How to digitalize your hotel operations (without losing your mind)

Digitalization is no longer a trend — it's the only way to stay competitive in a market where guests do everything from their phones. However, in Paraguay we don’t yet have the same range of tech solutions as Europe or the US. That’s why we created this practical guide, packed with ideas you can start using tomorrow, with tools available in the country (plus a few low-tech hacks that work just as well).

1. Quick Diagnosis (30 minutes)

• Front Desk – Is your receptionist still writing guest details by hand? Time the process.

• Housekeeping – Do you find out about check-outs last minute via WhatsApp?

• Pricing – Do you change rates based on demand, or only once per season?

• Reports – Do you have daily data, or wait for the end-of-month summary?

→ HostyWise Tip: Open a simple spreadsheet with the columns Process | Responsible | Current Tool | Time Spent and highlight the time-wasters in red.

2. Choose a PMS that works in your country

A PMS (Property Management System) is the digital backbone of any modern hotel. It centralizes your reservations, check-ins, billing, housekeeping, reports, and more. In short, it replaces messy spreadsheets, scattered notes, and chaotic WhatsApp threads.

Many PMSs also include or integrate with a channel manager, the tool that syncs your prices and availability across Booking, Airbnb, Despegar, and other OTAs. This avoids double bookings and saves you hours of manual work.

Key Benefits of a good PMS + Channel Manager:

• Imagine all your bookings in one dashboard — no lost emails or sticky notes. That’s the magic of centralization: you always know what’s booked, what’s free, and what needs cleaning.

• Check-in becomes as smooth as an airport: details are pre-filled, guests sign digitally, and go straight to their room.

• Reports generate automatically. Instead of tallying up numbers Sunday night, you get clear visuals of occupancy, revenue, and performance by channel.

• Rates update automatically across platforms — like having a 24/7 assistant adjusting them for you.

• Most importantly: your guest experience improves, and you get more peace of mind to focus on growth.

Some good PMS options in Paraguay:

• MiniHotel PMS – local support, perfect for small hotels or inns.

• Cloudbeds – global platform with integrations, adapted for Latin America.

• OtelMS – cost-effective for mid-size and large hotels that want to scale.

• Octopus24 – popular in Latin America, great for hotels managing multiple channels.

Choose one that fits your size and needs. It doesn’t need to have everything, but make sure it’s 100% web-based, supports local payment gateways like Bancard, and offers support during Paraguayan hours.

Ñandutí Tech Fact: If your PMS doesn’t offer an API, ask the provider for webhook or export features — they’ll make scaling up much easier later.

3. Sync your OTAs with one click (Channel Manager)

A channel manager is like your digital secretary: it updates your prices and availability across Booking, Airbnb, Despegar, and more — all at once. No more logging into each portal manually, and no more double bookings.

Most PMSs in Paraguay already come with a built-in channel manager. If yours doesn’t, check out SiteMinder or Octopus24 (channel-only version). Setup steps:

1. Create rooms and base rates in the PMS.

2. Map first to Booking and Airbnb, then add Despegar, Hopper, and Bancard Travel.

3. Set sync to at least every 15 seconds to avoid overbookings.

4. Set up alerts if occupancy in the next 14 days drops below 40% — that’s your cue for a flash promo.

4. Guest communication: Simple, automated & bilingual

Before Arrival

• Send automated emails/WhatsApps with your Google Maps location and upsells (airport transfer, late check-in).

• Use Chekin for digital guest registration — it works in Paraguay and supports MERCOSUR ID/passports. No app? Google Forms or fillable PDFs also work!

During the Stay

• Use a 24/7 WhatsApp Business chatbot (buttons for dinner booking, towel request, etc.).

• Place a QR code in the room with links to manuals, room service menu, and excursion offers.

After the Stay

• Send an automatic NPS survey + link to your Google Reviews. (NPS asks how likely a guest is to recommend you, from 0 to 10 — higher is better.)

• Segment your email list (you can use a simple spreadsheet or a CRM like Sender, Benchmark Email, or Brevo) and run a rebooking campaign after 6 months with a returning guest discount.

5. Housekeeping in 48h (No Apps needed)

• Quick assignments: Use a shared Google Sheet where reception marks which rooms are ready to be cleaned and by whom. Use color codes or emojis: 🟥 pending, 🟨 in progress, 🟩 done.

• Old-school checklists: Print one per room type, laminate them, and use dry-erase markers. Staff checks items off and sends a photo when done. Low-tech but works.

• Stock control, no stress: Add a “minimum” column to your spreadsheet. If stock drops too low (soap, TP, etc.), it turns red. Easy.

• Maintenance via WhatsApp: Create a group. Use a consistent format like “Room 302 – bathroom light out – 📸 attached.” When fixed, reply with ✅ and move on.

With this low-tech but solid system:

• You’ll save time coordinating cleaning.

• Stay on top of supplies without running out.

• And no more phone calls asking, “What’s going on with the shower in 104?”

Typical results from hotels not using apps:

• 25% less time spent coordinating between reception and cleaning.

• 15% reduction in supply costs by month three.

• Zero “Where’s the technician?” calls — everything’s tracked in the group and spreadsheet.

6. Revenue Management, DIY Style (But it works)

Very few hotels in Paraguay use tools like PriceLabs yet. So here’s a manual system to stop leaving money on the table:

1. Pickup Spreadsheet: Create an Excel with Date | Rooms Sold | Price columns.

2. Event Calendar: Note major events — FITPAR, football matches, concerts at Arena SND.

3. Quick Benchmark: Each Monday, check 5 competitors on Booking.com and copy their rates.

4. 80/20 Rule: If occupancy in the next 30 days is <50%, lower by 10%. If >80%, raise by 15%.

5. Top Rate Cap: Calculate your max rate (historic ADR × 1.4) to avoid overshooting.

If you want to automate later, both PriceLabs and RoomPriceGenie now support Paraguay. But Excel is a great place to start and learn.

7. Train your team and document processes

• Record short Loom videos (3 min): how to register a walk-in, how to close the cash drawer.

• Use Notion for a live manual shared with cleaning and front desk staff.

• Hold a 15-minute team huddle every two weeks to review KPIs and clear up doubts.

Team motto: “Tech isn’t here to replace us. It’s here to take the boring stuff off our plate.”

Final words

Digitalizing isn’t about buying the fanciest tool. It’s about bringing order to chaos, choosing systems that help — not hinder — and making the most of what you’ve got (even if it’s just a colorful Excel). Follow these 7 steps and in 2–3 weeks you’ll see less stress, more bookings, and a team that never wants to go back to sticky notes.

And as we like to say: fewer last-minute WhatsApps... and more front desks where you’re the one running the show. 😎

Need a hand? At HostyWise we walk with you step by step — from diagnosis to rate optimization. Message us and let’s talk!