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When to change your hotel PMS: Part 2

Virág Dajka
Mar 2, 2023 11:01:48 AM

In the previous blog post “When to change your hotel PMS - part 1” we listed some warning signs that should tell you it's time to look for a new hotel property management software and also what are the most common concerns when changing property management systems. In this article, we'll go into more details about what you should pay attention to when changing.

Checklist for choosing your new hotel PMS

When looking at providers of a hotel software, there are many questions about the features and benefits on offer. But which are must haves, and which are nice to haves? The needs of every hotel are different, but in general we can prioritise requirements:


  • Inventory management working in real-time to track the availability and status of rooms. Not only internally but also connected to OTAs and third- party applications.

  • A clear, easy to use intuitive hotel software that lets staff modify reservations if necessary, and which can be quickly understood by new users.

  • Easy set-up of all main parameters - the name, details of your hotel - and other information you wish to present. Simple to update by non-technical staff.

  • A Booking Engine enabling direct reservations by guests, with the added advantage that this saves commission costs going to third parties.

  • Remote operation, and investigation of any problems through a cloud-based hotel PMS.

  • Analytics and reporting to provide clear feedback on business trends and revenue performance.

  • Personalised support in your language, and a contact number to reach them, plus ‘emergency’ out of hours email.



  • It's beneficial if your new hotel property management system fulfils (local) requirements for all parts of the business.

  • A suite of additional products to enhance the guest experience, such as the ability to instantly book spa treatments, or get advice on things to do in the area.

  • If you are running not just an accommodation business but also there is a small restaurant downstairs, you might want to check for a solution that has integrated POS.

  • Connection across departments, so that everyone is linked to the same hub - from front desk, to back office, to housekeeping and maintenance.

  • Guest check-in and check-out achieved with contactless features, through their own smart device.


How to start?

After you identify your property’s needs and choose some potential property management systems, you should do a “stress test”. Many hotel PMS providers offer a free trial period so you can test if the system really fits your needs before making a commitment. 

Only when you’re convinced about the features and benefits of a system should you buy it, or better still, start your subscription.

Also, you need to take into consideration the timing. Do it when you are least busy and your staff can best concentrate on learning the new system, and becoming adept at using it. Plan ahead to ensure that there is a clear opportunity to focus on getting the PMS to an optimal performance level. So avoid implementing the system during busy high seasons or holidays.


Plan ahead - key points for a smooth transition

So what do you need to ensure that the transition from old to new is smooth and seamless?

  • Have a plan and get the timing right. Transition when you and your staff have the time to do it without hassle. That means not during busy periods, or when key personnel have their holidays booked.

  • Onboard everyone who will have touch-points with the new system. Use training modules bundled with the software, and from the supplier’s experts.

  • Make sure that the system is completely configured before you go live. Input all the data - like the hotel name, rooms and rates - during the initial training sessions, with the help of the provider.

  • Set a deadline when you are sure the new system will be up and running.

  • If you are leaving an old hotel PMS behind, don’t just switch it off. There is a whole motherlode of data in there that you may still need, or be legally required to keep, so ensure that it is competently archived.

To sum up

In conclusion, changing your property management system can be a daunting task, but with careful planning and consideration, it can greatly benefit your hotel business. Make sure to assess your current system's shortcomings, research potential providers, and prioritise key features such as online booking integration, mobile accessibility, and support services.

If you're interested in learning more about how to successfully transition to a new PMS, be sure to download our free ebook for additional tips and insights.

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