Building a custom Group Reservation System that streamlines bookings, contracts, and invoices all in one central platform.
StayRCC offers seasonal accommodations across college and university campuses, operating like a hotel during the summer. While they cater to individual travelers, a major part of their business comes from groups, including sports teams, conferences, corporate events, tour operators, and more.
Previously, group bookings were managed through manual intake forms and email-based follow-ups, which created inefficiencies and left room for error. The lack of a centralized reporting system also made it difficult to track lead progression, response times, and overall pipeline performance.
StayRCC needed a centralized system to handle group inquiries, contract generation, invoicing, and ongoing communication, something flexible enough to serve their various properties and scalable for long-term use.
We built a custom WordPress system tailored specifically to StayRCC’s needs. At its core, the platform functions as a CRM-style application, built to capture group booking inquiries, manage them through a lead pipeline, and automate key tasks from contract creation to final payment.
Group organizers begin the process by filling out a detailed intake form. Upon submission, a confirmation is sent to the Sales Manager for that property. From there, they can review the inquiry and easily convert it into a lead within the system.
Once a lead is confirmed, the Sales Manager can generate a digital contract and invoice directly from the platform. Contracts are sent out for digital signatures from both parties, after which the system automatically sends the initial invoice to the client, all without leaving the platform.
Clients can pay invoices online through the portal, and follow-up reminders or secondary invoices are automatically sent based on preset dates. This significantly reduces follow-up work and keeps billing organized and timely.
To support internal operations, we developed a custom dashboard for Sales Managers to track outstanding clients, filter tasks, and manage communications, giving them full visibility into their group pipeline and progress. In addition to daily task management, the dashboard includes built-in reporting tools that give staff insights into lead progression, response timelines, drop-off rates, and more. These reports help StayRCC monitor performance, spot bottlenecks, and continuously improve their booking process.
The custom CRM system has transformed how StayRCC manages group bookings. What was once a manual, multi-step process is now automated, centralized, and much easier to manage, improving data accuracy, communication, and the overall experience for both staff and clients.
With guidance from Kent Williams, our Director of Operations, the solution was designed to be scalable and intuitive for long-term adoption. StayRCC now has a powerful tool that reflects the scale and complexity of its business, helping it continue to grow its group offerings with confidence.
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