Hotel & guesthouse: Rooms, bookings, guest registration, local tax

Rooms, reservations, guest accounts, and billing — with a two-week occupancy calendar as the central hub.

• Daily figures at the top: arrivals and departures today, occupied rooms, breakfast for tomorrow morning, rooms to be cleaned.
• Occupancy calendar (room by day): Clicking on an empty field opens the reservation with pre-filled room and date; the color indicates the status.
• Manage reservations: confirm, check in, check out; also cancel or mark as no-show.
• Guest account: overnight stay, booked items, and local tax; in-house services can be booked to the room with quantity and tax rate.
• Billing: Check-out with collective invoice, 30 percent deposit invoice, guest sheet as PDF.
• One-time setup: rooms with category and price, seasons with price factor, local tax, portal calendar via iCal, and the public booking link.
• Invoice recipient: Select a CRM contact in the reservation or enter company/name, address, and VAT ID. For amounts over €400 (AT) or €250 (DE) gross, the system requires name and address.
• Tax rates are based on the company's country (AT accommodation 10%, items 20%; DE 7% / 19%). If breakfast is included in the room price, it appears as a separate line on the invoice (DE: food 7%, beverages 19%).
• Set up city tax under settings — there is no default value. The Vienna template sets 5% of accommodation without breakfast and VAT (from 01.07.2027 8%), with source; children under an age limit are exempt.
• Prices are per night: If a stay extends into a new season, each night gets its own seasonal price — in the module, on the booking page, and in AIRIS.
• iCal: If a portal booking overlaps with an internal one, nothing is double-booked — it appears as a conflict request in the calendar, and the bell and email will report it.
• Booking page: Final prices incl. VAT, city tax notice, data protection and cancellation notice; enable and disable under settings. New inquiries are reported by bell and email; the guest receives an acknowledgment and confirmation email in their language.
• Guest sheet: in Austria, the guest directory sheet according to Annex A of the Guest Directory Ordinance, in Germany, the special registration form (only foreign guests) — with a serial number.

• “Charge to room” at the POS: The guest signs on the POS screen. The signature is privately stored with the item in the guest account and appears on the “Signature Supplement” (PDF) to the invoice.
• Pay invoice at reception (Guest File → Invoices): “Cash (POS)” or “Card (POS)” collects via your cash register — with receipt and signature there; the invoice is then marked as paid.
• Deposit: A payment link is generated from the approved deposit invoice. The guest pays on a dedicated page via your property's Mollie account. A draft or a property without a payment provider does not receive a link.
• Board per reservation (room only, breakfast, half board, full board): separate invoice lines for meal rate, breakfast list and dinner count per day (“Breakfast List” button).
• Housekeeping on mobile: Check-out sets the room to “To be cleaned” and the bell notifies “Room … is vacant — please clean”. “Clean” saves name and time; “Blocked” also removes the room from the booking page.
• Reports: Occupancy, ADR, RevPAR, overnight stays by country of origin, and the city tax monthly list as PDF for the municipality. The registration number (VO (EU) 2024/1028) is on the booking page and invoice; AIRIS can confirm, check in/out, post items, guest sheet, and deposit — writing only via the autonomy button.
• City tax at the checkout: If the cash register collects the city tax, it appears as a separate line item “transitory item” with 0% on the receipt. Half and full board with drinks splits the invoice into food and beverages; you configure the share yourself.
• AIRIS without approval: check vacant rooms, display the day at the property, and create an inquiry. If multiple reservations fit, AIRIS asks for clarification.

• Company Time: Overview, Occupancy Calendar, the "today" in iCal synchronization, and the daily overview of AIRIS calculate in your establishment's time zone (from company data or company country) — not in the server's time zone. Arrival, departure, and "Breakfast for Tomorrow" switch at midnight local time.
• Enter Registration Number (Regulation (EU) 2024/1028, Short-Term Rental): Hotel › "Settings" › "Object Registration Number" and "Issued by / Location". If an apartment has its own number, enter it under "Manage Rooms" › Rooms › "Reg. No. (only if different)". The number appears on the booking page and on invoices; check with your municipality or country whether they have a registration procedure.
• Signatures Remain Private: The signature "to the room" at checkout is not publicly accessible — only via a signed, time-limited link from the guest account or in the "Attachment with Signatures". An empty or damaged signature will be rejected, the "to the room" button is only available after the signature, and only guests who are currently at the establishment can be selected.
• Languages: The interface and the public booking page are available in 30 languages; guests receive the input and confirmation email in their language. DivineMind does not include a channel manager (synchronize prices and quotas with booking portals) — synchronization with portals is done via iCal (only booked/free).