How a New PMS System Can Transform Your Hotel Operations

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Best Hotel Property Management System: A Key to Maximising Efficiency

Changing your Property Management System (PMS) is a critical decision that can greatly enhance your hotel’s efficiency. Managing a boutique hotel, hostel, campsite, or luxury resort requires the right PMS.
Best hotel Property Management System automates administrative tasks, delivers business insights, and integrates with booking platforms and access control solutions. While the costs and challenges of transitioning may seem overwhelming, the long-term benefits of a well-chosen system can far outweigh the initial investment.

Here are the key factors to consider when switching to a new PMS system.

DEFINING YOUR OBJECTIVES

What Do You Aim to Achieve with a New PMS?

Investing in a new PMS takes time and resources, but the right system offers significant long-term benefits. The best hotel property management system (PMS) streamlines operations, reduces staff hours, and optimises revenue by setting optimal rates across booking channels. It also enables upselling of services, enhancing guest satisfaction.

For instance, checking guests into a hotel often takes 15–20 minutes at the front desk. This involves processes such as locating reservations, scanning travel documents, and programming room keys. A modern PMS lets guests complete this process on their mobile devices before arrival, eliminating wait times and reducing front desk staffing needs.

Online check-in improves the guest experience and reduces workloads, ideal for hotels with limited front desk hours or remote operations, allowing guests to access rooms with PIN codes or mobile keys.

INTEGRATION CAPABILITIES

Ensure Seamless Operations

A PMS isn’t just about task management; it should integrate seamlessly with other tools. An integrated PMS connects to sales channels and dynamic pricing tools, optimizing availability and room rates. It should also link with hotel locks for efficient access control and bookkeeping software for streamlined financial management. These integrations ensure smoother operations and a better guest experience.

Without integration, you’d have to log into multiple platforms—like Booking.com or Expedia—to manage guest communications. With a fully integrated PMS, all guest communications can be managed from a single dashboard, regardless of booking source. Automated messaging can send confirmations, check-in instructions, and other essential information without manual intervention.

Connecting Your PMS to Hotel Access Control Systems

Many hotels replace their locks before considering PMS integration, but looking at both in tandem is beneficial. Even if your hotel isn’t ready for full self-check-in, having an online access control system connected to your PMS can offer significant advantages. For instance, an online system allows you to update key cards remotely when a guest extends their stay. It also revokes room access without needing to collect physical keys upon early check-out.

Many properties offer premium amenities such as saunas or tennis courts, which can be booked online. A PMS integrated with access control can automatically update a guest’s key card or access code to include these facilities, enhancing both convenience and upselling potential. Again, less staff hours spent to complete these tasks and more convenient for the guests.

If you’re upgrading your PMS and hotel locks, explore our special offer with WebLock Online Access Control!

Enhancing Profitability with a PMS

The best hotel Property Management System should not only streamline your operations but also boost your bottom line. When choosing a system, weigh the monthly subscription cost against the potential savings and revenue increases it could generate.

By automating tasks like check-ins, check-outs, and reservation changes, a PMS reduces labor costs. It also offers upsell opportunities for services and products. Many of our clients using a BOUK PMS have seen a 15% increase in room upgrades and a 25% rise in pre-ordered services.
All of this, thanks to automated pre-stay messaging. It’s no surprise that guests are more likely to order extra services or products when they receive timely reminders. Whether it’s a bottle of champagne and roses to surprise loved ones or booking a private transfer, these gentle prompts encourage additional purchases.

Switching to a new property management system can be a game changer for your hotel. It will help you streamline operations, enhance guest experiences, and increase profitability. By carefully considering your objectives and integration needs, and choosing a system that aligns with your goals, you can unlock the full potential of a modern PMS.

We are happy to help you to grow your business, get in touch to discuss the possibilities with a new Property Management System!