The hotel property management system (PMS) allows hospitality groups to automate operations individually at each of their properties while still being able to coordinate activities as a group. Everything from reservations and the front office to housekeeping and accounting can be automated and managed by the software. Some of the more desirable features in such a PMS are discussed below.
The primary requirement is for each property to be plugged into the group's centralized yield management and reservations network. Putting aside the intricate complexity of how this works, the important thing to remember is that the PMS allows the hotel to offer guests a simple and automated process for booking a room at nightly rates that vary according to demand and occupancy. Guests will be able to complete single or group bookings on one screen, and check-ins are likewise a single-step process.
Another important requirement is for the software to be able to provide guest history. When a guest provides a name to complete the reservation form, the database is scanned for past stays by the same person. The other fields in the form are automatically filled if the guest is a repeat visitor, thus speeding up the booking process.
A quick scan of the history allows the front-desk clerk to show that they recognize the guest and welcome them back. The ability to look up a guest's history may also help the staff provide better service. Upgrades and freebies may be offered based on past requests and spending by the guest at the same hotel or with other hotels in the group.
The same database scan may also prove useful for and loss-prevention and enhanced security. Every hospitality company maintains a record of blacklisted people who should not be allowed to stay. Some are guests who have unpaid bills, while others may have been caught stealing, doing something improper or causing damage to hotel property.
Technical systems including pay per view and door-locking can be integrated with the PMS. It can also be linked to POS machines at on-site facilities such as bars, convenience stores, restaurants, health clubs, etc. It can just as well manage and integrate disparate internal departments including HR, accounting and inventory. All the data gets stored centrally and makes it easier to provide a single bill for a room. It also makes creating reports and analysis of the data a lot easier.
Another advantage of having a single system take care of everything is that it greatly reduces the need for IT spending on hardware, upgrades, staff training and salaries. Single log-ins for each user improves security and user management. Use of mobile apps and cloud solutions for this software further enhances productivity and reduces the need for IT infrastructure.
The hospitality business is a complex affair, involving hundreds of guests and employees in a never-ending 24/7 cycle. A competent GM supported by an efficient staff can keep a hotel in business. However, they won't be able to focus on the important task of providing personal care and attention for each guest unless there is a hotel property management system to take care of the innumerable details.
The primary requirement is for each property to be plugged into the group's centralized yield management and reservations network. Putting aside the intricate complexity of how this works, the important thing to remember is that the PMS allows the hotel to offer guests a simple and automated process for booking a room at nightly rates that vary according to demand and occupancy. Guests will be able to complete single or group bookings on one screen, and check-ins are likewise a single-step process.
Another important requirement is for the software to be able to provide guest history. When a guest provides a name to complete the reservation form, the database is scanned for past stays by the same person. The other fields in the form are automatically filled if the guest is a repeat visitor, thus speeding up the booking process.
A quick scan of the history allows the front-desk clerk to show that they recognize the guest and welcome them back. The ability to look up a guest's history may also help the staff provide better service. Upgrades and freebies may be offered based on past requests and spending by the guest at the same hotel or with other hotels in the group.
The same database scan may also prove useful for and loss-prevention and enhanced security. Every hospitality company maintains a record of blacklisted people who should not be allowed to stay. Some are guests who have unpaid bills, while others may have been caught stealing, doing something improper or causing damage to hotel property.
Technical systems including pay per view and door-locking can be integrated with the PMS. It can also be linked to POS machines at on-site facilities such as bars, convenience stores, restaurants, health clubs, etc. It can just as well manage and integrate disparate internal departments including HR, accounting and inventory. All the data gets stored centrally and makes it easier to provide a single bill for a room. It also makes creating reports and analysis of the data a lot easier.
Another advantage of having a single system take care of everything is that it greatly reduces the need for IT spending on hardware, upgrades, staff training and salaries. Single log-ins for each user improves security and user management. Use of mobile apps and cloud solutions for this software further enhances productivity and reduces the need for IT infrastructure.
The hospitality business is a complex affair, involving hundreds of guests and employees in a never-ending 24/7 cycle. A competent GM supported by an efficient staff can keep a hotel in business. However, they won't be able to focus on the important task of providing personal care and attention for each guest unless there is a hotel property management system to take care of the innumerable details.
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