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User Manual for Accommodation Management User Manual

Welcome to the Accommodation Management App! This tool is designed to help users effectively manage accommodations, guests, and related operations. Whether you're a property manager, hotel administrator, or staff member, the app provides centralized features for seamless accommodation tracking and guest interaction.

1. Introduction

  • Full Accommodation Register
    Keep a structured record of all accommodation facilities, including apartments, hostels, and dormitories.

  • Guest Tracking
    Manage guest details, check-in/check-out dates, payment types, and stay duration.

  • Billing Integration
    Identify self-paying guests and link their stay to relevant contracts or internal orders for reporting and invoicing.

  • Real-Time Calendar
    Visual overview of daily occupancy, arrivals, and departures, including direct actions.

  • Advanced Filtering
    Search accommodations or guests by type, location, availability, pricing, or payment status.

  • Statistics & Reports
    Generate overviews of occupancy, room availability, financial performance, and usage.

  • Data Export
    Export filtered datasets (guests, accommodation records) to Excel/XLSX for auditing or planning.

  • Automation & Autofill
    Reduce repetitive data entry through smart autofill features and reusable templates.

  • Type Management Settings
    Customize key metadata (labels, pricing units, accommodation categories) via Settings.

🤝 Integration & Context

The app is connected with the Orders, Contracts, and HR modules, allowing full traceability of accommodation-related costs, personnel movement, and project assignments. This supports legal compliance, internal accountability, and smooth onboarding logistics.

2. Getting Started

Logging In

  1. Open the Accommodation Management App.
  2. Enter your username and password.
  3. Click Login.

Dashboard Overview

After logging in, the dashboard provides a summary of: - Total accommodations - Total guests - Upcoming bookings - Quick actions and insights

3. Accommodation Management

➕ Adding a New Accommodation

  1. Click Add Accommodation.
  2. Fill in:
  3. Name
  4. Type (hotel, hostel, apartment, etc.)
  5. Contact Person
  6. Price per Night (ensure correct currency)
  7. Total Bed Count
  8. Address
  9. Click Save.

💰 Adding Price Information

  • Enter the amount charged per night.
  • The price is automatically used in bookings.

⚡ Autofill Feature

  • If similar accommodations exist, contact info or address fields may autofill.
  • Designed to reduce repetitive typing.

✏️ Editing an Existing Accommodation

  1. Go to the accommodation list.
  2. Click Edit.
  3. Update details and Save.

🗑️ Deleting an Accommodation

  1. Locate the accommodation in the list.
  2. Click Delete.
  3. Confirm the deletion.

4. Guest Management

➕ Adding a New Guest

  1. Click Add Guest.
  2. Fill in:
  3. Full Name
  4. Contact Info (phone, email)
  5. Accommodation
  6. Check-in/Check-out Dates
  7. Self-Paying (checkbox)
  8. Click Save.

💳 Self-Paying Guests

  • Tick the Self-Paying box.
  • Impacts billing and reports.

🔗 Connections with Orders & Contracts

  • When adding a guest:
  • Link to an Order (booking reference)
  • Link to a Contract (terms of stay)

5. Calendar View

  • View guest activity by date.
  • Click on a day to see check-ins/outs.
  • Add a new guest by clicking on a date.

6. Statistics & Reports

  • Total Beds and Rooms
  • Occupancy Rates
  • Revenue Reports (by time range, accommodation)

7. Filters

Use filters to narrow results:

  • Accommodation Type
  • Price Range
  • Location (city, country)
  • Guest Status (active, archived)
  • Self-Paying Status
  • Order & Contract Links

8. Exporting Data

  • Export guest/accommodation data as XLSX.
  • Filters apply to exports.

9. Settings & Automations

📁 Type Management

Accessible via the Settings section:

  • Accommodation Labels: Tagging and categorizing accommodation types.
  • Measurement Units: Standardize how values are stored.

🔄 Automations

  • Autofill suggestions from historical data.
  • Automated link generation for guests and contracts.
  • Future integrations may include reminders and occupancy triggers.

10. Support and Resources

If you encounter issues or have questions:

  • Contact your HR Administration for guidance.
  • Online Resources: Check the Pulsawork Help Center for tutorials and FAQs.
  • Pulsawork Support: Reach out via the support portal.

This detailed manual helps you use Pulsawork’s Accommodation App efficiently, from simple searches to bulk actions and AI-powered data extraction. Happy accommodating! 🚀

11. FAQ

How do I reset my password?

Click Forgot Password? on the login screen and follow the prompts.

an I import multiple accommodations at once?

Not currently. Each must be added manually.

What if I encounter an error?

Contact your administrator or support team.

How do I view historical bookings?

Go to the Guests tab and filter by date.

s there a mobile version?

Not yet. The desktop version is primary.

Where can I contact support?

Use the Help section to contact support.

🔒 Reminder: Always check access rights and user roles in the system if options are missing or restricted.