Back
How a Swedish hotel group saves up to 4 hours a day with HotSoft PMS
Small and medium enterprises
How a Swedish hotel group saves up to 4 hours a day with HotSoft PMS
At a glance
- Replacing manual processes with HotSoft PMS saves the hotel group 3–4 hours of admin per day
- Integrated partner ecosystem substitutes for dedicated IT, revenue, and accounting departments
- Planet's Pay By Link simplifies and secures payments without needing separate systems
The challenge
As a small independent hotel group without dedicated revenue, IT, or accounting departments, the team at Hotell Fjällheim needed to work smarter with fewer hands. Before adopting HotSoft, the team was manually entering bookings into their old PMS, managing OTAs separately, operating with manual key systems, and handling payments through disconnected processes. With a second hotel in the growth plan, the team needed a reliable, scalable system that could integrate with the hotel’s other software partners and remove administrative burden from the front desk.
The solution
After evaluating several options, Hotel Fridhemsgatan chose HotSoft in 2016 for its open integration ecosystem, hosted infrastructure, and strong reputation. HotSoft PMS integrated with the hotel’s web booking engine, channel manager, and key card system to automate workflows that were previously manual.
HotSoft also enables the hotels to work within an ecosystem of integrated partners, including Price My Hotel Room for revenue management and Loyco for loyalty and Bookvisit direct bookings, all connected through the PMS. These platforms replace functions usually handled by dedicated departments, allowing the small teams to do more, and more efficiently.
Implementing a hosted PMS has meant the system is accessible from anywhere, with no in-house IT infrastructure required – a major advantage for the team and hands-on owner who is always on call.
Now, both Hotell Fjellheim and the newer Hotell Fridhemsgatan operate with HotSoft, as well as Planet’s Pay By Link solution. Pay By Link enables the hotels to send secure payment requests directly from within a guest reservation, ideal for prepayment periods during high-demand seasons or for guests who prefer not to book online. Payments are automatically and securely registered, simplifying both the check-in process and back-office accounting.
The result
Since implementing HotSoft and Planet, Hotel Fjällheim and Hotell Fridhemsgatan have seen significant operational improvements:
- 3–4 hours saved per day in front desk administration, allowing staff to dedicate more time to guests
- Improved payment flexibility for international guests, with Pay By Link supporting a wide range of cards and payment methods
- Greater security, with Tokenization and pre-authorisation replacing the need to store card details manually
- Peace of mind from a stable, reliable, cloud-hosted system with a strong track record over nearly a decade
Stay in English