Varbergs Stadshotell & Asia Spa is a full-service destination on Sweden’s west coast, combining 120 rooms with award-winning spa facilities, two restaurants and extensive meeting spaces. With high guest turnover and a diverse mix of leisure, spa and corporate guests, the hotel needs fast, reliable coordination between departments every day.
To strengthen efficiency and ensure a consistent guest experience, the hotel uses VisBook as its PMS together with RoomChecking as an operational add-on. The integration between the two systems has transformed how the housekeeping, maintenance, and front-of-house teams work together, replacing manual routines with a fully connected workflow.
A Seamless Integration That Powers Daily Operations
Through the integration, VisBook automatically sends all reservation data straight into RoomChecking, including guest names, stay dates, real check-in/check-out times, rate codes, products, services and conference bookings. RoomChecking turns that information into structured housekeeping tasks, cleaning plans and maintenance workflows.
Cleaning statuses and minibar or damage charges flow back into VisBook, so the front desk always has accurate, real-time information. This two-way connection eliminates miscommunication, removes manual reporting and ensures teams are always in sync.
For a property with multiple buildings, floors and room zones, this accuracy is essential. Varbergs Stadshotell has mapped its property layout inside RoomChecking so that every room, corridor and service area reflects the real-life structure. Tasks are automatically routed to the right person in the right wing, reducing walking time and speeding up response times across the hotel.
Housekeeping Transformation: Faster, Clearer, Consistent
One of the hotel’s major wins is the shift from printed arrival reports and manual notes to automated cleaning types. Because VisBook sends all products and extras directly into RoomChecking, the system automatically creates the correct cleaning assignment, including tasks like:
- Baby cot setup
- Sofa-bed preparation
- VIP arrivals
- Shared-bed configurations
- Extra time for multi-day or multi-guest stays
Every cleaning type includes the correct time or credit value, ensuring fair workload distribution and more accurate staffing. With all standard operating procedures, standards and room-type guidelines available in the mobile app, new cleaners also learn faster. Training time for new housekeeping staff has dropped from five days to just one.
At a glance, housekeeping can see changes in departure and arrival times, special requests and priority rooms. With automated planning, the hotel can forecast workload weeks in advance, schedule staff with precision and avoid both overstaffing and stress peaks.
Operational Results That Make a Difference
The combination of VisBook + RoomChecking has delivered measurable impact for Varbergs Stadshotell and the wider Lotus Group:
- 10 minutes saved per room, per employee, per day
- 31% higher productivity across maintenance, housekeeping, room service and F&B
- Housekeeping costs lowered by 9% year-on-year thanks to skip-clean rules and automation
- Lead time for guest requests cut from 1 hour 10 minutes to just 23 minutes
- Cleaner onboarding time reduced from 5 days to 1 day
- Significant lift in guest satisfaction, with hotels using the integration seeing up to an 18% increase in 4–5 star reviews
Better Communication, Fewer Mistakes, Happier Guests
Staff can report issues instantly using standardized asset lists. Every item—from AC units to minibars—is predefined, removing language barriers and eliminating the messy free-text descriptions that traditionally clutter maintenance systems. Photos and exact locations accompany every task, and automated routing ensures that the right team receives the right job every time.
Guest complaints logged during a stay are handled in real time, instead of waiting for post-stay surveys. Issues are visible to housekeeping, breakfast teams, maintenance and management, making follow-up fast and coordinated. The result is quicker recovery, more positive reviews and a smoother guest journey.
Lost & Found is also fully connected. When a cleaner uploads a photo of an item, RoomChecking instantly links it to the correct VisBook reservation, making it easy for reception to return items before guests even leave the property.
One Operational Platform for the Entire Hotel
Beyond rooms, the hotel also manages public areas—corridors, spa zones, restaurants, meeting spaces and outdoor areas—directly within RoomChecking. Scheduled cleanings, preventive maintenance and inspections all run on automated routines generated from VisBook data and hotel-specific standards.
With automated reporting, managers receive daily or weekly summaries without manually collecting data. Whether it’s room status, lost-and-found shipments, maintenance trends or vendor reconciliation, every report arrives on time, already formatted and ready to use.
A Complete Solution from Visit
Not only do VisBook and RoomChecking integrate with one another, but integration with other Visit products allows for Varbergs Stadshotell to be operated with the confidence that comes from a complete tech stack.
BookVisit, Visit’s internet booking engine and channel manager, allows for Varbergs Stadshotells guests to book directly with them online. The experience is seamlessly integrated into their website, allowing guests to explore packages and allowing for upselling during the booking process. This reduces the number of guests that book via OTAs, allowing Varbergs Stadshotell to regain lost revenue and giving them the chance to create a stronger relationship with their guests.
Naturally, all bookings that come via BookVisit, as well as via OTAs, arrive into VisBook automatically. This takes time away from manual processes and creates more time for staff to spend with guests.
A Modern, Data-Driven Operation
By connecting VisBook with RoomChecking, Varbergs Stadshotell has replaced manual processes, paper notes and guesswork with a unified, data-driven approach.
The result is an operation that is faster, clearer and more consistent—from housekeeping to maintenance to front desk. Most importantly, it frees staff to focus on guests instead of admin, helping the hotel deliver the high-quality experience it is known for.
