System Specification for Homestay Membership & Points System (Prepaid)

1. Overall System Objectives

This specification outlines the design of a prepaid membership points system tailored for homestay operations. The system aims to provide an efficient digital management tool to streamline core functions such as room configuration, membership management, and reservation processing. Its ultimate goal is to improve operational efficiency, elevate service quality, and enhance member loyalty and guest experience.

2. System Scope

The system covers the entire lifecycle of daily homestay operations related to rooms, members, and bookings. Key business processes include room information maintenance, member registration, points calculation and redemption, as well as room reservation and cancellation workflows.

3. Core Functional Modules

(1) Room Management

1. Room Configuration

   • Supports the input and modification of basic room details, including room number, room type (Single, Twin, Double, Suite, etc.), floor area, max occupancy, facilities (A/C, TV, Water Heater, Wi-Fi, etc.), images, and floor number.
   • Includes a search function allowing staff to filter rooms by type, status, or occupancy for quick retrieval of information.

2. Room Status Management

   • Status indicators include: Available, Reserved, Occupied, Cleaning, Maintenance, and Unavailable.
   • Automation: The system automatically updates status based on booking and check-in activities.
   • Manual Override: Administrators can manually adjust status (e.g., setting a room to “Maintenance” for repairs).
   • Real-time Dashboard: A dashboard displays real-time room status, enabling front desk staff to assess availability instantly for walk-ins or reservations.

3. Rate Management

   • Supports dynamic pricing, allowing different rates to be set for each room type on a daily basis.
   • Integrated with the Reservation Management module to automatically calculate total room charges based on current rates.

(2) Member Management

1. Registration & Profile Management

   • Registration Channels: Supports both online (Official Website, WeChat Official Account, Mini Program) and offline (Front Desk) registration. Required fields include name, ID number, contact details, and birthday.
   • Data Maintenance: Administrators can query, edit, or delete member profiles to ensure data accuracy and integrity.

2. Points System (Prepaid)

   • Top-up: Members acquire points by purchasing them with cash via recharge channels.
   • Inquiry: Members can check point balances, earning history, and transaction logs via online or offline channels.
   • Usage: Points are the sole payment method for transactions within the system.

3. Birthday Privileges

   • Discount Policy: Members receive a 5% discount on bookings made during their birthday window (configurable, e.g., 3 days before and after the birthday).
   • Automation: The system automatically detects the member’s birthday and applies the discount to the calculated room rate.

(3) Reservation Management

1. Room Reservation

   • Booking Process: Members select check-in/out dates, room types, and quantities.
   • Cart System: Items are added to a cart for a consolidated order, paid exclusively via points.
   • Inventory Check: The system displays real-time availability for selected dates.
   • Payment Logic: - If the point balance is sufficient, payment is processed instantly, and the booking is confirmed.
     • If insufficient, a “Pending Payment” order is generated.
   • Order Details: Includes member info, dates, room details (Number/Type), total cost in points, and payment status.

2. Order Inquiry

   • Both members and administrators can search for orders using filters such as member name, order number, or check-in date.

3. Partial Cancellation & Refunds

   • Functionality: Members can cancel specific rooms within a multi-room order.
   • Calculation: The system calculates the refund amount based on the original booking rate, number of rooms canceled, and time of cancellation.
   • Processing: Upon administrator approval, points are refunded to the member’s account, and the specific rooms are updated to “Available” status.

4. Full Order Cancellation

   • Members can request a full cancellation. Refunds are calculated based on the cancellation policy (time-based).
   • Upon approval, points are refunded, all associated rooms revert to “Available,” and the cancellation is logged.

5. Check-in Management

   • Front desk staff verifies member identity and order details before processing the check-in.
   • The system updates room status from “Reserved” to “Occupied” and logs the check-in timestamp.

6. Check-out Management

   • Upon processing check-out, the system updates room status from “Occupied” to “Cleaning” and logs the check-out timestamp.