Learn how Comwell Hotels improved venue management with iVvy, reducing paper use by over 25% and reporting times by 50%.
Comwell Hotel Group is a leading hospitality brand in Denmark, offering exceptional accommodations and services for leisure and business travellers. With multiple locations across the country, Comwell Hotels is known for its commitment to sustainability, high-quality amenities, and personalised service. Their properties provide picturesque views and convenient access to local attractions, ensuring a memorable and comfortable experience for all guests.
Comwell offers versatile venue, meeting, and event spaces with advanced AV equipment, technical support, organic catering, and customisable packages in scenic locations throughout Zealand, Funen, and Jutland.
Before the pandemic, Comwell sought a more innovative approach to managing its meetings and events business. Having used the same system for 20 years, the company aimed to implement a sustainable future strategy. “We were thinking about digitisation. We had the same supplier for Sales and Catering and POS and PMS and it just wasn’t working. So we wanted a partner that was focused on sales and catering, not spread thin with focus on all the other products, too,” says Louise Thuehøj Hansen, Project Coordinator for Comwell Hotels.
The company decided to upgrade its sales & catering systems for long-term benefits, emphasising sustainability and digitisation. This includes fostering a paperless environment in both front and back of house. “We are looking at the end state, and sustainability is a vision of our leadership and will require some change management,” says Louise.
“I envision a day when all waiters are walking around with iPads, and print nothing.”
Now, Comwell's meeting spaces are in high demand, with corporate, academic, and social groups vying for the same venues. “Private parties have been popular,” Louise says.
"People want to celebrate now, since they haven’t been able to do that for a while. So we have a lot of short lead-time private events. It’s sometimes also not easy to find a hotel room. This is part of why we wanted to be the first company in Denmark with online meeting space booking.”
By implementing iVvy as its centralised sales & catering solution, all Comwell sales activities now flowed through a single channel, including the RFP process. The system empowers individual team members to act on bookings without waiting for approval, reducing the risk of missed opportunities. “Everyone in the conference department can make a quote for a customer,” explained Louise. “Nobody has to check with a manager; everyone can send an offer to the customer. The customer can look at the offer and then sign and confirm the offer.”
However, systems are only as effective as their users. Comwell, working with iVvy, began training sessions three to four months before the go-live date. Bookings were migrated from the old system to iVvy, and additional on-site training was conducted three weeks prior to going live. These sessions taught team members to use iVvy for daily tasks, including sending invoices and generating reports. Hotel chefs and restaurant managers were also trained, enabling F&B teams to prepare menus in advance based on meeting schedules.
“In our experience, it should be a project for the whole hotel,” said Louise.
“Everyone on our staff hears from us about why we’re changing and how they should prepare to use this in their daily lives. Then, everyone will have access to the information to start building the hotel’s strategies.”
With the majority of Comwell hotels up and running, the team is now reaping the benefits of the iVvy system. Primarily, the system’s cloud-based architecture enables team members to multitask more effectively, managing communications with multiple leads simultaneously while keeping the entire sales and catering team updated in real-time. “I enjoy having multiple tabs open,” said Louise.
“When a customer calls, you can just open a new tab instead of closing the opportunity. Then you can go back easily. And sharing information is live: You can use virtual run sheets, so when you make a change to a booking, everyone is on the same page.”
Comwell is also advancing toward its paperless and sustainability goals. The iVvy system has been integral to realising this vision for the future.
“You can open it on an iPad, so it’s really good for our waiters; they use it a lot. In terms of sustainability, we are not printing as much paper as we used to. We now have the possibility to take our systems with us wherever we go.”
| Efficiency Boost |
More Time Savings |
Greater Sustainability | Increased Productivity |
| Booking tasks are completed 40-50 seconds quicker using iVvy's automation tools. |
7-10 minutes of work saved per booking using iVvy's instant booking. |
Paper consumption has reduced by over 25% using iVvy's digital tools and virtual runsheets. | Time to generate reports has reduced by 50%, with templates and automation. |
Click here to discover how other companies have streamlined their operations, increased efficiency, and enhanced sustainability practices with the help of iVvy's innovative venue management software.