FAQs – Schwarzenbach Hotel Software

🔹 General Questions

What is Schwarzenbach Hotel Software?

Schwarzenbach Hotel Software is a comprehensive solution for managing hotels, guesthouses, and holiday accommodations. It supports processes such as bookings, check-in/check-out, invoicing, guest management, and reporting.

Who is the software suitable for?

The software is ideal for:

• Small hotels & boutique hotels
• Guesthouses & inns
• Holiday apartments & aparthotels
• Hotel chains with multiple locations

Can the software be installed locally?

Schwarzenbach Hotel Software is available in the following versions:

• Single-user version: Installation on a dedicated computer
• Multiuser version: Installation on a dedicated server
• AI Assistant: Installation support

What devices can I use the software on?

The software works on:

• Desktop PCs (Windows, Mac and Linux)
• Server/client systems with mixed operation
• Tablets
• Smartphones (with limited functionality)

🔹 Booking & Reservation

Can I integrate online bookings?

Yes, the software offers:

• Integration of a booking widget for your website
• Synchronization with booking platforms (Channel Manager)
• Real-time availability

Does the software support multiple booking channels?

Yes, the software can be connected to common platforms. This allows for:

• Prevention of double bookings
• Automatic price synchronization

Can I adjust prices?

Yes, there are functions for:

• Seasonal pricing
• Last-minute offers
• Daily Price (automatic)
• Dynamic prices (automatically via the Channel Service)
• Individual prices / special prices (per guest or company)
• Standard prices

🔹 Guest Management

What guest data is stored?

Typical data includes:

• Name, address, and contact details
• Stay history
• Preferences (e.g., room requests)

Is the software GDPR compliant?

Yes, the software meets the requirements of the GDPR:

• Data storage within the EU
• Access controls
• Deletion and export functions

Is a subscription required?

No. Why pay every month when you can own the software once?

Get full access – without a subscription and no recurring costs.

Can I manage regular guests?

Yes, with functions such as:

• Guest history

🔹 Check-in & Check-out

Is there a digital check-in function?

Yes:

• Guests can check in online in advance
• Quick check-in
• Digital registration form
• Reduced waiting times at the reception desk

Can I automatically generate invoices?

Yes, the software creates:

• Automatic invoices upon check-out
• Customizable invoice layouts

Does the software support self-check-in?

Optionally yes, in combination with:

• Key card systems
• Door codes or smart locks

🔹 Payment Processing

What payment methods are supported?

• Credit cards
• EC/debit cards
• Online payments
• Cash payment
• Bank transfer

Is a connection to payment providers possible?

No, there are no interfaces to various payment providers.

🔹 Reporting & Analysis

What reports are available?

• Revenue reports
• Occupancy statistics
• Year-on-year comparisons
• Daily closings
• Projections
• General business development
• Booking behavior
• Estimated annual revenue
• Services (revenue generated per item)
• Special prices (revenue generated)
• Final invoices
• Cash register closings
• Work preparation

Can I create custom reports?

No, custom reports are not possible.

🔹 Integration & Interfaces

Are there interfaces to other systems?

Yes, for example:

• Booking platforms (OTA & DIRS21)
• Accounting software
• POS systems
• Locking systems
• Telephone systems
• TV systems
• TSE (Cryptovision & Diebold Nixdorf), RT and RKSV
• Smart heating control
• Credit card terminals
• ID and signature scanners (digital registration form)
• Email
• Beverage systems
• Smart Minibar

Is data migration possible when changing software?

Yes. We can migrate your data when switching to our hotel software – provided a quick check shows that all data can be transferred correctly.

Can I connect the software to my website?

Yes, including:

• Booking mask
• API interfaces

Can I access the software from anywhere?

Yes! With our Self-Hosted Hotel Software, you always retain full control over your data. The solution runs directly on your own server or PC on-site and is securely accessible from anywhere via VPN.

Unlike cloud solutions, your data remains entirely within your hotel – without external storage or dependence on third-party servers.

Thanks to encrypted VPN access, you can access bookings, invoices, reports, and analyses anytime – whether you're in the office, at home, or on the go. This way, you always have an overview of occupancy, prices, and revenue, without compromising on data protection and security.

Our self-hosted solution is suitable for hotels of all sizes: from boutique hotels to guesthouses and hotel chains. You benefit from fast performance, flexible scalability, and automated processes that significantly ease your daily work.

Experience how simple operation, maximum data security, and complete control over your software come together. Test our hotel software now risk-free and increase your direct bookings – while your data always stays with you.

🔹 User Management

Can multiple employees work simultaneously?

Yes, with Suite Advanced:

• Multi-user access
• Role and rights management

Can I restrict access rights?

Yes:

• Individual roles (e.g., reception, management)
• Access only to relevant functions

🔹 Security

How secure is my data?

• Encrypted data transmission
• Regular backups
• NAS, second server, USB or SSD

What happens in case of a system failure?

In the event of a computer failure, for example due to a power outage, a technical defect, or data corruption, it is crucial that the data required for the hotel software is quickly available again.

Automatic restoration of index files

Schwarzenbach Hotel Software uses index files to enable quick access to hotel data.

These index files have redundant protection. If an index file is damaged by a technical error or is no longer available after a computer failure, it can be automatically restored.

The actual hotel data remains intact. The required index files can be rebuilt from the existing data set. This means that a defect in an index file does not have to lead to a loss of the underlying hotel data.

This automatic restoration is particularly important in the event of a computer or system failure and helps ensure that the hotel software is quickly operational again after a technical problem.

Additional autobackup

Regardless of the automatic restoration of the index files, the hotel data is additionally backed up to a NAS device via timed autobackup.

This provides two different security mechanisms:

• Index files: automatic restoration in case of damage or failure
• Autobackup: additional backup of hotel data to a NAS device

This addresses both the quick restoration of the index files required for processing and the additional backup of hotel data.

🔹 Support & Service

Is customer support available?

Yes:

• Email support
• Telephone support
• Support with RustDesk (Remote Support)
• Video conferences

Are training courses available?

Yes:

• Individual training sessions

🔹 Costs & License

How much does the software cost?

The costs depend on:

• Single-user or multi-user system
• Scope of functions
• Selected package

Is there a free trial version?

Yes, a trial phase is available.

Are there contract durations?

• No fixed contract durations
• Individual service agreements for larger businesses

🔹 Extensions & Functions

Can the software be extended?

Yes, through:

• Add-on modules
• API integrations
• Individual customizations

Does the software support housekeeping?

Yes:

• Real-time room status
• Cleaning schedules
• Facility Management (building services / repairs)

Is there a mobile app for smartphone or tablet?

No – an additional app is not required.

You can use the Suite directly on your tablet or smartphone via secure VPN access.

• Complete Suite on tablets on the go
• Check-in & Check-out – also limited on smartphones
• Room status accessible on mobile devices at any time
• No installation of an additional app required

🔹 Technical Questions

How long does the setup take?

• Small businesses: a few hours
• Larger hotels: 1–3 days

Are updates performed automatically?

• Suite Junior version: Updates are optional via manual update.
• Suite Advanced (Server/Client version): Updates are performed via remote maintenance.

Do I need special hardware?

No, a regular computer with internet access is sufficient.