🏨 Front Office

Complete guest lifecycle from reservation to check-out

Manage every aspect of your front desk operations — from booking enquiries and walk-ins to group reservations and express check-out. Stayntra gives your front office team a single, real-time view of room availability, guest arrivals, and departures so nothing falls through the cracks.

5 Modules40 Features
Hotel front desk and reception area
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Reservations

A powerful reservation engine that handles individual bookings, group blocks, travel agent allotments, and corporate tie-ups from a single screen. The system automatically checks availability across room types, applies the correct rate plan, and generates a confirmation number that can be shared with the guest via email or SMS. Waitlist management, tentative holds with auto-release, and amendment history ensure your inventory is always accurate.

Individual, group, and corporate reservation creation with real-time availability check
Travel agent and OTA booking import with source-wise tracking and commission calculation
Allotment blocks with automatic release dates and cutoff management for group bookings
Reservation amendment history with full audit trail of rate changes, date modifications, and cancellations
Waitlist queue with automatic promotion when matching rooms become available
Confirmation, cancellation, and amendment letters auto-generated in PDF and sent via email/SMS
Deposit and advance payment tracking linked to the reservation folio
Repeat guest detection — automatically surfaces past stay history and preferences at booking time
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StayView (Tape Chart)

A visual, calendar-based tape chart that displays your entire room inventory on a scrollable timeline. Each reservation appears as a colour-coded bar spanning arrival to departure, making it effortless to spot gaps, overbookings, and out-of-order rooms. Drag-and-drop room moves let front desk staff reassign rooms in seconds without touching the reservation form.

Horizontal timeline grid with rooms on the Y-axis and dates on the X-axis, scrollable across weeks and months
Colour-coded reservation bars — distinct colours for confirmed, tentative, checked-in, checked-out, and cancelled
Drag-and-drop room reassignment with automatic rate recalculation when room type changes
Click any bar to open the full reservation detail in a slide-over panel without losing your place
Out-of-order and under-maintenance room blocks displayed inline with reason codes
Zoom controls for daily, weekly, and monthly views to suit different planning horizons
Real-time sync — bookings from the Channel Manager and Booking Engine appear on the chart within seconds
Filter by room type, floor, wing, or building to focus on specific inventory segments
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Front Desk (Check-in / Check-out)

Streamline arrivals and departures with a purpose-built check-in and check-out workflow. The system pulls the reservation details, validates ID documents, assigns a room, prints a registration card, and opens the guest folio — all in under a minute. Express check-out lets guests settle via UPI or card link without queuing at the desk, and the folio is emailed automatically.

One-click check-in from the arrivals list with pre-populated guest details from the reservation
ID scanning and document capture — stores Aadhaar, passport, or driving licence images against the guest profile
C-Form data capture for foreign nationals with automatic submission-ready report generation
Registration card printing with guest signature capture on supported devices
Room upgrade and upsell prompts at check-in based on availability and guest tier
Express check-out with automated folio settlement, PDF invoice generation, and email delivery
Early check-in and late check-out handling with configurable charge rules and approval workflows
Walk-in booking flow that creates reservation, checks in, and opens the folio in a single transaction
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Room Status

A real-time room status board that bridges the gap between front desk and housekeeping. Every room is tracked through a clear status lifecycle — vacant clean, vacant dirty, occupied clean, occupied dirty, inspected, out of order, and under maintenance. Status changes propagate instantly so the front desk never assigns a dirty room.

Visual grid view with colour-coded room cards showing current status, guest name, and departure date
One-click status updates — housekeeping staff can flip a room from dirty to clean directly from a tablet or phone
Supervisor inspection workflow with approval step before a cleaned room is released to the front desk
Out-of-order and maintenance blocking with reason codes, expected resolution date, and linked work orders
Floor-wise and wing-wise filtering for large properties with hundreds of rooms
Departure-day highlighting so housekeeping can prioritise rooms due for turnover
Discrepancy alerts when front desk status conflicts with housekeeping status (e.g., occupied vs. vacant)
Historical room status log for audit purposes — tracks who changed what and when
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Guests

A centralised guest database that builds a rich profile for every person who has ever stayed at or interacted with your property. Profiles aggregate data from reservations, folios, feedback, and preferences to give your team a 360-degree view. Repeat guests are recognised instantly, and their preferences — pillow type, minibar requests, floor preference — are surfaced at check-in.

Unified guest profile with contact details, ID documents, company affiliation, and loyalty tier
Stay history timeline showing every past and upcoming reservation with folio totals and feedback scores
Guest preferences capture — room type, bed configuration, dietary needs, newspaper, and special requests
VIP and blacklist tagging with front-desk alerts that trigger at reservation and check-in
Corporate and travel agent linking — associate guests with their sponsoring company or agent for billing
Merge duplicate profiles with intelligent matching on name, phone, email, and ID number
Birthday and anniversary tracking with optional automated greeting emails
GDPR and data privacy controls — anonymise or delete guest data on request with full audit logging

See Stayntra in Action

Book a personalized demo and see how the Front Office modules work together for your property.

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