Should you have any further question, you may find these answers helpful. If not, please don’t hesitate to contact us. We’re here for you!
What is bookatonce?
bookatonce is a hotel management system for small hotels, guest houses and B&Bs. Our Personal Edition includes all the essential functions you need to manage your hotel with up to five rooms. The bookatonce Business Edition is the right choice for you, if you have more than five rooms or you would like to have additional functions.
Optional to both Editions, bookatonce offers substantial functions for online booking. The booking option over your own homepage, the connection over one or more online reservations systems (booking platforms) or as well the usage of social media are belonging to these functions.
For the Business Edition the mobile usage on the iPad of Smartphone is as well optional.
Who can use bookatonce?
bookatonce is for all operators of small hotels, guest houses and B&Bs who want support in managing their business.
But you don't need to be an IT expert to work with bookatonce. We've put the emphasis on ease of operation as well as clear user interfaces. What's more, we provide in-depth support by means of our FAQ pages and tutorials.
How does bookatonce differ from traditional hotel management systems?
bookatonce offers all the functions of a traditional hotel management system. The difference is that you do not need to install bookatonce, as you access the program and your data over the internet. This means that you do not have to worry about running the software, setting up the computing environment or dealing with installation and updates.
What specific advantages do web-based systems offer me?
Due to the usage of the most modern web technologies you can use the advantages of the internet to full capacity. You stay mobile, flexible and well informed.
You do not need to take care of running the software, setting up the computing environment, backing up your data, or finding updates. We take care of that for you. If you have access to a computer with an Internet connection, you're good to go!
Updates, function extensions, the transition from one edition to the other – not a problem. You just have to inform us what you would like to change – we take care of the technical implementation without you noticing us.
I already have a website. Is bookatonce still right for me?
Of course it is! The online booking function can also be easily integrated into your existing internet presence.
Do you offer support?
All bookatonce-customers do have access in the member area to detailed indications and tips for the ideal utilisation. Additional to that we offer free of charge e-mail support over email@example.com. The ones who rather make a quick phone call for helpful words and deeds can contact our highly qualified protel support team. This service is charged with a fee of 24 EUR* per quarter billed with your quarterly invoicing.
Can I add more to my bookatonce Business Edition?
How is the registration and set-up procedure?
Just register here!
For registration, we only require a few pieces of information about you and your business. After registration, our set-up wizard will lead you step by step through the process of creating your master data.
You can then log in at the portal with your user name and password and launch your hotel management at any time.
What do I need to consider, when choosing my user name?
Generally there are no limits to choosing your user name. We would like to recommend the following though:
How do I choose a secure password?
Your password protects your data from unauthorized access. You should therefore stick to general rules. The following rules are some of the most important ones:
Our advice: Choose a sentence you can remember easily, such as „I want to rent out all 15 rooms“ and take the first letters of every word for your password: „Iwtroa15r“. This way, nobody will be able to hack into your account!
I have forgotten my user name and/or my password. What should I do?
You can easily create a new password on this page.
Simply enter your e-mail address, then click the "Send" button.
An e-mail containing your user name and a link will immediately be sent to the address you provided. Click on this link to open the next page, then enter your new password here.
Make a note of this password, as from now on it will be your sole means of accessing bookatonce.
Must I install bookatonce on my computer or server?
No, you don't need to install bookatonce. As a web-based solution, the hotel management system is operated over the Internet, meaning it's instantly available to you.
After registration, our set-up wizard leads you through the process of creating your master data in under 20 minutes. And then you're ready to check in your first guest!
How do I adapt bookatonce to my business?
That's what our set-up wizard is for!
In four easy steps, you'll enter the data pertaining to your business and to the accommodation you have available, along with your rates, of course.
Subsequently, you'll be able to view and, if necessary, modify your personal data in the portal's secure member area at any time. You can manage all data associated
How long does it take to set up bookatonce?
Directly following registration, the bookatonce set-up wizard leads you step by step through the process of creating your master data; this takes less than 20 minutes.
Then you're ready to check in your first guest or generate your first invoice!
Can I transfer all my already existing guest data?
Of course we can transfer all your existing guest data into bookatonce.
To do so, please contact us via mail at firstname.lastname@example.org to talk about the volume and possibilities. We’ll be happy to work out a quote for you.
Do I need training?
We've put great emphasis on making bookatonce as simple and intuitive as possible. User interfaces are well designed and clearly laid out, with functions that are largely self-explanatory. Trainings in the traditional sense are therefore not necessary.
Should questions arise, comprehensive help functions are available to you. These include clear tutorials with step by step explanations of individual functions.
Do I need more memory capacity for the bookatonce Buiness Edition?
No. A memory of 500 MB comes with both editions, which you can use for data, pictures, documents etc.
Should the amount of saved guest data, reservation confirmations and invoices or your designed website with high resolution pictures exceeds 500 MB over time, you have the option to stock up on memory. Of course we will give you prior notice about this!
What equipment will I need?
You only need a computer, a monitor with a screen resolution of minimum 1024 x 768 pixels, a mouse and an Internet connection. That's it!
The exact requirements you will find in our specification of services.
Is my data secure?
Data security. Two short words, but to us they are incredibly important.
In selecting our computer centre (that's where your data is stored), we've demanded the highest standards. Security certificates, fire prevention measures and the fail-safe performance of Internet lines were absolutely essential for us. And we've chosen a partner that even the federal government and Deutsche Bank rely on.
Our server technology is designed with a redundant configuration, that is, it operates over several pathways. Even in the event of a malfunction on our side, the system will continue to work reliably for you. It bears comparison to an aircraft, where all important functions are backed up several times over.
Last but not least: naturally, we transmit all your data over the Internet in encrypted form, so no one can "tap" our lines.
Trust your data to us in full confidence. With us, you're in the best of hands!
Does bookatonce run with every Internet browser?
Yes, bookatonce runs with all common Internet browsers. The only prerequisite is that Flash Player is installed.
The exact requirements you will find in our specification of services.
How do I update bookatonce?
As you access bookatonce over the internet you do not have to worry about updates. You are always automatically working with the latest version.
In our portal’s secure member area, you can always read the newest Update-News and be up to date on all bookatonce innovations.
Is the Personal Edition of bookatonce really free of charge? What’s the catch?
There is none! The Personal Edition of bookatonce is absolutly free of charge for you, with no time limit. And it comes with all the functions you need for everyday hotel management tasks for a hotel with up to five rooms.
What contract periods are available?
The bookatonce Personal Edition is free of charge and there is no run-time limit. The bookatonce Business Edition has got a minimum contract period of three month. If you do not cancel a module 30 days before the contract expiration date, the contract is automatically renewed for the same period of time, however, at a maximum of 12 months.
What's the notice period?
The notice period ends 30 days prior to the contract expiration date.
If you do not cancel a module 30 days before the contract expiration date, the contract is automatically renewed for the same period of time, however, at a maximum of 12 months.
How do I pay?
Quarterly, you will receive a retroactive statement, which you can conveniently view and print within the secure member area of www.bookatonce.com. Your outstanding balance will be charged to your self-defined payment instructions (3D-secured Master or Visa credit card or – only for Germany - automatic debit transfer system).
Then simply use our contact form. We´re looking forward to your mail!