hotel management system in python

introduction

The Hotel Management System is a simple, interactive GUI-based desktop application developed using Python’s Tkinter library. This system is designed to assist in managing guest check-ins and check-outs in a hotel. It offers a user-friendly interface where hotel staff can easily enter guest information, assign room types, view a list of currently checked-in guests, and perform check-outs as needed.

This project is an ideal demonstration of how graphical user interfaces can be used to simplify basic hotel operations without the need for complex databases or web applications. It focuses on the fundamental functionality required in hotel guest management while maintaining a clean and intuitive design.

Key Objectives

Collect guest details like name, phone number, and room type
Maintain a temporary list of all checked-in guests
Allow real-time check-in and check-out
Display a summary of all current guests using a text output area
Use message boxes for interaction and feedback

Technologies Used

Python 3
Tkinter (standard GUI toolkit)
Built-in data structures (like lists and dictionaries)

Why This Project?

Demonstrates GUI application development in Python
Encourages good programming practices like OOP (Object-Oriented Programming)
Serves as a foundation for future enhancements like database integration, reporting, and payment processing

Objective

The main objective of this project is to:

Design a basic desktop application to manage hotel guest check-ins and check-outs.
Provide an intuitive graphical user interface using Tkinter.
Store guest details during runtime and display the current list of guests.
Use popup messages for user interaction, such as confirmation and warnings.
Introduce learners to object-oriented programming and GUI development in Python.

Key Features

Guest Information Input
Allows staff to enter guest name, phone number, and room type using input fields.
Check-In Functionality
Adds guest details to an internal list and confirms with a messagebox.
Guest List Viewer
Displays all currently checked-in guests in a text box with formatted output.
Check-Out Functionality
Removes a guest based on the provided name and shows a status message.
Dropdown for Room Type
Easy selection of room category like Single, Double, Deluxe, or Suite.
User-Friendly Interface
Clean layout with clearly labeled sections, buttons, and outputs.

Technology Stack

Programming Language: Python 3.x
GUI Library: Tkinter (standard Python library)
Data Storage: In-memory (list of dictionaries)

Advantages

Beginner-friendly
No need for internet or database connection
Simple to expand into a full system with file/database support
Lightweight and runs on any desktop with Python installed

flow chart of program

steps to create hotel management system in python

Step 1: Setup Your Environment

Install Python (if not already installed):
👉 Download Python
Open any Python IDE or editor:
- IDLE (comes with Python)
- VS Code
- PyCharm
- Or even a simple text editor + terminal

Step 2: Create a New Python File

Create a file named:
hotel_management.py

Step 3: Import Tkinter Modules

import tkinter as tk
from tkinter import messagebox

tkinter = Main GUI library
messagebox = Pop-up alerts for info or warnings

Step 4: Define the HotelManagement Class

class HotelManagement:
    def __init__(self, root):
        # GUI layout and initialization here

This will hold all buttons, text boxes, and logic.

Step 5: Create Input Fields

Use Entry, Label, and OptionMenu to create fields:

Guest Name
Phone Number
Room Type (dropdown: Single, Double, Deluxe, Suite)

Step 6: Add Buttons

Add the following buttons:

Check-In – adds guest to the list
Show All Guests – displays all current guests
Check-Out – removes guest by name

Example:

tk.Button(root, text="Check-In", command=self.check_in)

Step 7: Add Output Display

Use a Text widget to show guest list:

self.output = tk.Text(root, height=12, width=60)

Step 8: Define the Logic Methods

check_in() – adds guest to self.guests
show_guests() – displays all guests in Text box
check_out() – removes a guest from list

Step 9: Launch the App

At the end of the file, write:

root = tk.Tk()
app = HotelManagement(root)
root.mainloop()

This starts the GUI loop.

Step 10: Run and Test

Run the script:

python hotel_management.py

Try check-in, view list, and check-out.

Final GUI Preview:

Input fields: Name, Phone, Room Type
Buttons: Check-In, Show All Guests, Check-Out
Guest list area (multi-line text box)

code explanation

Purpose of the App

It simulates a simple hotel check-in/check-out system that:

Accepts guest details (name, phone, room type)
Adds them to a list
Shows all checked-in guests
Allows check-out by guest name

1. Imports and Class Setup

import tkinter as tk
from tkinter import messagebox

tkinter: Python’s standard GUI library
messagebox: Provides pop-up alerts for success or errors

2. HotelManagement Class

class HotelManagement:
    def __init__(self, root):

Initializes the GUI app.
root: The main window.

Window Setup:

self.root.title("🏨 Hotel Management System")
self.root.geometry("500x600")
self.root.config(bg="lightblue")

Sets title, window size, and background color.

Guest List

self.guests = []

Stores guest records as a list of dictionaries.

GUI Widgets and Input Fields

1.Guest Name

self.name_var = tk.StringVar()
tk.Entry(root, textvariable=self.name_var)

Entry box to input guest name.

2.Phone Number

self.phone_var = tk.StringVar()
tk.Entry(root, textvariable=self.phone_var)

Entry box for phone number.

Room Type Dropdown

self.room_var = tk.StringVar()
self.room_menu = tk.OptionMenu(root, self.room_var, "Single", "Double", "Deluxe", "Suite")

Drop-down menu for room types.

Buttons

1.Check-In

tk.Button(root, text="Check-In", command=self.check_in)

Calls check_in() to register the guest.

2.Show All Guests

tk.Button(root, text="Show All Guests", command=self.show_guests)

Displays all current guests in a text area.

3.Check-Out

tk.Button(root, text="Check-Out Guest", command=self.check_out)

Calls check_out() to remove a guest by name.

4.Output Display

self.output = tk.Text(root, height=12, width=60)

Multi-line text box to display guest list.

Methods Functionality

1. `check_in()`

def check_in(self):
    name = self.name_var.get()
    phone = self.phone_var.get()
    room = self.room_var.get()

Gets values from the input fields.
Checks if name and phone are not empty.
Adds a dictionary of guest info to self.guests.
Shows success message or warning.

2. `show_guests()`

def show_guests(self):
    self.output.delete(1.0, tk.END)

Clears the text area.
Lists all guests with serial number, name, phone, and room type.

3. `check_out()`

def check_out(self):
    name = self.name_var.get()

Searches the guest list by name (case insensitive).
Removes the matching guest.
Shows a messagebox for success or “not found”.

Running the Application

root = tk.Tk()
app = HotelManagement(root)
root.mainloop()

Creates a tkinter window.
Launches the app by instantiating the HotelManagement class.
Starts the GUI event loop.

Example Use Case

User enters: Name = “John”, Phone = “9876543210”, Room = “Deluxe”
Clicks Check-In
Guest added to the list
Clicks Show All Guests to see list
To remove: enter “John” again and click Check-Out

source code

				
					import tkinter as tk
from tkinter import messagebox

class HotelManagement:
    def __init__(self, root):
        self.root = root
        self.root.title("🏨 Hotel Management System")
        self.root.geometry("500x600")
        self.root.config(bg="lightblue")

        self.guests = []

        # Title
        tk.Label(root, text="Hotel Check-In System", font=("Arial", 18, "bold"), bg="skyblue").pack(pady=10)

        # Guest Info
        self.name_var = tk.StringVar()
        self.phone_var = tk.StringVar()
        self.room_var = tk.StringVar()

        tk.Label(root, text="Guest Name:", font=("Arial", 12), bg="lightblue").pack(pady=5)
        tk.Entry(root, textvariable=self.name_var, font=("Arial", 12)).pack()

        tk.Label(root, text="Phone Number:", font=("Arial", 12), bg="lightblue").pack(pady=5)
        tk.Entry(root, textvariable=self.phone_var, font=("Arial", 12)).pack()

        tk.Label(root, text="Room Type:", font=("Arial", 12), bg="lightblue").pack(pady=5)
        self.room_menu = tk.OptionMenu(root, self.room_var, "Single", "Double", "Deluxe", "Suite")
        self.room_menu.config(font=("Arial", 12))
        self.room_var.set("Single")
        self.room_menu.pack()

        # Buttons
        tk.Button(root, text="Check-In", command=self.check_in, bg="green", fg="white", font=("Arial", 12)).pack(pady=10)
        tk.Button(root, text="Show All Guests", command=self.show_guests, bg="blue", fg="white", font=("Arial", 12)).pack(pady=5)
        tk.Button(root, text="Check-Out Guest", command=self.check_out, bg="red", fg="white", font=("Arial", 12)).pack(pady=5)

        self.output = tk.Text(root, height=12, width=60)
        self.output.pack(pady=10)

    def check_in(self):
        name = self.name_var.get()
        phone = self.phone_var.get()
        room = self.room_var.get()

        if name and phone:
            guest = {"Name": name, "Phone": phone, "Room": room}
            self.guests.append(guest)
            messagebox.showinfo("Success", f"{name} checked into {room} room.")
            self.name_var.set("")
            self.phone_var.set("")
            self.room_var.set("Single")
        else:
            messagebox.showwarning("Missing Info", "Please fill all fields.")

    def show_guests(self):
        self.output.delete(1.0, tk.END)
        if not self.guests:
            self.output.insert(tk.END, "No guests currently.\n")
        else:
            for i, g in enumerate(self.guests, 1):
                self.output.insert(tk.END, f"{i}. {g['Name']} | {g['Phone']} | {g['Room']}\n")

    def check_out(self):
        name = self.name_var.get()
        for g in self.guests:
            if g["Name"].lower() == name.lower():
                self.guests.remove(g)
                messagebox.showinfo("Checked Out", f"{name} has been checked out.")
                return
        messagebox.showwarning("Not Found", f"{name} not found in guest list.")

# Run the App
root = tk.Tk()
app = HotelManagement(root)
root.mainloop()