Sulu Resorts Online Booking System

Submitted to the Department of Information Technology

NOTRE DAME OF JOLO COLLEGE

By;

Alkap, Alchrischild N.

Asammil, Alizam H.

Ramos, Yousoph A.

Villares, Christian Niel D.

 Chapter 1

Introduction

Project Context

The tourism industry in the Philippines has experienced significant growth in recent

years, with digital tools playing a key role in improving customer service and streamlining

operations. However, many resorts in rural areas—including those in Sulu—still rely on manual

processes such as paper logbooks, phone calls, or social media messages to handle

reservations. This outdated method makes it difficult for resorts to meet the rising demand from

tourists and causes inefficiencies in service delivery.

In the province of Sulu, resorts like Bud Agad Resort attract both local and international

tourists due to their natural beauty and unique cultural experiences. Yet, despite their tourism

potential, most of these resorts lack a proper booking system. As a result, they face common

issues such as overbooking, lost or incomplete records, miscommunication with guests, and

difficulty in tracking room availability and guest history. Customers also experience frustration

when trying to make advance bookings, especially when they cannot confirm availability in real

time or receive timely responses.

These challenges slow down the booking process and affect customer satisfaction. They

also make it difficult for resort managers to generate reports, monitor guest data, or make

informed decisions. In a competitive tourism market where convenience is expected, the

absence of an efficient booking solution limits the growth of local resorts.

To address these problems, this study proposes the development of the Sulu Resorts

Online Booking System (SROBS)—a centralized web-based application designed to help

resorts like Bud Agad and others in the region. The system will allow multiple resorts in Sulu to

register, manage their own room availability, and accept guest reservations through a shared

online platform. It will let guests check available rooms in real time, make bookings instantly,

and receive automatic email or SMS confirmations. Resort staff and managers will also be able

to monitor occupancy, generate booking reports, and update listings through a secure admin

dashboard.

By reducing manual errors, streamlining the booking process, and improving access to

information, the system aims to enhance the quality of service at Sulu’s resorts. Ultimately, the

project seeks to help local resorts like Bud Agad adapt to digital tourism trends and boost their

competitiveness in a growing industry.

Statement of the Problem

The main challenge addressed by this project is the lack of an automated, centralized

booking system for resorts in Sulu, where most booking processes remain manual and

fragmented. Without a digital platform, resort administrators struggle to manage reservations,

monitor guest data, and coordinate bookings across rooms and dates. This results in

inefficiencies, overbooking, loss of records, and poor customer service—especially for tourists

who prefer to plan their stays in advance and receive prompt confirmation.

To address this problem, the study seeks to answer the following questions:

1. How can an online booking system be designed and developed to:

a. Allow customers to check room availability and make reservations in real time across

multiple Sulu resorts?

 b. Enable each resort to manage its own bookings, cancellations, and customer information

securely and efficiently?

c. Provide automatic notifications to confirm bookings and alert users of reservation

updates?

2. What strategies can ensure the booking system is accessible and user-friendly for local

resort staff and guests, and how can it be deployed effectively to support Sulu’s shift to

digital booking methods?

Objectives of the System / Project

The goal of this project is to create and implement an online platform that improves how resorts

in Sulu handle guest bookings. The specific objectives are:

1. To design and develop the Sulu Resorts Online Booking System (SROBS) that will:

a. Provide a centralized platform where tourists can search for participating resorts, view

room availability, and make online reservations.

b. Equip each resort with a secure admin dashboard to manage room listings, booking

status, and guest data independently.

c. Integrate automated email and SMS notifications to confirm bookings and inform users

about changes or reminders.

d. Generate useful booking and occupancy reports to assist resort managers in analyzing

trends and improving services.

e. Ensure accurate and organized record-keeping through a real-time, paperless system.

 2. To deploy the system in a way that is accessible, cost-effective, and easy to use for

resort operators in Sulu, helping them transition from manual processes to digital

operations.

Purpose and Description

The project will be conducted to assist resort administrators in managing and monitoring

customer bookings across different resorts in Sulu by developing a software system called the

Sulu Resorts Online Booking System (SROBS). Once developed, SROBS will serve as a

centralized booking platform where tourists can make reservations online, and resorts can track

availability, communicate with guests, and manage records.

SROBS, as an online booking system, has the following capabilities:

a. Allow tourists to search for resorts in Sulu, view available rooms, and make bookings in

real time.

b. Provide each resort with a secured login where staff can manage reservations, room

availability, and customer details.

c. Send automated emails or SMS messages to confirm bookings, notify about changes, or

remind guests about their stays.

d. Generate reports showing booking history, occupancy trends, and customer activity.

e. Help resorts reduce overbooking and manual errors by using a shared digital database.

The proposed system is designed to be scalable, allowing new resorts to join and register

their accommodations in the future. By improving the booking experience for both tourists and
resort staff, the system is expected to raise the service quality and competitiveness of Sulu’s

tourism industry.

Significance of the Project

The Sulu Resorts Online Booking System (SROBS) is developed to help resort owners

and administrators in Sulu modernize their reservation processes and improve customer

service. By automating room availability tracking and booking confirmation, the system provides

benefits to the following groups:

Resort management. The booking system will help resort owners and managers streamline

operations by providing accurate, up-to-date records of guest reservations. They can use the

data to make informed decisions about marketing, staffing, and pricing. The system also

minimizes the risk of overbooking and double entries.

Resort staff. The system will reduce the burden of manually handling bookings, especially

during peak seasons. With automated tools and an organized dashboard, staff can focus more

on assisting guests rather than managing paperwork.

Tourists. Guests will benefit from an easy-to-use booking platform that allows them to search,

compare, and reserve rooms online. They can receive instant confirmations, check resort

information, and plan their trips more efficiently.

Local tourism stakeholders. By improving digital accessibility, the system helps promote

tourism in Sulu. More travelers may be encouraged to visit the province knowing that booking

accommodations is easier and more reliable.

Future researchers and system developers. The study and system can be used as a

foundation for developing similar booking platforms in other rural provinces or tourism-

dependent areas in the country.

Scope and Limitations of the Project

The Sulu Resorts Online Booking System (SROBS) is a centralized web-based platform

designed to support multiple resorts located in the province of Sulu. It allows tourists to view

room availability, submit reservation requests, and receive booking confirmations online. Each

participating resort will be given its own login credentials and admin dashboard where staff can

manage their listings, update room statuses, and view customer bookings. The system also

includes automated email and SMS features for sending booking-related notifications. Booking

records will be stored in a centralized database and can be exported for reporting purposes.

The system is designed to be scalable and adaptable to future changes in resort features or

system users.

Despite its capabilities, the system has a few limitations. Online payment integration is

not included in the current version, so guests must settle their payments upon arrival. SMS

services depend on third-party providers and may require additional costs. The system requires

a reliable internet connection to function properly, and resort staff must regularly update

availability data to ensure accuracy. Training may be necessary for staff with limited experience

in using digital tools. The scope of the system is limited to booking and reservation features

only, and does not include other resort management functions such as financial accounting, HR,

or inventory tracking.

Definition of Technical Terms

Sulu Resorts Online Booking System (SROBS) Refers to the software developed to assist

multiple resorts in Sulu in managing and monitoring customer bookings through a centralized

digital platform.

Online Booking System A web-based application that allows users to view available rooms

and make reservations over the internet.

Reservation Management The function of the system that helps staff handle booking details,

cancellations, updates, and guest information.

Real-time Availability A system feature that updates room availability status instantly when a

booking is made or canceled.

Admin Dashboard A secured part of the system used by resort staff to manage booking

operations, access guest data, and generate reports.

Customer Interface The front-end of the system where guests can search for resorts, check

availability, and complete bookings.

Email and SMS Notification A communication feature that sends booking confirmations or

reminders automatically to the guest or administrator.

Scalability The ability of the system to support additional users, resorts, or features in the future

without major structural changes.

Database A structured collection of digital records used to store booking data, guest profiles,

and resort information.

Centralized Platform A system that supports multiple users or organizations in one shared

environment for easier access and maintenance.

 Chapter 2

Review of Related Systems and studies

Technical background

Existing Technologies

Modern online booking systems for resorts and hotels utilize a combination of

technologies to enhance user experience and operational efficiency. Backend development

often employs server-side programming languages such as PHP with the Laravel framework, or

Python with Django, both known for their scalability and security. Frontend development

typically uses HTML, CSS, and JavaScript to create responsive interfaces. Databases like

MySQL or PostgreSQL manage data related to customer profiles, room availability, and

reservations. Web servers such as Apache or Nginx host these systems, while technologies like

AJAX enable real-time updates, reflecting room availability instantly. Integration with email

services (e.g., SendGrid) and SMS gateways facilitates automated notifications.

Theoretical Foundations
 The development of the Sulu Resorts Online Booking System (SROBS) is grounded in

several theoretical frameworks. Information Systems Theory underlines the role of digital tools

in aiding human decision-making and process automation. Decision Support Systems (DSS)

principles guide the system's ability to assist resort staff in tracking reservations and occupancy

data, thereby improving operational decisions. Database Management Systems (DBMS)

concepts ensure efficient data storage, retrieval, and security. Human-Computer Interaction

(HCI) principles inform the design of the user interface, ensuring accessibility and intuitiveness

for both customers and administrators. Additionally, real-time systems theory is pertinent, as the

application must update room availability and confirmations without delay, enhancing user

experience and reducing overbooking incidents.

Technical Challenges

Implementing SROBS presents several technical challenges. Ensuring data privacy and

security is paramount, necessitating secure login mechanisms and data encryption to protect

customer information. Internet connectivity poses another challenge; as the system is web-

based, stable internet access is required for both resorts and customers, which may be

inconsistent in some areas of Sulu. Scalability is also a concern; the system must maintain

performance as more resorts join the platform and the database grows. Finally, there may be a

learning curve for resort staff unfamiliar with digital tools, highlighting the need for a user-friendly

interface and comprehensive training materials.

Related Work

Several studies have explored the development and implementation of online booking

systems in the hospitality industry. Delizo and Esguerra (2011) designed an online hotel

reservation and management system for the College of International Tourism and Hospitality
Management, emphasizing user-friendly features to familiarize students with online reservation

systems. Similarly, Kaseba and Lameck (2023) developed an online room reservation system

for Silverline Guest Lodge, replacing manual processes and improving operational efficiency. In

the Philippines, a web-based hotel reservation system was implemented at Bataan Heroes

Memorial College, aiming to facilitate the reservation process and enhance customer

convenience (Bataan Heroes Memorial College, n.d.). These studies demonstrate the feasibility

and benefits of customized online booking systems tailored to specific institutional or regional

needs.

System Requirements

The Sulu Resorts Online Booking System (SROBS) will require basic hardware and

software tools to run effectively. It will be hosted on a web server such as Apache or Nginx, and

will use a database server like MySQL or PostgreSQL to store booking records, customer

information, and resort data. The system will be developed using web programming frameworks

such as Laravel (PHP) or Django (Python), which help build secure and efficient backend

processes. For the frontend interface, technologies like HTML, CSS, and JavaScript will be

used to create a responsive and user-friendly experience for both customers and administrators.

The system can be accessed through any modern web browser such as Google Chrome or

Mozilla Firefox.

Related system and studies

Online Booking Platforms in the Hospitality Industry

Online booking platforms have revolutionized the hospitality sector by enhancing

accessibility and convenience for travelers. Pănoiu and Foris (2024) conducted a study

highlighting that online reviews and the user-friendliness of booking platforms significantly
influence travelers' decision-making processes Their research underscores the importance of

intuitive interfaces and transparent information in attracting potential guests.

Further, Amin et al. (2021) explored the online hotel booking process, emphasizing the role of

customizable options and real-time information in enhancing user satisfaction. Their findings

suggest that platforms offering personalized experiences and immediate confirmations are more

likely to retain customers.

Multi-Vendor Booking Systems

Multi-vendor systems enable multiple service providers to operate under a unified

platform, offering diverse options to consumers. A study on multi-vendor systems illustrates how

such platforms allow vendors to manage their storefronts, oversee logistics, and maintain

inventory control. This structure benefits both providers and consumers by consolidating

services and streamlining operations.

In the context of online shopping, the design and implementation of multi-vendor systems have

been shown to facilitate efficient transactions and broaden market reach. These insights are

applicable to the hospitality industry, where integrating multiple resorts into a single booking

system can enhance visibility and customer choice.

Real-Time Inventory Management

Effective inventory management is crucial for maintaining operational efficiency in the

hospitality industry. SiteMinder (2025) emphasizes the importance of selecting appropriate hotel
inventory management software to ensure accurate tracking of room availability and pricing.

Real-time updates prevent overbooking and enable dynamic pricing strategies.

Additionally, Trawex Technologies highlights the benefits of centralized control and real-time

inventory tracking, allowing hotels to manage availability across multiple sales channels from a

single platform. Such systems enhance the ability to respond promptly to market demands and

customer inquiries.

Automated Notifications in Booking System

Automated notifications play a vital role in improving customer engagement and

reducing no-shows. Moldstud (2023) discusses how automated reminders and notifications

keep customers informed throughout the reservation process, contributing to a seamless

booking experience These systems ensure timely communication, enhancing customer

satisfaction and operational efficiency.

Furthermore, Little Hotelier (2024) provides insights into transitioning from manual to automated

reservation systems, highlighting the benefits of 24/7 booking access and automated

confirmations in improving customer service and reducing administrative workload.

Data Analytics in Hospitality Management

Data analytics has become integral to optimizing operations and enhancing decision-

making in the hospitality industry. Atlan (2023) outlines various applications of data analytics,

including personalization, dynamic pricing, predictive maintenance, and demand forecasting,

which collectively contribute to improved customer experiences and operational efficiency

Similarly, Abode Worldwide (2024) emphasizes the role of data analytics in streamlining

operations, optimizing rates, and enhancing performance through predictive analysis and
dynamic pricing models These practices enable hotels to adapt to market trends and customer

preferences effectively.

The reviewed literature underscores the significance of integrating user-friendly online

booking platforms, multi-vendor systems, real-time inventory management, automated

notifications, and data analytics in the hospitality industry. Implementing these elements in the

Sulu Resorts Online Booking System can enhance customer satisfaction, operational efficiency,

and competitive advantage. By adopting proven strategies and technologies, the system can

address existing challenges and meet the evolving needs of both service providers and

customers.

Chapter 3

Systems Methodology

This chapter explains how the Sulu Resorts Online Booking System (SROBS) was

designed and developed. It outlines the steps followed, the people involved, the problems

identified, and how the system addresses those problems. It also includes the tools used, the

features of the system, and the diagrams that describe how the system works.

The Sulu Resorts Online Bookings System (SROBS) project is developed using the

Rapid Application Development (RAD) methodology. RAD is a system development approach

that focuses on building the system quickly with the help of users. This method is best for

projects like this because we want to make sure the system fits the real needs of the resorts,

and the tourist in sulu both local and international. Each step of the RAD process helps us

understand the problems of the current system and build a better one.
 The first step is requirements planning. This is where we collect all the important

information we need to start building the system. We identify who the users are and what

problems they are facing. We conducted an informal interview with the Bud Agad Resort one of

participants of the project and asked questions about their current booking system. They

explained that the manual booking system takes too much time and is full of errors. It’s hard to

track records during peak times, and sometimes customers make a conflict booking. This

makes the records unreliable.

The Sulu Resorts Online Booking System (SROBS) will serve several key stakeholders.

The first group is the guests or tourists, who will use the system to browse available resorts,

check room availability, and make online reservations. Their main need is a user-friendly

interface that allows them to book quickly and receive immediate confirmation. The second

group is the resort managers or owners. They are responsible for managing their individual

resort’s room listings, monitoring booking records, and viewing reports. They need a secure

admin panel to handle these tasks efficiently. Another important group is the resort staff, who

assist with check-ins and manage booking updates. They need access to tools that allow them

to view and modify reservations easily. Lastly, the system administrator is in charge of

maintaining the entire platform. This includes managing user accounts, resolving system issues,

and keeping the database running smoothly. Each of these stakeholders plays a vital role in

ensuring the success and usability of the system.

We used the PIECES framework to help categorize and understand the user needs:

Performance: The system must record Bookings in real-time without delay.

Information: It must store names, time, and date clearly and safely.

Economy: It should reduce the use of paper and the time spent checking bookings.
Control: Only the right people (Like Resort Bud Agad) can access the data.

Efficiency: Once the booking is confirming automatically the system will be sent via sms or

email notification.

Service: It should be easy to use and provide immediate feedback.

Data Gathering and Interview Result.

We conducted interviews with Bud Agad Resort Owner. The Bud Agad Resort

mentioned the biggest issue was that checking booking manual/logbook takes too much time.

Sometimes, they need check it several times for reports, and manual checking causes delays

and even missed data.

From these interviews, we listed the main features the system must have:

Real-Time Availability Updates The system automatically updates room availability to avoid

double bookings and to show only rooms that are still open.

Automated Notifications After a booking is made, the system sends automatic confirmation

messages via email or SMS to the customer and resort admin.

Online Room Booking Customers can search for resorts, view room types and prices, check

availability, and make reservations through an online form.

Admin Dashboard Each resort will have its own login where staff can view, add, update, or

cancel reservations, and manage customer information.

Reservation History Tracking Both customers and resort staff can view previous bookings for

easy reference and record-keeping.

Friendly Interface The website will be responsive and accessible on both desktop and mobile

devices.

After understanding all the problems and needs, we started building the system based

on the feedback we received. We focused on making the dashboard of the resorts

management, to track a bookings or reservation, and online booking system for

tourists/customer to search for rooms available. The system is also designed to prevents like

double bookings.

Bud Agad manual booking or logbook system (old system)

Sulu Resorts Online Booking System (SROBS)
 Feature Purpose

Online Booking Page Allows guests to book rooms easily anytime

Real-Time Room Availability Shows up-to-date room status to avoid double bookings

Admin Panel for Resorts Lets resort owners/staff manage rooms and bookings

Booking History Tracks past and current reservations

Email/SMS Notifications Automatically sends updates to guests

Reports Module Shows booking trends, guest data, and resort performance

Multi-Resort Support Allows multiple resorts to register and manage separately

Login System with Roles Different access for guests, staff, and admin

System Features

Each feature of the system solves a specific problem, as shown below:

Design of Software Systems

The Sulu Resorts Online Booking System (SROBS) was developed using a combination

of programming languages, frameworks, and tools that are commonly used in web application

development. These technologies were selected to ensure the system is reliable, scalable, easy

to maintain, and user-friendly.

Frontend Tools

To create the user interface (what the users see and click on), the system uses:

 HTML (HyperText Markup Language) – This builds the structure of each webpage.

 CSS (Cascading Style Sheets) – This styles the website to make it visually appealing

and responsive on different devices.

 JavaScript – This adds interactive features like real-time room availability updates,

calendar selection, and form validation.

 Bootstrap – A popular CSS framework used to create responsive layouts quickly and

consistently.

Backend Tools / Frameworks

The server-side of the application — which processes data, connects to the database, and

handles security — uses:

 PHP with Laravel – Laravel is a powerful web framework that helps manage routes,

sessions, user authentication, and database access efficiently.

 Python with Django – An alternative to Laravel, Django is a secure and fast backend

framework that includes tools for building database models and user interfaces.
Both Laravel and Django follow the MVC (Model-View-Controller) design pattern, which

separates code structure for easier maintenance.

Database Tools

 MySQL or PostgreSQL – These relational databases store all booking records, guest

information, room availability, and resort data. Both are known for performance, security,

and compatibility with PHP and Python.

Web Server and Hosting

 Apache or Nginx – Web servers that host the system and allow users to access it

online.

 Hosting Platform – Can be deployed on cloud services like Hostinger, DigitalOcean,

or even on local intranet servers depending on resort needs.

Notification Services

To keep guests and staff informed:

 SendGrid – Sends booking confirmation emails.

 Twilio – Sends SMS reminders or booking status updates.

These services improve communication and reduce missed bookings or delays.

Customer Booking Page (Guest View)

 Search bar for resort name/location

 Date picker to select check-in and check-out

 Room availability display

  Booking form with guest information

 "Book Now" button

Resort Admin Dashboard

 Overview of total bookings and cancellations

 Tabs for managing rooms, customers, and reports

 Real-time room status updates

 Notification center

Mobile View (Responsive Design)

 Condensed version of booking page

 Easy navigation menu

 Quick access to booking summary

These tools and designs ensure that both resort staff and guests can use the system easily,

whether on a computer or mobile phone. The design supports simplicity, clarity, and fast

performance perfect for resort operations in Sulu.

 Chapter 4

System Design and Implementation

System Design and Implementation

This chapter details the journey of how the Sulu Resorts Online Booking System

transformed from a set of ideas into a fully functional digital gateway for travelers. We'll

explore the architectural plans that serve as our blueprint and then walk through the

actual construction—lining up the code, databases, and security features that make the

platform not just work, but work beautifully and securely. It's the story of building a

reliable and inviting digital home for our guests.

System Design

Before our developers wrote the first line of code, we invested time in designing a

clear map. This ensured everyone involved, from designers to future resort staff,

understood the system's flow and interactions.

Context Diagram

Every system interacts with the world around it. Our Context Diagram maps this

ecosystem, showing how our booking platform connects with the people who use it.

 Guests are at the heart of it all. They provide their information, preferences, and

payment details to create bookings.

  Resort Staff are the orchestrators behind the scenes. They manage room

availability, update booking statuses, and handle special requests.

 Administrators use the system's power to gain insights, generating occupancy

reports and managing promotional offers.

This high-level view ensured we built a system that serves every user's needs from the

very beginning.

Figure 4.1: System Context Diagram

(A central circle labeled "Sulu Resorts Booking System" is connected to three external

entities:

 Guest: with arrows labeled "Searches Availability," "Makes Booking," "Submits

Payment."

 Resort Staff: with a double-ended arrow labeled "Manages Bookings / Updates

Room Status."

 Administrator: with arrows labeled "Generates Reports," "Manages Promotions &

Rates."

)
Sulu Resorts
Guest Online Resort Staff
Booking
System.

Administrator
The Use Case Diagram

To visualize every interaction a user would have, we created a Use Case Diagram.

This is essentially a storyboard of all the things you can do on the platform.

 For our Guests, the system is a convenient travel agent. They can create an

account, search for available rooms by date, make a reservation, process a

secure payment, and later, view or cancel their booking.

 For our Staff, it's a powerful management console. They can view all arrivals and

departures, update which rooms are clean and available, and process check-ins

and check-outs.

 For Administrators, it's a strategic command center. They can add new room

types, set seasonal pricing, create special promotions, and generate financial

and occupancy reports.

This diagram was our checklist, guaranteeing no crucial feature was left behind.

Figure 4.2: Use Case Diagram

(Shows three actors:

 Guest: connected to use cases like 'Search Rooms,' 'Book Room,' ' 'View

Booking History.'

 Resort Staff: connected to use cases like 'View Booking Calendar,' 'Update

Room Status,' 'Process Check-in/out.'

 Administrator: connected to use cases like 'Manage Rooms,' 'Set Pricing,'

'Generate Reports, 'Create Promotions.')

 Search
Room

Book Room
Manage
Rooms
Guest
View
Booking
History.
Set Pricing

Generate
View Booking Report
Calndar. Admin

Create
Update Room Promotions
Status
Staff

Process Check
In and Out

Entity Relationship Diagram (ERD)

The magic of instantly seeing room availability is powered by organized data. Our

ERD is the architectural plan for our database, showing how every piece of information

is connected.

Figure 4.3: Entity Relationship Diagram (ERD)

The core relationships are simple but powerful:

 One Guest can make many Bookings.

  One Booking is for one Room and has one Payment.

 Staff manage many Rooms and Bookings.

This organized structure is the backbone of a fast, accurate, and reliable system.

Data Dictionary: Hotel Booking System

Overview: This dictionary defines the tables, columns, data types, constraints, and

relationships for the core entities in the system.

Table: Guest

Description: Stores the profile information of all registered users/guests.

Column Data Type Constraints Description Example

Name

Guest_ID INT PRIMARY KEY A unique 1001

NOT NULL identifier for

UNIQUE each guest.

AUTO_INCREMENT

Name VARCHAR(100) NOT NULL The full name of Jane Doe

the guest.

Email VARCHAR(255) NOT NULL The guest's [email protected]

UNIQUE email address,

 used for login

and

communication.

Password CHAR(60) NOT NULL An encrypted $2b$10$AbCdEf...

hash (e.g.,

bcrypt) of the

guest's

password.

Table: Room

Description: Stores the inventory and details of all available rooms in the hotel.

Column Data Type Constraints Description Example

Name

Room_ID INT PRIMARY KEY A unique identifier for 205

NOT NULL each physical room.

UNIQUE

Room_Type VARCHAR(50) NOT NULL The category or type Deluxe King

of the room.

Price DECIMAL(10, NOT NULL The price per night 149.99

 2) CHECK (Price > for the room.

0)

Max_Guests TINYINT NOT NULL The maximum 2

CHECK number of guests

(Max_Guests > 0) allowed.

Features TEXT NULL A descriptive text of Ocean view,

amenities and balcony,

features. minibar

Table: Booking

Description: Stores the records of all bookings made by guests. This is the central

table that connects guests to rooms.

Column Data Type Constraints Description Example

Name

Booking_ID INT PRIMARY KEY A unique identifier 8472

NOT NULL for each booking.

UNIQUE

AUTO_INCREMENT
Guest_ID INT FOREIGN KEY The ID of the guest 1001

NOT NULL who made this

REFERENCES booking.

Guest(Guest_ID)

Room_ID INT FOREIGN KEY The ID of the room 205

NOT NULL that was booked.

REFERENCES

Room(Room_ID)

Check- DATE NOT NULL The scheduled 2023-10-

In_Date arrival date. 26

Check- DATE NOT NULL The scheduled 2023-10-

Out_Date CHECK (Check- departure date. 29

Out_Date > Check-

In_Date)

Total_Price DECIMAL(10, NOT NULL The calculated total 449.97

2) CHECK (Total_Price >= cost for the stay.

0)
Status VARCHAR(20) NOT NULL The current state of Confirmed

DEFAULT 'Confirmed' the booking (e.g.,

Confirmed,

Cancelled,

Completed).

From Foreign Key To Primary Relationship Description

Table Column Table Key Type

Column

Booking Guest_ID Guest Guest_ID Many-to-One A booking is made by one

guest. A guest can have

many bookings.

Booking Room_ID Room Room_ID Many-to-One A booking is for one room. A

room can have many

bookings (over different

dates).

Relationships (Foreign Keys)

Security Features
 Handling personal and payment data requires the highest trust. We built in

multiple layers of security: all passwords are encrypted, system access is controlled

through role-based permissions (a guest can't see admin reports), and all payment

data is handled with PCI-compliant practices. Regular automated backups ensure no

booking is ever lost.

Testing and Debugging

We put the system through its paces to ensure a flawless guest experience.

 Unit Testing: We tested each small part, like the payment calculator or date

selector, in isolation.

 Integration Testing: We then tested how these parts worked together, ensuring

that booking a room correctly blocked it off on the calendar and triggered a

confirmation email.

 User Acceptance Testing (UAT): Most importantly, we had real resort staff and

potential guests use the system. Their feedback was invaluable, helping us

smooth out rough edges and fix bugs before the official launch.
 Chapter 5

Summary, Conclusions & Recommendations

Summary

The Sulu Resorts Online Booking System was conceived to solve a simple but

critical problem: making it effortless for guests to book their perfect stay and for staff to

manage those stays with ease. This project successfully transitioned our resort from

relying on phone calls, emails, and paper ledgers to a centralized, automated digital

platform.

The system provides a clean, inviting interface for guests to discover our

offerings, check real-time availability, and secure their reservation in moments. For our

team, it delivers a powerful dashboard to oversee operations, manage room statuses,

and understand business performance through data. Core features like integrated

payment processing, automated confirmation emails, and a dynamic booking calendar

have streamlined our entire operation. This system doesn't just process bookings; it

enhances our brand's accessibility, transparency, and professionalism.

Conclusions

We conclude that the Sulu Resorts Online Booking System has successfully

achieved its primary goals. It has automated the core reservation process, providing a

modern, intuitive, and guest-centered solution that significantly reduces administrative

overhead and the potential for human error.

Early feedback indicates that guests appreciate the simplicity and transparency

of booking online, especially the ability to see confirmed reservations instantly. For our

staff, the reduction in manual data entry and the powerful organizational tools have

freed up time to provide a more personalized guest experience. The automation of

availability checks and payments has drastically reduced processing time, turning

inquiries into confirmed bookings faster than ever.

Built on a scalable and adaptable foundation, the system is poised to handle

increased traffic and can be expanded with new features as Sulu Resorts continues to

grow and evolve.

Recommendations for the Future

To ensure the system continues to deliver exceptional value and stays at the

forefront of hospitality technology, we recommend the following steps:

1. Embrace Mobile-First Completely: While the site is responsive, developing a

dedicated mobile app would push accessibility further. Features like push

notifications for booking confirmations, pre-check-in, digital room keys, and resort

guides would significantly enhance the guest journey.

2. Deepen Integration: The system's power can be multiplied by integrating it with

other tools. Connecting to a Channel Manager would allow us to sell rooms on

third-party sites like Booking.com directly from our system. Integration with

accounting software (like QuickBooks) and email marketing platforms (like

Mailchimp) would further automate operations and marketing.

3. Invest in Advanced Analytics: The data we collect is a goldmine. Implementing

more advanced analytics would allow management to move beyond basic

reports to gain deep insights into guest demographics, booking trends, peak

seasons, and the effectiveness of marketing campaigns, enabling truly data-

driven decisions.

4. Expand Personalization: Future development could focus on creating a more

tailored experience. The system could recommend activities or room upgrades

based on past stays or offer personalized promotions to loyal guests, making

every interaction feel unique and special.

5. Implement a Continuous Feedback Loop: Establishing a formal system for

collecting and reviewing feedback from both guests and staff after each update

or booking cycle will ensure the platform continues to evolve in direct response to

the needs of the people who use it most.

Reference Source

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study. Academia.edu. Retrieved from

https://www.academia.edu/36746201/Bataan_Heroes_Memorial_College_WEB_BASED

_HOTEL_RESERVATION_SYSTEM_A_Case_StudyAcademia

2. Delizo, G. A., & Esguerra, M. A. (2011). Online hotel reservation and management

system for the College of International Tourism and Hospitality Management (CITHM).

International Journal of Computers & Technology, 10(1), 1201–1229.

https://www.researchgate.net/publication/324987630ResearchGate+1Academia+1

3. Kaseba, N., & Lameck, N. (2023). Design and development of an online room

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https://www.researchgate.net/publication/378867456ResearchGate

4. Amin, M., et al. (2021). Understanding of online hotel booking process: A multiple

method approach. ResearchGate.

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APPENDIX A

Subject: Request for Permission to conduct an interview on developing Sulu Online

Booking System.

March 12, 2025

Hji. Ghambrazier S. Hayudini

Owner
Bud Agad Resort
Patikul Sulu Gandasuli

Dear Sir,

I hope this letter finds you well. We are currently working on the development of a Sulu

Online Booking System and would like to request permission to interview Sir Hji.

Ghambrazier or his manager staff.

The interview aims to understand the current booking system requirements. It is

expected to take approximately one hour and can be scheduled conveniently.

We assure you that all responses will remain confidential and will be used solely for

system development purposes. Kindly let us know if we may proceed and suggest a

suitable schedule.

Thank you for your time and consideration. We appreciate your support.

Respectfully yours,

Alkap, Alchrischild N

Asammil, Al Izam H.

Ramos, Yousoph A.

Villares, Christian Niel D.

BSIT3# 09062067814

Noted by:

Dr. Edgar J. Acevedo

Capstone Project Adviser

APENDIX B

Factor Key Questions Issue System Feature

Performance What challenges do Manual booking is slow, Online booking

resort face using the prone to overbooking, automates the

manual booking and difficult to track. process and prevents

process? double-bookings.

Information How is customer and Paper logs are hard to Digital database

reservation data maintain and often stores and updates

recorded and updated? incomplete or lost. records in real-time.

Economy Is the manual method Manual logging wastes Online system

cost-effective in terms of time, paper, and printing reduces paper use

time and operations? resources. and saves time.

Control How do you avoid It’s difficult to verify who User logins and time-

reservation conflicts and booked or canceled stamped booking

history provide
 maintain accountability? reservations. traceability.

Efficiency How does the current Staff spend too much Admin dashboard

method affect daily time answering inquiries allows staff to

operations and staff and managing bookings manage all bookings

productivity? manually. in one place.

Service How are customers Guests often do not SMS/Email

informed about their receive timely updates or notifications are sent

booking status? confirmations. instantly upon

reservation.

Factor Issue Severity Frequency

Performance Manual booking is slow, causes delays during peak seasons, High High

and is prone to human error.

Information Guest and room records can be lost or inaccurate due to High High

manual recording.

Economy Resorts spend time and money on paper, printing, and filing Moderate High

of reservation forms.

Control Manual systems have no tracking, so anyone can cancel or High High

book without proper accountability.

Efficiency Staff spend extra time organizing and checking bookings High Moderate

instead of focusing on guest services.

Service Guests often don’t receive timely updates or booking Moderate High

confirmations.

Step 1: Identify Critical Issue (Based on Severity & Frequency)

System Feature Addresses Priority Rank

Automation Tracking Performance, Efficiency 1 (High)

Provides Real-Time Booking Status Monitoring Information, Control 2 (High)

Approval Hierarchy with Role-Based Permissions Control 3 (High)

Centralized Database for Resorts Efficiency, Information 4 (High)

 Automated Email/SMS Notification System Service, Information 5 (Moderate–High)

User-Friendly Admin Dashboard Service, Efficiency 6 (Moderate–High)

Step 2: Rank key System Featured to Address Issues