Modern hotels have become more complex businesses than ever to run in the digital age. But cloud-based PMS systems are able to automate a lot of processes and bring digital efficiency to day-to-day operations. For anyone wondering what a PMS System is, the answer lies in how it streamlines hotel operations and supports growth. 

A hotel is a complex system involving the activities of many departments, and every single operation has to be tracked. A hotel Property Management System (PMS) unites all the core functions such as reservations, front-desk operations, and payments in one convenient software system. Modern PMS systems automate processes, bringing more efficiency to operations and saving time for hotel staff. 

Hotels of all sizes and locations have adopted PMS Software because they don’t want to rely on old-fashioned, time-consuming paper processes. But plenty of hotels are still stuck with Excel spreadsheets, a paper-and-pen format and legacy software, even though these are not up to the task of running a modern hotel.  

Hotel PMS come in many varieties for different levels of hotel business, the wider range of services your hotel offers, the more comprehensive the PMS needs to be. The basic modules should always include reservations information, support front-desk with guest check-in and check-out while providing a central location for housekeeping to update room availability. Most flexible systems, such as SIHOT.PMS, are cloud-based and modular which allow new components to be integrated at any stage according to individual requirements, while being accessible from anywhere.   

Reservations

A fundamental requirement of any PMS is to keep track of hotel reservations. The reservation system stores all inventory data and the dates of stays. Chains usually have one central reservation system, while independent hotels have individual systems. 

The reservation module needs to be integrated with the hotel website booking engine and other distribution channels. Key functions include monitoring room bookings and availability, collecting e-payments, managing room inventories to prevent overbookings and sending reservation emails. 

Front-desk Operations

The front-desk module allows staff to carry out many guest-facing activities such as check-ins and check-outs, tracking room allocations, processing payments and issuing key cards. The PMS displays all the information conveniently on dashboards. 

The PMS should also provide a range of payment options and allow confirmation emails to be sent immediately. The software needs to create invoices or receipts that are issued when guests check-out. 

Channel Manager

To maximise revenue, hotels have to advertise rooms across multiple channels. The most efficient PMS software distributes inventories across OTAs, websites and agents, updating availability and rates in real time. 

Revenue Management

The PMS works hand in hand with a revenue management system (RMS), which helps staff to analyse performance indicators like RevPAR and ADR. Algorithms and pricing tools recommend rates and packages, and integration with the PMS ensures prices are updated instantly. 

Mobile Housekeeping and Maintenance

Housekeepers receive updates when customers check out, freeing up rooms faster. Maintenance teams are notified instantly when issues arise, with progress tracked in real time. 

Customer Data Management

In such a data-driven industry, the PMS has to retain information about guests. Customer relationship management (CRM) software stores contact details and information about guest stays and manages loyalty programmes. 

The CRM module integrates with the front desk and reservation system, collecting information about guests. The database helps with marketing strategies and personalising the guest experience. 

Point of Sales (PoS)

All extra charges – from spa to restaurant – are managed in one place, so guests receive a consolidated bill. 

Staff in the spa, gym, gift shop and restaurant can handle transactions using the software. 

Back-office management

Administrative processes such as HR, events and cost analysis are also supported within the PMS. 

This PMS module facilitates the management of administrative and back-office operations. Functions may include managing the following departments and operations:
1. Events and catering. 2. Spa and gyms. 3. Human resources, including shifts and invoices. 4. Analysis of costs and spending.
5. Sales and promotions. 6. Reviews. 

Reports and Analytics

Automated reports provide valuable insights into occupancy, revenue, costs and operations, helping hoteliers make data-driven decisions. 

• Faster, more efficient operations: Automation saves time and reduces administrative work.
  A cloud-based PMS reduces labour by automating processes and performing data analysis. The PMS handles complex POS transactions and organises housekeeping and maintenance duties more efficiently. Staff are spared hours of routine administration and are freed up to engage more with guests.
   
• Performance Evaluation: Accurate reporting reduces errors and highlights areas for improvement.
  Automation reduces human errors. The PMS tracks hotel performance in every domain, producing accurate reports and competitive intelligence. Detailed statistics allow hoteliers to pinpoint where performance needs to be improved and develop targeted packages and services. 

• Enhanced Guest Experience: Personalisation and seamless processes make stays more enjoyable.
  Automating daily operations promotes quality services. Guests benefit from faster, more efficient processes. The PMS also remembers their preferences for the next time, providing useful insights for hotel staff. It becomes easier to personalise the guest journey. 

• High Data Security: Cloud-based storage ensures safety, accessibility and compliance.
  Cloud-based PMS stores all the data ready for download and analysis. It’s encrypted and securely backed up. So, there’s no danger of it disappearing if a computer breaks down. Having the data in one central place makes life easier for management, especially if there are hotels in different locations. 

Understanding what is a PMS System is only the first step – choosing the right one is what makes the difference. Cloud-based PMS platforms provide innovative ways to engage with guests while reducing infrastructure and IT expenditure. 

SIHOT.PMS is modular, flexible and scalable, allowing hotels to adapt to changing business needs. Whether city hotels, leisure resorts, hostels or large chains, SIHOT supports hoteliers in creating customised solutions that grow with them. 

Future blogs will analyse SIHOT’s modules in more detail. To find out more, visit the website.