A CASE STUDY
Vacation Club Trustee, a branch of Timeshare Escrow and Title, is an inventory manager for vacation clubs in the timeshare industry.
Vacation Club Trustee makes sure there is enough inventory available to fulfill requested sales made by vacation club managers. Resorts submit purchase requests for a particular inventory to suppliers and Vacation Club Trustee plays the role of solidifying that the inventory is accessible. Unfortunately, office staff bore the responsibility of inputting orders and contracts manually, which was very time-consuming.
Until now, there was no software system available to assist vacation club managers and suppliers with tracking plus managing inventory. Dave Heine, CEO of Timeshare Escrow & Title, connected with Chetu at the ARDA World tradeshow with an idea for an app that would optimize such workflows.
The objective of the project was related to club management and tracking inventory details based on access to the system. This app would cater to two types of users, trustees and clubs. With role-based permissions set by the administrator the trustee user can access multiple clubs and manage reporting, contracts and owners related to each club. The other role allows vacation club managers to maintain their contracts and club functions, along with tracking inventory details.
Chetu’s hospitality and travel developers were tasked with programing an application with modules for club inventory management, owner tracking, reporting, user access, accounting and invoicing. These modules would allow vacation club managers to maintain their contracts and club functions, along with tracking inventory details.
The application required the use of .NET Framework MVC5, Entity Framework 6, and SQL Server 2018 Express edition. The application also needed to be responsive and seamlessly operate on multiple browsers – Chrome, Firefox, IE10+, and Safari. To overcome security concerns Chetu advised on “bank-like” measures, such as two-factor authentication.
Additionally, Chetu created a link from the software to view live updates and analyze contracts and orders that were just submitted. This module would allow both vacation club managers and suppliers the opportunity to place and receive accurate orders. With real-time updates management would be able to see what material was currently available for an order.
The account module assists with billing, creating and emailing an invoice each month with an accompanying link to complete the payment. The overall dashboard displays all of the data that is needed for both managers and suppliers, including monthly sales, the total amount of new orders, club members, and financial reports. Instead of a paper-trail, everything is documented digitally for any user with designated access.
After a 9 month collaboration and passing QA and UAT, Vacation Club Trustee’s application went live and provided outstanding results, revolutionizing workflows. From accounting to inventory, vendors can organize all of their order details to account for their material, and contracts with each vacation club. Vacation club managers are now able to view live inventory details and can track their orders along with payment information.
There are many benefits to creating a custom solution and due to Vacation Club Trustee owning their own code, they will be able to modify and scale the application as their business grows. As Dave explained, “it is the greatest amount of flexibility.” Vacation Club Trustee needed a back-end software development partner that understood their business needs and could help them automate processes.
CEO and Founder Dave Heine