Automation of Hotel Management System

Abstract

The hotel receptionist, manager, administrator can manage all hotel operations online using the Desktop based application known as hotel management system. It is very time-consuming for the receptionist and administrator to manually write down all information and actions manually on paper. In today’s fast-paced hospitality industry, managing hotel operations manually often leads to inefficiencies, errors, and poor customer service. The aim of an automated hotel reservation management system is to handle all aspects of the hotel\'s information and booking system.The system is scalable, allowing small to large hotels to customize it according to their specific needs.

Introduction

1. Introduction & Objective:
The project focuses on developing an Automated Hotel Management System to help hotels streamline their daily operations and stay competitive in the global e-marketplace. The system is built using Java Swing, AWT, and MySQL, aiming to reduce manual errors, boost efficiency, and enhance the guest experience.

2. Key Features & Functionality:
The system offers role-based access for Admins and Receptionists, each with specific responsibilities:

• Admins can add employees, rooms, and drivers.

• Receptionists handle guest check-ins/check-outs, room status, availability, booking pickups, and view employee/manager information.

The system uses Java’s event-driven model to connect user interactions with backend operations, ensuring real-time data updates and system transparency.

3. Literature Review:
Studies show a clear shift from manual hotel operations (which suffer from inefficiency, human error, and poor data handling) to automated systems. Prior systems using flat files or simple web platforms lacked scalability, offline functionality, or security. This project fills those gaps by providing:

• A robust relational database (MySQL),

• A modular and scalable desktop solution, and

• Role-based authentication for improved data security.

4. Methodology:
The project follows a structured development process:

• System Setup: Uses Java Swing and JFrame for the GUI.

• Database Design: MySQL database (hotelMs) with tables for employees, customers, rooms, etc.

• Frontend: Splash screen, login interface, and role-based dashboards.

• Modules:

  • Receptionist Module: Customer management, room and employee info, check-in/out, room status, and pickup services.

  • Admin Module: Add employees, drivers, rooms, and manage logout functionality.

5. Results:
Visuals include the splash screen, login page, main dashboard, and separate panels for admins and receptionists. Each function is accessible via user-friendly buttons, with instant backend data interaction.

6. Future Scope:
The project envisions evolving into cloud and mobile-based systems with:

• IoT and advanced analytics,

• Sustainability features,

• Better integration with third-party platforms, and

• Improved customer experience through smart technology.

Conclusion

In conclusion, the Hotel Management System project serves as a valuable tool for hotel administrators and receptionists to optimize productivity, enhance customer experiences, and streamline operations. The system achieves this by automating various tasks, including the management of employee and customer information, room details, billing processes, and reporting, thereby reducing errors and improving efficiency. management, efficient room allocation, billing and payment processing, complaint tracking, and analytics

References

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Copyright

Copyright © 2025 Ankit ., Harsh Anand, Himanshu Tanwar. 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.