Digital deposit control and loanable item tracking per room
Deposit management system for hotels and all-inclusive resorts: digital tracking of pool towels, bathrobes, tennis rackets, snorkel gear, bicycles, and any loanable item. Staff registers deliveries and returns from tablet or PC by room number. Real-time control of delivered, returned, and outstanding quantities. Automatic charges for unreturned items at checkout. Replaces cardboard cards, tokens, and manual deposit systems.
Deposit Control
Room 412
Garcia Family · 7 nights
Pool towels
Del.
4
Ret.
2
Out
2
Bathrobes
Del.
2
Ret.
2
Out
0
Tennis rackets
Del.
2
Ret.
0
Out
2
Snorkel gear
Del.
1
Ret.
0
Out
1
Outstanding items
5 items
Still using cardboard cards and physical tokens for deposits?
Cardboard cards and tokens
The guest receives a card or token at check-in to exchange for pool towels. A manual, slow system prone to errors that doesn't scale during peak season.
Lost cards and checkout conflicts
The guest loses the card, doesn't remember how many towels they have, and at checkout there are disputes over unexpected charges. Without a digital record, there's no real traceability.
No real stock control
You don't know how many pool towels, bathrobes, or rackets are in circulation. Without per-room data, inventory is a mystery until you do a manual count.
Slow and conflictive checkout
At checkout, the front desk doesn't know what items each room has. They depend on the guest returning the token or manual checks that delay departure.
Cardboard cards vs Hoteligy Digital Control
| Cards / tokens | Hoteligy | |
|---|---|---|
| Registration | Cardboard card at check-in | Digital registration per room from tablet or PC |
| Tracking | No tracking, just the card | Real-time quantities: delivered, returned, outstanding |
| Returns | Exchange the card back | Per-item return registration with partial quantities |
| Checkout | Manual review, conflicts | Automatic list of outstanding items per room |
| Charges | Manual, disputes | Automatic charges for unreturned items at checkout |
| Stock | Periodic manual count | Real-time inventory of items in circulation |
| Data | No metrics | Per-room history, trends, and deposit reports |
Over 500 hotels trust Hoteligy
Everything your hotel needs to manage deposits and loanable items
Digital delivery registration from tablet
Staff registers each item delivered as a deposit linked to the room. From tablet or PC, select the room, item type, and quantity. No cards, no tokens, no paper. Everything is digitally recorded with date, time, and staff user.
Real-time tracking of every item
Instantly check what items each room has: pool towels, bathrobes, rackets, snorkel gear, bicycles. Delivered, returned, and outstanding quantities. Complete deposit traceability.
Clean checkout with automatic charges
At checkout, the system automatically shows the list of unreturned items for the room. Direct charge to the account without disputes or manual reviews. Fast checkout, no conflicts.
Loanable items catalog
Configure all items available for deposit: pool towels, bathrobes, tennis rackets, snorkel gear, bicycles, life jackets, and any other item. Each with name, charge price, and category.
Quick delivery registration
Staff selects the room, chooses the items and quantity delivered. One-click registration. If 4 pool towels are delivered to room 412, it's recorded instantly.
Partial or full returns
Guests can return items partially. If they return 2 out of 4 towels, the system automatically updates outstanding quantities. Total flexibility.
Search by room
Search any room and instantly view all active deposits: items delivered, returned, and outstanding. Quick view of deposit status per room.
Real-time quantities
For each room and item: delivered quantity, returned quantity, and outstanding quantity. Visual dashboard with status of all active hotel deposits.
Automatic charges for non-return
If there are unreturned items at checkout, the system calculates the charge automatically based on configured prices. No disputes, no manual calculations, no surprises.
Complete deposit history
History of all deliveries and returns by room, item, date, and staff user. Complete traceability for audits, claims, and usage analysis.
PMS integration
Identifies the guest by room, validates the booking, and enables automatic room account charges for unreturned items at checkout.
See the deposit control and loanable items system in action
Video coming soon
Want to see deposit control live?
We'll demo the full flow: delivery, tracking, and checkout.
What does your hotel gain?
Total control of items in circulation
Know at all times how many towels, bathrobes, and rackets are out. Real-time stock control without manual counts. Fewer losses, fewer replacements.
Conflict-free checkout
Guests don't dispute charges at checkout because the digital record is transparent and traceable. No lost cards, no misplaced tokens, no misunderstandings.
Guaranteed cost recovery
Unreturned items are automatically charged at checkout. No lost revenue from missing towels, bathrobes that don't come back, or unreturned equipment.
Deposit control connected to the hotel's digital experience
Staff manages deposits from the CMS, guests can check their status from the webapp, and the chatbot answers questions about returns.
"We used to use cardboard cards for pool towels. They got lost, guests got upset at checkout, and we never knew how many were in circulation. Now staff registers everything on the tablet and at checkout the account is ready."
Front Desk Manager
4★ All Inclusive Resort, Riviera Maya
Frequently asked questions about deposit control and loanable items for hotels
What items can be managed with the deposit module?
Any item the hotel loans to guests as a deposit: pool towels, bathrobes, tennis rackets, snorkel gear, bicycles, life jackets, surfboards, diving equipment, and any other. The catalog is fully configurable.
How does staff register a delivery?
From tablet or PC, staff selects the room, chooses the item and quantity. One click and it's recorded with date, time, and user. No paper, no cards.
Can partial returns be made?
Yes. If the room has 4 pool towels and returns 2, staff registers the partial return. The system automatically updates outstanding quantities.
What happens at checkout if there are outstanding items?
The system automatically shows the list of unreturned items with the calculated charge. The front desk can charge the guest or mark the return if it happens at that moment.
Does it replace cardboard cards and tokens?
Yes, completely. The digital register eliminates the need for cards, tokens, or physical tokens. Everything is managed by room number in the system.
Does it work by room number?
Yes. Each deposit is linked to a room number. You can search any room and see all its items: delivered, returned, and outstanding.
Can prices be configured per item?
Yes. Each item type has a configurable charge price. If a pool towel costs 15 euros and a bathrobe 30, the checkout charge is calculated automatically.
Does the system control global stock?
Yes. Beyond per-room control, you can see how many items of each type are in circulation across the entire hotel. Real-time inventory without manual counts.
Is there a history of deliveries and returns?
Yes. Every delivery and return is recorded with date, time, room, item, quantity, and staff user. Complete traceability for audits and claims.
Does it integrate with the PMS?
Yes. Identifies the guest by room and PMS booking. Enables automatic charges for unreturned items to the room account at checkout.
Does it work from a tablet?
Yes. Staff can use tablet or PC. Ideal for delivery points at the pool, beach, or front desk. Touch-optimized interface for quick registration.
How much does the module cost?
Depends on item volume and delivery points. Activates within Hoteligy's CMS 360. Request a custom quote for your hotel or resort.
Eliminate cardboard cards and digitalize your hotel's deposit control
Request a demo and discover how digital deposit and loanable item control improves operations, eliminates checkout conflicts, and recovers costs for unreturned items.
