The Web App Based Hotel Booking Management System ships with 21 connected screens, 4 user roles, and a built-in login that enforces role-based access — built entirely on Google Sheets + Apps Script so it deploys to your own Google account in under 15 minutes with no server, no monthly fees, and no per-user pricing.
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🔑 Key Features of the Hotel Booking Management System
- Role-based login with 4 user types — Admin, Manager, Receptionist, and Housekeeper each see only the screens and actions allowed by their role, so front-desk staff can take bookings without touching critical settings.
- Live occupancy dashboard with 14 KPI cards — Total Rooms, Available Today, Occupied Today, Booked Today, Check-Ins Today, Check-Outs Today, Pending Payments, Total Revenue, Monthly Revenue, Occupancy Rate, ADR, RevPAR, Housekeeping Pending, and Maintenance Rooms refresh every time the data changes.
- Visual booking calendar plus Gantt timeline — see bookings by date, by room, by room type, by source, and by property in two distinct views so the front desk can spot conflicts and gaps in seconds.
- Full guest lifecycle on one screen — search availability, create bookings, upload guest ID, check in, add extra charges, record payments, generate invoices, and check out without switching tools.
- Housekeeping + maintenance task tracking — assign rooms to specific housekeepers, track task priority/status, log maintenance issues with cost per property, and surface pending work on the dashboard.
- Multi-property ready — manage multiple hotels, branches, or boutique properties from a single account, with property-level rate plans, managers, and reports.
- Rate & season management — separate weekday, weekend, holiday, and extra-person rates by room type, with active date ranges for seasonal pricing.
- Built on Google Sheets, deploys as a real web app — your team logs in through a browser, but every booking, payment, and guest record is stored in a Google Sheet you own and can export at any time.
📦 What’s Inside the Hotel Booking Management System
This Google Sheets Apps Script web app ships with 21 interactive pages covering the full booking lifecycle from login to settings.
1. Login Page
Secure entry screen that validates the username and password against the Users sheet and applies role-based access. Default seed credentials (passwords: abcd) include Admin1 (full access), Manager1 (operations + reports), User1 (Receptionist / Front Desk), and Housekeeper1 (Housekeeping).
2. Dashboard Overview
This page shows the 14 KPI cards Total Rooms, Available Today, Occupied Today, Booked Today, Check-Ins Today, Check-Outs Today, Pending Payments, Total Revenue, Monthly Revenue, Occupancy Rate, Average Daily Rate, RevPAR, Housekeeping Pending, and Maintenance Rooms. Charts and panels include Revenue Trend by Month, Occupancy Trend by Month, and Today’s Arrivals by Guest.
3. Dashboard – Booking & Payment Analytics
This page shows charts Bookings by Status, Payments by Mode, Today’s Departures by Guest, and Pending Payments by Guest, so managers can spot collection gaps and same-day workload at a glance.
4. Calendar View
This page shows Bookings by Date, Bookings by Room Type, Bookings by Room, Bookings by Status, Bookings by Source, and Bookings by Property in a date-grid format optimised for the front desk.
5. Gantt Timeline
This page shows Bookings by Room, Bookings by Date Range, Bookings by Room Type, Bookings by Room Status, and Bookings by Property as horizontal bars, making it easy to spot back-to-back stays and gaps.
6. Availability Search
This page shows Room Availability by Date, Room Availability by Room Type, Room Availability by Guests, Room Availability by Property, Capacity by Room, and Rate by Room — built for the receptionist quoting a walk-in or phone enquiry.
7. Check-In and Check-Out
This page shows Today’s Arrivals by Guest, Today’s Departures by Guest, In-House Guests by Booking, Pending Payments by Guest, and Balance by Guest so the front desk can process arrivals and clear balances in one workflow.
8. Room Management
This page shows Room Number by Room Type, Capacity by Room, Base Rate by Room, Extra Person Rate by Room, Current Status by Room, Housekeeping Status by Room, and Amenities by Room — the inventory layer of the property.
9. Room Type Management
This page shows Standard Capacity by Room Type, Max Capacity by Room Type, Default Rate by Room Type, Amenities by Room Type, and Active Status by Room Type so you can define categories like Standard, Deluxe, Suite, and Villa once and reuse them.
10. Guest Management
This page shows Guests by Nationality, Guests by ID Type, Guests by VIP Status, Guests by Blacklist Status, Phone by Guest, and Email by Guest. Receptionists can upload and view guest ID documents directly from this screen.
11. Booking and Reservation Management
This page shows Bookings by Room Type, Bookings by Booking Status, Bookings by Booking Source, Bookings by Payment Status, Bookings by Property, Total Amount by Booking, and Nights by Booking — the operational heart of the system.
12. Payments and Invoices
This page shows Payments by Payment Mode, Payments by Payment Type, Payments by Property, Amount by Payment Date, Amount by Guest, and Reference Number by Payment, with one-click invoice generation per booking.
13. Extra Charges and Services
This page shows Charges by Service Type, Charges by Property, Total Amount by Service Type, Quantity by Service Type, Rate by Service Type, and Tax by Service Type — for room service, laundry, mini-bar, airport pickup, and any add-on.
14. Housekeeping Management
This page shows Tasks by Status, Tasks by Priority, Tasks by Task Type, Tasks by Assigned To, Tasks by Property, and Tasks by Room. The Housekeeper role logs in and sees only their assigned rooms and tasks.
15. Maintenance Management
This page shows Issues by Status, Issues by Priority, Issues by Issue Type, Issues by Assigned To, Cost by Issue Type, and Cost by Property so engineering teams can prioritise leaking taps, AC repairs, and electrical work by urgency and spend.
16. Rate and Season Management
This page shows Weekday Rate by Room Type, Weekend Rate by Room Type, Holiday Rate by Room Type, Extra Person Rate by Room Type, Rate Plans by Property, and Active Plans by Date Range so you can run different pricing for peak season, festivals, and weekends.
17. Reports
This page shows Bookings by Date Range, Revenue by Date Range, Balance Due by Booking, Bookings by Property, Bookings by Room Type, and Invoice by Booking — designed for owner reviews and tax filings, with Excel export on every report.
18. User Management
This page shows Users by Role, Users by Active Status, Users by Property, Last Updated by User, Email by User, and Phone by User. The Admin role creates new users, assigns roles, and deactivates departing staff.
19. Branch and Property Management
This page shows Properties by Active Status, Address by Property, Manager by Property, Email by Property, and Phone by Property — for hotel groups or boutique chains running multiple locations on one system.
20. List Management
This page shows Values by List Type, Active Values by List Type, Sort Order by Value, and Active Status by Value. Admins control the dropdown lists (booking sources, payment modes, service types, ID types) without touching code.
21. Settings
This page lets the Admin update Change Password, Current Session, Hotel Name, Logo Image URL, Hotel Address, Hotel Phone, Hotel Email, Invoice Terms, and Tax and Currency — everything required to brand invoices and emails for your property.
📊 Hotel Booking Management System vs. Excel PMS Spreadsheet vs. Paid SaaS — Where This Fits
| Feature | Hotel Booking Management System (This Template) | Excel Hotel PMS Spreadsheet | Cloudbeds / Little Hotelier |
|---|---|---|---|
| Cost | $39.99 one-time | $0–$30 one-time | $80–$300 / property / month |
| Platform | Google Sheets web app (browser-based) | Microsoft Excel (desktop only) | Cloud SaaS |
| Setup time | Under 15 minutes | 1–2 hours | 1–3 days onboarding |
| Real-time team collaboration | ✅ Yes (Google account login) | ❌ Single-user file | ✅ Yes |
| Role-based login (Admin / Manager / Receptionist / Housekeeper) | ✅ Built in | ❌ No | ✅ Yes (extra cost on lower tiers) |
| Mobile access | ✅ Any browser, any device | ❌ Limited | ✅ Yes |
| Multi-property ready | ✅ Yes | ❌ Separate file per property | ✅ Yes (per-property pricing) |
| Year-1 cost (single property, 4 users) | $39.99 total | ~$30 total | $1,000–$3,600 |
| You own the data | ✅ Lives in your Google Sheet | ✅ Yes (file on disk) | ❌ Vendor-hosted |
For independent hotels and boutique properties that want a real multi-user booking system without paying $100+ per month per property, the Hotel Booking Management System sits in the sweet spot — collaboration of a SaaS, ownership of a spreadsheet.
👥 Who This Template Is For — and Who It’s Not For
✅ This template is built for:
- Boutique hotel owners running 5–60 rooms who need bookings, payments, and housekeeping in one system
- B&B, guesthouse, and serviced-apartment operators with 2–4 front-desk and housekeeping staff
- Small hotel groups managing 2–10 properties from a single Google account
- Property managers replacing manual diaries, WhatsApp groups, or paid SaaS that costs more than $80/month
❌ This template is NOT for:
- Hotels with 100+ rooms or chains that need a channel manager pushing inventory to Booking.com, Expedia, Airbnb in real time
- Properties that require PCI-DSS-certified card processing inside the same tool
- Teams that need a public-facing online booking engine on their website (this system manages the back office)
- Operations that need offline use — this is a Google Apps Script web app and requires internet to log in
⚙️ How to Use the Hotel Booking Management System
- Open the download — unzip to find Code.gs, Index.html, and the deployment guide.
- Create a new Google Sheet in your Google Drive, open Extensions → Apps Script, paste Code.gs into the script editor, and add Index.html as a new HTML file.
- Deploy as web app — click Deploy → New deployment, choose “Web app”, set “Execute as Me” and “Access: Only myself” (or your domain), then copy the deployment URL.
- Log in with one of the four seed accounts (Admin1 / Manager1 / User1 / Housekeeper1, password
abcd) and immediately change the passwords in the Settings page. - Set up your property — open Branch and Property Management, then Room Type Management, then Room Management to add your real rooms, rates, and amenities.
- Start taking bookings from the Booking and Reservation Management page, and check the Dashboard Overview every morning for arrivals, departures, and pending payments.
💼 Real-World Use Cases
Riya runs a 22-room boutique heritage hotel in Jaipur. She replaced her ₹6,500/month booking software with this Google Sheets web app — her receptionists take bookings on a tablet, her housekeeping team marks rooms cleaned from their phone, and she pulls the monthly P&L straight from the Reports page for her accountant.
Marco operates three B&Bs in Tuscany totalling 18 rooms. He uses the multi-property feature so all three locations live in one Google Sheet, his on-site managers each have their own login, and he reviews ADR and RevPAR per property weekly from his laptop in Florence.
Anjali manages a 35-key serviced apartment block in Bangalore. The Gantt Timeline lets her spot back-to-back checkouts that need extra housekeeping time, and the Maintenance Management page tracks every AC repair and plumbing issue with cost by property — making her quarterly owner report 10x faster to compile.
❓ Frequently Asked Questions
What does the Hotel Booking Management System cost vs. Cloudbeds or Little Hotelier?
The Hotel Booking Management System is a one-time $39.99 purchase with no monthly fees, while Cloudbeds and Little Hotelier typically run $80–$300 per property per month. Over a single year, you save roughly $960–$3,600 per property compared with the cheapest paid SaaS tier.
How long does it take to deploy this Google Sheets web app?
Setup takes under 15 minutes following the included PDF guide. You create a Google Sheet, paste in the Code.gs and Index.html files, deploy as a web app, and start logging in. No coding knowledge is required — the deployment guide walks through every click.
Can multiple staff members use the system at the same time?
Yes — that’s the whole point of the web app architecture. The Hotel Booking Management System supports 4 built-in roles (Admin, Manager, Receptionist, Housekeeper) and you can create unlimited users from the User Management page. Each user gets their own login and sees only the screens their role allows.
Does the system work for multiple hotel properties?
Yes. The Branch and Property Management page lets you add multiple hotels, branches, or boutique properties, and every booking, room, payment, and report can be filtered by property. Property managers can be assigned per location and pricing can vary by property.
What KPIs and reports does the system track?
The dashboard tracks 14 KPIs including Occupancy Rate, ADR (Average Daily Rate), RevPAR (Revenue per Available Room), Total Revenue, Monthly Revenue, Pending Payments, Check-Ins Today, Check-Outs Today, and Housekeeping Pending. The Reports page covers bookings by date range, revenue, balance due, and invoice generation.
Where is my hotel data stored?
All bookings, guests, payments, rooms, and settings are stored in your own Google Sheet, inside your Google Drive. NextGenTemplates never sees the data and there is no third-party server in the loop. You can export to Excel at any time.
Can I customise the system for my hotel’s specific workflow?
Yes — because both the Apps Script (Code.gs) and HTML interface (Index.html) are unlocked. You can change colours, add fields, modify reports, and tweak workflows directly. The List Management page also lets non-technical admins control all the dropdown values without touching code.
👤 About the Author
Built by PK — Microsoft Certified Professional with 15+ years of Excel, Google Sheets, and Power BI experience. Founder of NextGenTemplates, reaching 300K+ subscribers across YouTube channels (@PK-AnExcelExpert, @NextGenTemplates, @NeoTechNavigators). Every template is hand-built and tested before release.
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- Browse all Google Sheets Dashboards on NextGenTemplates.
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