Top Features to Look for in a Modern Hotel Management Software

Hotel operations are transforming rapidly over the years as you may already know. If you’re a hotel or serviced apartment owner, you’ll naturally want to stay ahead of the curve in terms of streamlining operations. This is where contemporary hotel management software will come in handy. It will help you simplify your day-to-day functions, automate tasks, manage personnel better, and ensure better guest relations and service alike. 

The global hospitality industry is going through an epoch-breaking evolution driven by technology and personalization. Guests now expect faster and more customized experiences, with prompt maintenance and service. That is where you need to be on top of your game in terms of meeting these needs effectively. On that note, let us delve deeper into the nuances of these software applications and how they boost your business. 

Why Using a Modern Hotel Management System Is Important

Using a modern hotel management system (HMS) or PMS (property management system) is vital in the current scenario. Here’s why: 

• Better Operations & Efficiency- Contemporary systems will help you automate various tasks like check-outs, check-ins, billing, and more. You can conveniently lower workloads and eliminate errors. 
• Data Centralization- All your hotel or apartment data, right from guest preferences to reservations, will be stored in an accessible and secure location. It will greatly enhance coordination and communication throughout your teams and divisions. 
• Real-Time Data Access- You can also expect cutting-edge reporting and analytics, giving you access to real-time data on revenue reports, occupancy rates, and guest information. It will help you keep an eye on the trends and make informed decisions on pricing and other aspects. 
• Customized Service- Through guest data analysis, you can tailor your offerings and services for individual guest needs. This will help you build lasting bonds with guests and improve your retention rates. 
• Streamlined Communication- These advanced systems will enable better communication between guests and staff members, enabling swifter responses to feedback and requests. 
• Easier Bookings- Online platforms integrated with your system make it easy for your customers to book rooms and manage their stays seamlessly. In fact, you can get access to real-time availability tools and eliminate double bookings as well. 
• Optimize Pricing- Revenue management and real-time data tools will help you optimize pricing strategies, helping you scale up revenue in the peak seasons and lower losses in slower cycles. 
• Better Marketing- You can evaluate guest data and analytics for targeted marketing campaigns. It will help you draw new and repeat customers alike. 
• Lower Costs- Efficient management of resources and automation will help you get higher cost savings in segments like inventory and staffing. 
• Build a Competitive Advantage- A modern HMS or PMS will help you build a competitive advantage and meet the needs of tech-savvy guests. It will integrate seamlessly with OTAs (online travel agencies) and booking platforms to expand your reach too. Contemporary cloud-based systems offer scalability and flexibility, helping you adapt to changing market conditions and growth-based requirements. 

Janice Morgan

Hospitality Solutions Expert

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Why Choosing the Right HMS Matters for You

Selecting the right hospitality management system matters immensely if you’re a hospitality business owner. Here are some of the key reasons: 

• Operational Efficiency- Saving time on administrative tasks is a major plus point for any hospitality business owner. You’ll be able to automate various tasks and focus more on customer interactions and up-selling. 
• Guest Experiences- With real-time data, analytics, and reporting, you’ll be able to personalize your customer experiences seamlessly. A PMS that has an integrated booking engine and front desk functions will help you build customer trust and offer swift check-ins and check-outs. You can enhance their satisfaction while keeping people happy with personalized offers. 
• Revenue Growth- The right PMS will help you leverage advanced pricing tools to manage revenue better. You may set prices based on seasonal demand and accurate data-based updates. Every feature in the PMS will help you scale up revenues, including metrics like Revpar, occupancy rates, and more. Direct booking channels and channel managers are other vital features to watch out for. 
• Decision-Making and Data- Data is always the king in terms of personalization and informed decision-making. You can catch up on all daily reports and make decisions swiftly without any information gaps or errors. 

Must-Have Features That You Should Look For

So, now that you have an idea of the key benefits of hotel software applications, i.e. HMS or PMS, it’s time to note the features that you should look out for. 

• Reservation management- The right hotel booking management software will offer a centralized system that combats overbookings and optimizes availability. With smart and dynamic pricing models, the HMS should be able to adjust rates to maximize revenue. 
• Integrated payment processing- A modern HMS should be able to automate payments with pre-authorized charges, one-click incidental fees, and secure transactions, thereby boosting security and lower chargebacks. POS integration should also be available in your HMS. 
• Revenue and rate management- Effective pricing strategies are vital for profitability of your business. Dynamic pricing tools will help you adjust room rates based on demand, competitor pricing, and market trends. 
• Guest experience tools- From dedicated guest apps for up-selling to automated guest communication, mobile check-ins, digital keys, and personalized pre-arrival communication, an HMS should cover all of these aspects. Other features should include post-stay engagement interactions and real-time push notifications. 
• Ancillary revenue opportunities- A robust HMS should facilitate better up-selling at each stage of the guest journey. These may include room upgrades, early check-ins, meeting rooms, parking, co-working, and more. 
• Integration- Your HMS should easily integrate with OTAs and other booking channels, in addition to your CRM and other vital software. 
• Reporting and analytics- Customizable dashboards, reporting abilities, and analytics should be present in the HMS. You should be able to track RevPAR, occupancy rate, and other metrics. 

Also look for easy mobile accessibility and remote management options along with mobile concierge services, keyless entry choices, digital smart locks, and most importantly, housekeeping operations management and tracking. You should be able to seamlessly assign tasks to personnel and track progress to ensure prompt fulfillment of maintenance and other requests. You should be able to use data analytics to forecast demand, set optimal pricing, and maximize your profitability. 

Bonus Tip- What to Avoid While Selecting Hotel Management Software

Agreed, the right hotel management software will undoubtedly boost your business and put it on the fast track towards future growth. Yet, there are several aspects worth noting in this regard. You should be able to choose the best HMS or PMS, while avoiding some common pitfalls when you make the final decision in this regard. Here are some key pointers that you should check out carefully: 

• Neglecting Scalability and Long-Term Requirements- Whenever you finalize any hotel management software, make sure you keep scalability and future needs at the forefront. You don’t want a system that will be insufficient to scale with your growing business and only takes your present needs into account. 
• Ignoring Integration Abilities- You shouldn’t choose any system that does not integrate conveniently with other crucial hotel software. This category includes CRM systems, channel managers, booking engines, and POS systems. There should also be integration with as many OTAs and booking platforms as possible. 
• Not Considering User-Friendliness- Many a time, hospitality business owners end up choosing hotel management systems that are hard to navigate or need comprehensive training to deploy essential functions. It will only lead to inefficient operations and regular frustration. Focus on an HMS with a user-friendly and intuitive interface along with a smooth dashboard and clear tools. 
• Not Checking Security Measures- Never make the mistake of ignoring security features and how safe the system will be, in terms of guarding against data breaches and other risks. You should look for robust encryption and security features while choosing any PMS or HMS. 
• Choosing On-Site and Costly Software Options- Do you want an on-site HMS or PMS that is costly and time consuming to set up? Or do you want a cloud-based solution with relative affordability and more scalability? That’s the choice you’ve got to make and most hospitality business owners tend to lean towards the latter option. 
• Trial, Training or Demo Choices- You should check whether there is a free trial or demo on offer to help you get a feel of the software without any hassles. There should also be a proper training program in place to help your staff members use the PMS or HMS better once you buy it. 
• Support- Look for ongoing support for seamless experiences while using the PMS or HMS. This matters immensely in case you run into sudden issues while using the software program. 

Don’t look only at the price; consider the value that you get in terms of the total cost of ownership. You should also define your business objectives clearly and choose a system that aligns with the same. Customization in terms of reporting tools and other features should also be a focal point while selecting the right hotel management software. So, on that note, check out the available options in terms of a cutting-edge HMS or PMS and finalize your decision at the earliest. It will undoubtedly get you future-ready to take your hospitality business to the next level.