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Types of PMS Software Used in Hotels: An Essential Guide in 2024

Learn about cloud-based and on-premises systems, and explore how chatlyn enhances guest experiences. Find the best fit for your hotel today!
Types of PMS Software Used in Hotels
Published
Alvaro
Author Alvaro
Tags Hotels

Property management systems (PMS) are vital in streamlining operations and enhancing guest experiences in the hospitality industry. This blog post examines the different types of PMS software used in hotels, their significance, and the principal functionalities they provide. Whether you are a hotelier considering an upgrade to your current system or simply interested in learning more about hotel management software, this guide provides comprehensive information. 👇

Importance of PMS in the Hotel Industry

Property Management Systems (PMS) are the backbone of hotel operations.🦴 They automate and streamline various administrative tasks, from reservations and check-ins to billing and housekeeping management. By centralizing these processes, PMS software improves efficiency, reduces errors, and enhances the overall guest experience. In today's competitive market, having a robust PMS is not just an option but a necessity for any hotel aiming to provide top-notch service. 🟥

What is the PMS System Used by Hotels?

Various vendors offer specialized PMS solutions tailored to different types and sizes of hotels, ensuring that every establishment can find a system that meets its unique needs. By doing so, it ensures that all departments are interconnected and can access real-time information, leading to better coordination and service delivery. 🏎️

What are the Two Types of Hotel Software?

While there are many types of hotel software available, they can broadly be categorized into two main types: On-Premises and Cloud-Based PMS. Each type has its own set of advantages and is suitable for different kinds of hotel operations.

1. On-Premises PMS

On-premises PMS, also known as legacy systems, are installed locally on the hotel's servers. These systems offer extensive customization and control but come with high upfront costs and ongoing maintenance requirements. They are typically preferred by larger hotels or chains that have the resources to manage the necessary infrastructure. 🟥

2. Cloud-Based PMS

Cloud-based PMS, also known as Software as a Service (SaaS), are hosted on the provider’s servers and accessed via the internet. These systems are ideal for hotels of all sizes due to their lower upfront costs, ease of access from any device with an internet connection, and minimal maintenance requirements. Cloud-based systems offer scalability, frequent updates, and enhanced security managed by the service provider. 

Guest Experience Software 

🗒️ In addition to the core PMS functions, many hotels now use guest experience software to enhance their services. One leading solution in this category is chatlyn. chatlyn is a comprehensive platform that integrates all communication channels, including email, webchat, WhatsApp, and more, into a single interface and easily connects to an AI Chatbot. It also offers features like the Automation Studio for streamlining workflows and WhatsApp Newsletters (with 98% open rate) for targeted messaging. This allows hotels to provide personalized and efficient service, boosting guest satisfaction and loyalty. 🚀

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Types of Property Management System

There are several types of PMS software available, each designed to meet the specific needs of different hotel operations. Here are some of the most common types:

1. Central Reservation System (CRS)

A CRS is a key component of a PMS that manages room inventory and reservations. It synchronizes bookings across multiple channels, including the hotel’s website, OTA (Online Travel Agencies), and GDS (Global Distribution Systems), ensuring that availability is updated in real-time. 🗺️

2. Front Office Management System

This system handles all front desk operations, including check-ins, check-outs, room assignments, and guest services. It ensures that the front office staff can efficiently manage guest interactions and maintain accurate records.

Integrating chatlyn into the front office management system can significantly enhance these operations. With chatlyn, front desk staff can utilize the platform to manage communications seamlessly, offering quick responses to guest inquiries through email, webchat, WhatsApp, Instagram, etc. The AI Chatbot can handle common queries and tasks, allowing staff to focus on more complex guest needs, thus improving efficiency and guest satisfaction. 🌏

3. Housekeeping Management System

Housekeeping management is crucial for maintaining room cleanliness and readiness. This system connects the housekeeping staff with the front office, allowing real-time updates on room status and streamlining the scheduling and tracking of housekeeping tasks. 📌

4. Revenue Management System (RMS)

An RMS helps hotels optimize pricing strategies based on market demand, competitor rates, and historical data. It uses advanced algorithms to adjust room rates dynamically, maximizing revenue and occupancy.  

5. Point of Sale (POS) System

A POS system manages transactions at various outlets within the hotel, such as restaurants, bars, and gift shops. It integrates with the PMS to ensure that all charges are accurately recorded and billed to the guest’s account. 🎯

Property Management System in Front Office

The front office is the hub of hotel operations, where the first and last impressions are made. A robust property management system in the front office is essential for ensuring smooth and efficient operations. Here are some key features of a front office PMS:

Reservation Management

The PMS allows front desk staff to manage reservations, check room availability, and handle booking modifications or cancellations. It ensures that all reservation data is accurate and up-to-date. ✍️

Guest Check-In/Check-Out

The system streamlines the check-in and check-out processes, reducing wait times and improving guest satisfaction. It also automates tasks such as room assignments, key card issuance, and billing.

Guest Profiles

A PMS maintains detailed guest profiles, including personal preferences, stay history, and special requests. This information allows the front office staff to provide personalized service and anticipate guest needs. 🧩

Billing and Invoicing

The system automates the billing process, ensuring that all charges are accurately recorded and invoices are generated promptly. It also integrates with payment gateways for secure and convenient transactions.

Reporting and Analytics

A front office PMS generates various reports, such as occupancy rates, revenue forecasts, and guest feedback. These reports provide valuable insights for making informed business decisions and improving operational efficiency. 🖍️

Conclusion

Choosing the right PMS software is critical for the success of any hotel. Whether you opt for an on-premises system or a cloud-based solution, the key is to ensure that the system meets your specific operational needs and enhances the guest experience. With the right PMS in place, hotels can streamline their operations, improve efficiency, and provide exceptional service to their guests. 🙆‍♂️

By understanding the different types of PMS software used in hotels, their functionalities, and the benefits they offer, hoteliers can make an informed decision that will drive their business forward. Embrace the technology, and let it transform the way you manage your property, making every guest's stay a memorable one. 

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