OCCO PMS operating guide.

1. Getting started

Create an OCCO owner account, verify the email address, sign in and complete the property setup. Owners should use a secure password and create separate staff accounts instead of sharing the owner login.

1. Select Start free trial.
2. Create the owner account and verify the email.
3. Enter the hotel/business details.
4. Choose the appropriate subscription plan when ready to activate.

2. Set up your property

Add the hotel name, contact information and operational details. Then configure room types, rooms, rates and staff before taking live reservations.

3. Room types and rooms

Create room categories such as Standard, Deluxe and Executive, set their rates, then add individual room numbers/names. Each physical room should have a unique identifier so OCCO can track availability accurately.

1. Create the room type and price.
2. Add rooms under that type.
3. Confirm the room appears on the reservation calendar.
4. Edit pricing or details only with the appropriate permission.

4. Create and manage reservations

Choose the guest, check-in/check-out dates and an available room. OCCO checks the live reservation record to help prevent overlapping bookings.

1. Open Reservations or the reservation calendar.
2. Select dates and an available room.
3. Enter guest details.
4. Save the booking and confirm its status.

Stay extension: edit the departure date and confirm the room remains available for the additional nights before saving.

5. Check-in and guest folio

At arrival, open the reservation and check the guest in. OCCO marks the room occupied and the guest folio becomes the central bill for room charges, restaurant/bar charges, deposits and payments.

6. Stay extension

Open the active stay, choose the new checkout date, verify continued availability and save. The room charge should reflect the additional nights according to the configured rate.

7. Restaurant and bar

Create the order, choose the items and either settle immediately or charge an eligible order to an occupied guest room. Room charges should appear on the same guest folio for final settlement.

8. Kitchen workflow

Restaurant orders can flow to the kitchen queue. Kitchen staff update preparation status without needing access to sensitive owner or accounting information.

9. Inventory and stock counts

Use stock-in, sales, usage, wastage and physical counts to maintain an audit trail. At stock count, compare system quantity with physical quantity and investigate the variance.

Variance = Physical count − Expected system stock.

10. Recipe deductions

Where a menu item is linked to ingredients, selling the menu item can deduct its recipe quantities from inventory. This supports food-cost and gross-margin analysis.

11. Staff roles and permissions

Create individual staff accounts and assign only the access needed for their job. Typical roles include Owner/Manager, Front Desk, Bar, Kitchen, Accountant, Inventory and Housekeeping.

12. Discounts and controls

Discounts should be traceable to the staff member who applied them. Restrict high-risk actions such as refunds, price changes and sensitive reports to approved roles.

13. Payments and reconciliation

Record supported payment methods such as cash, transfer and POS/card. OCCO can also record deposits, partial payments and split settlements. Always confirm the folio balance after adding or reversing a payment.

14. Checkout and settlement

Before checkout, review the guest folio, confirm all room and restaurant/bar charges, record the final payment and verify the outstanding balance is zero or intentionally carried forward. Complete checkout only after the bill is reconciled.

15. Reports and night audit

Use reports to review occupancy, revenue, payment methods, expenses, outstanding balances, staff activity and stock movement. Night audit/reconciliation should be used to identify differences before the next business day.