PROJECT REPORT

Hotel Management System Using Python

Tkinter And MySQl Database

In partial fulfillment for the award of the degree of

BACHELOR OF SCIENCE

( INFORMATION TECHNOLOGY)
By
Mohd Shaquib Jawed Ansari
Under the Guidance Of

Mr. SANJAY KAMBLE

Assistant Professor Department of Information Technology

Department of Information Technology

2024-2025

Submitted to Mumbai University

BGPS
 Mumbai College of Arts, Commerce & Science
Wadala ( E ) Mumbai -400037

(Affiliated to University of Mumbai)

CERTIFICATE
This is to certify that the project entitled, “Hotel Management
System Using Python Tkinter And MySQl Database” is bonafide
work of “Mohd Shaquib Jawed Ansari ” bearing seat no. 22302
submitted is partial fulfilment of the requirements for the award of
degree of BECHELOR OF SCIENCE In INFORMATION TECHNOLOGY
from University of Mumbai for AY 2024-25.

Project Guide Co-ordinator

Internal Examiner External Examiner

Date : College Seal

ABSTRACT
The Hotel Management System (HMS) is a comprehensive
software solution designed to streamline and automate
various operations within a hotel environment. Developed
using Python programming language with the Tkinter library
for the graphical user interface and MySQL database for
data management, this system aims to enhance the
efficiency and organization of hotel management processes.
The key features of the Hotel Management System include:
User-friendly Interface: The system provides an intuitive and
user-friendly graphical interface created using the Tkinter
library, allowing users to easily navigate through the various
functionalities.
Reservation and Booking Management: The system allows
hotel staff to manage room reservations efficiently. It
enables users to check room availability, make reservations,
and handle booking modifications.
Guest Information Management: The system maintains a
centralized database to store and manage guest information.
This includes personal details, contact information, and any
special requirements or requests.
Check-in and Check-out Procedures: Streamlined check-in
and check-out processes facilitate quick and accurate
guest processing. The system updates room status and
generates invoices upon check-out.
Room and Inventory Management: The system keeps track
of room availability, types, and status. It also manages hotel
inventory, including stock levels for items such as toiletries
and room amenities.
Billing and Invoicing: Automated billing and invoicing
functionalities are incorporated to generate accurate bills for
guests, considering room charges, additional services, and
taxes.
Reports and Analytics: The system provides reporting tools
to generate insightful analytics and reports. Hotel
management can utilize these reports for strategic decision-
making and performance evaluation.
Security and Authentication: The system ensures data
security by implementing user authentication mechanisms,
restricting access to authorized personnel only.
Integration with MySQL Database: The use of MySQL as the
backend database ensures data integrity, reliability, and
scalability. The system efficiently stores and retrieves data,
supporting the seamless operation of the HMS.
The Hotel Management System presented in this project
aims to optimize daily hotel operations, enhance guest
satisfaction, and provide an organized platform for hotel
staff. Through the integration of Python Tkinter and MySQL,
the system delivers a robust and user-friendly solution for
hotel management.

ACKNOWLEDGEMENT
We would like to express our special thanks and gratitude to
our project guide Mr.Sanjay Kamble for guiding us to do the
project work on time and giving us all support and guidance,
which made complete our project duly. We are extremely
thankful to her for providing such nice support and guidance.
We are also thankful for and fortunate enough to get constant
encouragement, support and guidance from the teachers of
information Technology who helped us in successfully
completing our project work.

DECLARATION

hereby declare that the project entitled, “Hotel Management System

Using Python Tkinter And MySQL Database’s” done at BGPS Mumbai
College of Information Technology, has not been in any case duplicated to
submit to any other universities for the award of any degree. To the best
of my knowledge other than me, no one has submitted to any other
university.
The project is done in partial fulfillment of the requirements for the
award of degree of BACHELOR OF SCIENCE (INFORMATION
TECHNOLOGY) to be submitted as final semester project as part of our
curriculum.

Name and Signature of the Students

Table of Contents

CHAPTER NO. TOPIC PAGE NO.

1 INTRODUCTION
1.1.Background
1.2.Objective
2 Survey Of
 Technologies
2.1.Survey Of
Technologies Briefing
3 REQUIREMENT &
ANALYSIS
3.1.Problem Definition
3.1.1.Some Of The
Problem Are Given
Below
3.2.Requirement
Specification
3.2.1.Functional
Requirements
3.2.2.Non-Functional
Requirements
3.3.Planning &
Scheduling
3.3.1.Gantt Chart
3.4.Software &
hardware
Requirement
3.4.1.Hardware
Requirement
3.4.2.Software
Requirement
3.5.Conceptual
Models
3.5.1.Methodology
3.5.2.Usecase Diagram
3.5.3.Er Diagram
3.5.4.Sequence
Diagram
4 SYSTEM DESIGN
4.1.Algroithm
4.1.1.User
Registration And
 Authentication
4.1.2.Authorization
And Access Control
4.1.3.Flow Chart

CHAPTER 1: INTRODUCTION

1.1 BACKGROUND

The Hotel Management System (HMS) developed using Python Tkinter

and MySQL Database emerges as a sophisticated solution in response
to the dynamic needs of the hospitality industry. With the rapid
technological advancements, hotels require efficient tools to
automate and streamline their operations, from reservation
management to billing and reporting. Python, a versatile and widely-
used programming language, is employed for its ease of development
and integration capabilities. Tkinter, as the chosen graphical user
interface toolkit, ensures a user-friendly experience for both hotel
staff and management.

The decision to integrate MySQL as the backend database is rooted in

its reputation for reliability, scalability, and strong data management
capabilities. This amalgamation of technologies creates a robust
system that not only enhances the operational efficiency of hotels but
also prioritizes data security and accuracy, thereby providing a
comprehensive solution to the intricate challenges faced by the
hospitality sector. The Hotel Management System is positioned as an
innovative and adaptable tool that aligns with the contemporary needs
of the industry, ultimately contributing to improved guest services
and
streamlined hotel management processes.
1.2 OBJECTIVES:
The objectives of the hotel management system are to:

• Automation of Hotel Operations: The primary objective is to

automate and streamline various hotel management
operations, including reservation handling, check- in/check-
out procedures, billing, and inventory management. This
automation reduces manual effort, minimizes errors, and
enhances overall operational efficiency.
• Efficient Reservation and Booking Management: The system
facilitates efficient management of room reservations and
bookings. It provides a user-friendly
interface for staff to check room availability, make reservations,
and modify bookings as necessary.
• Accurate Guest Information Management: The system aims to
maintain a centralized and accurate database of guest
information. This includes personal details, contact
information, and any specific requirements or preferences,
enabling personalized and attentive servic
• Enhanced Check-in and Check-out Processes: The system
simplifies and accelerates the check-in and check-out
procedures. It updates room statuses in real-time, ensuring that
rooms are ready for occupancy and generating invoices
promptly upon guest departure.
• Effective Room and Inventory Management: Efficient tracking
of room availability, types, and statuses is a key objective.
Additionally, the system manages hotel inventory, helping staff
monitor and maintain stock levels for items such as toiletries
and room amenities.
• Automated Billing and Invoicing: The system automates the
billing and invoicing processes, ensuring accurate and timely
 generation of bills for guests. It takes into account room
charges, additional services, and applicable taxes to provide
transparent and error-free financial transactions.
• Comprehensive Reporting and Analytics: The system provides
reporting tools for generating comprehensive analytics and
reports. Hotel management can utilize these insights for
strategic decision-making, marketing strategies, and
performance evaluation.
• Data Security and Access Control: Ensuring the security of
sensitive data is a crucial objective. The system implements
robust user authentication mechanisms,

CHAPTER 2: SURVEY OF TECHNOLOGY

2.1 SURVEY OF TECHNOLOGIES BRIEFING

• Python Programming Language:
Rationale: Python is chosen for its simplicity, readability, and
versatility. Its extensive libraries and frameworks facilitate rapid
development, making it an ideal choice for building the core
functionalities of the Hotel Management System.

• Tkinter GUI Toolkit:

Rationale: Tkinter is the standard GUI toolkit for Python and is
selected for its seamless integration with the language. It provides
 a user-friendly interface that enhances the overall user experience
for both hotel staff and management.
• MySQL Database:
Rationale: MySQL is a widely-used relational database
management system known for its reliability and scalability. It is
chosen to store and manage data related to reservations, guest
information, room status, inventory, and more. The relational
model of MySQL aligns well with the structured data
requirements of the hotel management domain.
• SQL (Structured Query Language):
Rationale: SQL is the standard language for interacting with
relational databases like MySQL. It is used for creating, querying,
updating, and managing the database. SQL ensures efficient and
secure data manipulation within the system.
• Database Normalization Techniques:
Rationale: Normalization is employed to organize the database structure
efficiently, minimizing data redundancy and ensuring data integrity.
This enhances the overall performance of the Hotel
Management System and facilitates effective data retrieval.
• User Authentication Mechanisms:
Rationale: To ensure data security and access control, the
system incorporates user authentication mechanisms.
Techniques such as username-password validation are
implemented to restrict access to authorized personnel only.
• Automated Testing Frameworks (e.g., pytest):
Rationale: Automated testing is crucial for validating the
correctness and reliability of the system. Testing frameworks like
pytest are employed to automate the testing process, ensuring
that the Hotel Management System functions as intended across
various scenarios.
• Reporting and Analytics Tools:
Rationale: Reporting and analytics are integral for decision-
making. The system may leverage tools or libraries for data
visualization and reporting to provide hotel management with
insights into key performance indicators and trends.
• Version Control Systems (e.g., Git):
Rationale: Version control is essential for collaborative
development. Git, a distributed version control system, allows
developers to track changes, collaborate seamlessly, and
maintain the integrity of the codebase throughout the
development lifecycle.
• Documentation Tools:
Rationale: Clear documentation is essential for system
understanding and maintenance. Tools like Sphinx or MkDocs may
be used to generate comprehensive and user-friendly
documentation for developers and end-Use Case Flexibility: It is
well-suited for diverse enterprise applications, including web
applications, APIs, and more.
 CHAPTER 3: REQUIREMENTS AND ANALYSIS

3.1 PROBLEM DEFINITION:

The problem addressed by the development of the Hotel Management System
using Python Tkinter and MySQL Database lies in the inefficiencies and challenges
faced by traditional hotel management processes. Manual handling of
reservations, guest information, check-in/check-out procedures, and inventory
management can lead to errors, delays, and an overall lack of optimization. The
absence of a centralized and automated system often results in difficulties in
maintaining accurate records, providing personalized guest services, and
generating timely and error-free invoices. Additionally, security concerns regarding
guest information and financial transactions may arise in the absence of a robust
data management solution. The Hotel Management System aims to mitigate these
challenges by providing an integrated platform that automates key processes,
enhances user efficiency through a user-friendly interface, and ensures the secure
and structured storage of data through MySQL. By addressing these issues, the
system seeks to revolutionize the way hotels manage their operations, ultimately
improving guest experiences and allowing hotel staff to focus more on delivering
high-quality services.

3.1.1 SOME OF THE PROBLEMS ARE GIVEN BELOW:

• Data Security Concerns:

One of the primary challenges is ensuring the security of

sensitive guest information stored in the MySQL database.
Inadequate security measures may expose the system to
vulnerabilities, leading to data breaches or unauthorized
access.

• Scalability Issues:

As the hotel expands and the volume of data increases,

scalability becomes a concern. The database and system
architecture must be designed to handle a growing number of
users, reservations, and other data without sacrificing
performance.

• User Interface Complexity:

Developing an intuitive and user-friendly interface with Tkinter

can be challenging, especially when catering to a diverse user
base within the hotel staff. Balancing functionality with
simplicity is crucial to ensuring effective utilization of the
system.
 • Integration Challenges:

Integrating the Tkinter-based front-end with the MySQL back-

end requires meticulous attention to detail. Compatibility
issues or errors in data transfer between the GUI and the
database may result in functionality gaps or data
inconsistencies.

• Concurrency and Transaction Management:

In a hotel management system where multiple users may

simultaneously access and modify data, handling concurrency
becomes critical. Proper transaction management is essential
to prevent data corruption and maintain database integrity.

• REQUIREMENTS SPECIFICATIONS:

In this phase, a requirements specification of the project will be

conducted, user Roles, functionalities, and system behavior which can
serve as a foundation for system design and development.

3.2.1 FUNCTIONAL REQUIREMENTS:

• A more modern and user-friendly user interface.
• Support for mobile devices.
• Improved performance and scalability.
• Allow customer service representatives to view the details of individual
orders.
• Integration with other systems, such as Facebook for login easily.

3.2.2 NON-FUNCTIONAL REQUIREMENTS:

• The system must be scalable to support a large number of users and
transactions.
• The system must be secure and protect customer data.
• The system must be available 24/7.
3.3 PLANNING AND SCHEDULING:

3.3.1 GANTT CHART:

Figure 1. Gantt Chart

3.4 SOFTWARE AND HARDWARE REQUIREMENTS:

3.4.1 HARDWARE REQUIREMENTS:
• Server: A multiple core processor of and intel xeon or AMD
Ryzen with minimum 8 GB RAM .Also same for the Database
serever
• Client Devices:Intel core i5 or equivalent AMD Ryzen
processor with minimum 4 GB RAM.
• Network infrastructure:Local Area Network with reliable and
high speed internet connection is necessary.
3.4.2 SOFTWARE REQUIREMENTS:
• Operating System: Windows 10/11 or Linux.
• Tools: Microsoft Visual Studio, Python with Tkinter,
Python(IDLE), Microsoft Visual Studio Code, Microsoft SQL
Server.

• Designing Libraries: ttkthemes, pillow (PIL folks), ttkwidgets

or may be some others libraries.

• Programming Languages: Python.

• Database: SQL.

3.5 CONCEPTUAL MODELS:

3.5.1 METHODOLOGY:

WATERFALL METHODOLOGY : Waterfall methodology is a method used in

software development projects, divided into sequential phases where “Each
phase must be completed before the next phase can begin” (Royce, 2006).
This model is often considered as the classic approach to SDLC and has
distinct goals for each development phase

3.5.1.1 WHEN WE USE WATERFALL METHODOLOGY?

• When all requirements are properly captured.

• Clarity of the final product.

• Clients do not have ability to make any changes on the project.

Defined product quality
 Figure 2. Waterfall methodology Process

3.5.2 USECASE DIAGRAM:

Figure 3. Use Case

3.5.3 ER DIAGRAM:
 Figure 4. ER Diagram

3.5.4 Sequence Diagram

Figure 5. Sequence Diagram
 CHAPTER 4: SYSTEM DESIGN
4.1 ALGORITHM:
4.1.1 User Registration
User Registration Form: Display a user registration form in the Tkinter GUI
with fields such as username, password, full name, contact information, and
any other required details.

Input Validation: Validate user input to ensure that all required fields are
filled, and the data is in the correct format. Check for the uniqueness of the
username to avoid duplicates.

Password Encryption: Encrypt the user's password before storing it in the

database. Use a secure hashing algorithm like bcrypt to enhance security.

Database Insertion: Insert the user's registration details, including the

encrypted password, into the MySQL database. Create a user record with a
unique identifier.

User Profile Creation: Create a user profile associated with the registered
user, including default settings and access permissions.

User Authentication

User Login Form: Display a user login form in the Tkinter GUI with fields for
entering the username and password.

Authentication Attempt: When a user attempts to log in, retrieve the

stored hashed password associated with the entered username from the
database.
Password Verification: Verify the entered password by comparing its hash
with the stored hash in the database. If the hashes match, the password is
correct.
 Login Success: If the password is verified, grant access to the Hotel
Management System, and display the main menu.

Login Failure: If the password verification fails, deny access and display an
error message. Implement measures such as account lockout or CAPTCHA
to prevent brute-force attacks.

4.1.2 AUTHORIZATION AND ACCESS CONTROL:

Define User Roles: Identify distinct roles in the Hotel Management System,
such as "Administrator," "Front Desk Staff," and "Guest."

Assign Permissions: Define specific permissions associated with each role.

For example, an Administrator might have full access,

User Role Assignment: Upon user registration or account creation, assign an

appropriate role to each user based on their responsibilities and access
requirements.

Access Control Checks: Implement access control checks before allowing users
to perform specific actions or access certain sections of the system. Verify the
user's role and associated permissions against the requested action.

User Interface Adaptation: Adapt the Tkinter GUI based on the user's role
and permissions. Hide or disable functionalities that the user is not authorized
to access.
4.1.3 FLOW CHART:

Figure 6. Flow Char