Property Management Systems (PMS)

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Almost all hoteliers use property management systems (PMS) to manage day-to-day operations. The days of paper documentation are largely over. The range of PMS providers on the market is therefore diverse. That is why we give you an overview of the most common systems here.

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Definition of property management systems

Property management systems (PMS) enable computer-based management of day-to-day operations. This applies to smaller hotels as well as to hotel chains. In the past, the PMS was the “front office platform.” It included functions such as booking reservations, managing room rates, checkin/out for guests, room allocation and invoicing. Today, modern PMS are more of a management tool. The PMS is the central system in which all other programs run together.

Accordingly, the following tasks are mainly carried out (partly through connection to other systems):

Bookings/Reservations (also for group bookings and events)
Front office (including guest management)
housekeeping
Invoicing and billing
maintenance/servicing
Reporting

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Server-based vs. cloud-based PMS

When choosing a PMS, particular attention is paid to costs, usability and support. But the biggest differentiator is how the software is managed: locally or in the cloud.

PMS differentiators: server-based vs cloud-based in the hotel industry

Until a few years ago, property management systems (PMS) were only available with an on-site server.

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Today, you are free to choose. However, the future of PMS (or software solutions in general) probably lies in cloud-based systems. This was ensured, among other things, by the expansion of Internet speed.

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Cloud-based PMS are not tied to installation on an on-premise server. The solutions are managed by the provider. As a result, it also ensures comprehensive data backup. Updates and upgrades are also automatically installed. This not only saves time, but above all costs. Maintenance is also carried out remotely. In addition, the systems and their interfaces are constantly being developed.

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In short, cloud-based solutions are a good choice for hotels regardless of the number of beds. Implementation is completed quickly. The system is accessible from all devices at any time. It allows you to manage your hotel from anywhere: smartphone, tablet or PC.

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Another of the biggest advantages of cloud-based systems is the connection. This is because this hotel software can be easily connected to other management systems via interfaces. This further optimizes processes in your hotel.

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PMS comparison

Here we will introduce you to some of the most common systems. When researching, you will see that there are many different providers and a comparison is worthwhile.

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Apaleo

The company apaleo was only founded in 2016 and is based in Munich. According to its own statements, it developed the first PMS based exclusively on a completely free 2-way API (interface). This makes apaleo a completely open PMS platform. Other systems are connected quickly and seamlessly.

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More about Integration of apaleo and happyhotel

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Mews

Mews was founded by a Dutch team of former hoteliers. The company is now headquartered in Prague and attaches great importance to internationality. This applies both to employees and to the development of the software itself. From the outset, the Mews Hospitality Cloud was designed as a very open and versatile property management system.

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More about Integration of Mews and happyhotel

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ibelsa.rooms

ibelsa.rooms is also a cloud-based solution. The software has been on the market since 2010 and, according to the manufacturer, focuses on easy connection to third-party systems at no additional cost.
More about Integration of ibelsa.rooms and happyhotel

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RoomRaccoon

In addition to the PMS, the hotel software package also includes a channel manager and a booking engine. According to the manufacturer, the package is particularly adapted to the needs of smaller hotels.

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Fidelio Suite8

Fidelio is one of the longest running on-site applications. The product is now part of Oracle. The latest Fidelio Suite8 software is considered a completely integrated version with many functions. It is the only non-cloud-based system mentioned here, as it has been one of the most widely used applications in Europe for decades.

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Opera

The cloud-based and still rather young software solution Opera is also offered by Oracle. OPERA Cloud was developed as an object management solution with key features for the needs of hotels of various sizes and complexities. It also offers many partner interfaces.

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Protel

The company behind Protel hotel software has been on the market since 1994 and specializes in the development of hotel software. Here, customers can choose between two versions: locally installed software or Protel Air in the cloud.

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Sihot

Sihot is a hotel software from Gubse AG. The product was one of the first Windows applications to be launched back in 1986. It has now been developed into a complete family of modules. The open structure, modularity and configurability offer individual solutions for every hotelier.

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Connect to a PMS

There are many aspects to consider when choosing a PMS. On the one hand, the costs must be compared. In addition, the usability of the software and the provider's support play a major role. However, it is also extremely important that you pay attention to the most important interfaces.

It should be possible to integrate the booking engine, the channel manager and the CRM and accounting software. There is also a connection to a Revenue Management System to note. Because a large amount of the data that you need for this can be found in the PMS.

It is best to compare property management systems online. It is now possible to arrange a free trial period with many providers. On top of that, we would be happy to show you how to connect your system directly to happyhotel.