Every outlet on a different system with a different login Group reporting that means someone re-keying four exports Staff who work across outlets needing four sets of credentials Currency and locale handled differently in every corner
What usually goes wrong
A day in the life
The front desk runs the tape chart: arrivals checked in, a folio opened on the till, departures settled and the rooms handed to housekeeping. The conference space quotes and invoices through Sales. The restaurant runs menus and a floor plan. The bar runs a till and charges a drink to room 12 by name. Each has its own permissions and its own numbers, and the group view shows them side by side, per currency, without inventing a blended total.
How it runs
Every step below writes to the same records. Nothing is typed in twice.
From first contact to closed books 6 steps
- 1
Each outlet is an account Structure
The rooms, the function room, the restaurant, the terrace bar. Each with its own modules, branding, currency, locale and team - all inside one organisation.
Dashboard - 2
Stays on a tape chart Front desk
Room types, rooms and rates; arrivals checked into a ready room with a folio on the till; departures settled and the room handed to housekeeping, who sign it back on sale.
Rooms - 3
Quoted and invoiced properly Conference
The function space runs enquiries, quotes and invoices with its own branding, not the hotel’s generic template.
Sales & Enquiries - 4
Menus and a floor plan Restaurant
Its own menus with bound prices, its own room layout, its own service standards.
Menus - 5
A till that charges to the room Bar
Separate stock, separate variance, separate P&L - so a good bar month is not hidden by a quiet restaurant. A guest in the house pays at check-out: the on-account tender finds them by room number.
Bar & POS - 6
Side by side, per currency Group view
Filter to one outlet or look across all of them. Where outlets trade in different currencies, each is shown on its own with a per-account breakdown.
Reports
Before and after
- Every outlet on a different system
One organisation, one login, many accounts - Group reporting by re-keying four exports
A comparison view across accounts - Four sets of credentials for one employee
One user with per-account permissions - Currency handled differently everywhere
Per-account currency, never blended
Switched on from the first day
These are the defaults for this kind of business, not a limit. Turn any of them off, or switch on the rest, whenever you like.
- Rooms
Room types, rates and stays, check-in and check-out, and a bill the bar and the restaurant can charge to. For the guest house, the lodge and the wedding venue with rooms.
- Events
Create an event once and the rest of the platform knows about it: the tickets, the seating, the guests, the staff, the bar and the numbers afterwards.
- Sales & Enquiries
Keep every enquiry in one place, send a branded quote, and follow it through to a confirmed booking, with one record for each client who hires you.
- Invoicing
Branded invoices with line items and tax, a record of what has been paid, and a link the customer can pay from when you want to be paid now.
- Bar & POS
PosSync is the till: an app of its own on the device at the bar that keeps ringing up sales when the wifi drops. VenueSpine looks after the rest: stock, cash-up and what the bar made.
- Menus
Design menus and price lists that print properly, with every price tied to what the till charges. Change a price once and every menu follows.
- Scheduling
Build the roster around your events, group people into teams, and let staff pick up open shifts themselves instead of messaging you at midnight.
- Workforce
Record time against the work it went to, run leave on a calendar the roster can see, and keep each person’s details and documents in one private place.
- Reports
Build a report once, save it, share it and have it arrive by email as a PDF or a spreadsheet, on the day you need it.
- Dashboard
A dashboard you arrange yourself, with figures, charts and tables for the venues and dates you are looking at, updating as things happen.
A good fit for
Hotels and lodges with more than one revenue outlet Groups where staff work across sites Operations reporting to an owner or board across outlets Anywhere outlets trade in different currencies
Where it is not the answer
VenueSpine does not talk to a channel manager or an OTA. The rooms ledger is for a property that sells its rooms direct; if Booking.com fills half your nights, keep your PMS for the rooms and run the outlets around them here.
Can one person work across outlets?
Yes. One user account with permissions granted per account. They switch context with the account filter rather than logging in again.
Does it integrate with our PMS?
Not out of the box. A property that sells direct runs its rooms in VenueSpine and needs no PMS; one that sells through channels keeps its PMS for the rooms. There is a public API, and on Enterprise we will scope an integration with you. Be direct with us about what has to flow both ways.