Dockwize Reserveren

02

What we looked into first

First we looked into how a booking really runs, from the first email to the quote. Step by step, with reception and with the person who makes the quotes. This is what came out:

• Many bookings look alike. Regular guests get a quote that resembles their last one, with a different room or time. Little work each time, but it happens very often.
• Outlook is reception's worksheet. All appointments are there, with their own names and colours per room. That had to keep working.
• Rooms, rates and names. How many people fit in each room, what they cost and what they are called in the calendar and in the accounts.
• Discounts live in the administration. Guests often do not know whether they are a tenant or a partner. That arrangement is recorded in the accounts and in the CRM.
• Arranging access. The calendar sits in a Microsoft environment managed by their IT partner, and the accounting package only accepts connections from fixed addresses. For both, access had to be set up properly and securely first.

03

The choice, and why

The key choice: replace nothing that already works. Dockwize already had a calendar, a CRM and an accounting package, and the team knows them. The booking system connects those three, instead of adding a fourth system next to them.

• Outlook stays the calendar. The system writes to it and reads from it, so whatever reception schedules itself counts too.
• HubSpot stays the CRM. The contact is added automatically, and HubSpot sends the confirmation email. Dockwize manages its text and sender itself.
• WeFact stays the place for quotes and invoices. The system prepares the quote as a draft. A person checks it and sends it; a quote never goes out on its own.
• Guests do not need to know about discounts. The system recognises tenants and partners itself, from WeFact and HubSpot.
• One line of script on the new site. It turns every booking button into a popup. The site's agency did not have to build anything.

04

What we delivered

Agensea designed and built the booking system, the admin screen for the team and the integrations.

What is live

• Booking per room with live availability, including several rooms on their own days and times in one request
• An admin screen with all bookings, a calendar by day, week or month, and manual entry and rescheduling
• The integrations with Outlook, HubSpot and WeFact
• A message to the brasserie when a booking includes catering
• A personal login for every staff member, with roles for viewing, reception and admin
• A page with the ground rules: why the system does what it does, live from the data
• After booking, the question how easy it was, with the answers in the admin screen
• The rooms of Innovatiepunt KAAP too, with their own view in the same admin screen

Who did what

05

What changes day to day

For guests and for reception, a booking now looks different:

• Guests choose for themselves. On the room page you see straight away what is free, and you request several rooms at once, each on its own day and time.
• One calendar for reception. All rooms side by side, by day, week or month. Whatever reception puts in Outlook shows up there too.
• Double booked? Then the system immediately shows which rooms are still free that day.
• The quote is ready. As a draft in WeFact, with the right room, time and discount. Checking and sending stays human work.
• The brasserie is told automatically. Once the quote is sent and catering is included, the brasserie gets a message.
• Everyone has their own login. With a role that fits what they do.

06

Where it stands now

The system was delivered on 11 September and has been running since 16 September 2026, together with the new Dockwize site. Agensea hosts and supports it. Reception works with it every day and passes on what could be better; the first round of points after a week of use has been processed.

Timeline

1. 6 August 2026

   Proposal with a working demo of the booking flow

2. 10 August 2026

   Go-ahead from Dockwize

3. 1 September 2026

   Walkthroughs with reception, one by one

4. 8 September 2026

   Handover session with the team, feedback processed afterwards

5. 16 September 2026

   Live, together with the new website

6. 23 September 2026

   First points after a week of use processed