Features and Advantages of Hotel Management System

The first thing you'll undoubtedly ask if you're considering using a hotel management system to operate your establishment is, "Is it worth it?" Will the system's advantages outweigh the purchase expense and the adjustments to your routine?

Yes is the clear-cut response. Cloud technology offers a cheap starting cost since you just pay for what you use and the provider pays operational costs. Like with hardware or manual systems, you'll never have to pay for upkeep or replacements.

We'll go over every Advantages of hotel management system for your small business in this post. There are SO MANY that we'll attempt to be brief. Let's get going!

What does hotel management mean?

Operating and being in charge of a particular hotel site are the primary responsibilities of hotel management. In addition, a hotel manager is usually responsible for ensuring the establishment works well. To report on overall performance, the manager must collaborate closely with various departments, such as cleaning, marketing, events, and security.

The scope of the hotel's responsibilities and any owner expectations are ultimately determined by these factors (s). However, their general duties need to guarantee the smooth coordination of the many hotel operations and provide a satisfying stay for every visitor.

Advantages of Using a Hotel Management System

Here are some benefits of using a modern hotel management system:

1. Save Time on Admin Tasks

The time you spend on manual administrative activities would be significantly reduce with the correct hotel management software. This is because the program handles the bulk of the labor and frees you up to focus on other crucial activities like serving your visitors.

A hotel management system will significantly impact all of your property's departments more than any other kind of software you utilize. For example, housekeeping, front-of-house, and revenue management. In practically every aspect of your organization, you may save a lot of time by choosing the correct solution, which will also increase employee happiness and productivity.

2. Establish strong connections with your visitors

Your guests will be happier if the check-in and check-out processes are more efficient. And that's only the beginning; everything from enhanced communication to the provision of new services can increase customer loyalty. In addition, the finest property management software will probably result in higher worker and visitor retention levels.

3. Boost your internet presence

Choosing the correct software is crucial to building your internet presence. For example, your website design may include customer-facing tools, such as hotel booking engines, chatbots, and a guest portal, allowing you to rapidly accept online bookings and giving visitors confidence in their decision to make direct bookings with you.

Websites with a better user interface and the journey will rank higher on Google searches and other search engines since Google prioritizes and evaluates the user experience on websites.

4. Establish a successful revenue management system.

To maximize income, the majority of hotel management systems provide capabilities for pricing and other features.

The days of having just a peak season pricing and a low season price are long gone. If you aren't arranging rates more sophisticatedly, you're missing out on reservations and not maximizing the number of visitors who do a book. In addition, the ability to develop and modify product rates, rate dependencies, and unique offers and policies like package rates should be available.

5. Manage distribution-related tasks

A contemporary hospitality cloud should be able to quickly connect to a channel manager, allowing you to market your company through various platforms, including OTAs and third-party booking systems.

It offers real-time data that can assist you in increasing the number of bookings and promoting your property.

6. Boost reservations

Every function in your hotel management system should increase your total number of reservations. The ideal software system is about maximizing and optimizing what you can do, whether your goals are expanding into new markets or increasing bookings during off-peak periods.

The prominent tools that will assist you in this area are revenue management and a direct booking engine, but anything from connectors to intelligent reporting and automation will eventually help.

7. Reliable day-to-day reporting

The revenue, finance, and management teams will access precise daily profits reports thanks to data-savvy hotel management software.

You and your team can make dependable, data-driven choices throughout your company with operations and marketing reports.

If everything is in the cloud, there is no need for time-consuming manual exporting and assembling because these priceless measurements are always available whenever you need them.

8. Avoid duplicate reservations and human error.

Managing hospitality industry software is designed to prevent multiple reservations and overbookings. They also assist front desk workers in preventing mistakes while entering crucial client information, including name, passport information, and card numbers, thanks to job automation.

Excellent customer service (no uncomfortable follow-up conversations asking for their exact information), more staff time to concentrate on their crucial tasks, and more reliable company data and reporting are all results.

9. Examine your clientele.

Another significant advantage of the best guest management software system is market and visitor segmentation. For example, the GM and Marketing Managers may maintain tabs on the various visitors' demographics, including their age, gender, and country of origin.

You may decide on your marketing plan with the help of this data. And improve your company's long-term revenue patterns.

10. Make changes to your property.

The various advantages of a hotel management system may enable you to expand your company quickly. In addition, moving to a more up-to-date program might help you realize significant improvement instantly if you're not presently utilizing the proper solution.

This may induce a mentality shift and change how you and your team operate, providing long-term advantages beyond the system's day-to-day use.

Challenges in Developing a Custom Hotel Property Management System

When developing a hotel management system, you should be aware of a few frequent issues or challenges in advance to prevent them.

Viability of a Product

You should first verify the concept to ensure that your product is genuinely practical and meets all of your company's requirements. For instance, you may provide a product discovery stage to ensure that your customers have a workable product concept, specify project complexity, and evaluate potential hazards. The success of your future product is established at this point.

Preserving Security and Privacy

Security is one of the biggest difficulties you'll probably run against while developing a hotel management system. Your system will store and handle a lot of sensitive data, including information about your client's personal information and hotel revenue.

Therefore, you must take the appropriate security precautions to prevent hacking and information leaking. First and foremost, encrypt personal data to prevent hackers from hurting your company. Additionally, you want to restrict access by demanding special login information for each hotel PMS user and putting multi-factor authentication into place.

Ensuring Easy Navigation and User Experience

Routine tasks need to be completed swiftly and effectively at many hotels. As a result, while developing a system, significant consideration must be given to an appealing and simple user interface. One click must be required to access the primary functionality. For instance, you need to create a dashboard that displays the hotel's occupancy from a bird's eye view.

What core duties does a hotel property management system perform?

  • Reservation (to see past and forthcoming reservations, provide online booking, and determine if a room is available)

  • Housekeeping (to assign room cleaning assignments, monitor housekeeper activities, and manage room statuses)

  • Management of customer connections (to collect and organize guests' contact information)

  • Back-office administration (to streamline administrative hotel operations)

  • POS (point-of-sale) services (to manage all payments, automate transactions, and keep the data in one place)

Software for hotel management: What is it?

Hotel management software is any software package designed to help run a hotel, resort, or other comparable facilities daily. Examples include channel managers, rate shopper software, reputation management software, revenue management systems (RMS), and property management systems (PMS).

These products are standard in the hotel and hospitality sector because they make it possible to do digitally, sometimes with some automation. These operations previously had to be carried out manually on paper.


The cheapest option, like with other items, is not necessarily the best one. The same is true for the priciest alternative. When purchasing a hotel management software system, there are numerous factors to consider that, if you're not cautious, may wind up costing you money.

When investing in the ideal system for your hotel company, take the time to do a thorough study. Seek input from all of your departments and comprehend their unique requirements. Understand the features that would create the most impact for your business. Apart from the actual system, also consider the support you can get from your solutions provider. 

If you want an affordable but powerful system designed to help you monitor and automate your processes, consider our hotel management system. It includes a property management system to monitor your operations, a channel manager to update and synchronize your online channels, a booking engine to manage direct online bookings, and more add-ons depending on your hotel's needs. We also provide a seamless onboarding process and a reliable customer support to make sure you are properly guided to make the most out of our system.

Try our Hotel Management System today. Book a meeting with us so we can discuss your hotel's specific needs and how we can help.

FAQs on Hotel Management Systems

What are some of the biggest benefits of a specialized hotel property management system?

Routine processes are automated, personnel are more productive, all data is in one location, easy customer data management, high degree of data security, and improved customer experience.

Does the management software aid in the growth of the hotel management industry?

Indeed! When you use the proper hotel management software features, your everyday operations will be much improved, and thorough, timely reporting will provide invaluable insights to help you run your company successfully.

How much does developing a customized hotel property management system cost?

The expenses of developing a hotel property management system directly rely on the project's needs, complexity, team size, the number of necessary features, design, and other factors. For instance, creating an MVP version with just the most essential functionality would take around 1,000 hours. In Eastern Europe, the standard hourly wage is $50. The development will thus cost approximately $55,000.