reservation system for
your business

The reenio system is under continuous, ongoing development, which brings new features, integrations with other tools and devices, and improvements to existing features and elements of the administration and the reservation page. Development follows both the needs of users and their businesses, as well as developments in the technology world – new technical solutions or web technologies are gradually incorporated into the system so that every user can work with them effectively.

Development also automatically responds to current formal and legislative requirements, for example in the area of personal data protection (GDPR) or obligations related to reporting illegal content or online withdrawal from a contract. Thanks to this, you can run the reservation system in compliance with current rules without having to track and address every legislative change yourself.

Thanks to the system's concept, which uses cloud technologies for its operation and works as SaaS (Software as a Service), it always holds true that new features or updates are available to all users. The availability of these features and changes is always automatic, and the user doesn't need to carry out any system update or installation.

You can find an overview of news and current changes on an ongoing basis in the documentation or in the system's administration.

Let the reservation system automatically make sure you never have two reservations overlapping at the same time if they use the same resource. Thanks to collision protection, there's no problem creating a complex range of events and services while still ensuring effective management of reservations for the same time slot.

Resources (service, employee, place) in the reenio system serve not only as the informational basis for the range of events, their filtering, and navigation, but also as an important element in automating the whole reservation process. Thanks to collision protection, the system automatically evaluates whether a reservation can be created at a given time, or whether it would cause a collision due to the resources involved already being booked – for example, if a sauna would be booked at the same time by another reservation, but for a different service.

If you want to make reservations really efficiently, and want to offer your customers different options, services, prices, etc., then collision protection is definitely a feature worth understanding and getting right. For example, if you run a tire shop and car wash with 3 bays, thanks to collision protection you can offer different services (events) across the bays, and if a customer books one service in bay 1, no other reservation for the same time can be created for bay 1. And the reservation system takes care of exactly this automatically.

Collision protection is available for almost all event types. It cannot be used to protect against collisions at the level of individual seats in a seat map.

Offer customers a classic bank transfer payment option too, for cases where you don't need instant confirmation – ideal for reservations made well in advance.

Bank transfer payment in the reenio system is especially useful where the deadline for mandatory payment of a reservation is three days or more, or where payment isn't a condition for the reservation to be created at all. The advantage of this approach is that everything happens purely within the reservation system and the bank, without needing an online payment gateway set up. Another advantage is lower costs for processing payments. The downside, on the other hand, is that checking, synchronizing, and the speed of payments is more complex.

The system provides the customer with the payment details (account number, amount, variable symbol – also in the form of a popular payment QR code) needed to send the payment, and based on the variable symbol, the payment can then be traced and matched to a specific reservation or, in the case of gift coupons, a purchase. Matching can be done manually directly in the administration, or automatically – you just need to set up your supported bank to send notifications of incoming payments to a unique e-mail address. As soon as such a notification arrives from the bank, the system matches the payment based on the variable symbol and marks the reservation as paid itself.

Bank transfer is usually also available as one of the methods within the online payment gateway, though in that case enabling it is more of a complication, since it combines completely different payment methods into a single solution. As with other payment methods, the system automatically issues and sends the customer the relevant accounting document the moment the payment is matched.

Collect the documents you need from customers directly during the booking process – consents, confirmations, photos, or other files, which you'll always have on hand for a specific reservation or customer. Similarly, you can also store documents for a specific customer and have a complete profile with their history.

The storage feature lets customers upload, and the system store, files linked to a specific reservation or customer profile. Typical uses include various confirmations, powers of attorney, photos, or copies of documents needed to provide the service – anything that makes communication and the delivery of the service itself easier, because you already have the documents available at the time of booking.

File uploads are added to the booking form using custom forms as a separate form field. A file can also be collected during the customer registration process, through a similar extension of the registration form. Another option is managing files directly in the administration, where you can typically work with them within a specific customer's detail page.

Give customers the ability to choose a specific spot directly on a map of a hall, restaurant, or car park – whether for the entire event, or just a selected time period.

This event type lets you create a map of specific places and other elements, from which the customer chooses for themselves where they want to sit, stand, park a car, and so on. There are then two ways to book: either for the whole event at once (a classic ticket sale for an event with a specific seat), or for any time period, where the customer chooses a specific time from and to together with a place (e.g. booking a table in a restaurant or a parking spot). It's suitable for concerts, balls, theatres, cinemas, restaurants, room rentals, shared offices, or parking spaces.

A strong feature of this event type is also its pricing, where the price depends on the category of the place on the map, to which price variants or conditional prices can also be added. Combined with generating a separate reservation code for each booked place, a separate ticket is then always created for each place, labelled with its specific location on the map, so individual attendees can easily be checked in separately.

Offer loyal customers a more convenient way to pay for repeat visits – a punch card for a set number of visits or value, or top-up customer credit.

The reenio system offers several ways to let customers pay for reservations based on a previously prepaid value, instead of individual direct payments.

Punch cards work as a special type of coupon with a set number of visits or a gradually drawn-down amount (credit-based punch card). Applying the punch card code adjusts the reservation price accordingly, either by subtracting a defined amount or applying a discount of up to 100%. These codes don't have to be tied to a specific registered customer account, so they can be used easily and flexibly. They can also be restricted to specific events, so you clearly define which offered activities a punch card can be used for and which not.

Customer credit, on the other hand, works as a virtual wallet linked to a registered and logged-in customer account. A customer can top up their credit themselves online via a payment gateway (potentially with a bonus), or you can top it up manually in the administration, for example when paying in cash at reception. A credit wallet can in principle also have an expiration set.

Both solutions can be used effectively together with online payments, where the whole process of purchasing punch cards or credit can be fully automated. There are many possibilities, and it always depends on your specific settings and how you think through how and under what rules these customer-loyalty tools will work for your particular type of business.

Reach and communicate with your customers in their own language, whether they're booking from your home country or from abroad – the reservation page and the entire administration can run in multiple language versions at the same time. 4 supported languages are available for the administration, and 7 languages are available for localizing the reservation page.

Custom content that you enter into the system yourself (terms and conditions, resource descriptions, event names, homepage information, etc.) needs to be translated and provided by you. The system offers a clear way to manage information across multiple languages.

Tailor the reservation system to your business – whether you run a sports facility, a beauty salon, a rental business, or organize educational courses, the system can flexibly respond to the various needs and ideas linked to your particular type of business. Of course, it's still a universal cloud system rather than a custom-built solution, so some very specific ideas about how it should work or look might not actually be achievable.

The system offers a wide range of settings that make it easier to tailor booking to your specific customers and business. The foundation of this flexibility is the different event types (Full single event, Intervals, Full sequence, Any time, Multi-day, Coupon, Seat reservation), from which you can choose the most suitable one – from one-off workshops, through hourly rentals of sports facilities, to multi-day stays or selling event tickets.

Building on this foundation is a whole range of further settings that let you fine-tune the process further: custom booking forms for collecting specific data, various types of prices and discounts, online payments and payment by credit, reservation approval, waiting lists, collision protection between resources, or automated communication using system and custom messages. Thanks to user roles, you can also involve your whole team with correctly set permissions, and connect the reservation system to other systems as needed via the API or webhooks.

So the system grows together with your business – from a simple setup with minimal configuration, all the way to a comprehensive solution using most of the available features at once.

Find out everything you need about customers right at the time of booking – extend the standard form with your own fields and tailor the form to a specific event and type of service.

Custom booking forms let you extend the standard reservation form (name, e-mail, phone) with any additional fields your business needs – from checkboxes, through selecting from options, entering text, all the way to uploading a file (e.g. a photo of the customer or a scanned confirmation). It's also possible to collect specialized data, where the system takes care of validating the correct format.

Individual custom fields can be required, or only shown based on the reserved capacity or a previously selected value. A special group is formed by form fields that affect the reservation price – which makes it easy to handle, for example, a surcharge for renting equipment, a discount for members, or a price adjustment for an above-standard scope of service.

A form can be assigned to a single event, or set globally so it automatically applies to all events on the reservation page. Working with custom forms is therefore very simple while also offering very broad possibilities for use.

Data entered in a custom booking form is saved as part of the specific reservation and can also be included in an export to Excel, and worked with further as needed.

You can connect reservations in the reenio system directly with supported smart locks and thus automatically control customer access.

Supported locks include Igloohome (offline operation is also possible thanks to algoPIN technology), Nuki, and the Unifi Access system from Ubiquiti. Each has its own specifics and is an ideal solution for different types of operation and scenarios.

• Igloohome

  Not just online operation via an internet gateway, but also a standard offline mode using the algoPIN algorithm.

• Nuki

  A well-known and proven smart lock brand with an online cloud solution.

• Unifi Access

  A professional solution for demanding operations, enabling full access control and integration with, for example, a camera system.

The whole process can work according to your specific settings, but typically, for example 1 hour before a paid reservation begins, a unique PIN code valid only for that customer and for the duration of their reservation is automatically generated and sent to them. With Igloohome there is an option where the lock doesn't need to be connected to the internet and the customer still receives a unique PIN code. However, an online connection offers greater flexibility and control over access.

To use this integration, you need to have the REENIO Connect feature active in the administration and the ability to use Custom messages, through which the automation itself takes place. The unique PIN code is then sent to the customer via e-mail or SMS.

If you offer services in regular time slots (60 minutes, 90 minutes, etc.), this is the ideal event type, offering a simple and clear booking process.

The Interval event type lets you define a time range within a single day and split it into smaller, regular chunks. On the reservation page, a customer chooses these specific time slots, which can also follow on from one another, extending their reservation according to the defined rules.

This event type is typically suitable for sports facilities and sports complexes, consulting and advisory services, wellness, or a sauna.

Run your reservation system in compliance with current legislation without having to track every change in this area yourself – we continuously add features that make it easier to meet your obligations. Of course, in this respect the reservation system is just a tool; legislative requirements and processes must always be grounded in the reality of your business, including outside the online world.

For example, as part of GDPR, the reenio system lets you set up automatic deletion of personal data after a chosen period, or keeps track of customer requests to have their personal data deleted. You can also define your own consents that go beyond the defined legitimate interest, and use them as the basis for, for example, sending marketing communications only to customers who have given direct consent for that.

In response to ongoing changes in legislation and amendments to laws, new features have appeared in the reenio system to make it easier to meet the requirements of the so-called "button law", the requirement for easy withdrawal from a contract, or the ability to report illegal content on the reservation page.