ResortLog – Hotel & Resort PMS

Login & Account

How to sign in, create an account, set up your property, and manage account security.

Sign In Methods

ResortLog supports two ways to sign in:

• Google Sign-In — Tap the Google button and select your Google account. Fastest and most secure — no password to remember.
• Email & Password — Tap the Email button, enter your email and create a password. Use this if you prefer not to use Google.

Password Requirements (Email Sign-Up)

When creating a new account with email, your password must meet all of the following:

• At least 8 characters
• At least one uppercase letter (A–Z)
• At least one number (0–9)
• At least one special character (@, #, !, $, etc.)

The app validates these rules as you type and shows an error message for each unmet requirement.

Email Verification

After creating an email/password account, a verification link is sent to your inbox. You must verify your email before accessing the app. Check your spam folder if you don't see it within a few minutes.

Forgot Password

On the login screen, tap Forgot Password? (visible on the Email tab when signing in). Enter your email address and tap the button. If an account exists for that email, a reset link is sent. The link expires after a short time — request a new one if needed.

First-Time Setup — Property Registration

After signing in for the first time, you are taken to the property setup screen:

1. Enter your Property / Resort Name.
2. Choose your Property Country. It is pre-selected from your phone's region; change it if your property is elsewhere. The country sets your currency, tax, ID types, payment modes, address fields and date format.
3. Read and tick the Terms & Conditions and Privacy Policy checkbox.
4. Tap Get Started.

A legal consent record (PDF) is automatically generated and stored securely. If eligible, your 7-day no-card free trial begins immediately. One trial is available per account or Android device.

Single-Device Login

ResortLog allows only one active session per account at a time. If you sign in on a second device, the first device is automatically signed out and shown a notification. This protects your property data from unauthorised access.

Signing In on an Existing Google-Registered Email

If you try to create an email/password account using an email already registered via Google, the app detects this and automatically switches you to the Google Sign-In tab with a prompt to use Google instead.

Getting Started

A quick orientation so you understand how the app is organized before diving into specific tasks.

App Structure at a Glance

Bottom Navigation Bar

A sticky bar appears at the bottom of every screen with four quick-access buttons:

• Home — Go to the Dashboard
• Calendar — Open the occupancy calendar
• Availability — Quickly check which rooms are free for any date range
• Check-out — Jump to the checkout list (active stays)

Drawer Menu (☰)

Tap the hamburger icon (☰) in the top-left of any screen to open the side drawer and navigate between major sections: Dashboard, Bookings, Check-in, Rooms, Guests, Calendar, Billing, Reports, and Settings.

Dashboard

Your daily command center. Opens when you launch the app.

Overdue Bookings Alert

If any booking has a check-in date in the past but is still Pending or Confirmed (i.e. the guest never arrived and the booking was never actioned), the Dashboard shows a red alert card at the top:

• The card shows the number of overdue bookings.
• Tap it to go directly to the Bookings screen to review and take action (Cancel, No Show, or check them in if they arrived late).
• A push notification is also sent once per day when the app is opened and overdue bookings are detected.

Double-Press Back to Exit

When you are on the Dashboard, pressing the hardware Back button once shows a toast: "Press back again to exit". Press it a second time within 2 seconds to close the app. This prevents accidental exits.

Trial Countdown Banner

During your 7-day no-card free trial, a banner appears at the top of the Dashboard showing how many days remain (e.g., "4 days left — Upgrade to Pro"). Tap Upgrade to Pro to view subscription options, or tap ✕ to dismiss the banner for the day. It reappears each morning until the trial ends or you subscribe.

When 7 or fewer days remain, a reminder dialog appears once. A final reminder appears when 3 or fewer days remain.

Checking Room Availability from Dashboard

Tap the Availability button in the bottom navigation bar. Select check-in and check-out dates, then tap Check. The screen shows:

• A count of available rooms (large number, green).
• Available rooms list — room number, type, and price for those dates.
• Already booked rooms — guest name, room, and booking reference. Tap to view that booking.

Bookings List

All reservations in one scrollable list with smart filters.

Filter Chips

Searching Bookings

Use the search bar at the top to find bookings by guest name, phone number, or booking reference.

Booking Card Information

• Guest name, booking reference, and room number.
• Status chip (see Booking Statuses for meaning).
• Check-in → Check-out dates.
• Amount paid (green) and balance due (red badge, if any).

Creating a Booking

Walk-in, phone, or OTA — create any new reservation in under a minute.

Group Bookings

Reserve several rooms for one party on the same dates — tours, corporate groups, wedding guests, or family functions.

What Happens After Saving

• Each room becomes a separate booking sharing a single group reference.
• The Bookings list shows a GROUP card summarising the group — total amount, total paid, and balance due across all rooms.
• Tapping the group card opens the primary booking's details with a list of the other group bookings.

Working With a Group

• Extend Stay adds one night to every room in the group at the appropriate rates.
• Discounts and fees you apply are applied across the whole group.
• Add-on services are managed per room — add the extra bed only to the room that needs it.
• Check-in and check-out are done per booking, so guests in different rooms can arrive and leave at different times.
• The Share action produces a WhatsApp-ready summary of all rooms, rates, and totals in the group — handy for sending the quote to the group organiser.

Booking Details

Everything about a single reservation — stay info, payments, add-ons, and all available actions.

What You Can See

The top of the screen shows a hero card with all key booking information at a glance:

• Guest avatar and name — guest photo (or initials if no photo). Full name and booking reference displayed beside the avatar.
• Three-column summary — Room number (large, highlighted), number of nights, and current status with icon.
• Date pills — Check-in and Check-out dates in your property's date format.

Below the hero card:

• Guest details — mobile, nationality, ID proof type and number.
• Payment summary — total amount, amount paid (green), balance due (red if any), and a list of every recorded payment with date and mode.
• Special Services (Add-Ons) — services added to this booking (e.g., extra bed, laundry). Each shows the name and price. You can remove them with the ✕ button or add more.
• Fees — early check-in fee or late checkout fee, if charged.

Adding a Payment

Scroll to the Payments section → tap Add Payment. Enter the amount and choose the payment mode. This is how you record partial payments or the remaining balance before checkout.

Adding Add-On Services to a Booking

Scroll to the Special Services section → tap + Add Service. A modal opens where you can:

• Select from pre-configured services (set up in Settings → Add-Ons / Services).
• Or type a custom service name and price.

The service price is added to the booking total immediately.

Actions Available (Depend on Status)

Editing a Booking

Tap the pencil icon in the top-right header (only visible for Pending or Confirmed bookings). You can update dates, room, occupants, source, and notes. Add-on fees and special service charges must be managed from the booking details screen, not the edit form.

Extending a Stay

On a Confirmed booking, tap Extend Stay. This adds 1 extra night at the appropriate rate (weekday or weekend). Repeat to add multiple nights.

Booking Statuses Explained

Every booking moves through a lifecycle. Here is what each status means and what happens when you trigger a status change.

Check-in Wizard

A 4-step guided process to register an arriving guest and capture all required details.

Check-in Home Screen

This screen shows two sections:

• Active Stays — Guests currently checked-in. Tap "Check Out →" to start checkout for any guest.
• Today's Check-ins — Bookings scheduled for today that haven't been checked-in yet. Tap a booking to open the wizard.

Checkout Flow

Finalize the bill, record remaining payment, apply discounts, generate the invoice, and release the room.

What You See on the Checkout Screen

• Booking summary — guest name, room, dates, nights.
• Itemized bill:
  • Room charges (broken down by weekday/weekend if applicable)
  • Early check-in fee (if charged)
  • Late checkout fee (if charged)
  • Add-on services (each listed with price)
• Tax — if tax billing is enabled in Settings, the tax for your country (for example GST, VAT or sales tax) is calculated and shown, split into its components where your country uses them.
• Discount — shows any discount applied.
• Payments recorded — all previously recorded payments listed.
• Balance Due — amount still owed (large, red if the balance is above zero).

Applying a Discount

Tap Apply Discount. Choose type:

• Fixed — a flat amount in your property currency (e.g., 500 off).
• Percentage — a percentage of the total (e.g., 10%).

Enter a reason (required). Tap Apply. The discount is deducted from the net payable.

Recording Payment at Checkout

Tap Add Payment. Enter the remaining amount (or any partial amount) and select the payment mode. While you type, the dialog shows the balance that will remain after this payment. This creates a payment record.

If a late checkout fee applies, enter it in the Late Check-out Fee field in the bill summary before completing checkout. The amount is included in the final total and invoice.

Completing Checkout (Swipe)

Once the balance is zero, slide the thumb at the bottom to the right. On completion:

• Booking status → Checked-out
• Room status → Available
• Invoice is generated and stored.
• Booking appears in Billing & Invoices.

Downloading / Sharing the Invoice

After checkout, tap Download Invoice to save a PDF to your device, or Share Invoice to send via WhatsApp, email, or any other app. The invoice includes all property details, guest details, itemized charges, tax breakdown, and payment records.

Add-On Services

Billable services beyond the room rate — extra bed, laundry, food orders, transportation, and more.

Step 1 — Configure Your Services

Here you define the services your property offers. Each service has a name and a price. Examples:

• Extra Bed — 500
• Laundry Service — 300
• Airport Transfer — 1,500
• Welcome Kit — 250

Tap Add New Service to open a modal. Enter the name and price, then tap Save. To edit or remove a service, use the pencil or trash icon on each service card.

Step 2 — Add a Service to a Booking

A modal opens showing your pre-configured services. Tap one to select it, or type a custom service name and price. Tap Add. The service is added to the booking and the total amount increases automatically.

You can add multiple services. Each appears as a line item with its price and a remove (✕) button.

Step 3 — Services in the Bill

During checkout, all add-on services are listed in the itemized billing breakdown. They are included in the gross total and are subject to tax if enabled. You cannot remove services from the checkout screen — remove them from Booking Details before initiating checkout.

Rooms

Manage your room inventory — add rooms, update availability, and monitor status at a glance.

Room Status at a Glance

Changing Room Status Manually

Tap the small status button on a room card (only visible for non-Occupied rooms). A modal lets you switch to Available, Reserved, or Maintenance. Occupied status is set automatically when a guest checks in and cleared when they check out.

Adding a New Room

Fill in: Room Number (required, must be unique), Room Name (optional), Room Type (the list follows your property country, plus a Custom option), Floor, Capacity, Bed Type (also country-based), Base Price, Weekend Price (optional), Amenities, Check-in/Checkout times, and a Description. Tap Save.

Editing a Room

Tap a room card to open its detail screen → tap Edit Room. All fields can be updated except the room's internal ID.

Weekend Pricing

If you set a Weekend Price on a room, Friday, Saturday, and Sunday nights within a booking will use the weekend rate. The new booking screen shows the breakdown automatically.

Guests

A directory of all guests who have ever made a booking at your property.

Guest Card

Each card shows the guest's photo (if captured during check-in) or their initials, their name, phone number, and a total visits badge.

Guest Profile (tap any guest)

• Contact info — phone, email, WhatsApp, full address.
• Tags — VIP, Repeat, Corporate, Blacklisted.
• Booking History — every booking with dates, room, and status. Tap to view the full booking.
• Statistics — total spent, total visits, last visit date.
• ID Proof — type, number, front and back images (tappable to enlarge).
• Photos — face photos captured during check-in.

Blacklisting a Guest

From the guest profile, tap Blacklist Guest. Confirm the action. A blacklisted guest cannot be used to create new bookings — the app blocks it. To unblacklist, tap Remove from Blacklist.

Deleting a Guest

• Active bookings exist — deletion is blocked. Cancel or complete the bookings first.
• Historical bookings exist — you are warned that deleting the guest also permanently deletes their booking history. Confirm to proceed.
• No bookings — simple deletion with confirmation.

Searching Guests

Use the search bar to find guests by name or phone number.

Calendar

A visual month-by-month timeline of all bookings across all rooms.

How to Read the Calendar

• Rows = Rooms (room number and type on the left, sticky as you scroll horizontally).
• Columns = Days of the month.
• Colored bars = Bookings (spanning from check-in to check-out date). Guest name is shown on the bar.
• Available row — shows the count of rooms available on each day. Green = rooms available, Red = fully booked.

Bar Colors

Navigation

Use the ← and → arrows to go to the previous or next month. Tap the month/year label to jump to a specific month using a picker.

Filtering the Calendar

Use the search bar at the top to filter by room number or guest name. The calendar hides non-matching rows in real time.

Tapping a Booking Bar

Tap any booking bar on the calendar to open the full Booking Details screen for that booking.

Billing & Invoices

A record of all completed stays with downloadable tax invoices.

Invoice List

Every Checked-out booking automatically appears here. Each entry shows guest name, booking reference, room number, checkout date, and the total amount. Tap any entry to view the full checkout summary.

How the Bill is Calculated

What the Invoice PDF Contains

• Property name, logo, address, and tax identifiers (e.g. GSTIN and PAN in India, EIN in the USA, VAT or TRN number elsewhere).
• Invoice number, date (checkout date).
• Guest name, address, ID proof details.
• Room details, stay dates, number of nights.
• Itemized charges with tax breakdown.
• Discount (if applied) with reason.
• All payment records with modes and dates.
• Final balance (should be zero after full payment).

Setting Up Tax

Use the tax switch (named after your country's tax, such as GST or VAT) to turn tax billing on or off. When on, the tax is calculated on room and service charges and shown separately on the invoice. You can also choose whether your prices include tax or not. Default rates come from your country and are only a starting point: check them against your local rules and change them if needed. Add your tax identifiers in Settings → Property Details.

Reports & Analytics

Export booking and guest data for accounting, compliance, or business analysis.

Booking Reports

Filter by date range, date basis (check-in date / check-out date / created date), booking status, specific room, amount range, or search by guest name / booking reference. Export results as a CSV file containing: booking ref, guest name, room, check-in, check-out, amount, status.

Customer Reports

Filter guests by date range, minimum visit count, and search by name / phone / city / state. Export as CSV containing: guest name, phone, email, city, state, total visits, total spent.

Summary Statistics

• Total Revenue — sum of all booking totals in the filtered period.
• Total Guests — unique guests in the filtered period.
• Average Booking Value — revenue ÷ bookings.
• Room Utilization — percentage of available room-nights that were booked.

Notifications & Reminders

A single, filterable feed of everything the property manager needs to act on — departures due today, booking and payment activity, trial alerts, and app updates.

Notification Types

Reminders You Get Automatically

• Overdue checkouts — every time you open the app, if any checked-in guest's check-out date has already passed, the notification appears once. Clear it after you've handled the guest.
• Today's departures — check-out reminders for guests leaving today.
• Trial expiry — 7-day and 3-day heads-up so you can subscribe before access is restricted.
• Team activity — join requests and approvals when using Multi-User Access.

Managing the Feed

• Tabs at the top filter by type; an All tab shows everything.
• The bell icon shows an unread count badge.
• Tap Mark All as Read to clear the badge; individual notifications can be dismissed.
• Feed items cannot be permanently deleted — the feed is a read-only log of activity.

In-App Notices & Updates

How ResortLog informs you about new versions, maintenance, and required actions — without leaving the app.

Announcement Banner

When an announcement is active, a compact banner appears at the top of the Dashboard with the title and a short message. Tapping it opens the full notice.

Important Update Dialog

• Recommended updates show a dialog with a summary and an Update button. You can dismiss it and continue using the current version.
• Required (force) update — when an update is mandatory, the dialog cannot be dismissed. Tap Update to open the Google Play listing directly. The app stays locked until you update.

What You'll See After Updating

New capabilities introduced in an update are described in the announcement or the release notes. Updates install through Google Play; your data is unaffected because all local data is preserved during an update.

Consents & Legal Records

Guest and property-person data protection: how consents are captured, recorded, and retained in compliance with privacy law.

Your Consent When You Sign Up

When you create your ResortLog account you are asked to read and accept the Terms & Conditions and Privacy Policy. Accepting them is required to use the service and records your consent.

Consent Records (PDF)

• On sign-up, ResortLog generates a consent record (PDF) documenting what terms and policy version you accepted, and when. The record is stored securely in your cloud account.
• The record also includes your device model, app and system version, the IP address seen by our server, and your approximate location if you allow the location permission. You can decline the permission; the consent is still recorded without location.
• If we update the Terms or Privacy Policy, the app shows a re-consent dialog the next time it opens. You can compare what changed before accepting the updated version.
• Until you accept, the app remains accessible but you'll be asked to confirm the updated policies before continuing.
• Your acceptance version is recorded in your profile so there is always a clear audit trail of which policy version you agreed to.

Guest Registration Responsibilities

ResortLog helps you keep proper guest records (name, contact, ID documents, booking details). As the accommodation operator, you are responsible for:

• Obtaining guests' ID documents and consent before collecting them, for the purposes required by local registration law (for example, Form C in India or police and immigration registration in other countries).
• Informing guests about how long their documents and data will be kept.
• Deleting ID documents once the legal retention period ends — the app stops serving ID documents older than 12 months and removes them from the cloud automatically.

Read the Privacy Policy for the full data inventory and retention periods.

Backup, Export & Sync

ResortLog is local-first — your data lives on your device and is synchronised to your secure property cloud so it survives reinstallation and device changes.

Automatic Cloud Sync

• Every change you make (rooms, guests, bookings, payments) is written locally first, then synced automatically to your property's cloud collection when online.
• Signed out of one device and signed in on another? Signing in restores all your property data from the cloud.
• Sync happens in the background in small batches; you can keep working offline and changes go out when the connection returns.

Recovering Data

Because every change is written locally first and synced to the cloud, your records survive reinstalls and device loss:

• Reinstall or new device — sign in with your account and your property data is restored from the cloud automatically.
• Sync self-heals — if a connection is interrupted mid-sync, the pending changes stay in the sync queue and are pushed when the connection returns. No manual step needed.
• Repair Data from Cloud — if this device's local database ever looks incomplete or corrupted, Settings → Data & Backup → Repair Data from Cloud re-downloads the full cloud copy and replaces the data on this device only. Nothing is uploaded, so other members' devices are never affected. Because local data is overwritten, the app asks for confirmation twice, including a warning that any changes not yet synced from this device will be discarded.

Exporting Data (CSV & PDF)

• Reports — booking and customer reports export as CSV files you can open in Excel/Sheets. See the Reports section.
• Activity Log — owners can export the full audit trail as CSV from Settings → Activity Log.
• Invoices — generate per-booking PDF invoices and share them with guests.

Backup Best Practice

Multi-User & Team

Share one property between a team — owner, manager, receptionist, and viewer — with every member's changes synchronised to the same cloud property.

Roles

Inviting a Team Member

Managing Members

• The Members list shows each member's role and profile (name, photo, phone entered in their profile).
• Tap a member to view details, promote/demote their role, or remove them from the property.
• Members can leave the property themselves (Settings → Multi-User Access → Leave Property).
• Each member keeps their own login; switching devices logs the previous session out of that account for security.

Settings

Configure your property, billing, rooms, and app appearance.

Property Details

Edit your property's name, tagline, country, time zone, address, contact phone, email, and tax identifiers. Select your country first — the address fields (e.g. District, State, PIN Code) and tax fields (e.g. GSTIN, PAN for India; EIN for USA; VAT Number for UK) adapt automatically based on local requirements. Upload a property logo — this appears on invoices. Tap Save Changes.

• Country — only the owner can change it. Changing it updates your currency, tax, ID types, payment modes, room and bed types, amenities and date format to that country's defaults. Existing bookings, payments and invoices keep the currency and tax they were created with; nothing is converted.
• Time zone — new bookings, check-ins, payments and "today" on the Dashboard use your property's time zone, not your phone's. Only the owner can change it; managers can see it. Records created before a change keep their old times.
• Price review — after you change the currency, a reminder offers shortcuts to review room rates, check-in/check-out fees and add-on prices. Prices are not converted automatically.

Add-Ons / Services

Create and manage billable services. See the Add-On Services section for full details.

Billing Setup

Turn tax billing on or off, choose whether prices include tax, and review the rate for your country. Default rates are starting points. For Indian properties, GST follows the nightly room rate: no GST up to 1,000, 5% up to 7,500 and 18% above that, split equally into CGST and SGST. You can also edit the invoice and advance-receipt terms and the early check-in and late check-out fees here.

Rooms Configuration

Manage default check-in and check-out times, and other room-level defaults for the property.

Color Theme

Choose Auto (follows system setting), Light, or Dark theme.

Subscription & Trial

The Subscription card in Settings shows your current plan status:

• Free Trial — Shows days remaining. Tap Upgrade to Pro to subscribe via Google Play.
• Subscription Active — Shows the days until renewal.
• Subscription Expired — Access is restricted. Tap to subscribe and restore access.

Plans are monthly or quarterly and include 1 to 10 user seats (the owner plus staff). Google Play shows the price in your local currency before you subscribe. Subscriptions are managed through Google Play. To cancel, go to Google Play → Subscriptions → ResortLog.

Multi-User Access ACTIVE

Invite a team to manage the same property — Owner, Manager, Staff, and Viewer roles. Share your unique property code, approve join requests, and every member's changes stay in sync. See Multi-User & Team for the full guide.

User Manual (This Document)

Tap User Manual & Help in the Settings screen to open this guide in your browser at any time.

Sign Out

Tap Sign Out at the bottom of Settings. This clears all local session data and returns you to the login screen. Your data (rooms, bookings, guests) is stored locally and will reload after you sign back in.

Delete My Account

Tap Delete My Account at the bottom of Settings to permanently delete your account and all associated data.

If you have uninstalled the App or cannot sign in, request account deletion through the Privacy Policy's deletion page or email privacy@sahoosoft.com with the subject ResortLog Data Deletion Request.

Deletion also removes the policy-acceptance records and PDFs associated with your account. To prevent repeated trial abuse, a limited one-way hashed trial-eligibility record may remain for up to 24 months; it does not contain your raw email address. You remain responsible for retaining any records required by law before requesting deletion.

Glossary

Quick definitions for terms used throughout the app.

ResortLog – Hotel & Resort PMS v1.3.43  ·  Global Hospitality  ·  Android  ·  © Sahoo Soft Technologies

Product support: support@sahoosoft.com  ·  Privacy requests: privacy@sahoosoft.com
Grievance Officer: Mohamed Saheed  ·  privacy@sahoosoft.com  ·  Response within 30 days
Terms & Conditions  ·  Privacy Policy