Qvian for Hotels & Resorts

How Qvian works for a hotel or resort: reservations, front desk, housekeeping, folios, guest portal, channel manager, and the outlets that charge to a room — with what to set up first.

For a hotel or resort, Qvian runs reservations, the front desk, housekeeping and guest billing as one system — and, unusually, the outlets too. A restaurant meal charged to a room settles through the guest's folio and creates a real balance between the restaurant and the hotel, so each part of the property is measured on its own performance rather than everything landing in one pot.

Last updated 24 August 2026

The idea worth understanding first

A resort is several businesses sharing a guest. The hotel sells rooms, the restaurant sells meals, the dive centre sells dives. Qvian models each as its own business unit with its own books.

When a guest charges dinner to their room, the revenue belongs to the restaurant and the hotel owes it. That balance is tracked and settled rather than netted away — which is what keeps each outlet's performance honest.

The guest sees one bill. That bill is a folio.

Money taken in advance is not revenue

A deposit for a stay six weeks away is a liability — you owe the guest a service. It becomes revenue when the service is delivered. A busy booking period showing large deposits and modest revenue is correct. See Accounting.

Setting up, in order

How to Set Up a Hotel in Qvian (hotel setup, resort setup, getting started hotel)

Rooms and rates first, then the people, then the things that charge to a room.

Required permission: Organization administrator or owner for the first steps

Create the business unit for the property and enable Hotel Operations, Reservations and Accounting. See Business Units
Create a separate business unit per outlet — restaurant, shop, dive centre — so each keeps its own books
Set up roles and people across front desk, housekeeping and management. See Roles & Permissions
Configure rooms and room types, then rates
Set up services and packages for anything sold alongside the room. See Package Design
Configure folio routing rules so charges land where you expect. See Folio Management
Set up the front desk register so reception can take money. See Front Desk Terminal
For a Maldives property, configure Green Tax with your rate tier before the first checkout. See Green Tax
Connect the channel manager once your rates and availability are right. See Channel Manager

Result: The property can take bookings, check guests in and out, charge across outlets to a folio, and close each day into its accounts.

Note: Connect OTAs last. Syncing availability out of a property whose rooms and rates are not yet settled means correcting it on the channels as well as here.

How a Hotel Day Runs (hotel daily routine, front desk day, daily operations hotel)

The rhythm once you are live.

Check Travel Management → Alerts for guests arriving today with no transfer arranged
Review Arrivals and confirm the rooms they need are INSPECTED
Housekeeping picks up rooms, cleans and marks them; a supervisor inspects
Check guests in at the front desk, or let them arrive pre-checked-in via the Guest Portal
Outlets charge to folios through the day
Process departures — check out, settle the folio, and Green Tax calculates where it applies
Close the front desk shift with a count
A manager runs the Daily Reconciliation for each business unit

Result: Guests are in and out cleanly, charges are on the right folios, and each unit's day is closed into its books.

What a hotel uses

Reservations	Bookings, guests, itineraries, services and payments.
Front Desk	Arrivals, in-house, departures, check-in and check-out.
Front Desk Terminal	The reception register — collect, payout, cash drop, close a shift.
Room Allocations	Which rooms are allocated to which reservations, by date.
Housekeeping	Room status from dirty through cleaned to inspected.
Folio Management	Route charges per guest, company or room; split, pay and settle.
Guest Portal	Guests check in before arrival — documents, details, requests.
Channel Manager	Sync availability, rates and bookings with the OTAs.
Package Design	Bundle rooms with services, priced three ways, across business units.
Travel Management	Flights and transfers, with alerts for guests arriving unarranged.
Guest Messaging	One inbox across WhatsApp, Instagram and Messenger.
Green Tax	Maldives environmental levy, calculated at checkout and filed monthly.

A resort with a restaurant should also read Qvian for Restaurants, and one with diving, Qvian for Dive Centres.

Guides by role

Common questions

Should the restaurant be a separate business unit?

Cause: It decides whether you can see how the restaurant performs.

Fix: Yes, if you want to know. A separate unit keeps its own books, so a room charge becomes revenue for the restaurant and a balance owed by the hotel. One combined unit loses that visibility permanently.

A guest charged dinner to their room — where does it go?

Cause: Room charges settle through the folio, not the restaurant till.

Fix: The charge lands on the guest’s folio and creates an inter-BU balance. No money reaches the restaurant register, which is why room charges are verified separately at close. See Folio Management.

Why is a room not offered when checking a guest in?

Cause: Only inspected rooms are assignable.

Fix: A cleaned room is COMPLETED; it becomes assignable once a supervisor marks it INSPECTED. Check the Housekeeping board.

Do guests have to check in at the desk?

Cause: Pre-arrival check-in is available.

Fix: They can complete details, scan documents and add requests before arriving via the Guest Portal. It also captures nationality and date of birth, which drive Green Tax exemptions.

Which month does a stay crossing month-end fall in for Green Tax?

Cause: The tax period comes from the checkout date.

Fix: A guest checking in on 28 August and out on 3 September is filed in the September period. See Green Tax.