BookworX - Property Management System
Holiday property owners and lettings agencies need a powerful bookings and administration system, one that operates seamlessly with their back office processes whilst also taking advantage of the benefits of being web based and provided through a ‘Software as a Service’ monthly charging model basis. The BookworX system has been developed from the ground up by Tanist and provides a wide range of availability, bookings, management and reporting back office functionality in the base system and also includes the option of using a fully integrated client accounting system to meet your business needs and keep your customers satisfied. The BookworX system, including the fully integrated accounting module is currently in use with a small number of agencies and is planned for full market release in late 2019.
Why Choose BookworX
BookworX is a comprehensive property lettings management system that enables owners of a single property or agencies with hundreds to manage all their letting information. Easily maintain the property information, booking details, client account, commission and payments. BookworX can run independently from your website or the extensive API enables tight integration so that BookworX can instantly reflect the state of bookings on its calendar and record client / supplier / owner payments as they are made. BookworX is developed on a Software as a Service model and the system keeps separate databases for each customers records for maximum data integrity and security. Tanist is not a letting agency itself so we have no overriding agenda on where BookworX development is going and future development of the platform is based on our customers requirements.
Simply manage all aspects of your properties and the information displayed on your website for each property including images, extras, descriptions, prices, availability and special offers. Control how your properties can be shown on portal websites. Keep track of maintenance on the properties, highlighting maintenance events on the property calendar along with tenant or owner bookings. Property SEO can be controlled from BookworX to make sure you get high visibility on all search platforms. Manage caretakers, owners, electricians or any other contact for each property. Search for availability across all properties on specific dates or Holidays. View the property statement and see the booking income and expenses. You can manage a property and not let it or let it without maintaining it. BookworX can track the property finances either way. You can control which properties are shown on your website but still manage bookings even if they aren’t shown. Show booking history for previous years and monitor the take-up.
The calendar is kept constantly up to date with all bookings and current prices, whether taken via the website (using the API) or entered directly into BookworX. The calendar extends beyond the current year to show booking history or future availability. Bookings or reservations can be made directly from the calendar and immediately updates the website.
One of the more advanced features allows properties to be grouped together to cater for large families and groups who wish to be near each other but still want to be able to escape to their own place.
You can view and download comprehensive reports about a property, including upcoming bookings, finances, keys collection and return. You can also see how well a property has performed year on year.
This works like a CRM, where you can keep track of your tenants and contacts. Find people by name, postcode, telephone or email. See how many times the tenants have come back to you and which properties they have booked. Manage the properties they clean or look after for you. You can see what newsletters they've signed up to and been sent, how they found you or their entire booking history.
You can integrate your brochure requests on your website straight into BookworX. Your staff don't need to receive emails informing them of a new request. A notification is shown when there are outstanding requests and can be easily dismissed when a brochure is sent.
See every step of a booking being made. As soon as a customer starts making a booking, you can access it in BookworX. If a customer rings up with a question, your staff can log into their booking and continue the process over the phone. The booking detail shows you the party leader, a list of who they are bringing down, any extras they have chosen and the costs. Enter payments into BookworX directly or from the website via our API. See all payments made or refunded, the outstanding balance and when their balance is due. As the booking progresses you can send automatic emails to the Tenant and/or any other email address. View the emails already sent. Log feedback and make it available on your website via the API.
You can store information about maintenance aspects of the property, such as the location of the stopcock, where the meter is, what day the bin collection is, which caretaker has been assigned to the property, is there an alarm and what the code is. You can also log maintenance jobs against the property, or show building works happening nearby and display these on the property calendar.
Correspondence is automatically sent on key events in the booking process. Every email sent through BookworX is logged and traced to ensure delivery. When a customer rings in with a question regarding their booking, your staff can see the exact email that was sent and walk them through any minor detail with confidence.
You can invite your previous customers to rebook the equivalent week next year before anyone else. Show your customer that you value their loyalty with you. Immediate rebooking for future years is possible.
Help entice your potential customers to book with you by showing them what attractions and events are nearby to your properties. BookworX can record details of local events and provide this information to your website via the API.
Send marketing newsletters and setup search landing pages. Keep in contact with potential customers by letting them know your
latest offers and deals as well as local events.
BookworX has a built-in report generator for simple reports related to a property and a more complex reporting module is available to build custom reports or CSV exports directly from the database for any of the modules. Custom reports can be saved with parameter inputs to build automatic forms for future report runs.
BookworX keeps a track of changes to the properties, bookings, people and financial transactions - every change is recorded with the person making the change and when it occurred.
Application Programming Interface (API)
BookworX has an extensive API that allows you to tightly integrate into your website and this is included in the base system subscription cost. We are also looking into other integrations with popular web technologies and platforms that allow you to get started in minutes.
Accounting Module (optional)
Keep up-to-the-minute financial history on all bookings, properties and suppliers. Record booking payments and refunds. Record invoices from suppliers and see outstanding invoices or track payments already made. Invoice the client account for booking fees, admin charges and commission whenever you want. Generate end of month statements for owners and record payments to or from the owner. Follow the current financial status of the property and see how much money is available on a property. Manage ownership of properties and allocate funds across property sales. Keep track of the client bank account using our bank reconciliation reports. Write cheques and record bank transfers.
Future Development Planned:
Integration with Online Travel Agencies & Channel Managers
In-Property Tablets for Direct Marketing
Deliver agency and property specific information and details of local attractions directly from the property record in the BookworX system.
VoIP Telephone System Integration
Allowing some VoIP phone systems and the BookworX application to work together to present call handlers with advance information regarding incoming callers.
Additional Development Services Tanist Provides:
Bespoke Website Development
Developing innovative ‘full service’ lettings agency websites, holiday letting client portals or providing guidance on integrating BookworX data links into your existing bookings website using the BookworX API.
Our support team will guide you through implementation and configuration; provide guidance on import and conversion of existing bookings system data into BookworX.
Training, Maintenance and Support
We will provide key user training either at our offices or remotely over the web depending on your location, ongoing system monitoring, maintenance and helpdesk phone / remote support on either an ad-hoc or managed support contract basis.
Implementation and Charges
BookworX is provided on a SAAS (Software as a Service) subscription model based on the total number of property records on the system on a month by month basis. The per property charge is based on the base system with an additional cost for using the optional accounting module. Your BookworX database is hosted on our dedicated hosting platform and the hosting costs are charged based on the amount of data stored in gigabytes and the monthly bandwidth usage accessing the system from your office(s). In order to provide you with an estimated monthly cost, the system subscription and database hosting costs are based on the number of live properties your agency currently manages. The system implementation costs for training key staff, data import etc are all tailored to the individual needs and we will work hard to make the transistion from your existing PMS over to BookworX as easy as is possible.
Integrated Web Site Development
To make sure that the BookworX system has direct access to the latest customer, property and bookings information, we can also build a bespoke public facing availability and bookings web site and if needed a customer portal. These take advantage of our integration API that provides access from your web site direct into the BookworX database.