How to Optimise Access Collins – Design My Night to Increase Your Bookings

If you run a hospitality venue, chances are you’ve heard of Access Collins, the booking and CRM system behind Design My Night. Its a great tool for hospitality venues (and personally my favourite) but one thing i always have to ask my clients is are you using it to its full potential? 

Many hospitality businesses underuse this powerful tool, missing out on easily increased revenue, smoother operations, and a much better customer experience. I’ve worked with countless venues that weren’t making the most of their Access Collins setup. A few tweaks—like optimising deposits, setting up reminders, and training staff to use the system properly—can transform your booking process and boost sales.

So, how can hospitality venues maximise Access Collins?

✅What is Access Collins & How Can It Help Your Venue?

Access Collins is a CRM and booking management system designed for hospitality businesses. It helps venues handle online reservations, deposits, customer data, and automated follow-ups. If you’re a business that currently relies on manual bookings, uses endless spreadsheets, or gives your guest slow response times, Collins can be an absolute game-changer.

With the right setup, Access Collins can help you:

• Increase confirmed bookings with upfront deposits

• Reduce no-shows with text and email reminders

• Upsell pre-order packages to boost revenue

• Streamline customer follow-ups so no leads are missed

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Sounds great, right? Now, let’s break down how to optimise your Collins system for maximum profit.

1. Activate & Optimise the Deposit Function

One of the biggest revenue leaks for venues is last-minute cancellations and no-shows. Ever had a booking for 30 in your diary, expecting a extra £600 in revenue and only 2 show up? If you’re not already using the deposit function, you should be!

✅ Why I believe deposits are a must-have:

• Reduces no-shows – People are more likely to turn up if they’ve paid a deposit

• Secures revenue in advance – Even if someone cancels, you don’t lose out completely

• Filters serious bookings – Eliminates time-wasters and keeps bookings genuine

  
  

💡Pro Tip: If you don’t want to require deposits for all bookings, apply them only to peak times, large groups, or high-demand tables.

2. Set Up Text Reminders to Reduce No-Shows

A simple text reminder 24-48 hours before the booking can significantly cut down no-shows (especially for businesses that do not use deposits). Its an easy way to remind a customer of an upcoming booking and confirm for yourself if you have revenue coming. Best Part, if someone cancels last minute, you’ll have time to resell the table to walk-ins - rather than turning them away for your ‘Pre-booked tables’.

💡 Bonus Tip: Use SMS reminders to offer last-minute upsells (e.g., “Upgrade to a VIP table with a bottle of prosecco for £30”).

3. Make Sure All Staff Are Trained on Access Collins

Too often, I see venues where only one or two team members know how to use Collins properly. When they’re not around, bookings get missed, double bookings happen, or follow-ups just don’t get sent.

✅ Why every team member should know Collins:

• Staff can quickly check availability and confirm bookings over the phone

• If a walk-in arrives, they can see which bookings have confirmed or cancelled

• They can track deposits, pre-orders, and special requestS.

• They can respond to new bookings promptly - so you don’t miss out on custom.

  
  

💡 Bonus Tip: Do test bookings regularly with your employees so you know how your bookings are being handled.

4. Create Pre-Order Packages to Boost Revenue

Want to increase spend per customer without raising prices? Offer pre-order packages through Collins! This not only makes service smoother for you and the team on the day but also guarantees higher sales before customers even arrive. - who wouldn't want that?

✅Best pre-order ideas:

• Welcome drinks packages – Champagne on arrival? Yes, please.

• Buffet/Finger Food Packages - Perfect for those standing drinks parties.

• Set menus for groups – Ideal for corporate events or birthdays.

• Bottle service & VIP upgrades – An easy way to increase spend per head.

💡Bonus Tip: If you’re struggling to upsell pre-orders, train your team to suggest them during the enquiry stages or in booking confirmations.

5. Use the Follow-Up Function to Capture Missed Leads

One of the biggest sales killers in hospitality? Not following up on inquiries or following up on enquiries bluntly with no personalisation. If someone asks about a private event and doesn’t book immediately, don’t assume they’re not interested - People fish around!

✅Best practice:

• Send a polite follow-up email within 24-48 hours of an inquiry

• If there’s no response, follow up with a phone call

• Offer a limited-time deal (e.g., “Book in the next 48 hours and get a free round of drinks!”) - This works more with people you’ve had some form of contact with.

💡Bonus Tip: Do not pester them! If you haven't heard a wink in 2-3 weeks after sending follow ups chances are they’re not interested, just cancel the bookings. P.s. if they were actually interested in booking after cancelling they will come back - Trust me!

✅Final Thoughts: Make Access Collins Work for You

Access Collins is an incredibly powerful tool—if you use it right. By activating deposits, setting reminders, training staff, offering pre-orders, and following up on leads, you can increase bookings, reduce no-shows, and boost your venue’s revenue.

Need expert help optimising Access Collins? Contact us today!