What is a WBE?

A WBE is a digital booking system that links directly to the hotel's own website. It allows guests to view available rooms, prices and different options - and book directly on the hotel's site. Unlike traditional booking methods, a WBE is available 24/7 and in many cases can automate the booking process.

However, not all WBE solutions are fully automated. In some cases, manual updating of availability, rates or booking information is still required, which can create more administration for hotel staff. The difference lies in how well the WBE is integrated with the hotel's other systems. Modular Visits WBE, is part of the same platform, and is fully synchronised with PMS and other central systems which ensures that all information is updated in real time. This means that bookings are handled seamlessly without manual labour, both reducing staff workload and creating a better booking experience for the guest.

A modern booking experience

When a guest visits the hotel's website, they should be greeted by an intuitive and user-friendly booking interface. There they can easily check room availability for their preferred dates, compare different room types and prices, and add extra services. The entire booking process should be designed to be as smooth and frictionless as possible - from first click to confirmed booking.

A study from SiteMinder Changing Traveler Report 2025 showed that as many as 52% of guests cancel a started online booking due to a poor booking experience. So, it is of utmost importance to have a modern, simple and converting WBE to increase their direct bookings.

Behind the scenes, the system works in real time to update availability, synchronise rates and send booking confirmations. A robust system that is live linked to the Property Management System (PMS) ensures that all information is up-to-date. This reduces the need for manual labour and eliminates the risk of errors.

In addition to the PMS, the WBE should also be seamlessly integrated with other core systems, such as Customer Relationship Management (CRM) and Point of Sale (POS). For example, by linking to the CRM, the system can identify the preferences of returning guests and offer relevant upgrades or additional services at the time of booking. In addition, POS integration allows for seamless payment processing, where the guest can choose their preferred payment method and even save it for future purchases.

Such a holistic solution not only creates a more efficient booking process, but also a better guest experience and higher profitability for the business.

To optimise the booking experience, Modular Visit offers a WBE that is part of the same platform as the other systems, PMS, POS and CRM. This means that all information, from room availability and prices to information about the guest, such as previous bookings or purchases, is updated in real time without the need for additional integrations between different systems. This collaboration ensures that both guests and staff always have access to up-to-date information, creating a safe and efficient booking process.

Seamless integration with hotel systems

A modern Web Booking Engine (WBE) is more than just a booking tool - it is part of the hotel's digital ecosystem. By being part of the same platform as the hotel's Property Management System (PMS), room availability and rates are automatically updated in real time. This ensures that guests always see the correct information.

The link to the point-of-sale (POS) system makes it easy to manage additional services and payments. For example, when a guest books a spa, restaurant visit or car park, it is registered directly in the system and added to the room note. This makes the process smoother for both the guest and the hotel.

Benefits for guests

Today's hotel guests expect more than just a comfortable bed - they want a smooth and hassle-free booking experience. With a modern WBE, they have full control over their booking. They can easily view available rooms, compare prices, and customise their stay by adding extra services, whatever the time of day.

Many people appreciate the possibility to customise their hotel experience even before arrival. Everything from late check-out to spa treatments and special events can be added to the booking. This flexibility creates a better guest experience and contributes to increased customer satisfaction.

Business benefits for the hotel

For the hotel, a powerful WBE is a direct route to increased profitability. By attracting more guests to book directly through its own website, the hotel can reduce its dependence on external booking channels, OTAs (online travel agencies, hotels.com, booking.com, etc.) and thus increase its margin on bookings.

But just having a WBE does not automatically mean that guests will choose to book there instead of through an OTA. To drive the flow of bookings, the hotel needs to actively work on creating an attractive and safe booking experience. One important factor is to offer incentives for direct booking such as exclusive offers, discounts, loyalty programmes or extra benefits (e.g. free breakfast or late check-out).

Another crucial aspect is the experience of the booking flow itself. The study we mentioned earlier - showing that 52 % of travellers had a negative experience when booking a hotel and therefore cancelled - means that ease of use, clear information and a frictionless process are crucial to 'winning' the booking. A good WBE should therefore offer an intuitive interface, clear terms and conditions, flexible cancellation policies and smooth payment options to build trust and confidence.

By ensuring a fast, easy and secure booking experience, hotels can gradually shift more bookings from OTAs to their own channel - thereby retaining a greater share of revenue.

A WBE that supports upselling based on past preferences, or supports loyalty programmes, also makes the incentive to book directly through the hotel stronger for the guest.

In addition to winning more direct bookings, a WBE also frees up staff time by automating the booking process. This means staff can focus more on guest service and create an even better on-site experience. At the same time, the system's analytics tools provide insights into booking trends and customer behaviour, making it easier to adjust pricing, promotions and marketing to attract more direct bookings over time.

Future-proof technology

The hotel industry is constantly evolving, and using a modern WBE is a critical part of that change. Customers today have an increasingly high expectation of digital tools. At the same time, mobile bookings are also increasing every year, making responsive design and fast performance a must.

Security is also a key element. A modern booking system must protect both payment information and personal data according to GDPR and other regulations. This requires continuous updating and improvement of security features.

Conclusion

Today, a modern WBE is an essential part of enabling hotels to increase their booking revenue. It's not just about offering a digital booking opportunity, but about creating a seamless and engaging digital journey for the guest - from first interaction to check-out.

By choosing the right reservation system and utilising its full potential, hotels can both improve the guest experience and increase profitability. A powerful WBE is not just a competitive advantage - it is an investment in the future.