Lesson 2: Configure and optimise your Profitroom modules

2.1 Yield Management RevPAR setup

The Yield Management extension needs three decisions during initial setup: which room types to optimise (all, or start with the highest-volume type); which rate plans the module is allowed to modify (start with BAR only); and the occupancy thresholds that trigger a rate increase or decrease. Default thresholds: increase above 70%, decrease below 40%. Set an absolute rate floor for every room type before activating the module.

Use "Manual approval" mode for the first two weeks. Review each recommendation daily and check whether it matches your pricing logic. Adjust the thresholds if recommendations are consistently too aggressive or too cautious. Only switch to "Auto-publish" once you trust the recommendation logic.

2.2 Guest CRM & Loyalty setup

Guest CRM ships with four pre-configured email templates: booking confirmation, pre-arrival (sent 3 days before arrival), post-stay review request (sent 24 hours after check-out) and win-back (sent 90 days after the last stay). Each template is editable in the module's template editor. Personalise sender name, subject and body copy to match your property's tone of voice.

Check the default Profitroom webhook configuration on your account: go to Guest CRM → Webhook → Status. The module automatically registers a webhook against your Profitroom account on activation — check that it appears as "Connected" inside Profitroom under Integrations → Webhooks.

2.3 Automated PDF Invoicing setup

PDF Invoicing needs: the type of accounting system in use (Sage, Datev, Odoo, Xero or generic API); the accounting-system API credentials; and the daily transfer schedule (default: 06:00 CET, processing the previous day's Profitroom night audit). For Sage and Datev, a pre-built field mapping is provided. For Odoo, review the default field mapping against your Odoo chart of accounts and adjust if needed.

2.4 Building your first Yield Management dashboard

Build your first analytics dashboard: go to Yield Management → Dashboards → New dashboard. Add KPI tiles: drag and drop from the list of available metrics (occupancy, ADR, RevPAR, arrivals, net revenue, 7-day pickup, contribution per channel). Save the dashboard and set the refresh frequency (default: 15 minutes for occupancy and ADR; daily for pickup and channel contribution). Share the dashboard URL with your revenue management team.

Ongoing module monitoring

From Modules → Status you can review the timestamp of the last successful synchronisation and the error log for every active module. Set up email alerts for synchronisation failures under Modules → Alerts → Configure. The recommended setting is: send an immediate email as soon as a synchronisation outage exceeds 30 minutes.