1

Chapter I

The Problem and its Scope

Introduction

Hotel reservation is a popular method for booking hotel rooms, also helpful for

making last minute travel arrangements. Guests can book rooms on a computer by

using online to protect their privacy and financial information. The hotel may drop the

price of a room if some rooms are still available. The advanced payment as well as the

billing covered from the booking system.

The billing system is a financial accounting concept for business organizations

such as hotel industry to bill their guests for services rendered and the billing report is

utilized by management to know the income generated. Hotel billing system is used to

capture the bill record of guest to come up with a total amount to be paid by the guest.

The information is saved to a database to enable management or users to retrieve

saved billing records (Chrisantus 2017).

It is in this light that this study looks at the activities at Bluepool Garden Hotel,

which was built for vacation purposes only last 2013. The hotel contains two swimming

pools, for adults and kids. It also has a comfortable cottage and rooms to stay in. In the

first year of the business, they held already several occasions like birthdays and

weddings and many more.

The researchers observed that Bluepool Garden is still using the manual process

of managing room reservations by writing guest information in a piece of paper, which is

the reason of easily lost of information. Also in the billing section which gives them
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hassle in manually counting money and writing the official receipt in a piece of paper,

which can be very inconvenient and time consuming.

The researchers saw the need to help the issues of Bluepool Garden, therefore

the researchers proposed a web-based booking and billing system that will improve the

facilitation of their booking and billing system. The advantage of this proposed web-

based booking and billing system is its main feature that infuses QR code technology,

storing guest information that will make it easier to book online and automatically

compute the bill.

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Project Context

Bluepool Garden was built for vacation purposes only after the earthquake last

2013. The proprietor Maria Paz Bacareza and the financer Edita Amplayo started

planning and building Bluepool Garden last February 20, 2017, in Bood, Maribojoc,

Bohol. As the project was going on, they have both decided to make it as a business

resort, instead of making it exclusive for their relatives only.

November 30, 2017, was the official opening of the Bluepool Garden. The

proprietor Maria Paz Bacareza manages it. The resort contains two swimming pools, for

adults and kids. It also has a comfortable cottage and rooms to stay in.

The Bluepool Garden celebrated its first anniversary last November 30, 2018. In

the first year of the business, they held already several occasions like birthdays and

weddings and many more. Now, the business grows bigger and bigger as they started

to build a multi-purpose function Hall for the occasion.

The current way of booking the Bluepool Garden Hotel is the admin just manually

write it to a sheet paper and input it into Microsoft Excel. So, the admin don't forget who

book on that particular day, which gives them hassle access to finding guests, which

leads them to inaccurate information of the guest. However, because of their natural

surroundings and affordable room rates, many travellers and tourists rent some room in

their hotel. And, it takes time for them to manually write the guests information and how

many days the guests will stay, also in the billing section. It will save time for them if the

guests use a web-based hotel booking system that will help them ease the transaction.
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Significance of the Study

The result of this study is beneficial to the following person that is involved in the

Hotel Booking and Billing System:

Management

The management would benefit the new environment advanced by the

researchers of the said system that would improve the process flows better than

previously.

Employees

This study would give benefit to the management, who will be using to the newly

computerized technology for booking rooms of the hotel. This system can also secure to

their transaction process in terms of money.

Hotel Guests

This study could lessen the inconvenience to guests when they reserve for a

room. It would be easier and less hassle for them to review what they have filled up in

the booking site. All information that they inputted is stored in the QR code, which they

receive via Gmail.

Researchers

This study will improve their skills and knowledge in advance technology by

building up a system, and become more mindful of the presence and benefits of new

technology.
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Future Researchers

This study would function a guide within the area of Hotel Management System

and the conduct of the same study.

Other Businesses

This study would encourage other businesses to upgrade from manual system to

web-based hotel booking and billing system. With this, it will further help business

owners small or big to uncover critical areas of these new-found technology process

that not all firm were able to explore.

Contribution to the body of knowledge

A QR code is implemented to the system to have easier and quick administration

rather than manually finding in a piece of paper. The proposed system will generates a

QR code after filling up the web-based booking system and it will be received by the

guest via Gmail. It is often used to be scanned by a webcam to find for the guest

information that is being stored in it. With this, it would work faster and look new to the

other system. Furthermore, the proposed system can contribute to the other studies

related to the area of Web-based booking and billing of a hotel.

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Description of Study

The proposed system for the Bluepool Garden hotel is a web-based hotel

booking and billing system, which specialized in the QR code technology. The guest

can book a room online using the web-based system. In the online booking, the guest

will fill up the required personal information. After filling up the information, the guest

can choose what room he/she is going to be reserved. And so that the system will

automatically calculate the bill of their chosen room. After the guest clicks the confirm

button, there will be a notification for the advanced payment for the room they wish to

be reserved. The guest must pay through bank deposit using the admin's bank account

as the receiver of the deposit money. The guest will take a picture with the deposit slip

as a sign of down payment and send it to the admin. After that, the inputted information

will go out to the admin's view in which, the admin will know who is accessing their

online booking. After the admin receives the picture, the admin will confirm the guest

reservation and generates a QR code sent to the guest's Gmail. The QR code will be

used to present by the guest to the hotel as a sign that they have already accessed the

online booking. A QR code is often used of the admin for an accurate finding of guest

information.

The admin controls the check-out section so that if the guest will check-out the

admin can manage the money transaction and can produce an official receipt. The

admin can also put a discount for the guest as applicable.

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Objectives of the Study

The main objective of the study is to design and develop a convenient Web-

based Booking and Billing System of Bluepool Garden Hotel. Specifically it aim to:

1. process room booking online;

2. store booking information accurately using QR Code;

3. secure the information of the billings;

4. generate monthly report of the guests check-in; and

5. compute guests’ total bill on the web automatically.

Scope and Limitation of the Study

The scope of the study covers the different processes of the Bluepool Garden

Hotel.

It includes the following process:

1. Admin’s Privilege

This system has just a single user level the administrator where the administrator

accounts have full access to the system. The administrator can see the whole

guest who is staying and leaving the hotel, additionally the guest status.

2. Website Page

The guests can book online using the web-based system. Also, the system will

produce a QR code after the guest confirmed to his/her booking online. And the

QR code will have received by the guest via Gmail.

3. Room Availability
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The system can check the availability of the date together with the room to be

reserved by the guest.

4. Payment Section

This system automatically computes the total bill of the guest in both walk-in and

online booking.

5. Creating Reports

The admin can generate reports of the guest who have been booked for the past

month.

Limitation

The system is exclusively designed for Bluepool Garden Hotel. Though the

system provides an online hotel booking and billing the guests are not allowed to pay

through card and checks. Because the hotel don’t have any bank accounts. The guests

only allowed paying their down payment through the owner’s bank account.
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Research Methodology

This chapter describes how the researchers will collect the data and information

needed for the study. It defines who the respondents are and what focus of the research

is. This section also illustrates the process of the data gathering and tool used. This

section also presents the type of research, research method, and the research locale

where the study will be conducted.

Research Design

The problems of the existing system that Bluepool Garden is utilizing were

identified through conducting an interview. From the identified issues of the existing

system, the researchers will design a web-based booking and billing system that will

allow guests to book online and will accurately calculate the total bill of both online and

walk-in guest. This web-based booking and billing system will be infused with QR code

technology. A QR code works to the system that will be generated after filling up the

web-based booking system and it will be received by the guest via Gmail. This QR code

will be presented by the guest who arrived in the hotel.

Research Environment

The study will be conducted at the Bluepool Garden which is located at Bood,

Maribojoc, Bohol.
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Research Instrument

This study will utilize two (2) instruments: 1. Semi structured interview that will be

asked to the admin and users of Bluepool Garden Hotel; and 2. Programming

languages are used to create the system, this languages included the Laravel, React

Js, Html, Css. Together with its database storage the MySql.

Research Procedure

A letter of endorsement was prepared and sent to Bluepool Garden Hotel to ask

for approval in conducting the study on their establishment. Upon approval, the

researchers visited the hotel and interviewed with the administrator to identify the

current process of booking and billing of the hotel. After the interview, the researchers

started planning and discussing the structure and function of the system for the

Bluepool Garden Hotel. The proposed system is a web-based booking and billing
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system. It has the scope to book online and can calculate the total bill of the guest on

both web and walk-in booking. It is infused with QR code technology, which is used for

the storage of guest information. The used of QR code gives advantage to the admin to

easily find for the guest information by just simply scan using a web camera.

When the system is deployed, one week is given to test the proposed system.

After the week of deployment was a day of collecting reactions and opinion as what the

proposed system says better than the old one.

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CHAPTER II

REVIEW OF THE RELATED STUDIES

Sobrevilla et al. (2009), studied an online reservation and billing system for Villa

Silvina Resort. The system will allow guests to browse their information and make a

reservation via the internet to improve their transactions and services. The website

made by the researchers has the features of the resort, and the system can follow every

one of the comforts accessible for the guests. The information additionally incorporates

the area, costs, weddings and capacities, offices and administrations and other

information that the resort can offer. The researchers will also make an easy to

understand the system that is increasingly advantageous for the guests to book

reservations and make transactions as far as expense and time. Similar to the study the

researcher’s systems will not just be favorable to the guest but the company too.

Adap et.al (2013), developed and proposed an online billing and reservation

system for Royal Palm Paradise Resort. The system will serve as a replacement for

their current manual procedure. This sort of system is relied upon to advance the hotel

for more guests and make the resort's system more accommodating for guests. Guest

information is stored in a database to monitor the records of the guest including the

reservations made. The assigned administrator will have access to the entire database

to be able to update or change their records. The proposed system won't just profit the

hotel's guest yet the retreat too, for all of their data, is organized and secured and will

only be accessed by the assigned administrator.

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Gamage (2014), developed a reservation system for Gayana Hotel that will give

remedies for the problems that are currently facing by the guest. Shifting to our system

can acquire advantages such as saving of time, man-hours, and space wastage. This

will increase the efficiency in hotel daily activities. The system aimed to build a fully

functional system to achieve efficiency in the hotel billing and reservation system. The

overall mission of system development is to make the hotel staff can quickly and easily

complete the hotel management task. It could save time when retrieving data from the

database. Interfaces will be designed user-friendly and the functions will be displayed

simply.

Bituin (2010), proposed an online reservation system for 658 Apartelle that will

provide fast retrieval of output in about guest information. Furthermore, because of its

features like online chat with the front desk wherein the guests can ask some questions

to the front desk. Hotel room mapping wherein the guests are enabled to take a tour in

the hotel facilities and to check the rooms. Room reservation system wherein the guests

can choose the room wanted and the online payment of fees for the guests. The

proposed system will surely give the not only the experience of touring the hotel but also

giving assurance for the hotel management that those who reserve at the hotel will

surely lounge. It will also have some limitation but it will still be upright to the need of the

company. Furthermore, this system is said to be a business strategy in attracting guests

because the system uses the internet, a cost-efficient measure for advertisement and

publicity. In conclusion, the proposed project will be a good alternative for the company

in upgrading its manual guest list record system to a computerized online guest list

database system.
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Legaspi et.al (2011), proposed an online billing and reservation system as a

replacement for the manual billing and reservation system of Adams Beach Resort. The

researcher's developed so that the company may have a systematized type of operation

and transaction, in addition to a trouble-free work for the officers-in-charge. The system

operated entirely online providing the guest with a friendly, simple yet powerful tool for

managing and optimizing throughput. Also, the researcher will develop a proficient and

useful system for Adams Beach Resort. There will be a reservation of packages,

services, and products and billing for every transaction.

Constante et.al (2011), proposed an online billing and reservation system for

Viewfort Terrace Viewhill Resort. The system has a database for the resort where all of

the company’s transactions are stored and it has added the ability to compute all the

billings of the guests. Having an online system is a cutting edge over other businesses.

So the researchers made a system that benefits the management and the guests. The

system has a user-friendly website that has a database for organizing the transaction

files. The system covers the reservation of rooms, amenities, and bills. With the

development of the system, all the transactions in the resort are stored in a database.

The generation of reports is easier since the system can eliminate the inconsistencies.

By the help of the system, the staff’s workload is lessened, thus making their work more

efficient.
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Nuevo et.al (2012), developed an online billing and reservation system for La Luz

Beach Resort. The resort is presently accepting reservations through phone calls and

emails. Employees record transactions on a book or at times, on a piece of paper.

Different concerns were encountered such as; loss of records inability to accommodate

clients more effectively, and difficulty to handle the reservation process. Management

also has difficulty in computing the total bill of all guests. The purpose of this study is to

help management ease the workload and help them use technology. The researchers

used PHP which is a programming tool to make the proposed system possible. The

developed system may accommodate all guests at all times. The computation of bills is

automated and can generate weekly monthly and annual reports. It has back-up and

recovery modules which may be used when the system is down or unintentionally

removed.

(Eugine n.d.), studied and developed an online booking system for ABC Hotel.

Some problems exist in their current system: a. the guest’s details such as Name,

Address, Age and Duration of stay, are input during booking in. b. The documents are

transferred manually to the filing office for the compilation of the guest’s file. This

system will cover booking, accommodation, meals and accounts details. Moreover,

special services such as laundry, ironing, and room service will be automated by the

system also. Not to forget the additional facilities information that will be efficiently

handled by the system. To help the system smoothly carry out its intended purpose to

meet the hotel management needs.

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(Yeon KH. n.d.), studied and developed a web-based reservation for the Tune

Hotel that can generate online reservation of the hotel rooms at ease, reservation

confirmations by email and room availability lookup, summary and stay information grid.

Historic and current records of and revenues payments to the travel agency, source of a

business group, companies, etc. will be in a central database for security. Inquiry on

guests scheduled to arrive/depart on a specific date.

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Chapter III

Technical Background

The Hotel Management System for Bluepool Garden aims to make an online

web-based reservation system and billing information for the guest. Which is more

efficient and uncomplicated by reducing the work wasted on manual labor. Such as

manually writing down guest information and handwriting receipt.

Figure No.1. Extreme Programming (XP) Phases

The Extreme Programming (XP) approach is used in developing the system.

Software engineer Ken Beck first developed the Extreme Programming methodology

during the 1990s. It is one of the agile software development methodologies which is

designed to improve the quality of the software and the ability to adapt depending on the
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customer requirements. Extreme Programming targets to produce iterative and numerous

small releases throughout the project, allowing the people involved in the project to check

and review the project’s development throughout the entire work. It follows a set of values

and principles to guide the team’s behavior namely communication, simplicity, feedback,

courage, and respect. It focuses on the continuous involvement of the customer to ensure

the immediate decision of any issues.

From planning to test the software, these steps are to be followed:

1. Planning – a step where the customer points out their desired functionality

he/she would like to see and provide enough detail to help the team (user

stories). To map out the specification documents and establish software or

hardware requirements and the team creates a release schedule and divides

the project into iterations. The researchers interviewed the security personnel

on how they facilitate the parking lot and what are the requirements to avail a

parking space.

2. Design – this step gives importance to the value of simplicity. To start with a

simple design just enough to code the features and redesigning when required.

It is where the researches designed the relational database, program hierarchy,

user interface of the proposed system.

3. Coding – is a stage to implement the code, a coding in sets where one is at the

console and different reviews and gives inputs. Codes are supervised by the

technical adviser to make sure that the codes used are for the functionality of

the software. And are needed by the software.

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4. Testing – this is the step where the codes, the software, and its functionality are

tested. The researchers would run a throughout the test to see if there is a bug,

error in the functionality and to make sure the software runs smoothly before

releasing. The testing would be done by the researchers and the client to make

sure the codes are working well and to receive comments about the software’s

functionality. In this step, the researcher needs to do hard testing to make sure

that the problems are corrected immediately and take the client’s comment into

account.

5. Release – Module would be shown to the admin staff and head security to

know if they have any comments or suggestions with how the software works.

Each feature would have a different schedule of release to ensure that the

features fit the user's needs and are easy to use. After each release, the

researches would be taking comments about the released feature.

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The Hotel Management System for Bluepool Garden will utilize the following

technologies.

1. MySQL – This is a database management system based on SQL -

Structured Query Language. The use for MySQL is for a web

database. It is used to store relevant data.

2. HTML – HTML, or Hypertext Markup Language, is a language used to

make documents on the web. HTML outlines the layout and structure

of a Web page by using tags and attributes.

3. CSS – Cascading Style Sheets. It is the language for describing the

appearance of a web page, such as colors, layout, and font. It is a tool

that offers control over the layout and presentation of web pages by

separating the content from design.

4. JavaScript – JavaScript is a programming language used mainly by

web browsers to give an interactive and dynamic experience for the

user. When a person requests an HTML page with JavaScript code in

it, the script gets directed to the browsers and it is up to the web

browser to do something with it.

5. Laravel - is an open-source PHP framework, which is robust and easy

to understand. It follows a model-view-controller design

pattern. Laravel reuses the existing components of different

frameworks which helps in creating a web application.

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6. ReactJs - is a JavaScript library for building user interfaces. It can be

used as a base in the development of a single-page or mobile

application.
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Chapter IV

Methodology and Design

Analysis

This section covers the complete description of the Hotel Management System

for Bluepool Garden. It includes the specific activities made by the actors and the

system, the capabilities and functions, and their details. Additionally, the researchers

can use this segment as a reference during the development of the proposed online

web-based booking system.

The researchers make use of the Use Case Diagram and the Use Case

Narrative to illustrate and define the processes taking place and the people involved. Us

case diagrams describe the functionality of a system using actors and use cases. A use

case is a set of actions, services, and functions that the system requires to perform. The

"actors" are the people or entities working under distinct roles. Also, these diagrams and

narratives are significant for illustrating the functional requirements of a system that will

transition into design selections and development choices. They help specific

functionality executes.
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Use Case Diagram

Figure No.2. Web-based Hotel booking and Billing System

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Use Case Narrative

Use Case Name Login

Actor Admin
Precondition The user must have valid credentials for login.
The user inputs a unique username and password to
Description
gain access to the software.
Course of Action Actor Action System Response
The use case begins Step2.
when: The system will then
Step 1. validate the users’
The user enters his/hercredentials to reject or
valid login credentials and
approve access. If the user
presses the login button.
is the admin, proceed to
step 3.
Step 3. Step 3.1.
The admin puts his/her The software will display a
login credentials. navigation bar with (book
now, checkout).

Table No.2.Login

Use Case Name Log Out

Actor Admin
Precondition The user must be logged in.
Description The user can log out his/her account.
Course of Action Actor Action System Response
The use case begins Step 2. The system
when: displays a confirmation if
Step 1. The user clicks the the user is sure to log out.
‘Log out' button.
Table No. 3. Logout
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Use Case Name Manage Guest & View Guest Status

Actor Admin
Precondition The user must be logged in as the admin.

Description The user cannot add other accounts.

Course of Action Actor Action System Response

The use case begins Step 2.
when: The system displays the
Step 1. list of guest who has been
The user clicks the ‘View a book in the hotel and a
guest from the navigation button(extend, checkout)
bar.
Step3. Step 4.
The user clicks the extend
The system will check the
button. availability of the room on
the day they want to
extend that the guest has
booked. If the room is
available in the day they
want to extend, proceed to
step 4.1. Else If the system
response not available
proceed to step 5
Step 4.1 Step 4.2
The user choose and add The system will
the 2 days extension automatically change the
status of the guest

Step 5 Step 6
The user clicks the The system will delete the
checkout button information of the guest in
the view section.

Table No.4. Manage Guest & View Guest Status

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Use Case Name Walk In booking

Actor Admin
Precondition The user must be logged in as the admin.
Only the user can communicate to the system during
Description
walk-in booking.
Course of Action Actor Action System Response
The use case begins Step 2.
when: The system will show the
Step 1. form of the user that
The user clicks the ‘book
he/she filled up (check-in
now button’ date, check-out date, room
no., name, Gmail account,
and no. of children, and a
check availability button). If
the room is not available to
proceed to step 2.1. Else if
the room is available to
proceed to step 3
Step 2.1 Step 2.2
The user will click the The system will show the
‘room available button’ room available.

Step3. Step 4
The user must receive The system will show the
advance payment and view that the guest is
clicks the Check In button. checked in.

Table No.5. Walk In Booking (Admin)

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Use Case Name Manage Billing

Actor Admin
Precondition The user must be logged in as the admin.
Only the user can communicate to the system during the
Description
billing section.
Course of Action Actor Action System Response
The use case begins Step 2.
when: The system will show the
Step 1. text filled (where the user
The user clicks the ‘check inputs the amount is to be
out button’ paid and how much is the
discount, and the change
of the costumer)
Step 3 Step 4
The user will input the The system will calculate
amount that the guest will the total amount of the
pay and it depends on the guest.
user if she input discount
Step 5 Step 6
The user clicks the print The system will produce an
receipt button. official receipt.

Table No.6. Manage Billing

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Use Case Name Online Booking

Actor Guest
Precondition The user must browse the web-based system of the hotel.
The user can book/reserve room for the hotel using the
Description
web-based booking system.
Course of Action Actor Action System Response
The use case begins when: Step 2.
Step 1. The system will show the
The user search for the hotel hotels website.
website(bluepoolgarden.com)

Step 3. Step 4.
The user clicks the ‘book now The system will show the
button in the web-based text filled (where the user
system’ inputs the check-in date,
check-out date)
Step 5 Step 6
The user clicks submit button The system will show the
text filled that to be fill up
by the user as their
information(first name, last
name, age, Gmail account,
room type with a button
‘check available rooms'
beside it, number of
children, and a ‘signup to
Gmail' button besides the
Gmail account text filled). If
the user doesn't have any
Gmail account proceed to
step 6.1. Else if the user
will find available room
proceed to step 7. Else if
the user has already
gmailed account proceed
to step 6.
Step 6.1 Step 6.2
The user clicks the ‘signup to The system will
Gmail’ automatically locate to
Gmail sign up
 29

Step 7 Step 7.1

The user clicks the ‘available The system will
room’ button demonstrate the available
rooms and their type.

Step 8 Step 9
The user clicks ‘submit The system will show the
button’ registered name of the
user together with their
information that they’d filled
up, the system also shows
their total payment. If the
user continues to proceed
to step 10. Else if the user
will cancel proceed to step
6
Step 10 Step 11
The user clicks the ‘submit’ The system generates a
button QR code and automatically
sends to their Gmail.

Table No.7. Online Booking (Guest)

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Use Case Name QR code scanning

Actor Admin
Precondition The user must be logged in as the admin.
The user scans the QR code of the guest that they
Description received after booking online. Webcam and smartphones
are used to scan the QR code.
Course of Action Actor Action System Response
The use case begins Step 2.
when: The system will show the
Step 1. information of the guest
The user scans the QR that they’d filled up online
code (check-in date, check-out
date, room no., name,
Gmail account, and no. of
children.
Step 3 Step 4
The user will input the The system will calculate
amount that the guest will the total amount of the
pay and it depends on the guest.
user if she input discount
Step 5 Step 6
The user must receive The system will show the
advance payment and view that the guest is
clicks the Check In button. checked in.

Table No.8. QR code scanning

 31

File Structure

This table contains the users.

Field Name Type Description

Primary key and auto-
id Int(11) incremented, the ID of the
user
accountType Varchar(25) Account type of the user
username Varchar(25) Username of the user
password Varchar(50) Password of the user
Table No.9. User
 32

This table contains the data of the guest

Field Name Type Description

Primary key and auto-
id Int(11) incremented, guest ID
no. registered
firstName Varchar(25) First name of the guest
lastName Varchar(25) Last name of the guest
Home address of the
home address Varchar(50)
guest
no. of Children Int(11) Number of children
Gmail account of the
Gmail account Varchar(6)
guest
The contact number of
contact number Int(11)
the guest
room type Varchar(50) Room type of guest
Table No.10. Guest

This table contains information about the hotel's log.

Field Name Type Description

Primary key and auto-
id Int(11) incremented, the ID of
the log.
Records the date of the
check-in Date
guest check-in
Records the date of the
checkOut Date
guest checkout
Table No.11. Log
 33

Design
Figure No.3. Relational Database
 34

Prototypes
Walk-in
Figure 1.1
This figure shows that the admin enter his/her username and password.

Figure 1.2
This figure shows that the guest going to book a room.
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Figure 1.3
This figure shows that all the status of the guest will display.

Web-based Booking System

Figure 2.1
This figure shows that the guest can start to book.
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Figure 2.2
This figure shows that the guest can set the date.
 37

Figure 2.3
This figure shows that the guest can select room type.
 38

Figure 2.4
This figure shows that the guest starts to create the information.
 39

Figure 2.5
This figure shows that the guest can see all the details, booking summary and total
charges.
 40

Figure 2.6
This figure shows the booking confirmation.
 41

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http://www.academia.edu/7093181/Database_Management_system_for_Hotel_DBMYS

Eko, W., & Tabrani, M. (n.d.). HOTEL MANAGEMENT INFORMATION SYSTEM

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