Instagram for Hostels: How to make your hostel pop out on Instagram

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So you would like to level up your instagram game for your own hostel? After all, it is a great marketing channel that could potentially bring in more guests to fill the beds.

In this handy guide we will have a closer look. My name is Matt, and I am the founder of hostelgeeks.com, the gateway to the finest hostels worldwide, the 5 Star Hostels (link to: https://hostelgeeks.com/5-star-hostels/).

Understanding Instagram

I want to kick off this guide by actually introducing instagram. First, we should narrow it down what the goals are and why we use Instagram for hostels.

Instagram is a photo-sharing app with millions of users. It is very likely that your future customers are also using the app. It is no secret that instagram plays a big role for travelers to choose their next destination, things to do, cafés to visit, restaurant to dine at, and hotels and hostels to sleep in. So in a nutshell, you want to master the art of being in front of a potential future client of yours.

The no-goals are glory-hunting, meaning hunting likes and applause. The second no-goal is to reach irrelevant users for your business. It does not help your business to get 900 likes by people that are never traveling and with zero interest in your hostel, but love the photos of your homemade pasta. It. Is. Pointless.

Therefore, get your game together and set your goals accordingly. For your hostel to improve on instagram, you want to reach a relevant audience that could turn into customers, visiting your hostel and city.

Make your Hostel “Instagrammable” — with examples

The more picturesque a hostel, hotel and place in general is, the more likely the users will like and share it.

Let us have a look on how a hostel can improve their „instagrammy“ factor.

1) Instagrammy Spaces

I am sharing here 5 of my favorite hostels in the world. They are not just outstanding in real life, but also do a fantastic job on bringing their lifestyle and hostel into the app!

2) Caveland Santorini

The 5 Star Hostel in Santorini almost has an easy job: It is a former winery and boutique hotel turned into a 5 Star rated hostel. It comes with a swimming pool, yoga classes, and the dorms are in the formers caves used for storing wine. And then of course: it is located in Santorini Island in Greece. Open their instagram and have a close look. Fresh colors, happy guests, great food and scenery mixed with inviting travel quotes and cool hostel snaps. It might be interesting for you to know: The owner himself runs the show on their instagram profile! https://www.instagram.com/cave_land/

Pipe House Playa Grande

We jump over to Costa Rica and see Pipe House sharing mostly two types of photos: The landscape you can expect and the hostel you will stay in. This is their secret sauce to reaching almost 5000 followers. https://www.instagram.com/pipehouseplayagrande/

Calle 11 Hostel

Back to fresh and colorful photos! Calle 11 Hostel in Colombia is a former mafia house and feels more like a villa and mansion than anything else. They share their cool- looking guests relaxing by the pool. The pool area surrounded by lush green is an easy and attractive photo motive you won’t get bored of. https://www.instagram.com/calle11hostel/

Kos One Canggu

Bikini, six pack and Bali! Kos One is the 5 Star Hostel in Canggu (link to: https://hostelgeeks.com/best-hostels-in-canggu-bali-indonesia/) , catering to hip travellers that love to stay in hostels but do not want to have the typical backpacker lifestyle. Kos One is a community of like-minded travel enthusiasts. Huge pool, water slide, Jacuzzi, rice field views and surfer vibes. The profile is focused on sharing more „sexy“ photos of their guests in a Bikini, with six packs and pineapples. I especially like the way they edit the photos with a kind of creamy pastel-colored filter. This gives the whole gallery a special look and feel. https://www.instagram.com/kosonecanggu/

Ecomama Amsterdam

All right, you might argue „cool profiles, but my hostel has no pool, no bikinis, no buddha bowls and all that stuff. So I am screwed!“

Well, no, you are not. Let me show you the Ecomama Hostel, one of my favorite hostels in Amsterdam (link to: https://hostelgeeks.com/best-hostels-amsterdam-netherlands/). On their account they focus on their very own hostel, sharing detailed close-ups and fun photos from the rooms. If you are looking for inspiration on „instagrammy interior design“, then check out Ecomama.

Even the bathrobe in the private rooms has an „OFFLINE“ printed on the back. https://www.instagram.com/ecomamahotel/

Encouraging shares — offline and online

Do you encourage your guests to share their experience on their instagram? It can be worth it. Be a bit creative and think what you can offer your guests so they share your hostel with their friends.

This can be anything from a free drink or free laundry or even a simple pin or sticker you sell from your hostel. Just place a sign somewhere to tag you along with your correct handle (@hostelgeeks, for instance) as well as location. It works wonders!

There are also accommodations offering special discounts to anyone with a certain amount of followers.

All that being said, an outstanding hostel will be shared almost automatically on social media. Scroll up and look again at the 5 examples I shared. These hostels do not actively encourage their guests to take photos and put them online. Yet, it is so obvious and inviting for the guests to do it.

It is fair to say, in today’s world of having a camera always in your pocket, a fantastic looking hostel will receive much more attention than an average looking one.

Mistakes to avoid
Low Quality Photos and Videos

Instagram is 99% photos and videos. So when you post low quality photos and videos, you are doing yourself no favor. In fact, it is better to do nothing than low quality. Invest a few coins in a good smartphone camera.

I also recommend to consider photo editing. It is so easy nowadays. Even I can do it! Great (and FREE) apps are Snapped and Adobe Lightroom.

No hashtags

#Hashtags are a great way for users to find your content. And these can be super powerful since you can reach people you haven’t reached before.

Do your research and use relevant hashtags.

Wrong format

You can upload different formats to instagram. Yet, here is the thing. The „taller“ the photo is, the longer it takes the user to scroll through your photo. If your photo is horizontal/ landscape, a user can scroll through it much faster. This could hurt your engagement rate, and result in less likes and less comments. We always recommend to use at least square photos, or even better, taller ones.

Here are the formats we recommend:

Tall: 1080 pixel width – 1350 pixel
Square: 1080 pixel to 1080 pixel

If your photo is larger, you can reduce it when you post.

Your profile is not complete

I cannot count the number of incomplete hostel accounts I have seen. In fact, while writing this article I was searching for bad examples. The first 5 hostel profiles I opened showed a few mistakes like missing city, country and even link. A complete profile provides the following information:

Name of the hostel
Location: City + Country
Website (or Booking Link, Facebook Link etc)
Contact like phone or email
Short relevant Bio

I created a fictional hostel profile for you. Can you guess where the city of Halmstad is located? Most likely you do not; I certainly did not before I met a local from that city in the south of Sweden. Therefore, remember to add the city AND country. This helps users massively to understand if your profile is worth a follow or not.

Being Spammy

No one wants to see the same photos over and over again in a short window of time. Be relevant, mix things up, and be creative.

Forget to reply

Instagram is very much about engagement. Remember to check your activity, latest comments and messages. Answer any questions you receive as fast as you can. It does not mean you have to check in every 30 seconds! Activate the notifications on Instagram; problem solved.

Post irrelevant stuff

You are running a hostel or at the very least an accommodation or something in the tourism sector. After all, this is why you are reading this article. Make sure you have set your goals and post relevant information. Your hostel is interesting for the people. The things to do in you area is interesting. The staff is interesting, the people staying in your place, the events, the pool area, the facilities. All that stuff that makes your hostel and destination cool can be of interest.

However, photos of your basil plant may not be so interesting. Therefore, focus and post relevant information and photos.

Waste too much time on instagram

Remember, you are running a hostel and your job is to be a home for travelers and fill the beds. It is not your job to be the #1 hostel in the world on Instagram with 1 million followers but no one ever actually visited your place. Instagram can be very artificial and a huge time waster. Focus on your business, and use instagram as a marketing tool.

The Posting Process

Last but not least, let us talk about the actual posting process. We have seen 5 great hostels doing a fantastic job. We have covered the mistakes we should avoid.

Now, let’s get the phone out.

Take or choose a cool photo

Your photo is the most important part. You know this by now. If you are not confident or unsure what photo you could post, just have a look at what previous guests may have posted. Maybe there is already a beautiful photo of your accommodation you haven’t even seen yet. Check out your hostel name as a hashtag and your hostel location. People may have tagged you already hundreds of times.

I want to show you how to find the instagram location of your hostel. Search for your hostel on instagram. Your own profile, the hashtag and most likely the location should pop-up.

As an example I will take again Caveland in Santorini. Open a photo and check the smaller letters below the profile name. This is the location. (see screenshot below). Click on the location and you hopefully find a bunch of photos of your place.

In our case: https:// www.instagram.com/explore/locations/793355721/caveland/

Have a look and you will be impressed. Cute puppies playing around, beautiful boys and girls smiling into the camera around the hostel and sometimes the funny backpacker photos that make you smile.

Good to know: When using a guests photo, remember to tag them accordingly and thank them for their photo. You should also ask beforehand to make sure the guest is ok with you using the photo.

Side-note: The average user is usually ok with you sharing the photos. Bigger accounts may ask for money or something in return.

Text

The photo is key, the text adds more value. Be informative and give a bit of information. No need to write half a book and overthink it. Keep it simple! You can throw in a simple question like „Would you like to hang out at the beach today?“.

I do not recommend to write half a wikipedia article. Instagram is still about photos! 3. Relevant Hashtags

#Hashtags help users to find relevant photos. These are especially important to reach potential guests that are not yet following you. Use a maximum of 15 relevant hashtags. Here’s a few popular hashtags:

Hostelgeeks branded:

#5starhostel
#5starhostels
#hostelgeeks

Hostelworld branded:

#meettheworld
#hostelworld

Others you can adapt for your hostel, city and country:

#designhostels
#boutiquehostels
#besthostels
#visitCITY
#hostellife
#CITY
#YOUROWNHOSTELNAME
#backpackingCOUNTRY

Timing

Do you have a business account on instagram? If so, Instagram gives you more relevant information to help you reach more users. You can find this information when visiting your profile > Insights > Audience.

You can find relevant information about your audience like location, age range, gender, and the time your users are online!

This means you want to post when most of your users are actually using the app. Why is this important?

When you hit publish, instagram shows your photo to a part of the currently active users. If they interact with the photo in any way (like, comment, actually look at it for a few more seconds), the algorithm will show the photos to more and more users. But: If no one interacts with the photo, the algorithm decides the photo is not as relevant and stops showing it to more people.

Location

Add a location to your hostel. You can mix it up between your city and your hostel.

Tagging accounts

In case you used a photo of a different user, make sure you tag and thank them. This is just fair plus people love it when you share their photos. (again, make sure you ask them beforehand to be on the safe side).

Besides tagging the owner of the photo, you can tag along more relevant profiles such as your local tourism board, hostelworld, hostelgeeks and others.

Use Stories

The last step that helps to reach more of your followers and other users is using the stories. Here you can share vertical photo stories and videos from your daily hostel life. Again, Caveland does a wonderful job here! Our best recommendation: Create a story before you actually publish a regular instagram post. The algorithm seems to like this.

Summary

Instagram is a marketing tool that should help you to fill your beds! Use it the proper way and you will succeed. Take the time to evaluate and set goals. How else you can you reach your destination when you do not know where you are going?

Therefore, have fun, share cool photos and be authentic.

Over to you Do you have any questions? We would love to hear from you. Leave a comment below and share your own instagram account.

Bio: Matt and his international team run hostelgeeks.com, the collective of the worlds finest hostels, the 5 Star Hostels. Hostelgeeks.com helps more than 600.000 users per month and +30.000 followers on https://instagram.com/hostelgeeks to find their best hostel option in town with 1 click only — saving the traveller time, headaches and money.

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Facebook

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Instagram

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Send blog posts directly to your inbox. Twice per month, maximum.

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Introducing Pricepoint—A mobile app for revenue management

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FrontDesk Master now integrates with Pricepoint! Connect your PMS or channel manager to this user-friendly mobile app to power your revenue management.

Use dynamic pricing to increase revenue

Airlines, OTAs, and 5-star hotels all use dynamic pricing to increase revenue. It’s a variable pricing strategy, meaning that not every customer pays the same price. Instead, prices are determined by demand at a given moment in time. Pricepoint makes it easy to apply this profitable strategy at your hostel. Using advanced data science, it pinpoints the best prices for each room type, night after night.

You don’t have to be an expert

The purpose of Pricepoint is to make revenue management accessible to everyone, not just revenue managers. So while the technology is advanced, the app is simple. It does the hard work behind the scenes, then presents you with straightforward information:

✓ Dynamic price recommendations: Sell your beds and rooms at optimal prices.

✓ Real-time occupancy forecasts: Get forecasts based on millions of data points.

✓ Competitors’ rates: Use real-time data to benchmark your property.

Still have questions?

We are always happy to chat! Whether you already use FrontDesk Master or you’re thinking of trying our system, contact our sales manager Florencia, at [email protected].

Facebook

Instagram

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Sent directly to your inbox

Hostel Reception Desk 101: Checklist for a Smooth Shift Change

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This post was written by Ewa, the talent behind Don’t Mess with The Receptionist. She has worked in hostels all over, from her home country of Poland to England, Portugal, Spain and the U.S.

If there is one thing that I have learned throughout many years of working behind the reception desk, it’s that no two hostels are the same. All these differences make working in hostels very exciting.

However, some things do not change, like the workflow from one shift to another. I have done it in different manners (as each hostel has its own standards and needs), but the goal is always the same:

Make the change as flawless as possible.

Some of you might know the feeling of excitement when the end of a shift arrives. For some, it’s one of the most desired moments of the day. But it can also be one of the most stressful times: card differences, cash is missing, people are waiting to check in, the phone is suddenly starting to ring all the time (this is what I call overbooking), and you still need to find the error.

I have learned that if the shift change didn’t go well, my entire shift can go…umm, wrong.

In a small-sized hostel it is easier, as fewer people are expecting the reception to complete their check-in and give them all of the tourist information. However, in hostels with over 100 beds, this procedure becomes more stressful because of the time pressure.

But the shift must change. So, how to deal with it?

First of all, you need to have a good property management system that allows you to create reports at the end of each shift. A shift-switch tool. (You don’t need to be Einstein to figure out what purpose it serves ;)). This is the point from where you can start to close one shift and start another.

Below you will find the list of tasks that should be included in the shift-change procedure (made by me—the receptionist):

Create a transaction report from your PMS, including how much money should be in the cash box and how much was paid with credit cards
If you take deposits from guests, your report should also include the total of the deposits that you should have in your deposit box
Make sure two receptionists count the money (the one who leaves and the one who arrives)
Check that the amount from cards matches the total from the card terminal
If there are any differences, the receptionist should find the mistake
Make sure that each receptionist has and uses their own user login
Pass all necessary information and urgent tasks to the arriving receptionist

It’s great if the cash made during the shift is taken from the main cash box and stored in the safety box, until the supervisor, front desk manager or owner can take it to the bank. This prevents too much money from accumulating at reception. Depending on your hostel’s needs, you can establish the base of the reception cash box—let’s say 300 euro—that every shift starts with.

And what to do if there is a mistake?

It often happens that there is a mistake in the type of payment. We tend to make mistakes such as placing a payment by Visa card when it was actually Mastercard, and vice versa. Another common mistake is to place a payment in cash when it was paid by card. These errors can be easily found with the right PMS, one that allows you to filter each transaction by type of payment and quickly correct it to the appropriate one.

Information is the key.

Another very important aspect of the shift change procedure is information. I have learned so many times that passing all information can be the solution for so many possible mistakes or future complaints. Receptionists always need to know what is happening in the hostel. That is why it is inevitable to have some kind of a logbook. It might be in your PMS, in Excel or in an external application. The important thing is that it works and that receptionists use it.

I will always stress how essential it is to have a property management system that fits your hostel’s needs (and is user-friendly)! You might still keep up with your Excel, but I can’t imagine the reception life without a PMS that does half of the work for me. It simplifies daily operations and helps us avoid mistakes.

Establishing a functional checklist for the shift change will spare you and your front desk staff trouble when passing a shift from one to another. Not to mention, it will set you up for a flawless work shift.

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Struggling with staff management? Upgrade your tools

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Your staff is everything

It’s undeniable. Your people are key to your hostel’s success. After all, they have a huge impact on your reviews. And reviews are more important than ever.

“From check in to departure, the staff were extremely warm.” ⭐⭐⭐⭐⭐

“Bad service the housekeeper took my phone charger twice.” ⭐

That’s why we offer a complete toolkit of staff management features. The idea is to keep your staff stress-free and focused.

1) Shift-Switch

This one is our favorite, and probably the most unique. Here’s how it works: When staff balance the till, they can compare their count with our calculations. If there are any discrepancies, they system will require them to type in an explanation. The result? You and your team prevent costly cash-handling mistakes.

2) Shift Audit

What happens when you’re not at the hostel? Off-site management is one key challenge that many properties face. That’s where Shift Audit comes in. This tool records all transactions and activities from each shift, so you can always know what’s happening.

3) Role-Based Access Levels

You want your team to get all the benefits of automation. But maybe you’re also concerned about sensitive financial information. Use role-based access levels to make sure that your whole team has access to the PMS, but only the features they need.

4) Time Sheets

This one is pretty self-explanatory. Use Time Sheets to simplify payroll, prevent timesheet fraud, and avoid time-consuming calculation errors.

Still have questions?

We are always happy to chat! Whether you already use FrontDesk Master or you’re thinking of trying our system, contact our sales manager Florencia, at [email protected].

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Online Invoicing & Police Reports

Make it fast and accurate

Invoicing and reporting. Both are extremely important. Neither are extremely exciting. That’s why so many managers choose automation. Use it to turn hours of tedious tasks into just a few easy clicks:

Customize and send online invoices (logo, language, include/exclude channel commissions)
Automate your tax model
Quickly generate certified reports

These features ensure fast and error-free work. Not to mention, they keep important information in your PMS. So it’s easy find and organize.

A growing list of integrations

Our PMS already integrates with a variety of invoicing and accounting systems. Are you located in one of the countries listed below? Chances are, we offer an integration that’s useful for you. Not seeing your location? Contact us about a potential integration.

Chile
Colombia
Croatia
Czech Republic
Israel
Portugal

Still have questions?

We are always happy to chat! Whether you already use FrontDesk Master or you’re thinking of trying our system, contact our sales manager Florencia, at [email protected].

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Myths vs Facts about Online-Check-in for Hostels

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“If a guest checks in online, they won’t get valuable face-time with reception.” Have you heard this before?

It’s a common misconception.

The truth is that guests will still come to reception to collect keys and present IDs. They won’t miss out on the interactions that really matter, like tours of the property or recommendations about where to eat and what to see.

Another myth? “Online check-in is complicated to set up.”

It takes less than 5 minutes. Click Online Guest Accounts. Click Settings. Click Enable.

“Online check-in will be confusing for new staff.”

It doesn’t require lengthy training. When a guest checks in online, their details appear on your reservation form, their booking status updates on your calendar, and you get an email confirmation.

See for yourself

We can try to debunk myths all day long, but only seeing is believing! Our one-month free trial makes it easy to try online check-in. There’s no commitment or cancellation fee.

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Pre-Arrival Online Check-in, Just Like the Airlines

Online check-in = happier guests & staff

Did you know that FrontDesk Master offers free online check-in? This user-friendly feature makes arrival so much simpler. When guests enter their details online ahead of time, in-person check-in becomes faster and more enjoyable.

It’s also a win for your staff. With the bulk of the data entry out of the way, they have more time and energy for what really matters. Like welcoming guests! Or sharing insider tips about where to eat and what to see. So online check-in can improve guest relations, but that’s not the online benefit. It also makes operations easier:

Prevent data-entry mistakes during check-in
Collect guest details in advance
Spot no-shows
Chat with guests before they arrive

Set up and customize in 5 minutes

Online check-in isn’t complicated. It’s fast, easy, and flexible. Fast because setup takes less than five minutes (click Online Guest Accounts, click Settings, click Enable). Easy because your PMS will always notify you when a guest has checked in online. And flexible because you have the power to customize the process from start to finish:

Customizable guest details: You choose the details that guests must provide during online check-in (such as gender, phone, and arrival time), and your cancellation rules.
Automatic email invitations: You decide when FrontDesk Master will send automatic emails inviting guests to check in online (such as “3 days before arrival”).
Instant updates and confirmations: After check-in, guest details automatically appear on your reservation form, the booking status updates on your calendar, and you receive an email confirmation.

Still have questions?

We are always happy to chat! Whether you already use FrontDesk Master or you’re thinking of trying our system, contact our sales manager Florencia, at [email protected].

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Introducing the Integrated Passport & ID Scanner

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Take the pressure off reception

After several successful months of testing at one of the coolest hostels in Europe, we are excited to announce that the Passport & ID Scanner is ready for shipment! Take the pressure off reception with this easy-to-use tool:

✓ Speed up check-in: Send guest details to the online reservation form in seconds.

✓ Prevent fraud: Automatically verify that each ID is real.

✓ Improve accuracy: Eliminate manual work. No more typing means no more typos!

Just swipe the ID, and check-in is done!

Simply place a passport (or other form of ID) onto the scanner. It will automatically extract and send guest details directly to FrontDesk Master and verify that the ID is real. The scanner is compact and easier to use than mobile apps. There’s no external power supply or moving parts, just a single USB.

Still have questions?

We are always happy to chat! Whether you already use FrontDesk Master or you’re thinking of trying our system, contact our sales manager Florencia, at [email protected].

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Hostels, Airbnb and the desire for authenticity

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It’s no secret that online reviews are more important than ever before. Millennials and Generation Z, especially, are putting their faith in Internet ratings. At the same time, it’s becoming increasingly difficult to tell what’s real online. After all, we’re witnessing the birth (and rapid evolution) of creepily realistic deep fake technology. In the service industry specifically, review fraud has become commonplace. While authenticity becomes trickier to verify online, it’s exactly what guests are craving in real life.

But what exactly does “authenticity” mean? In one sense, it means living like a local, and it may be one reason that today’s hostel travelers are “taking it slow.” They’re spending more time in fewer destinations, instead of breezing through countless cities. This could also be one reason that so many travelers in general are searching sites like Airbnb for “authentic” homestay-style accommodation. They want to walk in someone else’s shoes…but only if they’re relatively clean. In other words, there are limits to the type of authenticity they’re looking for. We can see these limits in common guest complaints on Airbnb: the room was dirty; the host didn’t respond to my questions; the WiFi was too slow!

“Authentic” accommodation can leave guests wanting in more than one area. It’s in these areas that hostels can shine. While hostels have the down-to-Earth feel that guests are craving, they also maintain the level of professionalism that those same guests have come to expect. Professional cleaning? Check. Friendly, trained staff? Check. An understanding of how much guests value connectivity? Double check. Plus, hostels provide a rare opportunity to make lasting memories with both locals and travelers from all over the world. (After all, a fellow backpacker from across the globe is just as exotic as a local host.)

But that’s not the whole story. There is another key aspect of authenticity: Guests today crave a new experience (not to mention the photos to prove it). For many people, the purpose of travel is no longer to relax and refresh. Instead, it’s to experience something new. To come home with an unforgettable story. (Or maybe it’s through these novel experiences that today’s travelers relax and refresh.) Hostels and their local networks are poised for success. In fact, today’s hostel travelers seem to be more willing than ever before to pay a higher overall price for a stay that includes free, built-in experiences.

Clearly, hostels have a unique appeal to young travelers seeking authenticity. And there’s no doubt that these travelers are flocking to sites like Airbnb. In fact, Airbnb is already one of the top three booking sites for Millennial and Generation Z travelers looking for hostel accommodation. Here at FrontDesk Master, we’re happy to help hostels find success on this growing platform.

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Top 3 Reasons to Try a Channel Manager

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Some things are better when they’re done by hand. Managing your booking channels just isn’t one of them. Today, many property managers rely on a channel manager. In this post we explain what a channel manager is and how it can help your hostel.

Man using channel manager on his laptop.

What is a channel manager?

A channel manager is software that makes it easy to sell your property on multiple booking channels. How? By giving you one control panel where you can manage every listing, from Hostelworld to Booking.com and beyond.

Why should you try a channel manager?

There are top three main reasons to try a channel manager today: save time, reduce overbooking, and increase occupancy.

Reason #1: Save hours every week

How much time do you spend updating your rates and availability? Without a channel manager, updates can easily eat up hours every week. With a channel manager, they’re done automatically! For example, let’s say a guest books on Hostelworld. What happens next? Your channel manager automatically updates all of your other listings. This means you don’t have to log into the back office of every booking site.

Reason #2: Reduce overbooking

Overbooking is expensive. First, there’s the cost of relocation. And maybe a small compensation for the inconvenience, too. Then there’s the stress it puts on your staff. Not to mention, the dissatisfied guest, whose negative online review can end up costing you in the long run. The good news is that a channel manager can help you avoid all of this. By coordinating your inventory across all booking sites, it nearly eliminates overbooking.

Reason #3: Increase your occupancy

A channel manager gives you flexibility. The flexibility to try new things until you find what’s best for your occupancy. For example, you can sell one room as multiple room types. Or set different prices and currencies for each channel. Then, learn your guests’ preferences. Like your most profitable booking channel or your top-performing room type.

In Conclusion

A channel manager is the most efficient tool for selling your hostel on multiple booking channels. It saves time by automating repetitive tasks, reduces overbooking by coordinating your inventory, and gives you the data you need to increase your occupancy.

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Facebook

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Instagram

Sent directly to your inbox

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The Key Benefits of a Booking Engine

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Most properties sell their beds on OTAs (online travel agencies) such as Hostelworld. But too many forget about their most profitable options: their own website and Facebook page. In order to use these channels most effectively, you need a mobile-friendly booking engine. In this post, we explain what a booking engine is and the big benefits it offers.

Woman booking a hostel on her mobile phone.

What is a mobile-friendly booking engine?

A booking engine is simply a “Book Now” button that you can put on your property’s website or Facebook page.

Invite guests book directly with you

Whenever someone clicks on the button, they are taken to a page where they can easily book a bed or room directly with you. This means there are no OTAs involved in the booking process.

Make it easy on a phone, too

What about the “mobile-friendly” part? It means that the booking engine looks professional and is easy to navigate on mobile phones. This is extremely important because so many guests plan their trips across multiple devices.

What are the benefits of a booking engine?

There are two big benefits of using a booking engine: increase your revenue and increase your occupancy.

Increase your revenue

Bookings from your website or Facebook page are called direct bookings. And direct bookings put more money in your pocket than those from OTAs. How? By avoiding high commissions. OTAs typically charge a large percentage, whereas booking engines don’t. So, you earn more on every booking.

Increase your occupancy

A channel manager increases occupancy by turning online visitors into in-person guests. Imagine this: A potential guest finds your hostel on Booking.com, then searches online for your website. What’s the best-case scenario? She finds your website, and it’s packed with photos and glowing reviews. Then what? She books directly with you.

Now how about the worst-case scenario? Your potential guest visits your website, but the “Book Now” button is nowhere to be found. Sure, she could call or send an email. But that’s not fast or easy. Who’s to say she won’t click back to an OTA and book a different hostel? Luckily, with a booking engine you can stop missing out on these potential guests.

In conclusion

A mobile-friendly booking engine is a “book now” button that invites guests to book on your website or Facebook page. What are the benefits? Increased revenue and occupancy. How? By making it easy for website visitors to book directly, instead of going through expensive and competitive OTAs.

Facebook

Instagram

Sent directly to your inbox

How and Why to Choose a Hostel PMS

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OTA, REVPAR, POS, CRM…There is no shortage of acronyms in the hospitality industry. If you work in a hostel, then PMS is one you need to know. In this post we explain what a PMS is, the main benefits it offers, and how to choose the best PMS for your hostel.

Hostel staff pointing at software on laptop screen.

What is a PMS?

PMS stands for property management system. Basically, it’s software designed to simplify the job of managing your property. But how? Two words: centralize and automate.

Centralize your daily operations

Imagine all of the tasks that you and your staff have to check off your daily to-do lists. Now imagine logging in to one software platform to manage them all. That’s the power of a PMS! It’s a central hub where all of your operations are always accessible and neatly organized.

Automate boring, repetitive tasks

A PMS can also make your to-do list shorter. How? By automating some of your daily tasks. For example, a PMS can automatically update your reservation calendar or online inventory, apply taxes to your invoices, or even send thank-you emails to your guests.

Desktop vs. online software

There are two types of PMS software: desktop and online. Desktop software has to be installed on every computer where it will be used, while online software doesn’t require any installation at all. In fact, all you need is a web browser. This means that you and your team can use the same online PMS, at the same time, from different devices and physical locations. This also means that you have free, immediate access to new features and system upgrades. There is no need to go through the hassle of purchasing and installing new versions of the software.

Why should you try a PMS?

If we boil it down, there are three benefits that come from using a PMS: increase revenues, save time, and make smarter decisions.

Reason #1: Increase your revenues

A PMS is an excellent tool for increasing revenues at your property. Here’s how:

Sell more beds and rooms, at better prices

Ever found yourself wondering whether you should you list your room as a dorm or private room? With a PMS, you can do both at the same time. This way, you don’t limit your sales. Plus you can set up multiple rates and pricing strategies that put more money in your pocket. For example, automatically adjust your prices according to season, occupancy rate, or booking lead-time.

Sell upgrades, tours, and other extras

Many property management systems include a point-of-sale system (POS). It’s a tool that helps you keep additional revenue streams flowing. Sell and keep track of food, drinks, tours, upgrades, and other “extras.” Automatically add charges to guest accounts, and easily sell to non-guests, too.

Reason #2: Save up to three hours every day

Yes, you read that right. We said three! If it sounds like a stretch now, we promise it won’t by the end of this post.

No more searching

Having one place for everything means that you never waste time searching for anything. No need to flip through paperback logbooks, switch between spreadsheets, or log in and out of multiple software programs.

No more manual work

Automation speeds up tasks that would otherwise take much longer to do by hand. Here are just a few of the tasks that a PMS can expedite:

Modify reservation calendar
Update availability on all booking channels
Record check-ins and check-outs
Manage guest details
Track income and expenses
Customize and generate invoices
Record activities from each staff shift

NOTE: For maximum automation, choose an all-in-one PMS. It includes a channel manager and booking engine, so you can control even more of your operations.

No more mistakes

Automation prevents time-consuming mistakes. How? By cutting down on data-entry tasks that are prone to human error. Things like formula blunders or cut-and-paste mistakes (pssst, they’re more common than you may think). Of course, some mistakes are unavoidable! But when they do happen, you can use a PMS to catch them early. For example, a PMS can help your receptionist spot a cash-handling mistake when balancing the till, before completing the shift change.

Reason #3: Make smarter decisions

Do you know your most profitable booking channel? How about your most valuable room type? Or your best-selling beer? With a PMS, you’re never more than a click away from user-friendly reports that answer these questions. And those answers are essential for making smarter decisions for your property.

How to choose the best PMS for your hostel?

The first PMS software was developed for hotels. But hotels and hostels just aren’t the same. That’s why it’s important to choose a PMS that’s made specifically for your property type. Here’s how to choose the best the PMS for your hostel:

Free hostel features, not paid add-ons

Features that make hostel life easier should be included, not added on for an extra fee. Look for a PMS that includes these features for free:

Manage beds, not just rooms
Sell one room as multiple room types at the same time
Manage complex group bookings
Sell tours, activities, and extra items
Automate pricing models that are practical for hostels (rates, seasons, dynamic pricing strategies, and coupons for direct bookings)

Affordable price-tag

It may be tempting to choose a free system, but a PMS is worth the investment. After all, you don’t want the best feature of your PMS to be the fact that it’s free! At the same time, you shouldn’t pay for hotel features that you won’t ever need. Look for an affordable price tag without sneaky hidden fees. This means that services like setup and training should be included for free.

Optional channel manager and booking engine

Finally, we suggest choosing a PMS that can be connected to a channel manager and booking engine. Why? So you can push information from your booking channels directly to your PMS, and visa versa. The ideal setup is an all-in-one PMS. This means that the PMS, channel manager, and booking engine are all designed to work together. So, you never lose time on setting up integrations between tools from different providers.

In conclusion

A PMS (property management system) is software that simplifies the job of managing your property. In doing so, it saves time, boosts revenue, and gives you access to valuable data for smarter decision-making. To choose the best PMS for your hostel, look for free features that make hostel life easier.

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