10 Best Property Management Systems
Cloudbeds’ property management system (PMS), is a cloud-based front desk for your property. With it, you can check-in and check-out guests using an attractive drag-and-drop inte...
Solutions built for yesterday's world and unnecessarily large patchworks of vendors and software cannot optimally serve your interests. Streamline your business' technology, amaze...
Mews is an innovative hospitality management cloud that empowers the modern hotelier to improve performance, maximize revenue, and provide remarkable guest experiences. A fully in...
The First Cloud-Native PMS Running In More Than 550 Properties In 12 Countries Worldwide 94% Client Retention
innRoad is a Software-as-a-Service (SaaS) hotel software solution that seamlessly integrates property management, global distribution, bookings and marketing–all on a single, ea...
WebRezPro is a complete, automated and flexible cloud property management system designed to increase productivity and revenue for all types of accommodations. From reservation ...
StayNTouch offers an intuitive Cloud PMS that simplifies hotel operations from end-to-end; including reservation management, front desk management, revenue management, housekeepi...
RMS Cloud is a global, industry-leading software company providing flexible and scalable technology for the hospitality industry. Trusted by 6,000 properties across 43 countries, ...
Seamlessly manage your front-office activities like reservations, rates and invoicing from a complete and easy-to-use cloud system. Our hotel-first PMS is built by experienced hot...
protel solutions form a robust technology stack for all hotel business types, with a worldwide team of local partners to support it. The ground-breaking app store, accessible dire...
Recent Property Management Systems Articles
Shortly after COVID restrictions were eased, I went on a short golfing trip to Austria. I booked a well-known boutique hotel with a SPA and a fantastic restaurant surrounded by vineyards. I found out later that many other people had the same idea, as the hotel was fully booked for the weekend. Well, good for them, I thought. Anyway, when I arrived, it was raining, and I didn't bring my umbrella with me. So I came into the hotel soaked, hungry, and in desperate need of a shower. Unfortunately, out of the two check-in desks available, only one was operating, and the poor guy was trying hard to check in all the arriving guests as quickly as possible, while doing his best to have a cordial chat with them. Make no mistake: I'm sure it wasn't his fault that we had to wait for five minutes before he finished with the previous guest. When finally my turn came, the receptionist spent a tremendous amount of time staring down at his computer. I tried to ask him a few PMS-related questions, to understand why it was taking so long (of course, he didn't have any idea I knew a thing or two about PMSs), but I started to feel bad for the people waiting behind me, so I stopped any efforts to communicate with him, and I wasn't even told where and until when I could get my breakfast or where the SPA was. And that was the moment I realized, at least on a personal level, that there's something intrinsically wrong with hotel tech today. When Technology Breaks Down Now, I am sure that, if you’re a frequent traveler like me, you have similar horror stories. According to a Qualtrics survey, 57% of poor hotel experiences are down to unfriendly staff. Problem is that, very often, hotel staff is unfriendly because they’re overworked, especially post-COVID, when properties are operating with skeleton staff. Here’s where technology should help, but the Austrian one is the perfect example of a case where it didn’t, and this happens way more than we, in the industry, like to admit. Moreover, tech should not only improve operations, but guest experience as well. Bad news is that, often, it fails in both fields. When your tech stack increases workload and waiting time at the reception (or in any other department, for that matter), you know you’ve got a problem. Technology is fallible, whatever you may think, and choosing the wrong software can heavily penalize your operation. A couple of years ago, a curious news story was published: the Henn-na hotel in Japan, known mainly because a good part of its employees are actual robots, had to "fire" 243 of them for doing "a bad job." One staff member, interviewed by The Mirror, stated: "It's easier now that we're not being frequently called by guests to help with problems with the robots." Well, this is an extreme example, but it’s not uncommon to see hotel staff having to find hacks and workarounds to make things work. If you’ve ever had a job in the hotel business, you know exactly what I am talking about. The Role of the PMS in the Hotel Tech Stack Now, at the core of hotel operations, there’s always the PMS, so this is where the majority of problems start: bad integrations, lack of built-in features, etc. Choosing wisely is crucial, but not always easy, especially because hoteliers may be, paradoxically, unaware of the problems they need to solve. This is not due to the fact that hoteliers are bad entrepreneurs, quite the opposite! Problem is that being a hotelier means having to manage many operational aspects of the job, most of which are very complex and detailed. A General Manager, for instance, will obviously have to prioritize certain tasks, rather than spending hours to go deep and understand a certain technical problem. The thing with PMSs is that they’re the kind of software which is used by several different departments, so everyone has an opinion on it, yet a partial one. Sales & Marketing will likely never have to insert a group reservation, while the front office department won’t have to deal with MICE requests. In my experience, General Managers are the ones which can green light the implementation of a new software, coordinating, understanding and synchronising different departments’ needs, but chances are that their vision is limited, due to too many things on their minds, too. And we’re back to the hotel in Austria: somebody picks the wrong software, the system makes the life of all (or, at least, some) employees miserable, there’s less time to focus on the guests (which is even worse than the previous issue, while, of course, unhappy employees are unlikely to make guests happy), and… Well, you see where I am going with this, don’t you? How PMSs Can Improve Operations and Guest Experience So, when picking a PMS, you should always be asking the one million dollar question: will this system make my life (and the life of my staff) easier so that they can make my guests happier? Knowing what to look for in a PMS can make a huge difference, so make sure that you understand what a property management system can (or can’t) do for you while trying to go into details during the process. Because if there’s anything we have learned over the past two decades, is that the devil is always hidden in details. Here are some of the areas where a good PMS can actually make a difference for both the hotel staff and guests: Reducing the workload during the check-in/out process. A publication by Cornell’s Center for Hospitality Research studied guests’ tolerance of delays during check-ins, and found that the “breaking point” for US guests is as short as five minutes. There’s an interesting discussion on Quora titled “What is the actual average length of time (in minutes) for hotel check-in and check-out?” Of course, the method is far from scientific, but it’s a fascinating read. According to the discussion, a best-case-scenario-check-in is at least 2-3 minutes. You know what that means? That if an American guest has two persons in front of him, he will likely leave a pesky review… Self check-in kiosks and apps can dramatically improve the check-in/out experience, yet most PMS do not support the technology; Remove friction during payments. It’s not uncommon to find hotels that still manage credit card payments manually. Usually, it goes like this: the back office department receives a booking, and they have to log in into the extranet, find the reservation, get the card, switch to another page for the CVC, get the physical terminal POS, type the total amount and the card details, wait for the transaction to go through. If this doesn’t look like a big deal for you, try to time your staff while they do it. I doubt it will take them less than five minutes per transaction. Now, let’s say you receive 25 reservations a day: that’s over two hours wasted just to charge credit cards. Not to mention what happens if the card does not work, you have to ask for a new one and start the process all over again. A PMS can solve the issue with payment automation proprietary features, or by integrating to third-party providers; Integrate invoicing systems. It may sound crazy in 2021, but I have seen too many hotels where the reception has to ask accountants to issue an invoice and, on the other side, too many accountants typing numbers manually from PMSs reports into their accounting systems… A simple integration will save hours of manpower every day; Connect your PMS to your SPA system. In most cases, if a hotel guest wants to book a treatment at the desk, the reception has to call the SPA, check availability and then book. Integrating the two systems will dramatically reduce workload, and guests will also be able to book and check availability directly online; Get smart in F&B. The adoption of QR codes and online ordering increased dramatically due to anti-COVID guidelines, and this is a prime example of a system that can dramatically reduce waiting times and improve guest experience. Customers are able to order (and pay) immediately on their phones. This reduces the waiting time (the waiter does not have to come and take your order or bring you the bill). Customers are in full control of the timing, and restaurants can allocate less staff to serve the same number of people, saving money. Moreover, thanks to Kitchen Display Systems (KDS), orders are not printed on paper but are shown digitally on a screen in the kitchen. KDS can also measure the average time needed to cook a meal, improving efficiency and customer satisfaction; Housekeeping digitalization. Another feature that COVID dramatically accelerated is the adoption of housekeeping apps, both built-in in the PMS or provided by third-party vendors. They reduce workload and make communication between departments easier. Hoteliers can also benchmark housekeeping staff timing to optimize operations and - particularly important for green hotels - drastically reduce the use of paper. According to a study, hotels use almost 2B A4 sheets per year in the United States only, meaning that 268,000 trees are chopped down annually only to fulfill the hotel industry's needs. It's the equivalent of 15 New York Central Park worth of trees cut every year! Automated emailing. Even though this is a feature we tend to associate with CRMs, some PMSs provide built-in functionality to communicate with guests pre/mid/post-stay, improving both the guest experience and increasing revenue coming from ancillary services proposed in the emails; Connect. Connect. Connect. It may sound crazy, but there are still a lot of hotels without a proper 2-way-integration between the PMS and the channel manager. It goes without saying that linking the two systems will dramatically reduce workload and bring human error down to virtually zero. Understand the Tradeoffs of New Technology to Maximize Impact Paul Virilio once stated: “When you invent the ship, you also invent the shipwreck; when you invent the plane you also invent the plane crash; and when you invent electricity, you invent electrocution... Every technology carries its own negativity, which is invented at the same time as technical progress.” This is true for hotel tech as well, that is why implementing technology just for the sake of it it’s never a good idea. Choosing any software, and PMSs, in particular, requires a complete understanding of the property’s current (and future) needs. The risk with picking the wrong system is to end up like the Austrian hotel I wrote about at the beginning of this piece. At HotelTime Solutions, we provide tailored solutions and follow our customers during all the phases of the implementation, making sure that they can focus on what they do best: taking care of their guests.
You may be thinking it’s early to start talking about the holiday season, but as a hotelier, now is the best time to prepare for the Christmas season. Why? With so much competition for rooms and heightened expectations in guest experiences, you need to plan ahead if you want this to be a happy holiday season for your bottom line. Keep in mind many folks had travel plans last year that went by the wayside and are now looking to make up for a lost year. Early data from Travel & Leisure shows that December bookings jumped by 15% compared to 2019 (pre-pandemic levels) in July. Keep in mind, Christmas bookings typically peak in October and November. After missing out on 2020 travel, guests will want to ensure wherever they book their Christmas getaway will deliver an unforgettable experience. Thankfully, there’s a lot you can do to get guests through your doors without spending a fortune on decorating your property or getting too gimmicky. Here are some holiday hotel marketing ideas that can make this a year to remember for your property. Leverage Email Marketing If you haven’t been using email marketing to its fullest potential, you’ve been missing out. It’s one of the best ways to get into the minds of potential guests (and stay there). Make this a priority for the holiday season and while you’re at it, chalk it down as a New Year's Resolution. If you’ve been collecting email addresses of past guests in a responsible manner, it’s time to get your Christmas offers out to them. You can get creative with your offers, from a special package or prepare a special holiday menu in your restaurant. Either way, it’s a good time to start engaging with potential guests and pique their interest. Offer Prizes and Creative Giveaways People love the chance to win prizes, particularly on social media. It’s why we see so many polls and hashtag challenges or merely entering a contest by tagging friends. Contests are an effective way to get some user-generated content for your hotel’s marketing campaigns. Contests can be something as simple as asking people to send their best (or funniest) Christmas outfits or best home decoration and in return they can win a discounted stay at your hotel or perhaps win a free spa day with their stay. You’ll be surprised at how many people will jump at the chance to win; not to mention it’s a great way to boost engagement on your social media channels. Show Your Holiday Spirit with Deals There’s no need to reinvent the wheel with this one. Everyone loves a good deal and sometimes simple works best. Guests will be looking to save a buck where they can, given how expensive the holiday season can be already. Reducing your standard room rate or offering a discount on a suite might just give you the edge in securing more bookings. Sharing such deals on social media will also get you plenty of attention if the deal is of significant value. Provided you have a powerful channel manager, you can ensure your holiday rates are distributed among your biggest booking channels. There’s nothing to lose in trying, particularly if your goal is full occupancy for the holidays. Create a Landing Page on Your Website If you’ll be offering deals, then it’s vital to create a separate landing page on your website. This will give you an area on your site to market and focus your holiday bundles. If you bury your Christmas packages and offers within your existing room rates, it’s going to slip by a lot of eyes. If you have a dedicated festive area, you can have some fun with it by adding some cool design effects and throw in some holiday puns in your room description. What Will Your F&B Program Look Like? If there’s one commonality for the holidays, it’s that everyone wants to let loose and enjoy some mouthwatering comfort food. Your hotel’s holiday offerings shouldn’t just be about decorating and offering special room rates. If you have an on-site restaurant and/or bar, putting together a special holiday menu will capture everyone’s Christmas spirit. There will be plenty who will jump at the chance of booking a Christmas meal or throwing a mini holiday party for their business. And once patrons book with you for a meal, those might just turn into room bookings if you mention the type of accommodations you offer. Happy Bookings! The holiday season could be stressful for hoteliers, but this should also be your most exciting time of the year. With all-in-one PMS systems like roomMaster Anywhere, you can ensure that you have all the tools you need to maximize holiday bookings for 2021 and beyond. If you start planning now, it could be your most profitable period of the year.
In the age of technology, connectivity is critical to property and brand-wide success—and it affects every aspect of rising industry trends around security and mobile payments. To find the right vendors and put the right tech in place, you need the right information. You need to know how the tech you’re looking at is going to integrate with the systems you already have in place. So before anything else, view the tech through the lens of your SOPs. What would a day in the life of your staff look like? Are there significant gaps in functionality or connectivity? If so, it’s a no-go right from the start. If not, it’s time to dig into specifics. Here are four key pitfalls for hoteliers to know and avoid in order to find success: 1. Hotels have more technology than ever—and when systems don’t communicate, the business consequences can be devastating. Between your PMS, POS, and staff collaboration tools, there’s plenty to worry about. Add in guest-facing tech and hotels can suddenly have more different solutions than time to sift through them. And if a single cog in the machine isn’t working in conjunction with other things, it can be a disaster for operations. Before signing up with a new vendor, make sure what they’re offering will integrate with the critical systems your property already uses on a daily basis. Your tech should maximize your staff’s efficiency, not add extra stress or unnecessary steps. To further ensure a quality integration, look for a vendor that builds their integrations directly. A more advanced integration is much more likely to be certified or otherwise validated by others. 2. When operations suffer due to bad integrations and siloed data, the guest experience suffers as well. When systems don’t communicate, information is either duplicated or never shared at all causing guest requests to never get fulfilled or get fulfilled twice. And this isn’t something staff can be expected to handle or track. The reality is, many simpler integrations pass less information which creates a shallow and less efficient system. Make sure you are getting integrations with depth—the more information your systems can share the better. If you want to ensure the vendor you are looking at has effective integration and consistent guest satisfaction, go to the source. Ask to speak to a customer who is currently using the integrations you need. Get your questions answered by someone who can vouch for how things affect the guest experience and day-to-day operations. 3. Security is absolutely essential to connectivity. Here’s what to watch out for on that front. If a vendor declines a security audit, there’s a reason. A good place to start is by asking if their integrations meet industry standards from organizations like HTNG (Hospitality Technology Next Generation) or OTA (OpenTravel Alliance). Are they directly involved with those industry organizations? And find out if they have regular security audits. No confident vendor declines a security audit. They aren’t easy for anyone, but they’re necessary and they exist for a reason. You need to know if their system is secure. Declining an audit is a huge problem and an indicator a vendor may not be all they say they are. Seasoned vendors will understand that request from the beginning. 4. Payments are among the highest levels of integration to achieve and the thing everyone wants right now. Payments are the most in-demand integration: are the vendors you’re looking at prepared? If a vendor has payments capabilities right now, that’s an indicator they’re advanced and up to speed on the latest developments in hospitality. Ask: Do they process or facilitate mobile payments—namely, do they leverage a PCI-compliant payment gateway that has authorization and settlement capabilities specifically for lodging? If they do, huge green light. If not, a little worrying. Beyond the overall importance of connectivity and how it affects trends like security and payments, buyers should be looking for a trustworthy vendor above all else, and knowing which questions to ask during the buying process plays a key role in determining that. So there you have it: those are some of the red flags you should be watching for—but what are the green flags? If you want to find a vendor partner that goes above and beyond, there are two quick things to check for: a dedicated team for integrations and a product roadmap that demonstrates ongoing commitment to innovation. If a vendor has both of those things, they’re likely not just good at what they do, but great at it. For more in-depth vendor questions, check out 10 Questions to Ask Vendors Before Your Next Purchase.
Recent Property Management Systems News & Community Updates
Oaky and protel have launched a 2-way integration, enabling automatically updated upgrades or services in the protel PMS. The core advantages of the integration: Hoteliers already making use of the original Oaky protel integration will be familiar with the fact that the partnership allows Oaky to use hotel guest data from protel in order to send customised upselling offers to guests. Oaky leverages information like check-in and check-out dates, room type booked, number of guests etc. to segment guests and make sure they’re only shown deals that are relevant to their stay. “As protel continues to innovate and enable superior guest experiences, this partnership will give our clients a state-of-the-art solution to increase total revenue in a fully automated way. Sensible to our industry’s challenges, we built an integration together with Oaky that allows hoteliers to run upselling on auto-pilot and have more time to focus on their guests.” Wilco de Weerd, Director of Partnerships at protel. “We are thrilled to have continued developing our integration with one of the most innovative providers in the hotel tech space, bringing the protel Oaky collaboration to a whole new level. Now our mutual clients can not only increase their overall revenue and further personalise their service, but do so without any added manual work” Erik Tengen, co-founder of Oaky. More automation = more revenuu: Oaky’s 2-way integrations, used by hundreds of hotel customers across the globe, demonstrates that fully automated upselling leads to higher conversion rates. Human error is reduced, time is saved and those in charge of delivering the add-on services have more time to get organised. How will the 2-way integration work at a protel hotel? When a guest requests an available room upgrade or service, their requests are automatically pushed to the hotel’s protel PMS without the need to manually approve or reject requests. ABOUT PROTEL protel solutions form a robust technology stack for all hotel business types, with a worldwide team of local partners to support it. The ground-breaking app store, accessible directly via the protel PMS, has rapidly changed the way hotels and their technology vendors do business. Formed 25 years ago in Dortmund, Germany, shaped by one of the most dynamic overseas investment markets in the world, the beating heart of this modern software company serves only hospitality.
stayntouch Launches New Website and Unveils Mission to Help Hotels Deliver ‘Unburdened Hospitality’ with Guest-Centric Cloud Technology2 weeks ago
stayntouch, a global leader in guest-centric technology and cloud hotel property management systems (PMS), has unveiled a new website and mission to deliver the most flexible and intuitive cloud technology, empowering hotels to deliver unburdened hospitality. The new website, accompanied by a new logo, spotlights how stayntouch’s easy-to-use PMS and guest-centric technology removes barriers and empowers hotel operators, staff and guests, by enhancing guest engagement, streamlining operations, maximizing profitability, and scaling with the changing needs of business. The stayntouch website features a dynamic and visually-focused product overview, a comprehensive resource portal, and an intuitive integration hub which allows hoteliers and partners to easily explore stayntouch’s library of third-party integrations and APIs. In addition, hoteliers will benefit from simple and transparent commercials and seamless onboarding services, with: Simplified pricing, with no hidden fees or transaction fees; Lowest implementation costs guaranteed with the option for a fully remote deployment; Unlimited integrations and easy access to a full open API library; New features and functionality every three weeks, at no extra cost; And full 24/7/365 support and services included. stayntouch’s CRO Michael Heflin comments, “Great technology 一 like great hospitality 一 exists to amplify the human experience, not burden it. Our guest-centric cloud PMS unburdens hospitality, empowering hoteliers to deliver their own unique version of the ideal guest experience. The newly redesigned website fully embodies this streamlined and unrestricted approach, offering users a seamless experience when exploring our intuitive product suite and all of our services.” Heflin continues, "Investing in a new PMS is a major decision, and should be undertaken with minimal disruption to a hotel’s operations or its guest experience. That's why we’ve taken an end-to-end approach that makes researching, implementing, adopting and operating a new PMS as easy as possible for owners, operators and their employees."
Maestro PMS Integration with PurpleCloud Helps Solve the “Labor Crunch” with Streamlined Housekeeping Services3 weeks ago
The pandemic has placed a brighter spotlight on the need for hotels to do more with less. Because the gap between the availability of human resources and increasing guest expectations has never been wider, the ability for hoteliers to meet this challenge has been severely impacted and the area of operations that has been hit hardest is housekeeping. A new full integration partnership between Maestro PMS and PurpleCloud helps to solve this problem by offering their mutual clients a Housekeeping Task Optimization Platform that focuses on efficient scheduling based on “true clean times” and dynamic, real-time check-ins and check outs. At the same time, the PurpleCloud platform is user-friendly and incentivizes team members based on key hotel goals, extremely important given current staffing issues. The PurpleCloud Hotel Task Optimization Platform further enables real-time multi-language voice and text communications between managers and team members; provides on-demand training to support today’s trend of multi-role capabilities, allowing team members to assist where and when needed; and can incorporate customized Covid-19 training, housekeeping and tracking protocols. Overall, PurpleCloud reduces FTE counts by reducing hours of inefficiencies each day; decreases turnover with gamification features that enable team members to feel engaged and recognized for working hard and cooperatively; and increases revenue in calculating potential charges for added services like late checkouts, early arrivals and stay-over services. Warren Dehan, Maestro PMS President said “We are excited to be able to leverage the resources that PurpleCloud provides to help make hotel operations for our clients more efficient and profitable. We appreciate their shared values for superior technology and unparalleled support of property managers.” “We are thrilled to be working with Warren and Maestro, one of the industry leaders in comprehensive property operations and management solutions,” Levtchenko said. “This integration supports our goal of offering clients the most seamless and customizable software platform and solutions for both team members and their managers, at both the property and corporate levels.” About PurpleCloud Technologies Headquartered in Atlanta, PurpleCloud Technologies is a privately held technology company that builds custom software solutions and data analytics for the operations and management for lodging entities, including hotels, resorts and vacation rentals. The company’s PurpleCloud task optimization platform can help hotel and resort operators achieve increased productivity and decreased labor costs especially in the area of housekeeping staffing, one of the largest cost centers in most hotel operations. PurpleCloud also provides an enhanced customer experience; engaged and empowered employees; and next-generation analysis of operations data for internal strategy development. The technology is also applicable for casinos and cruise lines.
PROPERTY MANAGEMENT SYSTEMS Category Overview
What is a Hotel Property Management System? (Hotel PMS Basics)
A property management system (PMS) is a hotel management software suite that property owners and front desk workers use to manage their business by coordinating reservations, online booking availability, payments, and reporting in one central place. The Hotel PMS streamlines operations for front office staff and guest services in a hotel business to check-in and check-out guests, see room availability, make adjustments to existing reservations, and even can have back office functionality (schedule housekeeping or maintenance ). With a central system, hoteliers can better manage and monitor the key metrics needed to run their business (e.g. average daily rate, occupancy, and RevPAR). To learn more check out our in depth article: What is a Hotel PMS?
What are the Most Important Features of a Hotel PMS in the eyes of Hoteliers?
- User-friendly interface Train your staff quickly and can reduce the likelihood of errors. The best PMS solutions today are self-service and help to streamline operations by enabling hospitality businesses to check in guests faster. Many modern platforms can even be operated from a mobile device via mobile app.
- Check-in/check-out guests and modify guest reservations - Keep track of guest profiles and move them around as needed keeps you on top of your reservations and reduces the likelihood of overbookings.
- Central dashboard - See what is happening, what needs to be done today, and monitor your key metrics. ;View reservation management details in your PMS solution.
- Personalized taxes, fees, and policies - Customize taxes, fees, and cancellation policies in the combination that best suits your business.
- Government compliance- Comply with local tax reporting requirements and regulations.
- Guest communication - Improve the guest experience with automated pre and post-stay communications.
- Reporting suite - Generate detailed production and financial reports to improve business operations. Helps property managers understand booking channels.
- Payment processing - Ability to take credit card payments in compliance with local and global regulatory standards.
What Integrations Should a Hotel PMS System Have?
Central Reservation System: core hotel industry data to help run your hotel (note that many hotel chains have proprietary CRS systems) while independent hotels typically use off the shelf solutions. A CRS allows your hotel to distribute efficiently via major GDS platforms like Travelport, Amadeus and Sabre
Revenue Management System: increase revenue with better rate management
Booking Engine: online booking engines display PMS inventory to take online reservations
Channel Manager: channel management software helps manage connectivity to OTAs like Expedia, Booking.com or even a vacation rentals platform like AirBnB
Hotel operations software: Your PMS absolutely must integrate with key service optimization and hotel staff collaboration software
Hotel CRM: A PMS is the nucleus of your hotel centered around inventory; however, to operate efficiently hoteliers also need a CRM system centered around guest profiles. Your CRM must be able to pull data from your PMS to populate profiles and calculate key metrics like recency, frequency, and monetary value
* all integrations should ideally be facilitated via API in order to improve connectivity and mitigate errors or downtime
What Makes a Great Hotel Property Management System?
- Channel availability and integration - While hotel property management software doesn't always have an integrated channel manager, it's critical that your software vendor has a strong integration to a top rated channel manager if this functionality is not integrated. Premium vendors allow you to sync your availability to multiple channels in real-time and provide booking engine functionality. Some vendors offer an all-in-one hotel software solution that reduces the overhead of managing and learning multiple systems.
- Depth of reporting and analytics - In addition to basic reporting functionality, some PMS’s allow you to monitor market data, create automated rules and triggers adjust prices and provide insights related to pace, pickup, and occupancy.
- Group functionality - A premium PMS can scale across multiple properties and grow with your business.
- Check-in kiosk - In the age of covid it's critical that your hotel can facilitate contactless check-in for guests and a kiosk is one of the best ways to deliver that comfort and safety
- Automation - a great PMS can be programmed to automate key processes within your hotel from check-in to chargebacks and more
How Much Does a Property Management System Cost (Pricing)?
Pricing for cloud-based PMS products are typically based on how many rooms or properties utilize that system. Many PMS products have calculators on their website that will help you better understand what to expect for pricing. Be wary that some PMS systems will charge additional fees on top of monthly fees. These additional fees can include percentage commission on direct bookings, implementation/setup fees, interface fees to connect to 3rd party systems, etc.
A budget PMS starts at around $50 per month and scales upward based on occupancy and/or number of rooms. Premium pricing for a PMS starts around $200 per month for the smallest properties and scales upward based on occupancy and/or number of rooms.
Setting Realistic Hotel PMS Implementation Expectations
For most cloud-based systems, implementation can take one to three weeks depending on: how many reservations need to be imported and who is importing the data (some PMS will offer services to do this for you), the number of properties and rooms you have and any customizations you would like to add.
Implementation will typically start by setting up the application - setting up rooms, room types, adding rates, and importing/adding existing and future reservations. An implementation coach or representative may work with you through the setup process, and verify your setup. Finally, you will connect your channels or channel manager to start taking reservations. Done correctly, there is no downtime between switching systems. A good PMS will also provide access to a video training library and knowledge base of its features to help new users get started.
A successful implementation requires an initial investment in time to configure your property properly - it’s an investment that has a direct impact to the efficiency of your operations later. For example, setting up your cancellations policy now will allow you to enforce that policy later.
How do I know when it’s time for my hotel to move onto a new cloud PMS?Purchasing a new PMS is an investment in time and resources; however, there is considerable opportunity cost that needs to be considered. The right PMS can improve the customer experience by reducing errors like overbookings, improve occupancy rates by connecting your available inventory to your booking engine and channel managers, and help make your more money by letting you adjust your rates quickly- across all of your channels based on market conditions. On average, our customers enjoy an average profit margin increase of 15% after only three months. This more than pays for the investment and effort involved with migrating to a new system.
Hotel PMS Benefits
Property management software or hotel PMS is the backbone of hospitality industry operations; the PMS eliminates costly overbookings by managing room availability, coordinates with any connected channel managers to improve room occupancy, accepts payments, and performs key day-to-day functions such as transferring guests, updating room rates, and managing housekeeping tasks. The PMS can automate and improve a hotel’s business operations by providing competitive intelligence, automatically adjusting prices based on availability, and providing analytics and reporting functionality. The PMS enhances the guest experience by remembering customer preferences and sending pre and post-stay communications. Many PMS systems can also integrate with other technologies such as point of sale systems, payment processors, hardware manufacturers, and guest experience software.
What does a property management system do?
A property management system is “mission control” of a hotel. The PMS houses all reservation information, guest profiles, room status (clean, dirty, or out of order), room types and rate plans, folios and invoices, and reporting. Staff from nearly all hotel departments use the PMS, from front desk and housekeeping to sales and accounting.
What are the types of property management system?
Property management systems range from simple tools for basic reservation management to cutting-edge tech that can support the needs of a modern hotel or resort. Property management systems can be cloud-based or on-premise, and many systems offer integrations with point-of-sale systems, revenue management tools, channel managers, and more.
What is property management system and how does it work?
A property management system is software used by a hotel to manage all rooms, rates, reservations, and guest billing. Each room is represented in the system so staff can manage nightly rates and reservations for that room, plus track whether it’s clean or dirty. The PMS also holds all guest contact info, history, and billing information.
How PMS is used in a hotel?
Hotel staff use a PMS to manage all aspects of hotel operations. Reservations agents manage reservations in the PMS, front desk agents use it to check guests in and out, housekeeping staff rely on the PMS to know which rooms to clean, and accounting staff use it to manage guest billing.
Is Property Management expensive?
Property owners typically pay between 8% and 10% of monthly rent revenue to a property manager at a residential property. Vacation rental property management is more expensive; management fees are usually between 20% and 30% of revenue. However, when considering the time and expertise needed to manage a property, hiring a property manager is often worth the expense.
Why is property management system required for hotel staff?
A hotel without a property management system is like running a business without using email. Without a PMS, hotel staff cannot manage hotel operations in one central system. A PMS allows various staff members to book and manage reservations, check guests in and out, collect payment, and run reports at the same time, from any computer.
What are the skills of a property manager?
A property manager needs a combination of communication skills, business acumen, and technical know-how to succeed in their job. Property managers must communicate effectively with owners, tenants, and vendors, and knowledge of building codes, maintenance needs, and is helpful. Marketing, customer service, and budgeting are also essential skills for a property manager.