KSI Logiciels E-invoicing compatible
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User guide

Hotel user guide

The software’s instructions, in the order you use it: from rooms to the balance invoice. This guide can be read here without an account; the same documentation follows you inside the software, under “Settings > Software user guide”.

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What this guide covers

  1. Set up: the property, types and rooms
  2. Board plans, rate plans and options
  3. Booking at the front desk
  4. Online booking
  5. Day to day: arrivals, departures, housekeeping
  6. The team
  7. Seminars, bar, restaurant, pool
  8. Invoice, collect, remit

Set up: the property, types and rooms

The order matters: the property and its star rating first, because tourist tax depends on it; then room types, because each room is linked to one; and finally the rooms, placed on their floor plan.

  • Fill in the property in the settings: name, star rating, licenses, profile, and the options you use (bar, restaurant, pool, inspections).
  • Create your room types: capacity, bedding, amenities, photos, tourist tax category, base rate per night.
  • Upload the plan of each floor, create the rooms with their number and floor, and place them on the plan.
  • Define your seasons and their periods, then fill in the rate grid by type and by season.

Board plans, rate plans and options

What you sell along with the room is set up once: board plans and their prices, rate plans and their conditions, billable options.

  • Check the installed board plans (room only, breakfast, half board, full board, all inclusive) and their prices per person; choose the default plan.
  • Set up the rate plans: discount or surcharge, minimum duration, booking lead time, channel, refundable or not.
  • Enable the billable options (parking, baby cot, pet, late departure…) and their billing modes.
  • Check the tourist tax scale for the fiscal year and the departmental share.

Booking at the front desk

A booking starts from the guest and the dates. The software suggests vacant rooms, calculates the quote night by night and creates the native documents: proposal, order, deposit invoice.

  • Open “New booking”: the guest (or create one), the dates, adults, children and infants, the board plan, the rate plan, the options.
  • Choose the room from those offered, or on the floor plan: the quote is displayed line by line, tourist tax included.
  • Save the stay as optional or confirmed; the native proposal and order are generated, then the deposit invoice if you set it up that way.
  • The planner shows the stay on its room; the stay record keeps the history of every action.

Online booking

The public page shows your rooms available for the requested dates. The guest chooses, confirms with a code received by e-mail, and their request reaches you as pending.

  • Enable the public page in the settings and check the photos and amenities of each type.
  • The guest filters by amenity, compares the board plans and rate plans their dates qualify for, and submits their request.
  • You confirm from the stay list: the confirmation e-mail and the deposit payment link go out in their language.
  • Availability syncs with your booking platforms through iCal calendars.

Day to day: arrivals, departures, housekeeping

The dashboard summarizes the day; the arrivals and departures screen handles check-in and releasing rooms in sequence; housekeeping is read by employee.

  • Open “Arrivals and departures”: check a guest in, record an early departure, release the room.
  • A departure creates the housekeeping task; the daily list is ticked off on a tablet.
  • Report an incident or maintenance request from the room; take meter readings for residential stays.
  • Fill in the police registration form for a foreign traveler from their stay.

The team

Each employee has a role, a shift schedule, a time clock and certifications. Staff screens only show real accounts.

  • Create your employees’ accounts and assign them to their roles: front desk, housekeeping, bar, maintenance.
  • Set the staff schedule by week and check the time clock.
  • Record certifications (pool supervision, swimming instructor, bar) with their validity.
  • The dashboard counts the day’s team; payroll is prepared from the clocked hours.

Seminars, bar, restaurant, pool

Rooms and activities are enabled when you need them: each has its own screen, planner and native invoicing.

  • Describe each room: surface area, capacities by layout, equipment, rental prices and day delegate rate.
  • Book a slot: room hire only or a per-delegate day delegate rate, guaranteed minimum; the software rejects any overlap.
  • Generate the seminar quote or invoice: room and catering lines, VAT rates itemized.
  • Enable the bar, restaurant, pool or swimming lessons in the settings; their products and categories install themselves.

Invoice, collect, remit

Documents are native, numbered and sealed: the balance invoice closes the stay, tourist tax is remitted by period, and compliance is tracked with its due dates.

  • Generate the balance invoice from the stay: nights, board plan, options, tourist tax, less the deposit.
  • A validated invoice can no longer be edited: any correction goes through a credit note.
  • Prepare the tourist tax remittance by period from the dedicated screen.
  • Track your regulatory obligations and their due dates in the compliance register.

Frequently asked questions about using the software

Do I need to configure everything before the first booking?

No. A room type with its base rate, a room and a customer are enough to book and invoice. Seasons, board plans, rate plans, the public page and seminars can be set up afterwards, without breaking anything.

How are the prices of a stay calculated?

Night by night: the type’s rate for each night’s season, guests beyond the base, the board plan per person, options, the rate plan, then tourist tax. The quote shows every line.

What happens if a customer books online a room I have just assigned at the front desk?

Availability is checked when the request is made and again at confirmation: an overlapping stay is rejected, and the request stays pending so you can offer another room.

Can I enter my prices tax included?

Yes, that is the default setting: you enter and read prices including tax, and the software keeps the excl.-VAT amount for documents and e-invoicing.

Are e-mails sent in the customer’s language?

Yes. The confirmation, verification code, deposit and inspection templates exist in five languages and follow the customer’s language.

The simplest way is to see it running

The demo is open to everyone, with no sign-up, with a fictitious hotel already filled in: you can follow this guide screen by screen, and you cannot break anything.

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