Client portal for hotels and restaurants
Your group clients, corporates and event organisers call for the same things: the rooming list, the updated quote, the invoice. The portal gives them direct access to their file — and only theirs — while reception looks after the guests actually there.
In your day-to-day
- 01
Tracking of bookings and rooming lists by corporate clients and agencies, updated live.
- 02
Quotes, group contracts and invoices downloadable, menus and running orders approved online.
- 03
Specific requests — allergies, access, timings — filed against the event record.
A typical scenario
A conference hotel hosts some thirty corporate events a year — and every file means dozens of email round-trips between the groups salesperson and the client’s assistant.
- 01
The client company’s assistant updates her own rooming list up to D-3; the PMS follows, with no re-entry on the hotel side.
- 02
The study day’s running order — timings, rooms, breaks — is approved online, every version dated and traced.
- 03
After the event, the invoice and the statement of services await the client’s accounting department online.
What changes
The groups salesperson spends her time selling the quiet dates rather than retyping rooming lists, and billing disputes die out — everything is traced.
Order of magnitude
Working assumptions
- →30 events a year
- →around 40 email exchanges per file, half of them about rooming, running order and documents
In the order of 600 emails a year avoided on group files — and never again a rooming-list version lost between two inboxes.
Indicative estimate built on average sector assumptions — it gets recalibrated on your actual volumes during scoping.
What eats your days
- →
Booking requests arrive during service — by the time you reply, the guest booked elsewhere, often through an OTA that takes its commission.
- →
Guest reviews pile up unanswered, and an ignored negative review works against you for months.
- →
No-shows and unpaid group invoices get handled “when there is time” — which in season means never.
How it works
- 1
Plugged into your tools, not a second entry
The portal reads live from your project-management tool, your CRM, your invoicing. Your team works as before; the client sees their slice, always current.
- 2
Approval built in
The client approves deliverables directly in the portal — an entire email thread disappears per revision round. Every approval is dated and traced.
- 3
Access walled by construction
Each client account reaches only its own projects and documents — never a neighbour’s. Minimal rights, every view logged: compliant by design, not by patch.
Typical results
-80%
“where is my project?” emails, typical order of magnitude
24/7
clients check on their own, whenever suits them
4-6 wks
to a first useful version in production
Orders of magnitude observed in production; your diagnostic sets your own baseline and targets.
Frequently asked questions
Is it useful for an independent restaurant, not just a hotel?+
Yes, as soon as there are groups and private hires: menus to approve, headcounts that move, deposits to track. The portal replaces the email threads where that information gets lost between the quote and the day itself.
Can one agency see another’s files?+
Never: each account reaches only its own bookings and documents, and every view is logged. The walls are built in from design, not added afterwards.
Is this the problem eating your team’s time?
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