{"id":5399,"date":"2025-09-24T23:35:08","date_gmt":"2025-09-24T21:35:08","guid":{"rendered":"https:\/\/en.wubook.net\/blog\/?p=5399"},"modified":"2025-09-24T23:35:11","modified_gmt":"2025-09-24T21:35:11","slug":"how-to-use-zak-to-manage-hotels-chains-bb","status":"publish","type":"post","link":"https:\/\/en.wubook.net\/blog\/how-to-use-zak-to-manage-hotels-chains-bb","title":{"rendered":"Independent hotels, small chains, and B&Bs: Zak for everyone. Interview with the WuBook team"},"content":{"rendered":"\n

Dear WuBookers, we always say that Zak by WuBook is the perfect management software for various types of properties<\/strong>: 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.<\/p>\n\n\n\n

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

Zak by WuBook, the ideal PMS for all types of properties<\/h2>\n\n\n\n

\u201cI can say that Zak, the PMS by WuBook<\/a>, is truly ideal for any tourist property that wants to automate and simplify<\/strong> its management<\/strong>,\u201d 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.<\/p>\n\n\n\n

\u201cThe services included in Zak are indispensable for almost all types of properties,\u201d continues Della Santa, \u201cand the configuration is quite versatile, which allows us to easily adapt it to each customer<\/strong>.\u201d Flexibility is one of the PMS’s greatest strengths.<\/p>\n\n\n\n

It is not a single, rigid package, but an all-in-one cloud platform which, thanks to its modular and adaptable format<\/strong>, gives each manager the freedom to choose and use only the features they need. \u201cIt 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,\u201d explains Zagni.<\/p>\n\n\n\n

We have tried to design Zak to offer flexible and automatable features<\/strong> that can support the growth and diversification of properties and their activities.<\/p>\n\n\n\n

Ad hoc features for hotels, small chains, B&Bs, and other accommodation properties<\/h2>\n\n\n\n

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<\/strong> that is not overloaded with information. \u201cAnd also a planner, just as simple, that helps them quickly manage operations that are less complex than other properties,\u201d adds Zagni.<\/p>\n\n\n\n

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<\/strong> than B&Bs, with a multi-channel channel manager<\/a> and, in some cases, even a management software for small bars or restaurants.<\/p>\n\n\n\n

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

\u201cIf we look at tourist apartments and vacation rentals,\u201d he continues, \u201cwe 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.\u201d Since these properties often do not have a reception desk, the system must be available on a mobile or tablet app<\/strong> to ensure maximum efficiency.<\/p>\n\n\n\n

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).<\/p>\n\n\n\n

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Each property has its own features<\/h3>\n\n\n\n

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

Property Type<\/strong><\/td>Required features<\/strong><\/td>Secondary features<\/strong><\/td><\/tr>
B&Bs and small guesthouses<\/strong>:family-run properties with 3-10 rooms, often managed directly by the owner, focusing on personalized service and including breakfast.<\/td>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.<\/td>Advanced revenue management<\/a> modules;Option to make group reservations:POS integration for bars\/restaurants;Multi-property management;Statistics module to analyze specific products in specific periods.<\/td><\/tr>
Medium-sized hotels<\/strong> (20-100 rooms): properties with a larger staff, which manage additional services such as restaurants.<\/td>Complete PMS with multi-user management that guarantees secure access;Advanced Channel Manager<\/a> to manage various OTAs;Integrated restaurant management<\/a> 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<\/a> for direct reservation;Sending of institutional reports (such as Istat and Schedine Alloggiati);Invoicing management;Customized quote module.<\/td>CRM<\/a>;Package management and multi-rate pricing.
<\/td><\/tr>
Hotel chains and groups<\/strong>: hotels with multiple properties, vacation rentals that require standardized processes, centralized control, and consolidated reporting.<\/td>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.<\/td>Maximum customization;Complete website;Restaurant management.<\/td><\/tr>
Apartments<\/strong> and vacation homes<\/strong>: properties for long stays, often managed remotely, cleaning on a rotating basis, focus on guest independence
<\/td>		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.
<\/td>		Statistics for the food and beverage sector;Restaurant management.
<\/td><\/tr>
Hostels and Budget Hotels <\/strong>with competitive prices, high guest turnover, basic services, and optimized management due to reduced margins.<\/td>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<\/a> analysis;Group and walk-in reservation and booking system;Management of extra paid services (breakfast, lockers, laundry, etc.).<\/td>CRM.<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n

The most frequent requests from properties and how Zak responds<\/h2>\n\n\n\n

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.<\/p>\n\n\n\n

1. The Channel Manager<\/h3>\n\n\n\n

\u201cI believe that the most requested service is the Channel Manager<\/strong>,\u201d reflects Della Santa, \u201cthe 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.\u201d 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<\/a> and ensures almost immediate visibility.<\/p>\n\n\n\n

2. Quick configuration of rooms and rates<\/h3>\n\n\n\n

Another very common need is to be operational as soon as possible<\/strong>, especially when switching from a previous PMS to Zak, in order not to lose operational continuity. \u201cCustomers are also motivated by the need not to lose visibility because the competition could take advantage of their absence,\u201d says Zagni. Therefore, it is important to respond with quick and easy configurations<\/strong>: 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.<\/p>\n\n\n\n

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3. The Booking Engine<\/h3>\n\n\n\n

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.<\/p>\n\n\n\n

What do properties want? Zagni replies: \u201cA 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.\u201d<\/p>\n\n\n\n

4. Payment and billing management<\/h3>\n\n\n\n

According to the team’s estimates, 80% of new customers want to manage and have visibility of payments and tax documents<\/strong>. Administrative automation is essential to reduce the bureaucratic burden and ensure real-time financial transparency. The most requested features include: payment gateway<\/a>, electronic invoicing, and downloading lists of invoices and payments to send to the accountant. \u201cProperties need to track income and expenses for day-to-day management.\u201d<\/p>\n\n\n\n

5. Regulatory obligations and institutional reporting<\/h3>\n\n\n\n

\u201cOften, institutional reports must also be sent to the authorities,\u201d 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.<\/p>\n\n\n\n

6. Mobile and remote accessibility from any device<\/h3>\n\n\n\n

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. \u201cAccess to the system from anywhere ensures continuous monitoring without physical constraints<\/strong> at the reception desk and with complete peace of mind,\u201d Zagni explains.<\/p>\n\n\n\n

7. Reporting and statistics<\/h3>\n\n\n\n

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

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Other advantages offered by Zak for accommodation properties<\/h2>\n\n\n\n

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

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.<\/p>\n\n\n\n

Automation and customization are also important aspects of the Zak experience, but one of its main strengths is \u201cmultilingual, professional, and fast technical support<\/strong>,\u201d Zagni assures us. This service exceeds their expectations of customer care: \u201cIt’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.\u201d<\/p>\n\n\n\n

And what about activation costs and payment plans<\/strong>? \u201cThe subscription is modular, and each property can choose which services to activate,\u201d explains Della Santa. \u201cWe like to consider ourselves a strategic partner with solutions that grow alongside our customers’ businesses, adapting to the specific needs of each segment,\u201d points out Zagni.<\/p>\n\n\n\n

This has led to the creation of different commercial solutions, such as the \u201cTry Before You Buy\u201d 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 \u201cValue-Based Pricing\u201d strategy that adapts the value to the specific needs of each customer.<\/p>\n\n\n\n

And for abroad? Zak beyond Italy and Spain<\/h2>\n\n\n\n

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