The product guide

Host Labs PMS, in one guide.

Everything the system does, screen by screen, with how a day runs on it and the three steps to go live. Read it here, or keep the PDF.

Everything the system does, screen by screen, with how a day runs on it and the three steps to go live. Read it here, or keep the PDF. Download the PDF.

Every module

Front desk and reservations

Every stay from enquiry to checkout, with the day laid out for your team.

• Today dashboard: Arrivals, departures, guests in house, tonight's rooms and everything that needs attention, on one screen.
• Bookings board: Every booking by status: enquiry, confirmed, arriving today, staying, leaving today, completed or cancelled.
• Automatic status updates: Stays move to arriving, staying and leaving on their own. Missed arrivals and unpaid checkouts are flagged, never silently closed.
• Direct, phone and walk-in bookings: Create a booking in seconds, with the rooms that are actually free for those dates.
• Group and multi-room stays: Several rooms on one booking, and a different room on different nights of the same stay.
• Guest identity details: ID type and photos captured at check-in, visible only to your staff.
• Confirmation slips: A clean booking confirmation to share with the guest.
• Alerts: New OTA bookings, guest food orders and requests, stays that need a room, and payments due, in the app and as browser notifications.
• Online check-in (on request): Guests fill in their details and upload ID before they arrive.

Rooms and calendar

Your rooms, room types and every night of availability in one view.

• Room calendar: Each room by night, showing who is in it, who arrives next and stays still waiting for a room.
• Room types and rooms: Room types with photos, occupancy and prices; individual rooms with their own number and name.
• Availability you can trust: One availability count per room type and night, shared by the calendar, the booking page and every channel.
• The house tonight, in 3D: A 3D model of your rooms, lit where guests are in and red where two stays clash. Click a room to open the stay.
• Drag-and-drop tape chart (on request): Move, extend or swap stays by dragging them on the calendar.
• Housekeeping board (on request): Rooms to clean, in progress and ready, updated from the caretaker's phone.

Channel manager

Our own channel manager: OTA reservations in, availability and rates out, without typing anything twice.

• OTA reservations in: New, modified and cancelled reservations arrive on their own, with a room assigned when one is free.
• Availability out: Rooms left for each night are sent to the channels after every change, worked out from your bookings.
• Rates out: Rates by room type and rate plan, sent to the channels for any date range.
• Close or reopen dates: Pause selling on every channel for a range of dates, and resume in one step.
• Safe handling of OTA changes: Payments, food and ID details your team recorded are never overwritten by an OTA update, and a cancellation for a guest already in house is flagged, not applied.
• Channel activity log: Every reservation received and every update sent, with its result.
• Your existing channel manager (on request): Already use one and want to keep it? We help you connect it to Host Labs PMS.

Rates and revenue

Prices that follow demand, managed from one calendar.

• Room-type pricing: A base rate per room type, with extra-guest charges above the base occupancy.
• Pricing rules: Percentage or fixed adjustments by date range, day of the week and room type, for weekends and seasons.
• Rate and inventory calendar: See and set rates and rooms on sale for any night.
• RevPAR and nightly occupancy (on request): Revenue per available room, and occupancy counted night by night for each room type.

Booking engine and website

Your own website and booking page, so direct guests book you without an OTA commission.

• Property website: A fast, mobile-first website with your rooms, photos, food, nearby places and reviews, edited from the PMS.
• Booking page with live availability: Guests pick dates and rooms that are actually free, at your prices. Requests arrive in the PMS for you to confirm.
• Search-friendly pages: Structured data, a sitemap and pages search engines can read.
• Your own domain (on request): Your website and booking page on your own web address.

Guest app

Everything a guest needs during the stay, on their phone. Nothing to download.

• Phone number sign-in: Guests sign in with the phone number on their booking and see only their own stay.
• Food ordering: Your menu on the guest's phone; orders reach the kitchen at your prices.
• Service requests: Housekeeping, towels, a cab or anything else, with live status.
• Live bill and UPI payment: The running bill, and a pay button that opens any UPI app with the amount filled in.
• Wi-Fi and house information: Wi-Fi details during the stay, house rules and contacts.
• Explore nearby: Places to visit and trusted local partners for cabs and tours.
• Past trips and rebooking: Previous stays in one place, and a quick way to book again.
• Automated WhatsApp messages (on request): Booking confirmations, arrival details and payment reminders, sent automatically.

Kitchen and food

Orders from guests and staff in one queue, billed to the right stay.

• Menu management: Dishes with categories, prices, photos and veg marking.
• Kitchen order queue: Orders from guests and staff, from received to preparing to delivered.
• Billed to the stay: Orders land on the guest's bill automatically. Complimentary items stay free and cancelled orders are never charged.

Billing and payments

One bill per stay, and payments your team can verify.

• One bill per stay: Rooms, food, extras and discounts together, with advance and balance always up to date.
• UPI payments: Your UPI QR and ID on the bill, payment screenshots attached to the stay, and staff confirmation.
• Receivables: Every stay with money still due, including guests who have checked out.
• Printable bill: A clear, itemised bill to print or share.
• GST invoices: Tax invoices with your GSTIN, SAC codes, CGST and SGST, the total in words and a financial-year number series.
• GST worked out per room-night: The 5% or 18% slab is picked from the value of one room for one night, never the booking total. Food and other services carry their own rates.
• OTA tax shown in detail: For bookings from the channels, the OTA's price before tax and the GST it added are kept and shown on the bill and the invoice.
• Invoices register: Every invoice in one list: search, filter by period, status and business guests, stays still waiting for an invoice, a GST summary by rate, and exports for your accountant.
• Payment gateway (on request): Card, UPI and net-banking payments and payment links through the gateway you choose.

Guests and communication

Know your guests and talk to them consistently.

• Guest book: Every guest with live figures from their bookings: stays, nights, lifetime value, what they owe and where they come from.
• Lifetime timeline: Each guest's history stay by stay: booked, paid, checked in, food ordered, requests, invoice and checkout.
• VIP, blacklist and notes: Mark repeat favourites and guests you will not host again, with private notes for your team.
• Message templates: Ready-made WhatsApp messages for confirmations, directions and follow-ups.
• Booking invites: A secure link that lets a co-traveller join the stay in the guest app.
• Access requests: A guest who cannot sign in can ask for access; your team approves it.

Reports and expenses

Know how the property is doing without a spreadsheet.

• Revenue and profit: Revenue, expenses and net profit for any month or date range, with what is still due.
• Occupancy and average rate: Occupancy, average daily rate, booking lead time and where your bookings come from.
• Expenses: Day-to-day spending recorded by the team, by category.
• Import past bookings: Bring your booking history in from an Excel sheet.

Team, roles and security

The right access for each person, and your data kept safe.

• Roles: Owners see everything. Caretakers run the day without seeing the money. Guests see only their own stay.
• Phone or Google sign-in: Staff sign in with a one-time code or their Google account. Access is granted and revoked centrally.
• Each property's data kept separate: Staff only ever see their own property.
• Credentials kept on the server: Channel manager passwords and API keys are never sent to a browser.
• Backups: Daily backups with point-in-time recovery.
• Activity records: Administrative changes are recorded with who made them and when.
• Staff offer letters: Prepare and share offer letters for new staff.

AI assistant

Built into the PMS and the guest app: your team asks about the property, your guests ask about their stay. It answers from your own data and acts only on a yes.

• Ask about your property: How is this month going, who arrives today and what do they owe, which rooms are free this weekend: answered from your own bookings, with the period named.
• Messages and templates in your voice: Drafts a pre-arrival note, a confirmation or a review request in plain Indian English, Hindi or Hinglish, and saves it as a template when you say yes.
• Rate suggestions: Hikes for holidays, long weekends and seasons, offs for slow nights, from the pricing planner, night by night, with the reasons.
• Guests plan their stay: In the guest app, the assistant plans the days around your property from the places you list, the distances and the stay's dates.
• Guests order and ask: Food from your kitchen or a partner restaurant, housekeeping, a cab or a scooty: checked with the guest, placed only on yes, through the same server code as the app's own buttons.
• In the guest's language: English, Hindi or Hinglish, as the guest writes.
• Only your data, by role: A caretaker never sees money through it, a guest sees only their own stay, and a partner's phone number never reaches a guest.
• Every conversation logged: Who asked, which tools ran and what it cost, kept for the owner.

Platform

Runs anywhere, stays up to date.

• Any device: Runs in the browser on any phone, tablet or laptop, and installs on the home screen like an app.
• Always up to date: New versions arrive on their own; the app offers to reload when one is ready.
• A link for every screen: Every screen, booking, invoice and guest has its own address, so a reload or a shared link opens exactly that page.
• Built not to break: A damaged record is repaired as it loads and a problem stays inside the one card it affects, so the rest of the screen keeps working.
• Local partners: Add cab drivers, guides and tour operators from a Google Maps link and offer them to guests.
• More than one property (on request): Run several properties from one account, each with its own team and data.

Live in three steps

1. Tell us about your property: Rooms, room types, rates and the channels you sell on.
2. We set it up with you: Your rooms, prices, website content and the channel mapping, ready before you switch over.
3. Your team goes live: Owner and caretaker logins on their phones, and the guest app for every stay. Your 14 free days start here.

The plans

• Core: ₹2,160 a month billed quarterly or half-yearly, or ₹1,800 a month billed yearly, plus GST. The PMS and our own channel manager in one subscription: everything to run the property, with a booking page on our site.
• Plus: ₹3,999 a month billed quarterly or half-yearly, or ₹3,499 a month billed yearly, plus GST. Everything in Core, with AI for your team and your guests, Studio for your social media, and guest messages that send themselves.

• The PMS and our own channel manager, in one subscription
• Front desk, room calendar, rates and pricing rules
• Logins for your owners and caretakers
• The guest app for every stay: orders, requests, the bill and UPI
• Kitchen, GST invoices, receivables, expenses and reports
• A booking page for your property on our site
• Setup of rooms, rates and channel mapping
• Import of your existing bookings from Excel
• Training for your team, and new versions as they ship