What is Hotel Management System Software?

A hotel management system is a set of hotel software solutions that keep operations flowing. There are accounting packages, customer relationship management (CRM) packages, and a dizzying array of industry-specific software. In the hotel industry, this could be things like revenue management software, POS systems, kiosk (self service check-in) platforms and most importantly a property management system or PMS. A PMS can be cloud-based or on-premises and must include key functionality such as a web booking engine, front desk system, housekeeping system, channel manager, billing and invoicing capabilities and finally a reporting and analytics tool. Compared to some businesses, hotels offer a diverse range of services that all need to be managed.

This creates data silos where some of your hotel software has some of the data that is vital to understanding and operating your business, but none of it has all of the data. It means that employees must learn different systems and solutions for different positions and management must deal with multiple hotel management software vendors. All of this decreases productivity and cuts into your bottom line.

Hotel management system software brings many of these tasks into one cohesive area, so all of your data is in one place, allowing you a more complete view of your guest’s journey, whilst removing friction from the management process. A modern hotel management  software, like protel, has the ability to expand the base offering with third-party applications, just like you would install from the app store on your phone. These applications take a platform that is already tailored specifically for the hotel industry and make it even more specialized to the unique services and needs of your hotel.

Types of Hotel Management System Software

In the past, hotel management software was limited to an on-premise solution. You would pay for a piece of software and install it onto the computers at your physical location. This made it impossible to use your software unless you are on location. More recently, hotel cloud solutions have arrived that make it possible to access and manage your software from anywhere you have internet access. Since both cloud and on-prem hotel solutionsare still available, let’s take a closer look at the two options and how they work so that you’ll be in a better position to decide which is right for you. If you want a more detailed analysis of the pros and cons of each, we have an entire blog post dedicated to the topic that we invite you to read.

Hotel Cloud Software Solution

Cloud-based hotel solutions offer sleek and easy to learn interfaces that allow your staff to focus on putting the guest first instead of struggling with overbearingly complex, and sometimes redundant, software. As the industry evolves and more hotels adopt cloud-based hotel software more and more functionality is being built in by developers. Cloud-based hotel management system solutions bring with them the benefits that cloud-based software always does. You’ll be able to access your system, in its full capacity, from anywhere you have access to a web browser. Because the software is located in the cloud, you’ll always have the latest version of it with no input needed from your IT department. Having the latest version means staying compliant with changing local laws and compliance requirements. 

On-Premise Hotel Solution

On-premise hotel software has been around for a long time, so it’s features and functionality have been refined over many years as a direct reflection of the needs of the hospital industry. This often results in an organic patchwork of features that are more complex to use – especially for staff members who are not familiar with a particular piece of software.

Key Features and Functionality of Hotel Management Software

In the introduction, we gave a general overview of how hotel management systems help to make your operation run more smoothly. Now it’s time to take a closer look at the key features and functionality that are common to all hotel management solutions so you’ll have a better idea of the benefits that they can bring to your hotel. As protel’s third-party marketplace illustrates, hotel management software can often be extended beyond these core features by add-on applications that utilize the same common interface, but provide you with additional features above and beyond the scope of the original software, so that you can tailor the software to the needs of your business, creating a true Best-of-Breed environment.

Hotel Web Booking Engine Software

In many cases, your booking engine is the first exposure your future guests will have of your hotel. It functions as your hotel’s welcome mat and should be a pleasant experience for the user. A fully featured hotel booking engine software will give them the power to choose the options they most want in an easy to use and intuitive format. Providing these options also gives you a great opportunity to upsell the customer with ancillary items. This is where having a complete hotel hospitality management system comes in handy. By leveraging all of the data across your entire system, you’ll not only be able to present the potential guest with a more complete picture of your offerings, but you’ll also know how to make that offer more appealing to your guest. As, when all of the data collected about guest journeys are available in one place, algorithms will be able to help you identify ways to appeal to different guest-segments and vastly improve the ROI from your hotel booking system.

Hotel Front Desk System

From a guest-facing perspective, your hotel front desk is the brains of the operation. Any question a guest has about any aspect of your hotel, they are going to come to the hotel front desk to get answered. It’s immediately obvious how having a hotel front desk system that ties in with all of your other systems is crucial to an efficient workflow. Rather than having to call different departments or switch between different software programs to get answers for guests and help them achieve their goals, your staff will be able to quickly access everything from one location. Whether your guest wants to book an appointment at the spa or be reminded of which room they are in, it can all be handled from one software package.

Hotel Housekeeping Solution

With a large number of rooms to keep track of, housekeeping is a perfect candidate for the move to digital management. Your staff’s ability to quickly turn over rooms and ensure that they are up to the standard of your hotel is vital to your operation. By keeping detailed track of all the work that needs to be done, a good hotel management system can bring all that complexity into one centralized place. Once all the tasks are neatly organized, hotel housekeeping software will allow you to assign housekeepers to a given project, automatically notify them when there is work to be done, and allow them to instantly update the system once it is.

Hotel Channel Management System

Today’s hotels can’t get away with only having one sales channel, or relying solely on walk-ins. Between the popular booking websites and travel agencies, you have a lot of different channels that you need to manage. If your room inventory doesn’t stay in sync between all of your sales channels, you could end up overbooking, and not in a clever way. The opposite problem can occur if all of your sales channels aren’t promptly notified when a room becomes available. Another benefit of having all of your sales channels in one location, is that your staff will also have easy access to all of your reservations at once.

Hotel Billing and Invoicing Software

 

You have reservations coming in from various sales channels which all need to be connected to a unified hotel billing system. When those guests arrive, they may get a drink at the hotel bar or order food from room service. All of these different revenue sources and additional charges need to be tracked and managed efficiently. With hotel management software you’ll be able to see where every euro you charge for originated, create an invoice for the customer that reflects those charges, and provide them with convenient ways to pay those bills because they are all a part of a larger system. Your billing and invoicing software will be directly connected to the POS systems used by staff around your hotel.

Hotel Reporting and Analytics Solutions

Here is where ending the data silos really shines and unlocks huge potential for business growth. In the age of big data, analytics can provide actionable insights into your day to day operation that no human would have ever picked up on. They cannot do any of this, however, without access to sufficient data. When your systems are spread out over several software platforms – and from multiple vendors – , your hotel reporting and analytics solutions package doesn’t have a complete picture of your business. Worse, you could have multiple applications with duplicate data that is not in sync. Hotel management software eliminates these data silos that result in an incomplete picture of your business and removes the potential to miss key patterns due to a lack of robust data.

Modernize Your Hotel Management System

When talking about the features and functionalities of a HMS system it is important to keep in mind that all these features need to work in unison and be integrated with hotel property management systems. In a typically functioning hotel, the front office receptionist will need to check a guest out, this requires the billing and invoicing feature. It is vital that the billing feature be legally compliant in the county of operation. Once the guest has been checked out by the front office receptionist, the HMS needs to indicate to housekeeping that the room is ready to be cleaned. Once cleaned the HMS must make the room available for sale again. In steps the booking engine, which will make the room available across all channels. The guest then books the room which is then made unavailable for further booking by the HMS. The guest arrives at the hotel and the guest is checked in by the receptionist. Ideally, the HMS will have a currency exchange function that will allow guests to exchange money from their currency to the local currency, this usually requires a copy of a passport, which can be made manually or with the use of passport scanning software which any modern HMS will have. The hotel billing and invoicing system allows posts (charges) to be made by the various departments within the hotel such as the restaurant, spa and any other additional rate-excluded charges. Room (accommodation) charges and other rates, such as bed and breakfast charges should be automatically posted by the hotel HMS when the night audit runs. The room is then flagged as dirty for housekeeping to clean the room. This cycle is repeated until the guest checks out and then the whole HMS cycle is complete.  

Utilize all Hotel Software Features and Functionalities

When talking about the features and functionalities of a HMS system it is important to keep in mind that all these features need to work in unison and be integrated with hotel property management systems. In a typically functioning hotel, the front office receptionist will need to check a guest out, this requires the billing and invoicing feature. It is vital that the billing feature be legally compliant in the county of operation. Once the guest has been checked out by the front office receptionist, the HMS needs to indicate to housekeeping that the room is ready to be cleaned. Once cleaned the HMS must make the room available for sale again. In steps the booking engine, which will make the room available across all channels. The guest then books the room which is then made unavailable for further booking by the HMS. The guest arrives at the hotel and the guest is checked in by the receptionist. Ideally, the HMS will have a currency exchange function that will allow guests to exchange money from their currency to the local currency, this usually requires a copy of a passport, which can be made manually or with the use of passport scanning software which any modern HMS will have. The hotel billing and invoicing system allows posts (charges) to be made by the various departments within the hotel such as the restaurant, spa and any other additional rate-excluded charges. Room (accommodation) charges and other rates, such as bed and breakfast charges should be automatically posted by the hotel HMS when the night audit runs. The room is then flagged as dirty for housekeeping to clean the room. This cycle is repeated until the guest checks out and then the whole HMS cycle is complete.  

Chose protel as Your Trusted Hotel Software Provider

For a feature-rich hotel management system solution that will merge all of your data and combine all of your systems so your business can accelerate its growth, we invite you to check out protel. Whatever specialized , additional features your hotel operations require are sure to be available on our platform through our vendor-neutral, third-party marketplace. In this blog post you will discover top 5 reasons why you need a hotel hospitality management system. 

FAQ

What is Hotel Management Software?

A hotel management system is a set of hotel software solutions that keep operations flowing. There are accounting packages, customer relationship management (CRM) packages, and a dizzying array of industry-specific software. In the hotel industry, this could be things like reservation management software, POS systems, Kiosk (self service check-in) platforms, and much more.

What is Hotel PMS?

A property management system (PMS) is a set of software solutions that give hotel managers the ability to enhance their operating efficiency and deliver the best possible experiences for their guests. At its core, a ​property management system​ handles booking, check-in/check-out, room rates, billing, and performance analytics. 

What is protel hotelsoftware?

protel’s (PMS) hotel property management system is the one-stop-shop for everything you need to run your single or multi-property business successfully. Delivering on the daily trust of over 14,000 customers worldwide, protel PMS is one of the best hotel solutions providers in the hospitality industry. Request a Demo.

What is Hotel Management Software?

A hotel management system is a set of hotel software solutions that keep operations flowing. There are accounting packages, customer relationship management (CRM) packages, and a dizzying array of industry-specific software. In the hotel industry, this could be things like reservation management software, POS systems, Kiosk (self service check-in) platforms, and much more.

Do you want to request a hotel PMS demo?
What are the key Hotel HMS features?

As with protel’s third-party marketplace, hotel management software can often be extended beyond these core features by add-on applications that utilize the same common interface, but provide you with additional features so that you can tailor the software to the needs of your business.

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our vision has always been to provide the technology ecosystem for the global hotel industry.

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