Features of the Roomadmin room management system
-
Hosted room management system
Roomadmin is an online hosted solution - this means the software application resides on our web server accessible 24/7/365.
It is not software you download and run on a local PC - the room and customer management administration area can be accessed from any PC/Mac with a connection to the internet.
The availability checking, room booking and payment is available to your customers 24/7/365.
-
Bespoke solution
Whilst Roomadmin is highly sophisticated and fully-featured, each company operator will have their own unique way of doing things. Our team will clarify these and configure the installation as required.
The availability and booking process pages are displayed with header and footer includes that will be styled to match your own website.
Custom messages and information can be added at each stage of the customer's booking process.
Additional Services
Our web team can also provide full website design, development and search engine marketing services for the customer-facing end of your website if required. -
Multiple room types
Roomadmin can handle many different room / apartment / rental types.
Customers can view all room types available at a glance and select multiple rooms easily.
Customers can select different date ranges for separate rooms all in one booking session.
Price calculation and re-calculation for amended bookings is highly sophisticated.
When administrators are making bookings (eg: over the telephone) all rates can be individually amended for greater pricing flexibility.
-
Flexible pricing
Roomadmin allows decreased per night pricing for extended stays.
Room rates and sitewide discounts can be updated without affecting existing bookings.
Extras can be easily created - during configuration these can be restricted to specific room types.
Extras may be charged as one-off costs, daily, weekly or monthly, and can be restricted to admin-only view.
-
Customer loyalty options
Loyal customers deserve special attention.
Roomadmin has extensive options to set custom rates for rooms and parking or room discounts.
By default all customer bookings must be paid for before being reserved. Disable this for repeat customers who may stay on account or pay offline.
-
Customer email notifications
Clear communication is crucial for customers.
During the booking & registration process custom messages can be configured for your system and customers receive email notifications when the following are completed:
1. New booking &/or registration
2. Successful payment
3. Amended booking
4. Change of account detailsEmails contain direct links to the customers own account area where they can log-in and manage their bookings.
Admin can also notify customers if they make a change to a customers account or booking if they wish.
-
Car parking options
Roomadmin allows customers to book and pay for car parking on site if available.
Set custom per night rates for cars and larger vehicles.
Administrators can set individual rates per booking or customer.
-
Customer booking updates
Unlike the majority of room management systems Roomadmin allows customers to update their bookings: Amend dates; Change room/apartment types; Update details (names, extras, parking); Update payment card details; Add multiple payment card details; Cancel booking (sends request to admin in case of cancellation policy issues).
Any updates are checked against current availability automatically.
Administrators can see at a glance any customer updated bookings.
Loyal/repeat customers appreciate the ease of use and it reduces staff admin.
-
Instant payments
By default Roomadmin requires payment card details to secure a reservation, although alternative rules can be configured if required.
If no attempt at payment is made, the booking is discarded after 10 minutes of customer inactivity (default timeout).
If an unsuccessful payment attempt is made the booking is reserved but marked as 'UNPAID' - staff admin can then make contact to arrange alternate payment.
The system is fully integrated with Securetrading - a leading payment processing company in the UK.
Securetrading can authorise funds for most merchant accounts and have very reasonable rates.
Roomadmin can be configured to use most payment processing systems.
-
Custom invoice designs
Invoices/receipts are easily customisable with Roomadmin.
Invoices are available to print from customer's account areas.
Admin can also email invoices to any email address (e.g. account departments).
Invoices are sequentially numbered (admin can search by invoice number).
-
Easily amend/remove bookings
Room management is at the heart of Roomadmin - we have made it easy to swap multiple bookings at the same time.
Roomadmin will automatically recalculate price of any upgrades or downgrades.
Admin can then choose whether to bill/refund those customers or ignore any price differences.
-
Payment summary per booking
Each booking will have a payment summary listing all details and any upgrades/downgrades.
Invoices paid online are automatically updated.
Admin can additionally indicate bookings as paid by other means (cheque, electronic bank transfer, etc).
By default the maximum amount of nights added to 1 invoice is 28 - longer bookings will generate addiitonal invoices for each 28-day period until paid in full.
Part payments can also be made.
-
Automated payment processes
For ongoing stays it is simple to re-charge any number of payment cards per customer.
Pay invoices by selecting an existing card or adding a new payment card.
Expired cards are indicated as such and unavailable to use.
Features available by default when Securetrading is used as payment processor.
No credit card data is stored on Roomadmin server.
-
Make rooms/units unavailable
Operators often need to make units unavailable for unconfirmed reservations or maintenance.
Add, edit dates, delete unavailable units.
-
Custom rates
Roomadmin allows for individual room bookings or selected customers to receive preferential room rates or discounts.
When a booking is made, a snapshot of the prevailing rates is taken for each individual booking which can be amended as required.
Preferential room rates or discounts are shown to those select customers once they log-in during reservation process and are automatically applied to their bookings.
-
UK serviced apartment VAT rates
Under UK tax law, the first consecutive 28 days of stay in serviced accommodation is charged at the prevailing VAT rate (currently 20%).
Subsequent consecutive days are charged at a lower rate (3%).
For this reason Roomadmin bills in 28-day blocks maximum, and deals effortlessly with the complex calculations and recalculations of invoices, whether part-paid, upgraded, +/- 28 days, and all possible cost permutations that can arise from a booking.
All additional services are always charged at the prevailing tax rate.
This feature can be disabled for operators that do not require this.
-
Abandoned reservations cleared
Roomadmin has a default 10 minute 'inactivity' timer for customer bookings.
A dynamic countdown timer keeps the customer informed.
Administrators can view bookings in progress as the rental unit(s) are reserved in the system, making them unavailable for booking by others.
Any rental units that have been reserved in the system will be released should the customer abandon the booking, or close the browser window.
The customer is informed that their bookings have been cancelled due to inactivity.
-
Additional products & services
Increase revenue by offering additional extras and services to guests booking online.
Extras are set-up in the admin area and billed on the following schedules:
1. One-off cost
2. Nightly charge
3. Weekly charge
4. Monthly charge'Admin only' extras can be created, which customers cannot book, but admin can add to bookings if required.
The monthly bookings spreadsheet shows at a glance what extras have been added to bookings, so you know prior to guests arrival how rooms should be configured.
-
Cleaning & arrivals schedules
Arrivals schedule for staff that shows what extras are required per room and the room configuration.
A cleaning schedule can be configured to your requirements.
Schedules are automatically created from bookings database.
Additionally admin can manually add/delete other instructions.
-
International
If required, Roomadmin can be configured to work in any language, with any currency and any tax system.
-
Revenue & occupancy reporting
Management staff like financial reporting - Roomadmin can generate revenue and occupancy reports on demand.
Reports can include all rental units types or just 1 type; extras and also parking. Reports can include all rental units types or just 1 type; extras and also parking.
-
Visitor Analytics
Visitor tracking codes from analytics services can also be added to all front-end pages (eg: Google Analytics).
-
Seasonal pricing rules
Add pricing rules for selected date ranges for each rental unit.
Adds a per night increase in cost.
Multiple increases can overlap each another (eg: a special weekend/holiday price increase rule overlaps a high season pricing increase rule).
Give each rule a name to clearly communicate to customers why they have been surcharged.
-
Seasonal pricing rules
Add pricing rules for selected date ranges for each rental unit.
Adds a per night increase in cost.
Mutiple increases can overlap each another (eg: a special weekend/holiday price increase rule overlaps a high season pricing increase rule).
Give each rule a name to clearly communicate to customers why they have been surcharged.
-
Secure room management system
Roomadmin is hosted on our fast, reliable and secure servers.
The servers have a full back-up policy in place.
Operators can switch their entire website to run from the same server as their bookings and room management system (recommended).
Let us know your requirements and we will work closely with you to implement the strategy you need.
-
No monthly fees
The Roomadmin room management system has no monthly fees or booking commission charges. Any additional works required are charged at prevailing hourly rate. There is a £200 yearly hosting charge.
-
Proven solution
Roomadmin has been managing accommodation providers successfully for over 2 years.
We have also designed and developed full front-end websites and implemented successful search engine optimisation programmes for a number of clients.
Contact us today to discuss your requirements: 0845 5280448