Functional Requirements Document for

Hotel Order Management System

1. System Overview
 Purpose: This system is designed to streamline in-hotel dining orders by
leveraging QR codes for table-side ordering. Customers can view, select,
and place orders directly, reducing the workload on waitstaff and
minimizing order errors and wait times.

2. User Roles and Access Levels

 Super Admin (System Provider)
o Create hotel profiles and set up accounts for each hotel.

o Manage hotel owners' access and credentials.

o Access system-wide analytics for performance tracking.

 Hotel Admin (Hotel Owner)

o Access the hotel-specific dashboard, order details, and billing
functionalities.
o Manage the menu, offers, and other settings specific to their hotel.

o Cannot view data or make changes to any other hotel.

3. Functional Requirements
3.1. Table-Side QR Code Ordering System
 QR Code Generation and Management
o Each table in the hotel will have a unique QR code.

o The QR codes can be generated and assigned to tables by the hotel

admin.
o System to provide an option to regenerate or replace QR codes.

 Customer Ordering via QR Code

o On scanning the QR code, the customer accesses the hotel’s menu
categorized by dish types (e.g., appetizers, main course,
beverages).
o Customers can filter or sort dishes by price, popularity, dietary
preference, etc.
o Selected dishes are added to an order cart, which can be reviewed
before placing the order.
 o Anti-fraud Location Validation: The system will require location
access during order placement and validate that the customer is
within a 100-meter radius of the hotel to prevent unauthorized
orders.
3.2. Order Processing and Tracking
 Order Notification for Admin
o Once an order is placed, a notification is sent to the hotel admin.

o The admin can set an estimated preparation time, which will be

displayed to the customer.
 Kitchen Order Management
o Order status tracking options: Pending, Preparing, Completed,
Canceled.
o Option to notify the kitchen with order details, including special
requests or dietary instructions if added by the customer.
 Order Updates for Customer
o Real-time updates of order status (e.g., “Preparing”, “Ready for
Delivery”).
o The estimated preparation time should update dynamically based
on kitchen progress or delays.
3.3. Billing and Checkout Process
 Bill Generation and Review
o Upon order completion, the admin can view the list of dishes
ordered by each table.
o Option to apply custom discounts, promotional offers, or additional
charges (e.g., service charge).
o Manual adjustments: Admin can add or remove dishes from the bill
before finalizing it.
 Payment Processing and Table Release
o Final bill with tax and discount applied is generated.

o Once the payment is completed, the table status is updated to

“Available” for new customers.
3.4. Menu and Offers Management
 Dish Management
o Admin can add, edit, or delete dishes from the menu.

o Options to include dish name, category, price, ingredients, dietary

labels (e.g., vegan, gluten-free), and availability status.
  Offer Management
o Admin can create, edit, or delete promotional offers.

o Ability to map specific offers to dishes or apply discounts for certain

order conditions.
3.5. Hotel Customization Options
 Branding and Theme
o Hotel admin can upload a logo, banner, and select a theme to
personalize the customer interface.
 QR Code Management
o Admin interface to generate and manage QR codes for each table.

o Option to print QR codes directly from the system or download for

external printing.
3.6. Dashboard and Analytics
 Real-Time Order Summary
o View active orders, pending orders, and order statuses at a glance.

 Historical Data Analysis

o Sales and order data with filters for specific timeframes (e.g., last
day, past month, last 6 months).
o Insights such as top-selling dishes, peak order times, and average
table turnover rate.
3.7. Data Management and Optimization
 Data Archiving and Deletion
o System will automatically archive or delete data no longer needed
to maintain database efficiency.
o Admin options to specify the data retention period.

3.8. Authentication and Security

 User Authentication
o Login credentials are managed by the Super Admin for hotel
owners.
o Strong password requirements and secure authentication protocols.

 Role-Based Access Control

o Super Admin access to global settings and hotel creation.

o Hotel Admin access limited to hotel-specific management and order

tracking.
 Location-Based Order Validation
 o System requests location access during order placement to prevent
unauthorized access.
o Validates that the customer is within a specified radius before
allowing the order to proceed.
3.9. Additional Features (Future Scope)
 Customer Feedback and Ratings
o Option for customers to leave feedback on dishes or service quality
after completing the order.
 Customer Profile and Order History
o Option to store customer preferences or previous orders for loyalty
purposes.
 Multi-Language Support
o Ability to switch between languages for better customer
accessibility.

3.10. Session Persistence and Customer Identification

 Customer Session Management
o When a customer places an order for the first time at a table, the
system will create a unique session ID for that user and store it in
their local storage.
o This session ID allows the system to identify returning customers
who might temporarily close the website or revisit to place
additional orders.
o If the same customer reopens the site and places more orders, the
system will continue adding dishes to the current bill until the
session is closed at checkout.
o This feature ensures continuity of orders per customer session and
avoids accidental duplication of bills for the same table session.
Dashboard and Analytics for Hotel Owner
1. Real-Time Order Summary
o Current Orders: Display of all ongoing orders, including details
such as table number, items ordered, total estimated preparation
time, and current status (e.g., "Preparing," "Ready for Delivery").
o Pending vs. Completed Orders: An at-a-glance view of the
number of orders that are pending, in preparation, and completed,
giving the owner a snapshot of the hotel’s current order load.
o Order Status by Table: A view of each table with its
corresponding order status, helping the owner quickly identify
tables that are ready for billing or have active orders.
2. Sales and Revenue Analysis
o Total Sales: Overall sales for selected periods (e.g., daily, weekly,
monthly, or custom time frames).
o Revenue by Time Period:

 Peak Hours Analysis: Identify the busiest times of day,

enabling the owner to optimize staff scheduling during high-
demand periods.
 Day of the Week Trends: Sales and revenue data broken
down by day, helping identify high and low-performing days.
o Average Order Value: The average amount spent per order over a
chosen period, allowing the owner to understand typical spending
behavior.
o Sales by Table: A breakdown of total revenue generated by each
table over time, revealing tables that see more frequent or high-
value orders.
3. Menu Performance and Insights
o Top-Selling Dishes: List of dishes that are ordered most
frequently, along with sales figures. This helps the owner identify
popular items to prioritize or keep well-stocked.
o Low-Selling Dishes: List of dishes with low order frequency,
helping the owner decide whether to modify, reprice, or remove
these items from the menu.
o Revenue by Dish Category: Breakdown of revenue by dish type
(e.g., appetizers, main course, desserts) to see which categories
contribute most to sales.
4. Customer Behavior and Order Patterns (***Can do this in future)
o Repeat Orders and Returning Customers: Data on customers
who place multiple orders during a single session or return on
different days, helping the owner gauge customer loyalty.
o Average Number of Dishes per Order: Insight into typical order
size, aiding in menu and portion planning.
o Discount and Offer Usage: Analysis of how often offers or custom
discounts are used, helping the owner understand the impact of
promotions on sales.
5. Billing and Payment Insights
o Total Amount Billed by Day/Month: Sum of all orders billed over
a specified period.
o Discounted Amounts: Overview of total discounts given (via
custom discounts, offers, etc.), helping the owner assess the
financial impact of promotions.
 o Payment Methods: Data on preferred payment methods (e.g.,
cash, card, digital payments) to understand customer preferences
and optimize the billing process.
6. Inventory and Stock Management Support (***Can do this in
future)
o Ingredient Usage Estimates: Based on dishes ordered, the
system could estimate ingredient usage to aid in inventory
planning.
o Low Stock Alerts: Option to set thresholds for ingredients tied to
popular dishes and receive alerts when stocks are running low
(integrated into the system if inventory tracking is enabled).
7. Customer Feedback and Satisfaction Metrics (***Can do this in
future)
o Customer Ratings: If feedback functionality is added, ratings for
dishes, service, or overall experience can be displayed.
o Frequent Complaints or Suggestions: Trends in customer
feedback that highlight areas needing improvement (e.g., long wait
times, dish availability issues).