Hotelogix

Profile

Hotelogix gives a full graphical view of your property on a single screen, and also lets you work on this screen directly. This makes doing anything on it extremely intuitive.

Business Situation

The hotel distribution and room inventory management is very complex. Distribution management is too cumbersome and suppliers are dealing with multiple vendors, there was a need for new / hybrid models emerging. Resulting in the Hotel Headache:" Allotments”, confusion and duplication of work resulting in high distribution and management cost.

Solution Provided

Hotelogix offers a revolutionary new front desk interface to work with at the heart of its PMS. It is a Dynamic Tape Chart that is designed with years of research, and a closely co ordinated development with some of the best brains the industry has to offer. The result has been a celebrated new design that we swear by for its simplicity, and the power & flexibility that its powerful graphical interface offers even on a basic dial-up Internet connection.

The up-to-the-moment hotel status is displayed on-screen at all times. The nice part is that this simple status chart lets you work on it directly. So Add/edit even the most complex form of bookings, reservations; or transact check-ins, check-outs or payments on the fly within seconds.

Hotelogix comes with unlimited built-in POS terminals and an extensively configurable Web booking engine. The system seamlessly integrates Reservations, Front Desk, Housekeeping, along with your Restaurants, Spa, Travel Desk etc through its built-in POS terminals, and also your Marketing/Regional offices, select corporate customers, and travel agents enabling direct transactions on a unified platform.

Support multiple Hotels & Resorts

  • Manage multiple hotel properties with Management/Super Administrator/Administrator logins
  • Categorize Rooms by amenities, male bed, female bed etc.
  • No limit to the number of (staff) user accounts
  • Real time financial status available to authorized users

Rates Management

  • Number of seasons covering multiple years supported
  • Special pricing for holiday, weekend or other short-term event periods
  • Special pricing for adults & children
  • Support for unlimited Add-on services appropriate revenue distribution
  • Negotiated rates with flexible comissions/discounts for travel agents, sources of business etc.
  • Surcharge for extra persons
  • Daily & long-stay rates with promotional discounts
  • Group discounts/surcharges
  • Multiple rates & rate types support in a single stay

Reservations Management

  • Room status - available/reserved/checked-in/checked-out/blocked
  • Room availability lookup, summary & stay information grid
  • Details for a returning guest automatically filled in the reservation screen
  • Guest details: name, address, email address, fax number, phone number, credit card(s), company, member/number, preferences, free format notes
  • Historic and current records (mail and email addresses, phone & fax numbers, contact names etc.) and revenues from/payments to travel agents, sources of business, groups, companies etc in a central database
  • Credit limits for guests, companies, agents etc.
  • History of guest hotel stays including dates, rates paid, total expenditure, sharers, preferences, notes
  • Search for a reservation by last name, first name, group name or confirmation number all from a single search
  • Override standard room rates/packages with appropriate authority
  • Special guest requests including for a specific room, adjoining rooms, same floor rooms
  • Late arrival/check-in, early check-in, late checkout (with option to charge extra)
  • Extra bed/cot
  • Group reservations (multiple rooms under one name/bill)
  • Record name & room number of group leader
  • Inquiry on guests scheduled to arrive/depart on a specific date
  • Sources of business/travel agent codes and information (for calculation of and payment of commission)
  • Collection of deposits for room reservations
  • Reservation confirmations by email or fax

Online Bookings

  • Integrated web booking module for the hotel website
  • Enter start/end stay dates and room selection
  • View real time room availability and price
  • Real time confirmation of booking to customer
  • Offer multiple rates & packages based on stay dates
  • Single & multiple room bookings with policy based deposits & guarantees
  • Automatic creation of guest account, enabling them to edit their reservation or book a new one
  • Automatic confirmation email with booking details and policies
  • Link to sell available rooms via GDS/IDS like Expedia.com, Hotels.com and other intermediary websites (coming soon)

Checkin

  • Automatic allocation of rooms to guests on check-in for maximum yield and optimal usage of room inventory
  • Accept and post room deposits/key money
  • Print guest check-in card (option to do so in bulk in advance), optional self service check-in/out kiosks
  • Multiple guest names and sharers per room
  • Cancel check-ins (before Night Audit)
  • Group check-ins
  • Negotiated room rate (with appropriate authority)
  • Extending stays
  • Direct interface with online credit card payments
  • Automatic allocation of breakfasts/meals and other add-on services for inclusive rates

Checkout

  • Account/invoice printing with multiple splits & routings
  • Late check out with option to extra charge ,optional self-service checkout/in kiosks
  • Combine and share bills between room sharers and group rooms
  • Move charges between accounts and room bills
  • Point and click to void or transfer guest transactions
  • Reinstate checked-out rooms (before Night Audit)
  • Group checkouts
  • Forms of payment including cheques, traveler’s cheques, debit and credit cards, bill to company
  • Recording of a reference number for non cash payments (cheque number, authorization code etc.)
  • Direct interface with credit card payments
  • Secure web based credit card processing
  • Payment in multiple currencies
  • Cash counter support
  • Receipt printing
  • Guest accounts
  • Automatic posting of room charges overnight
  • Suppression/reversal of auto room charges and then manual posting
  • Automatic invoice to corporate accounts (when due or monthly)

Supplementary Hotel Services

  • POS system for cafe, convenience store, laundry, tours, travel desk etc.
  • POS system enables staff to accept cash sales or to post charges to the room
  • POS fully integrated into guest accounts, and sales
  • POS with touch screen support and online credit card processing
  • Charge additionally phone calls, movies, broadband internet etc to the guest’s account
  • Can be used with almost all PABX or PBX systems (optional) worldwide
  • Guest messages with delivery confirmations
  • Task management between departments and POS
  • Process credit cards throughout the system (Paypal, Authorize.net etc) - Virtual payment terminal

Financial and Business Reports

A Daily report & monthly summary that shows

  • Prior day, current month to date and current year to date
  • By cost centre (rooms, phone, internet, cafe, convenience store, laundry, tours (POS assisted))
  • Forecast for the next 7 days
  • Detailed up-to-the-minute house status, rooms availability
  • Occupancy %
  • Reservations, checkins, checkouts
  • Average guest stay duration, total room revenue; average room rate, RevPar
  • Balances by not due, due, overdue and total
  • Collections by payment method (cash, cheque, MC, Visa etc.) & total
  • No shows, cancellations
  • Rate variations & discounts
  • Travel agent commission

Detailed Charge & Payment Journal

  • Guest bills and receipts
  • Corporate direct billing ledger and ageing

Housekeeping

  • List of today’s check-ins, checkouts, occupied and vacancies including any repair or maintenance notes
  • Room status: dirty, clean, inspected, under repair
  • Manage room status from the housekeeping area
  • Front desk staff can see real time room updated status
  • Housekeeper to front desk communications
  • Maid assignment to rooms
  • Report of assignments
  • Daily task lists for housekeepers
  • Recording and reporting of defects, repairs & maintenance
  • Recording that defects have been remedied, repairs and maintenance undertaken

Hotel Administration

  • Aids to revenue management, forecasting, marketing, campaign management (coming soon)
  • Promotional mail or email campaigns (coming soon)
  • Report of guests scheduled to arrive/depart on a specific date
  • Forecast for inclusions based on occupancy
  • Staff training aids
  • Internal messaging system

Accounting

  • General ledger
  • Profit/cost centers
  • Automatic direct billing from front desk
  • Printing and mailing of room/monthly guest bills to companies. Statement print/email with past due messages
  • Ability to flag accounts due for payments or payment delays
  • Vendor details (mail and email addresses, phone numbers, contact names, products, prices etc.)
  • Accounts payable
  • Contract/subscription recurrent payables
  • Cash requirements forecasting
  • Accounts receivable
  • Aged debtors
  • Provisions for bad debts
  • Payment of travel agent commission
  • Audit trails (who changed, what and when)

Tech Stack

  • GUI: AJAX, HTML5, PHP
  • Web Server: Apache, AWS
  • Database: My SQL, Server, Python and MS SQL (including Reporting, Integration & Analysis services and Service Broker)
  • Framework: ZEND Framework
  • Middleware: .NET Framework (including WF & CardSpace), COM+ & Windows Services
  • Communication: Web Services, SOAP, OLAP, XML, WCF
  • EAI & BPM: SSIS, SSAS
  • Reporting: SSRS

Benefit

Currently Hotelogix has over 1000 customers in over 60 countries with a small sales and support team of 60 in India and US. Hotel managers can start using Hotelogix’s tools even before their first guests arrive, firing up the web reservation booking console and integrating the online booking system into their existing business websites. From the moment guests arrive at the property, their stay will be managed with the help of the Hotelogix platform. Hotelogix integrates with reservation desks, POS terminals, housekeeping management systems, and distribution systems like GDS and Online Travel Agents.

Testimonials

  • I was extremely pleased with this team of web professionals in India. They bent over backwards to exceed our expectations. I plan to use their services again in the near future and to recommend them to others.
    Jeffrey Artzi, Director Ingenuity
  • What a stellar group, these web development professionals took a mess of our PHP and made it shine. I cannot recommend them more highly. If you want professional results, fast - choose them!
    Cheryl Allin, Decision Maker VirtuAllin Administrative Services
  • From start to finish, BlueApple did an outstanding job on all of my websites. I will definitely hire BlueApple again for future web design projects. Thanks!
    Kelly Daoud, Decision Maker The Travel Guru
  • Excellent web site design skills. Speedy service. Good job. Thank you.
    Steven S. Bammel, President Metis Financial Inc
  • I was delighted by the excellent work of BlueApple. Their web design team is dedicated and professional and the quality of work is very high. This was excellent value-for-money and the work was delivered on time. Well done!
    Dan Day Robinson, Director Day Robinson International
  • It has been a pleasure knowing you and working with you on our web initiatives. I hope that we have many more opportunities to cross paths in the future.
    Wendy Aulakh, Program Manager AED - USAID, Washington DC
  • Excellent web site design skills. Speedy service. Good job. Thank you.
    Steven S. Bammel, President Metis Financial Inc