Technology – The great booming engine of change.

Nowadays, technology is growing tremendously in the hospitality industry. Certainly, running a hotel takes much more than delivering impeccable services.

For that reason, hotels across the world are looking forward to adopting new technology i.e. a hotel PMS, for making their on-going operations smooth and efficient. This has given rise to new hotel management systems being developed every other day. 

But obviously, if you go to the market to find and select the right hotel software for your property, you’ll be faced with a million dollar question.

HOW to do this?

We know what it takes to find an ideal technology set for a hospitality business. So, here, we’ve listed down the essential steps that are required in evaluating and choosing a proper hotel system for your property.

So first, let’s start with basics.

What is a hotel PMS and its types?

Hotel Property Management System (PMS) is a platform that enables a hotel or group of hotels to manage numerous operations. It is a system that is used for reservation, availability and occupancy management, check-in/out, report generation and much more.

They’ve replaced the traditional pen-paper methods that tend to be quite unmanageable. At present, hotel software handles much more than just these traditional processes.

However, they have been extremely useful in automating day to day operations and enhancing the guest experience. At present, hotel PMS are of two types viz. on-premise or legacy-based systems and online or cloud-based systems.

Types of hotel PMS

Out of the N number of software available in the industry; we’ll be focusing here on its two major types.

Cloud-based Hotel PMS

Cloud-based hotel PMS, is next-gen software, that is generally offered on a SaaS (Software as a Service) platform. This allows the operators to access the software from any internet-enabled device or location.

Cloud or online solutions provide stable output with much less downtime. In comparison to on-premise PMS, cloud-based have fewer installation hassles and IT requirements.

On-premise Hotel PMS

On-premise hotel PMS is installed on the desktop and requires a software license for each server and/or end-user. They are generally easier to customize according to one’s specific needs.

These solutions are supplemented by paying annual maintenance charges (AMC) to ensure the smooth working of the program.

Summarily, both online as well as traditional desktop-based hotel PMS systems, have their fair share of advantages and disadvantages. Think twice and go for the one which perfectly suits your hotel needs and makes your operations easy.

To know more about a hotel management software – click here.

How to evaluate your property requirements?

Investing in property management software is important; but, choosing the RIGHT one is even more important. As it helps in, enhancing revenue and simplifying your hotel operations. 

For this, it is very essential to understand the needs and requirements of your hotel and identify what kind of software you need before jumping onto its purchase. 

Points to keep in mind before selecting the right property management system:

We’ve highlighted here the few essential questions that you should look into:

1. Will the software automate my day to day operations?

Installing a hotel PMS software will streamline your operations. And, in turn, help optimize every opportunity to boost your revenue. Review and test all the features of the software carefully. 

Also, understand how and which operations will be beneficial to your hotel and can help in its smooth functioning. Likewise, many software providers offer FREE TRIAL for their systems to ensure the best customer service. 

Try them out before buying!!

2. How can I decide to upgrade from my current hotel PMS? 

Simply perform Gap Analysis!! This is a method that involves the comparison of actual performance with potential or desired performance.

Let’s assume, you are already using hotel software, but it doesn’t provide you proper reports of your daily transactions, check-in and check-out etc. This will in-turn hamper your on-going operations.

So, using a software that does not fulfill your basic requirements clearly states that it’s time for you to change or upgrade it to a new one!

Tip: Check out this blog and find out various reasons to replace your current hotel software.

How to set a budget for buying a hotel PMS?

This is the MOST important part that you should consider while evaluating your property requirements.

Case 1: You are already using a software, but are unhappy with what it offers to you. In this case, the first thought that strikes you is, of switching to a new hotel PMS. For this, consider the expense and budget that you need to keep in mind while opting for a new one.

MAKE SURE that the budget you set aside for purchasing the new software DOES NOT exceed more than 5-10% hike in the price you’re paying for your existing system.

Case 2: You are not using any software currently and so are looking to purchase a new one. In this case, make a proper budget and plan out how much you should invest in a property management system. 

Keep in mind your capital needs and hotel expenditure. Also, check how effective it is to boost quick returns and enhance your revenue.

However, for both cases, if a particular service provider offers you its solution at a little higher stake with better features in comparison to another hotel PMS software, DO OPT FOR IT!!

Tip: Make a note of the various costs that you need to save up on. REMEMBER a penny saved is a penny earned!! Don’t forget to negotiate with your software provider. 

Check out this buyer’s guide to get a fair idea of your requirements and select the right hotel software - compare, analyze and get answers to all your questions.

How and where to search for a hotel software?

Obviously, when we read “search” the first thing that clicks our mind is to search on Google. However, for hoteliers like you, there are several websites available where you can find out the best hotel software for your property. Namely, Capterra, SoftwareAdvice, SoftwareSuggest, HotelTechReport, etc. They regularly create reports on the top-performing hotel software. And, based on them you can evaluate your property requirements.

Make sure while you choose a hotel PMS, you opt for a one that is:

1. Easy-to-use
2. Cost-effective
3. Streamlines your hotel operations and
4. MOST IMPORTANTLY fits your requirements as well as is budget-friendly.

Such software will help you to save time and increase efficiency. Thus, resulting in achieving higher returns and achieving your desired goals.

Which features should I consider in a hotel software?

A property management system (PMS) can be one of your property’s greatest assets. While the right software takes your hotel business to the next level; choosing the wrong PMS can make your life miserable too!

Look for these core features that, every hotel software generally offers you to ease down your operations:

1. Cloud-based PMS
2. Check-in & check-out procedure
3. Reservations and offline bookings
4. Easy rate management
5. Organized hotel housekeeping
6. Simplified folio operations
7. Multiple profile management
8. Manage pay@hotel bookings 
9. Mobile guest self-service portal
10. Email and SMS scheduling
11. Security and stability

Explore more such hotel software features from here.

Tip: Opt for a hotel software that gives you a free trial in your own data! 

What questions should you ask before purchasing the hotel system?

Make sure that the PMS you choose is adaptable, expandable, and scalable with the emerging technologies and trends of the hotel industry.

Ask away these questions to your hotel software provider before you invest your hard-earned money:

1. Why should I invest in hotel management software?

A hotel management software has more benefits to your business than the costs incurred on its investment. It provides detailed reports on running your business efficiently and helps you make better business decisions.

This will improve your staffs’ efficiency as they spend less time on manual updates. Also, it’ll help to boost your marketing efforts and enhance your revenue. 

However, not investing in a hotel software would definitely hamper your business developments.

2. How’s the user experience?

The whole point of using hotel software is to streamline and strengthen your operations. So naturally, it should also be easy to use. A user-friendly interface will help your staff to learn even the most feature-rich system quickly. 

Do ensure that your software provider offers you a mobile-friendly PMS. This gives an optimal user experience on tablets as well as smartphones. Although, not considering an effective user experience would in turn toll your staff’s productivity. 

3. Is it flexible to run my day-to-day operations?

It is important to check whether the hotel software is easily scalable to grow with your business requirements.

Regardless of whether you’re planning to expand, add rooms, or run with an innovative idea; the hotel property management system should meet all your functional requirements.

4. Can it manage other operations too viz. housekeeping, laundry, etc?

It is essential to have a centralized system to manage all your daily operations. Earlier, log in and log out of multiple systems, handling stacks of registers and utilizing other manual management practices took a lot of time and effort. This, in turn, led to errors. 

But, now with an all-inclusive hotel PMS, you can easily manage your most critical tasks from one place. Stay organized and focus on guests rather than working behind the desk. Also, a hotel PMS does offer a single log in for handling operations of your property chains.

5. Is it open to third-party integrations?

Choose a hotel PMS that offers integration with your other systems as well. This would greatly reduce your workload and improve accuracy. 

So, integrating your hotel PMS with your existing hardware or software tools is the key to streamline your operations. Viz. PABX, door locking system, cash drawers, payment gateways, ID scanners etc. 

For example, integrating your payment gateway with PMS allows credit/debit card payments to be processed directly through the system. Automating such cross-system processes also saves a lot of time and effort.

In addition, having your hotel management software integrated with the booking engine and channel manager; will help in updating live inventories across different channels.

6. Will I be able to get comprehensive reports of transactions?

Reports are an integral part of a hotel business. They help to analyze hotel performance and provide various types of crucial data as required. 

Such reports generally include no.of bookings, housekeeping, guest data, revenue management and so on.

Always check, whether the PMS system provider you choose offers a comprehensive set of reports and key performance data.

7. What about the hotels’ data security? 

Data security is one of the most important aspects you need to know before selecting a hotel software. 

Always look for a hotel PMS that has solid security measures to offer. A system that is PCI DSS certified, GDPR compliant, as well as that, meets regional compliance; suits best for a protected data environment.

In general, a desktop-based property management solution stores the database on a local server while a web-based server stores the hotel data on a dedicated online server.

8. How about the pricing, is it reasonable and budget-friendly?  

THE MOST IMPORTANT STEP is, to find out, at what price does the software provider offer you and how would it help in forecasting your ROI.

DO NOT FORGET to consider the time it will save and the revenue it will make, to enhance your hotel business.

Make sure, the benefits should far outweigh the cost incurred and that, it is not heavy on your pocket.

9. How will the hotel software help to overcome challenges and boost revenue?

A complete hotel PMS will help to simplify and streamline your operations. Moreover, devote your quality time to core issues and enhance customer service at your hotel.

Besides, the automated and detailed reports along with overall data analysis will further, assist you in strategizing future business plans.

Along with these few solutions noted here; we have listed down the common challenges that hoteliers like you face. 

Tip: Opt for a software provider that offers you an all-in-one integrated hotel solution.

10. Will my hotel staff require extensive training?

Absolutely not, PMS software is very easy-to-use! All it requires is just basic computer knowledge. You can also easily assign different roles and specify access levels to your hotel staff. 

Nowadays, software providers also offer you full-fledged product training and demo videos that are easy to understand. They also include training your staff and are always available to solve your queries.

11. Is the PMS vendor company reliable?

Before evaluating or choosing any hotel software, you should always keep in mind whether the company is reliable.

Below are some points to take care of:

1. DO check the company’s experience in the hospitality industry. 
2. HAVE A LOOK at its clientele 
3. CHECK if it has a substantial and growing customer base.
4. MAKE SURE that the company has good credibility in the industry. 
5. DO READ its product reviews, customer testimonials and case studies.

Note: If all of these seem fine then you are good to purchase the software!!

12. Is the system accessible anywhere anytime?

When it comes to hotel software, make sure that it is up-to-date and offers you the latest technology. Having such a software provider, will not only make your work easier but will also keep you ahead of your competitors.

Choose a hotel PMS system that is easy to use on your mobile device too!! This would maximize your hotel’s productivity and ease your operations. 

A mobile-friendly PMS will help you to keep your staff free from the front desk tasks and empower you to provide personalized guest service.

13. Does it have after-sale support, if I get stuck somewhere?

We all know that hotels run 24×7. For this, you may require support at any time of the day. So, it is advisable that the hotel solution you choose should offer you 24×7 online and offline after-sale support. 

Along with that, ensure that the vendor has a dedicated technical support team to help you in case you are stuck somewhere or require any support.

Tip: Check reviews of existing clients; this will help you to understand the company’s market position and the support they offer.

14. Does your hotel property management solution meet regional compliances?

When you decide on a PMS for your hotel, don’t forget to ask the vendor whether the system is compliant with the region’s rules and protocols.

For example: India follows a comprehensive single indirect tax called Goods and Service Tax (GST). So, hotels using a property management system (PMS) must ensure that their system is compliant with GST and helps them perform all the GST related functions effortlessly.

Lastly, take (FREE) trials of hotel software 

By far you must be well versed with the questions to consider before purchasing a hotel PMS. Now, it’s time for you to actually try out software that meets your hotel’s requirements. 

Earlier, we saw the basic features that you should consider while opting for hotel software. Although, you should look for some advanced features that we’ve mentioned here; which very few software providers offer:

1. Hotel PMS mobile app
2. Guest statistics
3. Meal plans and packages
4. Third-party integrations.
5. Single login for hotel chains
6. Free trial of the hotel system in your own data.
7. 24*7*365 days customer support
8. 100% on-boarding 
9. Complete product training

If you have a complete set of these features in your hotel software; you are all set to jump high in your business.

Time to purchase the right hotel software

A hotel management tool varies from hotel to hotel, as every property has its own requirements based on their operations. If it meets your requirements, then it is the best software for you to purchase. 

eZee is one such company that offers an on-premise as well as online hotel software apt for all property types. Try them out NOW to simplify your hotel operations.

BONUS: eZee Absolute is a cloud-based software that provides all the features mentioned above along with a 14-day free trial!!

Commonly asked questions

On researching a lot, we came up with the below FAQs that generally hoteliers like you may ask. Let’s have a look on it:

In conclusion 

A hotel management system automates operational processes from check-in to check-out, reports, housekeeping, laundry, user privileges and many more. Adopting a hotel PMS has become a strategic necessity in order to offer quality guest services. 

Defining the needs of your property and keeping the above questions in mind will help to choose the right suitable software for your hotel.

Select wisely!

The post A Complete Guide to Select the Right Hotel Software appeared first on eZee Absolute.

The right one just hits differently. 

Well, the analogy is a bit off-track, but it is something you would definitely agree with. 

Right?

The hotel software is undoubtedly the heart of your business.

Whenever it comes to changing your solution or adopting a new one, you always think twice about it. 

Especially, when there are two types of software – cloud and on-premise; and both are equally cherished. 

Therefore, to help you choose or invest in the best technology, in this blog we brought you the pros and cons of cloud and desktop hotel management software. 

Along the way, we will debunk some myths that prevail about cloud hotel PMS. 

Let’s begin with:

What is a hotel software?

The hotel software is a system comprising different modules and functions to automate every operation of your hotel. It is at the core of any hotel business. 

Commonly known as Hotel PMS, a hotel software has become a necessity in the present time. It simplifies your:

• Reservations
• Front and back-office activities
• Housekeeping
• Room maintenance
• Billing and payments
• Rate management

The software is suitable for different accommodations like a resort, hostel, B&B, serviced apartment, guest house, a chain of properties, or a vacation rental. 

It plays a significant role in improving the operational efficiency of your property. 

Moving ahead, let us tell you about: 

Which are the different types of hotel software? 

Technology has made hotel operations easier than ever before. Over the years the hotel industry welcomed various solutions like:

Cloud hotel software: It runs on a SaaS (Software as a Service) platform. It is an innovative and easiest way to manage your operations with the least IT costs.

On-premise hotel software: The on-premise or better known as the desktop or legacy-based hotel system runs as an app on your computer.

Hosted cloud hotel software: This system is hosted on servers, giving the hotelier a single and scalable system to work on.

The cloud and desktop-based software are most preferred amongst all three of them. While the cloud is modern technology, the desktop is traditional and trusted.

When it comes to choosing between cloud vs on-premise hotel PMS, there is always a debate among the hoteliers.

So, let us make you familiar with the pros and cons of both and take you to the battleground of,

Cloud vs on-premise hotel PMS

Over the last two decades, we have seen exponential growth in the field of technology. 

At present, 92% of hoteliers have already shifted to cloud infrastructure. Yet, the rest 8% of hotels prefer the legacy hotel management system (desktop hotel PMS).  

Let us break down the pluses and minuses of both for you: 

System requirements

System installation & maintenance

Data security

For example:

• Secure private networks
• Restrict access to server rooms
• Arrange data back-up processes
• Install back-up servers, computers, drives, and power generators

Accessibility

Heads up: Remote access can affect your software's performance and increase server workload.

Cost

Integration

For example, a dedicated computer between the PMS and interface system.

You may like to explore: End-to-end hospitality hardware and software integrations

So, this was a detailed analysis of the pluses and minuses of both types of hotel management software.

From the analysis, it is crystal clear that the cloud is going to be the future of the hospitality industry. 

However, most hotel owners have several myths about cloud hotel management software. 

Common myths about cloud hotel software

The introduction of cloud has revolutionized the way hotel businesses operate across the globe. 

From integrated hotel software to increased flexibility, the introduction of cloud-based software has benefited hotels in many ways. 

Despite its numerous advantages, some hoteliers are still hesitating to take the plunge due to these prevailing cloud software myths:

Myth 1: Cloud software is not safe

Though it is one of the most popular myths, however, let us tell you, with cloud software your data is safer than the old desktop system.

Reason being, the desktop-based system contains data in its original form.

It can be easily exploited by anyone who wants to steal your data or interfere with your operations.

Whereas with the cloud-based PMS, it is very hard to intervene. 

Above all, cloud PMS automates the data transfers between integrated systems. Thereby, streamlines each process and avoids the chances of errors caused by manual entries. 

It eliminates time-consuming manual data entry task

Online Hotel Software  like eZee Absolute ensures the safety of the hotel’s data by storing it in secured servers with firewall protection and SSL encryption. 

The data is backed-up automatically and you can restore it easily.

In the early stages of the cloud system, many hoteliers were not sure about Cloud. But those who have adopted this solution, they have never turned back.    

Myth 2: Cloud systems are really expensive

With a Cloud PMS, the hoteliers don’t need any IT staff or physical drives to back up the data or for maintenance work. This saves a lot of your money.

Further, after installation, there is no hassle of extra software or hardware.  So you don’t need to deal with many vendors. 

On top of that, you have the liberty to pay only for the features that you need. And, you can choose the most cost-effective plan for your property. 

Similarly, with less onsite IT infrastructure, you can reduce your energy consumption.

Another benefit of cloud and SaaS is that you can switch among different service providers without any extra expense and can keep up with all data. 

Basically, cloud-based hotel software is a viable and economical option with no long-term contracts.

Myth 3: Cloud systems do not work without electricity or internet

The creators of cloud-based software considered the fact that internet connections may fluctuate. 

You must be aware of the generators that are used in case of a power cut. 

Similarly, cloud-based software has fail-safes. 

They ensure that your ongoing operations do not get affected because of low internet connection. 

With cloud software, risk management is the responsibility of your vendor. 

So, you can be totally free from security concerns and can operate your operations in a safe environment. 

Further, almost all vendors offer round the clock customer support to help you. 

In some cases of unlikely disaster, software like eZee Absolute automatically shifts to a backup server. Thus, it gives you the benefit of stable services without affecting your business.

It is the exact same scenario as Google Drive.

If you are writing in a document on the cloud-based file system and you lose connection, then the file allows you to keep writing. 

Later on, it updates the document stored on their server once the connection is restored. 

Myth 4: Cloud systems are hard to learn

Well, if we tell you the truth, then it’s the legacy desktop system that is more complicated.

Cloud-based software is built with modern technologies, keeping the hotelier’s user experience in mind. 

The cloud systems are simpler and user friendly. 

It is an easier job to train your staff and help them become comfortable with the end-to-end functionality. Above all, it enables non-tech savvy people from all departments of your hotel to gain access.

Myth 5: Cloud systems are not worth the cost

At the start, we touch-base the infrastructural cost savings. However, that’s not the only area where the cloud helps you save your money.  Along with that, cloud systems create more revenue opportunities. 

The cloud streamlines your operations with the seamless integration of PMS with channel manager, booking engine, POS, and other software. 

When you have a well-harmonized system, you can capture all your guest details. Right from their stay duration, requests, preferences to expenses, everything is stored. 

You can use this data to impart the best-personalized service and even to upsell. 

So, these were some of the major myths that prevail about cloud hotel software. 

We hope after reading this, you won’t hold these myths about cloud hotel software.  

Now, you may ask,

Which is a suitable PMS for your Hotel?

While traditional hotel brands tend to invest in conventional hotel management systems, modern hotels are moving towards the cloud PMS.

These days, the demand for cloud systems has increased like never before. Even hotel groups are preferring cloud over desktop software. 

Most of the legacy hotel software providers have started including cloud software in their offerings. Hotel groups are also gaining confidence in the concept.

Basically, the cloud has made high-end property management systems an affordable reality for small, mid-sized, and independent properties.

It is absolutely YOUR decision to choose the types of software that guarantee you a better ROI. 

We have got a detailed buyer’s guide cum comparison tool, that has all the features of ideal hotel software. Download your copy now. 

The post Cloud vs On-Premise PMS for Hotels: Which is Preferable? [Detailed Comparison] appeared first on eZee Absolute.