Challenges

1. Manual management of room & tenant data, dependent on one person

• All information of more than 10 branches is managed in a single Excel file.

• Only the owner can use the file, difficult to hand over to other staff, high risk when the manager is absent.

• No centralized tenant management system: Unable to accurately determine which tenant is in which room; No complete record of names, phone numbers for follow-up contact.

2. Manual payment process, time-consuming

• The manager has to take photos of the Excel file and send it to each tenant via Zalo.

• With nearly 200 tenants, this process is very time-consuming, prone to errors, and difficult to control.

3. Electricity management involves many steps, prone to errors

• The electricity recording process involves many steps: the recorder sends the numbers to the manager, enters them into Excel, calculates the bill, and informs the tenants.

• Concentrating a large number of rooms on the same day for electricity reading causes overload, prone to data entry errors.

• Takes a lot of time for manual aggregation and calculation.

4. Inaccurate control of tenant check-in and check-out times

• Tenants move in sporadically at the beginning, middle, and end of the month → difficult to calculate transparent costs.

• Inaccurate recording of check-out dates: Miss the opportunity to receive new tenants; Many rooms remain vacant for extended periods despite demand.

5. Sales cannot control appointment schedules and room status

• Tenants want to view the room before making a deposit but: Appointments come from multiple sources (messages, hotline); No centralized management of room viewing schedules.

• Sales do not know exactly: Which rooms are vacant; Which tenants have viewed the room to follow up and close sales.

Customer Expectations

The customer wants a system that helps:

1. Centralized management of multiple branches on one platform

2. Tenants can self-check payment information online

3. Enter electricity numbers directly into the system and automatically calculate monthly bills

4. Track room vacancy/occupancy status & time of vacancy

5. User permissions for sales:

   • View the list of vacant rooms across the system

   • Manage room viewing appointments on the CRM App

Solution Implementation

PMS Solution - Multi-branch Hostel Management

A CRM system developed specifically for the room rental model, helping to:

• Centralized management of multiple facilities & staff on a single system

• Clear permissions: Owner – manager – sales staff – accountant

• Synchronized, accurate data, reducing individual dependency

Outstanding features:

• Electricity consumption management directly linked to booking/room

• CRM App allows management: Enter electricity numbers directly at the room when checking the meter; The system automatically calculates the difference & amount

• Advanced room filter: By facility, time, floor, room type, service package

• Develop new feature for managing room viewing appointments for sales

White Label Website for Room Rental

The website is built with real-time data synchronization from CRM, helping to:

• Display actual room vacancy status

• Tenants can easily find out: Which rooms are vacant, whether they can be rented immediately

• Schedule room viewing directly on the website, data flows to CRM

• Tenants can: Check invoices; Track payment information online

• Professional website interface, increasing brand reliability

Results

After implementing the CRM system & White Label Website:

• Transparent, accurate room & tenant information

• Time to find and fill vacant rooms is significantly reduced

• Sales & accounting work with synchronized data, minimizing errors

• The owner can easily monitor: Revenue; Room occupancy rate; Business activities of all branches on a single management interface