If you manage a hotel, then you know how important it is to have a good property management system (PMS) in place. A PMS can help you keep track of your inventory, guest information, bookings, and more. It can also help you save time and money by automating some of your front desk operations.
There are many different types of hotel PMSs on the market, so how do you know which one is right for your property? In this post, we’ll take a look at the top 12 things to look for in a hotel PMS. We’ll also discuss the difference between a hotel PMS and other types of software, and how a hotel PMS can help you save time and money.
What is all-in-one hotel management software?
An all-in-one software is a type of software that includes everything you need to manage your hotel in one place. This can include features like a booking system, guest management, accounting, and more.
One of the benefits of using all-in-one software is that it can save you time and money by streamlining your operations. For example, if you’re using a separate booking system and guest management system, you’ll have to enter your guests’ information into both systems. With all-in-one software, you can enter the information once and it will be automatically synced between both systems.
Why do you need all-in-one software?
There are several benefits of using all-in-one software, including:
- Streamlined operations
- Improved efficiency
- Reduced costs
- Increased flexibility
- Better customer service
The difference between a hotel PMS and other types of software
One of the main differences between a hotel PMS and other types of software is that a hotel PMS is specifically designed for the hospitality industry. This means that a hotel PMS will include features such as a booking system, guest management, and housekeeping management. Other types of software, such as accounting software, may not include these same features.
How a hotel PMS can help you save time and money
A hotel PMS can help you save time and money in several different ways, including:
- Automating front desk operations: A hotel PMS can help you automate your front desk operations, such as check-in, check-out, and room assignment. This can help you save time by reducing the need for manual tasks.
- Managing bookings: A hotel PMS can also help you manage your bookings and reservations. This can help you save time by giving you the ability to view all of your bookings in one place.
- Tracking inventory: A hotel PMS can also help you keep track of your inventory, such as room availability and housekeeping supplies. This can help you save money by reducing the need to overstock your inventory.
- Generating reports: A hotel PMS can also help you generate reports, such as guest satisfaction surveys and monthly financial reports. This can help you save time by giving you the ability to track your hotel’s performance.
- Creating packages: A hotel PMS can also help you create packages and specials, such as discounts for group bookings. This can help you save money by attracting more guests to your hotel.
- Managing guest communications: A hotel PMS can also help you manage guest communications, such as sending automatic confirmations and reminders. This can help you save time by reducing the need to manually send these types of communications.
- Automating tasks: A hotel PMS can also help you automate tasks, such as sending automatic thank-you notes to guests after their stay. This can help you save time by eliminating the need to manually send these types of communications.
- Providing support: A hotel PMS can also help you save time and money by providing support, such as training and technical assistance. This can help you save time by giving you the ability to get the assistance you need when you need it.
The list goes on, but we hope you’re getting the idea by now. A hotel PMS can save you a great deal of time and money, and when it comes to your business, time is money.
What are the top features of an all-in-one hotel PMS?
When choosing an all-in-one hotel PMS, there are a few key features you should look for:
Supports multi-property enterprises
If you manage more than one hotel, you’ll need a PMS that can support multiple properties. This means that you’ll be able to manage all of your properties from one central system.
Some all-in-one property management software won’t be able to add on more properties if you choose to expand your portfolio, which means you’ll either have to split your information between software or spend the money to upgrade to a better system. If you choose one that allows for growth at the start, you’ll avoid a headache later.
If you are managing more than one property, make sure that your PMS allows you to gain analytics for each separately. This will help you to continue making the best management and marketing decisions for each.
Robust property reporting
One of the most important features of any hotel PMS is robust property reporting. This feature allows you to generate detailed reports about your property, guests, bookings, and more.
This information can be incredibly valuable when it comes to making decisions about your property. For example, if you see that you have a high vacancy rate during the week but your weekends are always booked solid, you might want to consider offering discounts for mid-week stays.
Robust property reporting can also help you identify trends in your bookings. For example, if you notice that a lot of your guests are booking last-minute, you might want to consider offering discounts for early bookings.
Third-party integrations allow you to connect your hotel PMS with other software and systems. For example, you might want to connect your PMS with your booking system, guest management system, or accounting software.
This can save you a lot of time and effort because it means that you won’t have to enter your guests’ information into multiple systems. Once you’ve entered the information into your PMS, it will be automatically synced with the other systems.
Intuitive & user-friendly mobile flexibility
With more and more people using their smartphones to book hotels, your hotel PMS must be mobile-friendly. This means that it should be easy to use and navigate on a smartphone or tablet.
Some hotel PMS systems have separate mobile apps that you can use to manage your property. However, the best hotel PMS systems will have a responsive design that automatically adjusts to any screen size.
The ability to book a hotel room online is now a must-have for any hotel. If your hotel PMS doesn’t have an internet booking system, you’re likely to lose out on a lot of business.
An internet booking system allows your guests to book a room on your website 24/7. This is convenient for them and it also takes some of the pressure off of your staff.
Simplified front desk management
Your front desk is the heart of your hotel so it must run smoothly. A good hotel PMS will simplify front desk management by automating tasks and providing your staff with the information they need at their fingertips.
This can free up your staff’s time so that they can provide a better experience for your guests. It can also help to reduce mistakes and misunderstandings.
Sales channels management
If you want to reach as many potential guests as possible, you need to list your rooms on multiple sales channels. A good hotel PMS will make it easy for you to list your rooms on multiple channels and track your bookings.
This is important because it allows you to reach a wider audience. It also allows you to compare the performance of different channels and adjust your strategy accordingly.
Guest communication management
It’s important to stay in communication with your guests before, during, and after their stay. A good hotel PMS will have features that allow you to easily send messages to your guests.
For example, you might want to send a welcome message to your guests when they book a room. You can also use your PMS to send reminders about check-in and checkout times, special events, and more.
Around-the-clock customer support
When you’re running a hotel, there’s always something that needs to be done. That’s why it’s important to have a hotel PMS that comes with around-the-clock customer support.
This way, if you ever have any questions or issues, you’ll be able to get the help you need right away. This can save you a lot of time and frustration in the long run.
When it comes to hotel PMS systems, you’ll find that there is a wide range of pricing options. Some systems are very expensive and only suitable for large hotels.
Other systems are more affordable and can be a great option for small and medium-sized hotels. The best way to find a system that fits your budget is to compare the features and pricing of different systems.
Ease of use
The best hotel PMS systems are easy to use and require minimal training. This is important because you don’t want your staff to spend hours trying to figure out how to use the system.
Look for a system that has an intuitive interface and clear instructions. You should also find out if the system comes with training materials or customer support.
As your hotel grows, you’ll need a hotel PMS system that can grow with you. Look for a system that is scalable and can be easily customised to meet your changing needs.
If you’re a hotelier looking to try an all-in-one hotel management software, trial Preno for free. From there, you can test all the different features you may need for your hotel and make an informed decision about your PMS purchase.
How to choose the right PMS for your hotel?
Now that you know some of the top features to look for in a hotel PMS, it’s time to start shopping around. Here are a few tips to help you choose the right system for your hotel:
Determine your budget
The first step is to determine your budget. Once you know how much you’re willing to spend, you can narrow down your options.
Next, compare the features of different hotel PMS systems. Make sure to choose a system that has all of the features you need. The best hotel PMS systems are flexible and can be easily adapted to your hotel’s specific needs whatever they may be in future or as you grow. This means that you’ll be able to use the system for years to come without needing to replace it.
Read online reviews
Finally, take some time to read online reviews of different hotel PMS systems. This will help you get an idea of which systems are the most popular and which ones have the best reviews from people already using their systems.
While there are many features to consider when choosing a hotel PMS, the seven listed above are essential for any property looking to improve its operations. By selecting a system that offers these capabilities, you can be sure to provide your guests with the best possible experience from booking to check-out. Furthermore, you’ll save time and money by streamlining your hotel’s operations. So, if you’re in the market for a PMS, be sure to keep these must-have features in mind.