payment. Pick the method (Cash / Card / UPI / Bank Transfer / Cheque). The deposit account auto-fills from your Settings → Cash/Bank routing defaults, but you can override at payment time.

Each payment writes a receipt (RCPT/FY/00001), posts a balanced JV (Dr Bank / Cr AR), and updates the folio balance.

Generate invoice

Once checkout is complete (or the booking is corporate-billed), Booking Detail → Invoice tab → Print Invoice. The first click finalises the document number (INV/FY/00001) and locks the line items — further changes need a credit note.

For Pro-forma at any time: Folio tab → Pro Forma.

Share invoice on WhatsApp

From the Invoice modal → 💬 Send via WhatsApp. The system mints a 30-day public share link hms.saskey.in/i/<token> and opens WhatsApp with a pre-filled message to the guest. No PDF attachment needed; the guest just taps the link.

GST handling

Three layers:

• Room slabs — Settings → GST: exempt-below / low rate / threshold / high rate.
• Charge categories — each row has its own default GST. F&B 5%, Banquet 18%, etc.
• Place of supply — derived from the guest's GSTIN (first 2 digits = state). Same state → CGST + SGST. Different state → IGST.

Banquet — new booking

1. Banquet → + New Booking.
2. Fill event name, date, hall, pax count, food rate/pax, hall charges, contact.
3. Optionally enter an initial advance + payment method.
4. Save. Status starts as confirmed.

Advance payments + receipts

Open the booking detail → Payment Ledger → + Add Payment. Multiple advances are allowed any time before the event. Each gets a receipt number RCPT-BNQ/FY/00001 you can print from the 🖨️ icon.

Complete event → generate invoice

After the event happens, click Mark Completed. The Generate Invoice button enables only at this point (locks the amount; pre-event changes are allowed).

Cancel & refund

Open detail → Cancel Booking → confirm reason. The system:

• Reverses the revenue + GST JV (if invoice was issued).
• Does NOT touch payment rows — money is still in your bank.
• Surfaces a ↩️ Refund button with the eligible amount.

Click Refund → pick mode (Cash / UPI / Bank) → pick which account to refund from → submit. Each refund creates a refund-receipt row and posts Dr Advance / Cr Bank.

Housekeeping tasks

Housekeeping page shows rooms grouped by floor with their cleaning tasks. Tap a room → Start begins a timer. Stop closes the task and records duration.

Multi-floor assignments: Settings → Users → click a housekeeping staff member → Floors → tick the floors they handle. They'll only see their floors in the mobile app + web.

Maintenance tickets

Maintenance page lists open / in-progress / closed tickets. Receptionists raise tickets from Booking Detail → 🔧 Ticket → category (electrical / plumbing / AC / etc.), priority (low/normal/high/urgent), description.

Maintenance staff get a push notification on their phone and a row on their mobile dashboard.

Install the mobile app

Android: Google Play Store → search "HMS by Saskey" → Install. Or use the internal-testing invitation link from your admin.

iOS: TestFlight invitation (forthcoming on App Store).

Sign in with the same email + password you use on the web.

Role-specific screens

Push notifications

The app delivers role-targeted push notifications within seconds:

• New maintenance ticket → maintenance staff.
• Housekeeping task assigned → the assigned housekeeper.
• Overstay alert (daily) → admin, manager, receptionist.
• Night audit complete → admin, manager.
• Daily revenue digest at 8:00 AM → admin, manager (yesterday + month-to-date figures).

Each device belongs to its current login's property only. If you stop receiving them: enable Notifications in app permissions, then sign out + back in to re-register your push token.

Night audit

Runs automatically at 00:05 IST daily. Posts room charges for every in-house booking for that night. Open Night Audit to preview what's about to post, or run it manually if you missed a day.

Reports

• Day Sales — collections by date and method.
• Revenue & Tax — GST-segregated revenue (CGST/SGST/IGST) for the period.
• P&L — income vs expenses from the journal entries.
• Balance Sheet — assets / liabilities / equity at a point in time.
• Trial Balance — every account's Dr / Cr balance for the FY.
• Receivables Aging — open folios broken down by age.

GSTR-1 export

Reports → GSTR-1 → pick month. The output groups invoices by HSN/SAC, calculates per-bucket taxable + tax, and produces the format CA / accountant can use to file. Voided invoices are excluded.

Store & consumables

Inventory → Store tracks non-linen consumables in categories: Toiletries, Minibar, Stationery, GoDown/Store, Electrical. Items are created in Masters with a purchase unit, issue unit and conversion factor (e.g. 1 ltr = 1000 ml); stock is set from Purchases, not entered here.

• Issue — consume stock to a room / floor / reception / driver.
• Transfer — move stock between locations.
• Reorder-level flags show "Low Stock"; Export CSV / PDF available.
• Electrical items are issue/transfer-restricted to the Maintenance role (plus Admin/Manager).

Linen & laundry

Inventory → Linen shows stock across every location (Store, In Rooms, In Floors, Drivers, Laundry, Rewash) with a par level per category and a Total Owned reconciliation. Send to / receive from the laundry vendor, send/receive rewash, and settle vendor bills from the Vendor Settlement tab.

Assets

Inventory → Assets is the fixed-asset register — track owned equipment, assign to rooms, and link maintenance.

Invoice Register

Accounts → Invoice Register lists every issued invoice (room, counter, banquet) with date, customer, total, status and outstanding. Filter by date/status and open any invoice.

Corporates & receivables

Accounts → Corporates holds B2B credit accounts (GSTIN, credit terms). Bill a checkout "to corporate", then generate a monthly statement and track AR aging per corporate. Payments received settle the outstanding.

Purchases & vendor bills

Accounts → Purchases records a vendor bill: line items typed as store / linen / asset / utility / maintenance, GST input, and totals. Store/linen lines receive stock automatically. Use Record Payment to settle (Cash/Bank), which posts Dr Vendor / Cr Bank; a fully-settled bill shows paid.

Purchase Returns

Accounts → Purchase Returns returns goods to a vendor and posts the reversing stock + ledger entries.

Expenses

Accounts → Expenses logs day-to-day expenses (category, amount, date, mode) straight to the ledger and P&L.

Cash / Bank Ledger

Accounts → Cash/Bank Ledger shows the running balance of each cash and bank account with every debit/credit, so you can tie the drawer/bank to the books.

Card Settlement

Accounts → Card Settlement reconciles the Card/UPI clearing account to actual bank credits from the acquirer (net of charges).

Journal / Contra

Accounts → Journal / Contra posts manual journal entries and contra entries (cash↔bank movements, e.g. cash deposited to bank).

Bank Reconciliation

Accounts → Bank Reconciliation matches bank-statement lines against ledger entries to confirm the book balance agrees with the bank.

GST Filing

Accounts → GST Filing gives the filing views: GSTR-1 (outward supplies by HSN/SAC), GSTR-2B (purchases / input credit), and the GSTR-3B summary.

Financials

Accounts → Financials renders the P&L, Balance Sheet and Trial Balance straight from the journal entries for any FY / period.

Chart of Accounts

Accounts → Chart of Accounts is the seeded Indian GL (Cash, Bank, Receivables, Card/UPI clearing, Output CGST/SGST/IGST, Room/F&B/Other revenue, expenses…). Cash/Bank routing in Settings points each payment method at one of these codes.

Utilities (meter readings)

Property → Utilities records meter readings for EB, solar, water and generator — enter opening & closing, the units consumed compute automatically (with an EB rate for cost). The Maintenance role can also enter these from the mobile app.

Channel Manager

Property → Channels manages OTA / channel-manager connections for inventory & rate sync.

Missing Invoices

Reports & Admin → Missing Invoices surfaces checked-out / corporate-billed bookings that still need an invoice generated, so nothing slips past GST filing.

Masters

Reports & Admin → Masters is where you maintain reference data: room categories & rates, charge categories (SAC + GST), store items & categories, vendors, corporates, and more.

Integrations

Reports & Admin → Integrations configures external services — SMS / WhatsApp templates (check-in Wi-Fi, confirmation, reminder, receipt), door-lock encoder, and other connectors.

Settings — Theme colours

Settings → Theme → set the Primary and Accent hex codes. Used everywhere: sidebar gradient, h1 colour, accent strip, primary buttons. Leave blank to fall back to navy / blue defaults.

Settings — SMS templates

Provider: pay4sms.in (or SmartPing). Paste the token + sender ID + DLT template IDs from your DLT portal. The Settings page has a 🧪 Test SMS form — pick an event, type a phone, send. The result + the actual rendered message both show inline.

Settings — Charge categories

Add each non-room service you'll bill: F&B, Laundry, Mini Bar, Banquet, Spa, etc. Each row stores SAC code + default GST rate. When you add a charge on a booking and pick this category, both fields auto-fill.

Settings — Cash / Bank routing

Pick which Chart-of-Accounts account each payment method posts to. Example: Cash → 1101 (Cash on hand), Card → 1141 (Card Settlement), UPI → 1151, Bank Transfer → 1131 (SBI CA), Cheque → 1101.

Settings — Users & roles

Invite a user with email + role. Change role inline anytime. For housekeeping / maintenance roles, also assign the floors they should see (Floors button next to the user row).

Cancel & refund — accounting view

The system distinguishes booking cancel from refund:

• Cancel = reverse the revenue recognition (and the invoice's GST). Sets status='cancelled'.
• Refund = operator decides when and via which mode the money actually leaves. Multiple partial refunds allowed.

Troubleshooting

The theme isn't applying on some pages

Hard refresh the browser (Cmd+Shift+R / Ctrl+Shift+R). Confirm Settings → Theme shows your colours saved. Open DevTools → Inspect <html> → look for --theme-primary in computed styles.

An SMS test failed

Check the error message inline. Common causes: DLT template ID empty, body still uses {#var#} instead of {#alphanumeric#} (both now supported), pay4sms balance ran out.

F&B GST showing 18% instead of 5%

Settings → Charge Categories → "Food & Beverage / Restaurant" → set Default GST to 5%. Save. New F&B charges will post at 5%; existing wrong ones need to be void + re-added.

Walk-in showed 1 adult when I entered 2

This was a known bug fixed in B93.7. Update to the latest deploy. Existing affected bookings: click Occupancy → set the right value → confirm "no rate change" (since the rate is already correct).

Invoice grand total doesn't match folio

The right-side summary subtracts discount + payments; the line items show gross. If they don't reconcile, run a Trial Balance and check the journal entries for that booking — every Dr should match Cr per account.

Mobile app doesn't show new tasks

Pull to refresh. If push isn't arriving: settings → notifications enabled. Sign out + back in to re-register the push token.

Get support

WhatsApp: +91 84892 56789
Email: info@saskey.in
Web: saskey.in

Mention your property name and the booking number you're stuck on — that gives us instant context.