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ContractSafe Helps Hospitality Groups Improve Contract Workflows Across Properties By Enabling Collaboration and Increasing Vendor Visibility

With a secure, centralized repository and a robust suite of contract lifecycle tools, your hospitality group can be better positioned to review documents, track vendors, and stay ahead of renewing or expiring agreements.

ContractSafe's contract management software helps hospitality groups to:

  • Streamline vendor agreements, licenses, and food and drink contracts across hotels and properties.
  • Accelerate the contract lifecycle and increase enterprise-wide collaboration and productivity.
  • Safely encrypt and store documents in a centralized cloud-based accessible from any property or location.
  • Never miss an expiring contract or license - customizable alerts and reminders help contract managers and procurement teams plan ahead.

When it comes to contract management, the hospitality industry faces a unique set of operational challenges. When managing a vast amount of contracts, permits, and licenses across multiple hotels, it can be difficult to maintain clear visibility into property-level operations. Managing the renewal and expiration of these documents can be even more challenging as many companies resort to manual tracking, logging, and searching methods due to a lack of a better solution. Over time, contract management can become a draining cost center for hospitality companies if they do not take steps to increase efficiency.

ContractSafe is a proven solution that helps hospitality groups accelerate the contract lifecycle while ensuring documents are secure, yet accessible. With tools that enable a collaborative review process, contract management becomes easier, faster, and more efficient. With custom reports, hospitality company leaders can maintain a direct line of site into vendor management and contract operations, creating greater efficiency from top to bottom. 

Simplifying The Hospitality Contract Lifecycle

Hospitality groups that use ContractSafe's contract management platform to store contracts will benefit from the ability to locate documents up to six times faster while simultaneously protecting documents from unauthorized internal and external access.

The Smartest Search & Reporting Tools

Your contract software is the central repository for legal documents across your hospitality group, so effective search capabilities are essential to ensure hotel managers, procurement, and company leaders can quickly gain insights into each hotel’s vendors and their associated contractual obligations.

  • Advanced OCR technology makes it easy to search scanned documents for vendor names, deliverables, expiration dates, and more.
  • Easily track hotel vendors such as landscapers, elevator maintenance, food & drink providers along with the associated service dates and deliverables.
  • Label groups of documents and create a systematic approach to contract management across hotels and properties.
  • Create customizable, role-based dashboards to help business leaders, procurement teams, and hotel managers get the specific contract insights they need.

A Secure Central Contract Repository

Safely store permits & licenses, vendor agreements, food & drink contracts for each hotel in a central cloud-based repository hosted on Amazon Web Services. Role-based permissions allow you to segment document access by role or department to add an extra layer of security.

  • Standardize the creation, negotiation, execution, and storage of contracts across all hotel and lodging locations.
  • Configure role-based permissions to grant hotel managers access to property-specific documents, while ensuring company leaders have visibility to all of the organization's contracts. 
  • Backup your repository at any time to ensure business-critical documents are never lost.
  • Protect contracts from hackers or cybersecurity vulnerabilities with document encryption and state of the art intrusion detection systems.

Alert Settings Help Teams Plan Ahead

Hospitality groups manage a high volume of vendors across multiple hotels, so tracking servicing dates and contractual obligations can be a challenge. From scheduled elevator maintenance to food & drink pricing expirations, ContractSafe's alerts and reminders allow hospitality groups to stay ahead of all key contract dates.

  • Ensure property managers stay ahead of schedule by assigning alerts and reminders ahead of important contract or service dates.
  • Increase procurement productivity by configuring reminders for contract renewals, deliverables, and payment dates.
  • Calendar views give hospitality leaders and executives a holistic view of the contract lifecycle by property.

Sharing & Role Permissions

Not all employees need the same level of contract access. While your finance teams may need access to lease agreements, individual hotel managers probably only need to see documents pertaining to the properties they manage. By assigning user roles and permissions, you can manage risk and ensure contracts don’t fall into the wrong hands.

  • Manage roles and access by individual, team, or property; easily assign permissions with one simple click.
  • Customize permissions to restrict access to confidential documents and information. 
  • Keep all teams in the loop with enterprise-wide access.

Seamless Integrations

Contract management is only one component of your hospitality group’s procurement process, which is why we make it easy for ContractSafe to plug into the other hospitality management platforms that support your business operations.

  • Sign documents faster and import executed documents with two-way DocuSign integration. 
  • Increase productivity and reduce administrative overhead with Okta/SAML 2.0 for single sign-on authentication. 
  • Seamlessly move contracts between ContractSafe and your CRM or CMS.

Unlimited Support

With thousands of employees spread across dozens of locations, implementing a new software product can be a daunting task. Luckily, ContractSafe is not only easy to use, but we offer unlimited support to help drive employee adoption and customer success

  • Unlimited support however you’d like to receive it - phone, email, or send an online chat from within the platform.
  • We offer platform implementation support, customized training sessions, or platform troubleshooting at no additional costs.
  • Leverage our support staff to help import existing contracts or integrate ContractSafe with other tools or platforms.

Execute Contracts Faster And Centralize Documents Across A Distributed Network Of Teams And Properties With ContractSafe’s Powerful Contract Management Software For Hospitality Companies

Due to the sheer volume of contracts across distributed hotels and lodging properties, hospitality groups must maintain an organized, systematic approach to contract management. Manual processes, spreadsheets, and shared drives do not scale and create a significant amount of operational risk.

Hospitality groups need a platform that improves productivity, visibility, and security. Not all contract management platforms are well-suited for the hospitality industry, so it’s important to select contract software that meets the specific needs of your business.

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