We are looking for software for our church institution to manage our guest house with rooms, conference rooms, and catering facilities. The house is not a public hotel; it is also used for conferences, training events, staff meetings, conventions, and receptions. The service work is carried out by our own staff for room service, cleaning, kitchen, reception, and preparation of the conference rooms.
Tasks of the software for managing the guest house
- Management of master data
- Guests Individuals (business)
- Individuals (private)
- Groups
- Organizations and institutions
- Rooms: Double rooms, some with the option of an extra bed
- Conference and event rooms: maximum number of people, equipment
- Price lists: rooms, conference/event rooms, catering, beverages, additional costs
Room occupancy management
- Reservations and occupancy
- of rooms
- of vacation apartments
- Optional: rooms booked at external hotels
Management of conference and event rooms
- Occupancy schedule for conference rooms, beer cellar, club room, dining room, chapel
- Booked conference drinks and catering
- Booked meals
- Booked technology
- Booked rooms for conferences
- Participant lists, event managers, invoice recipients
Duty rosters
- Duty rosters for room service
- Duty rosters for kitchen
- Number of breakfasts, lunches
- Number of breakfasts, lunches for guests with external accommodation
- Duty rosters for conference rooms (seating, technology, drinks, catering)
Accounting
- Individual invoices and collective invoices Rooms, breakfast, meals
- Billing of conference fees such as room costs, technology, catering, drinks
- Consideration of taxes, levies, fees such as accommodation tax
Correspondence
Archiving Correspondence related to reservations up to invoicing, offers, queries
Interfaces
- Outlook + Office for invoices, correspondence related to reservations
- Transfer of invoice data to financial accounting (sage100)
Optional
- Online portal for occupancy and reservations
- Note: Non-public access to conference room occupancy is interesting in order to be able to coordinate internal appointments more quickly.
- Administration correspondence in connection with reservations, bookings, billing
Technical
- Installation on virtual Windows Server 2016 in the network
- Approximately three software workstations (clients) with Windows 10 are planned for use and data maintenance.
- Please note: A cloud solution is also conceivable, but only if it complies with European data protection regulations.
Our IT network currently consists of a Windows Server 2016 and approximately 50 clients.