Virtual Office – Your Remote Front Desk

Virtual Office is a set of tools that helps you to manage a hotel or apartment in a fully remote way. We outsource front desk services so that you can conduct your business without being tied to a specific location.

Virtual Office is a digital front desk and back office on your laptop

We provide our expertise and experience as a service to control your management operations remotely

Tap into full automation of bookings, payments, and check-ins with the Remote Front Desk and our virtual assistance

Get your own app with the possibility of adding mobile room keys to exceed guests' expectations

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Remote Front Desk
Automate all the processes that were originally manual
the luxury of flexibility

Gain the luxury of flexibility

Don’t have time to constantly monitor your business on-site? Or maybe you need a secure way to run the hotel during the pandemic?

Automate all the processes that were originally manual, such as check-in or handling of the emails. Our remote hospitality team will take care of the rest – we can effectively organize the core tasks of the reception for you. Zero staff is required on site.

Here is how we automate each stage of the guest journey

Need expert help with remote property management?

Request a Virtual Office service and we will take care of your hotel operations

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What you get with Virtual Office

One interface to manage it all icon

One interface to manage it all

+ Full-stack solution for a flat price

We provide a full set of programs so that you can manage both your bookings and back-office activities from one place.

Round-the-clock reception icon

Round-the-clock reception

+ 0 costs for reception staff labor

Now guests can check in without your help via the app from anywhere, anytime before arrival.

Online assistance icon

Online assistance

+ Outsourced operations during peak workload

We are ready to assist you in any possible matter apart from direct communication with guests.

Website and SEO check icon

Website and SEO check

+ Enhanced hotel bookings

Our online experts will assess the usability of your website, and help it to rank higher on Google.

Digital room keys icon

Digital room keys

+ Improved security and no lost keys

We will turn your guest's smartphone into a contactless means of interaction with your hotel.

Individual approach icon

Individual approach

+ Flexibility in your working hours

We will provide a special combination of tools tailored to your individual needs.

Request a free consultation

Success Stories

HotelFriend F.A.Q.

HotelFriend F.A.Q.

Who is the Virtual Office designed for?
The Virtual Office is designed for owner-run hotels or family hotels that cannot afford a full-time front desk staff.
We help hotels to automate all the core processes, and we outsource what cannot be automated. This is especially useful for those hotels that cannot hire staff for financial reasons or due to a shortage of skilled workers. In addition, remote hotel management helps small businesses to survive in tough times of COVID constraints.
How will it help me to reduce costs?
You can now manage your hotel completely remotely, without the need to hire front desk staff. This way, you save money on training new employees and performing most of the administrative tasks.
You can outsource some of the processes and we will make sure that everything is okay, saving you time and money.
Do I need to spend all of my time at the computer to keep track of everything that’s going on?
No, you don’t have to make such sacrifices. With Virtual Office, you get more flexibility and plan your work as you want.
Our Channel Manager will take care of all rates and room availability to be up to date on the OTAs like Booking.com and your website. You will no longer need to deal with the routine work of email campaigns since the booking confirmation emails will be sent automatically. Generation of reports will also take no more than 10 minutes of your time.
Sure, remote hotel management needs a certain level of control. You can hire part-time employees who will do this remotely for you, or outsource some tasks to us. We will help with everything we can, except direct interaction with your guests.
Is this solution safe for me and my guests?
We work in accordance with the General Data Protection Regulation (GDPR), so your personal data and the data of your guests are reliably protected. In addition, the guest's credit card details will be encrypted to ensure that they are protected from any possible fraud. Guest will also be able to pay for any service using Apple Pay and Google Pay through the app if you link your Stripe account. When it comes to on-site security, you may need to invest in a security system to ensure the physical safety of your guests.
When it comes to on-site security, you may need to invest in a security system to ensure the physical safety of your guests.
Will you be able to take over all of the processes in my hotel?
Our main task is to help with the automation and remote management of small and medium-sized hotels. First, we select a set of tools specifically for your type of business. We automate check-in, help establish communication with guests through automated emails and live chat, allow guests to pay via smartphones, provide tools to coordinate the work of housekeepers, etc.
In addition, we help with everything related to marketing and promotion – we can create a website for you and optimize it for search engines. But we will not be able to take full control of the hotel, since we do not engage in direct communication with the guests.
Will this solution fit the specifics of my business?
Yes, we will select a set of tools specifically for your needs – whether you own a hotel, an apart-hotel, or B&B. This way, you don't have to pay extra money for the features you won't use. Our partners are innovative companies with a high degree of digitization (for example, Salto KS electronic door locks provider and Stripe payment processing).
Thus, we provide an individual approach to the tasks of each of our clients. We will provide you with all the tools you need, including a central interface to manage your property.
What do I pay for?
We will assess the current performance of your business and speed up the workflow at your hotel using our programs. Many processes that previously had to be performed manually will no longer require your intervention. All of this you get for a fixed monthly price. This flat rate includes all applicable fees, tools, advice, and services.
Thus, you pay for software that partially replaces a technical director, marketing department, accountant, and receptionist: everything that helps you to retain guests and generate more sales with less workload.

HotelFriend Features

Hotel Management

Front-Desk

Department Management

Employee Management

Room Management

Hotel Dashboard

Housekeeping

Maintenance Management

Mobile Hotel Live Chat

Operations Outsourcing

Task Management

Finance & Payment

Accounting and Document

Payment Management

Reporting System

Booking Balance

Digital Cash Book

Revenue Management

Room Rates

Service Management

Guest Relations

Guest Management

Booking Request, Offer

Self Check-In

Guest Communications

Communication Automation

Digital Marketing

Hotel Website Development

Destination Management

Deal, Package Composer

Ready to get started?

Request a free consultation