Carla Font
Front Office & Reservations Manager
Civitfun has helped us by making the data entry process swift. Guests arrive at the hotel with their online check-in completed, and all their details already appear in the PMS. This reduces the check-in process to 5 minutes, allowing us to spend more time with the guest and enhancing their experience, which is our ultimate goal at VIVOOD
This case study analyzes the challenges VIVOOD faced before implementing online check-in. It details the solutions proposed by Civitfun to achieve the objectives, showcases the results obtained, and offers testimonials from the hotel staff.
Civitfun's goal was to digitize and simplify the manual tasks carried out at reception, reduce wait times, and streamline guest registration and access.
In 2015, VIVOOD Landscape Hotel opened its doors, becoming the first landscape hotel in the country. Located in Benimantell, in the heart of the Guadalest Valley, surrounded by nature, VIVOOD offers its guests a unique and exclusive experience in an incomparable natural setting.
VIVOOD stands out with its 35 villas and suites, designed to provide luxury service while harmoniously blending with the surroundings. This hotel is built on five "E" values that define its philosophy and have been key to its success: Environment, Charm, Emotion, Exclusivity, and Ecology. Each of these values is reflected in every aspect of the hotel, from its sustainable architecture to the attention to detail in the guest experience.
Adrián Sánchez
Guest Experience and Spa Manager
We used to manually check printed reservations one by one, but now it's completely unthinkable. Moreover, digitalizing the entire process also presents a fresher image to the customer.
Streamline check-in processes
Internally, by saving time on manual tasks, and externally, by simplifying and speeding up procedures for customers.
Improve service quality
Find a tool compatible with the PMS that allows optimizing and personalizing the guest experience.
Meet sustainability standards
Implement policies that promote efficient use of resources, waste minimization, and implementation of eco-friendly technologies.
The implemented solutions are tailored to the hotel's needs and characteristics, offering the most suitable solution.
Products implemented in the chain:
Check-in online
Connection with channels
Civitfun's API integrates bidirectionally with Sihot, the management system of VIVOOD Landscape Hotel.
The implementation of Civitfun's online check-in has significantly improved both internal processes and the customer experience. This technological tool not only streamlines guest access and registration but also positions the hotel as an innovative and competitive entity in the sector.
From an operational perspective, Civitfun has simplified data entry, allowing guests to autonomously complete the online check-in before arriving at the hotel, with the data automatically transferred to the PMS Sihot, reducing the registration process by half.
They have introduced the possibility of online check-in through the website, which presents a much more innovative image, offers a competitive advantage, and increases customer acquisition.
In addition to implementing Civitfun for operational improvement, VIVOOD relied on Roiback as a partner to support their direct sales strategy, increasing their market share and achieving better positioning thanks to their value proposition.
Carla Font
Front Office & Reservations Manager
Besides streamlining reception, it has especially helped us with the police report, as this file is very detailed, and having the data already completed by the guest makes the process much easier. If there is an issue with the guest's data, having the Civitfun record with the passport or ID image allows us to cross-check the information and identify errors
The online check-in process allows offering higher quality service by obtaining relevant information before the guest's arrival through personalized forms, such as their birthday or specific preferences, for example, separate beds, without the guest needing to mention it upon arrival.
Anticipating these details makes the check-in process at reception much smoother and prevents communication breakdowns that could occur if the receptionist had to enter the data manually.
This not only improves the guest experience but also optimizes the operational efficiency of the establishment, allowing for a more personalized and agile service.
The implementation of online check-in eliminates the need for printed forms and manual records, which brings multiple benefits. Minimizing the use of paper and ink significantly reduces the costs associated with these materials and the space required for their storage. This change not only has a positive environmental impact by reducing resource consumption but also lowers the establishment's operational expenses.
By eliminating the need to perform repetitive manual tasks, staff time is optimized, allowing them to focus on more strategic activities aimed at improving the guest experience. Together, these improvements contribute to a more efficient and sustainable operation, reflecting a commitment to environmental policies.
ResultsThe results are supported by data from Civitfun (visible to the client on Civitfun’s dashboard) as well as VIVOOD Landscape Hotel own data and insights, which contributed to this case study.
67%
increase in check-ins from 2024 vs. 2023
50%
Of total bookings at VIVOOD Landscape Hotel use Civitfun's online check-in
€ 4,375
Savings in paper and ink since implementation
1,897hours
Time saved since desde implementation
VIVOOD Landscape Hotel's rating for Civitfun
77%
Rate of completed online check-in
Channels for online check-in
Implementing Civitfun's online check-in has been a strategic decision that has allowed VIVOOD Landscape Hotel to offer an enhanced lodging experience to its guests. This innovation has not only optimized the hotel's operational efficiency but also raised the standard of service.
Currently, over 250,000 rooms use our online check-in software in more than 20 countries. Contact us without obligation, discover how to automate everything from online check-in to check-out at your hotel establishment, and improve your guests' experience.
Carla Font
Front Office & Reservations Manager
Our final assessment of Civitfun is very positive, as we don't have an ID reader per se, so the difference has been quite significant: from entering everything manually to not having to enter anything
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