Hotel Management Software

Hotel management software solutions help users to manage all of the aspects of running a hotel, as well as other types of accommodation. They especially help to streamline reservation booking, employee scheduling, maintenance management, accounting, and other front-desk processes.  Read the full software guide...

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What is Hotel Management Software?

Hotel management software solutions are specifically designed for accommodation providers of various sizes. As such, they are geared towards streamlining a large range of the day-to-day operational processes of businesses and organizations in the accommodation industry.

Solutions designed for the accommodation industry not only provide tools for the promotion and management of hotels, but also for other hospitality services. Hotel management software is often utilized for booking and reservations scheduling, staff management, customer management, a point of sale, event promotion, inventory management, order management, billing and invoicing, and more.

Utilizing hotel management software solutions also allows businesses and organizations to generate data-driven insights based on their customers through feedback and reviews. With this software functionality, it is easier for businesses to refine their strategy or approach in order to improve customer satisfaction and engagement.

Besides hotels, these types of software systems are also utilized by businesses and organizations in the travel and tourism industry, specifically for supply chain management, as well as event management purposes.

Effectively, hotel management software is a general term referring to particular types of software solutions that are used to streamline business operations in the accommodation services industry.

Clock PMS
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Hotel Management
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Hotel Management
Hotelogix PMS
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Hotel Management

Types of Hotel Management Software

There are many different types of hotel management software solutions, such as hotel management systems (HMS), basic point of sale (POS) platforms, customer appointment scheduling systems, employee scheduling systems, and custom enterprise resource planning (ERP) systems that are specifically designed to meet the requirements of small- to medium-sized businesses and large-scale establishments.

Each of the solutions that are developed for the accommodation industry are tailored towards various functions. Some of them may even cover multiple functions within a single platform, essentially functioning as an all-in-one solution. On the other hand, some solutions are optimized for seamless integration with the other solutions that a hotel or accommodation provider may already be using in their day-to-day operations.

Hotel management systems (HMS)

An HMS is the most common type of hotel management software. This is because these solutions offer a number of robust features and functions, often serving as an all-in-one solution, to facilitate the day-to-day operations of hotels, especially at the front office, sales teams, planning, and accounting departments.

In particular, this type of software solution helps to automate key functions such as guest bookings, serving as a point of sale, sales and marketing, recording guest and customer information, telephony, banquets, event management, accounts receivable, and many others.

Additionally, these comprehensive solutions allow hotels to accept online reservations and bookings, receive guest profiles for privileges and memberships, and manage and monitor inventory for rooms and amenities, as well as ingredients for the restaurant menu should they have one. Some software solutions in this category may also include staff management, order management, and other administrative tools and applications.

Employee scheduling software

Employee scheduling software assists in the task of producing and managing complex employee schedules. These solutions help to increase productivity across business processes by saving time spent on scheduling, reducing paperwork and manual errors, and handling late-notice absenteeism.

Common features include the ability to automate schedule management, collect and share scheduling data, and allow employees to set their availability and communicate amongst themselves through notifications and messaging. More advanced features include vacation tracking, leave management, the ability to identify and alert schedule conflicts, the ability to handle overtime and incentive pay, the ability to assign shifts to remote workers, and the ability to find the right employee for the right task on the basis of experience, skills, labor cost, and availability.

Booking and appointment scheduling software

Booking and appointment scheduling software solutions are comprehensive systems that are utilized by businesses, hospitality service providers, and professionals. They primarily enable customers to book online reservations. As a result, these solutions benefit businesses and their overall productivity by automating scheduling tasks and minimizing scheduling errors, such as double bookings.

More advanced features that booking and appointment scheduling solutions may possess include calendar integration, payment processing, appointment notifications and reminders, customer management, and mobile compatibility—which enables customers to make bookings and appointments, as well as allows booking agents to manage and confirm schedules using a mobile device.

Enterprise resource planning (ERP) software

ERP software solutions are capable of providing a unique approach to hotel management, with functionalities covering the management of accounts, front desk operations, bars and restaurants, inventory management, marketing and CRM, sales teams, booking sites, online reservations, material/ingredient purchasing, and other processes that are all integrated and accessible in one comprehensive platform.

Additionally, ERP solutions enable business owners and managers to handle all of the reservations and other key business functions of multiple establishments from a single location, whether in-house or remotely.

Point of sale (POS) software

POS systems are a necessity in any hospitality business establishment, not just in the accommodation industry. Restaurants, hotels, retailers, and many other services use POS software for their payment processing needs.

A POS software solution is most commonly used by e-commerce and brick-and-mortar stores when processing sales. As such, these types of systems are effectively the digital, modern iteration of the traditional cash register. They combine standard POS hardware with specially designed POS software solution.

There are three main types of POS software solutions: terminal POS, mobile POS, and cloud-hosted POS. Additionally, there are two common types of deployment methods: on-premise software (a more traditional software deployment model) and cloud-based solutions (otherwise known as software-as-a-service, or SaaS).

How to Choose Hotel Management Software

Hotel management software solutions are designed to have the right features and functionalities for facilitating the day-to-day operations of hotels and other accommodation providers. However, there are particular features that should be given serious consideration when choosing between various hotel management software solutions.

Sales and tax data tracking

Hotels deal with numerous cash and credit card transactions every day. As such, a hotel management software that enables for the tracking of both sales and taxes is a good place to start when deciding which software solution to opt for.

Having the ability to accurately keep track of sales and taxes will make the lives of location managers and marketing teams a lot easier and more convenient. Furthermore, concerning software solutions that feature real-time reporting functionality, users will be able to generate and receive sales data quickly, as well as anytime and anywhere.

Integration with existing software solutions

Regardless of the type of software or it’s target audience, any new software solution should have the ability to seamlessly integrate with the other existing applications in a business’ arsenal. As such, when deciding upon a hotel management system, make sure that it can integrate with the other specific solutions that you are already using for various business processes.

Benefits of Hotel Management Software

Implementing effective hotel management software will significantly streamline the management processes of entrepreneurs, location managers, and supervisors. There are software solutions out there with comprehensive features and capabilities. They help attract and retain customers, boost staff efficiency, and increase revenue.

Hotel management software systems also help to make day-to-day operations both simpler and more consistent. Many solutions provide detailed, data-driven analytics, which offers valuable and actionable insights regarding staff performance, customer engagement and satisfaction, inventory, stock orders, and more.

Most importantly, hotel management software solutions assist in minimizing operational costs. This is because they are specifically tailored to provide multiple hotel management functions in a single, comprehensive platform.

Common Features of Hotel Management

API Application Programming Interfaces (APIs) are programmatic intersections with external products or platforms that allow for custom integrations with your own solutions or other solutions you are using.
Budgeting Planning and tracking capabilities for financial budgets and plans often used to manage funds across different departments or for investor / shareholder oversight.
Calendar Management Manage and update calendars for scheduling or consolidation of events across teams, departments or business functions.
Contact Management Manage large amounts of personal or business contacts in a centralized system.
Customer Management Manage customer databases and/or track outstanding shipments, payments and more.
Dashboard Dashboards are digital interfaces commonly used to visualise data or give quick access to important features and functions of online platforms. They often serve as an overview gateway in software applications.
Data Export Exporting functionality can be used to streamline the migration of data sets and information across systems, platforms or applications.
Data Import Importing functionality allows you to use data sets from other systems or platforms to cut down on data entry requirements or to more easily migrate records from similar applications you have used in the past.
Data Visualization Data visualization features render a visual interpretation of data sets through the use of charts, infographics and other visual cues generally in form of a reporting dashboard.
Expense Tracking Track employee travel and other expenses to stay on top of budgeting requirements and reimbursements.
External Integrations Integrations with other software products or platforms to improve efficiency and compatibility across systems.
Forecasting Forecast upcoming expenses, sales, revenue, user levels, etc. through the use of predictive methods and past data.
Inventory Tracking Stay on top of inventory levels, to manage the storing, reordering or production of stock items.
Multi-Currency Support of different currencies for payments, accounting purposes, taxes, reports and more.
Multi-User Supports more than just one user account and generally allows for collaboration with colleagues.
Notifications Includes notification support and sends you alerts with information on important events and other time sensitive instances. For example through push notifications on mobile phones or email notifications.
Organization Management High level organization management features to streamline the operation of your business.
Payroll Manage employee payroll to keep track of taxes due to the government, pension schemes and payments to employees.
Scheduling Schedule tasks, resources, appointments, payments, communications, etc.
Supplier Management Manage suppliers and purchases required in the day-to-day operation of a business.
Tax Management Manage tax payments and reporting requirements to ensure compliance with local or national taxation regulations.

Latest User Reviews of Hotel Management Products

German Magallanes
22 Aug 2018
"Great product"

It’s simple and effective. I really enjoy the way it’s set up. It helps me stay on task. The interface is great!

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