Hotel Mythbusters: Everything you need to know about property management systems


A hotelier connecting to a property management system

All hotels need some variation of a property management system (PMS). However they come in many different forms and are not all created equal.

There are still properties trying to manage their business in a traditional way with books and ledgers, others are using server-based systems, while many used web-based systems.

One of the most valuable things to a hotel manager is time, and money of course. The first two systems listed are a drain on both time and finances, while the latter has obviously become the optimal way to manage hotel operations.

Cloud-based PMSs are a superior way to automate and accelerate all the important processes at your hotel such as taking and confirming bookings, managing reservations, generating bills and reports, check-in/out, room transfers, checking/editing availability, guest communication, the list goes in.

Cloud-based technology can handle all these tasks with ease because of its ability to deeply integrate with channel managers, booking engines, and revenue management systems.

Despite this, there are still concerns over the validity and cost effectiveness of cloud-based PMSs.

Here are five common property management system myths and why we think they’re unfounded…

1. You think cloud-based technology is confusing or hard to use
Because it’s intangible and seemingly floating in the air, some hotel managers believe using cloud technology will be hard to learn and too confusing to keep track of. The opposite is true. A PMS allows you to keep everything in one place and it can never be lost. You can access your data from any location so long as you have the Internet.

The many tasks that you perform using multiple programs or books can be done from one central location with a fully integrated PMS. This also means you can collaborate better with other staff who need access to the same information.

2. You worry that sensitive data is insecure and vulnerable
While the information in your cloud PMS isn’t kept under lock and key it is encrypted and backed-up. Nothing is stored ‘onsite’ so even if your computer breaks or your laptop is lost, your data will remain accessible to you.

With data in the cloud you don’t have to worry about viruses or bugs, and hacking is much less likely to succeed thanks to firewalls and authentication gateways.

3. Your current software works just as well as cloud-based technology
It’s unlikely this is true and even if it is, it won’t be for long. Cloud software is constantly being updated and evolved meaning users automatically get the benefits included in their monthly fee.

If your current server isn’t updated, it becomes slow and vulnerable, while updating it requires extra time and greater cost that has to be done too regularly.

4. You believe a web PMS is only suitable for large hotels

The reality is that smaller or independent hoteliers are often stretched thinner than anyone. With less staff and more responsibility, the time and hassle saved by using a cloud-based PMS is vital and could be the difference between getting the bookings needed for maximum occupancy or losing revenue on empty rooms.

5. You think hotel technology is too expensive
Cloud-based systems are actually very cost effective. You never require any additional hardware, backup solutions, licensing, updates, fixes. There’s also no lengthy setup process and with the time you save using it, more resources can be directed towards increasing guest experience and revenue streams.

Overall a cloud-based PMS will give you more control over your hotel business, with:

  • an extra degree of customisation
  • reporting and data analysis capabilities
  • integration with other third-party systems like OTAs and booking systems
  • ease of access through any location and device

It’s a key feature of any successful hotel management strategy. To learn more about cloud technology and how it can help your hotel, take a look at these helpful articles.


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