Hotelbuddy

One solution for digitalizing your hotel
operations and guest experience

Guest journey and features

Before the stay
Online registration

The guest receives an automated welcome email before the arrival date with the invitation link to check in online. When clicking the link, the guest will be taken through a simple registration process where they will fill in all the necessary profile information to proceed with the registration. All the information will be also automatically sent to PMS.

Copy of personal ID and digital signature

The guest will be asked to upload a photo of their document and also add a digital signature. Depending on the PMS system this information will be either directly sent to the PMS or the information will be stored in the Hotelbuddy Assistant.

Room upgrades

The guest will be offered a possibility to upgrade their room, if there are higher room categories available. Hotelbuddy Assistant will check the real-time availability and will only offer room categories that are available for the entire stay.

Book extra services

The guest will be offered to book extra services from the list of available services, pre-defined in the Hotelbuddy Assistant.

3-D Secure Payment and invoice to a company

After registration and adding preferred enchantments to the stay the guest will be asked to pay the outstanding invoice using one of our 3D-secure payment gateway partners. We also allow the guest to change the billing address of the invoice, should they require an invoice to a company name instead.

Special requests and arrival information

The guest will be asked their arrival information and they can also add any special requests or comments to their stay, which will be visible both in the PMS as well as the Hotelbuddy Assistant.

Chat with hotel staff

Once the registration process is completed then the guest will be taken to Hotelbuddy Dashboard (web based application, no installation required) where they can already chat with the hotel staff any time, any place. Before, during and after their stay.

Read information & offers about the hotel

This enables your guests to access necessary information and offers any time, any place. Before, during and after their stay.

During the stay
Room selection

On the arrival day the guest will receive a notification once there are rooms available in their selected room category. Depending on the hotel´s preference the guest will be allowed to select their own room and also upgrade for a special price, if the rooms are available.

Digital key access

Once the room number has been assigned to the guest, the guest can activate their digital room key[KS1] and enter the room and different hotel areas just by using their smartphones. The room keys can be also multiplied and shared by other guests.

Multiple guest access

In addition to sharing a digital room key with the other room guests, you can share the whole room access with them so they can also chat with the hotel staff, order room service, cast their phones and book services.

Cast your content to TV

Casting your device to TV is effortless with our solution and is done using in-room chrome-cast devices which are easy to use.

Chat with hotel staff

Chat with the hotel staff is enabled throughout the guest journey. The guests can easily ask information, send requests and give feedback to the hotel staff from their smartphones. The hotel staff is also able to send the guest information, important notices and ask questions through the chat.

Order room service

The guests will be able to order room service through the Hotelbuddy Dashboard Room Service module, which is an interactive module connected to Hotelbuddy Kitchen Assistant showing the delivery times and statuses and out of stock inventory in real time. The orders will be automatically posted to the guest room bill and order history is available through the Hotelbuddy Assistant and Hotelbuddy Dashboards.

Read information & offers about the hotel

This enables your guests to access necessary information and offers any time, any place. Before, during and after their stay.

Invoice view

The user can always check their hotel invoice at any point of the stay.

End of the stay
Check out and pay for minibar and extra services

On the departure day the guest will be able to check out from the room, using their smartphone. Before check out the guest will be able to check their folio and post any additional items or services consumed (for example minibar) by them. Once the folio has been checked and confirmed by the guest, they will be directed to pay securely, using one of our authorized payment platforms.

Feedback

The guest will be sent a questionnaire with carefully selected questions to give the most useful feedback to the hotel and Hotelbuddy will advise the unhappy guests to contact the hotel directly, in order to give the hotel opportunity to resolve any complaints as fast and efficiently as possible.

Send special offers for the guest

The hotel can send customized thank you emails to the guests, inviting them back for another stay and offering special discounts or promo codes for next stays.

Chat with the hotel

Chat with the hotel staff is enabled throughout the guest journey. The guests can easily ask information, send requests and give feedback to the hotel staff from their smartphones. The hotel staff is also able to send the guest information, important notices and ask questions through the chat.

Start your check in

Hotelbuddy Assistant features

Dashboard

Hotelbuddy Assistant visual dashboard provides you with the most important information on one page. You will have at-a-glance views of important KPIs and key metrics of your property/properties. You can easily track all ongoing processes there and see if there is anything that needs your attention to be resolved quickly.

Guests

In the guests tab you can find and manage all the reservations and guest profiles. You can easily manage and track all the special requests, orders, reservation and guest profile information and activity timeline from here.

Orders

Here the hotel can manage all the orders from the guests. It is possible to send instant confirmations of orders, cancel the orders and modify orders. It is also possible to post the orders from the HotelBuddy assistant straight to the PMS.

Tasks

The tasks module allows the hotel staff to manage different operational and guest-related tasks, which can be assigned to user groups and the status updates monitored accordingly.

Inventory

In the inventory tab you can manage your entire stock inventory, from room service menu items to room upgrade information and upselling items.

Campaigns

Here you can manage and track special offers, discounts and campaigns of your inventory items.

Chat

The chat function is enabled for all the guests who have successfully completed their registration process and allows the hotel staff to communicate directly with the guests and vice versa. Chat function is enabled also for staff´s internal communication.

Feedback

The feedback functionality allows the hotel to set up in-stay and post-stay surveys and send them to the guests according to their preferences.

Housekeeping

Our mobile-optimized web application and intuitive user interface is an easy and user friendly tool for the housekeeping staff to start using from day 1 and does not require a long and time consuming training. The smart setup of the module is perfect for easy and efficient housekeeping management and helps to eliminate any wasted working time.

Settings

The hotel can make new users, manage user rights and user access from the settings. Also the door lock logs are visible here as well as the system settings.

Dashboard reservations overview

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    Hannes Mulla HotelBuddy
    Hannes Mulla

    Founder

    +372 505 6800

    hannes@hotelbuddy.eu
    Kadi Saadlo HotelBuddy
    Kadi Saadlo

    Co-founder

    +372 566 52404

    kadi@hotelbuddy.eu

    Our partners:

    Sustainable technology

    HotelBuddy is considered to be a sustainable technology that helps the hotels to reduce their carbon footprint as it significantly...

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    Sustainable technology

    HotelBuddy is considered to be a sustainable technology that helps the hotels to reduce their carbon footprint as it ...

    Full story

    Our story

    The first idea of creating a new hotel technology came to Hannes already a few years ago, but during that time the IOT technology was not yet on the level ...

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    EAS Enterprise Estonia

    Projekt HotelBuddy on uudne lahendus hotellidele külalisteekonna digitaliseerimiseks ja automatiseerimiseks. EAS toetab projekti 270 645€ ulatuses “Perioodi 2014-2020 ettevõtja tootearenduse toetus COVID-19” meetmest.