Notes for owners · Industry-Specific Software Guides
Who Records What at a Resort: Front Desk, Gate, Restaurant and Accounts
At a resort, the front desk records bookings and the guest folio, the gate records day passes, the restaurant and activity desk post charges, and accounts reads the result. The owner reviews the day. GullySystem’s hotel software covers rooms and folios, and day passes are a custom addition.
Ganesh HS, Strategy and Technology, GullySystem · · 3 min read
The owner reads the day, not the registers
An owner wants to know how many cottages were sold, how many day guests came, and what the restaurant and banquet earned. That view should come from records, not from phone calls.
Agree the handful of figures you read each evening. Then check that every counter records what feeds them.
- Cottages sold and arrivals expected
- Day passes sold and meal covers served
- Collection by cash, card and UPI
- Dues from agents and companies
The front desk owns the booking and the folio
The desk takes the booking, notes the rate plan and the advance, and checks the guest in against an ID proof. It also owns the folio, the single bill the guest settles at departure.
Bookings from OTAs arrive only through a channel manager that you run. Website and phone enquiries are keyed in at the desk.
The gate and activity desk own day visitors
Day visitors do not stay, but they pay for a pass, a lunch and a pool. The gate records each pass against a group, and the activity desk records who joined which slot.
These records are usually the weakest at a resort, because they live in a notebook. They are a custom addition to the hotel software, built around your passes and activities.
The restaurant and banquet team post what they serve
The restaurant bills its covers and pushes a charge to a cottage number when the guest asks. A hall or lawn booking carries a function sheet with pax, menu and setup.
Each team posts once, at the point of service. Nobody re-keys a slip at the desk later.
Accounts reads the same records
Accounts raises invoices, matches collections by mode and follows agent dues. If it works from the same folio the desk used, there is one set of figures to reconcile.
Folio and collection reports go to your accountant. A Tally export is quoted separately once the ledger heads are explained.
Resort role sheet
A grid with the counters down the left and the records across the top: booking, advance, folio, pass, meal, activity, banquet and collection. Tick who records each item today. Gaps and double entries show where to start.
Open a blank worksheet to printQuestions owners ask
Does the hotel software handle day outing passes?
Not on its own. It covers rooms, folios, restaurant posting and banquets. Day passes, gate counts and activity slots are a custom addition, scoped with you.
Can the activity desk work from a phone?
Yes, once its screens are built. Floor staff already mark rooms from a phone in the hotel software, and activity bookings can follow the same pattern.
Does it reach our own website for bookings?
No. There is no booking engine for your own website. Website enquiries are entered at the desk, and OTA bookings come through a channel manager that you run.
Can one owner read several resorts together?
Yes. Properties share one guest list while each keeps its own rooms, rates and folios, and the owner reads them together.