Running a hotel, B&B, or holiday rental business means constantly adapting. From welcoming guests to managing bookings, overseeing staff, and staying compliant with regulations—there’s a lot on your plate. In the background, powering it all, is your Property Management System (PMS).
But how often do you stop and ask: is my PMS still serving me? Is it up to date, secure, and evolving with my business?
Your PMS isn’t a “set-and-forget” system. Like all software, it needs regular updates to stay efficient, secure, and competitive. In this blog post, we’ll explore how often you should update your PMS software, what those updates typically involve, and how to tell when it’s time to upgrade or switch PMS systems altogether.
Why PMS Software Updates Matter
At its core, a PMS is there to make your life easier. It should help you save time, reduce errors, and provide a seamless experience for your guests. But if you’re not keeping it up to date, it can quickly become a source of frustration—or worse, risk.
Here’s why regular updates matter:
- Security: Guest data is sensitive and should be protected at all costs. Regular software updates patch vulnerabilities that could otherwise expose your property to cyberattacks or data breaches.
- Improved functionality: Software providers are constantly innovating. Updates often bring new features like improved reporting, automation, or integrations with tools like dynamic pricing or accounting software.
- Compatibility with OTAs: Online Travel Agents (like Airbnb, Booking.com, and Expedia) are constantly evolving their APIs and requirements. An up-to-date PMS ensures smooth syncing and avoids lost revenue due to failed connections.
- Bug fixes and stability: No one likes a glitchy system. Updates often resolve issues affecting speed, reliability, or staff workflows—making day-to-day operations smoother.
Neglecting updates doesn’t just delay improvements—it can leave your property vulnerable, inefficient, and out of touch with guest expectations.
How Often Should You Perform PMS Software Updates?
The frequency of updates depends heavily on the type of PMS software you’re using: cloud-based or on-premise.
Cloud-Based PMS (like Preno)
Cloud-based PMS software is typically hosted online, meaning there’s no need for local servers or software installs. One of the major advantages of using a cloud PMS is that updates happen automatically—usually without you even noticing.
How often?
Most reputable cloud-based PMS providers push updates every few weeks to once a month. These updates are seamless, requiring no downtime or manual installation. They’re designed to improve system performance, add new features, and enhance security behind the scenes.
This means your PMS evolves alongside your business without extra effort from your team. You’ll get access to the latest tools—whether that’s a redesigned interface, new reporting filters, or integrations with platforms like RoomPriceGenie—without having to lift a finger.
Best practice: While the updates themselves are automatic, it’s worth staying informed. Keep an eye on provider newsletters, in-app messages, or product release blogs so you’re aware of new tools and how to use them.
On-Premise PMS
If you’re still using on-premise PMS software—installed locally on your hotel computers or servers—updates are a very different story. They require manual downloads, scheduled downtime, and often, IT support. This makes them easy to postpone… but costly to ignore.
How often?
Ideally, on-premise systems should be updated every 6 to 12 months. However, many hoteliers delay updates due to the hassle involved, which can lead to outdated features, incompatibility with other tools, and even data loss if security patches are missed.
Pro tip: Schedule your software maintenance during a slower season. Assign a team member to liaise with your IT provider and run a checklist to ensure all systems are functioning as expected post-update.
PMS Update Roadmap for Hoteliers
To help you stay on track, here’s a simple annual PMS review roadmap broken down by quarter. Treating this like part of your annual business strategy ensures your software evolves with your property.
Q1: Review New Integration Opportunities
Are there any third-party tools your PMS could integrate with? This might include:
- A new OTA
- A revenue management tool like RoomPriceGenie
- Direct booking engines
- Payment gateways or accounting platforms
Modern PMS software should integrate with your entire tech stack, streamlining operations and centralising information.
Q2: Review Staff Usage & Training
Check whether your staff are using the full functionality of the PMS. Are they manually completing tasks that could be automated? Are there features you’re not taking advantage of?
If the answer is yes, it may not be the software that’s lacking—but your team’s familiarity with it.
Q3: Gather Feedback & Identify Friction
Ask your team:
- Is the system slow or glitchy?
- Are there features they find confusing or never use?
- What’s still being done manually?
This feedback helps you decide whether you need more training, a new module, or a different system altogether.
Q4: Benchmark Your PMS Against Others
Even if your current system seems fine, the tech landscape moves fast. It’s smart to spend a few hours each year comparing your PMS to others in the market. Look at reviews, new features, pricing changes, and customer support ratings.
How Much Do PMS Updates Cost?
Cost is a common concern, especially for smaller properties. Here’s how different PMS models compare:
| PMS Type | Update Costs |
|---|---|
| Cloud-based | Typically included in your subscription |
| On-premise | May require extra licensing fees or IT support |
| Switching PMS | Varies—some providers (like Preno) offer free onboarding and data migration |
While cloud-based PMS software may seem more expensive at first glance, the long-term value often far outweighs the cost. You avoid paying for support hours, upgrade licences, and downtime.
Tip for budget-conscious hoteliers: Ask whether your provider offers flexible billing or package deals when adding new tools like a channel manager or dynamic pricing.
How to Audit Your PMS Software
Not sure whether it’s time for an update—or a complete switch? Here’s a step-by-step audit you can run annually (or whenever you’re feeling stuck):
1. List Your Regular Tasks
Think about what you or your staff do daily:
- Updating availability
- Adjusting pricing
- Sending confirmation emails
- Allocating rooms
- Managing housekeeping
2. Highlight What Feels Manual or Repetitive
If you’re still:
- Using spreadsheets to track bookings
- Manually syncing availability across channels
- Typing out emails one by one
…then your PMS likely isn’t doing enough.
3. Check Unused Features
Most PMS platforms offer more than hoteliers realise. Have you explored all the dashboards, automation settings, or guest profiles? If not, it may be time for a training refresh.
4. Talk to Your Provider
Reach out and ask:
- What’s changed in the past 6–12 months?
- Are there features I’m not using?
- What’s coming in the next update?
5. Compare Alternatives
If your provider hasn’t innovated in over a year—or still requires manual updates—it might be time to look elsewhere.
When It’s Time to Upgrade or Switch Systems
Sometimes, no amount of updating can fix a system that’s simply outgrown its usefulness. Here are tell-tale signs it’s time to consider switching:
- You can’t manage your PMS from your phone or tablet
- The system doesn’t support essential integrations
- You’re manually updating OTA calendars or rates
- It’s not scalable if you add more rooms or properties
- Your provider’s support is slow, limited, or non-existent
Remember, the right PMS should grow with you, not hold you back.
Cloud vs On-Premise: What’s the Difference?
Here’s a quick reference table to help you understand the fundamental differences:
| Feature | Cloud-Based PMS | On-Premise PMS |
|---|---|---|
| Updates | Automatic, frequent | Manual, occasional |
| Access from anywhere | Yes | No |
| OTA & tool integrations | Seamless | Often limited |
| Support requirements | Minimal | IT or internal support |
| Best suited for | Modern, growing properties | Legacy setups |
What Features Should You Expect in Modern PMS Updates?
If your PMS hasn’t introduced any of these in the last year, it could be falling behind:
- Mobile check-in and check-out
- Dynamic pricing and revenue management
- Guest communication tools (email/SMS/WhatsApp)
- Integrated billing & invoicing
- Real-time housekeeping and room status updates
- Multi-property support
As guest expectations grow, your system should be doing more to help you meet them.
Want a PMS That Updates Itself?
At Preno, we believe hotel software should work for you—not the other way around. That’s why we’ve built a PMS that’s cloud-based, user-friendly, and constantly improving. Updates happen automatically, with no downtime, no surprise costs, and no technical headaches.
You also get access to:
- A powerful channel manager
- Direct booking engine
- Dynamic pricing via RoomPriceGenie
- Automated billing, reporting, and more
See how it compares — Start your free trial or book a walkthrough today.
Final Thoughts
Your PMS is one of the most powerful tools in your hospitality toolkit—but only if it’s kept up to date. Whether you’re using a cloud-based system with automatic updates or still relying on an older setup, it’s worth scheduling time each year to review what’s working, what’s not, and what could be improved.
Remember: an updated PMS isn’t just about new features—it’s about making life easier for your staff, providing a better experience for your guests, and giving you the confidence to grow.
Don’t wait until your system breaks or falls behind. Be proactive. A well-maintained PMS is one of the smartest business decisions a hotelier can make.
