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Overbooking: how to avoid it

By No Comments8 min read

The inside story of overbooking

Hugo and Clara arrive outside the reception of a family hotel on a Friday evening in August. Their train has been delayed, their suitcases are heavy and the heat is overwhelming. The receptionist consults his software, frowns and taps away: the room they paid for three weeks earlier is already occupied. The establishment has just experienced what all accommodation providers dread: a Overbooking. As the queue grows longer, tense faces tell the story of what happened next: hastily rehoused nights, an improvised taxi, a hefty bill and a tarnished reputation.

It doesn't have to be this way. Today, simple tools exist to eliminate duplicate planning and ensure that a room sold on Booking, Airbnb or the official website disappears instantly from the other channels. What's the key? The calendar synchronisation integrated with a good booking engine. This is exactly what Hotel Web Design thanks to its booking engine & channel manager : https://hotel-webdesign.com/moteur-reservation-channel-manager-hotel-chambre-hote

Overbooking

Overbooking: what's behind this word that has hoteliers shaking in their boots?

Overbooking, or overbookingThis occurs when you sell the same room twice for the same date. The classic causes :

  1. Manual updates too slow

  2. Multiplying channels : OTA, direct site, telephone calls

  3. Poor visibility on last-minute cancellations

  4. Human error in the management of paper schedules or spreadsheets

The impact goes far beyond reimbursing a customer: persistent negative opinion, loss of confidence, relocation costs, mental overload for the team.

Why overbooking costs more than an empty room

  • Direct costs taxi, price difference with the replacement hotel, commercial gestures.

  • Loss of reputation A single star less can lead to a drop in bookings in high season.

  • Team stress time spent negotiating, looking for a plan B, calming tempers.

  • Hidden costs additional administrative procedures, possible penalties from OTAs.

Avoid Overbooking is not just a question of comfort; it's a pillar of profitability.

The modern answer: a connected, synchronised booking engine

4.1 How synchronisation works in a nutshell

Each time a room is sold, the engine sends the information to all the connected channels, even before so that you can refresh the page. Result: no other platform can offer the same room for this date.

4.2 Why the Hotel Web Design solution makes the difference

  • Update in less than 60 seconds on over 200 OTAs and platforms.

  • Single calendar to view all categories, rates and restrictions.

  • Automatic blocking when you enter a sale over the phone: goodbye paper!

  • Clear status Green = available, red = occupied, grey = not for sale.

To find out more, visit the detailed module here : https://hotel-webdesign.com/moteur-reservation-channel-manager-hotel-chambre-hote

Best practice for banning overbooking for life

  1. Centralise availability no longer use several spreadsheets.

  2. Automate updates thanks to a connected channel manager.

  3. Set threshold alerts If a category has only one room available, you will receive an e-mail.

  4. Training the whole team The same calendar must also be used by the trainee.

  5. Put a buffer safety A margin of fifteen minutes between each booking may be enough to absorb an unlikely duplication.

  6. Analysing the reasons for cancellation : you adapt your policies without overbooking.

Trends when technology simplifies life without the jargon

Predictive intelligence for cancellations

Modern engines observe customer behaviour: profile, history, origin. They can predict cancellations and adjust availability without risking overbooking.

Total mobile integration

Hoteliers can now manage their stocks from a smartphone: changing rates, closing inventory, instant alerts.

Intelligent offline mode

Lost your internet connection? The system saves the latest update and sends it back as soon as you're connected, so the schedule remains reliable.

Direct dialogue with home automation

In some hotels, as soon as a room changes to "occupied" status, the system turns down the air conditioning and gently switches on the lights to welcome the traveller.

Hotel Web Design is already drawing on these trends to strengthen its tool.

Essential features of an engine that really protects your schedule

Function Why it's useful How it's managed at Hotel Web Design
2-way synchronisation Sending and receiving stock and price information Secure exchange, cycle < 60 s
Colour calendar Intuitive reading for the whole team Simple colour code, visible legend
Multi-price management Same room, price varies according to channel Automatic margin rules
Instant manual lock Telephone or walk-in sales One click and the stock disappears everywhere
Mail / push alerts Warning in the event of near-full Mobile app included
Clear reporting Measuring sources of sales Easy-to-read daily dashboard

Short study: the guest house Les Glycines "says goodbye to overbooking

Before Five rooms, paper planning, three OTAs. Result: two double sales in one summer, €450 in rehousing costs, scathing comments online.

After integration of the Hotel Web Design engine ical and API synchronisation, central inventory, update time: 45 s. In twelve months: zero overbooking, average rating increased from 8.6 to 9.3, sales up 12 %.

No jargon: a step-by-step guide to implementing the solution

  1. Request a demo on the site.

  2. List your channels (Booking, Expedia, Airbnb, etc.).

  3. Export your current calendars : Hotel Web Design takes care of the import.

  4. Choose your colours for the single calendar.

  5. Training your team via a one-hour video session.

  6. A full-scale test : block one night, check for updates everywhere.

  7. Go into production Finally get rid of your old whiteboard.

Frequently asked questions (quick FAQ)

Does synchronisation cost more than my OTA commissions?
No: the monthly licence is often less than a single lost booking.

What happens if Booking.com takes more than 60 seconds to confirm?
The engine is already blocking your local stock; duplication is impossible.

Should I keep a back-up spreadsheet?
No need: you can export your schedule as a PDF file each week for archiving.

By reservation only group, can I instantly close all the other channels?
Yes, a button Stop Sell closes on the date specified on each platform.

Ten practical tips for tomorrow

  1. Publish your rates everywhere at the same time the system does it for you.

  2. Keep a ghost category to solve an unforeseen problem without disrupting the schedule.

  3. Use the reports to see who cancels often Adjust your rules.

  4. Display your occupation on a screen at reception everyone is lined up.

  5. Define a unique password for each employee traceability in the event of modifications.

  6. Install the mobile app ideal from breakfast onwards to check the occupancy rate.

  7. Set strong alerts to 95 % of filling: you will adapt your prices.

  8. Put a buffer cleaning The only thing you need to worry about is the two hours between check-out and check-in to avoid stress.

  9. Reread your cancellation policy too flexible = more risk.

  10. Celebrate every month without overbooking motivate the team!

Conclusion: technology at the service of customer smiles

The Overbooking are a thing of the past for hotels that adopt reliable, simple and fast synchronisation. With the booking engine and channel manager fromHotel Web DesignBy eliminating this stress, you can concentrate on what matters: a warm welcome, a cosy bed, an unforgettable memory. By eliminating this stress, you can concentrate on what matters: a warm welcome, a cosy bed, an unforgettable memory.

Ready to turn the page? Try the solution now: https://hotel-webdesign.com/moteur-reservation-channel-manager-hotel-chambre-hote

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