Moduler

​OCTOPUS Conference System provides comprehensive management for all conference needs, offering an overview even for the most complex events.  

​Build conferences from A to Z. Assign specific rooms and locations to the conference—even at specific times. This allows a comprehensive schedule to be managed and adjusted within the Conference System. Additional resources, such as AV equipment and floral decorations, can be easily added.

​The software also provides a comprehensive overview of all rooms and hotel bookings related to the conference. Additionally, it offers event management and task lists with descriptions of service at selected times—a smart tool for staff scheduling and task management.

​Send automatic satisfaction surveys to guests after their visit. These surveys can be customized as needed and are available in Danish, English, and German. By default, the questionnaires are designed with a few short, relevant, and straightforward questions for the guest.

OCTOPUS PMS enables you to set up an online platform, allowing guests to book directly through your own website. By integrating with online payment systems like Reepay or Nets Easy, guests can make payments directly online.

With the integration between OCTOPUS and both Nets Easy and Reepay, you can also send payment links to guests via email. This feature is useful for collecting reservation fees or deposits.

​With the integration between OCTOPUS and Reepay, you can also process virtual cards directly within the system. This feature streamlines payment handling, allowing for efficient management of various payment methods. 

Automatisk elektronisk indrapportering til Danmarks Statistik.

​OCTOPUS PMS offers integrated task management within a single system. You can create tasks based on guest requests and assign them to the appropriate staff members.

• ​Emails can automatically enter the system as tasks, which can be prioritized and forwarded within the organization. This feature streamlines task management by ensuring that incoming communications are efficiently addressed and assigned to the appropriate team members.
• ​The cleaning module within the system provides an automatic cleaning status for all rooms—including stay-overs. The smart photo registration feature enables quick handling of ad hoc repairs and forgotten items. The app also offers notes for cleaning staff and minibar registration.
• ​This feature simplifies tracking the status of all rooms—both those where guests are checking out and those where they are staying over.
• ​The cleaning staff can easily see where they can start and which rooms are not yet available. This leads to more streamlined workflows and faster room turnover.
• The electronic cleaning list immediately indicates when guests check out, allowing housekeeping to commence promptly.
• Cleaning staff can continuously update room statuses to indicate when rooms are cleaned and ready for check-in. These updates are immediately reflected in the front desk system, allowing you to offer waiting guests their rooms earlier.
• ​The system's photo documentation feature allows staff to capture images of ad hoc repairs that need to be performed. These images are visible at the reception, facilitating prompt attention and efficient coordination of maintenance tasks.
• ​Lost items can be easily documented with photos, accessible to the front desk, which has direct access to the most recent guest's contact information.
• ​The system simplifies the process of recording minibar statuses and adding notes. Housekeeping staff can update minibar consumption directly through the housekeeping app, ensuring that charges are promptly posted to the guest's account. This integration streamlines communication between housekeeping and front desk teams, enhancing operational efficiency.

The system offers integrated time tracking with an export function to Excel. Employees can log their hours via a website accessible from both PCs and mobile devices.

​You can create multiple users in OCTOPUS, each with different user types and access levels. This flexibility allows you to assign specific roles and permissions to each user, ensuring they have appropriate access to the system's features and data.

​Guests can, for example, read all about the hotel, the surrounding area, experiences, parking, offers, etc.

• ​Guests can easily update personal information such as email, name, and billing address. Once saved, these details are automatically updated in the OCTOPUS booking system.
• ​In group bookings, guests can update the reservation with individual guest names directly through the Personal Guestbook feature in OCTOPUS. ​

Example of a complete self-service flow: Guest books a room on Booking.com for your hotel. OCTOPUS sends an order confirmation via SMS/email to the guest, including a link to the Personal Guestbook and a payment link (if the booking wasn't prepaid on Booking.com). Guest easily completes payment from their mobile device using the payment link. Guest receives a receipt, along with a PIN code for hotel access and instructions for room entry. Upon first use of the PIN code, the system automatically performs check-in. Guest can order additional services and pay through the Personal Guestbook. Guest has the option to check out themselves; if there is an outstanding balance, payment is processed via mobile before check-out. Invoice is sent to the Personal Guestbook, allowing the guest to access it there.

​This system can, among other things, support a full self-service concept, allowing guests to check in themselves using a PIN code.

Score some valuable points with your guests. There's no need for your guests to stand in line both to receive and return room keys—they may have already experienced queues in traffic or at the airport, so another queue at their final destination can seem overwhelming!

 We collaborate and integrate with several providers of electronic locking systems, resulting in happier customers and significantly reduced administrative tasks for our staff.

Examples of clear advantages:

• Priserne er nu kommet væsentligt ned i pris.
• Spar tid i receptionen ved fx nøgleudlevering, fakturaprint osv.
• Gæsten får automatisk tilsendt koden om morgenen på 1. dagen af opholdet.
• Dørkoder kan indstilles, så de først bliver sendt til gæsten, når der er betalt for opholdet.
• Har du lokaler, som ikke alle skal kunne tilgå? Giv gæsterne personlige adgange til fx fitness, pool, selskabslokaler, legerum eller lign.
• Gæsten kan – efter udlevering – selv ændre sin kode via Personlig Gæstebog (der tjekkes automatisk i systemet, om den er ledig).

Add-on-modulet er kun begrænset af fantasien. Vi har fx ”Parkering” i OCTOPUS-systemet. Når gæsterne bestiller et ophold, kan der tilvælges en parkeringsplads. Når der ikke er flere ledige pladser, vil de næste gæster ikke få dette tilbudt.

Modulet kan også være relevant, hvis I fx tilbyder reservation af cykler og kanoer, mulighed for massage, rundvisning eller køb af en kold flaske champagne på værelset ved ankomst.

Med OCTOPUS PMS kan du nemt og hurtigt få dit hotel online via Google Hotels. En væsentlig fordel ved Google Hotels er, at du beholder alle pengene selv, uden provision! 

Vi sætter det op for jer for et engangsbeløb – herefter kan jeres gæster nemmere booke direkte hos jer.