Software
Software
Software
Service
Software
Hardware
Digital authorizations
Financial
Digital authorizations for hotels are tools that allow guests to securely and electronically manage their consent and validation for various transactions or processes related to their stay. These authorizations eliminate the need to handle paper documents, facilitating a more efficient and sustainable experience for both the hotel and the guest.
They are used for multiple purposes, such as credit card verification , acceptance of terms and conditions, confirmation of additional charges (such as minibar or spa services), or authorization for the use of personal data in compliance with regulations such as the GDPR. Digital authorizations are collected through electronic signatures, online forms, or authentication codes sent to the customer, ensuring the legal validity of the process.
These tools are especially useful for hotels looking to streamline their operations, reduce disputes with guests, and optimize security when managing sensitive data. Furthermore, their integration with systems such as PMS or CRM allows these authorizations to be recorded and accessed in real time, improving traceability and transparency.
In an environment where technology and trust are key, digital authorizations represent an essential step forward in modernizing hotel management and improving the customer experience.
Advantages
1. Time savings: Digitizing authorizations eliminates manual processes, streamlining the process of obtaining guest consent and reducing processing times.
2. Reduction of human errors: By automating the process, errors associated with manual data entry or signing physical documents are minimized.
3. Regulatory Compliance: Facilitates compliance with laws and regulations, such as the GDPR, by enabling the secure collection and storage of personal and financial data.
4. Greater transaction security: Digital authorizations are backed by security protocols such as encryption, ensuring the protection of customer data.
5. Facilitates credit card verification: Allows for quick and secure payment authorization, reducing the risks associated with fraud.
6. Optimizing deposit management: Digitization facilitates the collection and validation of advance payments or deposits without the need for manual intervention.
7. Improved customer experience: Guests can provide consent quickly and conveniently from any device, improving satisfaction.
8. Reducing paper usage: By eliminating the need for printed documents, the hotel's sustainability is promoted by reducing paper consumption.
9. Traceability and transparency: Digital authorizations are stored electronically, facilitating access to historical records and the resolution of potential disputes.
10. Integration with other systems: They can be easily integrated with the hotel management system (PMS) and other tools, centralizing information.
11. Ease of modification: If the authorization needs to be updated or modified, this can be done quickly and without generating new physical documents.
12. Improved workflow: By automating authorizations, bottlenecks in administrative and operational processes are reduced, improving overall efficiency.
13. Reduced risk of fraud or disputes: Having clear and verifiable records reduces the risk of disputes over unauthorized charges or changes to agreed terms.
14. Remote Access: Digital authorizations can be managed from anywhere, allowing greater flexibility for hotel staff.
15. Easy storage and access: Digital authorizations are stored electronically, making them easy to access and consult when needed, without taking up physical space.
By using digital authorizations , hotels can improve operational efficiency, reduce risks, and offer a more convenient and secure experience for both guests and hotel staff.
Features
1. Compliance with legal regulations (GDPR, PCI DSS): You must ensure compliance with regulations on data protection and payment security.
2. Secure Authentication: It must allow for robust authentication methods such as two-factor authentication or electronic signatures to protect customer identity and data.
3. Integration with the hotel management system (PMS): The system should be able to integrate with the hotel management software to automate the collection and storage of authorizations.
4. Support for multiple authorization types: It should allow for the management of various authorizations, such as card payments, additional charges, terms and conditions, or the use of personal data.
5. Legally valid electronic signature: The system must allow for legally binding digital signatures, in accordance with local and international laws.
6. Accessibility from any device: The platform should be accessible from mobile phones, tablets, and computers to offer flexibility to guests and hotel staff.
7. Automatic Notifications: You should send automatic notifications to both the guest and hotel staff when an authorization is completed or needs to be reviewed.
8. Secure data storage: Data and authorizations must be stored securely in the cloud or on servers that meet the highest security standards.
9. Detailed reporting: Must allow for the generation of reports that provide details about authorizations, including date, authorization type, and status.
10. Easy access and management of documents: Signed documents must be easily accessible and manageable within the system for review and archiving.
11. Form and template customization: Authorization forms should be customizable, including specific fields tailored to the hotel's needs, such as additional charges or cancellation policies.
12. Support for advance payments and deposits: It should facilitate the collection of authorizations for advance payments or security deposits, guaranteeing the collection process.
13. Tracking and Reminder Tools: Should include options to send automatic reminders to guests to complete the necessary authorizations before their arrival.
14. User-friendly and intuitive interface: The system should be easy to use for hotel staff, without the need for extensive training.
15. Audit and traceability function: It must have audit functions to track changes or access to authorizations, improving transparency and control.
