June 3, 2022

4 Factors to Consider When Changing Hotel Property Management Software

Posted By: Adelle Rodriguez


You rely on your current project management software (PMS) for so much, but enough is enough. 

Whether your PMS is limiting your ability to scale, riddled with technical issues, or lacking user experience or support, there are many reasons hoteliers bravely make the switch. We say bravely because we know changing your hotel property management system can be a time-consuming and daunting task.

Nonetheless, you have to start your new PMS hunt somewhere— without an overwhelming laundry list of 25+ considerations that ultimately causes decision-paralysis. Here are four important considerations for changing your property management software:


1. Property Size and Scalability

Are you currently managing multiple properties or various types of properties? Whether you need a PMS to keep up with all your locations or have plans to scale, always look for a hotel property management system that can grow with your business. 

That means you without a doubt need a PMS that is both adaptable and offers a suite of add-on modules. Seek a platform with impressive built-in features, as well as connections to trending integration partners. Besides having a channel manager and booking engine, it’s ideal to find a management system that integrates with modules for housekeeping, staff communication, POS, asset maintenance, guest marketing, and event management.


2. Staff Usability and Mobility

Do you ever find yourself fiddling with multiple systems to get a single answer? If the interface isn’t easy to use and your team skimps on data entry, you can expect more human errors or a poorer guest experience. By adopting a more intuitive hotel property management system with a modern interface, you make the software approachable, streamlined, and easily accessible.  

For instance, switching to a Cloud-based PMS is sure to help with end-to-end planning and visibility of property bookings. Plus, its adoption among property managers is only projected to grow. Similarly, seeking a property management system with mobile capabilities might allow for on-the-go interactions with guests— like mobile check-in and out— and make working from anywhere, anytime, on any device possible.

It’s also important to look for a PMS with multiple customizable dashboard views that are actually interesting to see, delivering a feature-rich graphical user interface. Your system should easily show key metrics such as ADR, OCC, REVPAR, REVPOR, etc. This helps to save time and reduce complexity in day-to-day operations, not to mention, reduce training time for new staff.


3. Cost

Sometimes one system feels limited in functionality, so you end up relying on more tools to manage your hotel operations than you’d like. That means that besides interoperability problems, you’re also juggling multiple costs. This is especially true if you’re experiencing recurring PMS system failures, glitches, or repairs— and wasting time trying to make your PMS work for you, instead of against you.

When changing your hotel property management system, it’s crucial you ask yourself, “how will this system pay for itself?” The right PMS will function as an all-in-one solution across all properties, helping to eliminate redundant technology, such as a standalone channel manager, an integrated marketing platform, dynamic pricing, a guest portal, etc. 


4. Support Needs and User Feedback

How many times have you experienced an issue with your property management system software and had to reach out to support? Instead of 24/7 phone service, many providers are asking users to put in a formal service request. As a result, response time can be anywhere from 24-36 hours depending on the day of the week. Slow response times can make it challenging for hotel operators to meet business demands and can negatively affect the guest experience.

When switching your hotel property management system, look for one where support is readily reachable and responsive when problems occur. Additionally, hold out for a PMS that is receptive to user feedback as this helps to ensure large issues within the system itself are resolved for everyone. Typically, these software solutions will be ahead of the game in cultivating new product features that you didn’t even know you needed as they hear feedback from all users. 


Ready to Dig Deeper?

These considerations are a great foundation for searching for a new property management system; however, they are not the only things to look out for.

In our Ultimate Guide to Property Management Software, we detail more important considerations, including channel manager connectivity/reach and ease of transition/seamlessness— just to name a few.

We’ll also introduce you to our all-in-one PMS to help you streamline your operations. Download your free guide, today.  New call-to-action

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