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Shipboard Hospitality Suite

XaPOS — Complete Vessel Management

A modern property-management, point-of-sale, payments, and guest-services platform built for cruise ships, expedition vessels, and life at sea.

Explore XaPOS Papagena Payments

One System for the Whole Vessel

XaPOS connects guests, crew, sales, payments, inventory, security, and reporting in one onboard web application. Use it with Paxman or run independent local voyages without external PMS synchronization.

🍽️

Bar, Restaurant & Retail POS

Touch-friendly ordering, service categories, table numbers, custom charges, restaurant bill confirmation, cabin charging, and cash or card pay-now workflows.

👥

Guest & Crew Manifests

Voyage-based passenger management and a persistent crew database, with cabins, passports, booking details, QR cards, and full manifest editing.

💳

Integrated Payments

Papagena card terminals, cash recording, folio settlement, walk-up sales, reversals, refunds, payment history, and terminal receipt reprinting.

🌐

Gangway & Visitor Control

Guest, crew, and visitor scanning with clear visual and audio feedback, serial visitor passes, movement logs, and a live on-board/ashore board.

📦

Inventory & Housekeeping

Automatic stock movements, low-stock awareness, CSV tools, unit-consumption reports, cabin inventories, issue tracking, and laundry status.

📊

Reports & Accountability

Sales, settlement, payments, staff, dietary, birthday, stock, and audit reporting with operator attribution and export options.

Papagena O.P.I. Card Integration

Direct card acceptance is built into both front-office settlement and point-of-sale workflows. A supervised terminal daemon manages the O.P.I. conversation while the web interface remains responsive.

💳 Folio & POS Card Payments

Settle all or part of a guest folio, or take immediate payment at the bar, restaurant, or shop. Card approval happens before the sale is recorded, preventing unpaid sales from being mistaken for completed ones.

🖧 Multi-Terminal Architecture

Route jobs to configured terminals by terminal index. A database-backed queue and dedicated daemon handle live cashier messages, terminal responses, receipts, and busy-terminal sequencing.

💶 Voyage Currency

Use the voyage's configured currency throughout POS and settlement. Terminals are currency-bound by merchant configuration, with EUR and USD supported by the current shipboard workflows.

↩️ Reversal & Refund Control

Reverse an eligible payment using its original transaction reference, or initiate a controlled refund. Clear operator confirmations help protect against accidental financial actions.

🛡️ Safe Error Recovery

Uncertain results are never blindly re-charged. RepeatLastMessage recovery asks the terminal for the original outcome, while return codes and raw O.P.I. event logs remain available for support.

🖨️ Receipts & Diagnostics

Stored merchant and cardholder receipts, EMV communication checks, and a prominent Reprint CC Receipt action for paper jams on Payments, Folio, and POS screens.

Walk-up sales are first-class accounts, not anonymous loose ends

Anonymous cash and card sales update stock and payment records without creating fake passenger folios. Settlement presents four voyage-scoped Passenger cabin accounts: 990 Cash EUR, 991 Card EUR, 992 Cash USD, and 993 Card USD. Accounts appear only when they have activity, start at zero for each voyage, and open into a detailed movement list with a net grand total.

From Charterer Spreadsheet to Port Clearance

XaPOS carries passenger and crew data from initial intake through daily operations and final authority documentation, reducing repeated typing and inconsistent records.

🛂

Check-in & Passport Capture

Build manifests in advance with AI-assisted passport/MRZ reading, checksum feedback, guest photos, cabin capacity controls, and a self-service kiosk mode.

📑

Flexible XLSX Workflows

Import and reconcile complete workbooks, including password-protected files. Merge supplement tabs, normalize dates and nationalities, preserve existing edits, and warn about unmapped columns.

🔄

Prescreening & Local Sync

Convert charterer spreadsheets into ship-format manifests, synchronize cabin moves and dropouts with Paxman, and apply guarded changes without overwriting financial history.

🛳️

IMO FAL 5 & 6

Produce crew and passenger lists from live voyage data, with port/date fields, signature placement, and Captain-first crew ordering by department and rank.

🌎

Authority XLSX & ISPS

Fill authority and ISPS templates in English and Spanish, including nationality labels, document types, passport details, and normalized ICAO codes.

🎫

QR Cards & Passes

Generate guest and crew identification cards and visitor passes. Multi-language QR-pass support includes English, Spanish, Portuguese, French, Chinese, and Japanese.

Financial Control and Operational Visibility

Financial and operational records carry operator and timestamp attribution where supported, with voyage-scoped reporting and retention-controlled audit history.

🧾 Guest Folios

Review itemized charges and payments, apply staff discounts, post supplemental charges and gratuities, settle by cash or card, and move eligible charges between cabin-mates.

💰 Settlement & Payment History

See open balances alongside completed cash and card activity. Drill into guest folios or walk-up accounts, print receipts, and manage eligible reversals and refunds.

🏷️ Staff Discounts

Configure department-specific staff percentages for Bar, Dining Room, Communications, and Laundry. Gross charges remain visible while discount lines and net balance are calculated automatically.

📈 Sales & Unit Reports

Voyage sales by department and day, season or voyage item-unit consumption, category totals, unitemized-charge visibility, print layouts, and XLSX exports.

🥗 Guest Operations Reports

Dietary restrictions, onboard requests, voyage birthdays, staff spending, cabin movement, and gangway reports give hotel and bridge teams information in practical formats.

🧮 Audit & Custom Queries

System audit history, append-only, file-based card-payment trails, filtered payment records, and a root-only report builder for controlled ad-hoc database queries.

Integration Without Lock-In

Connect XaPOS to the ship's existing financial, telecommunications, and captive-portal systems, or operate standalone voyages entirely within the onboard database.

🔗

Paxman / FileMaker PMS

Import voyage and passenger data, post confirmed charges with real department codes, review sync status, and reconcile guest removals and cabin moves with guarded Local Sync.

📞

FusionPBX Telephony

Synchronize call-detail records, calculate guest call charges, post to folios, and manage local, domestic, and international toll permissions for cabin extensions.

📡

CPORTAL Guest Source

Expose active-voyage guest data through an HMAC-authenticated manifest API, including cabin, folio, staff status, checked-out status, birth date, and dietary fields.

🔌

External Transaction API

Accept signed third-party charges with scoped clients, timestamps, single-use nonces, idempotent references, IP allow-lists, rate limits, and complete request logging.

📖

Folio Read API

Provide authorized systems with read-only guest folio data, itemized charges, staff discounts, and gross-minus-discount balances through the same secure API family.

🏠

Standalone Voyages

Create and operate voyages without Paxman. Local charges remain local, while check-in, POS, cash and card payments, reporting, and settlement continue in one workflow.

Technical Specifications

A compact, ship-deployable application built with proven open-source components and reusable PHP and JavaScript modules.

⚙️ Stack & Runtime
Web ServerApache 2.4+
ApplicationPHP 8.3+ with PDO
DatabaseMySQL / MariaDB
FrontendTailwind CSS, vanilla JavaScript
Document ProcessingPure-PHP XLSX and Office decryption helpers
🌐 Network & Integration
Card ProtocolPapagena O.P.I. over the ship's LAN
PMSPaxman / FileMaker Data API
TelephonyFusionPBX CDR and toll-control integration
External APIsHMAC-signed JSON ingest and read APIs
Captive PortalCPORTAL active-voyage guest source
🗄️ Data & Operations
BackupsDaily SQL dumps with retention controls
Schema ManagementVersioned, idempotent SQL migrations
Log RotationMonthly gangway CSV exports
ArchivingVoyage archive and maintenance tools
MonitoringDatabase, disk, session, and version health endpoint
🔒 Security & Access
User AccessRoot, admin, user, gangway, bridge, and housekeeping roles
API ProtectionHMAC-SHA256, nonces, scopes, IP allow-lists, rate limits
Web ProtectionCSRF validation, secure sessions, prepared statements
Card DataMasked PAN and card metadata only
AccountabilityAudit log and append-only, file-based card-payment trail

Onboard first, integration when connected

The application and database run on the vessel's own server, keeping core hospitality workflows close to the people who use them. External PMS synchronization, payment authorization, and portal integrations use the available ship-to-shore or onboard network connections.

Complete Module Coverage

👤

Guest Services

Check-in, manifests, cabins, folios, QR cards, dietary and birthday workflows.

⚓

Crew & Gangway

Persistent crew, visitor passes, movement logs, and live on-board status.

🛒

Sales & Payments

POS, Papagena, cash, walk-ups, settlement, reversals, and refunds.

🏠

Hotel Operations

Inventory, housekeeping, laundry, authority forms, reports, and administration.

Ready to streamline hospitality on board?

Contact Xaxero Marine Software to discuss deployment, training, and integration options for your vessel.

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