Dayananda Sagar Academy of Technology & Management

(Autonomous Institute under VTU)

Udayapura, Kanakapura Main Road, Opp. Art of Living, Bangalore-82

Mini- Project Report

on

“Hotel Management System”

Submitted for the course

“ Database Management Systems- BIS405”
Information Science and Engineering
Semester IV Section A

Submitted By

Abhay Surya JS (1DT23IS003)

Chethan R (1DT23IS035)
Jeevan K (1DT23IS059)

Under the guidance of

Dr.Rashmi Amardeep
Associate Professor
Dept. of Information Science & Engineering, DSATM, Bangalore.

2024-2025
 ABSTRACT

Making Hotel Booking Easier for Everyone

This project report explores the development and implementation of a comprehensive Hotel
Management System (HMS) utilizing a relational Database Management System (DBMS) as
its core component. The primary objective of the system is to automate and streamline the
fundamental operations involved in managing a hotel, including room reservations, guest
registration, check-in/check-out tracking, billing, housekeeping status updates, and staff
administration.

The system is designed to address common challenges faced by hotel operations such as
overbooking, data redundancy, lack of real-time availability, and manual record-keeping
errors. A structured relational database model has been implemented to store and manage all
essential data entities like customers, rooms, payments, employees, and service requests. SQL
(Structured Query Language) is used extensively to define, query, and manipulate the data,
ensuring that the system maintains data integrity, consistency, and security.

Key features of the Hotel Management System include:

 Room Booking and Availability Module: Enables users to check room availability in real-
time and make reservations based on room type, dates, and customer preferences.

 Guest Information Management: Maintains detailed profiles of guests, including personal

information, booking history, and payment records.

 Billing and Payment Module: Automatically calculates charges based on room rates,
duration of stay, services availed, and applicable taxes, providing clear and accurate billing.

 Staff and Services Management: Tracks employee roles, shift schedules, and service task
allocations such as housekeeping and maintenance.

 Reports and Analytics: Generates reports on occupancy rates, revenue, customer

demographics, and operational performance to aid managerial decision-making.
 ACKNOWLEDEMENT
We would like to take this opportunity to express our sincere thanks and gratitude to all those
who have been kind enough to guide when needed which has led to the successful completion
of the project.

We would like to express our special thanks and gratitude to Management of Dayananda
Sagar Academy of Technology and Management for providing all the required facility.

We would like to convey our immense gratitude to Dr. Ravishankar M, Principal, Dayananda
Sagar Academy of Technology and Management and Dr. Nandini Prasad K S, Dean-
Foreign Affairs & HOD, Department of Information Science and Engineering, Dayananda
Sagar Academy of Technology and Management, Bangalore, for their continuous support and
encouragement which enabled us to come up with this project and also thank them for
providing the right ambience for carrying out the same.

We would like to express our profound gratitude to our Project Guide Dr. Rashmi Amardeep,
Associate professor, Department of Information Science and Engineering, Dayananda Sagar
Academy of Technology and Management, Bengaluru for their guidance and suggestions for
successful completion of our project.

We would like to thank our parents and friends who helped us in finalizing this project within the
stipulated time frame.

Abhay Surya JS(1DT23IS003)

Chethan R (1DT23IS035)

Jeevan K(1DT23IS059)
 TABLE OF CONTENTS

Chapter1

1. Introduction

1.1 Introduction

1.2 Objectives

1.3 Modules

Chapter 2

2. Survey of Technologies

2.1 Software Description

2.2 Languages

2.2.1 Frontend

2.2.2 Backend

Chapter 3

3. Requirement and Analysis

3.1 Requirement Specification

3.2 Hardware and software Requirements

3.3 ER-Diagram

3.4 Normalization

Chapter 4

4. Program Code

4.1 Code Details and Code Efficiency

Chapter 5
5. Result and Discussion

5.1 User Documentation

Chapter 6

6. Testing

6.1 Testcases

Chapter 7

7. Conclusio

n References
 CHAPTER 1

1. Introduction
1.1 Introduction

The hospitality industry, especially hotel management, demands efficiency, accuracy, and reliability in
handling daily operations such as room reservations, guest check-ins and check-outs, billing, and staff
coordination. Traditional manual systems are often prone to errors, time-consuming, and unable to meet
the real-time demands of modern-day hotel operations. To address these limitations, the implementation
of a computerized Hotel Management System (HMS) based on a Database Management System
(DBMS) has become essential.
A Hotel Management System powered by a DBMS serves as a centralized platform to store, manage, and
retrieve information related to guests, bookings, rooms, employees, and services. It enables hotels to
operate smoothly by automating tasks, reducing redundancy, and ensuring the consistency and security
of data. With the help of Structured Query Language (SQL), the system can efficiently manage large
volumes of data, support complex queries, and maintain relationships between multiple entities.
This project aims to design and implement a Hotel Management System that demonstrates how database
principles can be applied to solve real-world problems in the hotel industry. The system supports key
functionalities such as:
 Room booking and availability checking
 Guest registration and profile management
 Check-in/check-out processing
 Billing and payment tracking
 Staff scheduling and management
The proposed system is designed using a relational database model where entities such as Rooms, Guests,
Bookings, Payments, and Employees are represented as tables with defined relationships. The system
ensures data integrity through the use of primary and foreign keys, constraints, and normalization
techniques.
By integrating a DBMS into hotel operations, the system not only improves the speed and accuracy of
service but also supports decision-making through reporting and data analysis. This report discusses the
database design, system architecture, functionalities, and advantages of using a DBMS in the context of
hotel management, highlighting the role of technology in enhancing business operations in the
hospitality sector
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1.2 Objectives

The main objectives of this project are:

 Data Integrity and Consistency

Ensure that data is accurate, consistent, and valid across the entire system by enforcing
constraints and relationships between data entities.
 Efficient Data Storage and Retrieval
Organize and manage data in such a way that it can be stored compactly and retrieved
quickly using queries, indexes, and optimization techniques.
 Data Security and Access Control
Protect sensitive data by restricting access through authentication, authorization, and role-
based permissions, ensuring only authorized users can view or modify the data.
 Minimization of Data Redundancy
Reduce duplication of data through normalization and structured data models, ensuring
that updates are reflected consistently across the system.

1.3 Modules

The system is divided into the following major modules:

 Room Management Module – Manages room details, availability status, and

categorization.
 Booking and Reservation Module – Handles guest reservations and prevents booking
conflicts.
 Guest Management Module – Stores and manages guest personal and stay-related
information.
 Check-In/Check-Out Module – Manages the check-in and check-out process of guests.
 Billing and Payment Module – Generates bills and processes payments for services used.
 Employee/Staff Management Module – Maintains staff records and role-based access
control.
 Services and Facilities Module – Tracks additional services like food, laundry, and
transport.
 Reports and Analytics Module – Provides statistical reports for management and
planning

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 Chapter 2

2. Survey of Technologies

2.1 Software Description

The Hotel Management System is a web-based application developed using a combination of front-end and
back-end technologies to provide a user-friendly interface and efficient database operations. The system
is designed to manage hotel activities such as room booking, guest management, billing, and more. The
software stack includes:
1. HTML (Hyper Text Markup Language)
HTML is used for structuring the web pages of the system. It defines the layout of the user interface,
including forms, tables, navigation menus, and content display areas.
2. CSS (Cascading Style Sheets)
CSS is used to style and enhance the appearance of the HTML elements. It ensures a clean, responsive, and
visually appealing interface across different devices and screen sizes.
3. PHP (Hypertext Preprocessor)
PHP serves as the server-side scripting language that handles the application’s business logic. It processes
user inputs, connects to the database, executes SQL queries, and dynamically updates content based on
user interactions.
4. SQL (Structured Query Language)
SQL is used to create and manage the relational database. It handles all data-related operations such as
inserting, updating, retrieving, and deleting records. SQL is essential for maintaining data integrity and
supporting complex queries across multiple tables.

2.2 Languages

The project is developed using a combination of frontend and backend technologies. Each part of
the system is implemented using appropriate programming languages and tools for effective
functionality and user experience.

2.2.1 Frontend

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 HTML: Markup language that structures the content and elements on web pages.

 CSS: Styling language that controls the visual presentation and layout of HTML
elements

 JavaScript: Programming language that adds interactivity and dynamic behavior to

web pages.

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2.2.2 Backend

 PHP: Server-side scripting language that handles data processing, business logic,
and database interactions

 MySQL: Relational database management system that stores and manages all
movie data, user information, and application records

 Apache: Web server software that processes requests and serves web content to clients

 PHPMyAdmin: Web-based database administration tool for managing

MySQL databases through a graphical interface

 XAMPP: Cross-platform web server solution stack package that bundles

Apache, MySQL, PHP, and Perl for local development

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 Chapter 3

3. Requirement and Analysis

3.1 Requirement Specification

Functional Requirements:

These are the core features and operations the system must perform:
 Room Management
o Add, update, or delete room details.
o View room availability and status (available, booked, maintenance).
 Guest Management
o Register new guests with personal details.
o Maintain guest history and contact information.
 Booking and Reservation
o Book rooms based on availability and customer requirements.
o View, update, or cancel reservations.
 Check-In/Check-Out
o Manage check-in/check-out records.
o Update room status automatically during these processes.
 Billing and Payment
o Generate bills based on stay duration and services used.
o Accept and record payments.
 Employee Management
o Add and manage employee records.
o Assign roles and restrict access based on job functions.
 Service Management
o Track additional hotel services (laundry, meals, transport).
o Include service charges in the final bill.
 Reports and Search
o Generate reports for management (e.g., daily revenue, occupancy).
o Search guest and booking records easily.

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 Non-Functional Requirements:

These are the quality attributes that define how the system performs:
 Usability
o The system should have a simple and intuitive interface suitable for users with basic
computer knowledge.
 Performance
o The application should respond quickly to user actions, even with a growing number of
records.
 Scalability
o The database and application structure should support future expansion (e.g., more users,
more rooms, added services).
 Security
o Only authorized users should access administrative functions.
o Sensitive data such as guest details and payment info must be protected.
 Reliability
o The system must function accurately and consistently during regular operation.
 Maintainability
o The codebase should be modular and well-documented for future updates or bug fixes.
 Portability
o The system should work on any standard web browser and be deployable on local servers
like XAMPP/WAMP or web hosting environments.

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 3.2 Hardware and Software Requirements

Hardware Requirements:

 Processor: Intel Core i3 or equivalent

 RAM: 2 GB minimum (4 GB recommended)

 Storage: 1 GB free disk space

 Display: Minimum 13" screen with 1280×720 resolution

 Internet connection for database

access Software Requirements:

 Operating System: Windows / Linux / macOS

 Web Server: Apache (via XAMPP)

 Database: MySQL 5.7 or higher

 PHP 7.0 or higher

 Web Browser (Chrome/Firefox/Safari)

 Text Editor or IDE (VS Code / Sublime Text / PHPStorm)

 XAMPP Control Panel for local development

3.3 ER-Diagram

The ER (Entity-Relationship) Diagram represents the structure of the database and its entities: Entities

and Relationships:

 Guest
1. Guest_ID (Primary Key)
2. Name
3. Phone
4. Email
5. Address
6. ID_Proof
 Room
1. Room_ID (Primary Key)
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2. Room_Type
3. Status (Available/Booked/Maintenance)
4. Price_Per_Night
 Booking
1. Booking_ID (Primary Key)
2. Guest_ID (Foreign Key)
3. Room_ID (Foreign Key)
4. Check_In_Date
5. Check_Out_Date
6. Total_Amount
 Payment
1. Payment_ID (Primary Key)
2. Booking_ID (Foreign Key)
3. Payment_Date
4. Amount_Paid
5. Payment_Method (Cash/Card/Online)
 Employee
1. Employee_ID (Primary Key)
2. Name
3. Role
4. Phone
5. Email
 Service
1. Service_ID (Primary Key)
2. Service_Name
3. Price
 Service_Usage
1. Usage_ID (Primary Key)
2. Booking_ID (Foreign Key)
3. Service_ID (Foreign Key)
4. Quantity
5. Date

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 Relationships:

 A Guest can make multiple Bookings (One-to-Many).

 A Room can be booked in many Bookings, but only once at a time (One-to-Many).
 A Booking has one or more Payments (One-to-Many).
 A Booking can use multiple Services via the Service_ Usage junction table (Many-to-
Many).
 Employees are managed separately and don’t directly link to bookings but can be
extended if needed (e.g., for assigned tasks).

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3.4 Normalization

To ensure data consistency and reduce redundancy, the database is designed using
normalization principles:

1. First Normal Form (1NF)

All tables in the schema are in 1NF as:

 Each table has a primary key

 All attributes contain atomic (indivisible) values
 No repeating groups exist in any table

2. Second Normal Form (2NF)

The schema is in 2NF as:

 All tables are in 1NF

 All non-key attributes are fully functionally dependent on the primary key
 No partial dependencies exist where non-key attributes depend on only part of
the primary key

3. Third Normal Form (3NF)

The schema is in 3NF as:

 All tables are in 2NF

 No transitive dependencies exist where non-key attributes depend on other non-
key attributes
 Examplesare:

i. City attributes depend only on CityID

ii. Movie attributes depend only on MovieID

iii. User attributes depend only on UserID

4. Boyce-Codd Normal Form (BCNF)

The schema is in BCNF as:

 All tables are in 3NF

 For every functional dependency X → Y, X is a superkey
 Each table has only one candidate key (the primary key)

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 5. Fourth Normal Form (4NF)

The schema is in 4NF as:

 All tables are in BCNF

 No multi-valued dependencies exist
 Each table represents a single theme/entity

6. Fifth Normal Form (5NF)

The database appears to be in 5NF as:

 All tables are in 4NF

 Join dependencies are properly implemented through foreign key relationships
 The database can be reconstructed from its projections without information loss.

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 Chapter 4

4. Program Code

4.1 Code Details and Code Efficiency

Code Details

Filtering the movies based on language, genre, Duration, PG Rating and ordering based on release
date:

 Filtering Movies (Function: home(request)):

Triggered on a GET request.

 Filters movies based on:

1. Language: Uses selected languages or fetches all if none selected.

2. Genre: Same logic as language filtering.

3. Duration: Uses max duration from user input or fetches max from DB.

4. PG Rating: Same logic as duration.

5. Order By: Sorts by user-defined field or defaults to release date.

6. Descending Order: Adds DESC if requested.

7. Constructs and executes SQL queries to:

8. Fetch distinct languages, genres, and PG ratings.

9. Retrieve movie data matching the applied filters.

 Searching Movies (Function: searchbar(request)):

1. Also uses a GET request.

2. Retrieves movies based on an exact match of the movie title.

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  Booking a Show (Function: book(request,

pk)): Triggered via a POST request.

 Uses BookingForm to submit a booking:

1. Assigns the booking to the current user.

2. Saves the booking and shows a success message.

3. If the form is invalid, it re-renders the empty form.

 Movie Detail Page (Front-End Template):

HTML template extends dashboard/base.html.

Displays:

1. Movie image, author, release date, title, description.

2. Movie attributes: Language, PG Rating, Duration, Genre.

3. Includes a "Book Now" button linking to the booking page.

Code Efficiency

 Model Efficiency:

o Raw SQL queries bypass ORM overhead but lack model-level validations
and signals.

o Missing database index declarations on frequently queried fields (language,

genre, pg_rating).

o No evidence of select_related/prefetch_related for related data, potentially

causing N+1 query issues.

 Performance Optimization:

o Unfiltered SELECT * statements retrieve unnecessary columns, increasing

network payload and memory usage.

o Lack of pagination could cause performance degradation with larger datasets.

o Separate queries for filter options increase database load rather than using
cached aggregated queries.

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 Maintainability:

o The Use of raw SQL limits portability across database systems and
complicates schema changes.

o String formatting in SQL queries makes code harder to read and maintain
as complexity grows.

o Absence of code comments and consistent naming conventions reduces

long- term maintainability.

 Security & Authentication:

o Direct string interpolation in SQL queries creates critical SQL injection

vulnerabilities.

o Limited input validation before constructing database queries exposes the

system to attacks.

o Authentication integration exists but lacks role-based access control for

admin operations.

 Scalability:

o No evidence of database connection pooling or query optimization for high

traffic loads.

o Absence of caching strategies for relatively static data (languages, genres)

increases database load.

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 Chapter 5

5. Result and Discussion

5.1 User Documentation

1. User Roles

 Admin: Full access to all modules including room management, customer records, billing,
and employee management.

 Receptionist: Can check in/out customers, assign rooms, and generate invoices.

 Customer (optional): Can book rooms online and view booking status..

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Login and Access

1. Key Functional
Pages
Functionality:

 Secure access to the system.

 Role-based login: Admin, Receptionist, (and optionally Customer).

👤 User Interaction:

 Admin/Receptionist opens the system.

 Enters username and password.
 On successful login, redirected to their respective dashboard.
 If credentials are incorrect, shows error.

2. Dashboard
🔹 Functionality:

 Provides a summary of hotel operations.

 Displays key metrics: total rooms, available rooms, current guests, daily income.

👤 User Interaction:

 Admin can view all metrics including revenue and employee status.
 Receptionist sees only room and booking stats.
 Users can click on buttons to go to Room Management, Bookings, Billing, etc.

3. Room Management
🔹 Functionality:

 Add/Edit/Delete room information.

 Mark rooms as Available, Booked, or Maintenance.
 Filter rooms by type (AC/Non-AC), occupancy, or status.

👤 User Interaction:

 Admin or Receptionist adds a room by selecting type, number, rate, and status.
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  Can update room prices or mark a room as unavailable.
 Rooms automatically get updated when assigned or vacated.

4. Customer Check-In

🔹 Functionality:

 Registers new guest details.

 Assigns available room.
 Sets check-in date/time.

👤 User Interaction:

 Receptionist enters guest name, ID proof, contact info.

 Chooses an available room.
 System stores this as a booking record.
 A check-in receipt or booking slip can be printed.

5. Customer Check-Out
🔹 Functionality:

 Ends the guest’s stay.

 Calculates bill based on stay duration and services used.
 Frees the room (sets it as Available).

👤 User Interaction:

 Receptionist selects the guest from the list or enters booking ID.
 System auto-calculates the number of days stayed and room charges.
 Clicks Check-Out, bill is generated.
 User can print or email the bill.

6. Booking Management
🔹 Functionality:

 View and manage all bookings.

 Search for guests or rooms.

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  Edit or cancel bookings.

👤 User Interaction:

 Admin/Receptionist searches by guest name, booking ID, or room number.

 Can cancel bookings (if a customer changes plans).
 Can edit guest info or change room assignment.

7. Billing System
🔹 Functionality:

 Generates accurate invoices based on room rate and duration.

 Adds taxes and service charges (if any).
 Stores invoice for records.

👤 User Interaction:

 Receptionist clicks Generate Bill during check-out.

 System shows a breakdown of charges (room + services + tax).
 User can click Print or Download PDF.

8. Employee Management (Admin Only)

🔹 Functionality:

 Maintain staff records (name, role, contact info).

 Add/edit/delete employees.
 Assign login credentials.

👤 User Interaction:

 Admin adds new receptionists or hotel staff.

 Sets roles (who can access what).
 Can disable accounts when someone leaves.

9. Backup & Recovery

🔹 Functionality:

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  Backs up entire hotel database (rooms, guests, bookings, billing).
 Can restore backup in case of system failure.

👤 User Interaction:

 Admin clicks “Backup Now” to export the current database.

 Can choose to restore from a previously saved backup file.

🔐 10. Security and Access Control

🔹 Functionality:

 Ensures only authorized users can access the system.

 Passwords are stored securely.
 Roles define who can view/edit data.

👤 User Interaction:

 Users log in using credentials.

 Admins have full access.
 Receptionists have limited access.
 Unauthorized users are denied entry.

11. Error Handling & Troubleshooting

🔹 Functionality:

 Displays user-friendly error messages.

 Prevents wrong inputs (e.g., invalid dates, room not available).

👤 User Interaction:

 If a field is missing, system prompts the user to fill it.

 If no rooms are available, shows an alert.
 All errors are logged for admin review

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 RESULTS

ADMIN LOGIN PAGE

Fig 1

USER LOGIN PAGE

Fig 2

PAYMENT PAGE
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PREVIOUS BOOKING HISTORY
Fig 4

PAYMENT DETAILS
Fig 5

ROOM DETAILS (Fig 6)

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 CHAPTER 6 TESTING

8.2 Types of Testing Performed

Test Type Description

Unit Testing Tested individual modules like Room Booking, Billing, Login.
Ensured modules work together (e.g., Check-in updates Room Status and
Integration Testing
Booking).
System Testing Entire system tested end-to-end.
User Acceptance Testing Verified by sample end users (Admin & Receptionist) for feedback and
(UAT) approval.
Ensured system correctly validates inputs (like empty fields, wrong date
Validation Testing
formats, etc.).

8.3 Sample Test Cases

Test
Test Description Input Expected Result Actual Result Status
Case ID
Username: admin,
Login with correct Redirect to Redirect to
TC_01 Password: Pass
credentials Dashboard Dashboard
admin123
Username: admin,
Login with
TC_02 Password: Show error message Error displayed Pass
incorrect password
wrongpass
Room No: 201, Room added and Room added
TC_03 Add new room Pass
Type: AC visible in room list successfully
Validation error:
Check-in guest with Guest Name: "",
TC_04 “Guest name is Error shown Pass
missing fields Room No: 101
required”
Bill generated, Room Expected output
TC_05 Check-out guest Booking ID: 5 Pass
set to Available shown

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 Stay: 3 nights, Invoice amount: Correct invoice
TC_06 Generate invoice Pass
Room Rate: ₹1000 ₹3000 generated
Search booking by Show matching Matching entry
TC_07 Name: "Rahul" Pass
customer name bookings displayed
Attempt to assign Show error: Room Error message
TC_08 Room No: 101 Pass
already booked room not available shown

8.4 Bug Fixes and Improvements

Issue Fix Implemented

Room status not updating on check-out Linked Room table to Booking table for status update
Accepting blank customer names Added field validation before submission
Bill calculation error on leap years Added date difference logic using standard library
Unresponsive UI on old browsers Improved frontend compatibility using Bootstrap

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 CONCLUTION

The Hotel Management System was successfully designed and implemented to automate and streamline
key operations of hotel administration, including room booking, guest check-in/check-out, billing, and
employee management. The system provides a reliable and efficient solution that reduces manual work,
minimizes errors, and improves the overall productivity of hotel staff.

Through the use of a database management system, data is stored securely, easily retrievable, and well-
organized. The user interface is simple and intuitive, allowing even non-technical staff to operate the
system with ease. Testing confirmed the system’s stability, functionality, and accuracy in handling real-
world hotel scenarios.

This project has not only demonstrated the practical application of database design principles but also
emphasized the importance of user-centered design and software validation. Future improvements may
include integrating online booking, real-time availability tracking, and customer feedback systems to
further enhance functionality and user experience.

Overall, the Hotel Management System fulfills its intended purpose and is ready for real-world
deployment in a small to medium-sized hotel environment.

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 REFERENCE

1. W3Schools – SQL, PHP, and HTML Tutorials

https://www.w3schools.com/
o Used for web development tutorials including SQL, PHP, HTML, CSS, and JavaScript.
2. GeeksforGeeks – DBMS and Programming Concepts
https://www.geeksforgeeks.org/
o Source for learning DBMS, backend logic in PHP/Python/Java, and frontend integration.
3. PHP Manual – Official Documentation
https://www.php.net/manual/en/
o Reference for PHP syntax, database connection functions, and form handling.
4. MySQL Documentation
https://dev.mysql.com/doc/
o Official guide for MySQL installation, queries, and functions.
5. Mozilla Developer Network (MDN Web Docs)
https://developer.mozilla.org/
o Used for JavaScript, HTML, and CSS documentation and best practices.
6. Bootstrap Documentation
https://getbootstrap.com/docs/
o Frontend design framework used for responsive layout and UI components.
7. Stack Overflow
https://stackoverflow.com/
o Used to resolve coding bugs and implement community-suggested solutions.
8. YouTube Tutorials

 Various tutorials were used to guide implementation of PHP-MySQL web applications

and admin dashboards.
(e.g., CodeWithHarry, Programming with Mosh, etc.)

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