Dear WuBookers, we always say that Zak by WuBook is the perfect management software for various types of properties: independent hotels, small hotel chains, B&Bs, vacation rentals, guesthouses, and tourist apartments. These properties are similar because they are part of the same sector, yet they are different because each has specific needs and criteria. If we then consider that many operate in different countries, both European and non-European, the picture becomes even more complicated.

So, how can a single software meet everyone’s needs and with what guarantees for hoteliers? We asked Alberto Zagni, Sales Manager of WuBook Spain, and Arianna Della Santa, Team Manager Italy.

Zak by WuBook, the ideal PMS for all types of properties

“I can say that Zak, the PMS by WuBook, is truly ideal for any tourist property that wants to automate and simplify its management,” Zagni explains. The software’s features are designed to optimize all the typical processes of hotel businesses, from reservations to room assignments to cleaning. It is a comprehensive software that truly supports the work of hoteliers and property managers, lightening their daily workload.

“The services included in Zak are indispensable for almost all types of properties,” continues Della Santa, “and the configuration is quite versatile, which allows us to easily adapt it to each customer.” Flexibility is one of the PMS’s greatest strengths.

It is not a single, rigid package, but an all-in-one cloud platform which, thanks to its modular and adaptable format, gives each manager the freedom to choose and use only the features they need. “It is also possible to start with fewer features to get used to their use and, over time, add new ones to progress in the operational and administrative simplification of the property,” explains Zagni.

We have tried to design Zak to offer flexible and automatable features that can support the growth and diversification of properties and their activities.

Ad hoc features for hotels, small chains, B&Bs, and other accommodation properties

Modular yes, but also specific: Zak’s features perfectly meet the needs of hotels, small chains, B&Bs, and other types of tourist properties. B&Bs, for example, need a simple and fast interface that is not overloaded with information. “And also a planner, just as simple, that helps them quickly manage operations that are less complex than other properties,” adds Zagni.

In his experience, gained at WuBook but consolidated in previous roles, each hotelier has specific needs. Medium-sized hotels and properties need to have access to a slightly more comprehensive PMS than B&Bs, with a multi-channel channel manager and, in some cases, even a management software for small bars or restaurants.

Chains, on the other hand, usually look for centralized multi-property control and robust reporting, so that they can manage all operations easily but in the light of more complex data.

“If we look at tourist apartments and vacation rentals,” he continues, “we find that management must adapt to completely different characteristics in terms of the geographical variety of the properties, the average length of stay (which depends on the destination), and communication with guests, preferably automated.” Since these properties often do not have a reception desk, the system must be available on a mobile or tablet app to ensure maximum efficiency.

Finally, even for hostels, the management software must be able to adapt to rapid operations and special sales, such as those for dormitories (shared rooms) and groups (even large ones).

Each property has its own features

With the help of Zagni and Della Santa, let’s try to summarize the native or integrable features of Zak most requested by each property, divided into primary and secondary priorities.

Property Type	Required features	Secondary features
B&Bs and small guesthouses:family-run properties with 3-10 rooms, often managed directly by the owner, focusing on personalized service and including breakfast.	Simplified planner with quick view of reservations;App for phones and tablets;Customer database management with personalized notes for each guest;Flexible check-in/check-out;Basic reporting to monitor occupancy and revenue;Simple web page creation;Option to connect a payment gateway so that customers can pay directly online;Channel Manager to manage OTAs;Customizable booking engine for direct reservation.	Advanced revenue management modules;Option to make group reservations:POS integration for bars/restaurants;Multi-property management;Statistics module to analyze specific products in specific periods.
Medium-sized hotels (20-100 rooms): properties with a larger staff, which manage additional services such as restaurants.	Complete PMS with multi-user management that guarantees secure access;Advanced Channel Manager to manage various OTAs;Integrated restaurant management system for internal and external customers;Housekeeping management with room cleaning assignments, maintenance, and lost and found service;Detailed reporting to analyze performance and forecasting;Customizable Booking Engine for direct reservation;Sending of institutional reports (such as Istat and Schedine Alloggiati);Invoicing management;Customized quote module.	CRM;Package management and multi-rate pricing.
Hotel chains and groups: hotels with multiple properties, vacation rentals that require standardized processes, centralized control, and consolidated reporting.	Multi-property management through a centralized, multi-user interface;Detailed reporting for all properties;Centralized management of rates and availability;Multi-property, geolocated online reservation system for various destinations;Hierarchical access controls for different management levels;Standardization of workflows and procedures.	Maximum customization;Complete website;Restaurant management.
Apartments and vacation homes: properties for long stays, often managed remotely, cleaning on a rotating basis, focus on guest independence	Long-term stay management;Access for owners;Automated guest communication system;Cleaning and maintenance scheduling;Security deposit and extra services management;Integration with Airbnb and vacation rental portals;Integration with code providers, smart locks, etc.;Channel Manager to manage OTAs;Sending of institutional reports (such as Istat and Schedine Alloggiati);Fast and automated check-in/check-out management.	Statistics for the food and beverage sector;Restaurant management.
Hostels and Budget Hotels with competitive prices, high guest turnover, basic services, and optimized management due to reduced margins.	Bed management system in shared dormitories;Fast and automated check-in/check-out management;Integration with specialized portals (such as Hostelworld and Booking.com for hostels);Billing, ADR, and RevPar analysis;Group and walk-in reservation and booking system;Management of extra paid services (breakfast, lockers, laundry, etc.).	CRM.

The most frequent requests from properties and how Zak responds

Beyond the specific characteristics of each individual property, there are certain features or requirements that are fairly common across the board. Let’s take a closer look at the most frequent ones to understand how they can improve hotel operations.

1. The Channel Manager

“I believe that the most requested service is the Channel Manager,” reflects Della Santa, “the reason is simple: 90% of properties are sold on different OTAs, and Zak’s Channel Manager allows you to manage prices and availability from a single interface.” OTAs often generate 70-80% of reservations for most properties, so this feature is particularly crucial to their survival. Automating real-time calendar updates across platforms – which is what Zak’s Channel Manager does – avoids costly overbookings and ensures almost immediate visibility.

2. Quick configuration of rooms and rates

Another very common need is to be operational as soon as possible, especially when switching from a previous PMS to Zak, in order not to lose operational continuity. “Customers are also motivated by the need not to lose visibility because the competition could take advantage of their absence,” says Zagni. Therefore, it is important to respond with quick and easy configurations: upload the inventory and technical specifications of the rooms with photos, set multiple and flexible rates, and set the calendar availability ready to be sent to OTAs. The goal, ensured by Zak’s ease of use, is to be online and operational in the shortest possible time, even with basic setups to be completed at a later date.

3. The Booking Engine

The Booking Engine for the website is essential because it reduces the cost of OTA distribution by 15-20% and maintains control of the relationship with guests.

What do properties want? Zagni replies: “A responsive, customizable booking engine that can be easily integrated into the existing website. We generate a script that integrates with all websites in a matter of seconds.”

4. Payment and billing management

According to the team’s estimates, 80% of new customers want to manage and have visibility of payments and tax documents. Administrative automation is essential to reduce the bureaucratic burden and ensure real-time financial transparency. The most requested features include: payment gateway, electronic invoicing, and downloading lists of invoices and payments to send to the accountant. “Properties need to track income and expenses for day-to-day management.”

5. Regulatory obligations and institutional reporting

“Often, institutional reports must also be sent to the authorities,” adds Della Santa. In general, hoteliers and property managers expect a link to the relevant authorities for the automatic submission of documentation required by law or for statistical purposes. And Zak does not disappoint in this regard either.

6. Mobile and remote accessibility from any device

Often, those who manage the business do not reside in the same place as the property. Zak’s app allows you to create new reservations, check in/check out (it also has a scanner for customer documents), and, in general, access PMS features from any device. “Access to the system from anywhere ensures continuous monitoring without physical constraints at the reception desk and with complete peace of mind,” Zagni explains.

7. Reporting and statistics

He continues: “Most of the customers who hire us need to monitor performance in order to make data-driven decisions and optimize prices. The most requested reports include occupancy rate, RevPAR, reservation channels, and future forecasts. Zak’s detailed reporting streamlines analysis and forecasting.

Other advantages offered by Zak for accommodation properties

In addition to those highlighted, the system provides the possibility of integrating external services such as self-check-in, thus effectively responding to the needs of both small and larger properties.

On a technical level, it is also important to mention the adoption of PCI/DSS-compliant protocols, automatic system updates, and scheduled backups for data security.

Automation and customization are also important aspects of the Zak experience, but one of its main strengths is “multilingual, professional, and fast technical support,” Zagni assures us. This service exceeds their expectations of customer care: “It’s not just technical support, but having a team of competent people always ready to help you. Our consultants not only help hoteliers resolve issues regarding the use of the software, but also guide them in general management, if requested.”

And what about activation costs and payment plans? “The subscription is modular, and each property can choose which services to activate,” explains Della Santa. “We like to consider ourselves a strategic partner with solutions that grow alongside our customers’ businesses, adapting to the specific needs of each segment,” points out Zagni.

This has led to the creation of different commercial solutions, such as the “Try Before You Buy” model, which includes personalized demos and a test environment where the product can be tried out; a loyalty program with benefits for long-standing customers and early access to new features; and a “Value-Based Pricing” strategy that adapts the value to the specific needs of each customer.

And for abroad? Zak beyond Italy and Spain

WuBook serves properties in various countries and, for this reason, has tools and features that interpret the needs of each local market, such as:

• the payment gateway by region (Stripe for Europe, MercadoPago for LATAM, Redsys for Spain, etc.)
• compliance with the tax regulations of each country (STN Italy, INE Spain, GDPR Europe);
• privacy compliance (GDPR, CCPA, LGPD), also adapted to the regulations of various countries;
• diversified billing models for various countries.

Let’s not forget that each area also has OTAs that are more prominent than others (HRS is very strong in Germany, Agoda in Asia, Casas Rurales in Spain, and so on): it is therefore essential to have a very wide range of Channel Manager connections because each market requires different connections.

“Our geolocalized approach,” summarizes Zagni, “maintains a global technological perspective with local specialization.” What does this mean? It means that each property can access the necessary generic features, but also a customized setup in the language of its market, with specific configurations for its country, in accordance with local regulations.

Features in the pipeline, for an even more targeted offering

Faced with a dynamic and multifaceted market such as tourism, the PMS must also evolve. That’s why we also took a moment to look at future developments, to understand the direction the development team is moving in and why.

“We are testing a new module dedicated to vacation rentals,” Della Santa reveals, “we have developed specific functions for this target, such as dedicated access for apartment owners, visibility of statistics, and even the possibility of issuing a specific document related to the recent DAC7 directive.”

“Among the new features currently in development and under study,” Zagni adds. “They are also improving automation features, especially for online check-in and communication with guests.” Excellent prospects for an even more comprehensive and efficient PMS.

5 good reasons to choose Zak

Before saying goodbye, we asked Alberto Zagni and Arianna Della Santa to tell us what they believe are the reasons why a property should choose Zak over other PMSs on the market.

According to Zagni, the secret lies in several factors. “First, ease of use.” While other management software requires weeks of training, with Zak, a property can start working from day one. Second, complete integration: “We don’t just sell a PMS, but an integrated ecosystem. PMS, Channel Manager, Booking Engine, Yield Management, everything communicates perfectly without having to manage other suppliers.”

Third, commercial flexibility thanks to a system that truly grows with the customer’s business. “In addition, there is the issue of support in the local language. Talking to a customer service team that always responds in your language and resolves your queries within a maximum of two hours is not something everyone can offer.”

Della Santa agrees, stating: “Our support is impeccable.” In his opinion, in addition to the elements highlighted by his colleague, a fifth should be added: “Our prices are reasonable, and we have no contractual obligations: seasonal workers, for example, only pay for the months they work.”

This is a significant advantage that adds to those already mentioned and confirms that Zak is truly the perfect PMS for hotels, hotel chains, B&Bs, vacation rentals, and accommodation properties in general.