A multi-tenant hotel property management system

A hotel runs on a dozen systems at once — the front desk, the booking calendar, housekeeping, the restaurant, rates, finance and the online channels that fill the rooms. Willmount brings them into one platform, across every property a group operates. Toobler built it end to end — the backend APIs, the mobile app staff actually run the day on, and the web admin behind it.

Customer and context

Willmount is a multi-tenant hotel property management system — the software a hotel, or a group of hotels, runs its day on. One platform covers reservations, rooms, rates, housekeeping, the restaurant, finance and distribution, with each property managed in its own tenant and switched between from a single login. Toobler is the engineering partner building it, mobile-first: the backend APIs, the mobile app, and the web admin platform.

The challenge

A property management system is one of the harder products to engineer, because it is really many products working as one:

• Every desk is a different job. Reservations, housekeeping, the restaurant, rates, finance — each is its own module, and they all have to share one source of truth.
• It runs many properties at once. A group needs true multi-tenancy — properties isolated from each other, yet administered centrally, with a clean way to switch between them.
• Access has to be exact. A housekeeper, a front-desk agent and a general manager see very different things, so the platform needs fine-grained, permission-based access, not blunt roles.
• The rooms have to fill. Direct bookings aren’t enough — reservations have to flow in from online travel agencies too, without double-entry or double-booking.
• Hotel work happens on the floor, not at a desk. Reception, housekeeping and the kitchen are moving; the system had to meet them on a phone, with the office web admin as the other end of the same backend rather than the primary surface.

The solution

A multi-tenant core. Willmount is built multi-tenant from the ground up: many properties under one platform, tenant-aware security, tenant-scoped APIs, property switching, and an “archive property” operational freeze — with Super-Admin administration across the estate.

The operational modules — the real work of running a property.

• Reservations and a booking calendar, group and single.
• Rooms, and rate and pricing management with rate-plan fallbacks.
• A reservation tax engine, cancellation policies and refunds.
• Housekeeping.
• A restaurant module with menu management and order billing.
• Finance, inventory, reports and analytics.
• Notifications, and lost & found.

OTA distribution. A unified booking-source engine brings direct, corporate and online-travel-agency bookings into one place, with OTA channel management as a first-class module — one source of truth instead of manual re-entry.

Permission-based access. JWT authentication with a refresh flow, MFA and session management, and a granular permission matrix — access defined per permission, not just per role, so every staff type sees exactly what it should.

Mobile-first, on one backend. The mobile app carries the full module set in its own right: dashboard, booking calendar, reservations, rooms, housekeeping, restaurant, finance and settings each have their own mobile API integration. It also has its own authentication stack, including MFA and role-based access, rather than borrowing the web session. A JavaScript single-page web admin runs on the same backend APIs, with payment-method management and configurable email templates behind both.

Engineering worth naming

Willmount is a genuine full-stack product build: a multi-tenant backend, a permission-based access model, an OTA-integrated booking engine, and a dozen operational modules — delivered across a mobile app and a web admin by one team. The hard part is coherence: keeping many modules and many properties working against a single, secure source of truth. That is exactly what a property management system has to get right, and what this project demonstrates.