Mews threads Gut Boltenhof’s operations into one ecosystem

About Gut Boltenhof 

Nestled in Brandenburg on the grounds of a historic manor estate, Gut Boltenhof is a fifth-generation, family-owned property with 23 accommodation units and a lively calendar of weddings and corporate events. The estate blends hospitality with organic farming, fine dining and a long-term vision that encompasses residential and senior living. 

When managing director Jan-Uwe Riest set out to modernize operations, he aimed to build a digital foundation that could support every stage of future growth. After relying on HS3 and Excel-heavy workflows, he recognized the need for a PMS that was both scalable and future-proof. Mews was chosen for its cloud architecture, flexibility and clear strategic roadmap. 

The move from HS3 to Mews 

Challenge 

The team found HS3 outdated and frustrating. It was only accessible from a limited number of stationary workstations, making complex inventory and mixed-use accommodations difficult to manage. 

Solution 

Mews provides transparent, real-time access across all devices and departments. The system unified hotel rooms and apartments under a single stay model and automated billing rules. It also established clear rate strategies for standard stays, flexible and non-refundable rates, and event-related pricing. Front office staff gained real-time visibility, while housekeeping now updates room status directly from tablets, eliminating countless calls and coordination loops. 

Result 

• Centralized inventory visibility across rooms, apartments and events 
• Reduced coordination loops in housekeeping with mobile updates 
• Faster, more accurate billing with automated rules and product posting 

Turning onboarding into a true partnership 

Challenge 

A small team faced the first-ever implementation of a system this complex, combining hotel, apartment and event operations. 

Solution 

The Mews team guiding the onboarding process provided detailed coaching on rate structures, restrictions and mixed inventory management. Staff learned workflows for automation, reservations and event-linked bookings, ensuring operational self-sufficiency. Regular check-ins and hands-on guidance allowed the team to test configurations in real time, build confidence and adapt processes to Gut Boltenhof’s unique rural setting. 

Result 

• Complete tech overhaul in 71 days  
• Staff able to configure rates, restrictions and event logic independently 
• Smooth adoption across front office, housekeeping and event teams 

Embedded payments that happen automatically 

Challenge 

Processing multiple payment types across rooms and events manually caused delays and risked errors. 

Solution 

Mews Payments enabled embedded card processing directly in the PMS, automating deposits, balances and reconciliation while supporting routing rules for complex billing scenarios. Guests and groups can now pay in advance or on-site without admin bottlenecks, while staff confidently manage exceptions like partial payments or special event packages. 

Result 

• Seamless, secure payment processing without third-party handoffs 
• Automatic posting of charges including breakfast and event packages 
• Streamlined reconciliation and reporting across departments 

Events now run flawlessly, without added stress 

Challenge 

Events and weddings were managed in Excel, disconnected from room inventory and billing, creating manual work and risk of errors. 

Solution 

Mews Events introduced structured event workflows with templates for weddings, seminars and corporate retreats. Inventory, rates and packages were linked to the PMS, enabling automatic room blocks, staged deposits and integrated billing. Online enquiry forms, digital proposals with embedded e-signature and preconfigured cancellation rules streamlined communication with clients while preserving flexibility for last-minute adjustments. 

Result 

• Accurate room allocation for complex group bookings 
• Digital proposals with e-signature and staged deposits 
• Reduced risk of overbooking and manual errors 

Effortless bookings that delight guests  

Challenge 

Guests faced static confirmations and pre-arrival communications. Check-in processes were paper-heavy and time-consuming. 

Solution 

Mews Booking Engine offers real-time pricing, add-ons and clear policies. Despite increased automation, personal service remains central to the Gut Boltenhof experience. Digital processes are designed primarily to prepare and inform guests ahead of arrival, such as automated pre- and post-stay email communication, while on-site check-in remains deliberately personal.  

Result 

• Fully paperless online check-in and guest portal 
• Upsells captured before arrival, enhancing revenue and experience 

Looking ahead: smarter operations, powered by AI 

Gut Boltenhof wants to leverage AI to improve operational efficiency without replacing human interaction. Riest envisions AI working behind the scenes to analyze booking and demand patterns, optimize visibility and flag where processes aren’t fully set up. By making proactive recommendations before issues arise, the system helps the team streamline workflows and deploy resources more efficiently. Ultimately, Riest sees the PMS becoming a centralized intelligence hub that pulls together data from multiple systems and detects optimization opportunities, all while maintaining the property’s signature, high-touch hospitality.