The Complete Operating System for Your Kos Property
StayInKos MyPMS is an enterprise-grade property management system built specifically for the Greek hospitality market. Reservations, front desk, housekeeping, night audit, accounting, guest CRM, and owner reporting — unified in one platform. No spreadsheets. No disconnected tools. No per-feature add-on fees for the essentials.
20+
Operational Tools
20+
Reports
EN / EL
Languages
450+
OTA Channels
Your Front Desk, Fully Operational
The Front Desk Dashboard is your daily command centre. The moment you log in, you see exactly what's happening today, what needs action, and what's coming next. No clicking through menus to find your arrivals. No guessing whether the turnover is done.
Live Daily Dashboard
- Today's arrivals, departures, and in-house guest counts at a glance
- Real-time occupancy percentage and available inventory
- Quick search across all bookings by name, confirmation number, or date
- KPI widgets for revenue, ADR, and RevPAR
Visual Tape Chart Calendar
- Multi-room availability grid with drag-and-drop booking moves
- Week and month views with print support
- Colour-coded room status: occupied, dirty, cleaning, ready, out-of-order
- Hold and inquiry visualisation alongside confirmed bookings
One-Click Booking Creation
- Guest details, dates, room type, and rate selection in a single flow
- Automatic pricing via the canonical quote engine — no manual rate lookups
- Availability validation prevents overbooking before confirmation
- Folio initialised automatically with room rates, taxes, and fees
- Confirmation letter triggered instantly via email and SMS
Group Booking Wizard
- Multi-room, multi-night group reservations for weddings and families
- Individual bookings created per room under one master record
- Allotment block tracking — reserved, released, and booked units
- Group revenue properly attributed in owner statements
Automated Operations — Even While You Sleep
The Night Audit is the heartbeat of hotel operations. Every night at 2 AM Athens time, StayInKos automatically posts room rates to active folios, processes same-day checkouts, marks departed rooms as dirty for housekeeping, and triggers automated guest communications. You wake up to a closed day — every day.
Automated Night Audit
- Scheduled 02:00 Athens daily — no staff intervention required
- Nightly room-rate posting to all active guest folios
- Same-day checkout processing and room status turnover
- Auto-letter triggers: confirmation, arrival reminders, departure notices
- Reconciliation review for audit trail integrity
Housekeeping Command Centre
- Real-time room status board: available, occupied, dirty, cleaning, inspection, ready, out-of-order
- Checkout-triggered cleaning jobs created automatically
- Photo proof of turnover — cleaners upload completion photos from their phone
- Escalation alerts for same-day turnovers at risk
- Cleaning workload and duration tracking per room
Cleaner Mobile App
- Phone number + PIN login — no laptop or email required
- Job list with room numbers, priority, and special instructions
- Photo upload for before/after proof
- Status updates synced in real-time to the Front Desk board
- Works on any smartphone — iOS or Android
Shift Pass-On Log
- Digital handover notes between morning, evening, and night teams
- Nothing gets lost between shifts — every note is timestamped and attributed
- Internal phone list with quick-dial and emergency contacts
Every Euro Accounted For
From the moment a guest books to the final owner payout, every transaction flows through a structured folio ledger. Room rates post nightly. Extras post ad-hoc. Payments reduce the balance. The folio is the basis for checkout billing, night audit posting, tax reporting, and owner statements — all from a single source of truth.
Guest Folio Ledger
- Immutable charge/credit account per booking
- Nightly room-rate posting via Night Audit
- Ad-hoc extras: minibar, spa, restaurant, transfers
- Payments, discounts, and adjustments tracked individually
- Running balance with directional indicator: guest owes, credit balance, or settled
VAT-Compliant Invoicing
- A4 PDF generation with legal entity header
- Line items per folio entry with VAT columns
- Totals, tax breakdowns, and footer terms
- EU hospitality compliance ready
Accounts Receivable & Aging
- AR aging report categorises outstanding folio balances by time bucket
- House accounts for internal and staff charges
- City Ledger for corporate master billing accounts
- Payment transfer between bookings for room changes
- Batch settlement reports for daily payment reconciliation
Multi-Currency Support
- Daily exchange rate table (EUR-base)
- Multi-currency folio posting for international guests
- Rates sourced from ECB, manual entry, or API
Gift Certificate Module
- Admin creates certificates with face value and optional recipient
- Guests redeem by code at checkout or front desk
- Atomic balance tracking — partial and full redemption
- Expiration dates and cancellation support
- Gift certificate usage report for liability tracking
General Ledger Mapping
- PMS revenue categories mapped to external GL account codes
- Supports QuickBooks, Xero, SAP, Odoo, and custom accounting software
- CSV and PDF export with account summaries
Budget Targets & Forecasting
- Monthly, quarterly, or annual revenue targets per property
- Target occupancy %, ADR, and RevPAR goals
- Actual vs target comparison with automatic calculation
- Combine with Yield Manager for AI-optimised pricing strategy
Payment Schedules & Deposits
- Defined deposit and balance payment milestones per rate plan
- Percentage-staged, fixed-staged, full upfront, or pay-on-arrival
- Non-refundable deposit schedule support
- Custom milestone triggers: booking date, days before arrival, check-in, check-out
Owners See Their Revenue — Without Calling You
Give your property owners a restricted, self-service portal where they can view their revenue, expenses, and statements anytime. They see only their own properties. They get monthly statements with full breakdowns. They track expenses with approval workflows. No more phone calls asking "how much did we make this month?"
Your OTA Channels, Managed from One Dashboard
StayInKos Distribution connects your property to 450+ OTA channels through enterprise-grade channel manager technology — all managed from within MyPMS. No separate logins. No double entry.
450+ OTA Channels — One Dashboard
- Two-way sync with Booking.com, Airbnb, Expedia, Vrbo, Agoda, Google Hotel Ads, Hotelbeds, and hundreds more
- Availability, rates, and restrictions push to every connected channel simultaneously
- Inbound bookings flow back in real-time with full OTA metadata: reservation codes, commission details, collection status
- Idempotent webhook processing — no phantom double-bookings from retry storms
Channel Health Monitoring
- Real-time per-channel connection status: active, partial, or not connected
- Sync alerts the moment a mapping breaks or an OTA API changes
- Emergency pause distribution across all channels at any time
- Auditable SyncOutbox — every outbound change is visible, traceable, and retryable
OTA Reconciliation
- Upload OTA disbursement reports and auto-match against internal bookings
- Commission discrepancy detection with expected vs actual amounts
- Surface unmatched bookings and unmatched report entries
- Full discrepancy details exportable for dispute resolution
Rate Parity Monitoring
- Automated checks compare your direct booking rate against OTA rates for the same night
- Severity-classified alerts: info, warning, critical
- Rate difference amounts shown in euros
- Historical parity tracking with resolution notes
From Booking to Checkout — and Beyond
Every guest touchpoint is managed within MyPMS. Pre-arrival journeys, self check-in, in-stay concierge, and post-checkout review collection — all automated, all tracked, all in one system.
Self Check-In Portal
- 5-step digital flow: identity details, ID document photo, e-signature, review, completion
- Captures nationality, country of residence, and place of birth for international compliance
- Creates Hellenic Police registration record automatically
- Guests complete on their phone before arrival — no front desk queue
Guest Mobile Concierge
- Booking lookup by email — no login required
- Self check-in link directly from the portal
- Service requests: room service, housekeeping, maintenance
- Front desk messaging from their phone
Guest Journey Automations
- Automated messages at key lifecycle moments: booking confirmed, days before arrival, check-in day, days after checkout
- Email and SMS delivery with delivery logging
- Configurable templates per property
- Anti-duplicate send protection
Loyalty Program
- Silver, Gold, and Platinum tiers based on stay count and lifetime value
- Automatic tier recalculation
- Loyalty points: (stay count × 100) + floor(lifetime value / 10)
- Guest profile merge tool to deduplicate profiles and consolidate history
Beyond the Front Desk — Everything You Need
MyPMS goes beyond core operations. From waitlist management to point-of-sale, from preventive maintenance to upsell revenue — your entire property workflow lives in one system.
Waitlist Management
- Queues guest requests automatically when a property is sold out for their requested dates
- Guests auto-notified when inventory becomes available via cancellation or release
- Priority and expiry controls for front desk management
- Conversion tracking from waitlist entry to confirmed booking
Allotment Contracts
- Multi-room block contracts for tour operators and corporate partners
- Release-date tracking with automatic unsold-room release
- Per-contract pricing and availability management
- Automatic room re-allocation on cancellation
Travel Agent Manager
- Full agent profile management with commission rate configuration
- Commission types: percentage, fixed, or net rate margin
- Commission lifecycle: pending, approved, invoiced, paid
- Agent commission reports for accounting reconciliation
Corporate Accounts & City Ledger
- Company profiles for corporate clients with master billing accounts
- City Ledger for consolidated monthly invoicing
- Per-company credit terms and balance tracking
- Auto-post eligible charges to corporate accounts during booking
Preventive Maintenance
- Schedule recurring tasks: AC servicing, pool checks, fire safety, pest control
- Frequency: weekly, monthly, quarterly, annual — with next-due tracking
- Overdue alerts to keep your property inspection-ready
- Vendor assignment and cost tracking per maintenance task
Point-of-Sale Terminal
- Record bar, restaurant, spa, and other on-site charges
- Post charges directly to guest folios or settle as cash/card
- Auto-numbered POS transactions with station and server attribution
- Streamlined for properties without a dedicated POS system
Upsell & Ancillary Revenue
- Bookable add-ons: late checkout, early check-in, airport transfer, room upgrade, extra bed
- Configurable pricing: flat, per-night, per-person, or per-person-per-night
- Offer during booking flow, pre-arrival emails, or at check-in
- Max quantity limits and GL revenue category mapping
Damage Log & Incident Tracking
- Document room damages with photos and estimated repair costs
- Link damages to specific bookings and guest profiles
- Incident notes visible only to front desk — never to guests
- Charge-back tracking for disputed damages
Guest Service Requests
- In-stay requests submitted via Guest Portal: room service, housekeeping, maintenance
- Front desk queue with priority, status, and assignment tracking
- Request history per guest for service quality monitoring
- No front desk phone call needed — guests self-submit from their phone
Unified Guest Inbox
- Central messaging hub for all guest communications
- Message history per guest and per booking
- Combine with Guest Journey Automations for automated lifecycle messaging
- Email and SMS templates managed per property
20+ Reports — On Demand
StayInKos generates 20+ standard hospitality reports covering daily operations, management analytics, accounting, and regulatory compliance. Every report is filterable, exportable, and built on real-time folio and booking data.Available in Front Desk & Admin Console.
Daily Reports
- Arrivals, Departures, In-House, Cancellations
- High Balance guests with outstanding folio amounts
- Unassigned Rooms needing assignment
- Booking Comments — important guest notes surfaced
Manager Reports
- Revenue, ADR, RevPAR, and Occupancy %
- 14-day Pace forecast with occupancy projections
- Bookings Production by channel
- Manager Summary with KPI dashboard
- Day Pace report with weekly revenue forecast toggle
- Tax Exempt report for VAT-return tracking
- User Activity audit log
Accounting Reports
- AR Aging by time bucket
- Tax Transactions summary
- Advance Deposits (unearned revenue)
- Transaction Report and Summary — all folio activity in a date range
- Future Arrivals with deposit balances
- OTA Reconciliation matching
- Gift Certificate usage and liability
Operational Reports
- Housekeeping workload, room status, and cleaning duration
- Registration card batch printing for Hellenic Police compliance
- Inventory item analysis
- Booking comments and guest notes
Built for Kos, Built for Greece
StayInKos is built for the Greek hospitality market. Hellenic Police registration exports. Greek-language interface for local staff. EU VAT compliance. Multi-currency for international guests. This isn't a generic global tool adapted for Greece — it was designed for Kos from day one.
Hellenic Police Compliance
XML and CSV registration exports with guest identity, nationality, ID details, and residence.
Bilingual Interface
Full Greek/English toggle for front desk staff; language preference persists.
EU VAT Compliance
Structured tax and fee configuration, VAT-compliant invoicing, tax-exempt booking support.
Role-Based Access Control
Owners, front desk, cleaners, and accountants see only what they need; every action is audit-logged.
Custom Terminology
Per-property system labels (Room vs Villa, Booking vs Reservation, Guest vs Resident).
Extend Your Platform
Two premium tools extend MyPMS for owners who want to go further.
Yield Manager
- AI-powered nightly rate optimisation
- Occupancy-based, lead-time, and market-context pricing
- Competitor rate tracking and parity monitoring
- Pricing calendar with demand heatmap
Review Boost
- Automated post-checkout review request emails to guests
- Deep-links to TripAdvisor and Google Reviews for easy one-tap submission
- Configurable timing and guest targeting
- Review velocity analytics dashboard
Ready to Run Your Property Like a Professional Operation?
Join Kos property owners who have replaced spreadsheets, WhatsApp groups, and disconnected tools with a single, unified platform.
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