The typical implementation process for inReception software:
Account Setup and Plan Selection: Register, select the suitable subscription plan, and set up the property in the cloud system.
Initial Configuration: Enter property data such as rooms, rates, seasons, and availability into the dashboard.
Booking Engine Integration: Integrate the booking engine with the property's website and social media for direct reservations.
Channel Manager Connection: Connect and synchronize with OTAs and other marketing channels to manage rates and inventory in real time.
Staff Training and Onboarding: Conduct team training using provided resources and guides, supported by inReception’s customer service if needed.
inReception can be customized to fit specific business needs, offering flexible modules and configurable features commonly required across different types of hospitality businesses.
Property & Room Configuration: Users can set up different room types, numbers, rates, packages, seasons, and restrictions to match the property's unique offering.
Rate & Pricing Management: Custom rate plans, promotional packages, seasonal pricing, and restrictions can be defined to optimize revenue.
Booking Engine Integration: The booking engine can be integrated and styled on websites and social media, delivering a seamless direct booking experience tailored to the brand.
Channel Manager Setup: The platform allows customizable connection and synchronization with selected OTAs and sales channels, letting businesses choose only those required for their strategy.
Reporting/Analytics: Users can generate and download various customizable reports (sales, occupancy, payments, etc.) in different formats (PDFs, spreadsheets) to fit business workflows.
Logo and Branding: Features like inReception Pay allow property owners to display custom logos and branding on payment interfaces, enhancing brand recognition for guests.
Communications & Marketing: The system supports customizable marketing campaigns, newsletters, and guest communications, allowing tailored messaging for different segments.
Workflow Flexibility: Users can enable or disable modules, set multi-property or single-property configurations, and define their operational flow based on individual preferences.
inReception is designed with transparent, low-cost pricing and minimal additional fees for most users. Here are the key details on additional costs:
No Setup Fees: There are typically no setup or activation fees for standard account registration and property setup.
Subscription Costs: The standard subscription starts at €3.00 per user per month, and there is a free plan available for single-resource properties.
No Maintenance Fees: There are no separate ongoing maintenance charges; platform updates and basic maintenance are included in the subscription.
Support Charges: The platform includes basic customer support at no additional cost. This covers live chat, email, phone support, knowledge base, and FAQs.
Payment Processing Fees: If using inReception Pay for credit/debit card payments, there are transaction fees (starting at 1.5% + €0.35 per card charge for European cards), but no fixed or hidden costs for activating payment features.
Hardware Purchases: To enable certain payment features (e.g., in-person terminal payments), purchasing hardware like a BBPOS WisePOS E terminal is required for a one-time cost (about €250) if needed.
inReception offers training and support to new users to ensure smooth onboarding and effective product use.
Guided Onboarding: Step-by-step assistance during account and initial property setup helps new users quickly learn the interface and core functions.
Documentation & Knowledge Base: Access to extensive online guides, FAQs, and instructional materials for self-paced learning.
Live Training: Personalized training sessions or live rep support are available for those needing direct guidance through particular features or integrations.
24/7 Live Rep Support: Users can reach a support representative at any time for troubleshooting and account-related questions.
Email & Phone Support: Accessible support via email and phone for complex or urgent matters.
Live Chat: Quick problem resolution and real-time help during system use and setup.
inReception implements several important security measures to protect user and guest data, in line with industry best practices and regulatory requirements.
Cloud-Based Architecture: All data is managed in secure cloud environments, reducing risk from local device loss or theft.
Data Encryption: Sensitive data is encrypted both at rest and during transmission to prevent unauthorized access or interception.
Access Controls: User roles and permissions restrict access to sensitive information, so only authorized staff can view or edit confidential data.
GDPR Compliance: inReception complies with the European GDPR, applying strict data privacy protocols, transparent data handling, and clear data subject rights management.
No Local Installations: By operating entirely without local installation, the platform minimizes exposure to local malware or network vulnerabilities.
Regular Backups: Data is regularly backed up and can be restored in the case of accidental loss or technical issues.
InReception releases updates regularly, with new features, security patches, and performance improvements often delivered automatically to all users.
Frequent Updates: As a cloud-based platform, inReception typically provides multiple updates per year, with minor improvements, bug fixes, and occasional new features being rolled out regularly.
Automatic Deployment: Updates are managed centrally and deployed automatically to all users, requiring no manual installation or user intervention.
No Downtime: Most updates are seamless and occur without system downtime, ensuring uninterrupted operations for properties.
Release Notes and Communication: Users are notified of significant releases via platform notifications, emails, or update logs, ensuring transparency about new features and changes.
inReception’s policy supports strong data ownership for its users and robust data portability, allowing businesses to remain in control of their information at all times.
User-Owned Data: Property owners and account holders retain ownership of all property, booking, guest, and transaction data entered or generated through inReception.
No Data Use without Consent: inReception cannot use, share, or monetize customer data for third-party purposes without explicit consent, aligning with GDPR and privacy law requirements.
Right to Erasure: Users can request deletion of their data from inReception systems as part of GDPR “right to be forgotten” compliance.
Easy Data Export: Users have built-in options to export their data (such as reservations, customer lists, invoices, and financial records) in common, structured formats like CSV and PDF.
Portability at Contract End: When leaving inReception or at any point, businesses can retrieve all their key records, supporting transitions to new systems or local storage without barriers.
inReception offers highly flexible terms for scaling up or down according to organizational needs, allowing users to adjust their subscription and resources as operations change.
Upgrade Plan Anytime: Users can add resources or upgrade their plan whenever their business expands (e.g., adding more rooms or users); upgrades are typically applied immediately or within the same billing cycle.
Add New Properties or Channels: Multi-property support and channel manager allow quick scaling across locations, distribution channels, or staff roles.
Transparent Pricing: Costs simply adjust according to usage, with clear per-user, per-resource pricing and no hidden fees.
Downgrade or Reduce Resources: Users can decrease their plan or remove unused features and resources at any time without penalty.
Effective Next Billing Cycle: Downgrades take effect at the next billing cycle, and only pay for active usage.
No Long-Term Lock-in: The absence of fixed contracts allows organizations to scale down with no long-term obligations or cancellation fees.
Self-Service via Dashboard: Changes to plans—whether scaling up or down—can be managed directly through the inReception dashboard, making it easy and fast to respond to operational changes.
inReception offers contract terms that are highly flexible, transparent, and user-friendly for both renewal and cancellation, emphasizing ease of use and no binding obligations.
Automatic Renewal: Subscriptions usually renew automatically at the end of each billing period unless explicitly canceled.
No Fixed or Long-Term Contract: Users are not locked into lengthy agreements; plans operate on a month-to-month basis or as selected per plan.
Plan Flexibility: Users can upgrade, downgrade, or switch plans anytime, often effective from the next billing cycle.
Notification: Users are typically notified ahead of renewal, and changes can be managed from within the user dashboard.
Cancel Anytime: Subscriptions can be canceled at any time directly from the account dashboard, with no penalties or additional fees.
No Cancellation Fees: There are no cancellation or early termination charges—users only pay for the active subscription period.
Immediate Effect or End-of-Period: Cancellation is usually effective at the end of the current billing cycle, after which service access is discontinued.
Data Access Post-Cancellation: Users can typically export their data before account closure to ensure retention of historical information.
inReception software complies with major hospitality and data protection standards to ensure safe and lawful management of sensitive information.
GDPR (General Data Protection Regulation): inReception adheres to the EU’s GDPR requirements, which govern the handling, processing, and protection of personal data for guests and staff. This involves transparency in data collection, secure storage, access controls, data rights management, and upholding data subject consent and erasure rights.
PCI DSS (Payment Card Industry Data Security Standard): For payment processing via inReception Pay, the platform implements PCI DSS-compliant methods to protect cardholder data and secure online and in-person payment transactions. This includes encryption, restricted access, and continuous monitoring for payment data.
inReception
By INSIGHT SRL
