Are you looking for new ways to communicate with your guests, do you want to avoid long queues for arrivals and departures? You are in the right place.
Watch the video introduction to Concierge.
What is the Concierge module?
The concierge module is an add-on to the HotelTime system version 4.0 and higher. This is an advanced setting of the HotelTime system for advanced work with guests.
How to activate the Concierge module?
Contact our sales representative or customer support, who will discuss with you the possibilities of the module and use-case. Customer support will set up an SMTP server with you (this is an email server, your IT will know the details we need).
What does the module offer?
- Automatic sending of emails:
Create - confirmation of the reservation creation
PreStay - information before the stay mostly with online check-in form
Payment - request for payment
Invoice - tax document by email
PostCheckIn - information for your stay immediately after check-in
PostStay - Information after the departure of the guest, thanks and request for evaluation
Birthday greeting card - guest birthday card
LiberoPreStay - Libero procedure package information and pre-arrival information
All emails have dynamic sections where information from the reservation is added and can fully replace the manual sending to your guests, which you have done at the reception or in reservation department.
Automatic emails, except for the Birthday card, are sent to all residents who are entered in the rooms and meet the condition of the set language, the correct email and for PreStay, PostStay and PostCheck in the time when the automatic email is to be sent. You do not have to assign any Concierge categories to these guests.
You will have email templates set up for the languages used in the guest profiles. You can use our templates and just customize the text of the email. It is also possible to insert your own grafic template.
However, the birthday email is different because it is no longer directly related to the accommodation service provided. Therefore, it is sent only to guests who have given the appropriate approvals to the GDPR (EU) and at the same time the selected type of Birthday campaign is allowed in their profile in the directory.
- Sending a tax document via email
You do not necessarily have to use automatic emails, you can send the tax document directly in the document detail. The only need thing, you need to have is an email template. Use one from our default templates.
- Online check-in form
The online check-in form will be generated from the reservation and you will set how long before the arrival the guest can fill in online. Some of the fields can by mandatory. The online check-in form is most often part of the PreStay email either via the Concierge module or one of our partners such as GuestJoy.
Customize the form - choose a photo of the hotel, background and logo of the establishment.
As soon as the guest fills in their details and saves, they are immediately appearing in HotelTime.
- Generating tasks for the reception or reservation department
You can set in the system which tasks are to be created automatically. With the activation of the Concierge module, you also get the opportunity to work with taskbars (todolists). For one selected todolist, the system can automatically create tasks such as Pre-authorization of payment cards, Cancel pre-authorization, task for guest birthday or directory check.
Tasks will otherwise very well replace the message book at the reception.
Tasks can be assigned to a group (eg reception, reservation department, management, sales, housekeepers, etc.) or you can create a task directly for concrete user. It can be a special treatment for the guest or even a simple watering of flowers at the reception.
We recommend working with automatic tasks regularly. We recommend that you always "clean up the directory" before activating the automatic directory check, so that the number of tasks is not too large the first time it is generated. Request customer support to export directories to MS Excel right here.
- Directory check
Keeping updated a guest directory you know is quite complicated. A large number of users work with profiles and they can create incorrect profiles or duplicity. That's why Concierge strives to keep your directory in good condition. This is the only way to effectively monitor the history of guests and prevent duplicate or unsolicited emails.
Profile in which the address is missing - this is further used in automatic email.
Profile that lacks language - depending on the language, an email is sent in the appropriate language.
A profile that is missing a mailing address.
A profile that is missing a billing address.
A profile that is missing an email.
Profile that is missing a date of birth.