Optima CMS - Hotel Group Management system
The Optima CMS is a system specially designed to centrally manage hotel groups. The system uses one single central database that serves the activities of the whole group. Technically, it is a multi-tier application running from a central server. Users are using thin clients, connected to the center using phone lines or the Internet and will never need technical support and maintenance (zero client administration).
The system was originally designed to deal with the complexity of an hotel group and is not a modified hotel system.
All administrative functions and application system data has been designed to be kept centrally and unique for the entire organization:
· Product and services catalog
· Guest Profiles and Customers details
· Pricing and Contracts
· Currencies and rates, countries, users etc.
The system handles Youth Hostels bed reservations and complex groups as well as standard hotel room reservation.
A complete Internet online interface allows direct bookings for both guests and agents.
Optima CMS advantages:
Control and pricing
1. The whole association is managed from one location. The central office controls all the operating parameters of all the hostels.
2. One single bill of materials, customer and guest lists. Having this features centralized allows issuing complex organization wide statistical reports.
· Bill of materials (product catalog) – This is the foundation of the system. Every financial transaction from any hostel will have a product catalog number as one of the properties, which allows easy report issuing.
Product Catalog
· Customer Details – the details are common and are visible from all hostels
Customer Details
· Guest Profile Details –the contact information about the guest. It is enough for a guest to make a single reservation to any of the hostels for his/her profile to be visible in all the hostels of the association.
Guest profile
3. Prices and contracts with customers are association-wide. The below screen shows a quotation form, which can be issued from either the central office, or from any hostel.
Quotation Form
4. Easily issued and designed association-wide statistics reports.
(See the EIS section)
Reservations
5. Comprehensive handling of F.I.T. and groups reservations.
· F.I.T. reservation screen
F.I.T. reservation
Group Reservation Screen
Group reservation
Group Room List Screen. Every group will eventually break down into group members. Each of them will take either a room or a bed. The below screen allows performing different functions on each group member separately, for example – setting a discount for a single room in a group.
Room List
· Availability Chart – a comprehensive monthly chart which shows the exact amount of available beds and rooms for each day.
Availability Screen
Chain Availability Chart – a chart which shows the exact amount of available beds in all the hostels for the defined region for 10 days. When you change the number of beds in the upper window, the system will show where there is room and where there is not.
Chain Availability
6. The system supports lunch en-route and events reservations (reservations that do not allocate beds in the hostels). Not only can hostels sell beds, but they can also sell meals or rent out classrooms and meeting rooms. Managing these reservations in Optima CMS greatly reduces operational overhead, which increases the profits.
Meal Reservation
7. Supports tours - multiple hotel bookings on a single payment.
8. Direct Internet reservations. There is absolutely no reason for associations to allocate a full-time position, just to answer e-mails arriving from people, who require price proposals or wish to book a bed. Optima CMS accepts Internet reservations directly, and requires zero every-day management.
Financials
9. Invoices can be issued to the guest, agent or the central reservation office.
10. The system supports 3 operational currencies, can set prices and accept payments in different currencies.
Folio details
11. The system allows to manually post the reservation or post it during the night audit.
Manual Posting
12. Agent's commissions can be calculated for each reservation separately, and then summed into a report.
Insert Commission
Executive Information System |
Silverbyte Systems 
