HOTEL ONLINE ROOM RESERVATION SYSTEM

MINI PROJECT REPORT

Submitted by

ABDUL USMAN R [22IT002]

DHIVHADHI S P [22IT022]
MOHAMED RAASHIDH H
[22IT047]

In partial fulfilment for the award of the degree

Of
BACHELOR OF TECHNOLOGY

IN

INFORMATION TECHNOLOGY

MUTHAYAMMAL ENGINEERING COLLEGE (AUTONOMOUS)

RASIPURAM-637 408

ANNA UNIVERSITY::CHENNAI – 600 025

JUNE 2024
MUTHAYAMMAL ENGINEERING COLLEGE
 MUTHAYAMMAL ENGINEERING COLLEGE

(AUTONOMOUS)

RASIPURAM

BONAFIDE CERTIFICATE

Certified that this Report “HOTEL ONLINE ROOM RESERVATION

SYSTEM” is the confide work of “ABDUL USMAN R(22IT002) DHIVHADHI
S P(22IT022), MOHAMED RAASHIDH H (22IT047)” who carried out the work
under my supervision.

SIGNATURE SIGNATURE
Dr.D.ANITHA, M.E., Ph.D., Mrs.A.KALAIYARASI, M.E.,
Associate professor Assistant professor
Head of the Department of Information Technology,
department
Department of Information Technology, Muthayammal Engineering
Muthayammal Engineering College (Autonomous),
College (Autonomous), Rasipuram-637408.
Rasipuram-637408.

INTERNAL EXAMINER EXTERNAL EXAMINER

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 ACKNOWLEDGEMENT

We would like to thank our College Chairman Shri. R. KANDASAMY and

our Secretary DR. K. GUNASEKARAN, M.E., Ph.D., Who encourages us in all
activities.

We here like to record our deep sense of gratitude to our beloved Principal
Dr. M. MADHESWARAN, M.E., Ph.D., for providing us the required facility to
complete our project successfully.

We extend our sincere thanks and gratitude to our Head of the Department
Dr. D. ANITHA, M.E., Ph.D., Department of Information Technology for her
valuable suggestions throughout the project.

It is pleasure to acknowledge the contribution made by our Project

Coordinator Mr. S. GOPI, M.E., Assistant Professor, Department of Information
Technology for his efforts to complete our project successfully.

It is grateful to acknowledge the support provided by our Project Guide

Mrs. A. KALAIYARASI, M.E., Assistant Professor, Department of Information
Technology for her guidance to complete our project successfully.

The satisfaction and euphoria that accompanies the successful completion of

any task that would be incomplete without acknowledge the people who are
responsible for completion of the project.

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 I. TABLE OF CONTENT

CHAPTER TITLE PAGE NO

NO
ABSTRACT V

I. INTRODUCTION 1
1.1 Overall description
1.2 Key Features
1.3 Purpose
1.4 Functionalities

II PROBLEM STATEMENT 5

2.1 Methodology

2.2 Working Mechanism

III EXISTING SYSTEM 9

3.1 Definition of Existing System

3.2 Disadvantages of the existing system

IV SYSTEM REQUIREMENTS 11

4.1 Hardware requirements

4.2 Software requirements

V IMPLEMENTATION 12

VI PROJECT SCREENSHOTS 17

VII CONCLUSION 19

VIII REFERENCES 20

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 ABSTRACT

Hotel businesses are one of the top-running businesses in all over the
world. The hotel business has emerged with massive growth over the last
decades. Hotel industries are also one of the main reasons for tourism growth.
The section of the service industry that deals with guest housing and lodging are
the hotel business. The hotel businesses using a manual system for hotel
reservations, bill settlement, and others. Managing the task manually can be very
hard and time-consuming. There comes the role of the Room reservation
System. The room reservation system helps customers to reserve hotel rooms
from anywhere at any time with the medium of the internet. The hotel industry is
a business venture for the owner and a solace for the traveler and/or tourist. A
customer can get stranded in the quest to secure a hotel room to pass the night if
he has not made adequate plans by the existing system. Through this study, it
was realized that for a customer to be guaranteed a room, he or she has to
physically come to the hotel since the attendants paid more attention to that. He
could also send a friend or relative who lives around the neighborhood of the
hotel to do the booking for him.

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 CHAPTER 1

I. INTRODUCTION

The room reservation system for this hotel works as the mechanism
through which guests can create a secure online reservation. The Room
management system is capable of handling various activities like Guest details,
Reservation details, invoice details, and many more. The room reservation
system will be the means to eliminate the manual system which then provide
faster and more efficient operation in the hotel.

The Room reservation system is also considered to offer an efficient,

informative, and user-friendly website. Customers will be able to easily make
accommodation reservations, for different types of rooms, and select rooms
within their range simply by going to the hotel website.

Hotel Booking System is online booking engine that allows guests to

make secure online reservations through hotel website and helps hotels to accept
bookings online.

Hotel Booking System is complete hotel quotation booking system that

comes with the key role of Hotel XML IN, Hotel XML Out, Hotel Channel
Manager.

Hotel Reservation System is online software that allows guests to

schedules the dates and length of the stay, select room types and make payments
in one place.

The layout of their online system is clear and user-friendly. Guests can
browse through to get information easily. This online system shows a picture of
the hotel room. Guests are not able to view the whole picture of the room they
are going to reserve but a picture is worth thousand words. Instead of using
words to explain the room condition

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1.1 Overall Description:
Hotel Booking System is online reservation system that processes all
hotel reservations made through hotel website and manage hotel room
availability and bookings online. It also provides instant confirmation for
hotel bookings and increase customer experience.
1.2 Key Features:

Hotel Extranet:
It allows travel agents and hoteliers to upload their partner or
supplier hotels and gives access to online system to update hotel inventory
online.
OTH (Own Contracting):
It allows hoteliers to upload your own contracted hotels i.e., all hotel
info such as room allocation, room types, occupancy, meals, room rates, etc.
and sell directly contracted hotels.
Hotel XML IN:
The hotel inventory is dynamically integrated into online travel
portal of travel agents and hoteliers enabling to provide their customers with
high- quality accommodations at competitive prices from global suppliers.

Hotel XML OUT:

Allows to distribute your own hotel inventory to travel partners and
sub agents through XML Out of your system via XML/API.
Hotel Channel Manager:
Allows hotels to distribute their inventory across various online
channels and maximize their selling capacity and increase bookings.

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1.3 Purpose:

The purpose, with an online hotel reservation system, guests can book their
preferred room type on their computers, from their tablets or on their phones.
They can also complete the transaction quickly, efficiently from the comfort of
their own office or living room.

1.4 Functionalities of the online hotel reservation system:

1. User-Friendly Interface

The user interface of the Online Hotel Reservation System plays an

important role in the user experience. Customers will find it easy to navigate if
the hotel booking engine has an intuitive design. The steps for the booking
process should be fewer, and every option should be presented.

2. Easy Search with Advanced Filters

Finding a suitable room type should be easy while using the search option.
Search options can be based on price, location, room type, and amenities
offered., To narrow down the search result, advanced filters can be further used
to find the most suitable option. By using search and advanced filters, a
customer can find the most suitable option available as per their requirements.

3. Real-Time Availability

The online hotel reservation system should display the real-time availability
of rooms at a hotel. This will ensure that hotels do not get any double bookings
and that customers can see updated inventory in real time. The customer will be
dissatisfied if the booking system does not show the real-time availability of
the rooms

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4. Email Confirmation System

An email confirmation system is an important part of the online booking

system. When the booking is confirmed, the system should send automated
confirmation emails. This email will have all the details regarding the booking,
which will be helpful as a reference for the customers.

5. Cancellation & Refund Policy

Customers may request a refund if they want to cancel their booking for any
given reason. An online booking system should clearly display the cancellation
and refund policy so that the customer can understand their options and process
their request easily. This will help to avoid future conflicts and customer
dissatisfaction.

6. Multiple Language

Customers using the reservation system can be from any part of the world
and may speak different languages altogether. This can be a big challenge for
the hotel, as their website is accessible globally.

The right online hotel reservation system will always be compatible with
multiple languages, just to ensure that customers from different parts of the
world understand and profit from the system.

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 CHAPTER 2

II. PROBLEM STATEMENT

Manual room reservation systems, while they may have served well in the
past, come with several inherent problems that can impact efficiency, guest
satisfaction, and overall operational effectiveness in hotels.

1. Human Error: Manual systems rely heavily on human input, which increases
the likelihood of errors such as double bookings, incorrect room assignments, or
incorrect guest information.

2. Limited Accessibility: Reservations can only be made during specific

operating hours when reservation staff are available. This can inconvenience
potential guests who wish to book outside of those times.

3. Dependency on Physical Records: Keeping track of reservations, guest

details, and room availability typically involves physical records (e.g., paper logs,
binders), which are prone to loss, damage, or misplacement.

4. Lack of Real-Time Updates: Without a centralized system, it's challenging to

provide real-time updates on room availability. This can lead to overbooking or
missed booking opportunities.

5. Difficulty in Tracking Guest Preferences: Manual systems may not

efficiently capture and utilize guest preferences and booking history, which are
crucial for personalized service and marketing efforts.

6. Inefficient Communication: Communication between reservation staff, front

desk, housekeeping, and other departments may be less streamlined, leading to
delays, confusion, or missed instructions.

7. Security Concerns: Paper records or spreadsheets used in manual systems may

not offer adequate security for guest data, leading to potential breaches or
unauthorized access.

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8. Limited Reporting and Analysis: Generating reports or analyzing booking
trends and patterns can be labor-intensive and less accurate compared to automated
systems that capture data in real-time.

9. Scalability Challenges: Manual systems may struggle to handle a larger volume

of bookings, especially during peak seasons, without increasing the risk of errors
or delays.

10. Guest Experience Impact: Delayed booking confirmations, inaccuracies in

booking details, or inability to provide real-time availability updates can lead to a
poor guest experience.

Overall, while manual room reservation systems may have been sufficient in the
past, they are increasingly being replaced by automated online reservation systems
that offer greater efficiency, accuracy, and convenience for both guests and hotel
staff.

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2.1 Methodology

For our project on the room reservation system, we will be using the
waterfall method as it is easy to manage because of its rigidity. The methodology
of developing an Online Room Reservation System typically involves several key
phases and steps to ensure its successful implementation and functionality. The
structured approach to developing such a system.

1. Requirements Gathering and Analysis

Identify Stakeholders: Determine the key stakeholders including hotel

management, staff, and guests to understand their requirements and expectations.
Gather Functional Requirements: Define the core functionalities such as room
availability checking, booking management, payment processing, and reporting.
Gather Non-functional Requirements: Consider factors like security, performance,
scalability, usability, and compatibility with different devices and browsers.

2. System Design

Architecture Design: Decide on the overall system architecture, including client-

side (front-end) and server-side (back-end) components. Database Design: Design
the database schema to store information such as guest details, room availability,
bookings, and transaction records. User Interface Design: Create intuitive and user-
friendly interfaces for guests to browse rooms, make bookings, and for
administrators to manage reservations.

3. Development

Front-end Development: Implement the user interface using technologies like

HTML, CSS, and JavaScript to create responsive web pages. Back-end
Development: Develop server-side logic using frameworks and languages such as
Node.js, Python Django, or PHP Laravel. Implement functionalities like room
availability checking, booking management, and payment processing.

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2.2 Working Mechanism

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 CHAPTER 3

III EXISTING SYSTEM

3.1 Definition of Existing System:

The current system of hotel management is fully based on paperwork. All

the records of customers and rooms which are available in the hotel are
managed by the hotel management through paper. There may be some problems
or delays in allocating rooms and providing services by a human.

Manually handling the hotel room records, customer details, and other
management is hard and time-consuming. While all the records are kept in files
they may get torn out, lost, or get damaged due to water or fire.

Calculations done by staff may not be accurate sometimes. And even

transferring the records or finding records is a big problem and also creates a
mess.

The manual system of room reservation is also time-consuming as a customer

have to visit the hotel first and ask for available rooms then inspect those room
then only if the customer like it, he will take the room or else he won’t and for
all these processes cost a lot of time.

There are also many hotel booking websites but those websites create
competition among the hotels. Those websites also create confusion for
customers to choose between many hotels. Those websites may also charge
some fee for linking up the hotel site. Those websites may also take paid
promotions from the big hotels and refer only those hotels to the customers.

Communication between guests and hotel staff was primarily verbal or

written, increasing the risk of miscommunication regarding reservation details,
such as dates, room preferences, or special requests.

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3.2 Disadvantages of the Existing System

1. Time-consuming system for making reservations and recording.

2. Mixing of two or more customers.

3. Recording of data manually.

4. A lot of space can be taken.

5. It may face the problem of human errors.

6. Possibility of losing customers.

7. Unwanted duplication of the record.

8. Difficulty in maintaining file security.

9. Easy access to guest information by unauthorized users.

10.Reusing and retrieves of guest records are extremely difficult.

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 CHAPTER 4

IV. SYSTEM REQUIREMENTS

4.1 Hardware Requirements

 Processor : AMD OR Ryzen

 RAM : 4 GB RAM or more

 Hard Disk : 160 GB

 Key Board : Standard Windows Keyboard

 Monitor : LED

4.2 Software Requirements

 Operating System : WINDOWS 7 OR higher

 Coding Language : JAVA, PHP, HTML, CSS

 Database : SQL SERVER

 IDE : VISUAL STUDIO CODE (VS CODE)

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1
 CHAPTER 5
V. IMPLEMENTATION
1. Requirements Gathering and Analysis
 Stakeholder Identification: Identify hotel management, staff, and guest
requirements.
 Functional Requirements: Define features like real-time room
availability, booking management, and payment processing.
 Non-functional Requirements: Specify scalability, security, and usability
criteria.
2. System Design
 Architecture Design: Plan system components such as front-end
interfaces and back-end servers.
 Database Design: Define database schema for storing guest details, room
availability, and transaction records.
 User Interface Design: Create intuitive interfaces for booking,
cancellations, and payments.

3. Development
 Front-end Development: Implement using HTML, CSS, JavaScript for
user interaction.
 Back-end Development: Utilize frameworks (e.g., Node.js, Django) for
business logic and integration with databases.

4. Testing
 Unit Testing: Test individual components for functionality.
 Integration Testing: Verify interactions between different modules.
 User Acceptance Testing (UAT): Gather feedback from stakeholders to
refine system.

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5. Deployment
 Server Setup: Deploy on web servers (e.g., Apache, Nginx) and database
servers (e.g., MySQL, PostgreSQL).
 Configuration: Configure for scalability, performance, and security (e.g.,
SSL/TLS certificates).

6. Maintenance and Support

 Monitoring: Monitor system performance and user activity.
 Updates and Upgrades: Perform regular updates for security patches and
feature enhancements.
 User Support: Provide assistance for users and address issues promptly.

7. Security Considerations
 Data Encryption: Implement encryption for sensitive information (e.g.,
user details, payment data).
 Access Control: Define roles and permissions for system users.
 Compliance: Ensure compliance with data protection regulations (e.g.,
GDPR, PCI DSS).

8. Documentation
 System Documentation: Document system architecture, design decisions,
and operational procedures.

1
3
High-Level Design of System

System flow chart / Working mechanism of the proposed system

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 The below figure shows the relationship between one entity with another
other. Here there are 5 entities with their respective attributes. The guest entity
checks for the room while the reservation of the room is made if he/she likes
the room. Reservation can only be made if the room is empty so reservation is a
weak entity. Payment is allowed when the reservation is made. The employee
manages the reservation and also is responsible to check if the payment has
been received or not.

ER diagram

1
5
 In the figure above, the guest and admin are the actors, and gives are the
actions performed by them in the system. Both of them have to log into the
system for performing any task. The guest has to insert their details while
booking the room which will be verified by the admin when the guest checks in
at the hotel. Whenever the guest makes or cancels the reservation admin has to
acknowledge it. Guests always check for the rooms before making a
reservation. The guest receives the bill and the admin should provide him with
the bill. Admin is responsible to establish room rates and also categorize the
rooms.

Flowchart diagram

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 CHAPTER 6

VI. PROJECT SCREENSHOTS

Home page:

1
7
Result Page:

Invoice:

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 CHAPTER 7

VII. CONCLUSION

When the project is completed then the users can register and log in to
their account in this application and can easily book their choice of rooms in the
hotel. This system also helps to minimize the work of the staff by digitally
storing records. It also increases the reservations of the hotel. People can book
rooms at the hotel from anywhere at any time. The invoices are printed within a
second with full accuracy. From this system, we expect to introduce the hotel
internationally. The well-developed website creates a user-friendly environment
which makes it easy to use the website.

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 CHAPTER 8

VIII. REFRENCES

1. B.S. Afriyie, Concise ICT Fundamentals Volume One,

Trafford Publishing, 2012.
2. T. Berners-Lee, Web Design Issues, 1998,
http://www.w3.org/DesignIssues/RDFnot.html
3. H. Bidgoli, Essentials of Software Engineering 2011.
4. V. DeBolt, Mastering Integrating Html and CSS, ISBN: 978-0-
470-09754-0, 2007
5. P. Ghosh, SQL Popcorn, Eastern Economy ed, New Delhi:
PHI Learning, 2010.
6. R. Malloy, Internet and Personal Computing Abstracts: IPCA,
Volume 22 Issues, Information Today, Incorporated, 2001, 2001.
7. D.S. McFarland, Dreamweaver CS4: The Missing Manual.
O’Reilly Media Inc, 2008.
http://www.w3schools.com/html/html_intro.asp,
8. http://www.mindspeakit.com/web-development2/products/hotel-
management-system/

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