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Property Management Systems | Seekom

What are the benefits and why you should use one with your accommodation business

What is a Property Management System?

Our property management system (PMS) is a web based, software application which is either for the operations of hospitality accommodations and commercial residential rental properties. Seekom caters to all accommodation providers, such as Hotels, Motels, Holiday Parks, Property Management Companies and everything in between.

 

Seekoms's Property Management System - iBex - provides a centralized web application to organize, schedule and perform the day-to-day functions and transactions involved in accommodation businesses.

What does a Property Management System do?

Seekom's property management system (PMS) provides many functions to accommodation providers & owners to manage their business effectively and efficiently.

 

Some of those functions are:

 

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What automation can a Property Management System help me with?

Seekoms property management system include automation of many common, often labour intensive tasks, including:

 

  • Bookings
  • Check-in and check-out
  • Housekeeping
  • Revenue Management
  • Upselling before check in
  • Email Confirmations
  • Channel Connections

How does Seekoms Property Management System work?

Our Property Management System (PMS) is a powerful marketing system that will help you get more bookings, and more value for your bookings. Our software is cloud-based, so you can access it from anywhere, at anytime and can operate our PMS from any internet connected computer anywhere in the world.

 

A Property Management System is made up of many moving parts, but our support team provide clear and concise training so you can manage each process and function with ease.

 

Once you've signed up for a free demo, we can provide you with a test account to have a play around, if you have an existing system with someone else we can transfer the data and future and past bookings across to our system. We set you up with all the channels you need such as Booking.com or Expedia.

 

Our pricing plans suit all types of accommodation providers, from Motels to Hotels, to Holiday Parks and Property Management Companies.

As well as a Property Management System, we also provide custom and templated website design for all businesses and Venue Management System.

Request your free demo today

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18 Allen Street, Level 2, Wellington, New Zealand

+64 4 974 8008

support@seekom.com

data-import-export

Export Data for Seekom Import

Follow the instructions below to export your data for import into Seekom

IMPORTANT

 

We highly recommend sending us a test export of your data 1 week before your commissioning date, so we can check the data is okay and do a test run in a practice environment.

We will then require your final export the night before your account is commissioned, or the morning of commission (before 9am).

Any bookings made overnight after the bookings have been exported from your previous system, will need to be manually entered into your Seekom account after the import is completed.

Please note that all bookings will be imported into a ‘pseudo’ room and rate plan, usually named “import”.

You can manually amend the bookings into their correct room and rate plans, but this won’t be required as they should be assigned to the correct units regardless.

Any data which is missing (eg. payment records, guest details) cannot be imported into iBex if they are not included on the export file from your previous system.

We recommend checking your exported file has all correct data entered (eg. no fields are missing) before handing it over to Seekom Support be imported.

Only bookings are able to be imported into iBex, and other details (eg. rate plan values, credit card data) are not included in the import.

18 Allen Street, Level 2, Wellington, New Zealand

+64 4 974 8008

support@seekom.com

Lowering the Impact of COVID-19

Tips & Tricks from your Customer Success team here at Seekom to help lower the impact the COVID-19 Virus has on your business.

The global spread of Covid-19 has proven to be highly detrimental to our properties and the global economy. Here at Seekom, we have been closely monitoring these unprecedented developments, and their subsequent effects on the accommodation industry. 

 

We would firstly like to thank you - our valued clients, for your continued loyalty and trust in Seekom during these uncertain times. We know many of you are facing significant financial challenges right now and it is important you know Seekom stands with you. Our current primary focus is the continuity of our service, in order to help you navigate through this challenging market downturn.

Therefore we will continue to offer you suggestions on ways to mitigate the financial loss that extremely low occupancy, property closures and an influx of cancellations bring.

 

Here are a few ideas and initiatives that you may look to implement in the coming weeks.

Keep your focus on the long term

Don’t make panic decisions that may hinder your future revenue when the economy bounces back. Wrong short term decisions can harm your ability to return to normal business in the long term. For example if you need to close your doors for a month or two, continue to take summer bookings in the hopes of a full economic recovery instead of setting an indefinite stop-sell.

Look after your existing customer base

Take care of your existing business and don’t short change your loyal customers. Whatever you do, don’t compromise your service standards. It will come back to bite you in future! Try marketing to your existing customer list via an email campaign, giving them value in the form of a personalised touch.

Don’t be tempted to cut your marketing budget

Instead focus on capturing existing demand and divert your budget away from segments of the market where there is little to no demand. Focus your digital marketing budget on revenue drivers such as metasearch and retargeting.

Market to Domestic Travellers

Locals will still be travelling outside the windows of self-isolation, so it pays to target your efforts toward the domestic market. People who cancelled their overseas trips are looking for alternatives, so highlight the local option to them. In many cases, offering a 2 week special rate may encourage tourists and locals to book during periods of national lockdown.

Look at more hidden discounts

Although you don’t always want to make lower rates public, you can still work on offering better value to potential guests in a variety of “hidden places”. Consider opting into the Genius programme with Booking.com, or adding other free upgrades via your Sales Channels

Managing rates

By closely monitoring competitors in your area and setting rates within a comparative price range, you are doing your bit to maintain a profitable accommodation market in your city or town. If needed, make reductions for arrivals in the next few days, but make sure to keep longer term prices higher. If you are dead set on lowering your prices significantly, make sure to do so via a non-refundable rate to guarantee yourself certain revenue. 

 

Using Seekom’s Automated Revenue Management will help you to make smarter pricing decisions and contribute to a better financial outcome for your property. Having an automated revenue management system in place means your rates are based on real market data, rather than the sense of panic that may be driving drastic price drops. This technology will also start raising your prices when the market stabilizes again and demand returns.

You can reach out to us any time for an Automated Revenue Management consultation.

Conclusion

Throughout this period of economic uncertainty, it is important to hold onto the fact that people will travel again. Try to focus on the positive media statistics and hope for a best-case scenario. Avoid making impulsive panic driven decisions and do your best to mitigate financial loss by coming up with innovative ways to increase occupancy and revenue.

 

Please remember that we are here to offer advice and  assistance at any point in time going forward. We wish you all the best for the coming months ahead and are all hoping for a prosperous summer in 2021. 

 

Stay safe

 

The Seekom team

All About Cancellations

The recent travel restrictions have meant a lot of cancellations are coming in for accommodation providers. We’ve put together a comprehensive guide of how you can manage cancellations in iBex, how to extract important data, and some changes we are working on to better manage cancellations data.

 

Need to know how many cancellations you have received?

 

To get a report on your recently cancelled bookings:

 

Go to Search Bookings (in the Bookings section of your menu).

 

Open the filter and set these options:

 

Arrived: Choose a recent date (e.g. 8th March). Leave the ‘to’ date blank.

Status: Cancelled

searchbookings
filter

 

Click Export to create a csv file.

export

This can be opened with Excel, or any spreadsheet software.

This file will give you detailed data on all future bookings which have been cancelled. Look for the date_cancelled column to sort by the date these bookings were cancelled.

spreadsheet

We are working to add a “cancelled date” filter directly to the Search Bookings page as soon as possible. This will allow you to see your recently cancelled bookings in the page without the need to export.

Need a comparison of this month’s revenue with the same month last year?

This information can be helpful for insurance claims.

 

Go to the Occupancy & Revenue Report (in the Finance Section of your menu).

Choose a date range (this can be any range you’d like) and the option “Same period last year”.

occrev

This produces a report comparing your revenue over the two periods.

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Need to update your cancellation policies?

To change your cancellation policy in iBex, go to the Manage Property page (under Property in your menu). You can change your cancellation and other policies in the Policies section.

 

These policies appear on your website and (depending on your settings) may appear on emails sent to guests using iBex. If you have any sales channels (like Booking.com or Expedia) make sure to check your policies with them as well. All sales channels require you to maintain policies directly with them; they don’t receive this information from iBex.

property policy

If you have Agents or Companies with special policies, these can be changed on the relevant Agent or Company page.

agent policy

Need to know how much your cancelled bookings are worth?

These stats are a bit trickier to track down. Once a booking is cancelled in iBex, its value becomes $0. 

 

If you want to have a cancellation fee extra automatically added to cancelled bookings, you can set up a Cancellation Policy. For example, this can be used to add 100% of the booking’s value (excluding extras) as a fee upon cancellation.

policy

Please note, this will only apply to bookings cancelled after the policy is set up. 

 

Cancellation Policy is an optional extra in iBex. Please contact support if you would like this enabled in your account.

 

We are currently working on an enhancement to better track the value of cancelled bookings.

Need to quickly see basic stats on cancellations, amongst other useful info?

Your dashboard has lots of quick details, including the number of cancellations you’ve received recently. This is helpful if you want to keep an eye on the number day to day without generating a whole report.

dashboard

Accounts on our Accelerate or Growth plans can also see pace reports on their dashboard, which show how your revenue and occupancy are going compared to previous years.

pace

Guarantee a booking will stay in the right unit

Pin bookings to stop staff moving them to other units

Do you have regular guests who are happiest when they get to stay in the same room?

 

Two bookings travelling together and you want to make sure they end up in adjacent rooms?

 

You can pin a booking to a unit, preventing your staff members from accidentally relocating it to another unit.

 

Here’s how:

 

pinbooking

An icon will appear to show you the booking is pinned. Staff won't be able to move the booking without un-pinning it first.

 

No more group bookings accidentally split up or disgruntled regulars in the wrong room!