Introduction – why choosing the right booking system matters
Choosing the right booking system is a crucial strategic decision for hotels. A well-integrated booking system is not just about managing reservations—it forms the foundation for creating seamless workflows, enhancing the guest experience, and optimizing daily operations. In an era where the hospitality industry is becoming increasingly digital, the right booking system can also reduce operational complexity by consolidating functions such as payments, customer data, and marketing into a single platform. With Modular Visit as your partner, your business gains an all-in-one solution that simplifies and improves every aspect of the guest journey.
What is a booking system and how does it work?
A booking system is a digital solution that streamlines how hotels and campsites manage bookings, payments, and administration. Modular Visit’s platform acts as a centralized solution where all administrative tasks—from the initial web booking to checkout and payment—are seamlessly handled in one system. By consolidating everything in one place, it reduces the need for multiple systems, lowering administrative costs and making work easier for staff.
Key factors to consider when choosing a booking system
Features and integrations
A good booking system must integrate with other systems to create a comprehensive solution. When choosing a booking system, it is important to map out which systems need to be integrated and what type of data should be exchanged. A fundamental feature is the ability to integrate with a WBE (web booking engine) and CRM (Customer Relationship Management).
We have designed our platform to cover all the essential functions a hotel with diverse operations may need. Since our booking system is part of an entire platform, many integrations are unnecessary as the platform already includes features that other providers offer through multiple separate systems.
Integration with PMS and CRM
A fundamental feature is the ability to integrate PMS and CRM (Customer Relationship Management) with each other.
On Modular Visit’s platform, PMS and CRM are fully integrated within the same system. This provides a complete view of the guest journey, making it easier to offer personalized services and maintain customer relationships. It also significantly simplifies daily operations for hotel staff—only one system to learn and a single point of contact for support when assistance is needed.
Ability to integrate with a Channel Manager
Integration with a Channel Manager is essential for hotels and campsites working with external booking channels. A Channel Manager allows you to manage bookings and pricing across multiple channels simultaneously, whether it’s a direct booking via phone, your website, or an OTA (online travel agency). This helps maximize revenue, prevent double bookings, and significantly reduce the time spent on administration.
POS and payment solutions
An integrated POS solution enables seamless payment handling across different parts of the business, from reception to the restaurant.
Modular Visit offers a fully integrated POS that tracks the entire payment flow. Whether you’re accepting online payments (via card, Swish, or bank transfer) or your guests are paying on-site at a payment terminal, the payment system is unified and connected to the rest of the platform.
User-friendliness
It’s important to ensure that the system is easy to use and quick to learn, both for new and experienced staff.
Every part of our platform is designed for fast and efficient use. Training and onboarding are quick, and all aspects of the system’s interface are intuitive. Your staff will easily transition to our platform and work efficiently with it.
Self-service for the guests
For guests, self-service provides both increased convenience and control. Modular Visit’s platform allows customers to handle check-in, check-out, payments, and purchase add-on services themselves. This reduces the workload for staff, enabling them to focus on ensuring guests have the best possible stay.
Scalability and adaptability
Our booking system är utformat för att enkelt skalas upp, både horisontellt och vertikalt. Det spelar ingen roll om du driver ett mindre bed and breakfast på landsbygden eller ett stort stadshotell. Går du från 1 till 3 till 50 hotell, så är vi rustade för att skala upp tillsammans med din verksamhet.
Möjligheter att växa med verksamheten
is designed to scale easily, both horizontally and vertically. Whether you run a small bed and breakfast in the countryside or a large city hotel, we’ve got you covered. If you expand from 1 to 3 to 50 hotels, we are equipped to grow alongside your business.
Handling of personal data (GDPR)
It is important to ensure that GDPR is followed and that personal data is handled correctly and securely. Modular Visit’s platform complies with GDPR and the highest security standards to protect personal data and meet legal requirements.
Automation and efficiency
Automation of routine tasks is crucial for improving efficiency and reducing manual errors. It is important to compare how different systems can automate tasks.
Our system enables a range of automations to streamline daily operations and free up staff time. For example, digital customer dialogue, where the system manages communication flows. When booking add-on services, such as an extra bed, the relevant staff, such as housekeeping, automatically receive tasks to prepare these on-site. To reduce costs from unused bookings, there is automated handling of “no-shows”—if a guest doesn’t show up, the remaining nights are automatically canceled. With these features, you get a platform that optimizes both administration and customer service.
How to evaluate a booking system in practice
Functionality and usability
The most important factor when comparing booking systems is the functionality the system offers. Does it include everything needed to run your business smoothly, both in the short term (1 year) and long term (10 years)? It’s also important to consider the organization behind the system and the extent to which it will continue to be developed to meet future needs. Creating an internal checklist of absolutely critical “need-to-have” features versus “nice-to-have” features is often a good starting point. Let the list be a living document that you can update as you compare different systems, as it’s often hard to think of everything from the start. Some features you may not realize you need until they’re presented to you.
Cost comparison and pricing structure
Jämför kostnader och säkerställ att det valda bokningssystemet erbjuder en transparent och rättvis prisstruktur. Försök dock alltid jämföra kostnader i relation till vad systemet erbjuder och inte bara i relation till andra system. System används av personer, och personal är en stor del av kostnaden hos de flesta verksamheter. Genom att välja ett system som underlättar för din personal, och sänker deras arbetsbelastning, drar du därför ofta ned på kostnader. Jämför därför inte de olika systemens kostnad mot varandra, utan jämför istället vilka funktioner respektive system erbjuder och till vilket pris.
Support och utbildning från leverantören
Compare costs and ensure that the chosen booking system offers a transparent and fair pricing structure. However, always evaluate costs in relation to what the system provides, not just in comparison to other systems. Systems are used by people, and staff costs make up a significant portion of expenses for most businesses. By choosing a system that simplifies tasks for your staff and reduces their workload, you can often lower overall costs. Therefore, instead of simply comparing the costs of different systems, focus on what features each system offers and at what price.
Trial periods and demo versions
Take advantage of trial periods and demo options to ensure the system meets your business needs. This allows you to set up each system and compare them based on your specific requirements. It can be difficult to consider all aspects before actually having the chance to test a system.
Summary and recommendations
Choosing the right booking system is an investment in both operations and an opportunity to lighten the workload for staff, allowing guests to enjoy a better experience. Take the time to familiarize yourself with all aspects of the systems you are comparing. The process of learning about different systems will likely be educational, revealing various ways to manage operations—some better, some worse. Common mistakes include choosing a system lacking integrations, insufficient security, or limited support. We’ve listened to many businesses in the hospitality industry and identified the most common pitfalls. Based on these insights, we’ve designed our platform to meet all needs, ensuring smooth implementation and long-term usability. Contact us to see how we can help your business.
