What is a PMS? A simple explainer for modern hotel businesses

A PMS isn’t about adding more complexity, it’s about removing it. In our latest report, it was discovered that 48% of hotel operators agree that tech integrations help overcome their operational challenges. Here are the top 5 benefits you will see when integrating a PMS platform.  

1. Save time and reduce admin pressures  

With automation as the main attraction for a hotel PMS, you will save time on repetitive tasks and give your staff the freedom to focus on more important areas of the business.  

2. Deliver a better guest experience  

By keeping all your guest data in one place, you will be able to create personalised experiences at every guest touchpoint. Not only does this enhance their stay but also increases your chances of receiving repeat bookings.  

3. Work smarter not harder with accurate data  

Real-time reporting helps you see what is happening where and when in your hotel business. By keeping occupancy, revenue and trends up to date, you will have full control and visibility over your operations.  

4. Protect and grow your revenue  

By integrating your channel manager, a hotel PMS will help you stay on top of availability with accurate forecasting to reduce overbookings and reliance on OTAs. This enables you to have fewer mistakes and smoother operations from the first day.  

5. Scalability for your hotel’s future  

Don’t worry if your business starts booming. A hotel PMS grows with you, whether that is adding more rooms or new properties so you can stay in control no matter how fast the industry is moving.  

Modern hotel technology opens many doors for your hotel business, especially when it comes to PMS software. As our hotel PMS expert James Surridge explains:  

“Hoteliers are only using 60% of the functionality of their PMS. The issue isn't the technology itself; it's about achieving internal alignment on what role the technology should play in operations and ensuring vendors truly listen to what hoteliers need.”  

So, what can a PMS do for your daily hotel operations? 

Reservation management 

Sync your bookings from direct channels and OTAs to reduce overbookings and manual updates.  

Optimise your front desk  

Make check-ins and check-outs quick and easy as well as having visibility on guest profiles, payments and communications from one place.  

Real-time reporting and insights 

Stay ahead of your hotel operations by tracking your average daily rate and revenue performance to plan with confidence. With AI powered integrations, you can receive data even quicker and put time into your guests.  

Stay in control with remote access 

Cloud-based hotel PMS platforms give you the freedom to know what is happening at all times which is ideal if you are managing multiple properties.  

Build personalised guest journeys  

Storing guest data inside your PMS helps you understand what your guests want and require during their stay. Using this data can give you the information to trigger personalised emails and reminders that are on brand and drive repeat bookings.  

Once a hotel PMS is integrated into your operations, you will see how technology can help you work smarter and not harder.  

Finding the right hotel PMS platform doesn't have to be hard or overwhelming. It’s best to take it back to basics and see what will make your daily operations easier. Here are some of our top tips to help you get started. 

Work out your core operational needs  

Think about what you need to map out to help overcome your daily challenges. Here are some questions to get you started:  

• How do you want your check-in and check-out processes to feel?  
• Do you want to provide more personalised guest communications?  
• Are your team confident with new technology changes?  
• Are you going to expand in the future and will there be more properties?  

A PMS needs to fit the way you want your hotel to run, so it is important that you set the foundations before making a big decision.  

Look for simplicity and ease  

With your teams using the hotel PMS on a daily basis, you need to find a platform that offers:  

• A clean, intuitive dashboard. 
• Simple navigation. 
• Clear room and booking views. 
• Quick access to guest profiles. 
• Logical, friendly processes. 

With a PMS system that is easily adaptable, it will help your teams onboard faster and deliver more consistent guest experiences.  

Prioritise integrations that will make a difference 

When looking for the right hotel PMS, it should work seamlessly with your other systems so that everything is connected. This may include:  

• Channel manager and distribution 
• Booking engine
• EPoS
• Payment solutions
• CRM
• Digital marketing
• RMS

When your tech stack is connected, your teams will spend less time on manual updates and more time on your guest journeys.  

See the software in action  

Requesting a live demo will help you visualise how the hotel PMS will fit into your daily operations. It is also best to invite your staff who will be using it the most so you can get real-time feedback to help your decision.  

• Booking a demo will give you the chance to see:  
• How fast the system responds. 
• How easy it is to complete common tasks. 
• How your day-to-day operations may feel. 

By including your teams at the decision stage, you will have a more positive onboarding experience when it comes to integrating.  

Use a comparison checklist to compare  

It is easy to lose track when deciding on the best PMS provider. With a comparison checklist, it will help you consider:  

• Features 
• Support 
• Integrations 
• Pricing 
• Ease of use 
• Scalability 

Download our free PMS comparison checklist to help you make the best decision.  

In this guide, we have explored what a hotel PMS platform is and why it can transform your hotel operations so you can stay competitive in the ever-growing hotel industry. With insights into the benefits a PMS can give you when choosing the right one for your hotel needs, you have the tools to help you make the best decision.  

At Access Hospitality, we help hotels simplify their operations and improve guest experiences with smart technology that delivers real-time results. Our hotel PMS, powered by Guestline Evo, is designed to support you now and in the future. With real-time reporting, seamless integrations and personalised guest data features, you can take your hotel to the next level.