Welcome to KazeOS

KazeOS is one system for the whole property. Every department — Front Desk, Housekeeping, Kitchen, Food & Beverage, Inventory, Finance, Maintenance, HR, IT, Sales, Guest Relations, and Management — works from the same live data, so a room status change, a bill closing, or a stock delivery shows up everywhere it matters, immediately.

You only ever see your own department's tools. What's described in this guide as "IT" or "Finance" is exactly what someone signed in with that role sees — nothing more, nothing hidden.

KazeOS comes in two forms, and everything in this guide works the same in both:

• KazeOS Cloud — we host it. Each hotel gets its own address (yourhotel.hotel.kazeos.com), and one Cloud account can run several hotels. See KazeOS Cloud.
• Local install — KazeOS runs on a computer in your own hotel, keeps working with no internet, and can optionally copy its data to Cloud. See This server.

Where to startJump straight to your department in the sidebar. Roles & departments has the full map if you're not sure which section covers your role.

What's new

In 0.3 and 0.3.1

What	What it means for you
Proper hotel forms	Reservations, registration cards, folios and payslips are numbered documents you can print; group bookings are contracts; event orders, rooms, rate plans, shift handover reports (with a cash count), assets, lost and found, requisitions, stock counts and supplier invoices all follow the checks a hotel expects. Walk-in and Quick booking are on Reservations. Reservations
New front desk and hotel screens	A Front Office Store with in-room items on reservations, Services and Service Prices, Outlets, Take Order, Open Bills, Goods Received, Suppliers, Stock Count and Stock Value, Supplier Invoices, and a Solo mode for owner-run lodges. Several pages have new names. Front Office Store
Booking offers, extras and stats	Offers, promo codes and checkout extras on your Booking listing, a map pin, and a "How your listing is doing" card. KazeOS Booking
Plans by rooms	Each property is on a plan by its number of rooms (Guest house, Lodge, Hotel, Hotel plus); two or more properties are a Group, 15% off; yearly and three-month options; invoices in francs once the rate is set; a free trial (currently 30 days). Billing & plans
KazeOS Booking	A public booking site, book.kazeos.com. KazeOS hotels list free from their menu; hotels without KazeOS can list too and pay a commission only on completed stays. KazeOS Booking
Link a local install by email	On the server, sign in with the owner's KazeOS Cloud email and a code; the hotel appears in the owner's Cloud account. It doesn't license the server. Connecting an on-site hotel
Two ways to license a server	Type the key on the server, or the owner uses Give to a server in Cloud — nothing to type. KazeOS licence
Reworked Billing	Choose a plan and get an invoice (not an instant switch), pay by mobile money or bank, get a receipt; monthly or yearly with two months free; billing details; read-only for accountants. Billing & plans
Cloud keeps your page	Reloading, the back button and shared links land on the same Cloud page. KazeOS Cloud
Cloud Overview, hotel pages, reports, email alerts	See how every hotel is doing, get opt-in alerts, and give accountants a money-only view. Overview & reports
Automatic updates and licence for local installs	A linked server updates itself in your quiet hours; a 30-day trial then a licence. Software updates

In 0.2

What	What it means for you
Tickets for bars and lounges	Waiters add to a numbered ticket that follows the customer — no table or guest count to enter. Only the cashier or a manager settles it. Open Bills & Tables
PIN sign-in and shared tablets	Hotels where phones aren't allowed can enrol tablets, and staff tap their name and type a 6-digit PIN. Email codes still work everywhere. Signing in
How we work	IT or the Owner tells KazeOS whether the team uses phones, tablets, or both, and how bills are confirmed. How we work
Bill confirmation options	Closing a bill can be confirmed by an emailed code, your own PIN, or a supervisor's PIN. Confirmation codes
Offline orders	If the internet drops, orders are kept on the device and sent when it's back — never doubled. Working offline
Local install	KazeOS on your own Windows or Linux computer, with nightly backups and a one-way copy to Cloud. This server
Support inside KazeOS	IT can open a case with KazeOS support and decide whether they may look at the hotel's records. Support
Licence moved to Cloud	A hotel no longer manages its own licence on a System Settings page; plans and billing live in KazeOS Cloud.
Shorter setup	Setting up a new hotel is six short steps, ending in a review; rooms are added afterwards from the Rooms page. Setting up a new hotel

Signing in

There are no passwords in KazeOS. Nobody picks a role or department at the sign-in screen — KazeOS already knows who you are, and takes you straight to your own dashboard. Which way you sign in depends on how your hotel works (IT chooses this under How we work):

1. Email and a one-time code — works everywhere

1. Go to your hotel's KazeOS address and choose Sign in with email.
2. Enter your work email. A six-digit code is sent to that inbox.
3. Type the code (you can type it on a computer keyboard, or paste it). You're in.

This option is never turned off, so there is always a way back in. If a code doesn't arrive within a minute, check with IT — the email address on file may need updating.

2. Your name and a 6-digit PIN — on a shared tablet

In hotels where phones aren't allowed during work, IT sets up shared tablets or PCs called stations (for example "Bar tablet 1"). On a station you tap your name, then type your 6-digit PIN. The tablet locks itself after a short idle time and goes back to the list of names, so the next person starts fresh. A manager or IT member can tap "Sign in with your email instead".

• Your PIN is given to you by your manager, HR, or IT (shown to them once, when it's set). You can change your own PIN with your current one.
• Five wrong tries lock that PIN for 15 minutes. Easy PINs like 123456 or 111111 are refused.
• A station only opens the screens for its own team (for example restaurant & bar, or kitchen), and it stops working within seconds if IT removes it.

3. A PIN on your own phone or PC — "trust this device"

If your hotel allows personal devices, after you sign in with an email code you'll see a small banner: "Skip the email code next time". Choose Set up, pick a 6-digit PIN once, and from then on that device opens with your PIN instead of another emailed code. Only do this on a phone or computer that is yours. Each person can trust up to three devices.

4. Getting back in on a local install

If your hotel runs KazeOS on its own server and nobody can sign in (no email set up, a forgotten PIN, a replaced tablet), someone at the server runs the command kazeos recovery, which prints a one-time 12-character code. Type it at /recover to sign in as the hotel's IT account.

Signed out by ITIf IT deactivates your account, or removes a station, that sign-in stops working within about ten seconds — you don't have to wait for it to expire.

Getting around

Once signed in, your department's tools live in the left-hand navigation. Every role's dashboard opens to the thing that matters most first thing — the arrivals board for Front Desk, the order queue for Kitchen, today's reconciliation for Finance.

A few things are the same everywhere:

• Announcements — a shared channel every role can read and post to. See Announcements.
• Your name, top right — opens your own staff profile: photo, ID card, sign-in email. See Your staff profile.
• Search and date-range filters — most reports and tables can be searched, exported, and (where a report spans time) filtered to a specific date range.
• Live updates — nothing needs a page refresh. If a colleague on another device changes something you're looking at, it updates on your screen automatically, and screens refresh by themselves when you come back to a tab or when the network returns.
• You only see what your role needs. Lists that cover the whole hotel are limited to the roles that work with them; a role outside a list sees nothing there.

Roles & departments

Every account belongs to exactly one department, and one role within it. A handful of roles — IT, GM, Owner, and Chairperson — are property-wide: they can open any department's dashboard to look around, without that being a separate identity switch. Everyone else only ever sees their own department.

Department	Roles
Front Desk & Reservations	Front Desk, Front Office Supervisor, Night Auditor
Housekeeping	Housekeeping, Housekeeping Supervisor
Kitchen	Kitchen, Chef (Kitchen Supervisor)
Food & Beverage	Waiter, Bartender, Barista, Cashier, F&B Manager, Assistant F&B Manager
Inventory & Procurement	Inventory
Finance	Finance
Maintenance & Engineering	Maintenance, Chief Engineer
Human Resources	HR
Information Technology	IT property-wide
Sales & Distribution	Sales
Guest Relations	Guest Relations
Management	GM property-wide
Ownership	Owner, Chairperson property-wide

Each department (other than IT and Ownership) has one Head of Department role — the supervisor, manager, or chief — who's responsible for that department's own setup. See Activating a department for how a department gets switched on in the first place.

Your first day heading a department

If you're a newly-activated Head of Department (Front Office Supervisor, F&B Manager, Kitchen Supervisor, HR, Chief Engineer, and so on), your very first sign-in lands on a one-time welcome screen — not your normal dashboard.

1. If your department has an obvious first setup step — room rates, a menu, table layout, rate plans — you'll see a shortcut straight to it.
2. You can add your first few team members right there: name, role, and email. This is the one time you can add staff yourself — after this, every new hire goes through IT (Staff Accounts).
3. When you're ready, Continue to my dashboard closes this one-time window for good.

One-way doorOnce you leave this screen, it won't come back. Add whoever you can right away — anyone else needs IT afterward.

Your staff profile

Click your own name anywhere it appears (or go to Staff Accounts / Staff Directory and open yourself) to reach your profile: your photo, your recent activity, and your sign-in settings.

• Photo — click the camera icon on your own avatar to update it. Only you can change your own photo.
• Sign-in email — changing it requires a confirmation code sent to the new address first, so nobody can quietly redirect your account to an email they control.
• ID card — printable, with your photo, name, role, and department. You can always print your own; HR, IT, Owner, and Chairperson can print anyone's (badge printing is limited on purpose — a printable photo ID is an impersonation risk if anyone could produce one for anyone).
• PIN (only in hotels that use PIN sign-in) — change your own PIN with your current one, and see or remove the personal devices you've trusted (for example a phone you lost). IT, HR, the GM, the Owner or Chairperson — or your own Head of Department — can give you a fresh PIN if you forget it; it's shown to them once, so they pass it to you directly.

Setting up a new hotel

A new hotel — created from KazeOS Cloud, or freshly installed on your own server — opens on a short set-up wizard the first time. The first screen asks which kind of hotel this is.

"I run my lodge or guest house myself" — about three minutes

For a small property where the owner is the front desk, the housekeeper, the barman and the cashier. There are no departments to set up. The steps are Welcome, Your hotel, You (your name and email — your role is Owner), Rooms (the kind of room, its price, how many, and which floor; room numbers follow the floor), Bar and restaurant (a list of usual items: tick and price them) and Review. It creates your account, your room types and rooms and your menu, and turns on Solo mode in one step; a lodge set up this way doesn't also activate departments. You then land on a home page made for the owner of a solo lodge: a Getting started checklist (Add your rooms, Check your bar and restaurant menu, Take your first booking, Sell your first drink or meal, Close your first night), each ticked off automatically from what you have really done and with a button to go straight there, and below it the day at a glance: occupancy, arrivals to come, due out, rooms to sell tonight, open bills and takings today, with the arrivals and departures listed. Buttons for Quick booking (name, phone, dates, kind of room, deposit; KazeOS picks a free room), Reservations, Take an order and Close the night are at the top.

"I have departments and a team"

1. Welcome — what's about to happen.
2. Your hotel — the hotel's name and basic details.
3. Admin account — the IT account (skipped when a hotel was created from Cloud, since it already exists).
4. Departments — switch on the departments you use. Each one creates its Head of Department's account (a name and an email). You must activate at least one before you can skip the rest.
5. How you work — a few questions (phones, internet, restaurant style, size) and a recommended setup for sign-in and ordering. See How we work. You can skip it and change it any time.
6. Review — check everything and finish.

On this path, rooms and room rates are not part of the wizard: the Front Office Supervisor adds them afterwards from Rooms and Room Types & Rates.

Left it half-done?Sign back in to the same hotel and the wizard resumes: the hotel name and admin steps are already done and are skipped. Choices you hadn't saved yet are asked again.

Front Desk & Reservations

Front Desk · Front Office Supervisor · Night Auditor

Arrivals, in-house guests and departures, room status, everything the hotel sells besides rooms and food, and the front desk's own small store. The Front Office Supervisor additionally owns room setup, room rates and service prices; the Night Auditor runs the overnight shift.

Reservations

Arrivals, in-house guests and departures in one place, in tabs: Arrivals, In-house, Departures, Upcoming (future-dated bookings) and All, each with a count. Search by name, reservation number, room, phone or company.

Walk-in and quick booking

Walk-in is for a guest at the desk now: the stay starts today, only rooms that are free tonight are offered (marked ready or being cleaned), and the registration card opens straight away. Quick booking takes just the name, phone, check-in and check-out, the kind of room (with how many are free) and a deposit, and chooses the room for the guest — a free one of that type, a ready one first for tonight. The full form below is unchanged.

New reservation

The form has these parts:

• Guest — first and last name, phone, email, nationality.
• Stay — the room, the check-in → check-out dates on a calendar (nights someone else already holds that room are crossed out, so you can't double-book), adults, children and their ages, the expected arrival time, and where the guest is coming from and going next.
• Booking — how it was booked (walk-in, phone, email, website, booking site, corporate, agent), the meal plan, the purpose of the stay, a bed preference, and the company's tax number (TIN) for a company booking.
• Rate and guarantee — how the stay is guaranteed (none, deposit, card, company or prepaid), the deposit received and how it was paid, and a reference. The nightly rate is never typed in: it comes from Room Types & Rates, and a room type without a rate can't be booked yet. Features a room carries (sea view, extra bed) are added as upsells.
• In-room items & amenities — what the guest will be given; see Front Office Store.
• Requests and notes — special requests (printed on the confirmation), internal notes (staff only, never printed), and other guests sharing the room.

Expected→Checked in→Balance owed→Checked out

What you can do on a reservation

• Before arrival: Check in, Edit (any detail; availability is rechecked for new dates), Items, Cancel (with a reason; a guest who never came is marked no-show, and the room is freed either way), and Confirmation (a printable confirmation).
• Check in opens the registration card: Identity (kept in the hotel's guest register, as the law requires), Visit, Payment at check-in, the in-room items, and the card itself for the guest to sign. It's available only once the room is Inspected by Housekeeping and the arrival date has come.
• While in-house: Receive payment when there is a balance, Items, Folio (every charge on the stay) and Card (the registration card). Check out is blocked until the balance is paid; once it's settled the guest can leave.
• Early departure. The system refuses to check a guest out before the due-out day, for every department. A guest leaving earlier needs a supervisor: the Front Office Supervisor, GM, Owner, Chairperson or IT chooses Early departure and gives a reason. The nights the guest won't use are not refunded automatically. Other roles see Check out greyed out with that explanation.
• After departure: the stay shows departed and its Invoice number.

Full stayThe Folio and Invoice show every charge posted against a stay, from any department — room, restaurant, services — in one place.

Guests

A directory of everyone currently arriving or departing, cross-referenced with their Guest Relations profile (loyalty tier, preferences) where one exists. Quick jump to any guest's invoice from here.

Room Status

Every room, every floor, at a glance — occupancy (Vacant / Occupied / Out of order) alongside Housekeeping's own cleanliness status. Click any room for its full detail page. This view is read-only here — cleanliness itself is only changed from Room Board, by Housekeeping.

Rooms & Room Types & Rates Front Office Supervisor

Rooms is where the physical inventory is set up. Only the Front Office Supervisor and IT see the add and edit buttons. A room holds its number (1 to 10 letters or numbers), floor, room type, beds, size in square metres, view, whether smoking is allowed, step-free access, the building or wing, a description, and the room it connects to (both rooms name each other, and a room can connect to only one other). Mark it VIP if needed. Each room can also carry its own features / upsells — a named, priced extra such as "Sea view" — which are added automatically wherever that room is booked.

• Out of service. Taking a room out of order needs a reason, which goes into its notes; it is excluded from bookings and availability until returned.
• Changing a room's type is refused while a guest is in it or bookings are waiting on it.
• A room's clean or dirty state (Dirty, Being cleaned, Clean, Inspected, set by Housekeeping) shows everywhere a room is listed, including the Rooms list and the room choice on the reservation form.

Room Types & Rates sets the base nightly rate for each room type — the single source of truth Reservations pulls from. Nobody types a rate by hand when booking; it always comes from here. Add rooms on a room type adds several rooms at once (you give how many and the floor), numbered by floor — floor 2 gives 201, 202…, the ground floor 001, 002… — skipping numbers already in use. The room type's usual in-room items are set here too; see Front Office Store.

Shift Handover

Two things so nothing gets lost between shifts.

• Handover notes — continuity notes with a category (guest request, VIP, billing, security and more), an urgency, an optional room, and the author taken from who is signed in. Whoever deals with it closes it and says what was done; an urgent note can't be closed without that line.
• The handover report, written when a shift ends: the shift and date, who is taking over, a count of the property that KazeOS takes at that moment (in-house, due out, arrivals still to come, dirty rooms, out of order, open faults, open and urgent notes), the cash float and the cash counted (a count under the float needs an explanation), a summary, incidents, what is still to do, and the open notes carried over, frozen as they were. The person taking over acknowledges it after recounting the cash: a difference needs a note, nobody can acknowledge their own report, and only one acknowledgement counts. It can be printed.

Services & Service Prices

Services is for everything the hotel sells besides rooms and food: the pool, the hotel car, laundry, spa, parking. It's in the menus of Front Desk, the Front Office Supervisor, the Night Auditor, Finance, the GM, the Owner and the Chairperson. It has three tabs:

• Sell — choose the service and how many (people or units), then charge it to a room (only guests who are checked in can be charged) or take payment now and say how it was paid. A guest or visitor name and a note are optional. A sale paid now gets a numbered receipt with the VAT shown, and a room charge prints on the guest's invoice. A service can also ask the seller for a detail, such as the vehicle and destination for the hotel car.
• Sales log — every sale in a date range, searchable. A sale made by mistake can be voided with a reason: a room charge comes off the guest's bill, and a paid sale is reversed in the books, so give the money back to the customer.
• Revenue by outlet — sales, before VAT, and VAT for the period.

Service Prices (Front Office Supervisor, GM, Owner, Chairperson) is where the list of services and what each costs is kept (with an "add the usual services" list to start from). Each service is reported under its own outlet.

Front Office Store

The front desk's own store: pens, bottled water, stationery, registration cards, keycards and welcome items. The desk records what it uses; the Front Office Supervisor keeps the list; restocking is a requisition to the main store. Every change is kept in a history, so "why did this number change" always has an answer.

• Items. Each shows how much is in the store, the level to keep at least (below it the item shows Low, and below half of it Critical), whether it goes in guest rooms, and its cost. Request more opens a requisition for it; when several items are low, the button at the top requests them. The supervisor can Add an item, edit it, count it (enter what is really on the shelf and say why it changed), and archive it (it leaves the lists and the reservation form; its history stays).
• Use. The desk records what it uses: used at the desk, given to a guest, damaged or lost (the last two need a few words saying what happened).
• In-room items. Tick Can be put in a guest's room on an item, with the usual number and whether it is per night or per stay (for example one water bottle a night). It then appears under In-room items & amenities on reservations: tick an item when it is handed over and it leaves the store. Use Items on the reservation to record what a guest was given, so it stays with that guest's stay and is printed on the documents.
• Usage report (supervisor and leadership). Over a date range: what was put in guest rooms, handed to guests, used at the desk, damaged or lost, what came in, the balance now, and the cost of what went.

Cashier Report

Revenue posted by Front Desk & Reservations: room charges, extended stays and balance payments. It is for the Front Office Supervisor and the Night Auditor, and also for Finance, IT, the GM, the Owner and the Chairperson; front desk agents don't have it, and any other role is refused. Property-wide roles can filter it by department.

Night Audit

The Night Auditor runs the overnight shift with Reservations, Room Status, Services, the Front Office Store, Shift Handover and the Cashier Report, plus full Activity History for the department — reviewing the day's business as it closes out.

Housekeeping

Housekeeping · Housekeeping Supervisor

Every occupied or vacant room, sorted so the ones that matter most — a same-day checkout, a VIP, a stayover — surface first.

Room Board

Dirty→In progress→Clean→Inspected

Click the status button to move a room to the next stage. A room marked Clean by a Housekeeping attendant waits for the Housekeeping Supervisor to mark it Inspected — a second pair of eyes before it's ready to sell — except the Supervisor's own board can move a room straight through since they are that second check.

A room currently occupied shows "Occupied, service only" — it can't be cycled through the full checkout flow while a guest is still in it. Each room also carries a notes button for anything worth flagging (a guest request, something broken) tied to that room.

Why Inspected mattersFront Desk can't check a new guest into a room until it reaches Inspected here — this status is the actual gate, not a formality.

Lost & Found

A register of items found on the property, shared with Front Desk, since that's usually where a guest asks after they've checked out. Each item gets a number (LF-2026-00001) and records its category, colour, brand, the day it was found, who found it, and where it is kept — valuables must go in the safe, the security office or the manager's office. The probable owner is filled in from the room's last booking. You can also log an item from the room's own page.

• Handing it back needs the claimant's name and phone, and an ID for valuables; a courier or police release needs a reference. Only the first release counts.
• Keeping. Items are kept for 90 days (180 for valuables); after that a supervisor can dispose of an item, recording the method and the reason.
• A tag or receipt can be printed. The claimant's ID and the guest's contact details are hidden from staff outside the desk.

Kitchen

Kitchen · Chef (Kitchen Supervisor)

The live ticket queue — every food order sent from a table, worked through to served.

Kitchen Orders

New→Preparing→Ready to serve

Tickets appear the moment a waiter sends an order from Take Order — food and drink lines split automatically, so Kitchen only ever sees what's actually for the kitchen. Click a ticket to advance it through the queue. A ticket running long is flagged so nothing quietly sits forgotten.

Food Menu Chef

What Kitchen serves — name, category, price, and whether it's currently available. Toggling an item unavailable pulls it from what waiters can order in Take Order immediately, without deleting it (handy for a temporary 86 on an ingredient).

Order History & Item Sales

Order History is every ticket that's already been served, for reference. Item Sales totals how many of each menu item sold over a date range — the fastest way to see what's actually moving.

Kitchen Store

Dry, perishable and meat stock held in the kitchen. It is topped up when the stores hand over goods on a requisition, and it is a child of the main Stock list, where every department's share is shown together.

Food & Beverage

Waiter · Cashier · Bartender · Barista · F&B Manager · Assistant Manager

Front-of-house service — seating, ordering, and the money changing hands at the end of it.

Open Bills, Tables & Table Setup

Each hotel chooses how customers order (IT or the Owner sets it under How we work): Tables (the bill belongs to a table — best for a restaurant), Tickets (a numbered bill that belongs to the customer — best for a bar or lounge), or Both. Open Bills is in every waiter's menu and lists every bill that is still running — bar bills, tables and rooms. Tables is hidden in a hotel that uses only tickets.

Bar bills (tickets) — for bars and lounges

People move around a bar, so a "table" stops being a reliable thing to bill. A ticket is a numbered bill (Tab 1, Tab 2, …, never reused) that follows the customer.

1. Start a new bill from Take Order — one tap. A name ("blue shirt") and place ("pool deck") are optional and only help you find it again; they never change the bill.
2. Tap the drinks and send. Popular items sit at the top, and Same again repeats the last round in one tap.
3. Later, Add order to the same bill from Open Bills. Mine shows your own bills, Everyone's shows all.
4. When the customer wants to pay, tap Bill please. The bill jumps to the top of the cashier's list.

Only the cashier or a manager settles a bill (see Bills) — the person who holds the cash closes it, not the waiter who took the orders. A manager can remove an order from a bill, which lowers it and is recorded. Guests can't order onto a ticket from their phone.

Tables — for restaurants

Open a table with a guest count and, optionally, link it to an in-house room for a room-service bill. If the table is one of the property's registered tables (set up by the F&B Manager in Table Setup), the guest count can't exceed its actual seating capacity.

Table Setup (F&B Manager and Assistant) is where the floor's real tables and their capacities are defined, including adding several at once for a fast initial layout.

Take Order & My Orders

Take Order: tap what the guest wants, then say who it is for. Where a hotel has more than one outlet, choose Selling at first so the sale is reported under the right place. Items can carry options and a note for the kitchen. When you send, you pick where it goes — a new bill, an existing bill or table, or a room (for room service, charged to the guest's folio). It splits automatically — food goes to the kitchen, drinks to the bar, coffee to the coffee station — and lands on the bill; nothing is re-entered anywhere else. Arriving from Add order on a bill takes you straight there, with Same again for the last round. Every line keeps the price it was ordered at, so a later menu price change never rewrites an old bill. My Orders shows a waiter's own orders and notifies them as items become ready to serve.

Outlets, Drinks Menu & Coffee F&B Manager

• Outlets are the places that sell food and drink: the restaurant, the bar, a coffee shop. Add an outlet (a short name, what kind of place, and when it opens and closes), and say which menu section each one sells. Every order and the takings then show where they were sold. Items from a section with no outlet go to the outlet picked on the order screen, or the tablet's. The number of outlets and tablets a hotel can use depends on its plan.
• Drinks Menu is the menu for the bar and the coffee station: prices, sizes and extras, and what is available today. F&B management looks after it; bartenders and baristas can mark a drink as finished ("86'd"). The kitchen's own Food Menu works the same way.
• Coffee Queue (baristas) works coffee and hot-drink orders through to served, the same way Bar Queue does for the bar; baristas also have a Coffee Order History.

Working offline

If the Wi-Fi blips, keep taking orders. An order sent without a connection is saved on that device and a banner says so — please don't enter it again. As soon as the connection returns (it retries every few seconds) the order is sent to the kitchen or bar, under the name of the person who took it, with the time it was taken. Sending it twice can't double-order: each saved order carries its own unique reference.

Bills Cashier · F&B Manager

Every currently open table and bill, and a record of bills already closed today. Customers asking for their bill are listed first, then the most recently active. Search by ticket, name, place, or waiter. View / print shows the itemized bill, ready to hand to a guest.

Two helpers for the cashier and managers: a strip showing who still has unsettled tickets (per waiter, with a count and total), and a quiet for a while flag on a ticket nothing has been ordered on for several hours (six by default; IT can change it) — a nudge that someone may have left without paying.

A ticket can be settled at any stage; a table can be settled once it's awaiting its bill. Closing requires a payment method (cash, card, or mobile money) — or Charge to room, which posts it to the guest's own folio instead of collecting cash at the table. Either way, closing requires a confirmation — money changes hands right here, so a second factor confirms it's really you. Waiters can't close tickets; only the cashier and managers can.

Bar Queue Bartender · Barista

The drinks equivalent of Kitchen Orders — every drink ticket, worked through the same new → preparing → ready flow, plus its own order history.

Waiter Sales Cashier · F&B Manager

Every waiter's closed bills, totaled for today or any date range — the tool for backtracking who sold what, and reconciling a waiter's shift against what they actually rang up.

Inventory & Procurement

Inventory

The main store everything else draws from — stock levels, incoming orders, and every other department's requests against it.

Stock

OK→Low→Critical

One list for the whole hotel. Each item shows what the main store holds and what each department holds of it — the kitchen, bar, housekeeping and the rest are children of the main store. Every item's quantity is measured against its par level, with a status that updates automatically. Adjust a quantity, or Restock to par in one click. Every change — an adjustment, a delivery received, stock sent out on a requisition — is written to that item's own history, so "why is this number what it is" always has an answer.

Purchase Orders

A numbered order to a named supplier, with line items (item, quantity and unit cost), VAT and totals. Someone other than the person who raised it approves it, then it is sent, then the delivery is booked against it in Goods Received. A purchase order can be printed.

Goods Received & Suppliers

• Goods Received — a goods-received note for each delivery, against an order or direct. Count what arrived and check it against the order; rejections need a reason, over-delivery is warned about, perishables carry an expiry date, and the same supplier note can't be booked twice. Booking it puts the goods into stock at the price paid, and KazeOS works out the average cost at each delivery. It can be printed.
• Suppliers — who the hotel buys from, as records: phone, tax number (TIN), VAT status, payment terms and how fast they deliver. A duplicate tax number or name is refused.

Stock Count & Stock Value

• Stock Count — a numbered count (CNT…) of the shelves. The sheet is blind: while counting, the screen does not show what the system thinks is there. Only one count runs at a time. The storekeeper submits it, and someone else approves it (Finance, the GM or the Owner; leaders may approve their own); only then are the differences posted as count corrections at cost. Every difference is kept with who counted and who approved. A blank sheet can be printed for counting.
• Stock Value — what the stock cost, what it should earn, what it has already earned and what is left, item by item, for a date range, plus what was lost and what was issued to departments. Wastage, breakage, expiry, theft and samples need a reason and a note.

Requisitions

One Requisitions screen for every department. A department asks for stock with a date, an urgency and a purpose. Finance, the GM or the Owner approves it — all of it, or fewer than asked — or declines it with a reason (see Approving requisitions). The storekeeper hands the goods over, in rounds if the store is short, never more than was approved or is on the shelf; each handover is recorded at cost under the requisition's number, and the cost goes to the department. A part-issued requisition can be closed, and one can be cancelled before anything is issued. Each department sees only its own. A store requisition and issue voucher (REQ) can be printed, with signature lines.

Each department's own stock is a child of the main stock: other departments see Held by <department> on Requisitions, and a department records what it used, spoiled, broke or lost from what it holds there. The kitchen's store is topped up automatically when goods are issued to it.

Finance

Finance

Revenue and expenses, purchase orders and what suppliers bill, requisition approvals, payroll, and the one irreversible ritual every property runs once a day: closing the night.

Reports

Revenue and expense reporting across a date range you choose — the property's overall financial picture, not scoped to one department the way other roles' reports are.

Night Audit

A checklist, one row per department, each cycling Pending → Reconciled — or Flagged, with a required reason, if something doesn't add up (a POS total that doesn't match postings, for instance). Every department must be reconciled before the night can close.

Alongside the checklist: the Guest Ledger (active in-house folios) and City Ledger (direct-billed corporate accounts) — today's postings on each.

Transaction Journal

Every place money or stock moved, across every department, not just what Finance itself posted — useful for following one transaction's path end to end, not just a department's own total.

Supplier Invoices

What suppliers bill the hotel, recorded against the supplier, the purchase order and the goods received note. KazeOS does a three-way match of the invoice with the order and the delivery, with a small tolerance (the larger of RWF 500 or 1%). A duplicate invoice number for the same supplier is refused, and VAT is only accepted for VAT-registered suppliers. A mismatch needs a reason to approve, and the person who entered an invoice can't approve it (leaders can). Paying it books an expense under Inventory & Procurement with the method and a reference. Guest invoices are on each stay's Folio and Invoice in Reservations.

Approving requisitions

Every department's stock request lands on Requisitions for a decision by Finance, the GM or the Owner. Approve all of it or fewer than asked, or decline with a reason. Approval doesn't move stock: the storekeeper hands the goods over afterwards, in rounds if the store is short.

Finance and the GM also have a Waiting for your decision card on their dashboards (it appears only when something is waiting, with the message "Other departments are held up until these are done"). It counts Requisitions to approve, Purchase orders to approve, Stock counts to approve, Supplier invoices to approve, Supplier invoices to pay (with the total owed) and Supplier invoices overdue, and each line opens that screen.

Maintenance & Engineering

Maintenance · Chief Engineer

Every physical issue on the property, from a leaking tap to a broken AC unit, before it becomes a guest complaint.

Work Orders

Open→In progress→Done

Log a new order with a location, the issue, and a priority (High / Medium / Low), assign it to whoever's handling it, and advance it as work happens. A high-priority open order is exactly what surfaces on the Maintenance dashboard's alert — resolved and done orders never count against it.

Assets

The property's asset register. Each asset gets a tag (AST-2026-00001) and holds its make, model, serial number (unique), supplier, purchase date and price, warranty end and useful life (KazeOS works out its book value, straight-line), and a service interval, with the next service date and an overdue flag.

• Servicing records the date, what was done and the cost. Flagging a fault, or taking an asset out of service, needs a reason.
• Retiring an asset (sold, scrapped, donated or lost) keeps it and its history in the register, with the reason and any sale price; a retired asset can't be changed. An asset with no history can be deleted.
• An asset card with its history can be printed.

Human Resources

HR

Staffing, scheduling, attendance, and payroll for the whole property.

Leave Requests

Every time-off request awaiting a decision, and a record of what's already been decided. Approve or decline — there's no separate approval chain, HR is the decision-maker.

Staff Directory

Everyone on the roster, grouped by department, searchable by name, each with a live indicator of whether they're currently online in KazeOS.

Attendance

Who actually showed up, for any day (not the future — there's nothing to record yet for a day that hasn't happened). Click a person's status to cycle it: Present → Late → Absent → On leave. Clock-in/out times and scheduled shift show alongside, pulled straight from the Roster.

Payroll

One payslip per person, per pay period, numbered like PS-2026-00012. Generate payroll creates a pending record for anyone who doesn't already have one that period; each month starts from the person's last pay. A payslip has base pay, allowances and overtime lines, and deduction lines (tax, pension, advances): HR enters the amounts — KazeOS doesn't guess statutory rates. Gross and net are worked out for you, and each record shows the person's attendance for the period.

• Marking it paid needs the method (bank, mobile money or cash), a reference for bank and mobile payments, and the date. Nobody can record their own pay, and a double click pays once. Taking a payment back needs a reason, and only HR can.
• Who sees what. HR prepares payslips; HR and Finance record payments; HR, Finance, the GM, the Owner and the Chairperson can read them. Staff open their own paid payslips from their profile. A payslip can be printed, showing the pay destination masked.

Schedules & Roster

Schedules is a read-only view of who's working today, across every department. Roster is where shifts actually get built — day or week view, per department — and every role with staff of their own gets their own Roster to build their department's timetable (not just HR).

Information Technology

IT · property-wide

IT installs the system, provisions every account, and is the one role with visibility into every department at once — administering the system itself, not any one department's day-to-day work.

Departments

Every department's live pulse in one grid — occupancy, tickets running long, critical stock, open work orders, reconciliation progress, pending leave, and more — each card linking straight into that department's own dashboard.

This is also where a department gets switched on for the first time: Activate department creates its Head of Department's account directly (name + email — no separate invite code, they just sign in normally once created). A department already staffed but switched off can be reactivated in one click instead, turning its existing accounts back on.

Tickets

Support requests from across the property, with a priority and the reporting department attached. Anyone can send IT a ticket directly from Announcements as well, by checking "Also send to IT" on a post.

Staff Accounts

Add, edit, or deactivate any staff account, in any department. This is the standing way new hires get added to KazeOS, once a department is past its own one-time first-day setup window.

In a hotel that uses PIN sign-in, each person also shows PIN set, no PIN, or PIN locked, with a key button to give them a new PIN. A new PIN is shown once; pass it to the person directly. The old PIN stops working straight away.

How we work IT · Owner · Chairperson

Hotels differ — some ban phones on shift, some let staff use their own, some have fixed tablets. This page tells KazeOS how your hotel works, so staff see the right way to sign in and take orders. It asks the same questions as the last step of set-up, and you can change it any time; nothing is deleted, only what people see changes.

• Phones — can staff use their own? Yes / some teams only / no phones during work.
• Internet — reliable / drops sometimes / often offline.
• How customers order — Tables, Tickets, or Both (see Open Bills & Tables). With tickets you can also set how many hours of silence marks a ticket as "quiet for a while".
• Size — rooms, staff, and restaurant covers per day (rough numbers are fine).

From the answers KazeOS shows a Recommended for you setup — fixed tablets with PINs, staff's own devices, or a mix — including roughly how many tablets to plan for. Use this setup applies it; Fine-tune lets you set the pieces yourself: how restaurant and bar ordering works, how the kitchen and bar screens work, how closing a bill is confirmed (emailed code, the person's own PIN, or a supervisor's PIN), and how long a shared tablet can sit idle before it locks (30 seconds to 10 minutes).

Solo mode — the owner runs the whole lodge

On How we work, Solo mode is for a small lodge where the owner is the front desk, the housekeeper, the barman and the cashier. With it on, the Owner account gets the front desk, rooms, room types and rates, housekeeping, the restaurant and bar (Take Order, Open Bills, Bills, Kitchen Orders, Bar Queue, menus, Outlets), stock, the Front Office Store, requisitions, Night Audit and Reports in one menu, so no departments, extra accounts or PINs are needed. Nobody else gets more than they had, and you can switch it off at any time.

Stations & PINs IT · Owner · Chairperson

For hotels that use PIN sign-in. A station is a shared tablet or PC where staff tap their name and type a 6-digit PIN. To set one up:

1. Open Stations & PINs and choose Add a station. Name it ("Bar tablet 1") and say who signs in there: Restaurant & bar, Kitchen, Front desk, Housekeeping, or Anyone.
2. KazeOS shows a one-time code. It works once and only for 24 hours; it is not shown again.
3. On the tablet, open your hotel's address followed by /station, type the code, and choose Connect this tablet.
4. Give each person a 6-digit PIN from Staff Accounts.

Each station shows waiting to connect, connected (with when it was last used), or code expired. New code / Set up again re-enrols a tablet (for example after replacing it), and the bin button removes it — it stops working within seconds, and can be set up again with a new code. If PIN sign-in is off, this page tells you to switch it on under How we work.

Support IT · Cloud hotels

Open a case with KazeOS support without leaving the system: a short subject, a priority, and what's happening. Support replies in the same thread, and you can answer back. A case moves through the same stages as any ticket until it's resolved.

At the top of the page is KazeOS support access. By default support can see and reply to your cases but cannot view the hotel's records. Choose Allow access only while you want them to look at your data to fix something, and Deny access when you're done. This page isn't on a local install, which doesn't connect to the support desk.

This server (local install) IT · Owner · Chairperson

When KazeOS runs on a computer in your own hotel, this page is the control room. It appears only on a local install.

• Connect devices — a QR code and address to open on any tablet, phone, or PC on the hotel's Wi-Fi. Ask whoever runs your network to give the server a fixed address so these links never change.
• Server health — version, computer name, how long it has been running, the size of your hotel's data, and whether email for sign-in codes is set up. Without email, staff sign in with PINs and IT uses the recovery command.
• Backups — a full copy of the hotel's data is saved automatically every night and kept for weeks (14 daily and 8 weekly copies, plus a safety copy before any update or restore). Back up now takes one immediately; Download saves one to take off-site. KazeOS warns you if the last backup is more than a day and a half old — usually because the server was switched off overnight. Keep a second copy on a USB drive or another computer.
• KazeOS licence — see below.
• Software updates — see below.
• KazeOS Cloud link — optionally copies your hotel's data, one way, to a read-only copy in Cloud, so owners can see the hotel from anywhere. You link it by signing in with the owner's KazeOS Cloud email. Nothing done in Cloud changes the server. See Connecting an on-site hotel. Payroll details and PIN hashes are never copied.

KazeOS licence

A new server starts on a free trial of 30 days with everything working. To keep going after that it needs a licence. There are two ways to give it one; a licence belongs to one server.

1. Type the key on the server. An IT user or the owner enters the licence key under This server → KazeOS licence: type or paste it (it's formatted as KZ-XXXX-XXXX-XXXX-XXXX for you) and choose Activate. The server needs to be online once to do this, and activating also links it to KazeOS Cloud, so there is no separate connection code to enter.
2. The owner gives it one in Cloud — nothing to type. First link the server to Cloud with the owner's Cloud email. Then, in Cloud under Billing → Your Standalone licenses, the owner chooses Give to a server on an unused licence and picks the server. It starts working by itself within a couple of minutes.

The card shows where you stand:

Status	What it means
Free trial	Days left are shown. Everything works.
Active	Licensed. The last four characters of the key are shown, with the date maintenance and backups are paid until.
Maintenance due	The monthly maintenance has lapsed. KazeOS keeps working; maintenance is what pays for the Cloud link, updates and support, so those are what's at risk. Contact KazeOS to renew.
Trial ended / Not active	No licence is active (the trial ran out, or the licence was withdrawn). KazeOS becomes read-only: people can still sign in, look at everything, and back it up, but can't make changes until a licence is activated. Your data is safe.

The principle is that a hotel is never switched off for being offline or a late payment — only a finished trial or a withdrawn licence restricts anything. A thin banner at the top of the app shows IT, the Owner and the Chairperson the trial countdown and any problem, with an Activate a license link; everyone else only sees it if the server has gone read-only, so they know why saving stopped and to ask IT or the owner. The licence is bought through KazeOS (see Billing & plans), and the owner sees every licence, which server it's on, and the date maintenance is paid until, under Billing → Your Standalone licenses. An owner whose group holds a Standalone licence downloads the installer from Downloads.

Software updates

A server linked to Cloud keeps itself up to date, so nobody carries an installer on a flash drive. New versions are checked to be genuinely from KazeOS before they're used, downloaded in your quiet hours, installed after your data is backed up, and undone automatically if the new version won't start. Under This server → Software updates you choose how:

Setting	What happens
Update automatically (default)	Downloads and installs by itself during the quiet hours, as long as nobody has ordered in the last ten minutes.
Ask me first	Downloads in the quiet hours, but installs only when IT presses Install now.
Don't update	Only checks, and tells IT that something new exists.

• Quiet hours default to 03:00–05:00. Change them to whenever the bar and restaurant are closed.
• Check now looks for a new version immediately. When one exists you see its number and what's new in plain words, and Install now (or Download and install now) does it straight away after asking you to confirm.
• While installing, the system restarts for 1–3 minutes and you'll be signed out. Orders taken on tablets meanwhile are kept on each device and sent afterwards.
• If an update didn't start, the page says the previous version was restored and your data is as it was. That version isn't retried automatically for a week, unless IT presses Install now.
• The page shows the version you have, when it last checked, and the result of the last update.

If the page says the server isn't linked to Cloud, activating a licence (or the Cloud link) fixes it; until then, install new versions by hand with kazeos update. If it says automatic installing needs a one-time setup, an administrator runs kazeos install-updater once on the server. A server still on a version older than 0.3 needs one manual update first.

On the server computer itself, the kazeos command can show status, start/stop/restart the system, run recovery, backup and restore, update (which rolls back automatically if the new version fails), and set the mail server (smtp). A server linked to Cloud also updates itself: new versions are downloaded in the hotel's quiet hours (set under This server → Software updates, default 03:00 to 05:00), your data is backed up first, and if a new version doesn't start the server goes back to the previous one by itself. Full install steps are in the install guide supplied with your package.

Sales & Distribution

Sales

The booking pipeline beyond individual walk-ins and direct reservations — group business, events, and channel pricing.

Sales also has Booking listing in its menu, for putting the hotel on the public KazeOS Booking site; see KazeOS Booking.

Group Bookings & Events

Group bookings

A group booking is a real contract, numbered like GRP-2026-00001: the organizer, company and tax number, arrival date, nights, rooms by type at the agreed rate, guests, meal plan, purpose, cut-off date, deposit and due date, who pays, and notes. The form shows live whether the hotel can hold those rooms (free rooms of the type for those dates, minus rooms promised to other confirmed groups). A Tentative group holds nothing and may exceed availability; confirming is refused when rooms are short. The same group on the same arrival date is refused as a duplicate, and cancelling needs a reason and releases the rooms. A printable group proposal / agreement shows the VAT, deposit, balance, rooms held until, and signature lines for both sides.

Events (BEO)

A banquet event order, numbered like BEO-2026-00001: the date and start, end and set-up times, the room and set-up style, guaranteed guests, the meal service and menu, drinks, equipment, the client contact and company tax number, priced charge lines (fixed or per guest), and the deposit asked and received. A room clash is refused (an order holds its room from set-up time to its end). An order is sent to the departments only when it is complete (date and times, room, guests, contact, and a menu when there is a meal); changing an order that was sent makes a new revision that prints on the sheet. Done can be marked once the day has come and records the guests who came (per-guest charges follow); billing needs charges; cancelling needs a reason. A function sheet can be printed. The Kitchen Supervisor, F&B Manager and GM have a read-only Events entry, and staff who don't handle money see it without prices.

Channels & Rate Plans

Channels lists where bookings come from (direct, booking sites, corporate), with each channel's commission. Rate Plans are priced offers on top of your room types. A plan says which room type it prices (or all), whether it is a fixed rate or a percentage off the room type's usual rate (it then follows that rate when it changes), the meals included, valid dates and weekdays, the shortest and longest stay, and cancellation terms with free-cancellation days. Two active plans that price the same channel, room and day are refused, also when you switch a paused plan back on. A plan can be edited (its name stays), paused, and removed only when it is paused.

Guest Relations

Guest Relations

Who's staying, what they prefer, and how their stay actually went.

Guest Profiles & Feedback

Guest Profiles holds loyalty tier (Gold / Silver / Standard), visit history, and preferences — searchable, and referenced automatically from Front Desk's own Guests list. Feedback tracks what guests said, with new/unreplied items flagged for follow-up.

Management & Ownership

GM · Owner · Chairperson · property-wide

The property (or portfolio) at a glance, without needing to hunt through every department's own nav to get there.

GM: Departments & Reports

Departments is the GM's own snapshot grid — occupancy, tickets, stock, work orders, reconciliation — each card linking straight into that department's live dashboard. Reports gives the same property-wide reporting Finance has, from the GM's seat.

Owner & Chairperson

Scoped to the whole portfolio, not one property. Properties lists every hotel with occupancy, ADR, and revenue vs. target, expandable for detail, with the ability to flag a property for review (and resolve that flag once addressed). Performance compares trends across the portfolio over time, rather than any single day's noise.

Owners and Chairpersons also have How we work, Stations & PINs, and (on a local install) This server in their menu, so they can decide how the hotel signs in and takes orders without going through IT.

KazeOS Cloud

cloud.kazeos.com · owners & managers

One account for every hotel you run. Cloud is where you create hotels, decide who has access to which one, manage billing, and (for hotels with their own server) see the hotel from anywhere.

Your account & hotels

Go to cloud.kazeos.com and sign in with your email and a one-time code. The first time, this is sign-up — there's no separate registration, and no password. You land on Your hotels.

• Create a hotel — give it a name; its address is suggested from the name (name.hotel.kazeos.com, at least three characters) and you can edit it. You're signed straight in to the new hotel, where the set-up wizard opens. The first hotel starts a free trial (currently 30 days).
• Open a hotel — click it. You're signed in there directly, with no second sign-in. A hotel that still shows finish setup hasn't completed its wizard yet.
• Expand a hotel (the arrow) for live numbers — occupancy and rooms, active staff, and backups on file.
• Back up now (owners) — takes an encrypted snapshot of a Cloud hotel, stored by KazeOS. It isn't a file you download; if a hotel's data is ever lost, KazeOS restores it from here.
• Account settings — your name and profile.

Every Cloud page has its own address, so reloading keeps you where you were, the back button works, and you can bookmark or share a link: cloud.kazeos.com/billing, /hotels, /hotels/<hotel>, /reports, /team, /downloads and /settings. (You still have to be signed in to see them.)

Overview, hotel pages & reports

Cloud opens on Overview: how every hotel you can see is doing today, whether it runs on Cloud or on its own server. The menu on the left (a menu button on a phone) takes you everywhere else. Nothing on these pages changes a hotel's records.

• Needs your attention — the most urgent first: a hotel's server that has stopped responding, a nearly full disk, a late backup, an update that didn't install, tickets left open since before last evening. Select one to open that hotel. The red number beside Overview counts them.
• Totals — revenue today and this week against the week before, rooms in use, and the amount still unpaid on open bills and tickets. Money is never added across currencies.
• A hotel's page — 30 days of revenue, where it came from by department and how guests paid, open tickets and who still owes (per waiter), best sellers, the latest settled bills (who owned them, who settled them), and, for a hotel on its own server, the server's health.
• Reports — revenue for any period, per hotel and department, with a spreadsheet download.

Email alerts

Nothing is emailed unless you turn it on. Under Account settings → Email alerts choose Urgent things only, or Urgent things, and things worth a look. Each problem is emailed once; an urgent one still unresolved is repeated once a day, and if a problem returns after being fixed you are told again. Send me a sample shows what an email looks like. You are only told about hotels you can see.

Team & access

Hotels belong to an organization, created automatically with your first hotel. You own one organization, and you can also be a member of other people's.

• Owner — sees every hotel in the organization, and manages its team and billing.
• Member — sees only the hotels they've been given access to, with the role the owner chose for them at each. The owner also decides what they see in Cloud: Everything about those hotels, or Money only (revenue, occupancy and reports, with no tickets, waiters, staff, servers or backups), which suits an accountant. Money only members can also open Billing, read-only, so an accountant can see invoices and receipts without being able to change anything; Everything members don't see Billing at all.

On Team, add someone by email and choose owner or member. Then, for a member, grant access hotel by hotel and pick the role (for example GM at one hotel, Finance at another). Granting access creates their real staff account at that hotel — they sign in with the same email. Revoking access switches that account off (it isn't deleted, so history stays). Members can be removed from the team entirely.

Billing & plans

Billing (cloud.kazeos.com/billing) is where the owner chooses and pays for KazeOS Cloud. At the top, a message in plain words says where you stand and what to do next: Free trial: N days left, Paid through <date>, Payment due, Your trial has ended or Payment is overdue, and (once lapse rules are on, see below) view-only or paused. When an invoice is waiting, a Pay now button jumps to it. Below it: your plan, how many properties it covers, the monthly price, and the date you're paid through (or when the trial ends).

Plans are by rooms, per property

Each property (hotel) is on a plan chosen by how many rooms it has. Every plan has unlimited staff accounts and email support.

Plan	Rooms	Per month	What it includes
Guest house	up to 10	$25	Front desk and reservations, guests, housekeeping, kitchen and bar, night close; two outlets and two tablets or registers.
Lodge	up to 20	$50	Everything in Guest house, plus stock and purchasing.
Hotel	up to 40	$120	Everything in Lodge, plus HR and payroll, events and groups, and rate plans.
Hotel plus	up to 80	$300	Everything in Hotel, with four outlets and four tablets.
Group	2 to 5 properties	the properties' plans added up, 15% off	One login for several properties. Applies automatically when you have two or more.
Enterprise	—	custom	For hotel groups and chains with their own requirements. Talk to us.
Standalone	—	$1,500 once + $60	Runs on a server in your own hotel, even with no internet; nightly backups, updates and a link to Cloud. Bought through KazeOS; see KazeOS licence.

Two optional add-ons per property: Back office ($30 a month, for Guest house and Lodge only: stock and purchasing, HR and payroll, events and groups, rate plans — Hotel and Hotel plus already include them), and Extra devices ($10 a month each: a tablet or register beyond the ones included, which also opens one more outlet). A plan can't be smaller than the hotel's number of rooms.

Pay Monthly, Three months at once (10% off), or A year (you pay ten months and get twelve). The free trial (currently 30 days) has everything included. Customers who are on Starter, Growth or Portfolio (no longer sold) keep them exactly as they are and renew at the price they agreed; the Billing page says so, and they can move to the new plans whenever they like. The prices above come from the same list KazeOS uses; if one ever differs from the Billing page, the Billing page is right.

Other ways to use KazeOS

The Billing page also has an Other ways to use KazeOS card. Listing only is just your hotel's page on book.kazeos.com, with no operating software and no support included; it isn't something you click to choose, so use Ask us about listing only and KazeOS sets it up with you. It is free to list. A hotel that runs KazeOS pays nothing for it; a hotel that doesn't run KazeOS pays a commission on the room price of completed stays only (nothing on cancellations or no-shows), at the rate shown in the partner terms before it goes live. Guests book on the site and pay at the hotel. A hotel on Listing only can look at KazeOS but not change anything in it. Enterprise and Standalone are likewise arranged with KazeOS.

Choosing — you get an invoice, not an instant switch

1. Each property has its own card. Choose its plan (a plan that is too small for the hotel's rooms is greyed out: "Too small for 24 rooms"), tick Back office if you want it, and use the counter for Extra devices. Add a property adds another (up to five); a property that doesn't exist yet joins your plan when you create the hotel, and Remove takes it off again. Two or more properties are a Group and are 15% cheaper. Choose how long to pay for: Monthly, Three months or A year.
2. The What you will pay panel shows the price as you choose, including VAT. Nothing is charged by choosing. If you have a discount code, type it under Have a code? and apply it: the panel shows the discount, the VAT and what you'll pay before anything is created (a code that doesn't work says why). Then choose Create my invoice.
3. An invoice appears (numbered like KZ-2026-0001) with the amount, the due date, how to pay (mobile money or bank transfer) and the reference to write with your payment, which is the invoice number. View and print gives a printable copy; Cancel this invoice withdraws it so you can choose again. The invoice lists every property's plan and any discount.
4. When your payment arrives, KazeOS records it by hand — usually the same working day — and emails you a receipt. The plan starts then, never before.

Paying early costs you nothing: a new period starts when the current one ends (during a trial, your trial keeps running). Changing in the middle of a paid period: a dearer choice is charged as the difference for the rest of the period, now; a cheaper one is held and starts at your next renewal (the button then reads Schedule this for my next renewal). Invoices are in Rwandan francs once KazeOS has set the exchange rate, with that rate printed on the invoice so an old invoice can always be explained; until then they are in US dollars.

What a plan limits

A hotel on a paid room plan works within its plan. It can't add rooms beyond what the plan covers, can't open more outlets or tablets than the plan includes, and can't change stock and purchasing, payroll, shifts and leave, events and groups or rate plans unless its plan includes them. Looking is never blocked: everything already recorded stays visible. When something is refused, the message tells staff to ask the owner to choose a bigger plan under Billing. A hotel on the free trial, on Starter, Growth or Portfolio, on Enterprise or on Standalone is not limited this way until its owner chooses a room plan. Maintenance, attendance and staff accounts aren't limited by any plan.

VAT, discounts and refunds

• VAT is added on top. The prices on the Billing page exclude VAT. Where VAT applies (currently 18%), it is added on your invoice and shown on its own line, so the invoice total is higher than the plan price.
• Discounts. The Group (15%) and three-month (10%) discounts are part of the price you see. On top of those, KazeOS can offer a percentage or fixed-amount discount, either as a code you type when you choose a plan, or as an automatic offer that is applied to you while it's running. Only one such discount applies to an invoice (the best one you qualify for), it comes off the price before VAT, and it applies to plan invoices rather than mid-period upgrades. An offer may be limited to certain plans, to certain dates, or to a number of invoices (for example just the first). If a discount brings an invoice to nothing, it is settled automatically and there is nothing to pay.
• No refunds. Payments are final, for Cloud plans and Standalone licences alike; the free trial is the way to try KazeOS first. If you've paid twice by mistake or something was invoiced wrongly, write to support@kazeos.com or open a case with Get support in KazeOS Cloud, and KazeOS corrects the invoice by hand. The full wording is in the Terms on kazeos.com.

The rest of the Billing page

• Billing details — your legal name (company or owner), tax number (TIN, optional until you need a tax invoice), phone, address, and the email invoices go to. Add them before your first invoice so it carries the right name.
• Your Standalone licenses — appears once you hold a licence or have a linked server on trial. One licence per server, paid separately from your Cloud plan, each with the last four characters of its key, which server it's on, and when maintenance is paid until. Give to a server assigns an unused licence to a linked server with nothing to type; Move to a new server frees it. See KazeOS licence.
• Invoices and payments — every invoice with its date, status (Awaiting payment, Paid, Cancelled), how it was paid, and its total. View opens it; for a paid invoice it's a Receipt you can print.

Only the owner can change anything here. A member with Money only access (an accountant) sees all of it read-only; a member with Everything access has no Billing page.

Online card payment isn't switched on yet; you pay the invoice by the way it describes. For a local install or any billing question, write to support@kazeos.com or use Get support in KazeOS Cloud. Plans and licensing are managed here — a hotel's own IT has no licence page.

If a plan lapses — how it is planned to work

When (after the paid-through date)	What happens
7, 3 and 1 days before	Reminder emails to the owner and billing contact, and a message on the Billing page.
Day 0 to about a week	Due — everything still works; the owner and IT see a banner.
About 1 to 2 weeks	Grace — everything still works; all staff are told to ask the owner.
About 2 to 6 weeks	View-only — everyone can sign in, look and export, but saving is refused.
After about 6 weeks	Paused — staff can't sign in. The owner can always sign in to Cloud to pay and export data.
After about 3 months	Cancelled. Your data is kept for a while longer before it is removed.

A trial follows the same steps, a little faster, and skips the "due" week. A Standalone server is never made read-only because maintenance is late: it keeps working, and what late maintenance puts at risk is only what it pays for — the Cloud link, updates and support. When a plan has lapsed and an action is refused, a red strip appears at the top of the hotel app for everyone, in plain words, saying that everything entered before is safe and that the owner can pay on Cloud (Billing) to restore saving.

Connecting an on-site hotel

A hotel that runs KazeOS on its own server can link to Cloud so its owners can see it from anywhere, get alerts, and receive automatic updates. The easiest way starts at the server and needs nothing set up in Cloud first:

Sign in with your KazeOS Cloud email (recommended)

1. On the hotel's server, open IT → This server → KazeOS Cloud, type the email you use for KazeOS Cloud, and choose Email me a code. Cloud sends the code, so the server doesn't need email of its own. No Cloud account yet? Use your email anyway — it creates one.
2. Type the six-digit code and choose Connect to KazeOS Cloud.
3. The hotel appears in your Cloud account next to your other hotels, with an On-site tag and its last sync time.

Connecting again with the same hotel name (after a reinstall or new hardware) resumes the same hotel and cuts off the old connection. There's a limit of five attempts per account per day.

With a connection code (the older way)

1. On Your hotels, choose Connect an on-site hotel and type the hotel's name. Cloud shows a one-time 12-character code (valid 24 hours).
2. On the server, in the same card, choose I have a connection code instead and type it.

Syncing is one way: the hotel's server is the only place data is changed, and Cloud holds a read-only copy. Nothing you do in Cloud alters the server, and if the internet is down the server simply queues changes and catches up later. Expand the hotel for last sync, rows received, and server version; owners can issue a new code (Connect a different server), which cuts off the previous connection.

Downloads

If your group holds a Standalone license, the owner finds the installer for a hotel's own server under Downloads: Windows or Linux, with the release notes and a checksum to verify the file. Install it, open the address it prints, then give it a licence: type the key under IT → This server, or link the server to Cloud and use Give to a server on Billing (see KazeOS licence). After that the server keeps itself up to date; you never carry an installer on a flash drive again.

Getting support

Get support in the menu opens support.kazeos.com already signed in: it is the same login as Cloud, so your hotels are already known. Open a case, choose what it is about and the hotel from your list (we then know whether it runs on Cloud or its own server, and which version), and we reply there and by email. The number beside Get support is the cases waiting for you. Owners can also follow cases opened by their team at their hotels.

KazeOS Booking

book.kazeos.com · Sales · GM · Owner · Chairperson · IT

KazeOS Booking is a public site where travellers search for a room and reserve it. Hotels that run on KazeOS are listed free, and their rooms and prices come live from their own system.

Your hotel's Booking listing

Sales, the GM, the Owner, the Chairperson and IT (and the Owner of a solo lodge) find Booking listing in their menu. It is for hotels hosted on KazeOS Cloud; a hotel running on its own server (a local install) can't be listed yet, and the page says so.

1. Describe your property. Under About your property, check the name, type (hotel, guesthouse, lodge, apartment or resort), star rating, town, address, the email guests' booking notices go to, a phone number, and check-in and check-out times. Your name, town and contact details are filled in from your hotel settings. Add a one-line summary (shown under your name in search), a description, and tick What you offer. Set your Policies: how long before check-in a guest can cancel online for free (none, 24 hours, 48 hours, 3 days or 7 days), children, pets, smoking, and house rules. Click Pin on the map where your entrance is: guests see it on your page and in map search. Choose Create my listing.
2. Choose the rooms on offer. Under Rooms on offer, tick each room type guests may book and give it the name and short description guests will see, plus what's in the room. You don't type prices or numbers here: the price, how many rooms and who fits come from your own Room Types & Rates and rooms. To change a price, change it in Room Types & Rates. If you have no rate plans yet, ask the Front Office Supervisor to set one for each room type first. Choose Save room types.
3. Add photos. Add at least three. The first is the Cover guests see in search; Make cover changes it, and each photo can have a caption or be deleted.
4. Publish. The card at the top shows the status: Not published, Live or Paused by KazeOS. If something is missing, Before you can publish lists exactly what (a description, at least three photos, one room type on offer, and a contact). A KazeOS hotel is never held for review: once the list is complete, Publish to KazeOS Booking makes it live straight away. KazeOS can still pause any listing, and the page then shows why. Unpublish hides it from guests again; View public page opens it on book.kazeos.com once it's live.

Offers, extras and promo codes

Once the listing exists, Offers and promo codes lets you fill quiet nights and give guests a reason to book with you. You pay nothing to KazeOS for these: the guest simply pays the lower price at your front desk.

• Offers that apply by themselves. Choose a kind — Early bird (days or more before arrival), Last minute (days or fewer before arrival; 0 is same day) or Long stay (nights or more) — a percentage off, an optional name, and switch it on or off. Guests see the lower price with your original price crossed out. If a stay qualifies for several, only the biggest saving applies; they don't add up.
• Extras guests can add at checkout. Breakfast, an airport pickup, a late check-out, an extra bed: a name, a short description, a price and what it's charged per (once per stay, per night, per guest, or per guest per night). Guests tick what they want and the total updates. For a KazeOS hotel the extras appear on the guest's folio as add-on charges. Extras are never discounted.
• Your promo codes. Hand a code to a company, a returning guest or a partner, or put one in a social post: the code, a percentage off, a minimum number of nights, a valid-until date and a maximum number of uses (0 means no limit). It works only at your hotel and adds to any offer the stay already gets.
• KazeOS-wide codes. A tick box, Accept KazeOS-wide promo codes, is off by default. If you turn it on, then when KazeOS runs a campaign, guests who use its code get the discount at your hotel and you honour it at the front desk.

How online bookings reach you

• Availability is live. The site works out what's free from your own rooms, rate plans and reservations, so it can't offer a room your front desk has already sold, and a booking can't take the last room twice.
• They appear on Reservations. An online booking becomes a normal reservation on your Reservations list, with the source shown as Booking site and the company as KazeOS Booking, so the front desk checks the guest in as usual. The guest's booking reference (it starts with KZB-) is kept in the reservation's notes, so you can match it if they quote it.
• Guests pay at the hotel. KazeOS never holds the guest's money. The page also lists your online bookings (reference, guest, stay, room, total, status).
• Cancellations. A guest can cancel online up to the free-cancellation time you chose.

How your listing is doing

Once the listing is live, How your listing is doing shows, for the last few weeks or months (you choose): Bookings (with how many are coming up), Booking value (and the average per booking), Cancelled or no-show (as a percentage), Average stay (nights, guests, and how far ahead guests book), Guest rating (and how many reviews you've replied to), and Saved by (travellers who tapped the heart on your hotel). Below it: bookings by month, which rooms guests book, how much your offers, codes and extras brought in, and a "What to try" tip.

What guests can do on the site

Travellers can search with filters or on a map, see a price calendar for a hotel, book with your offers and promo codes applied, add extras at checkout, and save hotels with a heart.

What guests get on their confirmation

The booking confirmation email and the guest's trip page carry the same set of links: Add to calendar (a calendar file that works straight from the email, and stops working if the booking is cancelled), Google Calendar, Directions (to your pin on the map, or to your address), Call, WhatsApp (built from your hotel's phone number; a leading 0 gets the country code) and Share. The trip page also has Book again for past and cancelled trips. So the pin on the map and a correct phone number are worth the minute they take.

Reviews and ranking (once your listing is live)

• Guest reviews. When a stay is completed (at check-out for a KazeOS hotel) the guest gets one email inviting them to review it, with a link to opt out of these emails; it is sent only for stays that ended in the last 14 days, and only they can review, once. You can Reply once to each review, and your reply is public. Replying warmly to a poor review often wins more bookings than the review loses.
• How you rank in search. A score out of 100 built from five things: Guest reviews, Honouring bookings, Listing quality (photos, a full description), Recent bookings, and Price for the area. Position comes from a score that is the same for every property, and it's recalculated every hour. Any paid boost is clearly labelled Sponsored to guests, and your ranking card shows it as "+N sponsored" if you have one. A KazeOS hotel gets no ranking advantage for listing free. Each factor shows its points and a tip to improve it.

Listing a property that doesn't use KazeOS

book.kazeos.com/list-your-property · outside hotels and guesthouses

Any hotel or guesthouse can list itself on KazeOS Booking, whether or not it uses KazeOS. Listing is free; you pay a commission only on stays that are completed — nothing for cancellations or guests who don't arrive. You set your own rooms, prices and rules.

Getting listed

1. Go to book.kazeos.com and choose List your property. Sign in with your email and a one-time code; if you're new, the same step creates your account.
2. Choose Add a property and give its name, type, town and country. You can finish the rest later.
3. Fill in the tabs along the top: Details, Rooms & prices, Calendar, Photos, Bookings, Reviews & ranking and Statement. Under Details, Your business (registered name, tax number and registration number) is needed so KazeOS can invoice the commission; guests never see it.
4. When everything's filled in, choose Review terms and send. The Partner terms show your commission (a percentage of the room price, on completed stays only); tick the box and Accept and send for review.
5. A KazeOS team member checks every new listing so guests can trust what they see. You'll be emailed when it's live, or told what to change; you can keep editing meanwhile. The status reads Not live yet, Waiting for review, Live or Paused by KazeOS.

Once live, Pause listing hides it from guests (bookings already confirmed must still be honoured) and Make it live again brings it back.

Rooms & prices

Add each room type: its name (for example "Garden Double"), the price a night, how many rooms of that type you have, how many adults and children it sleeps, the beds, and a short description.

Calendar

The calendar shows the next four weeks for each room type, with Earlier and Later to move around. To change a stretch of nights, choose Change prices and availability: pick the room type, From and To (including) dates, then set the price a night, the rooms for sale, or close or open those nights. Block rooms takes some rooms off sale (for a group, or repairs); Unblock these nights puts them back.

Stay in sync with other booking sites

If you're also listed on another site, share calendars so a room sold there closes here, and the other way round. Do it for each room type:

• Give this link to the other site. Copy the calendar link KazeOS shows for that room type and paste it into the other site's calendar-import setting.
• Read their calendar. Paste the other site's calendar link (it ends in .ics) and give it a name. KazeOS reads it and closes the nights it shows as sold. Each link shows when it was last read, or what went wrong.

Bookings

Bookings appear here and arrive by email the moment a guest books. Guests pay you at the property. After the guest has stayed, mark the booking Completed; mark one who didn't arrive No-show. You can Cancel a booking with a reason the guest will see: they're emailed and the room goes back on sale. Cancelling confirmed bookings often lowers your ranking.

Guests also get a confirmation with links to add the stay to their calendar, get directions to your map pin, and call or WhatsApp you; the call and WhatsApp links use the phone number on your Details tab, so keep it right.

Reviews & ranking

Guests who stayed can review once, and you can reply once to each review. Your ranking score (out of 100) is built from guest reviews, honouring bookings, listing quality, recent bookings and price for your area, and is recalculated every hour. It is the same score for every property. A hotel can also choose, with KazeOS, to pay extra commission for more visibility; that boost is always labelled Sponsored to guests and shows on your ranking card as "+N sponsored". See Reviews and ranking above for what each factor means.

Monthly statement

Choose a month to see your completed stays, the value booked through KazeOS, and your commission before VAT, with every stay listed. Once a month KazeOS raises one invoice for the previous month's completed stays: it is numbered (like KZ-2026-0007), adds VAT on the commission only (not on the room price), and is emailed to you with how to pay. A stay you mark completed after a month has been invoiced goes on the next month's invoice. If bookings are past check-in but not yet marked, the statement lists them so you can mark them, because only completed stays are charged.

Below the statement, Invoices from KazeOS lists every commission invoice with what it is for, the total with VAT, the due date and its status, so you can see what is paid and what is still due.

No refundsPayments to KazeOS are final and a paid invoice can't be refunded. If an invoice was wrong, write to support@kazeos.com or open a case with Get support in KazeOS Cloud; the mistake is corrected on your next statement.

Need a hand setting up? Write to support@kazeos.com; KazeOS can open your account to help you, and says so on screen while it does.

Reference

Concepts that show up the same way in every department, gathered in one place.

Activity History & the audit trail

Every meaningful action in KazeOS — a check-in, a bill closed, stock adjusted, a requisition approved — is logged: who, what, when, and which department. Everyone with an Activity History page sees their own department's log. IT, GM, Owner, and Chairperson can additionally see every department's log, with a selector to switch between them or view all at once.

Announcements

One shared channel, everyone signed in. Post to your own department, or to All departments — you can never post as a department you're not part of. Check "Also send to IT" to raise it as a support ticket in the same motion, instead of posting and separately filing a ticket.

Confirmation codes

A couple of actions ask for a second confirmation before they complete. It's a second factor for the moments that matter, not a routine part of signing in.

• Closing an F&B bill (money changing hands). Your hotel chooses how this is confirmed: a code emailed to you (the default), your own 6-digit PIN, or a supervisor's PIN — a supervisor types theirs to approve the payment, and who approved it is written to the Activity History. A local install with no email set up uses PINs.
• Changing your own sign-in email — a code is sent to the new address first.

Printing

Bills, invoices, ID cards, and most reports are print-ready — use the Print button where you see one rather than your browser's own print command, so only the relevant document prints, not the whole page around it.

Activating a department

A brand-new hotel starts with every department switched off except what's needed to get going. IT activates a department from Departments, which creates its Head of Department's account directly — no separate invite code, they sign in the normal way once it exists. That HOD then gets a one-time welcome window to finish their own setup and add their first few staff.

A department can be deactivated later (its staff can no longer sign in, but nothing is deleted) and reactivated afterward — for a department that already had staff, that simply turns its existing accounts back on; a department that has never had staff asks for a Head of Department's name and email.

Getting help

For anything account-related — a sign-in code not arriving, a role that looks wrong, a department that needs activating — your first call is your property's own IT department. For anything about how a specific workflow is supposed to work that this guide doesn't answer, ask your Head of Department.

If IT can't fix it, IT can open a case with KazeOS support from Support in the system, write to support@kazeos.com, or use Get support in KazeOS Cloud. If you reply to an email we sent you about a case, your reply reaches us and joins that same case, so you don't need to start a new one.