Hotel Management System: A Desktop-Based Solution for Streamlined Hospitality Operations

Abstract

Hotel Management System (HMS) is a desktop-based application that facilitates hotel operations like room bookings, customer records, staff management, and payment processing through an interactive Java GUI with MySQL as the backend. Designed with the intent to replace traditional paper-based workflows, HMS enhances efficiency, accuracy, and security. The application allows hotel managers to handle guest information, real-time room availability, and financial transactions from a single system. This paper discusses the current challenges in hotel operations, the proposed system design, implementation methodology, and the results from practical testing.

Introduction

Traditional hotel management relies on manual paperwork, causing delays, errors, and inefficiencies. This paper presents a computerized Hotel Management System (HMS) developed using Java Swing for the frontend and MySQL for the backend to automate key operations like guest management, room booking, and payment processing. The system features role-based secure access, real-time room status updates, automated backups, and an intuitive GUI to streamline hotel workflows.

The literature review highlights how automation, real-time processing, and user-friendly interfaces improve hotel operations and customer satisfaction. The proposed system addresses existing problems such as time-consuming manual entries, human errors, inefficient check-ins/outs, and security concerns.

The system requirements include standard hardware and software (Windows 10, Java, MySQL), with components designed for user interface, business logic, authentication, and database management. Key modules cover room reservation, guest and employee management, payments, and reporting.

Developed with Java Swing for flexibility and MySQL for structured data storage, the system incorporates validation, encryption, and error handling for robustness. Testing confirmed that automation cut room allocation time by over 50%, improved data accuracy, and that the GUI is user-friendly for non-technical staff.

Conclusion

This research demonstrates that a desktop-based hotel management system can significantly enhance operational efficiency and service delivery. The project replaces outdated manual systems with a secure and flexible digital platform. Future work can include mobile app integration and cloud-based database support for remote access.

References

[1] https://opus.govst.edu/cgi/viewcontent.cgi?article=1199&context=capstones [2] https://www.irjmets.com/uploadedfiles/paper/volume2/issue_3_march_2020/276/1628082965.pdf [3] https://www.researchgate.net/publication/367179540_PROJECT_ON_HOTEL_MANAGEMENT_SYSTEM [4] https://www.researchgate.net/publication/365151133_Research_on_Hotel_Management_System [5] https://www.jetir.org/papers/JETIR2305760.pdf

Copyright

Copyright © 2025 Mr. Shaikh Abujar, Mr. Viraj Pawar, Mr. Prathemesh Palkar, Ms. Priya Sable, Prof. Afrin Sheikh. This is an open access article distributed under the Creative Commons Attribution License, which permits unrestricted use, distribution, and reproduction in any medium, provided the original work is properly cited.