Sarlice Hotel

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Kairos Grand User Manual

Complete guide to all 8 modules for Sarlice Hotel staff

Last Updated: November 6, 2025 | Version 1.0

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PMS Restaurant Housekeeping Kitchen Events Staff Security Analytics

Property Management System (PMS)

The PMS is your central hub for managing bookings, guest check-ins/check-outs, room inventory, and billing.

1.1 Creating a New Booking

  1. Navigate to PMS Dashboard: Click "PMS" from the main menu or access directly at /mockups/pms.php
  2. Check Availability: Review the availability calendar to see which rooms are free for the desired dates
  3. Click "Create Booking" button: This opens the quick booking modal
  4. Enter Guest Details:
    • Guest name (required)
    • Email & phone (required for confirmation)
    • Number of adults & children
    • Special requests (dietary, accessibility, etc.)
  5. Select Room Type & Dates: Choose check-in and check-out dates, then select room type
  6. Review Rate: System auto-calculates total based on room type, dates, and occupancy
  7. Collect Deposit (if required): Enter deposit amount or mark as "Pay on Arrival"
  8. Confirm Booking: Click "Confirm" - system generates a booking reference (e.g., KG-12345)
  9. Send Confirmation: Guest receives email/SMS with booking details automatically
Pro Tip

Always verify guest email/phone before confirming - this ensures they receive automated confirmations and reminders. For walk-in guests without email, use the hotel's general email and note "Walk-in" in the remarks field.

1.2 Guest Check-In

  1. Locate Booking: Search by guest name, phone, or booking reference in the "Guest Search" table
  2. Verify Guest Identity: Check ID/passport (Ghana Card, Driver's License, Passport)
  3. Assign Room: If not pre-assigned, select specific room number from available clean rooms
  4. Confirm Guest Details: Review and update if needed (additional guests, special requests)
  5. Collect Payment (if not paid): Process deposit or full payment via cash/Mobile Money/card
  6. Issue Room Key: Physically hand over room key (or activate key card if available)
  7. Mark as "Checked In": Click "Check In" button - room status updates to "Occupied"
  8. Welcome Guest: Provide WiFi password, breakfast times, hotel map, etc.

1.3 Guest Check-Out

  1. Retrieve Guest Folio: Search for guest and click "View Bill"
  2. Review Charges: Verify all room charges, F&B, and additional services are correct
  3. Add Last-Minute Items: If guest had room service this morning or minibar charges, add them now
  4. Calculate Total: System auto-calculates: Room + F&B + Services + Tax - Deposit = Balance Due
  5. Process Payment: Collect balance via cash/Mobile Money/card
  6. Issue Receipt: Print or email receipt (PDF generated automatically)
  7. Collect Room Key: Ensure guest returns room key
  8. Mark as "Checked Out": Click "Check Out" - room status updates to "Dirty" for housekeeping
  9. Request Feedback: Ask guest to rate their stay (optional survey link sent via email)
Important

Always verify room status is "Dirty" after checkout - this triggers housekeeping to clean the room. If you accidentally mark it "Clean," housekeeping won't know to service it!

1.4 Managing Room Status

Room Statuses
  • Free: Available for booking (green)
  • Booked: Reserved but guest not yet arrived (yellow)
  • Occupied: Guest checked in (red)
  • Dirty: Needs cleaning (orange)
  • Out of Service: Maintenance required (gray)
Changing Status
  • Click on any room in the grid
  • Select new status from dropdown
  • Add note (e.g., "Aircon repair")
  • Status updates immediately
  • Housekeeping sees updated status in real-time

🔗 Related Topics

Restaurant & F&B Management

Manage dine-in orders, room service, takeaway, menu items, and F&B billing.

2.1 Taking a Dine-In Order

  1. Seat Guest & Assign Table: Note table number (e.g., Table 5)
  2. Navigate to Restaurant Module: Click "Restaurant" from main menu
  3. Start New Order: Click "New Order" button
  4. Select Order Type: Choose "Dine-In" and enter table number
  5. Add Menu Items:
    • Browse menu categories (Breakfast, Lunch, Dinner, Beverages)
    • Click items to add to order
    • Adjust quantity (+ / - buttons)
    • Add special instructions (e.g., "No onions," "Extra spicy")
  6. Review Order: Verify all items and quantities are correct
  7. Submit to Kitchen: Click "Send to Kitchen" - KOT (Kitchen Order Ticket) generated automatically
  8. Serve Guest: Kitchen notifies you when order is ready; serve immediately
  9. Mark as "Served": Update order status to "Served" after delivery

2.2 Room Service Orders

  1. Receive Order: Guest calls front desk or dials room service extension
  2. Create Order: Select "Room Service" as order type and enter room number
  3. Take Order Over Phone: Add menu items as guest requests them
  4. Confirm Delivery Time: Tell guest estimated time (e.g., "20-30 minutes")
  5. Send to Kitchen: KOT sent with "ROOM SERVICE - Room 214" header (priority flag)
  6. Prepare for Delivery: Set up tray, napkins, cutlery
  7. Deliver to Room: Knock, announce "Room service," deliver with smile
  8. Auto-Post to Room Bill: System automatically adds charges to guest's folio - no need for manual entry!
Pro Tip

Room service orders are automatically added to the guest's room bill. At checkout, these charges will appear on their final invoice. No cash collection needed at delivery!

2.3 Billing & Payment

Dine-In Payment
  • Click "Generate Bill" for table
  • Review itemized bill with guest
  • Select payment method (Cash, Mobile Money, Card)
  • Process payment
  • Print/email receipt
Charge to Room
  • Guest requests to charge to room
  • Verify guest is staying at hotel (check room number)
  • Select "Charge to Room" option
  • Enter room number
  • Guest signs bill
  • Charges auto-post to PMS

2.4 Menu Management (Manager Only)

  1. Access Menu Admin: Navigate to Restaurant > Menu Management
  2. Add New Item: Click "Add Item" button
  3. Enter Details: Name, description, price, category, photo (optional)
  4. Set Availability: Toggle "Available" / "Out of Stock" status
  5. Save Item: New item appears immediately in waiter's ordering screen
  6. Update Prices: Edit existing items to change prices (takes effect immediately)

Housekeeping & Facilities

Manage room cleaning, maintenance requests, staff tasks, and quality inspections.

3.1 Daily Room Cleaning Workflow

  1. Check Task Inbox: Open Staff Inbox to see assigned rooms for today
  2. Review Room List: Rooms marked "Dirty" appear in priority order
  3. Accept Task: Click "Accept" on each room cleaning task
  4. Gather Supplies: Collect cleaning cart with linens, toiletries, cleaning products
  5. Knock & Announce: Before entering, knock 3 times and say "Housekeeping!"
  6. Clean Room: Follow standard cleaning checklist (see below)
  7. Inspect Quality: Do final walk-through to ensure all items checked
  8. Mark Complete: Update task status to "Completed" - room status changes to "Clean"
  9. Move to Next Room: Repeat for all assigned rooms
Standard Cleaning Checklist
  • ✓ Make bed with fresh linens (if guest checked out)
  • ✓ Clean bathroom (toilet, sink, shower, floor)
  • ✓ Dust all surfaces (furniture, TV, lamps)
  • ✓ Vacuum/mop floor
  • ✓ Restock toiletries (soap, shampoo, toilet paper)
  • ✓ Replace towels (if dirty or requested)
  • ✓ Empty trash bins
  • ✓ Check minibar (if applicable)
  • ✓ Ensure A/C, lights, TV working

3.2 Reporting Maintenance Issues

  1. Identify Issue: While cleaning, you notice aircon not working, leaky faucet, broken furniture, etc.
  2. Open Maintenance Request: Click "Report Maintenance" in Housekeeping module
  3. Select Room: Enter room number where issue was found
  4. Describe Problem: Be specific (e.g., "Aircon in Room 214 not cooling" vs. "Aircon broken")
  5. Set Priority: Low (cosmetic), Medium (comfort issue), High (guest impacted), Urgent (safety hazard)
  6. Take Photo (optional): Attach photo if helpful (e.g., water damage, broken tile)
  7. Submit Request: Maintenance team gets automatic notification
  8. Mark Room Status: If issue is severe, mark room "Out of Service" until fixed
Safety First

For safety hazards (electrical sparks, gas smell, broken glass in walkway), immediately mark room "Out of Service" and call the manager directly. Don't wait for the system - guest safety is priority #1!

3.3 Inventory Management

  1. Monitor Stock Levels: Check inventory dashboard for low-stock alerts
  2. Count Physical Stock: Weekly inventory count (linens, toiletries, cleaning supplies)
  3. Update System: Enter current counts in Inventory module
  4. Generate Reorder List: System auto-suggests items below reorder point
  5. Submit Purchase Request: Manager reviews and approves purchase orders

Kitchen Operations

Live order feed, prep timers, inventory management, and kitchen performance metrics.

4.1 Processing Kitchen Orders (KOTs)

  1. Monitor Live Order Feed: Kitchen display shows all pending orders in real-time
  2. Orders Auto-Sort: Oldest orders at top; room service flagged with orange "URGENT" tag
  3. Review Order Details: Click order to see full details: items, quantities, special instructions
  4. Start Cooking: Click "Mark as Preparing" - order turns blue
  5. Follow Recipe: Use standard recipes from Recipe Management module
  6. Track Prep Time: Timer starts automatically; aim to stay under standard prep time
  7. Plate & Garnish: Present food according to plating standards
  8. Mark as Ready: Click "Ready" - waiter gets instant notification
  9. Hand Off to Waiter: Physically hand plate to waiter with order number
Pro Tip

Room service orders are marked "URGENT" with orange highlight - prioritize these! Guests in rooms expect faster service than dine-in. Target: room service in <20 minutes, dine-in in <30 minutes.

4.2 Inventory Deduction (Auto)

When you mark an order as "Preparing," the system automatically deducts ingredients from inventory based on the recipe. For example:

Example: Jollof Rice Order
  • Recipe calls for: 200g rice, 50ml oil, 100g tomatoes, 20g onions
  • When you click "Preparing," system deducts these quantities from inventory
  • If stock is low, you'll see a warning: "Rice stock: 2kg remaining (reorder soon)"

4.3 Recipe Management (Head Chef Only)

  1. Access Recipe Module: Kitchen > Recipe Management
  2. Create New Recipe: Click "Add Recipe"
  3. Enter Details:
    • Dish name (must match menu item)
    • Ingredients list with quantities
    • Prep instructions (step-by-step)
    • Standard prep time (e.g., 15 minutes)
    • Allergens (peanuts, dairy, gluten, etc.)
  4. Calculate Cost: System auto-calculates cost per dish based on ingredient prices
  5. Save Recipe: Available immediately for kitchen staff

Conference & Events

Manage event inquiries, bookings, venue setup, catering, and billing.

5.1 Event Inquiry to Booking

  1. Receive Inquiry: Client calls/emails about hosting an event
  2. Create Inquiry: Navigate to Events > New Inquiry
  3. Capture Details:
    • Event name & type (Conference, Wedding, Birthday, Corporate)
    • Preferred date & time
    • Expected attendee count
    • Venue preferences
    • Catering requirements
    • Special requests (projector, sound system, décor)
  4. Check Venue Availability: System shows available venues for selected date/time
  5. Generate Quotation: Click "Generate Quote" - includes venue rental, catering, equipment, etc.
  6. Send Quote to Client: Email quotation with payment terms (50% deposit, 50% on event day)
  7. Client Confirms: Collect deposit via bank transfer/cash/Mobile Money
  8. Convert to Booking: Change status from "Inquiry" to "Confirmed" - venue blocked on calendar

5.2 Event Setup Coordination

  1. Review Event Details: 2 days before event, review client's setup requirements
  2. Create Setup Tasks: Assign tasks to staff:
    • Housekeeping: Clean & arrange venue (table layout, chairs)
    • Kitchen: Prepare catering menu items
    • Facilities: Set up projector, microphones, sound system
  3. Confirm with Client: Call client 1 day before to confirm final attendee count, menu, setup
  4. Day of Event Setup: Staff complete setup 2 hours before event start time
  5. Final Inspection: Events coordinator does walk-through, takes photos
  6. Welcome Client: Greet client on arrival, do final checks, hand over venue
  7. Monitor During Event: Check in periodically to ensure everything running smoothly
  8. Post-Event Cleanup: Housekeeping cleans venue after guests leave

5.3 Event Billing

  1. Calculate Final Bill: After event, review actual costs:
    • Venue rental (as per quote)
    • Catering (adjust if final attendee count changed)
    • Equipment rental
    • Staff overtime (if event ran late)
    • Additional services (décor, photography, etc.)
  2. Deduct Deposit: Subtract 50% deposit already paid
  3. Generate Invoice: System creates itemized invoice with balance due
  4. Present to Client: Review invoice with client before they leave
  5. Collect Payment: Accept cash, bank transfer, or Mobile Money for balance
  6. Issue Receipt: Print/email receipt immediately
  7. Mark as Complete: Update event status to "Completed"

Staff Management

Task inbox, roster management, performance tracking, and communication.

6.1 Using the Staff Inbox

  1. Access Your Inbox: Navigate to Staff > My Inbox (or click notification badge)
  2. View Assigned Tasks: See all tasks assigned to you, sorted by priority
  3. Review Task Details: Click task to see full description, location, deadline
  4. Accept or Reject:
    • Accept: Click "Accept" if you're available to complete the task
    • Reject: Click "Reject" and provide reason (e.g., "On break," "Already assigned to another task")
  5. Complete Task: After finishing, update status to "Completed"
  6. Add Notes: Optionally add completion notes (e.g., "Fixed aircon, recharged gas")
Push Notifications

When a new task is assigned to you, you'll receive a push notification on your device (if you've installed the PWA). You'll also receive reminder notifications if you haven't accepted/rejected within 15 minutes.

6.2 Checking Your Shift Schedule

  1. Access Roster: Navigate to Staff > My Schedule
  2. View Weekly Schedule: See your shifts for the current and upcoming week
  3. Check Shift Details: Start time, end time, break times, department assignment
  4. Request Shift Swap (if needed): Contact manager if you need to swap shifts with a colleague
  5. Clock In/Out: Use the Time & Attendance module to clock in at shift start, clock out at end

6.3 Viewing Your Performance

Performance Metrics
  • Tasks completed this month
  • Average task completion time
  • Quality scores (from inspections)
  • Guest ratings (if applicable)
  • Attendance record
Improving Your Score
  • Accept tasks promptly
  • Complete tasks before deadline
  • Maintain high quality standards
  • Be punctual (clock in on time)
  • Respond to guest requests quickly

Security & Access Control

Incident logging, patrol schedules, access logs, and emergency procedures.

7.1 Logging a Security Incident

  1. Identify Incident: Observe or receive report of security concern
  2. Open Incident Form: Navigate to Security > New Incident
  3. Select Incident Type: Intrusion, Fire Alarm, Medical Emergency, Guest Dispute, Theft, Vandalism, Other
  4. Set Severity: Low, Medium, High, or Critical
  5. Enter Details:
    • Location (room number, area, building)
    • Description (what happened, when, who involved)
    • Witnesses (names, contact info)
    • Photos/evidence (if applicable)
  6. Document Actions Taken: What did you do immediately? (called police, administered first aid, evacuated area, etc.)
  7. Submit Incident: Manager gets automatic notification
  8. Follow Up: Update incident status as investigation progresses (Open → Investigating → Resolved)
Emergency Protocol

For life-threatening emergencies (fire, medical, violent crime):
1. Call emergency services FIRST (Police: 191, Fire: 192, Ambulance: 193)
2. Notify manager immediately by phone
3. Log incident in system AFTER situation is stabilized
Human safety > paperwork!

7.2 Conducting Security Patrols

  1. Check Patrol Schedule: Navigate to Security > My Patrols
  2. Start Patrol: Click "Start Patrol" at scheduled time
  3. Follow Patrol Route: System shows checkpoints to visit in order:
    • Main entrance
    • Parking lot
    • Back entrance
    • Stairwells (all floors)
    • Restaurant/bar area
    • Conference rooms
    • Staff areas
  4. Check Each Point: At each checkpoint:
    • Verify doors/windows locked
    • Check for suspicious activity
    • Test emergency lights
    • Mark checkpoint as "Verified" in system
  5. Report Issues: If you find anything wrong (door unlocked, broken window), log as incident
  6. Complete Patrol: Click "End Patrol" when all checkpoints verified

7.3 Visitor Management

  1. Visitor Arrives: Non-guest visitor at main entrance
  2. Verify Identity: Check ID (Ghana Card, driver's license, passport)
  3. Log Visit: Security > Visitor Log > New Visitor
  4. Enter Details: Name, ID number, purpose of visit, person visiting
  5. Notify Host: Call guest/staff being visited to confirm visitor is expected
  6. Issue Visitor Badge: Give temporary badge (return upon exit)
  7. Visitor Leaves: Collect badge, mark check-out time in system

Analytics & Reporting

Real-time dashboards, performance reports, and business intelligence (Manager only).

8.1 Real-Time Dashboard

Today's KPIs
  • Current occupancy % (updates in real-time)
  • Today's revenue (running total)
  • Check-ins today
  • Check-outs today
  • Open tasks/alerts
  • Staff availability
Accessing Dashboard
  • Navigate to Analytics > Dashboard
  • Dashboard auto-refreshes every 30 seconds
  • Click any KPI card for detailed breakdown
  • View by day, week, month, or custom date range

8.2 Generating Reports

  1. Navigate to Reports: Analytics > Reports
  2. Select Report Type:
    • Occupancy Report (daily/monthly occupancy rates)
    • Revenue Report (breakdown by source: Rooms, F&B, Events, Services)
    • Guest Analytics (demographics, booking sources, repeat rate)
    • Staff Performance (tasks completed, quality scores)
    • F&B Performance (top-selling items, revenue by meal type)
  3. Set Date Range: Choose start and end dates (or use preset: This Week, This Month, Last 3 Months)
  4. Customize Filters (optional): Filter by room type, department, staff member, etc.
  5. Generate Report: Click "Generate" - system compiles data
  6. Export: Download as CSV (Excel), PDF, or schedule email delivery (daily/weekly)

8.3 Revenue Forecasting

The system uses historical data to predict future occupancy and revenue. This helps with:

Forecasting Uses
  • Staffing: Schedule more staff during predicted high-occupancy periods
  • Purchasing: Stock up on supplies before busy season
  • Marketing: Run promotions during predicted low-occupancy periods
  • Budgeting: Set realistic revenue targets based on historical trends

Getting Help

🆘 Support Contacts
  • Manager: Internal extension or mobile
  • IT Support: +233 (0) 59 275 5557
  • Email: support@goldenkairosinnovations.com
  • WhatsApp: +233 (0) 24 436 4942
📚 Additional Resources
Quick Tips
  • Save this manual as a bookmark for quick access
  • Use Ctrl+F (Windows) or Cmd+F (Mac) to search within this page
  • Install the PWA for offline access to the manual
  • Report bugs or suggest features to your manager
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