Property Management System

Customer Relationship Management

Point of Sale
Global Connections to GDS/IDS/OTA
Web Interactive Booking Engine
Events & Banqueting
Guest Service Center
Accounts Receivable (City Ledger)
Spa
Central Reservations System
Sales and Proposals
Intelligent Reports
Managers Snapshots
Self Service Kiosk
Experience and Expertise
Optima Hotelgeniusatwork is global
leading software for the hotel and
hospitality industry. Designed for
both the midmarket and luxury hotel
sectors, with the target of creating
the best possible software for the
hotel industry, Optima is adjustable to
manage any type of hotel operations.
Flexible customized configuration
Optima philosophy is that although all
hotels are the same, each hotel and
hotel chain is managed and operated
differently. Numerous parameters help
the hotel customize the system to fit
its own procedures and needs.
A dedicated support team is available
24 hours a day, 7 days a week to meet
all our clients requests.
Powerful E-Commerce
In a rapidly growing E-commerce
environment, Optima
Hotelgeniusatwork provides you the
tools to manage both B2B and B2C
relations. These tools create a dynamic
selling environment on the Web as well
as on-line connection to leading booking
sites, travel agents and tour operators
systems around the world.

Technology
State of the art; Windows
based Hotel Management
System that incorporates the latest
in advanced technology. Optima is
designed to provide all the features of
a sophisticated Front Office System
integrated with other computerized
hotel applications on one relational
SQL database in local or cloud
environment.
Uniqueness
A brilliant and clear user interface
makes your work with Optima smoother
and smarter. Reports and information
searches are equipped with a unique
drill down concept matched by no
other software. All Optima line
applications are integrated using a
single image open database, allowing
full access to data across all modules
and all hotel departments.
 I was very happy to meet a system that is up to date

in all aspects, star ting with its famous ease of use, exceptionally

detailed repor ts and information and the ex traordinar y

methods of one keystroke revenue management

Mr. David Bernas

General Manager, Vitkov Hotels, Prague.

Property Management System

Complete reservations module
Comprehensive guest history and mail merge
Dynamic rooms availability chart
Complete folio control
Unlimited number of folios per guest
Concierge and information
Sophisticated user defined packages and plans
Group reservations with flexible number of room types, rooms,
guests, plans and statuss

Unlimited number of tariffs and daily rates tables in any currency

Dynamic revenue management
Housekeeping and room maintenance
Automatic or semi-automatic night auditing procedures
Thousands of reports plus and advanced report generator
Multi currency payments, charges and invoices
Full management of VAT and other taxes suitable to any countrys
laws

Fully interfaced with all leading PABXs, E-Locks and Pay-TV

systems.

Efficient Management
Optima PMS places all the vital
information needed for optimum
operation at the managers fingertips.
All information can be viewed on-line,
printed in a large variety of reports
or shown on graphs. Advanced icons
and color-coding give the managers
an excellent overview of all hotel
operations and allow them to maintain
precise management controls. It
is a profitable marketing tool, as
it captures a wide range of data
needed to make the correct marketing
analysis. Information analysis is
simple, quick and precise, emphasizing
revenues, budgets and yearly
comparisons in combination with data
of occupancy, segmentation and other
guest information.
Better performance
Optima PMS enhances reservations
management, upgrades guest services,
boosts staff productivity and improves
marketing and sales performance for
all types of hotels. It provides the
hotels with the tools necessary to
run better, more personal and more
efficient revenue management, the
result being an increase
in the average price and
the occupancy of the hotel,
in an environment that is
constantly more demanding
and more competitive.
Accounting and billing
module
Optima handles all
aspects of multi-currency
transactions and all types
of VAT and other taxes and
charges. Invoicing for non-
room folios and unlimited
number of sub-folios per
guest. Automatic cash flow
calculation and control for
each front desk agent at
any time.
Report module with an extensive
report generator
Hundreds of versatile reports logically
sorted for all levels of operations and
management. Statistical, occupancy
and work assignment forecasting
reports. Optima allows drilling down
from the reports down to the very last
details that build it.
Electronic Fax Module (EFM)
Paperless Reservations office! Allow
PMS supervisor to sort, move and re-
arrange faxes by different categories
and files. (EFM) Simply attach faxes
emails and other documents to
reservations for anyone to view at any
time, anywhere.
Interfaces to third party systems
Numerous sophisticated interfaces to
PABX, Electronic Key Card Systems,
Interactive and Pay-TV Systems,
Electronic Mini Bar Systems and other
peripheral systems.
 Optima has managed to answer every need and idea that

we come up with and allows us to operate at technological levels

that most of our competitors cannot even dream of

Daniel Roger

General Manager, Leonardo Hotels.

Optima CRM
Complete account management of hotel guests, travel agents and
companies.

Fully integrated with all Optima products.

C alculations of Guest Value and display across all Optima products
(PMS, POS, Spa, Oscar etc.)

Management of multiple Loyalty Programs and Clubs.

Sales Force Automation.
Dynamic user defined dashboards.
Management of tasks per user or account.
Call centre module connected online to Optima PMS.
Match and Merge process to keep clean guest data across all
hotels in the group.

Management of Campaigns and Mailing Lists.

Quick conversion of opportunities into actual Optima reservations.
Advanced reports combining actual statistics and forecast data
taken from Optima.

Smartphone capabilities to use Optima CRM on the go, wherever

you go.
Professional Guest Management
Optima CRM gathers and manages
information on hotel guests, travel
agents and companies, market
segments, groups and sources of
business.
The CRM database collects information
about the guests including demographic
information (Email, phone numbers,
dates of birth, anniversaries, etc.),
hotel preferences personal preferences
and culinary preferences, details
of their reservations at the hotel,
statistics on revenues and the guests
interests, drawing an overall picture
about the guests behaviors and
preferences.
Optima CRM is used by hotels to
support sales and marketing efforts,
increase guest service levels and make
the relationship with the hotel and its
customers more efficient.
CRM Built for Hotels
Optima CRM works transparently
with all Optima Line products using
the same single image database. It
calculates guest value by user defined
factors and classifies hotel guests
according to different parameters
and types of guests data and
allows different actions based on
this information. The guest value is
translated into clear icons, which
are integrated together with the
quest picture in Optima PMS, POS
and Spa windows for the optimal
implementation of CRM concept
throughout the hotel departments.
Sales Force Automation - SFA
Optima CRM manages sales
representatives, sales leads and
sales opportunities, tasks including
target dates with tasks tracking and
performance. Sales leads are easily
converted to active accounts while
opportunities are instantly converted
into actual Optima bookings when
materialized. Budgets and targets may
be set for all sales reps on customer
levels and cumulative level with actual
performance taken from the PMS.
Call Center
Optima CRM reviles new approach to
CRO management when, like in other
industries, the booking process starts
with the identification of the customer
giving specific sales instruction as per
pre defined parameters such as guest
value, segment, preferences and others.
Multiple Loyalty Programs
Optima Loyalty Programs are
integrated into Optima PMS based
on centralized guest profiles. This
powerful loyalty program management
tool allows hotels to implement multiple
loyalty programs with different gain and
redeem schemes.
Campaigns & Mailing Lists
Optima CRM allows creation of mailing
lists to guests and customers based
on information gathered about guests
and groups of guests behaviors and
preferences. Mailing lists can also be
set according to specific events which
are pre- defined such as email after
check out and email before check in.
 After been in the industry for over 10 year and having worked on

many Front Office systems, it has been a definite breath of fresh air having made

the revolutionize change to a complete product such as Optima

Ms. Mandy Stein

General Manager, Don Johannesburg International.

Optima Point Of Sale

Table Service Outlet for restaurants and other table management
outlets.

Quick Service Outlet for fast food counters and shops management.
Remote kitchen printers.
Acceptance of cash, cheques, credit cards, foreign currencies and
other methods of payment.

Unlimited number of items with unlimited number of prices.

Happy Hour defined to each POS separately.
Cashiers control - Sales, returns, reductions, credits, X reading
including cash drawer log.

POS control - Cashiers list, sales, returns, reductions, credits, X

reading and trial balance.

Business control - POS reports to each station separately as profit

centers.

Enterprise control - Business reports, cash flows and cashiers for

any level.

Enterprise Z reading done from Optima PMS during night process.

Optima POS is an advanced computerized
system for restaurants, coffee shops,
fast food counters, pubs, shops and other
hotel outlets. Optima POS produces a
solution for all managerial needs such as
cash register management, printing job
orders to the different food preparation
sites (kitchens), price management and
price equivalents. Optima POS is fully
integrated with Optima PMS and Optima
Events using one single image database
with no interfaces and no breakpoint.
Room charges are done directly to the
guests folios and charge details can be
viewed from the PMS folios.
Items are grouped into menu groups and
main groups for easy daily operations by
waiters and cashiers. Quick one button
cash payment process speeds up activity
in busy outlets.
Options for additional connections:
Cash drawer, touch screen, magnetic
cards reader, connection to credit
cards center, multi stations, interface
to financial and inventory back office,
export of information to Microsoft work
tools.
Optima Global Connection
Optima Global Connection is a revolutionary interface between Optima PMS to the
GDS and IDS channels allowing seamless integration between Optima PMS and
the various global booking channels. This integration
enhances the control on distributed prices and
availability while receiving all reservations
from these channels directly to the
hotels database.

Interface to the GDS

Optima Interface to the GDS allows you to update rates, inventory and restrictions
across multiple third-party sites from a single platform. You can manage all the GDS
and third party web sites with the same effort required to manage them in your
own PMS. Optima PMS combines the expertise in channel management connection
technology with extensive knowledge of hotel business processes that provide the
leading on line distribution solution that fits your hotel needs.
Optima Interface to the GDS allows you to:
Reduce time spent managing extranets with the efficiency of one interface
Automatically load inventory into channels to sell excess inventory
Construct and update parity groups to easily accommodate dynamic pricing decisions
Access a display of current inventory, prices and restrictions across multiple sites in
real-time
Provides you with flexibility when choosing which sites to update and allows you to
easily execute pricing changes.

Interface to IDS
Optima automates the exchange of booking information with various global booking
web sites.
Optima exchanges rates, restrictions and inventory information on line, retrieves
bookings and booking updates and inserts them automatically into the PMS.

This automatic process saves the costly resource required to maintain rates in
several systems and manually input reservations received via fax or email and saves
the charges of a intermediate third party between the PMS and the booking site.
 Optima Mobile
Booking Engine
Optima mobile booking engine offers complete freedom to make
your reservations directly on your mobile device no matter
where you are or what time of day it is. The Mobile booking
engine supports any Smartphone including iPhone, Blackberry,
Nokia, Android, Samsung and others and is adjusted to meet the
needs of businessmen as well as city travelers allowing fast and
mobile-phone friendly booking process.

Customized
Professional Hotel
Website
Optima web site content management system (HWS/CMS), is a
web based application administrating the hotel home site on the
Internet. It is part of a complete web site management solution.

HWS/CMS manages all the information of the hotel, published

Optima Interactive
on the hotel web site, including general information, rooms
description, restaurants and bars, attractions in the hotel and
other services given by the hotel. Each information page includes

Booking Engine
Optima Interactive Booking Engine is a real time two way interface between Optima
PMS and the hotels Web booking site.
The Optima Booking Engine is a .NET based, on-line Internet booking system allowing
direct (though limited) Internet access to the hotels Information System and
database, with no need for external interfaces, for optimal usage of real time data
obtained directly from the core of the information system.
designed text and pictures and may include videos, virtual tours
and search engine optimization information. All the information
can be written in different languages.
HWS/CMS is a robust, interactive, editable engine that gives
the hotel team the ability to create content, update information,
and post information and pictures to the hotels website from
everywhere without any technical knowledge.

Optima Interactive Booking Engine allows direct individual bookings, company

individual bookings based on companys negotiated rates and agreement,
direct cancellations of bookings and dynamic prices and special offers
information.

Optima Interactive Booking Engine is created as a Web face to

Optima PMS aimed at customers on the Internet. It allows
the customer, whether an individual or a company, limited
access to hotel information with the possibility of creating,
modifying or canceling reservations. Availability and prices
are taken directly from the real hotel database, using a
pre-defined factor, so that it is always accurate. Prices are
dynamic and are taken from the flexible price codes defined
in Optima. Any change in occupancy or price policy will
influence the Internet users immediately, the same way they
affect the reservation clerks in the hotel.
 It is the start of a new generation of hotel software. No

software is as easy to handle as Optima. It combines the cutting

edge solutions of a host of other programs and offers solutions for

all day-to-day problems. It is a pleasure to work with optima in our

hotel as it presents a good future investment for any hotel.

Sebastian Horn

Front Office Manager, Mercure Airport Hotel Hamburg

Optima Events and Catering

Combination of hotel rooms and conference rooms under one
main reservation

Management of one folio per congress that includes all

components (hotel rooms, conference rooms, banqueting halls,

meals, accessories)

The use of joint dining rooms allows calculation and limitations of

the number of covers in each dining room at any given hour

One meal forecast for the hotel includes all meals of hotel guests
and events participants

Book quickly conferences based on pre defined packages.

Various operational booking status (option, tentative, reserved,
paid, canceled, waiting)

Follow up and cutoff dates

Complex halls and hall arrangement
Accessories from predefined list of accessories, depending on
accessory availability

Standard dining room meals, standard menus and special menus

for family events

Multi lingual agreement forms

Optima Events works under open
architecture and is built both as a
standalone system and as a module
inside the Optima PMS. The module
handles the processes of catering,
banqueting, events and conferences
integrated with all the functions of the
Optima Property Management System.
The exceptionality of this module is the
integration between room reservations,
meals and conference rooms included
in one congress booking.
Optima Events places all the vital
information needed for the optimum
operation of events and banqueting
in the hotel. All information can be
viewed on-line or printed in a large
variety of reports. Advanced icons and
color-coding charts give the banqueting
managers an excellent overview of all
hotel operations.
Optima Events issues quotation forms,
events contracts, confirmation letters,
fact sheets and special menu items
lists for the use of all the hotels
departments.
Optima S e rvic e
Better guest service & satisfaction
 Higher motivation, competitiveness and challenge to hotel employees
Locating persisting problems, problematic rooms and areas
 Analyzing average response times in different periods
 Track team performance and analyze quality levels with Inspector
Predicting future problems, based on past statistics
 Avoiding calls that could be handled by preventive maintenance
Reducing human resources expenses
 Utilizing department performance, schedule and order of actions
 Implement a focused, paperless preventive maintenance program
 Simple calls are handled by the service operator
Oscar on the Go on smartphones for hotel employees
C ent er
Centralizes all guests requests and
complaints and guarantees full follow up
on every request.
Optima Service Center Oscar, is a
conceptual breakthrough in management
approach to guests requests and
complaints. By continually monitoring of
guest service, Oscar enables the hotel
to improve guest service, work elegantly
and efficiently and to improve internal
organizational service procedures. Oscar
provides the hotels management with
tools and statistics to constantly measure
the quality of service delivered.
Oscar is integrated with Optima PMS
using one single image database with no
interfaces and no breakpoint.
If anything goes wrong during the stay,
Oscar helps you stay on top of the
incident until it is resolved to the guests
satisfaction. The guest receives one
telephone number to call for any problem
- minor or major. The operator of the
Service Center records the message into
Oscar, classified to one of many optional
event types. Simultaneously, the operator
directs the department responsible
for handling the event by telephone
call or an automatic SMS messaging.
An internal stopwatch is activated to
monitor the event, while for every kind of
event maximum reaction time has been
programmed. A short time before dead
line, Oscar alerts the operator of the
possibility of failing to handle the event on
time.
The department responsible informs the
guest service center upon completion of
handling the event or the request. The
center operator contacts the guest as
soon as he receives a sign of completion of
the event in order to verify his satisfaction
and in doing so designates process
conclusion.
Reduce Guest complaints.
Oscar helps the hotel track all of the guest
incidents and bring to light those areas that
need most attention. Systematically, the
hotel can then correct the recurring issues
one by one until it has no guest issues.
 Optima Go Green allows hotels using Optima Hotel Genius at Work to

go the extra mile and reduce the total amount of printed paper, meet

the valuable targets of helping the environment and save costs of

operations.

The Optima Go Green solution includes:
Optima Green Check In advance check
in that can be done on the Internet
or Smart-phones up to 24 hours
before arrival, avoids the need to print
registration cards and speeds up the
checkin process at the hotel.
Optima Green Check Out display of
guest folio on an external monitor, iPad,
or similar device, instead of printing
folio statement and an option to send
invoices to guests or companies
directly by email.
Optima Fax and file attachments
attachment of faxes and other
documents to the reservations
and access them directly from the
reservation window at any given time.
The files attached to the reservations
and folios can be viewed even years
after the guest has checked out.
This solution is ideal for hotel groups
and ends the days of paper based
communication between head office,
CRS and hotels.
Optima passports and IDs scanning
smart scanning of various IDs,
passports, driver licenses and business
cards. The ID scanner extracts the
data directly into the Guest Profile
information in Optima database. Hotels
using Optima CRM may also import the
picture from the scanned document.
Paperless night process the entire
statistics and financial information
is stored in a data warehouse within
Optima database and can be accessed
at any time and issued as reports,
on-screen display, PDF files or Excel
sheets. Green hotels using Optima
Hotel Genius at Work do not print a
single paper during night process.
 Optima Self-Service is a self service counter that combines a touch-

screen with keyboard, signature pad and card encoder, allowing

guests to perform checkin and checkout on their own without waiting

in line for the reception.

Optima Self-Service is designed for simple, quick and yet fully

functional processes that allows guests to easily practice the

complete essential procedures of checkin and checkout.

Optima Self-Service

Optima Express Checkin process allows

guests to complete their registration
form, upgrade their room type with full
or special price, select room features
such as non smoking or king size bed,
purchase additional services such as
parking or newspaper and complete
the checkin process by receiving their
encoded keycard.

Optima Express Checkout allows guests

to view their folios, post mini-bar
charges and confirm payment with a
credit card. The invoice is sent by email
to the guests email address or any
other address given upon checkout.

Optima Self Service technology is fully

integrated with Optima PMS without a
need for an interface. It is multilingual
and allows the hotel to decide which
languages will be available and add
languages that were not originally
defined by a simple, built in process
of translation.
Optima additional features

Accounts Receivable (City Ledger)

Intelligent Reports
Managers Snapshots
Spa
Central Reservations System
Sales and Proposals
Accounts Receivable (City Ledger)
When an invoice is closed in the Optima
Front Office system for later payment,
a record is automatically created in
the Account Receivable Optima A/R
module for the particular agent with
all relevant details such as amount,
guest name, due date etc. Payments by
agents are against specific open invoices
allowing full tracking of open amounts.
Optima A/R allows printing of
Summaries of invoices, payment against
summary or individual invoices, part
payment of invoices, adjustments to
invoices and summary and detailed
aging reports with breakdown to
current,30,60,90 days.
Intelligent Reports
The Optima Intelligent Report program
is an advanced reporting tool based on
a data warehouse created daily for this
purpose. It contains over a thousand
decision supporting reports and graphs
based on actual activities and forecasts.
The program allows viewing KPI Key
Performance Indicators (room income,
number of reservation etc.) in different
perspectives (market segments sources,
group/individuals etc.) in different time
frames (day, month, quarter etc.) The
system supports decision making in
various issues. All the reports can be
transformed into graphs using standard
Microsoft Excel tools.
Optima Snapshots
Optima Snapshots are powerful tools
for hotel managers and owner to follow
up on hotel operations by receiving
daily income and forecast Snapshots
automatically by email. The Snapshots
are sent daily to selective managers
of the hotel or group reporting on
the hotels on-the-books performance
compared to last year, forecasts and
budgets.
Spa
Optima Spa is an effective scheduling
and management tool to help you provide
your guest the best service your spa
has to offer. Optima spa is a reliable
and professional management system
that organizes vital information for day
to day work, helps maintain a high level
of service for increasingly demanding
guests and assists you in making crucial
decisions that affect the total success of
your spa and hotel business.
Optima Spa is fully integrated with
Optima PMS using one single image
database with no interfaces and no
breakpoint
Optima CRS
Optima offers two type of central
reservations. The Multi PMS, ideal for
centrally managed hotel groups and the
CRS, ideal for a group of hotels that are
not centrally managed or are running
on local servers in the individual hotels.
Seamless integration between the CRS
and the PMS allows the CRS to compete
on the last room and assist the hotels in
filling up at the current effective price.
Optima Sales & Proposals
Optima S&P manages and follows up
quotations given to customers for
groups, congresses and seminars. It is
built to prevent mistakes and internal
competition between sales reps, allows
multiple quotations for one group in
different hotels and dates and calculates
prices by setting basic price per group.
Optima S&P is integrated with Optima
PMS (single hotel or hotel group)
and may block tentatively rooms
when a quotation is waiting for final
confirmation. Once a quotation is
confirmed and finalized the group
reservation is automatically created in
Optima database.
 Graphic Design: Robi Hartmann


Everything should be made as simple as possible, but not one bit simpler

Albert Einstein 1879 - 1955

w w w . h o t e l g e n i u s a t w o r k . c o m