InnPress PMS Documentation
Everything you need to install, configure, and get the most out of InnPress PMS.
Installation & Activation
System Requirements
| WordPress | 6.0 or higher |
|---|---|
| PHP | 8.0 or higher (8.2+ recommended) |
| MySQL / MariaDB | MySQL 5.7+ or MariaDB 10.3+ |
| Memory limit | 128 MB minimum (256 MB recommended) |
| Browser | Chrome 90+, Firefox 88+, Safari 14+, Edge 90+ |
Option A — Install from WordPress Admin
- In your WordPress admin, go to Plugins → Add New Plugin.
- Search for "InnPress PMS" and click Install Now.
- Click Activate. A setup wizard walks you through your first property.
- Navigate to Settings → License to enter your license key (Pro plans only).
Option B — Upload ZIP (Pro)
- Download the plugin ZIP from your account at the product website.
- In WordPress admin, go to Plugins → Add New Plugin → Upload Plugin.
- Choose the ZIP file and click Install Now, then Activate.
- Go to Settings → License and enter your license key to unlock Pro features.
Accessing the PMS Portal
After activation, the full staff portal is available at:
https://yoursite.com/pms/This is a standalone React app — bookmark it, or install it as a Progressive Web App by clicking the install icon in your browser address bar. It keeps working through a lost connection at the front desk.
Initial Configuration
- Go to Settings → Property. Set your property name, address, timezone, and currency.
- Go to Rooms → Room Types to create your room categories, then add individual rooms under each type.
- Go to Settings → Team to invite staff and assign roles (Admin, Manager, Front Desk, Housekeeping).
- Optionally configure email, SMS, WhatsApp, or payment integrations under Settings → Integrations.
Installing the Hospitality Theme
The InnPress PMS hospitality theme is a dedicated front-end for your property — a homepage, rooms, gallery, and location pages, plus a distraction-free booking checkout, all wired directly to your live property data via REST API. It works alongside the plugin on the same WordPress install.
- In WordPress admin, go to Appearance → Themes → Add New.
- Select and activate the InnPress PMS hospitality theme.
- Rooms, gallery, and location pages populate automatically from your property data — no manual page building needed.
- Go to Appearance → Customize to set your property photos and brand colors.
The plugin works with any WordPress theme — the hospitality theme is simply the purpose-built option if you want your public site and booking engine tightly integrated.
Reservations & Guest Management
The Stayview Calendar
A visual, drag-and-drop calendar of every room and reservation. Search, filter by status, and quick-view any stay without leaving the board.
Creating a Reservation
- From the Stayview calendar or Front Desk board, click New Reservation (or Walk-In for an immediate check-in).
- Select room type, dates, and rate plan — the live price sidebar updates as you go.
- Add or select a guest profile, including ID verification if required.
- For multiple rooms, use the Group Booking wizard instead of creating reservations one at a time.
Check-In & Check-Out
Check-in captures guest ID, prints a registration card and key envelope, and moves the room to occupied. Check-out settles the folio, prints an invoice, and hands the room to housekeeping. Guest self check-in (Pro) lets a guest verify ID and receive a door code before ever reaching the desk.
Room Moves & Stay Amendments
Move a guest to a different room or amend their stay dates — folio charges are automatically repriced to match, no manual adjustment needed.
Guest Profiles (GRM)
Every guest has a full profile: stay history, preferences, ID documents, and communication log. The Guest Relationship Manager (GRM) is where returning-guest recognition and VIP flagging live.
Room Status & Task Management
Room Status Board
A live, color-coded view of every room — vacant/clean, occupied, dirty, inspected, or out of order — organized by floor and zone. Updates in real time as staff work through it.
Assigning Tasks
- Assign individual rooms or a whole zone to a housekeeper in one bulk action.
- Attach a per-room-type checklist so nothing gets skipped.
- Housekeeping staff update status from the same board on their own device.
Maintenance Tickets
Raise a maintenance ticket against a room or a piece of equipment (tracked via serialized Inventory & Equipment records). Tickets can put a room out of order automatically until resolved.
Room Blocks
Block a room for maintenance, an agent allotment, or in-house use with a date range — the same conflict check used for reservations prevents a blocked room from ever being double-booked.
Inventory, Pricing & Direct Bookings
Room Types & Rooms
A room type (e.g. "Deluxe King") defines occupancy, amenities, and images; each physical room belongs to a type. Dorm/hostel properties can sell individual beds as their own sellable units.
Rate Plans & Seasonal Pricing
Create rate plans per room type with seasonal overrides, tax-inclusive or tax-exclusive pricing, and short-stay/day-use tiers for hourly bookings.
The Public Booking Engine
A shortcode-embeddable booking widget with a live availability calendar, rate plans, add-ons, and real payment checkout. A reservation made here appears instantly on the front desk board.
[innpms_booking_widget]Channel Manager
Connect to OTAs (Booking.com, Expedia, Airbnb, and more) through a hosted channel-manager broker — availability and rates sync both ways, and OTA reservations land directly in your front desk board like any other booking.
Coupons & Promotions
Percentage or fixed-amount coupons, redeemable on the public booking engine, with per-room-type and multi-room proration handled automatically.
Reach Guests on Their Terms
Email, SMS & WhatsApp
Send booking confirmations, arrival reminders, and ad-hoc messages through any channel — every message is logged against the guest's profile in one thread.
Live Chat Widget
Embed a live chat widget on your public site — conversations flow into the same Communications Hub your staff already use.
Post-Stay Feedback
An automatic, checkout-triggered feedback request via a magic link — no login required for the guest to respond.
The Back Office, Not Just a Booking Log
Point of Sale, Restaurant & Laundry
Ring up walk-in sales, restaurant orders (with a kitchen display for KOT), and laundry service — every charge can post straight to a guest's room folio or settle standalone.
Cashier Shifts
Open and close cashier shifts with cash reconciliation — Night Audit blocks running until every shift for the day is closed.
General Ledger & Bank Reconciliation
Every posted charge, payment, and refund automatically creates a double-entry Journal Entry against your Chart of Accounts. Reconcile against real bank statements without a spreadsheet.
Accounts Payable & Purchasing
A full requisition → purchase order → approval → goods-received → bill workflow, with AR/AP aging reports.
Payroll
Itemized payslips with progressive tax bands and staff loan deductions.
Installable, and Genuinely Works Offline
Installing the App
Visit your portal at /pms/ on a supported browser and use "Add to Home Screen" (mobile) or the install icon in the address bar (desktop). It then runs in its own window, no browser chrome.
What Works Offline
Pages you've already visited while online keep working when the connection drops — the app shell, navigation, and any previously-loaded data stay usable. A page you've never opened before shows a clear, honest message instead of a crash, and picks up automatically once you're back online.
Push Notifications
Real-time alerts for new bookings, assigned housekeeping/maintenance tasks, and overdue Night Audit runs — delivered even when the app isn't open.
Automation Wired Into Real Data
WhatsApp AI Concierge
Guests message your hotel's WhatsApp number to check availability, get an AI-drafted booking, or request housekeeping. Staff review AI-drafted bookings before anything is confirmed.
AI Thinker
Ask questions about your property's own data in plain language instead of building a report from scratch.
Night Audit
Manual or scheduled end-of-day processing: automatic no-show detection, room-charge posting, and daily reconciliation, with an exception list surfaced for anything that needs a human decision — never posted blind.
Workflows
Custom triggers and multi-step actions — no code required — for the repetitive parts of running a front desk.
Roles, Access & Compliance
Roles & Permissions
Four built-in roles (Admin, Manager, Front Desk, Housekeeping) with a full data-driven capability system — customize exactly what each role can see and do (Pro).
Per-Property Staff Scoping
On multi-property plans, restrict a staff member to only the properties they actually work at.
Staff Scheduling & Leave
Self-service rosters and leave requests, without a spreadsheet passed around by email.
Audit Log
A complete, searchable record of who changed what and when — rate overrides, cancellations, and every other consequential action.
Connect the Tools You Already Use
Payments
Card payments and Mobile Money (MTN, Telecel, Vodafone, AirtelTigo) for direct bookings and folio settlement.
Webhooks
Subscribe to real events — new reservation, check-in, check-out, Night Audit completed — and push them to your own systems.
Channel Manager
See the Rooms, Rates & Booking Engine section above — OTA connectivity is a metered add-on on top of any Pro plan.
REST API & Extensibility
REST API
A complete REST API under the WordPress REST namespace, covering reservations, rooms, guests, folios, and every back-office module. Authenticated with standard WordPress application passwords.
https://yoursite.com/wp-json/innpms/v1/Hooks & Filters
Actions fire on every consequential state change (reservation created, checked in, Night Audit completed, and more) so custom code can react without patching core files.
License
GPL-licensed. Inspect the code, extend it, and self-host with no vendor lock-in.