Accommodation rental system

Unlike a website for advertising apartments, hotels or villas, the system provides more functionalities. It enables connections to external channels for managing reservations, guest check-in via eVisitor, management of guest accounts, calculation of reservations according to a special taxation procedure (PPO) for agencies as an option...

RedCode System for Accommodation Providers in Tourism

In our offer, there used to be a website for accommodation providers. Over time, we have improved the creation of websites for accommodation providers to such an extent that it is no longer just a website but a complete system. Such a system offers you much more than a page where you advertise apartments or similar. Today, we are at the position where we can conclude that everything you need for quick, legal, simple, and efficient business operations is our system. In order for the system to be comprehensive, it must contain all the tools you need: the ability to reserve and pay for a specific accommodation unit, synchronization of reservations with large internet apartment booking services such as Booking.com or Airbnb, invoicing, and guest registration in the eVisitor system directly from your website. The exact list of system capabilities is listed below.

We would like to emphasize that the system is completely scalable and can be adapted to small and large accommodation providers in tourism, even by adding functionalities that are not listed below.

• For the implementation of channels like Booking.com, the client is required to provide the API and access data for connection. The same applies to connecting to the eVisitor system and similar external systems.

Management of accommodation capacities

• overview, addition, deletion, and updating of content in multiple languages
• sorting of accommodation units according to name, keywords, location, number of adults and children
• defining pricing based on dates/periods with variable accommodation prices (seasonal pricing)
• adding/deleting/updating a gallery with rich multimedia content (pictures, video, virtual tour)
• adding/deleting/updating features of the accommodation unit and location
• defining location and SEO title and description to improve search engine ranking (Google)
• viewing availability calendar and exporting statistics in .pdf format
• viewing and managing channels to which the object is connected
• viewing and managing the category and subcategory of accommodation capacity
• viewing and managing specifications of the accommodation object
• viewing and managing amenities offered by the object
• viewing and managing additional costs of the object, such as final cleaning
• viewing and managing distances from the object, for example, distance from the coast or city center
• viewing and managing interesting locations near the accommodation capacity
• viewing and managing rooms of the object (number of bedrooms, living rooms, bathrooms, etc.)
• viewing and managing sales policies of the lessor
• viewing and managing contracts with the owner (if it is an agency)
• managing Check-in and Check-out times
• overview of occupancy of the tourist facility or accommodation unit
• management of related tourist facilities
• management of landmarks near the tourist facility
• management of distances (e.g. from city center or beach) from the tourist facility
• free closure of available dates due to unforeseen events

Managing reservations for tourist accommodation units

• overview, adding, deleting and updating reservations
• automatic distribution of reservations by channels (own, private, direct, from channels)
• overview of reservations via a calendar
• overview and editing of reservation items
• data about the reservation holder
• guest access to an interactive voucher for their reservation
• review of guest reviews related to a specific reservation or accommodation unit (selective display of reviews on websites)
• overview and management of notifications related to the reservation (automatic emails or guest emails)
• number of paid reservations and number of reservations on hold
• sorting reservations by status, accommodation unit, or searching by keywords
• overview and updating of reservation periods, status, number of persons (adults, children under 12 and over 12 years old), guest details
• voucher (link) for guest access to the reservation
• review of reservation log records
• overview of payments related to the reservation (deposits or full reservation amount) and overview of the payment method for the reservation
• review of reservation prices and automatic calculation of prices and amounts to be paid
• overview of the reservation calculation method (if it is an agency)
• possibility of self-check-in to the accommodation unit (through the voucher)
• possibility of delivering safe codes or WIFI passwords through the voucher
• management of tourism reservation statuses (paid [according to the type of payment], paid deposit [according to the type of payment], on hold, canceled, canceled…)
• every change in reservation status is synchronized with related channels
• fiscalization of card payments in accordance with the Fiscalization Act
• cash register system for cash payments as an option

Automatic notifications via email for guest, host, and agency

• new reservation and status (paid deposit, paid full amount)
• notification of successful or unsuccessful payment during reservation
• different notifications for different payment methods (credit card, bank transfer, channels)
• reminder for payment of remaining amount (if only deposit is paid)
• canceled reservation by guest, host, or agency
• reminder for approaching guest arrival date
• welcome notification for guest
• notification with guest information for self-check-in (if defined) with door PIN and safe CODE
• request for review of stay from guest after their stay in the accommodation.

Guests/eVisitor

• view, add, delete and update guest reservations
• sorting the guest by first and last name, address, email, phone or search by keywords
• review and update of guest data (name, surname, address, email, telephone, impression, gender, number and type of document)
• guest registration on eVizotor as an option
• guest book, which is a mandatory document
• editing eVisitor login according to guest or reservation

A special offer of accommodation prices on the websites of the tourist accommodation rental companies

• view, add, delete and update the content of special offers or promotions
• sorting of special offers by name, keywords, number of adults and children
• price definition according to the date/period of the special offer
• display of special offer accommodation facilities in the slider on the web pages
• defining SEO titles and descriptions that help better ranking on search engines (Google)

Multilingual websites

• the possibility of independently entering translations into other languages for all dynamic content such as object descriptions, blog articles, the about us section and the like

General pages on websites

• general pages are considered to be all informative pages such as About Us, General Terms and Conditions, Privacy Policy, Payment Methods, FAQ and similar
• view, add, delete and update page content on the landlord’s website
• adding/deleting/updating a gallery rich in multimedia content
• defining SEO titles and descriptions that help better ranking on search engines (Google)

News/blog

• view, add, delete and update content
• adding/deleting/updating a gallery rich in multimedia content
• defining SEO titles and descriptions that help better ranking on search engines (Google)

Title Slider on the website

• view, add, delete and update sliders
• possibility to define title and subtitle text
• CTO button

Cash register

• view, add, delete and update all receipts and expenses
• statistics and sorting of receipts (cash, cards, advances and transactions) and expenses according to desired periods
• calculation of reservations according to PPO for Agencies
• calculation of reservations with portal costs according to portals

Accounts

• view and add all accounts and export to .pdf format for printing
• statistics and sorting of accounts according to desired periods
• view, add, delete and update pre-defined account items
• review and fiscalization of accounts

Offers for guests

• creating an offer for an accommodation tourist facility independent of the seasonal price list
• statistics and sorting of accounts according to desired periods
• view, add, delete and update pre-defined account items
• sending an offer to the guest’s email with one click directly from the system
• export of offers in .pdf format
• the creation of offers can be configured so that it temporarily closes the available appointment at the accommodation facility until the offer is accepted or rejected by the guest

Statistics

• overview of statistics by Renter
• overview of statistics by accommodation capacity
• overview of occupancy
• overview of guest statistics
• review of financial statistics
• overview of profitability
• all statistics views can be filtered by date from - date to
• possibility to export statistics in .xls or .pdf format

For agencies - Renters and management of Renters

• creation, editing, deletion of renters
• management of types of Contracts and in general Contracts with landlords
• deactivation of the landlord
• review and management of locations and facilities of partner renters
• overview and management of the lessor’s sales channels
• review and management of the general information of the landlord
• portal for partner renters - own login to the system and overview of own facilities and reservations
• automatic notifications to renters related to their reservations
• division into legal or natural persons
• issuing invoices in the name and on behalf of the renter
• overview of payments to the lessor and obligations towards the lessor

Additional possible implementations

• implementation of eVisitor in the system
• synchronization of reservations and unavailability of apartments/rooms with services Booking.com, Airbnb…
• synchronization of reservations and unavailability of apartments/rooms with Google calendar
• implementation of card payment with the basic payment method (Paypal, payment to the account)
• connection to a giro account for synchronizing payments or the ability to upload a bank statement
• simple connection with Mailchimp for sending newsletters
• possibility of training for using the system for renters of accommodation capacities
• any other implementation at the request of the Client
• the possibility of creating accompanying mobile applications for viewing and managing reservations anytime and anywhere

Our approach

In tourism, we distinguish between landlords who rent out their own facilities and agencies that rent out other people's facilities for a fee. Landlords who rent out their own facilities are a slightly "easier" category because they do not need to calculate reservations according to a special taxation procedure. That is also our approach. The rental system we offer is capable of meeting the needs of both independent tourism landlords and the largest agencies with thousands of accommodation units.