At most hotels, the front desk is the central point of contact. It is therefore crucial that processes are automated and that the front desk uses an intuitive and simple tool that offers maximum flexibility in data management. Here, we present a (small) selection of various tools, modules, and features—ranging from room plans to ASA, a comprehensive CRM system, to daily checklists.
The room plan is at the heart of hotel management. It provides convenient access to all guest-related data and processes, such as new online bookings, pending tasks, check-ins and check-outs, etc. The room plan’s clear layout allows the hotel team to work quickly and efficiently, even in high-pressure situations. With just a few simple mouse clicks, even complex transactions—such as splitting reservations, changing rooms, moving dates, shortening or extending stays, etc.—are carried out automatically.
Anyone who works at the front desk is familiar with this check-in procedure. With the Check-in Manager, you can enter all the information in just a few seconds.
How does it work? Open the scan function with one click, scan the document and you're done! No typing, no checking, done in 5 seconds! Simple, fast, reliable. And if you don't do the check-in mobile, but at the PC at the reception, we have developed the ASA ScanBox.
If the guest checks in on their own, ASA Self-Check-in is the ideal solution.
The Reservation Assistant identifies gaps in reservations and fills them strategically with new reservations. The Reservation Assistant is a useful addition to the room plan. Its main functions are:
- Pre-selection of rooms based on flexible criteria
- Creating a room priority list to avoid gaps in reservations
- Information about services in various languages (makes it easier to provide information over the phone)
- Display all eligible offers (useful when there is a large selection of offers)
- Optional Preparation of Alternative Proposals
- Easy Booking of Stays for Travel Groups
For those who work based on categories rather than room plans: The category plan lists the total number of available rooms per category and day. These are color-coded based on occupancy. The lower section of the category plan includes various key metrics for each day that are essential for daily management.
The guest database serves as the foundation for providing optimal, personalized guest service and target-group-oriented marketing. When switching to ASA HOTEL, guest data can be transferred in its entirety from the legacy system.
On the one hand, the data is automatically generated by the PMS (stay details, regular guest hierarchy); on the other hand, it is possible to enter department-specific and individual information (e.g., guest preferences). Using custom fields, guest data can be further structured and expanded.
Separate processes are generally provided for tour operators, corporate clients, and government agencies . These are fully supported, for example, through:
- Quota Management
- Separate Invoices
- Electronic Invoicing
The data protection regulations (GDPR) have been comprehensively implemented. Through customizable automatic deletion features, duplicate record cleaners, signature managers, and guest privacy notices, as well as VVT sample templates and technical recommendations, hoteliers are provided with a comprehensive package to ensure compliance with the GDPR.
"Thanks to the centralized profile, we know which pillow the guest prefers as soon as the reservation is made."
ASA Webmail simplifies guest communication: inquiries are handled efficiently, emails are answered quickly, and automated messages (pre-stay, reminders, etc.) are sent reliably. Modern templates ensure a professional and consistent look and feel.
Discover the wide range of features that make ASA Webmail an indispensable tool for email communication:
- Drag-and-drop editor for beautiful, responsive emails: Design emails that effectively convey your message and display perfectly on any device.
- Text and Designs with Artificial Intelligence: Use artificial intelligence to generate impressive images and text.
- Design Templates to Get You Started Quickly: Our collection of design templates lets you get started quickly when creating your emails. Easily customize these templates to match your hotel's design.
- Targeted and Personalized Communication: Define sophisticated rules for selecting the appropriate email template. This allows you to ensure targeted and personalized communication with your recipients and tailor your messages optimally.
ASA HOTEL offers a smart solution for efficient resource management. Whether it’s e-bikes for guests, tennis courts for passersby, or microphones for events—these so-called resources are typically in limited supply and must be carefully managed. With our software, you can easily organize resource rentals and manage paid rentals as well. For example, resources such as e-bikes can be rented at a specific price per hour or based on other criteria. This allows you to generate additional revenue while keeping track of which resources are still available at your hotel.
Resources can also be seamlessly linked to room reservations or events. You don't have to worry about billing. All resources are tracked and automatically included in the final invoice.
In destination marketing, loyalty cards are becoming increasingly important for guest retention. ASA HOTEL provides the relevant guest data to various systems via interfaces or directly for printing. These features are also sometimes used for issuing ski passes and booking tickets (e.g., Dolomiti Superski, LTS Ticket Shop, etc.).
With the numerous lists, you can always keep track of all the guests who are present; you’ll be reminded of your guests’ birthdays; the room status shows whether housekeeping has already been there; and with the relevant notes on check-ins, you won’t forget to have the requested bouquet delivered to the room.
Using Signature Managers, you can obtain the guest’s electronic signature for data protection consent or the electronic registration form. The guest can review, edit, and add to their information (address, email, and phone number) on the tablet. The guest’s consents and electronic signature are saved and linked to the guest.
On the other hand, when it comes to a quick and smooth checkout, the “Bill Preview via Tablet” is a helpful tool. As the name suggests, this tool allows guests to review their bill details. Guests can check the extras they’ve purchased, their booked packages, and their spa treatments on the reception tablet—and they can also leave a tip discreetly.
We’re revolutionizing guest check-in. No more typing—just scan. With the new ASA ScanBox, you can minimize the time required for check-in. This allows your staff to focus entirely on taking care of your guests. Above all, the ASA ScanBox prevents typing errors, ensuring that all data is entered correctly into the guest registry.
You can find more information about the ASA ScanBox here.
Before the late shift ends its shift, there are a few things that need to be taken care of. Have all departing guests checked out? Has a new arrival not yet been registered? Does the number of guests in the rooms match the reservation? These and other items are automatically checked during the daily check and can be addressed directly from there. If you’d like, you can then close out the day. Everything is optional—nothing is required.
In day-to-day reception operations, numerous inquiries, offers, options, and reservations come in every day. The Communication Manager helps you keep track of everything and handle pending tasks in a targeted manner.
All tasks are automatically assigned to the appropriate communication status and clearly displayed in a board view. This lets you see at a glance where action is needed and how long a task has been waiting to be processed. The most important information is visible directly on the respective card. This allows you to process quotes, options, and reservations quickly and efficiently. In combination with Auto-Communication (requires the Webmail Premium package or higher), many additional steps can be automated. Reminders for pending quotes or automatic reservation confirmations are sent at the right time without requiring manual intervention from the front desk.
