Handling Drop-Ins and Group Bookings Without the Friction

With such a wide range of accommodation types and guest preferences to manage, having a system that keeps up with the pace of the day matters. During the busy summer season in particular, the ability to handle spontaneous arrivals quickly makes a real difference.

“The quick-allocation function in the PMS makes it possible for us to quickly place drop-in guests directly into available slots,” explains Camilla.

Group bookings bring their own set of requirements, and the team has found the notes function particularly useful for keeping track of the details. “For group bookings including children, we use the notes fields extensively. We clearly divide the rooms, for example, which rooms are for girls, boys, and accompanying parents. It’s very practical because it’s immediately visible upon arrival.”

Linn Thulin Vikman, also a Reception Team Lead, adds that having notes visible directly on arrival and departure lists is especially helpful when things get busy. “It’s really convenient on a summer day when it’s completely full. You get all the information you need without any clutter, and if something is added, it’s just a quick click to view it.”

 

Keeping Guest Communication in One Place

The team also makes use of the PMS’ email integration, which logs guest correspondence directly within each booking profile. When a guest writes in with several questions ahead of their stay, the reply goes through the PMS so the whole conversation stays in one place and is easy for any team member to pick up.

“If someone emails in with a lot of questions about their stay, like bedding, bringing a dog, or needing a baby cot, we reply via the PMS,” says Camilla. “That way, it’s all logged and easy to track later without having to search through the inbox.”

For a team managing multiple bookings across a busy season, that kind of visibility reduces confusion and saves time.

Keeping Guest Communication in One Place

The team also makes use of the PMS’ email integration, which logs guest correspondence directly within each booking profile. When a guest writes in with several questions ahead of their stay, the reply goes through the PMS so the whole conversation stays in one place and is easy for any team member to pick up.

“If someone emails in with a lot of questions about their stay, like bedding, bringing a dog, or needing a baby cot, we reply via the PMS,” says Camilla. “That way, it’s all logged and easy to track later without having to search through the inbox.”

For a team managing multiple bookings across a busy season, that kind of visibility reduces confusion and saves time.

 

Two Locations, One System

Lisebergsbyn is not the only site the team looks after. They also manage Lisebergs Camping Askim Strand, which operates during the summer season. Having both locations accessible within the same system makes it straightforward to keep an eye on what is happening across sites.

“We regularly check each other’s bookings and statuses between Askim and Lisebergsbyn,” says Linn. “We rarely book on behalf of each other to avoid confusion, but it’s great to have that visibility.”

 

Training New Staff and Getting Support When It Is Needed

Bringing seasonal staff up to speed quickly is a familiar challenge in hospitality. At Lisebergsbyn, new and returning seasonal employees go through four training days, with a significant portion of that time focused on the PMS.

“It’s a lot for them to take in at first, but we guide them through the basics and make sure they know how to handle the most common tasks,” says Linn.

When questions come up outside of training, the support team is easy to reach. “I feel you get a lot of help when you call support, and no question feels too silly to ask,” says Camilla. The team also updates their own internal manuals each year and makes regular use of the support site for quick answers.

 

Still Exploring

For Camilla and Linn, VISIT’s All-in-One PMS has become a core part of how Lisebergsbyn runs day to day. But they are the first to admit there is more to discover. Looking ahead, the team hopes to make more use of conference package features and continue exploring functionality they have not yet fully tapped into.