Every hotelier knows the situation: a guest books online, and the reservation details have to be manually transferred to the Property Management System (PMS). Special requests arrive via email and are laboriously noted in a calendar. Upon check-in, the guest fills out a registration form by hand, whose data then has to be typed in. This data chaos is not only time-consuming and prone to errors but also leads to inconsistencies that disrupt the workflow and ultimately impair the guest experience.
The solution to this problem is not a single, all-encompassing software, but the intelligent networking of specialist solutions. By allowing hotel operations to communicate with each other, they create a central, constantly up-to-date data basis and automate repetitive tasks. This principle of the “Data Powerhouse” is revolutionizing hotel management.
The Foundation: An Open System Landscape
Many hotels rely on a single, monolithic system intended to cover all areas. These “all-in-one” solutions sound tempting but are often inflexible and limited in their functions, as no single provider can deliver peak quality in every area. A modern approach instead relies on specialized providers who are leaders in their respective fields.
Specialists focus on their niche (e.g., guest communication or check-in processes). This makes them agile, innovative, and enables faster adjustments to market changes—such as the precise implementation of new laws (e.g., corrected registration form recording). With an all-in-one system, however, hoteliers risk great dependency and often have to settle for less mature functions. Furthermore, modularity is often lacking: you pay a total price, even if you do not use all components.
The key to success is the use of open interfaces (APIs). These interfaces enable the smooth exchange of data between the various specialist systems, such as the PMS, the online check-in tool, and the guest communication system. The motto is: “All systems for one“—and not “One system for everything.” This way, hoteliers maintain the flexibility to design their tech stack specifically according to their performance goals.
A practical example shows how such an integration works: at the Avaneo Hotel Marktredwitz, which relies on specialized partners like the PMS Apaleo and the Guest Journey solution straiv, manual processes are virtually eliminated:
- 30-40 working hours per week saved at the Front Office (equivalent to one full-time position).
- 80% of guests use digital check-in and check-out.
- Up to 10 minutes of time saved per guest during check-in/check-out.
- 80-90% of guests praise the digital service, flexibility, and speed.
Practical Benefits in Daily Hotel Life
1. One-Time Data Entry, Maximum Consistency
The greatest time savings result from guests entering their data themselves. Via a digital check-in process, which takes place either on a mobile device in advance or at a kiosk in the hotel, the guest records their registration data once. This information is automatically and error-free transferred to the PMS. This eliminates not only deciphering handwritten registration forms but also the time-consuming manual data entry by staff. Errors, such as those that frequently occur when transferring ID numbers or birth dates, are virtually ruled out.
2. Real-Time Synchronization for Seamless Processes
In a networked system, all relevant information is available in real time. If a room change is made, a payment is registered, or a special request is noted, this information is immediately updated across all systems. The reception team, housekeeping, and management access the same current data basis. This prevents misunderstandings, double bookings, and ensures a smooth Guest Journey. Guests experience consistent service, as every employee is informed about their requests and booking details.
3. Reduced Error Sources and Increased Legal Compliance
Manual interventions are the most common cause of errors in hotel operations. By automating sensitive processes, such as payment processing, the error rate is significantly reduced. With digital check-ins, forms can be configured so that all mandatory fields must be completed before the process is finished. This not only increases data quality but also ensures compliance with legal requirements, such as the correct recording of registration data.
Efficiency and Hospitality in Harmony
The decision for an open system landscape that leverages the strengths of specialists is a future-oriented strategy. Hotels that take this path report significant time savings and a substantially increased efficiency. Employees are relieved of monotonous routine tasks and can concentrate on what really matters: personal guest care.
A well-networked Data Powerhouse enables the automation of hotel operations while simultaneously increasing service quality. This not only makes the daily work of the staff easier but also makes the overall experience for the guest more modern, comfortable, and secure. The investment in an open and flexible technology architecture pays off through higher productivity, fewer errors, and more satisfied guests.
