Understanding and Maximizing BWR Enrollment Prompts in Visual Matrix Cloud PMS (BW)

Visual Matrix Cloud PMS integrates with Best Western Rewards to allow seamless enrollment of guests into the loyalty program. When configured correctly, the system provides automatic reminders at key guest interaction points—check-in and check-out—encouraging front desk staff to engage with guests and offer enrollment.

When and How BWR Enrollment Pop-Ups Appear

Manual Enrollment at Any Time

Even before check-in, staff can manually invite or enroll a guest in the BWR program.

Simply click the BWR button at the top of the reservation screen. Learn more...

Automatic Check-In Prompt

If enabled, a BWR enrollment pop-up will automatically appear at check-in only if the reservation does not already have a BWR number attached.

This helps prevent missed opportunities to enroll guests who are not yet members.

Where to Configure in Visual Matrix

Navigate to Management > Interfaces > All Interfaces > Best Western 2 Way.

Enable the following settings: "Enroll Popup"

Best Practices for Front Desk Staff to Encourage Enrollment

Why Enrollment Matters

- Increases guest retention and loyalty.

- Drives repeat business.

- Improves guest satisfaction and brand engagement.

Using Prompts Effectively

- Always respond to the BWR pop-up promptly.

- Confirm with the guest if they are already a member.

- If not, offer to enroll them with a quick and simple process.

Suggested Guest Scripts

“Are you a Best Western Rewards member? I can sign you up quickly—it’s free and you start earning points immediately.”

“Would you like to earn points for this stay? I can enroll you right now—it only takes a moment.”

Handling Objections

“I don’t stay often.” – “That’s okay, there’s no obligation. But when you do stay, you’ll earn rewards.”

“I don’t want to pay for anything.” – “Enrollment is completely free—no strings attached.”

Motivating Staff to Enroll Guests

- Set team goals for daily/weekly enrollments

- Celebrate top performers

This unified approach helps ensure front desk teams maximize the benefits of Visual Matrix Cloud PMS and the BWR program to drive loyalty and deliver excellent guest experiences.

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