What is a Hotel PMS ?

What is a Hotel PMS (Property Management System)?

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. All of these tasks can be labor and time-intensive when done by hand, so the goal of a PMS system is to save hotel managers and their employees time and money.

In recent years, property management systems have increased their capabilities and moved beyond just completing basic front-office tasks. With a PMS system, you can now offer loyalty programs to guests, gather and analyze data, manage food and beverage services and more. But many hotels still rely on outdated and time-consuming methods to manage their property. Running a hotel is a complex business, and it’s important to stay on top of the latest technology to get ahead in a competitive market. Using a modern PMS can help you stay ahead of your competitors and make sure that your guests have a great experience. Read on to learn more about what a PMS software can do and how using one can benefit your hotel.

Functionalities of Property Management Software

While every ​PMS system​is different, many of them share these basic functions:
Takes reservations from all connected sources and puts these dates into a central calendar. This updates your availability on all your channels so that you’ll never have to go through the headache of accidentally overbooking guests.
Helps you manage room rates
Provides you with a way to handle room and bed assignments, and room
Takes requests for booking cancellations or modifications or room upgrades
The functions listed above are relevant to nearly any PMS system you choose. However, some property management systems have advanced capabilities, like:
Optimizing housekeeping so that you’re always sure your staff is working efficiently.
Managing amenities like food service and lets guests charge services directly to their room so that all charges simply appear on their final bill.
Reporting on the statistics of your hotel.
Managing payment gateways to make billing easier.

Benefits of Using a Hotel PMS System

Five years ago, as many as 25% of U.S. hotels​ still reported​ using pen and paper or Excel spreadsheets to manage all of their front-office tasks like room bookings, billing, and room availability. This can be an inefficient way to do things in the long run. And what would happen if your spreadsheet or paper records got lost or destroyed?
Using a PMS system can save you time by automating recurring tasks like updating room rates and availability, sending out reminder emails to guests prior and upon arrival, and invoicing your guests. You can also connect your property management system to a channel manager so that you can take bookings on various channels online, and they will all arrive in your PMS, so you have a way to easily keep track of

them all in one place. With a PMS system, your staff spends less time on administrative tasks and more time on satisfying your guests.
Using a modern hotel PMS system can increase your revenue by tracking your performance and gathering data about your hotel, analyzing it, and creating reports. From there, you’ll be able to see a clear overview of how your hotel is doing, and you can use this data to make better decisions about how to run the business. For example, you can use your property management system to adopt a dynamic pricing strategy, so you can keep more of your rooms filled at rates that make the customer happy.

Cloud-Based PMS Software

In the past, hotel property management systems were operated from servers in the hotel. They often needed a dedicated IT staff to run them, and if the server went down,

then the entire hotel’s operations could be affected. But in the last few years, cloud-based hotel PMS software has been on the rise. They are a great choice for hotels of any size because they’re easy to use, quick to deploy and accessible from all devices at any time, whilst being generally being more secure than the previous systems. Cloud-based property management systems can also be easily integrated with lots of other tools to streamline many processes throughout your operations.

With a cloud-based PMS solution, you can generate more direct bookings by booking on your website or your Facebook page in real-time, and you can integrate with a channel manager to push your rates and availability to all connected channels. When a booking is made on a channel, it’s automatically updated on the PMS. Some cloud-based PMS’s can also help with revenue management by predicting when your property will be in demand, evaluating how profitable your hotel is, and taking into consideration your hotel’s reputation when making a recommendation about how to price your rooms.

As a hotel manager, you know how important your reputation is, and a cloud-based solution can more intuitively help you see what people are saying about you online and how your reviews across all platforms affect this. You can choose to automatically prompt guests to leave reviews in order to boost your online ratings and spread the word about your hotel.

In addition, a cloud-based property management system is great for a growing hotel, as you can’t outgrow it. You’ll be able to scale up services as you expand, and you’ll have easy access to technical support 24/7 without having to have a dedicated IT team on staff. You can rest assured that all your data will be secure across all platforms, and your staff will be able to use the same, central tool to simplify things across the board.
If you’re looking for a cloud-based property management service solution for your hotel, ​protel is here to help.​


For over 25 years,
our vision has always been to provide the technology ecosystem for the global hotel industry.

Take advantage of our pioneering expertise!

PCI-DSS official seal

100 Colony Square
1175 Peachtree St. NE
Atlanta, GA 30361

protel GLOBAL HQ

Europaplatz 8
44269 Dortmund

Subscribe To Our Newsletter

Join our mailing list to receive the latest news and updates from our team.

You can unsubscribe at any time using the link in the email footer.

Privacy Agreement

Great! Check your mail in 2 mins...

Newsletter abonnieren

Tragen Sie sich in unsere Mailingliste ein, um die neuesten Nachrichten und Updates von unserem Team zu erhalten.

Sie können den Newsletter jederzeit über den Link in der Fußzeile wieder abbestellen.


Great! Check your mail in 2 mins...