Hotelcloud + Concord

“Concord is one of my favorite pieces of software.

Success story with Sharon Brakha, COO at Hotelcloud

Challenges

Every process at Hotelcloud was online except for contract management. Sharon Brakha, chief operations officer, decided to fix that. She wanted to find an e-signature solution that also included collaboration capabilities.

Keeping track of revisions

Hotelcloud signs contracts with hotels, service partner, and distributors. The company negotiated contracts by sending emails back and forth, which was time consuming. The process made it difficult to keep track of the most current version of each contract. Additionally, without a document management system, Sharon had no way to ensure that all team members used the most current version of each contract template.

Contract renewals

Managing contract deadlines was a complicated process. The average contract needed to be renewed each year. The manual process required taking each contract from storage and reviewing it for resolution clause.

Contract delivery

Sending contracts via the postal service took time and was not always a sure thing. On more than one occasion, contracts never made it to their destination. Hotelcloud contracts were usually signed 2 weeks from the date they were mailed.

Solution

The ability to electronically sign and collaborate on the same platform was a must-have. Hotelcloud was approached by software providers that only offered online signing capabilities. Since Sharon knew her company needed to be able to edit online and avoid sending multiple emails during contract negotiations, she looked for a more robust solution.

Concord was selected not only because of its e-signature and collaboration features, but also because of its current-looking user interface.

Results

Streamlined collaboration and contract management

Every Hotelcloud employee uses Concord. Internal collaboration and partner negotiation is now streamlined in the application. And there’s a record of all discussions and document edits. Templates are controlled, ensuring that every employee uses the most current versions of each contract to begin negotiations.

“Now I have all the edits online. I don’t need to remember which version was the second version or the third because I have the comparison tool.”

Expedited contract renewals

Email notifications have made the contract renewal process easy to manage. Deadlines and key clauses can be found in the summary panel of each document. Hotelcloud spends less time reviewing, preparing, and sending contract renewals than it did before using Concord. Additionally, all contracts are stored, updated, and signed online.

No field ever missed

Contracts are usually fully signed within a day and essential information is never missed.

“The required field feature was a major change for me, because 90% of the time people used to skip fields.”

Conclusion

Hotelcloud is now fully online with all of its business processes.

Takeaways

  • 93% reduction in contract execution time
  • Gained ability to track revisions and control templates
  • Improved management of contract renewal deadlines

About the company

Hotelcloud is an e-concierge service provider that specializes in helping hotels, guesthouses, rented apartments, corporations, and event venues provide personalized guest experiences. Over 100 establishments use Hotelcloud technology.

Industry

Travel