Pensiunea La Roată
A guesthouse that no longer copies bookings: arrivals, payments and guest messages keep themselves up to date
The guesthouse's bookings came through PynBooking, from several platforms, but guests, deposits and messages to them were tracked separately. It needed one place to see who arrives today, who has paid in full and who only the deposit, with the registration form ready to print and emails that go out on their own at arrival, departure and after the stay.
What we built
The situation
PynBooking holds the bookings but not the relationship with the guest. External platforms send relay email addresses and generic names, payment status can only be read from advance invoices, final invoices and credit notes, and rooms in the booking system are physical units, while guests need the room type.
What we built
A CRM that pulls bookings from PynBooking every hour, including those from Booking.com, creates or updates the guest and marks arrivals, departures and cancellations. An error in the booking system cannot cancel bookings in bulk, and a price corrected by hand stays corrected.
Payment status (unpaid, partial, paid), deposit and balance are worked out from invoices. Guests automatically get the welcome email, the departure reminder, the review request and a birthday greeting; a guest with several rooms gets a single email. Seasonal offers go out from the same screen to guests who accept them.
Every guest has a stay history and a bilingual registration form ready to print. Physical rooms are linked to room types, and the dashboard and reports show arrivals, outstanding payments, occupancy and revenue, with export.
What changed
- Bookings are no longer typed in: they reach the CRM within the hour.
- You can see who paid in full and who only the deposit, without opening invoices.
- Guest emails go out on their own, at arrival, departure and after the stay.
- Seasonal offers go out from the CRM, without a separate tool.
- The registration form prints filled in, in Romanian and English.