1. Overview

Room Booking Management transforms Dolibarr into a complete, professional room booking system. It covers the entire reservation lifecycle — from the room and equipment catalogue to real-time availability, hourly or daily bookings, dynamic pricing, promo codes, rental contracts, events, deposits and balances, payments and native invoicing — enhanced by an executive dashboard, a 19-report reporting hub and an automation engine.

The module is designed for any organization that rents out spaces: business centres, coworking operators, training institutes, conference and event venues, municipalities, hotels with meeting facilities, and associations. It integrates natively with Dolibarr third parties, projects, agenda, quotes, orders, invoices, payments, products and bank so that all financial operations remain centralized in the ERP.

1.1 Supported room types

The module natively supports ten space categories, each with its own reference pricing:

·       Meeting rooms

·       Conference rooms

·       Auditoriums

·       Training rooms

·       Coworking spaces

·       Event halls

·       Seminar rooms

·       Reception rooms

·       VIP spaces

·       Multipurpose rooms

1.2 Key highlights

·       Modern SaaS interface in a blue / violet / turquoise charter, responsive and reservation-oriented.

·       Real-time availability and automatic booking-conflict detection.

·       Drag-and-drop Kanban of the booking lifecycle and a visual occupancy planning calendar.

·       Dynamic pricing (hourly, daily, half-day, weekend, event, volume discounts) and promo codes.

·       Native Dolibarr integration for all financial documents.

·       Executive dashboard with KPIs, four interactive charts and alerts.

·       19-report reporting hub with CSV, Excel and PDF exports.

·       Automation & alerts engine driven by a daily scheduled task.

·       One-click demonstration data install and removal.

·       Multilingual (EN, FR, IT, DE, ES) using the standard Dolibarr translation system.

 

2. Business Objects & Data Model

The module ships fifteen business objects driven by a generic, registry-based engine. Each object provides a filterable list with a column selector, a detail card with a KPI cockpit, and full create / edit / delete workflows secured by permissions.

 

3. Functional Features

3.1  Executive dashboard

A fully custom command center (not a standard Dolibarr page) synthesizing the whole activity in real time.

·       Availability zone — total, available, occupied, reserved and maintenance rooms as colour-coded tiles.

·       Today's activity — occupancy rate, bookings today, upcoming, in progress, pending approval.

·       Bookings zone — monthly bookings, booked hours, cancellations and cancellation rate.

·       Booking lifecycle Kanban preview across the five stages.

·       Revenue zone — revenue today / month / year, average booking value, revenue per room, deposits, balance due, services sold.

·       Alerts zone — booking conflicts, open maintenance, recent cancellations.

·       Four interactive charts — revenue by month, rooms by type, bookings by day, most booked rooms.

3.2  Room, room-type & equipment management

A complete catalogue of the bookable estate.

·       Room types with base capacity and hourly / daily / half-day reference prices and a planning colour.

·       Rooms with type, capacity, surface, building, floor, location, pricing, layout, amenities, photo and real-time state (available, occupied, reserved, maintenance, out of service).

·       Equipment catalogue (video projector, screen, microphone, Wi-Fi, air-conditioning, sonorisation, tables, chairs…) assigned to rooms with quantity, rental price and state.

·       Real-time room status board grouping every room by state.

3.3  Booking engine

The heart of the module: a flexible reservation engine with real-time availability.

·       Booking types — hourly, half-day, daily and event.

·       Quick, recurring and multi-room bookings.

·       Real-time availability and automatic booking-conflict detection on overlapping time slots for the same room.

·       Detailed amounts — room, equipment, services, discount, taxes, total, deposit, paid amount and remaining balance.

·       Lifecycle states — draft, pending, confirmed, in progress, completed, cancelled.

·       Additional service and equipment lines per booking, plus promo-code application.

·       Links to associated event and rental contract, and to native Dolibarr quote / order / invoice.

3.4  Booking lifecycle board (Kanban)

A visual pipeline to steer every reservation.

·       Five columns — Draft, Pending, Confirmed, In progress, Completed.

·       Drag-and-drop a card from one column to another to instantly change the status (AJAX, no page reload).

·       Card details — client, room, dates and amount.

3.5  Occupancy planning

A calendar view to visualize and optimize room usage.

·       Rooms × days grid with monthly navigation and a Today shortcut.

·       Colour code per status — available, booked, occupied, reserved, maintenance.

·       Click a cell to open the corresponding booking; overlaps highlight conflicts at a glance.

3.6  Front desk (day operations)

A dedicated desk to run the day.

·       Sessions starting and ending today plus all in-progress sessions.

·       One-click Start — the room becomes occupied.

·       One-click Complete — the room returns to available.

·       Balance tracking for amounts still to collect.

3.7  Client management

Full customer relationship for space renters.

·       Three profiles — individuals, companies and associations.

·       Third-party synchronization with native Dolibarr so bookings can be invoiced.

·       Contact, preferences, state (active, VIP…) and complete booking history.

·       Quick filters for VIP clients and companies.

3.8  Dynamic pricing, tariffs & promo codes

A flexible pricing framework.

·       Reference pricing per room type (hourly, daily, half-day).

·       Tariff rules — weekend and event modifiers, volume thresholds and volume discounts.

·       Promo codes — percentage or fixed amount, minimum amount, validity window and usage limits.

·       Additional services priced by unit, person, hour or day.

3.9  Rental contracts & events

Long-term commitments and grouped operations.

·       Contracts — recurring, seasonal, annual or framework, with sessions, amount, deposit and signature date.

·       Events — seminar, conference, wedding, gala… with participants, organizer and budget.

·       Bookings can be attached to a contract or an event.

3.10  Payments & native invoicing

All money flows through native Dolibarr objects.

·       Payments — deposit, balance, partial or full; cash, card, transfer, cheque or online.

·       Deposit and balance tracking per booking.

·       Native invoicing — quotes, orders, invoices, payments and credit notes generated in Dolibarr, keeping accounting and bank centralized.

3.11  Maintenance & staff

Operational upkeep and team management.

·       Maintenance — preventive and corrective interventions on rooms and equipment with priority, planned/done dates, assigned staff, supplier and cost.

·       Staff — roles, linked Dolibarr users, contact details and status.

3.12  Automation & alerts engine

An IF/THEN rule engine run on demand or by a daily scheduled task (cron).

·       Booking reminders ahead of the reservation.

·       Unpaid-balance follow-ups for outstanding amounts.

·       Conflict alerts when overlapping bookings are detected.

·       Auto-cancel of expired pending bookings and auto-complete of past sessions.

·       Maintenance-due alerts for upcoming interventions.

3.13  Reporting hub

Nineteen reports grouped in three families, each exportable and printable.

·       Bookings family — bookings by period, full history, occupancy / fill rate, cancellations, channels.

·       Financial family — revenue, revenue by room / client / type, services, payments, unpaid balances, deposits.

·       Operational family — room usage, availability, planning conflicts, events, contracts, maintenance.

·       Exports — CSV, Excel, PDF and print, with synthesis KPIs on each report.

3.14  Configuration & demonstration data

Administration made simple.

·       General settings — currency, VAT, opening/closing hours, automatic validation.

·       Install demonstration data — one click populates rooms, bookings, clients, invoices and fictitious revenue.

·       Remove demonstration data — safely deletes only the data generated by the module, preserving real records.

·       Permissions managed per functional group (read / write / delete).

 

4. Native Dolibarr Integration

Every financial and organizational operation relies on native Dolibarr objects, so the module enriches the ERP rather than duplicating it:

·       Third parties — clients linked to Dolibarr companies.

·       Products / services — rooms and prestations linked to the product catalogue.

·       Quotes, orders, invoices — generated natively from bookings.

·       Payments & bank — encashments recorded in Dolibarr.

·       Projects & agenda — bookings can feed project and calendar workflows.

·       Accounting & GED — documents and accounting entries remain centralized.

5. Security & Architecture

·       CSRF protection with security tokens on every form and action.

·       XSS protection through systematic output escaping.

·       SQL injection protection via prepared / escaped queries.

·       Granular permissions — read / write / delete per functional group (catalog, bookings, finance, operations, automation, reporting).

·       Multi-company support (entity) for Dolibarr multi-tenant installations.

·       Activity logging through the standard Dolibarr syslog.

·       Clean architecture — /class /core /admin /sql /langs /css /js /img /lib, a generic registry-driven engine, SQL prefix llx_roombooking_.

6. Technical Specifications

Publisher	DoliResources — www.doliresources.com
Version	1.0
Module number	505700
Compatibility	Dolibarr 16 to 23, PHP 7.1+ (verified on PHP 8 / Dolibarr 17.0.3)
Dependencies	Third parties (Companies), Products/Services
Business objects	15 (room types, rooms, equipment, clients, bookings, booking lines, services, promo codes, tariffs, payments, contracts, events, maintenance, staff, automations)
Languages	English, French, Italian, German, Spanish
Reports	19 (Bookings, Financial, Operational) with CSV / Excel / PDF export
Automation	IF/THEN rule engine + daily scheduled task (cron)
SQL prefix	llx_roombooking_
Licence	GNU GPL v3 or later

 

© 2026 DoliResources. All rights reserved. — Room Booking Management, detailed feature description v1.0