PMS, bookings, housekeeping, stay, city tax
Hotels.
Your direct website, the phone and the front desk all write to the same room schedule. Housekeeping, the stay bill and the city tax follow the same thread.
30-day online trial, no card.
The software
Three screens, taken from the application.
- Front desk Front desk
One single room plan: arrivals, departures, the state of every unit.
- Bookings Front desk
Direct booking, taken on your own site, with no platform commission.
- Housekeeping HR & payroll
Housekeeping room by room, wired to the stay’s own bill.
Real screenshots of the software · the data is that of a demonstration instance.
Your plan
HotelCore
6 modules tuned for this trade, switched on from day one.
- Hospitality: PMS & channels
- Scheduling, HR & payroll
- CRM & sales
- Quotes & Factur-X invoicing
- Accounting & FEC
- Dashboards & alerts
On your hardware
- iPad Front desk: check-in, check-out, folio.
- iPhone Housekeeping: rooms cleared from the corridor.
Where it hurts
Before, after.
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TodayThe guest checks out at eleven, and I write down on a scrap of paper which room needs doing.
With PrivateCoreA recorded departure flips the room to cleaning and raises the housekeeping task at high priority. Every morning the plan is already there: full turnaround on departures, service clean on occupied rooms, inspection on the empty ones. Floor staff tick rooms off from their phone, the front desk sees them turn clean.
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TodayThe city tax, I recompute by hand and hope I picked the right rate.
With PrivateCoreThe scale is entered per town and per year, with the exemption for minors and the cap on taxable nights. Every line freezes the rate that was applied to it: revising the scale does not rewrite past stays. The export comes out per town and per period, ready to file.
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TodayAn air conditioner runs in an empty room, and nobody notices until the electricity bill.
With PrivateCoreConnect the hotel's Home Assistant: its air conditioners, lights and shutters show up in PrivateCore with their state. From the front desk you see what is running, set a temperature, switch a unit to cooling or turn it off, close the shutters, without going upstairs. A rule can also switch off a room's air conditioning as soon as its guest checks out. Every command is written to the log, with the person who gave it.
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TodayBreakfast and the bar tab end up on a sticky note attached to the room card.
With PrivateCoreAn order taken in the restaurant is posted to the room bill with its own VAT rate: accommodation and catering do not get mixed up on the invoice. The mini-bar is read per room, at the price of the day frozen onto the line.
5 more pains we cure
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TodayEverything goes through the platforms, and my website only has a contact form.
With PrivateCoreA booking engine lives on your own site. Guests book without creating an account, availability is re-checked at the moment of confirmation and not only on display, and they cancel from their own link without calling the front desk.
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TodayI know whether the hotel is full. I do not know whether it is profitable.
With PrivateCoreAverage rate, revenue per available room, occupancy and total revenue per room are computed over the period and compared with the previous one. The occupancy map crosses room type with date: you see where the rate slips, not just the overall fill.
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TodayThe same regular exists three times in the file, spelled three different ways.
With PrivateCoreDuplicate profiles merge into one, and the stay history follows. Each profile recomputes its stays, its nights, its lifetime spend and its last visit: the regular is recognised on arrival, without the front desk hunting for it.
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TodayI schedule the night porter on instinct and hope it is legal.
With PrivateCoreThe rota refuses overlaps and approved leave, warns below eleven hours of rest, flags undeclared night work beyond two nights a week, blocks a minor on nights and any week over forty-eight hours. The split shift of the trade is recognised, so it raises no false alarm.
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TodayReviews, I read them on Sunday and reply three weeks later.
With PrivateCoreGoogle, TripAdvisor and Trustpilot reviews come in on their own, in one screen. On low ratings, a reply is drafted by the model installed on your machine. Nothing goes out until you have read it and published it yourself.
In detail
Everything that ships built in.
- Booking.com
- Airbnb
- Stripe
- Qonto
- Outlook
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PMS: rooms & housekeeping
- Visual floor plan: every room with its status, updated in real time
- Housekeeping schedule generated automatically every morning (occupied, to do, dirty, clean)
- Floor staff tick rooms off from their phone, the front desk sees them turn clean instantly
+ 3 more
- Room types, rates and availability managed in one place
- Every task carries who took it, when it started and how long it ran
- Mini-bar tracked per room, every consumption added to the bill
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Reservations: direct website, commission-free
- Booking engine on your own website: zero OTA commission
- Guests book without creating an account, and follow their stay from a link that opens only theirs
- Guests cancel from that same link, without calling the front desk
+ 3 more
- Availability re-checked at the moment of confirming, not only when displayed
- Requests land as pending on the front desk dashboard, which confirms them
- iCal import of your Booking.com and Airbnb calendars, re-read every fifteen minutes
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Check-in, check-out & stay invoicing
- Tablet check-in / check-out at the front desk
- One folio per stay: nights, extras, mini-bar, everything adds up as the stay goes
- Departure recorded: the folio closes once the balance is zero, the room switches to cleaning
+ 3 more
- City tax computed automatically from your municipality rates
- Ready-to-file export for the city tax declaration
- Itemised bill line by line, with the VAT rate of each service, issued as a PDF
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Breakfast, bar & restaurant: POS included
- The restaurant NF525 POS and the PMS run on the same platform
- Breakfast and bar charged at the POS, no second software
- Room service and laundry added to the room folio
+ 3 more
- Split checks across payment methods for walk-in guests
- Menu available via QR code, translated into the guest's language
- Bar and breakfast stock tracked, alert below threshold
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Staff: scheduling, time tracking, payroll
- Team schedule per service: front desk, floors, breakfast
- Conflicts caught as you build the schedule: rest time, absence, double assignment
- Seasonal extras and reinforcements managed like the rest of the team
+ 3 more
- Payslips and DSN generated from hours actually worked
- Leave and absence requests approved from the mobile app
- Staff register kept up to date automatically
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Analytics: occupancy, average rate, loyal guests
- Occupancy rate, average daily rate (ADR) and RevPAR computed continuously
- Load calendar per room type: slow periods stand out at a glance
- Period comparison: this month against the same month last year
+ 3 more
- Single guest record: stay history, preferences, duplicates merged
- Guest segmentation to target your offers
- Upgrades and upsells offered at booking, revenue tracked
The math
What it replaces, and what it costs.
Typical case: independent 20-room hotel, 6 employees.
What the plan covers
- PMS (room planning) Mews orMisterbooking · Cloudbeds · Thais · Oracle Opera
- OTA calendars on one schedule SiteMinder orD-EDGE · Amenitiz · Cubilis
- Team scheduling Skello orCombo · Snapshift · Planday
- Accounting & FEC Pennylane orTiime · Indy · Sage
- Guest CRM & follow-ups Experience Hotel orLoungeUp · Revinate · Bowo
And what the usual stack does not cover: Factur-X & Chorus Pro · Guest data at your place, on the Mac mini
Public prices as of August and September 2026, entry-level plans, options excluded. The vendors' prices change: check their sites.
The gap
What we centralise, and they do not.
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How many subscriptions
The usual stackThe PMS handles the rooms, another tool handles housekeeping, a third one handles the bookings taken on your own site, and seasonal payroll lives somewhere else again. Every junction between two of them is billed, and the ones that do not exist get filled in by hand.
PrivateCoreA room night crosses the front desk, housekeeping, the bar and payroll without changing software. The billed stay drops into the accounting journal, the clocked hour climbs into the payslip, and nobody re-keys a thing.
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Where your data lives
The usual stackA hotel file names people: who slept there, which nights, with whom, and what they had at the bar. Hosted by a third party, it is administered by people you did not hire, in a country you did not choose.
PrivateCoreThe database sits on a machine behind the front desk. It is backed up at your place, and the hotel remains the only spot where the stay history exists.
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When the internet drops
The usual stackThe PMS lives in a browser: the line goes down and the front desk has neither a room plan nor an open bill. The arrival goes on a notepad and gets re-keyed the next day.
PrivateCoreOn a Mac mini, the software is inside the hotel, not at the far end of the line. A guest arriving at midnight is checked in, their bill opens, housekeeping sees the room change state. Only the exchanges with the outside world wait for the line to come back.
3 more differences
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What it costs you when you fill up
The usual stackThe vendor invoice follows how full you are: a cut of every booking, a fee that steps up by room bracket, one more user for every summer hire.
PrivateCoreThe amount moves with neither your occupancy, nor your room nights, nor the seasonal staff you take on in July. You collect through your own bank as you do today; going through ours is an option, never a condition.
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What a PMS does not cover
The usual stackA PMS stops at the room. The seasonal contract, the hiring declaration, the payslip, the staff meal benefit, the FEC and electronic invoicing are handled elsewhere, from the same hours keyed in a second time.
PrivateCoreContracts, payslips and social filings start from the hours already clocked at the hotel, and hiring a seasonal worker opens the hiring declaration deadline by itself. The French hospitality branch scale is versioned by year of effect: it knows the staff meal benefit and the uplift for public holidays worked, and it warns when a wage falls below the minimum for its grade.
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Artificial intelligence
The usual stackDrafting a reply to a review or summarising what your guests say means sending the text, the name and the stay involved to an AI vendor, whose processing location and retention period you do not set.
PrivateCoreThe model is installed on the hotel machine. Reading the reviews, drafting a reply on the low ratings, summarising the feedback: all of it is produced on site, and no guest name leaves for it.
FAQ
What we get asked.
How many rooms does PrivateCore handle?
No software limit. Tested up to 320 rooms on a single Mac Mini. Beyond that (hotel group), you move to multi-site K3 cluster mode.
What's the difference vs Mews or Cloudbeds?
Your data stays with you (strict GDPR, no US hosting), no per-room subscription, iCal import of your OTA calendars included at no extra cost, no hidden commission on direct bookings.
How does the Booking.com connection work?
Via iCal import: you grab the calendar URL exported by your Booking.com extranet, paste it into PrivateCore, and the feed is re-read automatically every 15 minutes. The reservations read from that feed show up in the channels screen, next to the room schedule. Up and running the same day, no account validation needed. They do not block the sale of the room on your own website yet: two-way channel manager sync is in development.
What happens if Booking.com has an outage?
Direct bookings keep flowing: the booking engine runs locally, on your premises. On the OTA side, the iCal import resumes automatically as soon as the feed is back and catches up on whatever was published during the outage.
And seasonal hotels?
Configurable periodic closure (the direct booking engine shows "season closed"). No billing during the closure if you opted for that at sign-up.
Data migration from Mews / Cloudbeds?
Native import of guest records, reservation history, rates, room mapping. Runs over a 30-day dual-write window: both systems write in parallel until you cut over.
My front desk is open 24/7: what happens if the machine fails at 3 am?
On a Mac mini, everything runs locally, so an internet outage changes nothing for check-in. If the hardware fails, the encrypted Time Machine backup restores onto a replacement machine: your data lives on-site, nothing to reinstall from a cloud. The full setup is detailed on the /securite page.
I have a restaurant in the hotel: do I juggle between the PMS and the POS?
No. The restaurant POS and the PMS share the same database: a half-board guest's dinner is charged to their room folio, and everything comes out on a single bill at check-out. Walk-in guests are charged at the regular POS, split checks included.
I already have home automation in the hotel: can PrivateCore control it?
Yes, if it goes through Home Assistant. You connect it site by site: PrivateCore tries the address and the access token before saving them, then encrypts the token, which never shows on screen again. Only managers and administrators give orders, each on their own sites. Air conditioners, lights and shutters can be controlled, Home Assistant itself cannot: a restart or a system command is refused. PrivateCore talks directly to the Home Assistant installed on your premises, with no online service in between. Disconnecting the site erases the token.