Wisdsol Hotel
Management System

System Overview

The HMS is a web-based system accessible from any browser. It covers the full hotel operation lifecycle — reservations, housekeeping, HR, payroll, and financial reporting.

Logging In

All staff access the system through a single login page. Your username and password are created by a Super Admin or Manager.

Staff Login

Navigate to /login/ and enter your username and password. After a successful login you will be redirected to the Dashboard.

• 1
  Open your browser and go to http://yourdomain.com/login/
• 2
  Enter your Username and Password provided by your administrator.
• 3
  Click Sign In. You will land on the Dashboard.

Demo Accounts

Roles & Permissions

The system uses six access levels. Each role controls which modules a staff member can view and edit.

Permission Matrix

Dashboard

The Dashboard is the first screen after login and gives an at-a-glance view of today's hotel operation.

Key Metrics

Recent Activity Panels

The lower half of the Dashboard shows the 8 most recent bookings and the 6 housekeeping tasks assigned today. Click any row to go directly to that record.

Bookings

Manage the full reservation lifecycle from initial booking through check-out and payment recording.

Booking Statuses

Creating a New Booking

• 1
  Go to /bookings/ and click New Booking.
• 2
  Select or search for an existing Guest. If the guest is new, create them in the Guests module first.
• 3
  Choose a Room. Only available rooms appear in the list.
• 4
  Set Check-in and Check-out dates. The system calculates the number of nights automatically.
• 5
  Review the Total Amount (room rate × nights + any applicable taxes from Settings) and save.

Check-In Process

• 1
  Open the booking and verify the guest's identity.
• 2
  Click Check In. The room status changes to Occupied automatically.
• 3
  Optionally record any Deposit / Advance Payment in the Amount Paid field.

Check-Out Process

• 1
  Open the active booking and click Check Out.
• 2
  Confirm the final Amount Paid. Any outstanding balance is highlighted.
• 3
  Save. The room automatically reverts to Available and a housekeeping clean task is created.

Rooms & Room Types

Define room categories (types) first, then create individual rooms assigned to those types.

Room Types

Room Types define a category (e.g. "Deluxe Double", "Executive Suite") and set the base nightly rate. All rooms belonging to a type inherit its price by default.

Creating a Room Type

• 1
  Go to /rooms/ and click Room Types → Add Type.
• 2
  Enter the Name, Description, and Base Rate (GHS).
• 3
  Save. You can now assign rooms to this type.

Room Statuses

Guests

Every booking requires a guest record. Guest profiles hold contact details, booking history, and portal access.

Creating a Guest Profile

• 1
  Go to /guests/ and click Add Guest.
• 2
  Fill in the guest's First Name, Last Name, Phone, Email, and optionally ID / Passport Number and Nationality.
• 3
  Set a 4-digit Portal PIN so the guest can log into the Customer Portal.
• 4
  Save. The system assigns a unique Guest ID (e.g. HG-00001).

Guest Detail Page

The guest detail page shows a full stay history, total spend, and a link to generate their Membership Card. Use the search bar on the Guests list to find a guest by name, email, or phone.

Housekeeping

Manage daily cleaning tasks. Tasks are either created manually or auto-generated when a guest checks out.

Task Statuses

Assigning a Task

• 1
  Go to /housekeeping/ and click Add Task.
• 2
  Select the Room, the Date, the Task Type (Clean / Deep Clean / Linen Change / Inspection), and assign a Staff Member.
• 3
  Save. The assigned staff will see the task on their dashboard view.

Completing a Task

Open the task and change the status to Done. If the task is a post-checkout clean, the room status will automatically update to Available.

Maintenance

Log, track, and resolve maintenance issues across the property.

Priority Levels

Logging a Maintenance Request

• 1
  Go to /maintenance/ and click Add Request.
• 2
  Select the Room (or "Common Area"), enter a Description of the issue, and set the Priority.
• 3
  Assign to a staff member if known. Save.

When the issue is resolved, open the request and change the status to Resolved and enter resolution notes.

Staff & HR

Manage employee records, departments, and generate ID cards. Staff records are separate from system login accounts.

Creating a Staff Record

• 1
  Go to /staff/ and click Add Staff.
• 2
  Fill in personal details: Name, Phone, Email, Department, Job Title, Start Date, and Basic Salary (GHS).
• 3
  Set a Clock PIN (4–6 digits) for use at the attendance terminal.
• 4
  Save. The system generates a staff ID (e.g. ST-00001).

Staff ID Card

From the Staff Detail page, click Print ID Card to open a print-ready ID card with the staff member's name, role, department, and ID number.

Attendance Clocking

Track daily attendance using a PIN-based terminal or manual entry. Clocking records feed into payroll calculations.

Clock Terminal

Point a tablet or shared computer to /clock/terminal/. Staff enter their Clock PIN to clock in or out. The system records the timestamp automatically.

Manual Clock Entry (Manager)

• 1
  Go to /clocking/ and click Add Record.
• 2
  Select the Staff Member, Date, Clock In time, and Clock Out time.
• 3
  Save. Hours are calculated automatically.

Bulk Mark Present

For days where the full team was present, use the Mark All Present button on the Clocking list to create attendance records for all active staff in one click.

Payroll

Run monthly payroll with automatic Ghana GRA PAYE tax and SSNIT contributions calculated per employee.

Ghana Tax Engine

Running Payroll

• 1
  Go to /payroll/ and click New Payroll Run.
• 2
  Select the Month and Year.
• 3
  Click Generate. The system calculates SSNIT and PAYE for every active staff member using their basic salary.
• 4
  Review individual records and adjust any Allowances or Deductions manually if needed.
• 5
  Click Finalise to lock the run. Payslips become available to print from each staff record.

Printing Payslips

Open a staff member's Payroll Record and click Print Payslip. The payslip includes gross pay, SSNIT, PAYE, total deductions, and net pay.

Expenses

Record and track all hotel operational expenses. Expenses feed into the Financial Summary P&L report.

Expense Statuses

Adding an Expense

• 1
  Go to /expenses/ and click Add Expense.
• 2
  Enter the Category (Utilities, Supplies, Maintenance, Salaries, Other), Amount (GHS), Date, and a Description.
• 3
  Save as Pending. A Manager or Accountant can then approve or reject it.

Financial Summary

View revenue, expenses, and profit at a glance across any date range.

Navigate to /finance/ to see:

Reports

Pre-built analytics reports for management decision-making.

Guest Portal

A self-service portal guests can access from their phone or laptop. No staff involvement required.

Portal Login

Guests navigate to /portal/login/ and enter their Guest ID (e.g. HG-00001) and their 4-digit PIN set at check-in.

What Guests Can Do

• View current booking and stay details
• See check-in and check-out times
• Browse room information and hotel facilities
• View booking history and past stays
• Submit a new room booking request

Staff: Setting a Guest PIN

When creating or editing a guest record, fill in the Portal PIN field (4 digits). Communicate this PIN to the guest at check-in. They can use it for any future visit as long as the PIN is unchanged.

Hotel Settings

Super Admins can configure hotel-wide parameters that affect how the system calculates bills and displays information.

Available Settings

URL Reference

All routes in the system, relative to your domain root.

Deployment Notes

Steps for setting up or updating the HMS on a cPanel shared hosting server.

First-Time Setup

• 1
  Upload and extract hotelms_sharedhosting.zip into your hosting directory.
• 2
  In cPanel → Python App, create a new app and set the startup file to passenger_wsgi.py.
• 3
  SSH into the server and run: bash setup.sh — this creates the virtualenv, installs dependencies, runs migrations, and collects static files.
• 4
  Copy .env.example → .env and set a strong DJANGO_SECRET_KEY.
• 5
  Edit hotelms/settings_production.py and update ALLOWED_HOSTS with your domain name.
• 6
  In cPanel, restart the Python App. Visit your domain — you should see the landing page.

Seeding Demo Data

# SSH into server, activate venv, then:
python manage.py seed_data --settings=hotelms.settings_production

Updating the Application

• 1
  Upload the new files via FTP or cPanel File Manager.
• 2
  SSH in and run: python manage.py migrate --settings=hotelms.settings_production
• 3
  Run: python manage.py collectstatic --noinput --settings=hotelms.settings_production
• 4
  Restart the Python App in cPanel.

Key Files