Stacks of paperwork. Manual data entry. Long check-in lines. For Evansville Inn & Suites, these challenges were once part of everyday operations. Located in the heart of Indiana, this independent hospitality property faced the same administrative hurdles that are common across the US market. The reliance on handwritten guest records, physical paperwork, and time-consuming processes slowed both staff and service. To modernize these processes, the property implemented Yanolja Cloud Solution, a comprehensive cloud-based Property Management System (PMS).
The results were immediate and transformative. By digitizing guest intake and centralizing management functions, the property achieved a 60% reduction in check-in times and a marked increase in data accuracy. This case study explores the transition from legacy manual processes to an automated, “one-click” operational model that prioritizes both guest satisfaction and employee productivity.
The Challenge: Navigating the “Paperwork Trap”
Before adopting a digital-first approach, the front desk team at Evansville Inn & Suites operated under a traditional model that was increasingly out of step with modern guest expectations. The primary challenges included:
- Inefficient Data Entry: Every guest’s personal details had to be manually typed into a legacy system or recorded by hand. This was not only time-consuming but also increased the risk of human error in guest folios.
- Front-Desk Congestion: During peak check-in windows, the time required to process paperwork led to lobby queues, creating a stressful first impression for arriving guests.
- Illegible Documentation: Handwritten invoices and guest notes often led to confusion during the billing and checkout process, requiring additional time to rectify discrepancies.
Market research from 2026 highlights that manual ID verification is a leading cause of service friction. Studies show that guest satisfaction scores can drop by nearly 50% if the check-in process exceeds five minutes. For Evansville Inn & Suites, the need to move away from handwriting was a matter of both operational survival and brand reputation.
The Solution: A Unified Cloud Ecosystem
The property selected Yanolja Cloud Solution to replace its manual workflows. The implementation focused on three strategic areas designed to eliminate friction and empower the front desk team:
1. Automated ID Scanning and Data Population
The most significant change was the integration of automated ID scanning. Instead of manually typing name, address, and document numbers, the team can now scan a guest’s identification, allowing the system to auto-populate the profile instantly. This eliminates the “typing gap” and ensures that data is 100% accurate from the moment of arrival.
2. The “One-Click” Centralized Dashboard
Yanolja Cloud Solution provided a high-level overview of the entire property via a single dashboard. Crucial tasks such as night audits, room status updates, and guest assignments were relocated to a central hub, making them accessible with a single click.
3. Professionalized Digital Billing
Handwritten receipts were replaced with standardized, professional digital invoices. This change improved the clarity of financial records and streamlined the end-of-day reconciliation process for the management team.
The Voice of the User
Melissa, a key operator at Evansville Inn & Suites, noted the immediate impact of the transition on the daily workload.
“Since we got this system, everything has been awesome. It’s saved us so much time at the front desk. Now, we just scan the ID, and it goes right into the computer; it’s just a breeze. It’s so easy to use that even when we have new people, I can just show them the dashboard, and they’ve got it. It’s just one click, and you’re there. It makes everything a lot faster, and even the invoices are easier to read.”
Key Outcomes and Market Impact
1. Optimized Personnel Productivity
By eliminating the need to hand-write forms and manually cross-reference paper logs, the team saved approximately four hours of administrative work per day. These hours were redirected toward guest engagement and property maintenance. Industry benchmarks suggest that hotels utilizing automated PMS solutions save up to 40% of their time on back-office administration.
2. Accelerated Guest Throughput
The integration of ID scanning reduced the average “arrival-to-room” time from nearly eight minutes to under two minutes. This aligns with 2026 hospitality trends, where 36% of travelers actively prefer digital-first or contactless check-in experiences.
3. Simplified Onboarding and Training
In an industry characterized by high turnover, the “plug-and-play” nature of the Yanolja Cloud Solution dashboard proved invaluable. New team members could become proficient with the system within hours rather than days, significantly reducing training overheads and operational downtime.
| Performance Metric | Pre-Yanolja (Manual) | Post-Yanolja (Cloud) |
| Check-in Duration | 5 to 8 Minutes | < 2 Minutes |
| Data Integrity | Prone to Manual Error | 99% Accuracy (Scanning) |
| Training Requirement | Multi-day Onboarding | Dashboard-led / Instant |
| Invoicing Process | Handwritten / Slow | Digital / One-click |
How Yanolja Cloud Solution Fits In
Yanolja Cloud Solution serves as the operational backbone for properties like Evansville Inn & Suites by bridging the gap between legacy hospitality values and modern digital demands. It is designed specifically to address the “human element” of hotel management by removing technical complexity.
The software fits into the hotel’s ecosystem not just as a database, but as an active productivity partner. Its cloud-native architecture allows for real-time updates across all departments, ensuring that the front desk, housekeeping, and management are always synchronized. By providing an interface that Melissa describes as “just one click away,” Yanolja Cloud Solution lowers the barrier to digital adoption, making it the ideal fit for properties that require high-performance technology without the need for a dedicated IT department.
Conclusion
The experience at Evansville Inn & Suites serves as a blueprint for small-to-mid-sized hotels looking to modernize. By adopting Yanolja Cloud Solution, the property effectively removed the “clutter” of manual paperwork and replaced it with an intuitive, automated system. This transition has not only improved the bottom line through enhanced efficiency but has also provided the front desk team with the tools necessary to deliver a superior, modern guest experience.