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 helps hotel and vacation rental property owners automate key processes, including digital marketing, online booking and billing for rooms, amenities and other services.

The platform is designed to be the ultimate hotel software solution to help hotel owners, managers and staff members administer quality hospitality services and maintain a strong relationship with their customers. This kind of hotel management tool can be utilized effectively for managing the day-to-day hotel operation, from booking and reserving rooms for out-of-town guests to billing and point-of-sale processes.

Hotel management software falls under the hospitality systems umbrella, which is designed to facilitate core processes for businesses in the hospitality industry, such as hotels, motels, restaurants, vacation rental properties, bed & breakfast (B&Bs), hostels, lodges, hunting cabins, resorts, condos, RV parks and other modes of lodging. The management suite is tailored to help managers and staff members perform essential functions, both financial and organizational, in an efficient and practical manner.

Some of the core functions that hotel management software helps to perform include reservation management, staff/employee scheduling, online booking, property maintenance scheduling, revenue management, accounting, point-of-sale, customer relationship management (CRM) and rate management, just to mention a few. As you can see, the software covers quite several functions, from front desk processes all the way to the back office. All these are designed to help increase the efficiency of the hospitality business and ensure the best guest experience possible.

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Types of Hotel Management Software

Hotel management software may refer to a wide variety of hospitality management solutions. There are a few different categories of hotel management tools you may consider when finding the right product for your hospitality business, be it a hotel chain or a small vacation rental property you’re trying to manage.

Hospitality property management solutions

A hospitality property management system is a comprehensive software solution that facilitates most of the administrative tasks of hotels, motels, resorts and all other businesses in the hospitality industry. It provides features and tools for front desk operations, housekeeping, guest reservations, online booking, room assignments, billing and guest services. This type of software serves as an all-in-one solution that automates a wide variety of tasks, such as marketing, booking and billing for various property types and vacation rental businesses. Its goal is to streamline and speed up core processes, including guest communications, room turnover and invoicing.

Online booking engines

An online booking engine is another type of hotel management tool designed to help managers and staff members accept online bookings directly on their business website. This software technology is often integrated with most top-tier hotel management suite, rental property system, reservation management software and other comprehensive hospitality business solutions. Customers and prospective guests can conveniently use their smartphones to book their reservations, pay for deposits and booking fees and make reservations for other hotel services, such as transportation, spas, hotel restaurants, etc. The online booking engine is a crucial solution for any hospitality business.

Channel managers

A channel manager is an essential aspect of distribution software programs, a subcategory of hospitality property management solutions. This type of software solution is also a critical component of the day-to-day hotel operation. The role of a channel manager distribution program is it enables hoteliers and rental property managers to connect with different agencies with personnel that have direct access to the real-time room and/or property availability information. These agents can then resell the vacant rooms or put the available rental property on the market in exchange for a commission.

Website builder and management solutions

Your business website is an important asset for your hotel and/or vacation rental operation. It serves as a window into your property that customers and prospective guests can look through to see what you have in store. With that said, it is very important to have a cohesive, well-optimized and regularly updated website with multimedia elements that appeal to potential guests and renters, enticing them to book your hospitality services. A good website management software solution facilitates the optimization of your website for search engines while giving you the ability to create and design a more personalized experience for prospective guests.

Revenue management and pricing solution

Pricing tools are important when you’re running any kind of business, not just hotels, motels and rental properties. It is an essential component of revenue management solutions. With this particular hotel management software, you will have the capability to create a more efficient revenue management strategy. Instead of manually crunching numbers, changing room rates and calculating revenue generated from each hotel room or rental property, you can utilize a revenue management and pricing solution to automate the entire process for you. A software solution like this can help save time and effort, not to mention how it can potentially alleviate stress while also improving your revenue.

How to Choose Hotel Management Software

Finding the right hotel management software can be a tough, time-consuming prospect for any hotelier or rental property manager. The selection process usually starts with determining the features, tools and capabilities of the software solution and how it addresses your business requirements. The market for hotel property management systems, or hotel PMS for short, can be a convoluted one if you don’t know what you’re looking for. The following are some of the key features to look for in your new hotel management software.

Reservation management and front desk solutions

Good hotel management software should provide robust reservation management and front desk support. After all, they are among the primary functions of this particular technology. A reservations management tool with front desk support can help the check-in and check-out process for hotels and other hospitality services go a lot quicker and smoother. For hotel staff members, the process of determining room availability, scheduling services, online booking and calculating charges becomes easier and more efficient. It can also help enhance the overall guest experience.

Payment gateway support

Any hotel PMS worth buying has to be able to support payment processing. Hotel managers and front desk personnel should be able to accept payments from guests through various modes, be it online or in-person via credit or debit cards. Hotel management solutions also have to be capable of processing online reservation fees and deposits. Most top-tier hotel management software can integrate with third-party payment gateways and point-of-sale systems to make implementation and adoption easier for all users.

Employee management

A good feature to have in your hotel management software is employee management. It’s nice to have a hotel PMS that already has an employee management tool fully integrated, so you don’t have to use different software to manage hotel personnel. Once employee information is entered into the system, hotel managers and supervisors can easily assign shifts and duties to available staff members, makeshift changes when necessary and get accurate contact information of all employees for emergency purposes. Fully integrated employee management can really help day-to-day hotel operation run smoother, personnel-wise.

Payroll management

Payroll management is another feature that can really increase the value of any hotel management software for hoteliers and rental property owners. Obviously, there are standalone payroll management solutions that you can integrate into your hotel management system, but it would be a huge advantage to have the payroll management tool already fully integrated into your hotel management suite right out of the box. This will allow you to efficiently manage employee payroll from a centralized platform. No more switching between different applications.

Accounting, invoicing and reporting capabilities

Hotel management is a grueling and labor-intensive business, even though most of the work you do is administrative. A single day of hotel operation can generate a lot of bills and invoices that have a ton of information attached to them. Clerical errors are quite common. Comprehensive hotel management software with a good accounting system can go a long way in facilitating most of the administrative tasks. Hotel PMS with such capabilities can automate most of the accounting, invoicing and reporting necessary for efficient hotel management.

Benefits of Hotel Management Software

Hotel management software provides a couple of really notable benefits that many hoteliers and vacation rental property owners can truly appreciate.

Centralized platform for hotel operation

Hotel management software provides a wide variety of features and capabilities. With those features, the different tools and functionalities available, you will have a centralized platform that allows you to run your hotel operation without needing any additional software. If you’re a hotel manager, you can manage your employees, book guest reservations, accept payments, assign duties and create shift schedules right from your hotel PMS. You basically have centralized control over your day-to-day hotel operation.

Increased average daily rate (ADR)

The cross-utilization of many of the core components of your hotel PMS gives you the ability to track past and current behavior of hotel guests. You can use this information to create targeted market upgrades, packages and add-ons during the online booking and reservation process, enticing prospective guests to spend more. You may also use the data to optimize your targeted marketing campaigns to reach more customers and potential guests. The software solution may also provide useful data regarding previous occupancy trends that you can leverage to apply a dynamic pricing strategy to further increase your ADR for in-demand or peak periods.

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

R. Matt Huntington
10 Sep 2020
"ResNexus puts you in control of your busin..."

It's the Swiss-army knife of software for hospitality professionals. ResNexus has a tool for just about everything. It connects sea...

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