At a glance, the ALAVEX Property Management System enables you to quickly and accurately manage your:
- Total number of empty rooms / properties
- New and changed reservations
- Relevant maintenance issues
- Staff feedback
- Purchases made and method of payment
- Current bank balance
- Amount of money collected
- Amount of cash available in each area / property
- Amount owed to credit card companies
You also benefit from:
Access to instant information and reports including profits & loss, balance sheet and trial balances as well as bespoke reports and detailed history (for anyone with viewing privileges).
All this can all be viewed from any browser, anytime, anywhere in the world.
You also get a FREE trial, FREE online training, FREE updates,
and 24/7 support.
Book your FREE Trial
Benefits of the ALAVEX Web-based Property Management System
- Today’s Activities: Today’s check-in, empty rooms last night, empty rooms tonight and the payment due totals appear on the summary dashboard.
- Today’s Maintenance: Maintenance for the day and high priority tasks featured on the summary dashboard.
- Today’s Housekeeping: Regular cleaning, check-out cleaning and deep cleaning for the day listed with check boxes that can be quickly ticked when housekeeping is done.
- New Quotations: Requests that require responses appear on the summary dashboard.
- New Reviews: Recent reviews from guests appear on the summary dashboard for approval, before updating the website.
- Yesterday’s Track Changes: Shows which payments received, bookings created and cash expenses have changed on the system yesterday.
- Personalised: The summary dashboard is tailored to the area and administrative role of the user.
- Featured Highlights: Properties / rooms can be featured as highlights for quick sales directly from the back-office.
- Guest Review: Allows guests to review their stay. Upon approval from the back-office, reviews can be featured on the website.
- Online Payments: Payment gateway is available for credit cards or, if preferred, integrated to your channel management partner.
- Price Management: Property / room price updates can be managed directly by the back-office system.
- Special Offers: Simple and unlimited updates from the back-office, which include an activated date range, valid date range, price offers and highlights.
- Live Chat: Allows support for potential guests currently using the website. Additionally, it allows the user to observe the number and origin of people viewing the website. Users can instigate chats with the browsing website visitors.
- Automated Site Banner: Changes depend on website visitor’s country of origin. This enables marketing to be adjusted for different parts of the world.
- Multi-Language Capability: Translates directly from the website.
- Enquiry Form: Allows potential guests to request a booking or more information. This request will go directly into the quotation module in the back-office system.
- Quotation Module: Enables quotations to be emailed in seconds, with details of properties and rooms. If required, prices can be manually adjusted, additional notes added and personal signatures included. Requests from the website are integrated into the quotation module.
- Sales Conversions: Identifies which agent’s sales have been converted to direct sales and pinpoints which managers were involved in forming the new relationship and increasing direct sales.
- Review Management: Feedback form is automatically or manually emailed to guest after check-out. Reviews appear on the system pending approval for the website.
- Subscription to Newsletter: Allows the back-office to collect email addresses for future newsletters.
- Bookings: Entered directly into the system, including customer details, property / room details and any applicable taxes. Commission payable to agents is automatically calculated based upon pre-negotiated percentages or can be entered manually.
- Booking Confirmation Email: Automatically emailed to the guest(s) once a booking has been made.
- Check-In Form: Automatically produced from the booking information with the associated terms and conditions included. Similarly, “Residential Agreements” or “Licence to Occupy” contracts can be produced automatically.
- CloudView: This is ALAVEX’s colour-coded graphical room view of all rooms and properties, which enables room availability and booking status to be easily identified.
- Invoices: Automatically generated PDF documents that can be printed or emailed to guests. Financial information such as payment amount, type, VAT, agent commission and customer ledgers are updated automatically when payments are received.
- Overdue Invoice Reminders: Provides a report of all guests that are behind with their payments. Emails can be automatically generated and sent to the guests.
- Housekeeping: Allows managers to plan future cleaning and identify cleaners by property and date. Cleaners can feedback on found or missing items quickly using the feedback module.
- Maintenance: Allows managers to identify, allocate and schedule work tasks by a fixed date or priority.
- Staff Feedback: Allows every employee to easily contact the management team or the head of the company about any problems / improvements.
- Total Reporting: Frequently used reports are already integrated in the system. This includes cleaning, maintenance, room availability and average room rent. Standard hotel reports are also included, such as information on RevPar, ADR and occupancy levels. Further reporting capabilities can quickly and easily be implemented into your ALAVEX Solution.
- Reconciliation: Enables credit card payments, bank transfers, direct debits, standing order and one-off payments to be entered quickly and easily into the system. This allows full and accurate reporting at all levels.
- Profit & Loss: Allows quick, easy and accurate viewing from your accounting start month.
- Balance Sheet: Allows quick, easy and accurate viewing of all balance sheet items.
- Trial Balance: The system easily identifies the amount of money remaining to be collected, how much is owed to / by agents, the amount of cash available in each office / property, amount of VAT payable, how much VAT receivable, how much is owed by credit card companies and how much is payable to landlords.
- Expenses: Reports all costs, whether is it by cash, bank transfer, credit card or another means of payment. They can be viewed for each property, area or the whole company.
- Bookkeeping: The system generates reports of sales receivable, sales received and expenses. These are organised simply so that bookkeepers can work directly with the system and these reports can be filed away each month.
- Website Updates: The system will automatically update your website instantly when a user makes changes in the back-office system.
- Flexible Configuration: A simple one-off system set-up and adapted to fit your needs. This includes adding further reporting capabilities, setting financial ledgers, adding properties / rooms, inserting booking confirmation text, invoice text, check-in text and assigning email addresses for correspondence. Of course, changes can be made easily at any time.
- Property Management: For new properties, their descriptions, maps, photographs, prices and availability can be easily added / updated directly from the back-office.
- Guest & Partner Login: Allows corporate clients, agents, landlords and guests to view their own reservations and / or finance ledgers either in a list or in CloudView.
- User Profiles: An unlimited number of users can be added to the system. Each user has its own personal ID, which enables the system to keep a track of activities. Additionally, an unlimited number of administrative roles can be specified. This ensures that different user levels have access to appropriate information. For example, a cleaner can update which rooms have been cleaned, but cannot see bookings; a manager can see bookings but not financial reports and a director can see everything.
- Third Party Integration: Free of charge subject to specification.
