A holiday lettings company in Greece. Our bespoke CRM system manages all the villa bookings, travel arrangements for holidaymakers, dealings with villa owners and all the company finances. Providing fast ROI and increased efficiency, the client and customers are all extremely happy.

Decent Group builds bespoke FileMaker CRM system for holiday lettings company with rapid ROI

Decent Group has tailor made a Customer Relationship Management (CRM) system for Pretty Greek Villas, a holiday villa lettings business in Greece.

Pretty Greek Villas is a growing company but the flexibility of the bespoke CRM software system allows them to deliver a truly personal service, even on a large scale.

The business system streamlines and manages the entire sales and customer service operations, enabling Pretty Greek Villas to have automated and trackable business processes in place. All of this helps Pretty Greek Villas do what is core to their business – create the perfect holiday for each client.

The new system enables Pretty Greek Villas to quickly and easily generate booking documentation, administer invoicing and ensure villa calendars and customer database are up to date, ensuring each client is well looked after before, during and after their stay.

“The CRM system Decent Group has made allows us to be hyper-efficient. Pretty Greek Villas is all about the professional, personal service and Decent Group shares those values.”

Ben Bland
Co-owner, Pretty Greek Villas

Customer flexibility

The bespoke database solution is seamlessly integrated with the company website, with the CRM system driving a publicly-accessible villa availability calendar and an easy-to-use set of forms with which clients can provide details of their travel arrangements. The website allows holidaymakers to further customise their holiday – right down to the choice of wine that should be ready in the villa when they arrive.

Marie-Louise Bland, co-owner of Pretty Greek Villas, is delighted by the ease of use and time saved by the system: “The new database is really excellent. It’s so quick and easy now to send out booking forms, invoices and receipts. Thank you very much for everything!” She continues: “A very big BRAVO to you and the team. It makes our lives so much quicker answering the enquiries. Thank you so much, we’re really pleased.”

Decent Group has also been praised by Pretty Greek Villas’ own clients, with one writing: “[The online forms] were really easy to use and I like that I can go back into it if I need or want to … super easy and speedy.”

Decent Group email management and direct mail tool

A recent improvement was to make the system process all inbound and outbound email. The bulk of enquiries come by email, and there is now a simple and centralised process by which any member of staff can quickly identify a client’s preferred destination, dates and desired facilities and construct a personalised reply. The response to each enquiry takes moments to construct, but to the client is an informative, richly-illustrated and enticingly-written set of recommendations of villas which are the perfect match for the client’s requests.
The software is also central to the production of a regular e‑newsletter, which carries information not just about the holidays on offer, but about Greek culture and history. This is sent easily through the software to targeted groups of past and potential holidaymakers, without any per-message cost.

Decent Group cloud hosting

To deliver the best service possible, Pretty Greek Villas’ staff are located near their customers – all across the Greek islands. The lack of reliable broadband on the islands could have posed a problem, but instead makes this system perfect for delivery through the cloud. Decent Group host the database and system, allowing all the system’s users to enjoy reliable high-speed access whenever they want, wherever they are, even when connected through a 3G dongle.

Created using FileMaker

The bespoke travel and leisure industry solution was created using the FileMaker software platform, and is a perfect fit for Pretty Greek Villas’ needs, again highlighting the flexibility of the platform which can be used for any industry and any solution.

Future improvements – online search and book

Decent Group is currently extending the CRM system to integrate with the new Pretty Greek Villas website, giving the clients the freedom to browse holidays, choose and book if they wish. This will give holidaymakers the choice of searching for their perfect villa and booking it online themselves or contacting Pretty Greek Villas with their requirements. This feature will also save even more admin time for the Pretty Greek Villas team, whilst providing their clients with the flexibility they want. Client satisfaction is of utmost importance to Pretty Greek Villas, so holidaymakers are always encouraged to contact Pretty Greek Villas at any time for recommendations, help and support.

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PGV-184102Emerald pool and castle

  • • Increased efficiency – saving time
  • • Streamlined booking process
  • • Improved client satisfaction and client care
  • • Simplified client booking process
  • • ROI – paid for itself many times over in saved admin time and hugely increased number of clients able to be personally dealt with (in one month alone, the Pretty Greek Villas website had 88,000 hits, with all the resulting enquiries handled by just 2 admin staff)
  • • Complete CRM system – tracks enquiries through sales process to holiday completion
  • • Automated email of recommended villas (including links to website, short details and availability for each villa), following search of client requirements
  • • Built-in auditing of the process – to ensure fast response and high quality of customer service
  • • Alerts appear if required fields or processes have not been entered or completed
  • • Automatically generates confirmation emails including links to self-service web form
  • • Simple self-service form for holidaymakers to complete (again highlighting any areas not completed) with responses fed back to the CRM system automatically
  • • Holidaymakers can book travel arrangements (ferries, taxis and so on) using the self-service website
  • • Holidaymakers automatically receive the correct information at the right point in the booking process, including letting agreement, invoices, payment receipts, arrival guides, and essential information about their villa and its local area



About Pretty Greek Villas

Pretty Greek Villas offers a portfolio of Greek villas and private self-catering holiday accommodation that is personally chosen by Ben and Marie-Louise, the owners of Pretty Greek Villas. Each of their Greek villas has its own individual characteristics and is maintained to a very high standard. Pretty Greek Villas pride themselves on the personal service.

Phone: 0030 26960 61414     Email: info@prettygreekvillas.com     Web: www.prettygreekvillas.com

About Decent Group

Decent Group makes ‘business systems that work’: software that’s a perfect fit for the processes it’s designed to support. Decent Group is recognised by FileMaker as Platinum developers, and engineers powerful but straightforward software systems to solve businesses problems in all industry sectors. PC, Mac, Mobile and Cloud solutions are all designed to give the ‘perfect fit’ at sensible prices.

Contact Decent Group to find out how your business could reap the benefits being enjoyed by DKA.

Phone: 01793 250198     Email: info@decentgroup.co.uk     Web: www.decentgroup.co.uk/dg

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