Want to know about hotel property management systems?
What does a hotel business need to survive in a competitive market? At least two things: Having an online presence that makes the booking process easier and providing outstanding customer service so that visitors returning to your area can choose your location again Automating daily operations and administrative tasks is an important part of achieving customer satisfaction because it helps provide reliable, high-quality service back to back. After another.
A hotel is a complex system that includes the activities of many departments, and each process must be tracked, and for this purpose, hoteliers use various tools including spreadsheets, paper forms, and hotel property management systems.
In this article, we will talk about hotel property management systems (PMSs) that handle reservations, front and back office operations, channel management, and more.
What is a hotel property management system?
A property management system (PMS) facilitates hotel reservation management and administrative tasks. The most important functions include front desk operations, reservations, channel management, housekeeping, rate and occupancy management, and payment processing, although hotel property management software mostly controls reservations and transactions. Finance, however, it may allow you to manage housekeeping and carry out human resources management as well. In general, a hotel management system facilitates the main processes in the hotel related to internal and external operations.
Currently, hotel property management systems are used by large hotel chains, small hostels and everything similar. Through these systems, hotels can see the status of room reservations and control reservation processes. However, their jobs do not end here. Through a hotel management system, Hoteliers can manage back office operations, food and beverage services, and track room occupancy rates.
Functions supported by the hotel property management system
Let's take a closer look at the most common functions supported by a hotel property management system:
The main modules of property management systems
A modern hotel property management system combines multiple business environments into one program. The set of modules and functions can vary, and the functionality of one module can vary slightly. In addition, some companies sell their systems in separate modules that can be combined with the existing solution that the hotel is using. Here It is the basic structure of a hotel property management system (PMS).
Keep in mind that it is difficult to divide system functions into the most or least important, because all of them are essential, however, regardless of the type of facility, hotel property management systems should have a reservation system with a reservation engine on the website and a front desk operations module, including Other core modules are typically social media management, revenue management, housekeeping, customer data management, reporting, analytics, and larger hotels or resorts will certainly need point-of-sale (POS) services and back-office modules.
Booking
For a modern hotel business, online bookings are in most cases the main sales vehicle. The reservation module, which helps in managing online bookings, has become indispensable for the hotel property management system. Central Reservation System (CRS) or any booking platform may be available. Others as a separate module of the hotel management system or implemented as a separate internal solution for the hotel.
The hotel reservation system saves all inventory data and dates, and sends this information to the front desk. The reservation system must be integrated with the website's reservation engine and other distribution channels. Chain hotels usually have one central reservation system for all properties, while independent hotels have Own Reservation Systems If a hotel or hotel chain already uses a particular reservation software, the PMS must provide integration with the existing service.
The main functions of the reservation module include:
Room reservations
The system checks room availability and status, displays free rooms via different channels and the web booking engine, this function monitors double bookings and allows group bookings, then schedules the bookings and displays information about current and upcoming bookings on the dashboard.
Processing electronic payments
The program collects online transactions and categorizes them according to their types and categories.
Manage room inventory and allocation
Booking tools prevent overbooking and double bookings. In some programs, this function is part of the channel management module.
Emails for reservations
The system sends confirmations to guests after completing their reservation. In some performance management systems, this function is part of the Front Desk Operations module.
Book activities
Some programs allow guests to book not only accommodations but also activities using this system.
Front desk operations and room management
The front office module allows the front desk manager to view and update the room reservation status, check guests in and out, and process payments. When a guest arrives at the hotel, he wants to check in as quickly as possible. The support provided by the receptionist is very important in this case, so Front desk staff must be able to efficiently assist the guest.
Some hotel property management systems also offer integration with self-service check-in kiosks or allow check-in or check-out via QR code. To get a better idea of automating check-in, take a look at how Marriott and other companies are leveraging digital self-service in travel.
Room condition
Using the front desk module, the office manager can access room status and updated information about all reservations, current and upcoming. With the help of this module, the room status should be updated quickly, and the front desk module automatically allocates rooms and facilitates room changing.
Key management
This module includes managing electronic key cards, processing payments and issuing receipts to guests.
Daily audits
The front office module also allows users to perform night and shift audits.
In-room controls
As hotels are becoming smarter and more technology-driven, room management is gaining more importance as this unit also helps in operating the automated systems inside the room (like lights, HVAC system, etc.) remotely to make the room ready for the guest's arrival.
What is the future of PMS?
Technologies in the hospitality industry are constantly evolving, offering new functions and modules to improve day-to-day operations – and meet the newly emerging demands of global digitalization, so what's going on with them now?
API-first approach
As experts expect, hotel property management systems are shifting towards cloud and open API platforms, which will lead to better communication between different modules and will sufficiently improve the speed and quality of data exchange. Check out the detailed overview of the main hotel APIs for more. Of information.
AI-powered solutions
The hospitality industry is embracing AI and data science, and hotel property management systems are no exception, especially if we talk about business intelligence, revenue management, and guest service (chatbots and e-concierges).
The Internet of things
We have already mentioned the increasing reliance on smart technologies (such as in-room controls, facial recognition, etc.), most of which are based on IoT connections and involve the implementation of sensors and other smart devices that must all be connected to the hotel’s main operations center – the performance management system. .
Hotel property management system from Doc Suite
Doc Suite's hotel property management system helps organize daily operations to improve guest service, and contributes to improving management efficiency and increasing profitability. Among its most important features are:
Organizing reservations
The system can facilitate the process of managing reservations effectively, reducing reservation error and ensuring availability of rooms and services.
Improve guest experience
The hotel property management system contributes to providing efficient and distinguished service to guests, from the reservation process to the provision of services and facilities during their stay.
Inventory Management
DocSuite's hotel property management system allows for accurate inventory tracking, which helps avoid shortages or excess supplies.
data analysis
A hotel property management system provides useful reports and statistics on hotel performance and guest behavior, enabling management to make better decisions and improve operations.
Ease of financial management
DocSuite's hotel property management system helps track operations costs and revenues, contributing to better budget management and increased profitability.
Improve overall efficiency
By providing effective means of management, the system contributes to improving the efficiency of daily operations and reducing human errors.
effective communication
The system can improve communication between various departments in the hotel, enhancing coordination of efforts and achieving a comprehensive guest experience.
In short, a hotel property management system plays a vital role in improving all aspects of hotel management and achieving an exceptional guest experience.