HOTEL AND RESTAURANT MANAGEMENT SYSTEM: CORE 3 – ROOM CLEANING & SERVICE MANAGEMENT, MAINTENANCE MANAGEMENT, AND AI-POWERED TASK ALLOCATION

Abstract

In today’s fast-paced hospitality industry, the speed and quality of service delivery directly impact guest satisfaction. Traditional manual systems often result in delays, inefficient task distribution, and limited oversight. To address these challenges, we developed a Hotel and Restaurant Management System (HRMS) focused on three key areas: Room Cleaning and Service Management, Maintenance, and AI-powered Task Allocation. The system streamlines operations by automating routine processes while providing staff and administrators with real-time access to tasks and updates. Guests can connect to the system via QR codes, enabling them to submit service requests, step-out notifications, and food orders directly from their own devices. The system was developed using an agile approach, with PHP as the core technology, and was structured into modular components to ensure scalability and maintainability. The Room Cleaning and Services module features a dashboard for monitoring room cleanliness status, task progress, and lost-and-found items. Task allocation is managed by an AI engine that assigns duties based on employee availability, urgency, and location. Through their portal, housekeepers can view and complete tasks, report maintenance issues, and update room status. A UUID tracking system further ensures that only authorized company devices are used by staff. Maintenance operations are supported by an admin portal for scheduling tasks and a staff portal for execution, where employees can access their schedules and request assistance when needed. The Inventory Module tracks supplies and can automatically generate restocking requests through a warehouse API. Guests interact seamlessly with hotel services through the QR-based Guest Portal, which enables direct access to service requests and other amenities. The system minimized delays and manual coordination by automating task assignments. Administrators were able to monitor service progress in real time and reroute tasks when necessary, while housekeepers benefited from clearer task assignments and streamlined reporting. Maintenance staff valued the structured scheduling system and the built-in assistance feature for complex tasks. Guest satisfaction also increased, driven by faster response times and the convenience of mobile service access. HRMS – Core 3 demonstrates how the integration of automation, smart scheduling, and centralized task monitoring can transform hotel operations. By providing real-time insights and automated workflows, the system enhances operational efficiency while maintaining flexibility for future upgrades and expansions.