Case Study

KONCEPT HOTELS automates over 95% of check-ins and 50% of check-outs

Emma Töpperwien

apaleo GmbH · 11月 10, 2025

Koncept Hotels fully automated their guest journey with Apaleo and Hotelbird. With 95% digital check-in and over 50% digital check-out, they’ve drastically reduced manual tasks and increased efficiency.

Why it matters: By automating every step of the guest journey, Koncept Hotels was able to free up staff, reduce errors and scale operations without adding headcount — addressing rising labor shortages and operational costs.

With Apaleo, Koncept Hotels built a fully tailored tech stack by connecting best-fit tools like Hotelbird for digital check-in and check-out. Thanks to an API-first approach, Koncept Hotels was able to connect the tools they needed to automate guest data flows, payments, invoicing and housekeeping. This flexibility allowed them to design a tech stack that fits their exact processes instead of adapting to a rigid system.

Top 3 Core Objectives: Koncept Hotels set out to create a fully digital, scalable hotel experience by automating operations, reducing manual tasks, and building a flexible tech stack tailored to their concept.

Automate Guest Journey: Replacing manual check-in, check-out, and payment processes with a fully digital flow to improve efficiency and guest satisfaction.
Build Modular Tech Stack: Using an API-first approach to connect preferred tools and create a customised system setup that supports your own operating model.
Reduce Operational Load: Minimizing back-office tasks such as invoicing and housekeeping coordination through seamless system integrations.

"Automating our workflows means our employees have more time to focus on guests, becoming hosts rather than administrators. We now operate a more efficient, dynamic and digitally advanced operation."

Sabine Schrempp

Director of Revenue & Systems

👍 Director of Revenue & Systems Sabine Schrempp said that Automation freed up staff time, allowing them to focus on guest experience instead of administrative tasks, resulting in a more efficient and modern operation:

"Automating our workflows means our employees have more time to focus on guests, becoming hosts rather than administrators. We now operate a more efficient, dynamic and digitally advanced operation."

⚖️ The selection process: During their research process, Sabine Schrempp evaluated apaleo GmbH's product differentiators, customer support, and holistic value as a strategic partner and ultimately decided that apaleo GmbH was the best fit solution:

Director of Revenue & Systems Sabine Schrempp said, about their decision: "With Apaleo, our booking and payment processes are now automated, eliminating the manual work we previously faced. We no longer worry about OTA bookings, guest invitations, or group notifications. The integration with Make.com and Apaleo has significantly streamlined our operations, and I wouldn’t consider switching back to our legacy PMS software."

📈 The results: Koncept Hotels successfully automated their entire guest journey, significantly reduced manual work, and built a scalable tech setup that supports future growth.

Over 95% of guests now check in digitally without staff involvement.
More than 50% of check-outs are completed fully digitally.
Back-office processes like invoicing and housekeeping coordination are now fully automated.