Wednesday, September 9, 2015 –

Guestfolio, a leading CRM system for hoteliers has partnered with Hotello, a fully integrated hotel management solution. This partnership will now enable Hotello customers to benefit from an integrated single-source solution that manages all day-to-day transactional communications, guest satisfaction, and provide dynamic Guest Profiles.

« Partnering with Hotello demonstrates how hospitality vendors need to work together for the benefit of their mutual clients. Hotello PMS clients will now benefit from an intricate relationship that could offer unprecedented opportunities to increase per-stay revenue and help retain guests,” says Duane Hepditch, CEO of Guestfolio, « our goal at Guestfolio is encourage our clients to learn more about their guests’ profiles and use that knowledge to drive revenue and enhance the guest experience, this partnership with Hotello is another example of our efforts to do just this.»



Hotello, by Mingus Software, manages all aspects of the hotel in one place; PMS, POS, Booking engine, GDS, CRS, Revenue manager, Task manager, Marketing emailing and many others. By using a cloud solution and the most advanced marketing and statistical tools available, Hotello provides flexible and reliable software that optimizes hotelier performance.
Through a personal pre-arrival program that delivers targeted messages at the right time and exceeds guest expectations, Guestfolio provides hoteliers with revenue opportunities and invaluable insight into their guests. By measuring guest satisfaction and engagement throughout the travel journey, Guestfolio provides simple, real-time data and analytics to ensure hoteliers provide attentive service and a personal experience for their guests.

Hotello clients will now have the opportunity to benefit from the following Guestfolio tools:

• Build their own multi-language pre-arrival program catering to their specific guests needs

• Enable guests to plan their stay and make requests for services before their check-in

• Send post-stay guest satisfaction surveys that automatically integrate with TripAdvisor®

About Guestfolio

Guestfolio is an award-winning and trusted guest engagement platform for all your hospitality data. By working in partnership with hoteliers and providing an integrated single-source solution that manages all day-to-day transactional communications, guest satisfaction and digital marketing programs, Guestfolio provides a robust data driven guest profile that is proven to maximize guest retention, increase guest satisfaction and drive revenue.


About Hotello, by Mingus Software

Hotello is a mature and well-established product used each day to manage more than 35,000 rooms. With fourteen years of experience, this company has 500 clients in six countries. To respond to all the needs of hoteliers, Hotello offers both cloud-based and on-site solutions. Use this software to increase your productivity and save time!





Mingus Software recently expanded with the addition of H Emailing, an email marketing service designed for the hotel industry.


Mingus now offers four products specially designed to help hoteliers manage their establishments more effectively:

Hotello :

A leader in Quebec’s independent hotel industry, Hotello has been offering hoteliers the best marketing and analytics tools and functionalities to ensure their success for nearly 15 years.

H Emailing:

The most competitive email marketing solution designed for the hotel industry. Communicate with your customers immediately with your very next emailing, because H Emailing is connected directly to your Hotello PMS. Managing customer lists has never been easier!

KX Hotel:

Connect your Panasonic phone system to your PMS. Manage and centralize all your communications, call invoicing and operations management in a snap.


Get an effective solution complete with a full task manager that makes it easier to operate and run your hotel.



This month, we’re showcasing a client that has been using Hotello since 2010. In addition to being a golfing establishment, the Royal Laurentien is also an outstanding four-season resort with 16 four-star luxurious chalets and a recipient of the Tourisme Québec Grand Prize.



Did you know that… Hotello completely manages your family packages and takes age groups into consideration in relation to activities and family passes!By configuring pricing according to age groups, you can put together packages with good prices and really simplify the reservation process. An optional package item will be used for your family passes, which can be selected according to the family’s particular circumstances.


The family tourism industry is not a favourite among all hoteliers, and there’s a reason! It requires reserving a special area for families in the restaurant to avoid complaints from other customers. Special equipment is also needed to accommodate the needs of babies and older children. However, some establishments have been targeting this clientele for many years. Learn about the success of Jouvence:


“Located in the heart of Mont-Orford National Park, on the shores of Lake Stukely, the Centre de Villégiature Jouvence is an invigorating nature destination for fun outdoor activities. Whether vacationing with family, as a couple, alone or with friends, or visiting for business, Jouvence offers an all-inclusive formula: lodging, 3 meals a day, a multitude of activities, and onsite availability of all seasonal outdoor equipment.

The history of Jouvence dates back to 1944, when a priest bought a small lot on the shores of Lake Stukely, in Orford. Over the years, the Episcopal Corporation acquired several neighbouring lots and built some small cottages.

In 1970, Jouvence became a non-profit organization, which it remains today. In 1976, the centre expanded its clientele to welcome families. Both expansions and acquisitions were necessary for the development of the offer. Other buildings were added in the years up to 2000. Then in 2002, with the help of grants and loans, Jouvence invested in a major renovation project. In 2010, two new pavilions were opened. Built in part with environmentally responsible and recycled materials, these modern pavilions helped meet the growing client needs. That same year, Jouvence was classified as a 5-star vacation centre for its high quality service, equipment and facilities.

For more than 45 years, the keys to our success have been our employees’ passion, the charm of the site and our personalized customer-centered service.

Jouvence, a unique hotel experience!”

François Leduc, MBA CEO, Jouvence

Send accounts receivable invoices via email!

Go green!

Send accounts receivable invoices via email!

As an entrepreneur, you’ve probably questioned your actions and impact on the environment. We now offer you the opportunity to change the way you send copies of invoices charged to accounts receivable. Go green in two easy steps!


Go to Setup| Hotel information | 4-Back Office information

In the “City ledger default values” section, choose the invoice template you want Hotello to send.

Click the “ON” checkbox to automatically send by email.



In Back Office | City ledger

Make sure the invoicing contact has an email address.

To activate, click the “Email invoice automatically” checkbox.

During the accounts receivable billing process in the evening following a guest stay, Hotello will send a copy of the invoice. All that’s left to do is send the monthly account statement.



Sarah, Support

5 need-to-know things about H EMAILING



H Emailing is an email marketing service designed for the hotel industry. Its platform is directly linked to your Hotello software so you can optimize your customer mailings and communications. H Emailing allows you to precisely target your clientele through the use of personalized filters and provides advanced statistical data to determine the effectiveness of your mailings.


Benefit from the transfer of your Hotello database to your email marketing platform. Both your time and mailings will be optimized.


Save and choose to increase your revenues through email marketing. Opt for the most competitive supplier in the industry.


Entrust the design of your newsletters to professionals who are there to guide and advise you.



Adopt a design and personalized visuals that fit the image of your establishment to set yourself apart from the competition.

5. A FREE TRIAL:    

We offer you a free trial so you can see first-hand H Emailing’s simplicity.

Summer’s almost here… time to prepare for your peak season!

The tourist season is short, so make sure you don’t miss out on any sales opportunities!

A successful season is achieved through product awareness but depends more importantly on your work tool. Peak season automatically means the arrival of new employees.

That’s why it’s imperative to take advantage now of Mingus Software’s ongoing training programs to ensure your new recruits are using your tool to its full capacity.



Peak season also means data acquisition !

The busy season is an ideal time to gather as much information as possible to expand and enrich your database and build customer loyalty! By acquiring information and enriching your database, you’ll be well prepared to send emails using Mingus Software tools.

Database is vital to your company’s success, so be sure your front desk staff is trained to collect data from every guest that stays with you over the summer months.

Credit card encryption for extra security

You’ve surely heard of PCI security standards, which were developed to increase security for payment accounts data worldwide. Hotello complies with these standards, as it is programmed to automatically encrypt, and thus secure, your credit card numbers using a unique encryption key. PCI standards recommend that this key be changed regularly to reduce the risk of data theft or loss.

Mingus Software contains a tool that changes your encryption key. It automatically generates a new key that’s robust, unique and respects the security standards in effect. Hotello’s encryption process re-encrypts sensitive information after a new key is issued. It is recommended that you modify this new key at least once a year. This function is accessible via the main interface: Administration -> Modify the encryption key.


Here are the steps to follow:

After the night audit, go to Administration -> Modify the encryption key

  1. You will see a warning message that Hotello is shutting all interfaces
  2. Hotello will ask you to save the database. You must accept.
  3. After the Hotello has finished saving the database, it will launch the encryption key change. You will see the progress of re-encrypted files.
  4. The interfaces will restart.

* This process can take several minutes, which is why we recommend that you launch it after the night audit, when your establishment is less busy.

If one or more interfaces do not shut down automatically, the process will not start. You can resolve this problem by manually closing all your interfaces. If you do this, don’t forget to restart them once the process has terminated.

Before continuing to work in the software, always verify several reservations randomly to make sure you can still access the credit card data.

If, for some reason, the encryption key change process does not work, give us a call within the next few days during business hours, because the night technician won’t be able to help you.


Sarah signature web

Technical support

From reactive to proactive

Among the many things preoccupying hoteliers let us look at the adequate interpretation of sales predictions and getting the most out of comparing results between years. The goal of these operations is to improve the reactive response when faced with a given situation or, on the long-term, to define realistic objectives. While statistical analysis tools of prior dates (ADR, REVPAR, REVPAC, segmentation, etc.) are generally well grasped, the same cannot be said of future projections.


We are commonly asked this type of practical question: “We are presently in October 2013. My occupancy predictions for July 2014 is of X %. Am I ahead or behind in relation to last year?


It’s easy to know, with marketing reports, what the final occupancy was for last July (2013). Although this information is useful it only provides a part of the information necessary for the user to make a proactive decision. In fact, we are unable to follow the daily evolution of those numbers until the month’s end and its final occupancy. The more pertinent question is: In October of last year (2012), what was my prediction for the following month of July (2013)?



Providing this type of information may however present a technical challenge since an “image” of previous predictions must be preserved without being erased by actual numbers over time. To avoid this, we have integrated into Hotello an automatic journal system for the night audit. This functionality has been refined so as not to interfere with the output and the size of the date bases.


Results obtained thanks to this new functionality are then integrated in the Yield Management module. These are represented numerically and graphically at the bottom of the chart.
Here is a concrete example:


Date of audit: 07/11/2013


Looking at predictions for 07/12/2013


Let’s examine the significance of these results for the occupancy rates. The same reasoning can then be applied to the ADR and the REVPAR. An effective analysis considers these three factors (rate, ADR, REVPAR) in parallel.


The number in black tells us that as of today, November 7, 2013, our prediction for Saturday December 7, 2013 is 98.95% occupancy.


The number in blue tells us that last year, November 7, 2012, our prediction for Saturday December 8, 2012, (we must compare dates of the same day of the week) had been 30.53% occupancy.
The number in red tells us that our final occupancy rate for Saturday December 8, 2012, was 100%.


If we compare our prediction for the current year vs. our prediction of last year, our establishment is ahead 68.42% (98.95% -30.53%).


• Occupancy 08/12/2013 = 98.95%
• Occupancy 07/12/2013 = 30.53%


If we compare our prediction for the current year vs. final occupancy last year, we see that our establishment is only 1.05% short (100% – 98.95%).


• Occupancy 08/12/2013 = 98.95%
• Final occupancy 07/12/2013 = 100%


If we compare our prediction of last year vs. final occupancy last year, we see that despite having only 30.53% of confirmed reservations one month prior, the final occupancy for Saturday December 7, 2012, was 100%. That means 69.47% of reservations were taken over the previous month.


• Occupancy 07/12/2013 = 30.53%
• Final occupancy 07/12/2013 = 100%


It is nevertheless important to note that cancellations (as with new reservations and modifications) affect occupancy. Mass cancellations may result in a much greater number of vacancies on a day that had previously had strong predictions.


Decision aids


Short-term reaction


If the numbers show our establishment is lagging we can launch a last minute promotion. Conversely, if we’ve already attained our objectives we can raise rates, require more restrictive reservation rules such as longer minimum stays and increase profits.


Long-term reaction


By observing the evolution of our predictions for the coming year, we can refine our promotional campaigns. By comparing our predictions for the coming year to the final occupancy rate, we can adjust objectives and follow their course. This information is invaluable when deciding whether to increase or reduce spending in a particular publicity scheme.


An analysis of predictions and final occupancy in relation to the date of audit allows us to predict the average period needed to reach our final occupancy. For example, we can evaluate the number of days for the predictions (blue) to reach 80% of final occupancy. This will aid us in making other extrapolations.


The Yield Management module is therefore an indispensable complement to Hotello which allows you to increase your productivity. Thanks to several data filters, this module can also become an essential ally when negotiating with Web distribution partners (Expedia for example) to whom you allot only a portion of your inventory. In fact, thanks to filtered results, you can better evaluate the number of rooms you should put online versus how many you should sell through your own channels at a higher rate.


In any case, the final decisions are taken by the manager. This fast, user friendly and powerful tool offers you indispensible information, allowing for enlightened decisions and a proactive approach. You can now anticipate market fluctuations rather than being subject to them.



Chief Operating Officer,Product Manager



To audit or not to audit, that is the question.

What is the purpose of the night audit?
Many people wonder about the purpose of the night audit. Well, in a PMS like Hotello the date change does not occur automatically at the stroke of midnight. Why? Because this allows its users to verify the guest ledger and to make any necessary corrections before the date change occurs. Once the date has changed, the previous fiscal day is closed and can no longer be modified.
We are nevertheless aware that many smaller establishments don’t have anyone working the graveyard shift. They can have someone working evenings execute the audit tasks or do so early in the morning.

Why is it preferable to audit at night?
Other hotel services such as the bar, restaurant, banquets and spa are closed at night (POS). There is therefore no risk of charges being transferred to Hotello (PMS) during this period.
The auditor’s tasks
You can assign several tasks to the auditor. For example:
• Closing your credit card lot and comparing it to your balance in Hotello. If the numbers don’t match up the required corrections can be made. It is very important to do so before the date change or there will be an imbalance in the system.
• Verifying that charges transferred to Hotello (PMS) from the restaurant, bar, spa, etc. (POS) have been attributed to the right room and for the correct amount
• If need be, consolidating revenues from the restaurant and the hotel so as to facilitate the accounting department’s job
• Printing out statistical reports
• Preparing keys and bills for groups
• Assigning rooms for the following day and printing out registration cards.
• Making wake up calls
• Answering the phone and taking reservations
• Answering questions and requests from resident clients and ensuring their security
In essence, the auditor can prepare what other staff members don’t have a chance to and ensure that the books are balanced. It is often difficult to find someone to fill this position, but having a good night auditor will prove an invaluable asset for your company.


Hotello trainer