Sankt Georgen Graduate School of Philosophy and Theology Empowers Students with Efficient Lodging Management

Client

sankt-georgen.de

Property Type

On-campus lodging facility

Location

Frankfurt am Main, Germany

The project launch

December 2023

Sankt Georgen Graduate School of Philosophy and Theology Empowers Students

About Sankt Georgen Graduate School

Sankt Georgen Graduate School of Philosophy and Theology, based in Frankfurt am Main, Germany, is a Jesuit college providing higher education in Catholic Theology and Philosophy. The historic campus in the Sachsenhausen district comprises essential facilities such as classroom buildings, academic libraries, restaurants, seminaries, and a church.

The institution often accommodates seminarians, post-graduate students, and faculty members. With a diverse community that includes students and priests from around the world, there is a need for reliable software to efficiently manage on-campus housing, tailored to the special requirements of this academic environment.

Challenges Faced by Sankt Georgen Graduate School

Our client faced the challenge of managing a large database with details on 3000 students from 800 churches, as well as post-graduate students pursuing doctoral or licentiate programs.

They required a robust system that could handle the complexity of their operations, offer flexibility in managing student details, and be open to customization. Some of their main requests included, but were not limited to:

  • Tailoring default status icons and namings in guest cards to align with Sankt Georgen's education structure.
  • The internal division of seminary rooms into 4 departments, each with separate bank accounts.
  • Possibility to rename modules, easily manage student data, room types, and create church profiles.
  • The ability to choose which information to display in the list of guests.
  • Visualization of booked meeting rooms or classrooms, essential for effective event planning.
  • Creating a comprehensive list of meals for efficient communication with the kitchen, streamlining the dining services.

Solutions Provided by HotelFriend

HotelFriend offered the Manage package with Grow functionality, which was adjusted to meet the main needs of the school.

The customized package addressed each aspect of their requirements in the following ways:

  • Multi-departmental room management. HotelFriend's system enabled them to receive payments for different rooms into different bank accounts and generate invoices with distinct logos and bank details.
  • Enhanced guest module. We’ve empowered our client with more customization options throughout the system, namely, Guest module. Renamed and customized status icons (such as VIP) provided a more intuitive and tailored experience for tracking guest information.
  • Meals report and services. Our Meals report helped them to streamline communication with the kitchen, enhancing the overall dining experience for residents.
  • Flexibility across modules. Room Type, Guests, Inventory, and Departments modules were tailored to meet Sankt Georgen's vision, offering enhanced flexibility and full freedom in their day-to-day data management.
  • Extended support. With six hours of extended support via Zoom, we ensured a smooth transition and ongoing assistance for the Sankt Georgen team.
Sankt Georgen Graduate School, room

Results and Impact

HotelFriend's tailored solution empowered Sankt Georgen Graduate School to efficiently manage its on-site housing and enhance overall campus organization. The integration of custom functionalities significantly improved daily operations, contributing to the institution's commitment to academic excellence.

Easy management of room types, events, and services icon

Easy management of room types, events, and services

HotelFriend's PMS delivered an intuitive and user-friendly experience, particularly in the management of room types, events, and services. The system's flexibility allowed easy customization of Room Types, ensuring a seamless match with Sankt Georgen's specific needs. The Inventory and Services modules provided a centralized platform for managing various activities on campus, facilitating efficient planning and execution.

100% digital operations and improved data control icon

100% digital operations and improved data control

HotelFriend's tailored solution revolutionized the booking process for Sankt Georgen, achieving a 100% digitalization rate. The institution now boasts seamless reservation handling, reducing manual efforts and the risk of errors. This level of automation has not only expedited the booking process but has also enhanced data control, ensuring accuracy and efficiency in managing priest seminary accommodations.

The successful financial division into 4 different departments icon

The successful financial division into 4 different departments

The custom development within HotelFriend allowed Sankt Georgen to establish a successful financial structure, accommodating the internal division of the hotel into four departments with separate bank accounts. This feature facilitated the precise allocation of payments to different rooms and streamlined the creation of customized invoices. As a result, financial transactions became more transparent, ensuring accountability and adherence to the institution's protocols.

Data of around 3000 students imported in only several days icon

Data of around 3000 students imported in only several days

HotelFriend facilitated the partial import of a vast database comprising around 3000 students and over 800 churches within a matter of days. This expedited data migration process, supported by the system's flexibility, reduced the time and effort associated with manual data entry. This minimized the disruption to ongoing operations, ensuring a smooth transition for Sankt Georgen.

31% increase in staff mobility with smartphone and tablet access icon

31% increase in staff mobility with smartphone and tablet access

This enhancement empowered staff members to manage daily operations on the go, providing real-time access to crucial information. Whether attending to tasks within the campus or remotely, the newfound mobility increased staff productivity and fostered a more agile and responsive management system, aligning with modern operational demands.

«The system is reliable, adaptable, and easy to use. HotelFriend was the only provider who agreed to go the extra mile, letting us customize everything down to the last detail.»

IT Manager at Sankt Georgen Graduate School of Philosophy and Theology

Klaus Wildemann