Smart Management for a Hotel and Educational Center – The Klostergasthof Roggenburg Story

Client

kloster-roggenburg.de

Property Type

Hotel

Location

Roggenburg, Germany

The project launch

February 2025

About Klostergasthof Roggenburg

Klostergasthof Roggenburg is a modern yet charming hotel set within the scenic grounds of Roggenburg Monastery, a restored baroque landmark founded in 1126. Offering 25 spacious rooms, the hotel provides a blend of contemporary comfort and historic ambiance. In addition to hotel stays, the property includes an educational center, a monastery shop, and a restaurant that follows the monastic tradition of wholesome dining.

The hotel takes pride in offering a wide range of experiences, from horseback riding to relaxation in the sauna and Turkish baths, and provides a wealth of extra services. Their onsite international cuisine restaurant offers al fresco dining and light fare. Furthermore, the hotel caters to families with a children's playground, billiards, table tennis, and various activities like hiking and skiing.

Challenges Faced by Klostergasthof Roggenburg

Managing two properties with one system

Klostergasthof Roggenburg needed a single system to run both its 25-room hotel and an educational center without added complexity. With separate bookings, pricing models, and services, they required a hybrid cloud and on-premise solution that allowed seamless multi-property management.

Automating pricing and billing for group bookings

Frequent conferences, banquets, and events meant complex pricing and invoicing. The hotel needed a flexible system to calculate rates automatically, split invoices for multiple payers, and ensure accuracy when bundling rooms, catering, and extra services.

Avoiding double bookings for events and banquets

Managing event spaces manually sometimes led to scheduling conflicts. They required a customized event calendar to display multi-day bookings and overlapping reservations, optimizing space usage and preventing any mistakes.

Improving Housekeeping Coordination

With 25 hotel rooms and 55 beds at the educational center, tracking which were cleaned and ready was a challenge. They needed a housekeeping tool to update room statuses in real time, reducing delays and improving efficiency.

Securing direct bookings and OTA synchronization

To boost revenue, the hotel wanted a modern booking engine to display real-time availability and sell packages directly. They also needed a channel manager to sync listings across Booking.com, HRS, and Feratel, preventing overbookings and price mismatches.

Enhancing financial reporting and GDPR compliance

The accounting team needed automated reports for occupancy, revenue trends, and forecasts while ensuring compliance with German regulations. A DATEV integration was essential to streamline financial processes.

Solutions Provided by HotelFriend

Property Management System (PMS). Klostergasthof Roggenburg now operates smoothly with HotelFriend’s cloud-based PMS, designed to handle both daily tasks and long-term planning. The system allows the hotel to manage reservations, guest profiles, invoicing, room assignments, housekeeping, and conference package billing in one centralized platform.
The multi-property management feature ensures that both the hotel and educational center are efficiently coordinated, while built-in reporting tools provide valuable business insights.
Booking Engine. The hotel’s new customized Booking Engine enables direct reservations, allowing guests to view real-time room availability, check-in/out policies, and special offers. It also allows upselling of services and special packages, making it easier to promote weddings, workshops, and banquets.
Channel Manager. To expand its reach, Klostergasthof Roggenburg now synchronizes availability across multiple OTAs using HotelFriend’s Channel Manager. This ensures accurate pricing and instant updates on platforms like Booking.com, HRS, and Feratel, reducing the risk of overbookings.
Inventory Scheduler. Managing event spaces and resources is effortless with the Inventory Scheduler. The hotel can track availability for conference rooms, banquet halls, rental equipment, and other facilities. Custom event color-coding improves scheduling efficiency, while an expanded daily/weekly/monthly view provides a clear overview of bookings.

Custom Development & Premium Support

To accommodate the hotel's specific requirements, HotelFriend delivered custom-built features that enhanced operational efficiency:

Color-coded event categorization in the Inventory Scheduler.
Improved inventory scaling for better planning of event spaces.
Custom reports for occupancy analysis and revenue tracking.
Expanded daily/weekly/monthly views for event planning.

Additionally, Klostergasthof Roggenburg benefited from premium support services, as well as system setup, staff training, and ongoing assistance to ensure smooth operation.

Integrations Featured

HotelFriend Payments

With HotelFriend Payments, Klostergasthof Roggenburg now offers secure transactions both online and on-site. Guests can pay via credit cards, digital wallets, and contactless methods, ensuring convenience while maintaining compliance with financial regulations.

Vectron

To streamline transactions and service management, Klostergasthof Roggenburg integrated Vectron POS, a robust and reliable point-of-sale system. This ensures seamless billing even during network downtimes and supports efficient restaurant operations.

DATEV Export

The hotel’s accounting processes are now optimized with DATEV integration, a widely used financial software in Germany. This simplifies tax calculations, invoicing, and compliance, enabling easy data export for bookkeeping.

Hardware

Castles S1U2 Payment Terminal

To enhance payment security and convenience, Klostergasthof Roggenburg implemented the Castles S1U2 unattended payment terminal. This modern Android-based device supports credit card transactions, digital payments, and currency conversion, ensuring a smooth and secure checkout experience for guests.

Results Achieved

Multi-property management from one interface

By integrating HotelFriend’s PMS, Klostergasthof Roggenburg now efficiently manages both its hotel and educational center. Real-time access to data across both properties has significantly reduced administrative workload and manual coordination.

40% faster and more accurate billing for group events

Automated invoicing and split payments have streamlined the billing process for conferences, banquets, and group bookings. Custom pricing rules ensure precise calculations for bundled services, eliminating manual errors and improving financial transparency.

Conflict-free event scheduling with a clear overview

The Inventory Scheduler has completely eliminated double bookings, providing an accurate overview of event spaces. Custom color-coded categories and a structured daily/weekly/monthly view allow staff to plan ahead efficiently, optimizing space usage.

25% quicker room turnover with customized Housekeeping

The new housekeeping module has reduced room turnover time by a quarter, ensuring guests and event attendees always have clean, ready-to-use spaces. Instant status updates enable better coordination between departments, minimizing delays.

2x more efficient financial reporting with full GDPR compliance

With DATEV integration, accounting tasks are now completed in half the time, ensuring smooth tax reporting and compliance with German regulations. Automated revenue tracking and financial reports provide valuable insights, helping management make better strategic decisions.