Cubilis
By Stardekk NV
Cubilis typical implementation process:
Initial Consultation and Account Setup: After selecting Cubilis, you begin with an initial consultation to determine your property’s needs and set up your account and subscription plan.
Onboarding and Guided Tour: Cubilis provides a guided tour of the platform, introducing you to the main features and navigation. This onboarding can be rewatched at any time, and a help button is available for ongoing assistance.
Property and Room Configuration: Enter property details, configure room types, rates, availability, and policies in the central dashboard. You can also set up rate plans, seasonal pricing, and restrictions.
Integration with Channels and Partners: Connect Cubilis to your chosen OTAs, PMS, payment processors, and other third-party systems using Cubilis’s marketplace of over 400 integrations. Self-service options are available for many integrations.
Customization and Feature Setup: Customize your booking engine, calendar, notifications, user roles, and access rights. Set up invoicing, housekeeping, and other operational features as needed.
Testing and Data Import: Test the booking flow, synchronization, and integrations. Import existing bookings or data if required, and verify that rates and availability are syncing correctly.
Staff Training: Provide staff with access to walkthroughs, FAQs, and the help center for training. Ongoing support is available in multiple languages, and personal assistance can be requested.
Cubilis can be customized to fit specific business needs in several ways:
Customizable Booking Engine: The Cubilis booking engine is fully responsive and can be tailored to match your website’s look and feel, including colors, texts, and branding.
Ratebox Personalization: The Ratebox feature allows you to personalize its appearance, display custom advantages (like free breakfast or special promotions), and adjust texts and colors to fit your marketing strategy and website design.
Flexible Rate and Pricing Management: You can easily set up discounts, seasonal pricing, different rate plans, and special offers, optimizing your pricing strategy for different periods or guest segments.
Integration with Multiple Systems: Cubilis integrates with over 350 PMS, RMS, OTAs, and payment providers, allowing you to connect your preferred systems and expand functionality as your business grows.
Custom Arrangements and Packages: You can create and promote custom arrangements or packages directly through your website, targeting specific guest needs or events.
Multi-Channel Distribution: The platform supports customizable connections to major OTAs, GDS, and metasearch channels, letting you select and manage the channels most relevant to your business.
Mobile Optimization: The booking engine and Ratebox are optimized for mobile, ensuring a seamless experience for guests booking on any device.
User Roles and Access: Flexible user rights and roles can be configured for staff, allowing you to control access and responsibilities within your organization.
Customizable Notifications and Communication: Automated notifications and guest communications can be tailored to your operational preferences.
Integration on Social Media: The booking engine can be integrated with your Facebook page, extending your direct booking capabilities to social platforms.
Cubilis has several additional costs beyond the base subscription. There is a required unlimited support fee of €10–15 per month, which must be added to your plan. An onboarding or setup fee is also common, with some sources specifying a one-time charge of €495 for initial setup, especially for smaller properties or certain subscription tiers. The monthly subscription itself starts at €30 for the Channel Manager or €40 for the combined Channel Manager and Booking Engine, with prices adjusted based on the number of rooms or properties.
Maintenance and software updates are included in the subscription, so there are no separate maintenance charges. Support is included as part of the required monthly support fee, covering email, phone, chat, and help desk access.
Training Provided: Cubilis offers comprehensive training resources and tutorials designed to help new users understand and effectively utilize the platform’s features. This includes guided onboarding sessions where a dedicated team assists users from the initial setup through integration with existing systems, ensuring staff become proficient in using the software. The training is structured to cover all core functionalities, from reservation and channel management to revenue optimization and reporting.
Support Options: Cubilis provides a robust support system to ensure users have ongoing assistance as they adapt to the platform. Available support channels include:
A knowledge base with documentation and tutorials.
The support team is accessible round-the-clock, particularly during the onboarding phase, to address any questions or technical issues that may arise, ensuring a smooth transition for new users.
User Experience and Onboarding: Cubilis is recognized for its user-friendly interface, which facilitates quick adoption by new staff and minimizes the learning curve. The onboarding process is streamlined, with step-by-step guidance provided by Cubilis experts. New users also have access to a free trial period, allowing them to explore the platform’s capabilities before making a financial commitment
Cubilis implements several industry-standard security measures to protect user data:
Data Encryption: Cubilis uses encryption to safeguard data, ensuring that sensitive information is protected both in transit and at rest.
Regular Security Audits: The platform undergoes regular security audits to detect and address potential vulnerabilities, maintaining a high standard of security.
Access Controls: Before providing access to personal data, Cubilis may require proof of identity and sufficient information to verify the requestor, preventing unauthorized access.
Data Accuracy and Rights: Users have the right to access, correct, restrict, or delete their personal data, and Cubilis strives to keep all personal information accurate and up to date.
Data Breach Prevention: Cubilis takes all necessary measures to prevent data breaches and has procedures in place to respond to and notify users of any suspected breaches, in compliance with legal requirements.
Cubilis’ policy on data ownership and portability is aligned with European data protection regulations, giving users significant control over their personal data:
Data Ownership: Users retain ownership of the personal data they provide when using Cubilis services. The company processes and stores this data as needed for its operations, but users have the right to access, correct, and request deletion of their data if it is no longer needed or processed unlawfully.
Data Portability: Cubilis users have the right to request a copy of their personal data and to have it transferred to another data controller in a structured, commonly used, and machine-readable format, provided the legal requirements are met. This enables users to move their data to another provider if they choose, supporting the right to data portability as defined by GDPR.
Access and Requests: To exercise these rights, users may be required to provide proof of identity and sufficient information to locate their data. Cubilis aims to fulfill such requests promptly, typically within one month, and provides data via secure, encrypted channels.
Cubilis offers flexible terms that allow organizations to scale their usage up or down as their needs change:
Instant Synchronization and Centralized Management: Cubilis enables users to instantly implement changes to rates, availabilities, and channel connections via a central dashboard. This means properties can quickly add or remove rooms, rate plans, or distribution channels without lengthy processes or downtime.
Customizable Rate Plans and Packages: Users can easily set up, modify, or remove rate plans and packages to respond to seasonal demand, special events, or organizational changes. This flexibility supports both scaling up (adding more offerings or channels) and scaling down (reducing inventory or simplifying rate structures) as needed.
Subscription Model: Pricing is based on a monthly subscription, with options to select only the modules and integrations required. This allows organizations to adjust their subscription level as their property portfolio or operational needs expand or contract.
No Mention of Long-Term Lock-in: While there is an onboarding fee and required support cost, Cubilis does not indicate restrictive long-term contracts, suggesting users can adjust their service level with relative ease.
Contract Renewal
Automatic Renewal: Unless otherwise specified in your agreement, Cubilis subscriptions automatically renew for additional twelve-month periods after the initial term.
Initial Term: The subscription begins on the effective date and continues for the duration specified in your ordering document or agreement.
Opt-Out of Renewal: Either party can prevent automatic renewal by providing at least 30 days’ written notice before the end of the current subscription term. If no notice is given, the contract renews automatically for another year.
Contract Cancellation
Standard Cancellation: To cancel a Cubilis subscription, you must contact their support team directly. The specific cancellation process and any applicable policies may vary depending on the product or service, so it’s important to consult your agreement or reach out to Cubilis for precise instructions.
Notice Period: Cancellation (non-renewal) requires at least 30 days’ written notice before the end of the current term. If this notice is not provided, the contract will renew for another term.
Termination for Cause: Either party can terminate the contract immediately if the other party materially breaches the agreement and fails to remedy the breach within 30 days of written notice, or if the other party becomes insolvent or undergoes similar financial distress.
Billing Frequency: Agreements are typically billed annually, but conversion to monthly invoicing is possible upon written request.
Free Trial: Cubilis offers a one-month free trial for the booking engine, allowing new users to try the service before committing to a paid plan.
Cubilis meets the following key compliance standards:
PCI DSS (Payment Card Industry Data Security Standard): Cubilis is PCI-compliant, which means it adheres to the strictest security requirements for handling and processing payment card data. This ensures that guests’ personal and financial information is processed with full confidentiality and robust security measures.
SOC 2 Type 1 (with Type 2 in progress): Cubilis has achieved SOC 2 Type 1 certification, which validates that its systems and controls are designed to meet the trust service principles for security, availability, processing integrity, confidentiality, and privacy. SOC 2 Type 2, which demonstrates operational effectiveness over time, is in progress.
