Hi everyone,
Most hotel teams know this: many everyday tasks are made up of small, recurring processes that need to run reliably but still take up time. From guest communication and invoicing to housekeeping, internal tasks, repair reports, or lost & found. And when the related information is spread across several systems, workflows quickly become more complicated than they need to be.
At Avaneo Hotels, we wanted to simplify exactly that and bring more information directly into the guest profile and reservation in Apaleo. With umnify, we found a solution that meaningfully connects many of these processes and makes everyday work noticeably easier for our teams.
I’m Alex from Avaneo Hotels, and I’d like to share some insight into how we work with umnify day to day and which processes it has already helped us simplify significantly.
For us, the solution has become far more than just a tool for guest communication. We use it across several areas of our hotel operations, from automated reservation confirmations and invoicing to the email inbox, tasks and traces, all the way to housekeeping, repair orders, lost & found, and WhatsApp communication.
A major advantage for us is the full integration into Apaleo. That’s exactly what makes a real difference in everyday work. The relevant information comes together directly in the guest profile, so our team doesn’t have to constantly switch between different systems. It saves time, reduces sources of error, and helps everyone involved get the right overview faster.
In day-to-day hotel operations, it’s especially important to have information available quickly and cleanly. When reservation data, communication, tasks, invoices, or operational topics sit in different places, it costs unnecessary time and makes processes more complicated than they need to be.
Thanks to the close connection with Apaleo, we now have much of this information exactly where we actually need it, close to the guest and the reservation. That makes daily work noticeably easier for front office, housekeeping, and management. There’s less searching, less jumping back and forth, and the team can react faster.
For us, this is one of the biggest benefits, because it doesn’t just automate individual processes, it brings more overall structure to our workflow.
One of the first areas we implemented was automating reservation confirmations for direct bookings. Bookings that come in by phone or email in particular often cause recurring manual work in the front office.
Today, these confirmations are sent automatically. That means more reliability, saves time, and takes an important but time-consuming task off the team’s plate.
We’ve also automated invoicing after check-out. It might sound like a small process at first, but in daily practice it’s a real win. The invoice goes out cleanly and reliably, without the team having to manually follow up every time.
We also use the system as an email inbox and to manage traces and tasks. This gives us a much better internal overview of what’s still open, who’s handling which topic, and what information is already available.
What’s especially helpful is that these topics don’t run off somewhere in isolation, but are connected to guest data and operational processes. That makes teamwork more transparent and structured.
Especially when several departments are involved, it’s enormously helpful not having to piece everything together from different tools, notes, or individual inboxes.
One area where we’ve had particularly positive experiences is housekeeping. Our housekeeping team really enjoys working with the app and gets along with it well in everyday use.
Thanks to the integration into Apaleo, cleaning lists, room status, and relevant information are very easy to use. The team can see what needs to be done, react quickly, and doesn’t have to work around unnecessary detours.
Alongside the classic cleaning lists, we also use the repair order feature. If housekeeping notices something, it can be reported directly and without hassle. That makes the process noticeably faster and ensures information doesn’t get lost or has to be laboriously passed along.
One feature that really surprised us in a good way is lost & found.
The process around forgotten items used to be manual, fiddly, and not always as transparent as you’d want. Now, found items can be documented with photos and communicated directly to the guest.
It’s simple for the team to use and noticeably more professional for the guest. The photo documentation and the direct message to the guest in particular make the process very pleasant. For us, this is one of those features where afterward you think: „This is really how it should have always been.“
We also actively use the WhatsApp feature, for example for late arrivals. Guests automatically receive a PIN for access.
This is a process that simply needs to work reliably. When guests arrive late, they should be able to get into the building without uncertainty and without unnecessary back-and-forth questions. Thanks to the automation, the guest gets the right information at the right time, and our team doesn’t have to send every single message manually.
That means more security and comfort on both sides.
We’re currently working together with the team on a loyalty solution that will let us assign guests a specific status in the future. This is an exciting next step for us, because it will let us cater to guests even more individually and align our internal processes accordingly.
What we particularly appreciate about the collaboration is that it’s not just about being handed off-the-shelf software. There’s real thought put into it. Ideas are taken on board, processes are questioned, and solutions are developed to fit our day-to-day hotel operations.
We find the collaboration very pleasant. The team is knowledgeable, easy to reach, and brings in plenty of its own ideas on how to further improve processes.
In hospitality especially, you need solutions that don’t just work technically but also make sense in everyday operations. That’s exactly what matters to us: simple workflows, less manual work, better overview, and a strong connection to Apaleo as our central system.
We really value the collaboration and look forward to everything still to come. AI in particular will surely open up many exciting possibilities in the future to simplify processes even further and take care of guests even more precisely.
For us, the solution has become an important part of our daily work. Not because it replaces individual tasks, but because it meaningfully connects many workflows and helps our team work more efficiently and with more structure.
