The only PMS eaSy aS aSking for rooM Service · re traveler (rate requested, number of nights for the stay, number of days before the arrival from the booking’s dates, room requested,

The only PMS eaSy aS aSking for rooM Service

ProxiMa Service

Proxima Service is an enterprise specialized into projecting and development of PMS; it’s the point of reference for the hoteliers for the supplies of innovative, user friendly and customized management’s applications. For 20 years it has been projecting, reali-zing, installing and supporting the integrated informative system for hotels.Born in Turin in 1998 Proxima Service is Microsoft Partner and it counts on many others strategic partnerships working from long time. Thanks to the functionality of his PMS, always up to date and the after-sale service, (help desk) available 365 day per year 24 hours on 24, Proxima Service is the most reliable partner for the hotel who doesn’t want IT problems but solutions.

It’s from the Proxima Team who brought into existence HOTELCUBE: the specific hotel’s software based on innovative technologies. HOTELCUBE is capable to improve the reliability and the performances of the hotels management. On the same time, it’s easy to use, with a small time of training and with a real accessible price for the customers, in comparison with the great performances.

That is the reason why, but not only, more than 570 hoteliers have already chosen to work with Proxima Service.

hoTelcUBe

HOTELCUBE is the up-to date hotels software, innovative and easy to use, made to measure for the whole kind of hotels. It’s one of the most complete and customizable PMS that you can find on the market.

HOTELCUBE is made on the database Microsoft SQL Server; it uses the Microsoft Enterprise’s development tools so as to take advantage of her reliability, speed and intuitive user inter-face. The system is integrated with Microsoft Office to overwork the Outlook, Word and Ex-cel’s functions.

Available on Cloud, it’s either easily adaptable on independent hotels, with a single server or on Hotel’s Cluster, Multi Property and Hotel’s Chains, with multiple server and one or more Headquarters.

Proxima Service develops, updates and com-mercializes his PMS being careful on the whole fulfilments of the legal requirements.

HOTELCUBE is:

- Cloud: the “informatics cloud” of HOTELCUBEmeans saving, simplicity and security. The Hotelis always connected and effectively controlledfrom any devices, also on mobility, and free fromany maintenance.

- Complete and modular: the Proxima ServicePMS gives customizable solutions for the wholehotel’s management. All the services that needto be effectively available to the different depart-ments, depending on the user authorization, areimmediately usable with one single click.

- Simple and accurate: HOTELCUBE has an in-novative user interface that you can quickly useand though to optimize all the workflows.

innovation to compete

- Perfectly integrated: HOTELCUBE grants theintegration with accounting systems and withthe most common Booking Engine and ChannelManager, with the automation building systemsand “badge systems” who allows the prepay-ment of few extras or only to connect the guestswith their rooms, with the PABX and pay TV, etc.

- The after-sale service (help desk) is available365 days per year and free of charge for the cus-tomers who signed the maintenance contract.

The mains functions of HOTELCUBE are as fol-lows:

• Front Office and Back Office

• Revenue Management

• Rate Management – ISHO (competitors andfeedback)

• Booking Engine and Channel Manager Inte-gration

• C.R.M.

• Marketing, Mailing and Activities

• M.I.C.E. (Meeting Rooms’ Management)

• S.P.A. (Beauty Center Management)

• Food & Beverage

• Stock Control (Inventory Management)

• Multi Property

• Business Intelligence

• U.S.A. (Uniform System of Accounts)

• Web Check-In / Survey

• Integrations and Interfaces

• PMS Architecture

fronT office

HOTELCUBE presents an innovative user in-terface, easy to use, fast and extremely simple. Born from Proxima Service’s skills and from the direct experiences of the hoteliers, the Front Office of HOTELCUBE is thought to optimi-ze the workflows of the hotel without stress, through an intuitive and complete interface of the whole functionalities.

It’s with few steps that it’s possible to see the availability, the allotments and the rates for the selected length of time and to conclude with the regret or denial, the offer or the booking confirmation with the sending of it through e-mail or telephone’s message.

Simplicity and accuracy

The multi-room function (when guests have to move in a different room during their stay), rooms pre-assignation and rooming list that it’s possible to import from Excel, give an effective groups management. It’s also prevised a specific management for the Residence’s invoice.

Perfectly integrated with Microsoft Word and Outlook HOTELCUBE keep on file the exchan-ge of e-mail in a common repository. All the

dates read can be exported into Word, Excel, PDF, CSV and HTML.

The functionality of Planning/Tableau, with the possibility to see the history and the rack (daily reservation chart) provides the best efficiency for the business and leisure hotels.

The mobile APP, for Housekeeping and Maintenance, allows a complete departments management also on mobility; it reduces the time of assistance and improves the effective-ness.

revenUe ManageMenT

The Revenue Management of HOTELCUBE gi-ves strong supplies, simples to use, in order to know the “way to act” of each business or leisu-re traveler (rate requested, number of nights for the stay, number of days before the arrival from the booking’s dates, room requested, reason of stay, the habit of taking extras and many others analysis’ index). It also provide the occupancy forecast useful to optimize the income.

The steps of the Revenue Management are:

Segmentation: the knowledge of the capacity of the guest’s expense, that allows to the ho-teliers to have a division in business, where it’s possible to assign one of more rates.

Maximize income with less effort

Forecast: it provides the occupancy requested for the future dates, on the base of the study of the past one. HOTELCUBE uses the techniques of Pick Up (based on the progress of the boo-king and their lead-time), of ARIMA (Autoregres-sive Integrated Moving Average) and the histori-cal series.

Optimization: it identifies the cost under which one you do not have to sell (Bid Price Method) or it assigns you a maximum of prices available for each segment of Customers (Nesting Method).

The Revenue Management of HOTELCUBE al-lows you to maximize the income without ha-ving a particular technique, business or mathe-matics education.

raTe ManageMenT

HOTELCUBE allows a number of principal rates (master rates) and the derived one to be set-tled (with a percentage variation or with a fixed amount, positive or negative, variable with each combination of typology/arrangement). The modification of a master rate automatically pro-duces the variation of the derived rates.

The management of the rate’s grid view allows you to create a number of rates’ bands; it will be possible to use the strategy of the variable price, modifying the price day by day for each kind of room.

competitives rates

Thanks to the direct links with the web, all the operation made are immediately and automati-cally up-to date on the web site and online.

It’s also possible to manage the opening/closure (daily, on arrival and on departure) and the mini-mum stay, always divided for typology.

The rules of rates managements allows you to set several automatisms on the above descrip-tion so as to reach specific events (achievement of the global percentage of occupancy, or for

class of typologies, or for single room’s typo-logy). It’s also realizable to send a notification e-mail or message.

Through ISHO it will be possible to analyze and modify with an unique supply, the own rates in comparison with the chosen competitors rates, the manifestation, the sell limit, the rules of Rate Management, the weather forecast, the mini-mum stay and the online feedback.

Booking engine anD channel Manager inTegraTion

HOTELCUBE fits in a two-way with the best Booking Engine and Channel Manager present on the market.

The integration allows automatically and on real time of

• Register the confirmed booking inclusive ofcredit card details (HOTELCUBE is PCI-DSSCompliance) and manage the variationsand the cancellations.

• Update the availability online with thechance of set a positive or negative sell limit,so as to manage the overbooking for eachkind of room.

always connected to the sell and the promotion

• Update the rates online.

• Update the booking rules (daily closure oropening, opening or closure on arrival, clo-sure or opening on departure, minimum stay,MLOS).

All the functions may individually be activated.

At the end, it’s also possible to manage on the same time two products, the first one as B.E. (Booking Engine) and the second one as C.M. (Channel Manager).

cUSToMer relaTionShiP ManageMenT

The C.R.M. (Customer Relationship Manage-ment) of HOTELCUBE supply to the staff who is in touch with the guests all the information indispensable to create the best relationship possible with the hotel’s customers.

Thanks to the HOTELCUBE C.R.M. it’s possible to bring into existence a centralized database of guest’s information completely integrated with the applications used by staff. The information may be customizable by authorized users, with-out have specifics knowledge and there is no need to ask help.

all the information with a single click

It’s possible to create different screen forms for each department and through the user class, to sign which users can see particulars information, (i.e. the waiters won’t see the preferences about the kind of mattress or pillows). The dates are reached by external sources as email handlers, internet sources and weather’s stations.

The integration with HOTELCUBE Workflow also allows to planning of specific activities, with automatic advice, for each Guest. At the end, it’s also possible to buy and manage sepa-rate records for customers, potential customers (prospect), Companies and potentials Compa-nies.

MarkeTing, Mailing anD acTiviTieS

Promotion, planning and qualityThe Marketing form of HOTELCUBE is a valid tool for the management of the commercial activities of the hotel. Taking advantage of the personal records of the PMS the form is a sup-port so as to memorize the correspondence, manage and planning events, appointments, the sending of promotional and informa-tive brochures, feedback telephone calls, etc. You can have in this way an immediate and centralized reply of all what has been commu-nicated to the customer.

The integration with Microsoft Outlook let you synchronize automatically the calendar of the activities and contacts. It admits to import per-sonal records from an Excel’s file, improving the contacts’ heritage to planning specifics actions of direct marketing.

The Mailing dashboard allows you to filter the selected data for number of presence and in-voices, until a maximum of three length of time on the same time. From the records obtained, it’s possible to make a mail marketing campaign.

Through the integration with MailChimp and MailUp it’s possible to keep the online list up-to date.

M.i.c.e. (MeeTing rooMS’ ManageMenT)

Meeting is the form used for the informatics management of the Meeting rooms.

Meeting is the indispensable support’s tool to coordinate more spaces that are congressional simultaneously.

It allows a complete vision of the whole meet-ing rooms available on the hotel, with the relative monthly calendar, through a simple and intuitive graphic interface, that makes possible to manage the whole event. That optimizes the cost and the time.

The form admits the possibility to associate to the events booking more than one meeting room; it identifies the setting up through the plan, the time, the rates, etc.

coordinate the department and cut down cost and time

You can also book the hotel’s room, the restau-rant with the menu’s indication, services and fa-cilities with the denotation of the supplying time, external sources (garage, etc.). It admits to make the work order customizable for each depart-ment.

It’s only with a single click on the meeting room’s tableau (planning) that it’s possible to obtain more information before and at the time of the event, thanks to the details of the requested facilities furnished at the time of booking.

A rich collection of statistics gives the correct instrument of analysis about occupancy and production.

S.P.a. (BeaUTy cenTer ManageMenT)

The S.P.A & Wellness form allows the complete management of the beauty center operator, the rooms and the common areas (swimming pool, gym, etc.) with a daily and weekly planning.

You can codify whether the treatments or the packages and you can define who will be the beauty center operator and the room booked. It’s possible also to systemize the products to

guest’s relax management

sell with the automatic unloading from the mag-azine.

The booking registration can generate the in-voice’s issue if the guest decides to prepay, or it can be charged into the room’s bill, or into the walk-in bill for the hotel’s guest. It’s also possible to pay multiple reservations with a single invoice.

It manages the treatments and the subscrip-tion for whether the in-house customers or the external one, and it applies reduction codi-fied whether in percentage or for manual input.

Besides the management of the shifts on the planning, it’s also possible with a single click to change a massage room as inaccessible and also an operator as unavailable for a length of time.

The treatments reservation can be made together with the booking of the room and for each reservation made, it’s possible to send to the guest an e-mail/SMS confirmation.

The cash up print, divided for kind of payment and charges made into the room’s bill, the treat-ment’s statistics or the products sold, are an utile tool to check the income, the usage of the rooms and the diligence of an operator.

fooD & Beverage

The software for Bar and Restaurant gives the necessary supplies to manage efficiently whether an individual enterprise or a chain. The perfect integration with the Stock Control form, allows you to check on a real time both the potential food cost and the stock used by bars and the whole shops of the hotel.

It’s possible to put in a reservation or restaurant order whether from the PC, thanks to the opti-mized application for touch screen, or with the tablet’s APP.

The software manages totally the food’s clas-sification that can be divided for type and sub-type. It can indicate a picture, a recipe, the food preparation, the calories, the time of cook-ing, the season, the label for the wine and the preference for the kitchen. The indication of the article helps the waiters to recommend the foods/drinks at the guests.

The management is enriched by menu, fixed or matched and by the daily menu, desserts and

The reliable solution for bars, restaurants and shops

communication (i.e. “go away with the main courses”).

The printing file for the kitchen can be divided depending on the specific needs (i.e. the start-ers and the main course in the kitchen, the piz-za in the pizzeria, the beverage at the bar and the wine at the restaurant. The order can be also printed as copy for internal usage, to the waiters. It’s possible to make invoices for external guests.

For the in-house guests you can charge directly the amount on the room’s bill also of another hotel (if you are in a multi-property contest).

The integrated management of badge through Chip-Card or bracelets RFID/NFC, allows you to work whether with a small credit charged on it, or with a direct charge on their master bill.

A rich number of statistics reports based on internationals standard of sectors allows a deep-ened analysis.

STock conTrol (invenTory ManageMenT)

It determines the cost and check the use with the Stock Control form. Though to manage a central stock or multi stocks, one for each ho-tel, the form permits to determine the usages, whether for quantity or value of each depart-ment.

The Stock Control gives a complete manage-ment of orders: the insertion of lists with the possibility to import them from Excel’s docu-ments, the movement of loading and unloading and the movement of the goods between the departments. You will also have the manage-ment of security’ stocks, the expiring dates of the articles, the needed forecast, the stocks and facilities management, the management of the centralized or multi stocks purchases.

cost and use under control

It’s possible to register the voucher of entry of the goods with the remaining stocks of the purchasing department, or the goods who are directly consigned to the department of usage, or as leftovers. It provides the usage’ statis-

tics of each department and the food cost. It registers the collection from the warehouse and it unloads them to the ward as direct use or as unsold. You can move the goods charged be-tween the departments or give them back to the purchasing department. You can register the un-sold or the usage of the goods into the depart-ment. You can enhance the value of the con-sumptions at the medium price or at the final cost of purchase.

The registration of loadings and movements between the different departments can be made by systems using the barcode.

The Stock Control included the banqueting management and the possibility to register the suppliers’ invoices with the relative dates of payment due.

MUlTi ProPerTy

The Multi-Property version for hotel’s clus-ter allows you to manage a chain or an hotel’s network with a simple click. Multi-Property al-lows to check the availability of one or more hotels and to have a unified personal data or companies records for all the hotels.

Manage more hotels on a single screen

With the Multi-Property function, it’s possi-ble to keep always under control the offers sent and the reservations. It shows also the occupancy of the meeting rooms, the statistics for more hotels, the guest history and the C.R.M records for guests who stayed in different hotels. HOTELCUBE Multi-Property permits to man-age centrally the integration with the Booking Engine / Channel Manager the activities and the actions of direct marketing.

Our Team of experts will follow step by step the best configuration of the hardware’s architecture suitable for each kind of hotel’s net-work. It will optimize the cost and it defines the disaster recovery planning: it is possible to adopt a unique server or one server for each hotels or an head server or an hosting service in a Data Center.

BUSineSS inTelligence

This tool allows to analyzing the information in order to make valuation and the estimate of the business. The objective is to improve the results.

HOTELCUBE helps the user making a strict con-trol over the insertion of the reservations, the personal records of the guests and the rates ap-plied. The questions are quick and comes out data grids and graphics. The option drill-down, activated by a click allows you to increase and show the data who make the records.

During the daily closure the HOTELCUBE Business Intelligence populate specific data warehouse that offer an analytic elaboration function and of data mining.

The Analysis Services function makes available many algorithms that allow the searching data of tendencies and specifics outlines to be analyzed.

The Data analysis as strategy

It’s possible to create and manage multidimen-sional structures made of associated data.

Hundreds of statistics reports about the main index (ADR, RevPAR, RevPOR, Room Night, Bed Night, number of guests in house, charges pro-duction, extras, etc.) are available and ready to be used. They are divided into Customers and Market Segmentation, Company/Agency, Reser-vations, Guests and Production. The reports are searchable for each data or time of observation (on the book) and they can be comparable with the inserted budget (daily/monthly, for charge/occupancy/nationality).

UniforM SySTeM of accoUnTS

HOTELCUBE implements the most common accounting system of the hotel’s field based on the Uniform System of Accounts for the Lodging Industry who provides a real manage-ment’s control.

Tool indispensable for the decisional activity of a tourism enterprise.

The right management control allows the hotel-iers to optimize the investment of the produc-tive factors through the increase of efficiency also when it’s needed a strategic re-directing of the management.

Thanks to the management control of HOTELCUBE it’s possible monthly analyze the productivity of the single center of cost of the hotel (room division, restaurant, bar, etc.). It’s possible to compare the data with the same length of time of the past and with the budget and also notice the percentage movement.

Following the USALI System, the gross income is analyzed on three levels who allow to indi-cate the intervention areas: Departmental Profit, Gross Operating Profit and Net Profit.

control and readiness of decisions

The interface with the general accounting al-lows you to gain in an automatic way the us-ers cost of management and staff. In this way it admits an accurate analysis and in real time of the income (obtained by HOTELCUBE) and the outcome.

It’s using specifics functions of the form that it’s possible to obtain:

• The revenue for production’s department and also divided into Market Segmentation, target customers and nationality.

• The cost of Food & Beverage, of Housekeep-ing, of the courtesy objects and also for sta-tioners for the department where the activity is finalized.

• The staff and users cost divided per depart-ment and per month. It’s using the distri-bution criteria easily customizable, that it’s possible, i.e., to divide the gas cost into the departments: Room, Restaurant, Meeting Room into the monthly purchase’s invoice.

• The percentage of the cost’s effect on the costs, of the costs on the total cost, of the costs on the income and of the income on the total income.

The analysis reports, exportable into Excel, are customizable and modifiable from the control-ler, in autonomy. It’s possible to create several analysis reports, from the one with total data, associated, to report more detailed.

WeB check-in / SUrvey

HOTELCUBE is equipped of many web forms who allow the hoteliers to manage specifics op-erations from a browser to any device.

All the WebAPP of HOTELCUBE are:

• Completely customizable by the hotel (logos, texts, etc.).

• Multi-languages.

• Responsive (the last web technology who allows the page to be automatically adapted to the screen’s measure).

• On Cloud granting of continuity of service without any though and hardware.

The Web Check In allows an e-mail to be sent to the Guest on his language with the link on the login page of the reserved area, where he can fill in the form with his personal details to be sent to

The Management of the personal data of the guest before and after their stay

the public security, after that the reservation has been made.

The personal details of the companion are managed as well and it’s possible to custom-ize the requested data (fidelity card, etc.). At the time of check in, it will be possible to check in the whole guests with a single click.

The form of satisfaction survey allows any numbers of surveys for the Guest to be created. It’s through appropriate filters, integrated with the C.R.M., that it will be sent to the guests the link to the web survey shown on basis of the guest’s language. The survey is: made per sec-tion (hotel, restaurant, beauty center...), with a different graphic layout and it allows single reply, multiple or opened.

The data received on the PMS, are visible in the guest’s folder and can be matched to analyze.

inTegraTionS anD inTerfaceS

HOTELCUBE previses the integration with many external devices, in order to have a more efficient management of the ac-tivities and a best control of the house. The integrations can be with PABX, pay-tv, build-ing automation, Wi-Fi systems, etc.

accounting, PaBx, Building automation and Pay Tv

The main functions available with the integra-tions permit to:

• Have a complete check of all calls going out, whether from the rooms or from the depart-ments and their automatics charges on the Guest’s master bill.

• Enable and disable the internal telephones through check-in and check-out.

• Change the rooms’ status (clean, to be cleaned, ….) through the use of a code who could be inserted, .i.e. from the housekeep-ing who will notice on real time the up to date situation to the front desk.

• Impost with a single click also for more than one room or groups, the wake-up call.

• Charge directly on the Guests’ bill the Mini Bar.

• Manage, control and charge movies to be paid and others services from the TV directly on the customers’ bill.

• Check the room’s set up (temperature, elec-tric energy) few hours before the estimated time of arrival.

• Display the welcome message and the bill from the room’s television.

• Check if the guest is into the room and check the entrances of the commons areas.

• Login the guests to the Wi-Fi through their own family name and room’s number.

HOTELCUBE is integrated with personal docu-ments reader, POS payment systems, etc.

The main accounting software (ERP) are integrated, both italian and international as Microsoft Dynamics NAV, SAP, Zucchetti, Micro-soft Dynamics C5, TeamSystem, Sistemi, Sigla Ultimate, OSRA, Pragma, Buffetti, Prassi, ACG, XSAI, etc.

Proxima Service develops new integration on demand.

HOTELCUBE is developed in VB.NET and C#.NET on Framework 3.5 e 4.5. It uses the Reporting Services in order to elaborate the statistics and the business analysis. It’s built on the powerful and reliable Microsoft SQL Server.

The usage of the most innovative implementa-tion technologies of the applications allows you to manage the data in an automatic and trans-parent way, whether in a unique central database per independent hotels, or on a mixed situation (with some centralized lists).

The hardware’s architecture and the grids shared out among the specifics SQL instanc-es can be defined and modified any times. This characteristic allows the hardware to be imple-mented with the increase of the applicative and functional necessity.

The Proxima Service system engineers offer their consultancy to identify the best infrastruc-ture to guarantee the maximum efficiency and an appropriate cost.

They release in this way the hotel (or hotels in case of multi-property) from the hardware de-pendence, providing solutions of hosting on Cloud.

PMS’s implementation model

PMS archiTecTUre

SIMPLE, COMPLETE AND INNOVATIVE.

THE SOFTWARE MADE TO MEASURE WHO GROWS UP WITH YOUR HOTEL.

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