A hotel property management system or PMS is used by almost all hospitality companies to manage operations within each of their properties and coordinate activities as a group. It automates and manages everything from the front office and reservations to accounting and housekeeping. Listed below are some of the desirable features in a PMS.
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.
A very desirable feature is for the software to store guest history and produce it as required. As soon as the name field in the form is filled in, the database is checked to see if the same guest has stayed at the hotel previously. If a matching record is found, the rest of the fields are populated automatically. It makes the booking process work even faster.
It's also very helpful for the front-desk clerk, who can take a quick look at the old record and welcome repeat guests, making them feel valued with the personal attention. The staff can further improve service by knowing what the guest asked for during the last stay. Free amenities and upgrades may be provided to some people who are sure to be big spenders.
The guest history database can also be used as a way of enhancing security and preventing loss. The hotel can create a blacklist of people who should not be allowed to reserve a room. There may be many reasons for this, including a prior history of non-payment, improper behavior, theft, damage to property, etc.
The PMS can also be linked with operational systems such as door-locks and pay per view, along with POS units for in-house restaurants, bars and convenience stores. The same system can also handle HR, inventory and other back-office operations which do not require interactions with guests. All this data will flow into a centralized database that can be used not just for billing and accounting, but also for creating detailed reports for analysis.
A big benefit associated with this omnipresent software is that the IT spending goes down sharply. There will be no hardware, upgrades, training or staff needed to operate individual systems for each department. It improves user management and security with a single log-in for every user. Cloud-based solutions and mobile applications have reduced IT costs even more and added to the productivity associated with implementation of the PMS.
Running a group of hotels is a complex business involving hundreds of employees and guests at any given time. It needs to be operational 24/7, and there is no room for error. Good general managers aided by a competent staff can make it work by oozing charm and focusing on the details, but they need an efficient and omnipresent hotel property management system that can take up most of the workload.
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.
A very desirable feature is for the software to store guest history and produce it as required. As soon as the name field in the form is filled in, the database is checked to see if the same guest has stayed at the hotel previously. If a matching record is found, the rest of the fields are populated automatically. It makes the booking process work even faster.
It's also very helpful for the front-desk clerk, who can take a quick look at the old record and welcome repeat guests, making them feel valued with the personal attention. The staff can further improve service by knowing what the guest asked for during the last stay. Free amenities and upgrades may be provided to some people who are sure to be big spenders.
The guest history database can also be used as a way of enhancing security and preventing loss. The hotel can create a blacklist of people who should not be allowed to reserve a room. There may be many reasons for this, including a prior history of non-payment, improper behavior, theft, damage to property, etc.
The PMS can also be linked with operational systems such as door-locks and pay per view, along with POS units for in-house restaurants, bars and convenience stores. The same system can also handle HR, inventory and other back-office operations which do not require interactions with guests. All this data will flow into a centralized database that can be used not just for billing and accounting, but also for creating detailed reports for analysis.
A big benefit associated with this omnipresent software is that the IT spending goes down sharply. There will be no hardware, upgrades, training or staff needed to operate individual systems for each department. It improves user management and security with a single log-in for every user. Cloud-based solutions and mobile applications have reduced IT costs even more and added to the productivity associated with implementation of the PMS.
Running a group of hotels is a complex business involving hundreds of employees and guests at any given time. It needs to be operational 24/7, and there is no room for error. Good general managers aided by a competent staff can make it work by oozing charm and focusing on the details, but they need an efficient and omnipresent hotel property management system that can take up most of the workload.
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