Hotel Property Management System

Explore The Best Hotel Property Management System

What is a Hotel PMS?

A hotel property management system (PMS) is a set of solutions that hoteliers use to manage their day-to-day hotel operations activities such as reservations, front desk, housekeeping, maintenancebilling and invoicing, analytics and reporting.

All of these activities can be labor and time-intensive, so the goal of a modern (Cloud-Based) 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 But many hotels still rely on outdated and time-consuming methods to manage their property.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 hotel PMS can help you stay ahead of your competitors and make sure that your guests have a great experience. 

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Functionalities of Hotel Property Management System

Every Hotel PMS needs to have specific features and functionalities such as: hotel bookings and reservations, front office, housekeeping, cashiering, maintenance, reporting and analytics, etc. Scroll down to find out more about Hotel PMS features. 


The three main kinds of bookings are walk-ins, pre-bookings and group bookings. Pre-bookings are quick and easy to manage, the other two are a bit trickier.

A modern Hotel PMS must be able to make a walk-in booking fast and conveniently and be able to make large complex group bookings that capture all critical data. Find out more about hotel booking solution.

Front Desk

Guests remember super friendly and efficient receptionists. Hotel PMS front desk functionality is no different, it must have quick and painless check-in and check out functionality, it must be easy for the staff to find, adjust and change information and it is imperative that your front desk software is legally compliant in the country of operation regardless of the country of origin. Find out more about hotel front desk features and functionalities. 


Hailed as the back-bone of hotels, all managers know how important housekeeping is: without clean rooms, you can’t check-in guests. The housekeeping software integrated with your Hotel PMS must have proper functionality or this can break your hotels back.

Key features you should look out for are the ability to mark a room status as clean, inspected, dirty, out of order, and out of service. Beneficial features like staff scheduling tools and a “lost and found” database are always useful as well. Find out more about hotel housekeeping.

Cashiering (Billing and Invoicing)

Accounting is a complicated and time-consuming beast. A modern Hotel PMS makes it a sinch. Billing, posting, currency exchange, and cashiering functions must be done with minimal keystrokes. Trial balances, ledgers and financials must be easy to capture and reports must be available at the drop of a penny. Find out more about hotel billing and invoicing.  


Contractors have a bit of a bad reputation and that is exactly what you do not want with a PMS that is managing your property, a proper Hotel PMS will have a maintenance function that will allow your staff to log maintenance tickets, track progress and manage out of order and out of service rooms. Discover more about hotel maintenance.


Judge a book by its cover. Ease of information is so important these days, therefore, a really great user home screen with all essential information is the first judge of a modern Hotel PMS. Some of the key information to have on a home screen are; arrivals, occupancy percentage, and in-house guests. It’s also good if the PMS has an occupancy forecast for rate and yield management.

Reporting and Analytics

Every department must be able to generate reports that are specific to their needs. Reports are used to give management the data they need to make more informed decisions.

A modern Hotel property management system will give you access to a multitude of reports and have the functionality to easily convert reports to PDF, XLSX or e-mail. Find out more about hotel reporting and analytics. 

Benefits of Using Hotel Management 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 hotel management 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 management 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 PMS 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.​

About protel

A global, multi-cultural, privately-owned company, founded in Dortmund, Germany, and still run day-to-day, hands-on, by the two co-founders, Manfred Osthues and Ingo Dignas. protel hotelsoftware has been developing and selling technology and service solutions specifically for the hotel industry and related sectors for more than 25 years. The consistent focus on the demands of a single industry makes protel one of the most experienced and successful providers of hospitality technology.

In fact, we are the #1 property management system provider in several countries including Switzerland, the heart of hospitality. More than 14,000 hotels in 93 countries run a protel PMS. The protel hospitality platform offers a best-in-class, total infrastructure encompassing all serious hospitality IT solutions in one standard, accessible framework that is backed, administered and developed by a world-leading hotel technology brand. 

Find out more about protel.


What is PMS System?

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.

What is HMS Software?

Hospitality management systemis a reliable set of solutions which can help hotel owners achieve more from their daily operations. Here is what you can expect after investing in a hospitality management solution.

What is protel hotelsoftware?

Text: 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.

What is Hotel PMS and how does it works?

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 PMS Cloud?

Cloud-Based PMS systems and solutions act as your hotel’s command centre for managing rates, reservations, check-in/check-out, housekeeping, room availability, reporting, guest billing, guest communication and services, as well as distribution.
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