Stakeholder Guide — Hotel Group & Regional Office
Audience: Non-technical group leadership (Regional Director, Group Procurement Lead, Group Finance, Owner Representative)
Purpose: Plain-language view of multi-property operations, group purchasing, and cross-property governance
Language: Plain English — no code, no database terms
1. What This Package Does for You
Today, each property in your group may run independently — separate orders, separate reports, separate vendors — with no easy way to compare performance or negotiate volume pricing. This package lets each property keep its own records and systems while sharing a group-level view for procurement, compliance, and governance — without merging property databases or exposing internal margins.
2. What Changes Day-to-Day
| Today | With the platform |
|---|---|
| Each property orders separately; no volume leverage | Group demand is aggregated; volume pricing negotiated once; each property pays its share |
| Group spend compiled by emailing each property | Group-level spend and vendor performance visible across properties without merging databases |
| Each property sets its own approval rules | Delegation chains are recorded: regional office delegates to property GMs, who delegate to department heads; revocation cascades |
| Group contract signed; payment released on trust | Shared escrow: supplier is paid only when every property confirms delivery |
3. Features You Will Use
- Group purchasing: Aggregate F&B, amenities, and linen demand across properties. Each property signs its own quota using a private digital proof — so the group sees the total, but no property sees another's margins.
- Authority to approve: A named person (for example, regional director) must approve any group award. The approval chain is recorded and cannot be bypassed.
- Federated escrow: Supplier payment is held and released only when all participating properties confirm they received their goods.
- Cross-property audit: Every cross-property action is recorded in an immutable ledger that an auditor or group owner can verify without logging into each property.
- Delegation & governance: Regional office sets rules (approval limits, compliance gates) that apply to properties; property GMs can delegate within their own scope; changes are tracked.
4. Who Does What
| Role | Responsibility |
|---|---|
| Regional director | Approves group awards; sets group-wide rules and limits |
| Group procurement lead | Aggregates demand, negotiates vendor contracts |
| Group finance | Sees group-level spend; releases escrow on confirmation |
| Property GM | Runs the property; approves property-level spend within group rules |
| Department heads | Approve within their property and limits |
| Group owner / auditor | Verifies the cross-property audit ledger |
5. What You Keep
- Each property keeps its own PMS, accounting system, and operations. Our platform adds a group layer for procurement, compliance, and audit — it does not replace property systems.
- Property margins and confidential data stay within each property; the group sees only what each property chooses to share (selective disclosure).
6. What You Must Confirm
- Which properties are in the pilot group
- Who is the group awarding authority (who says "yes" to group contracts)
- Each property's spending limit before group approval is needed
- Which compliance rules (fire, health, accessibility) apply group-wide versus per-property
- What service promises each property will make (and which may differ)
7. What We Honestly Do Not Promise
- We do not force properties to use the same vendors or the same processes; each property keeps autonomy within group rules.
- We do not promise group savings until we measure your baseline.
- We do not release group payments automatically; every property must confirm delivery first.