BOOK-IT: one source of truth across 200 apartments
Über diese Fallstudie
Sebastian Gietl, CEO of family-owned BOOK-IT Apartments in Erlangen, runs 200+ serviced apartments across multiple properties. The apart-hotel model, with longer stays, less frequent service, and no 24/7 front desk, demands autonomous housekeeping and maintenance. Sweeply replaced a scattered software landscape with a single centralised platform, integrated with the Apaleo PMS, and cut the housekeeping team lead's coordination time by around 30%.
BOOK-IT Apartments
Germany
The challenge
Before Sweeply, BOOK-IT’s operations were split across disconnected tools: some information lived in the PMS, other details in a task manager app, and everything else was coordinated through chat. Without real-time sync, lists had to be updated manually and communication tasks were excessive, with work assigned via chat rather than within a system. Team lead coordination time was high. Compounding this, staff change regularly and many team members don’t speak fluent German or English, so training on multiple disconnected tools risked things getting lost in translation, both literally and operationally.
How Sweeply helped
Sweeply gave BOOK-IT a single centralised source of truth for all housekeeping and maintenance, letting every team see the status across properties and reducing the need for team leads to be constantly present. Sweeply integrates with Apaleo, BOOK-IT’s PMS, so apartment statuses, checkouts, and special requests stay up to date automatically without manual cross-checking. For teams operating without a front desk, real-time visibility let housekeeping and maintenance act independently and fulfil guest requests quickly. Sweeply’s colour-coding and language support sped up onboarding for the multilingual team, and Sweeply customised the platform to reflect BOOK-IT’s distinction between long-term and short-term cleaning schedules.
The result
The impact showed up in both hard numbers and everyday relief. BOOK-IT’s housekeeping team lead reduced time spent on communication by easily 30%, freeing that time for developing processes and the guest experience further. A centralised overview of tasks and work in progress gave team leads far greater peace of mind without being on-site, and gave team members transparency on workload. Guests benefit from a lower likelihood of forgotten requests and faster execution. Rather than a dramatic turnaround, BOOK-IT’s story is about removing friction that shouldn’t have existed, so that when tools match the operational model, everything else gets easier.
Testimonial
“Sweeply helped us especially to have a centralised source of truth for all things maintenance and housekeeping. This allowed all teams to have a better insight into the status at the different properties.”
Sebastian Gietl
CEO, BOOK-IT Apartments
Country
Germany
Country
Unterkunftsart
Serviced apartments (apart-hotel)
Hotelgröße
200+ apartments across multiple properties
Wertfokus
Operational visibility
Operational scale
Operational scale
200+ apartments, multiple properties, no 24/7 front desk
Wert erstellt
30%
less time spent on communication by the housekeeping team lead
Betriebliche Größenordnung
200+
apartments managed from one platform
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