HZDR Guesthouse Modernizes Academic Stays with HotelFriend

Client

hzdr.de

Property Type

Guesthouse

Location

Dresden, Germany

The project launch

March 2024

About HZDR Guesthouse

The Helmholtz Association of German Research Centers is at the forefront of scientific collaboration and innovation in Germany. Named after the renowned physiologist and physicist Hermann von Helmholtz, this association comprises independent research centers specializing in diverse fields such as aerospace, environment, brain research, or cancer research.

Within the association, the HZDR Guesthouse stands as a key accommodation hub. Located just near the research facilities in Rossendorf, it offers 9 single and 8 double apartments equipped with modern amenities. It caters exclusively to individuals engaged in the association's research, providing a comfortable stay for academics.

Challenges Faced by HZDR Guesthouse

Before incorporating HotelFriend into its operations, the HZDR Guesthouse, with a total of 17 rooms, faced a few challenges.

Lack of direct online booking capabilities

The guesthouse relied on outdated reservation flows, lacking a direct online booking system. This resulted in delays in confirming guest accommodations, disrupting the guesthouse's ability to provide a seamless booking experience.

Streamlined handling of corporate payments

As an internal guesthouse catering primarily to guests associated with the research center, the property required a streamlined process for handling corporate payments. Without a comprehensive system in place, reconciling payments from sponsoring companies was complicated and time-consuming.

Creation of room occupancy reports

The guesthouse also relied on manual methods for generating occupancy reports. This manual approach was labor-intensive and prone to errors, impeding the guesthouse's ability to analyze operational performance.

Additionally, the property sought a software solution that would not only facilitate reservation management but also ensure compliance with GDPR and streamlined invoicing.

Solutions Provided by HotelFriend

Upon consultation and collaboration with HotelFriend, the HZDR Guesthouse has chosen the Grow suite including a hotel PMS and a Booking Engine.

This solution addressed their primary concerns by providing a user-friendly, cloud-based property management system with robust features.

Property Management System (PMS). The hotel PMS empowered the guesthouse to delegate administrative tasks by assigning distinct roles and permissions to staff members, ensuring data security. The thought-out interface and extensive functionalities enhanced the management of guest bookings.
Customized Booking Engine. Tailored to the unique requirements of the guesthouse, the Booking Engine provided a personalized booking experience, reflecting the exclusivity of the guesthouse's target audience.
Full setup and support + data import. HotelFriend assisted the HZDR Guesthouse in setting the PMS up and seamlessly transferring essential data.
Additionally, our team ensured that the solutions implemented aligned effectively with the property’s operational objectives and guest service standards. This successful integration was facilitated through transparent communication and thorough staff training.

Results Achieved

Integrating HotelFriend's solutions proved beneficial for the HZDR Guesthouse, resulting in higher service excellence and operational flexibility.

Streamlined handling of reservations

With the cloud-based PMS and Booking Engine, the property eliminated the need for manual reservation handling. Guests can now book directly online, eliminating delays and boosting overall efficiency.

Around 87% smoother booking experience

The Booking Engine empowers guests to explore detailed descriptions of rooms, check-in/out times, and available services and packages. By providing a seamless booking experience, the guesthouse ensures higher levels of guest satisfaction.

100% guaranteed GDPR compliance

Compliance with GDPR was a critical requirement of the guesthouse. HotelFriend's software solution prioritizes data security and privacy, thereby enabling the client to meet strict regulatory requirements without compromise.

Facilitated corporate bookings

The software facilitates bookings covered by companies associated with the research center. This feature allows for seamless payment processing by the sponsoring establishment, eliminating direct guest charges.

Comprehensive reports generation

HotelFriend's PMS enables the creation of occupancy reports, providing valuable insights into occupancy trends and revenue generation. These reports, including total monthly values, empower the client with actionable data for accurate forecasting.